Request to use
Follow department requirements through approved supply and actual use.
8 stages · 3 approvals
Roles and responsibilities
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Step 1Prepare the requirement
Request NumberFacilityDepartmentNeeded By
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Step 2Approve the request
Request NumberFacilityDepartmentNeeded By
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Step 4Prepare the use
Use NumberDepartmentPerformed ByRecorded By
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Step 5Authorize consumption
Use NumberDepartmentPerformed ByRecorded By
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Step 6Record actual use
Use NumberDepartmentPerformed ByRecorded By
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Step 8Reconcile the remainder
Use NumberDepartmentPerformed ByRecorded By
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Prepare the requirement
Department Coordinator records the actual department need, products, quantities and intended date. The request identifies its company, facility and fulfillment basis: delivery into department custody or actual consumption from central stock. Product units retain their approved fixed conversions.
Approval required
Approve the request
Independent Warehouse Manager approves the bounded demand, excluding its preparer and material editors. This decision authorizes the requirement and its eligible claims. Required quality and financial exceptions retain their separate reviewers; request approval alone does not authorize an arbitrary consumption effect.
Deliver the supplies
Warehouse Operator records authorized picks, actual transfer and destination receipt when the route delivers to the department. Partial receipt leaves the remainder visible. Direct-use requests instead retain their eligible central stock source. A custody move preserves owned quantity and carrying.
Prepare the use
Warehouse Operator prepares the exact remaining source, quantity and department-cost basis from permitted factual observations. Department Coordinator supplies the operational context and actual user evidence. Current reservations, restrictions and required Quality Reviewer decisions must cover the same source.
Approval required
Authorize consumption
Independent Warehouse Manager approves the exact use quantity and current carrying, excluding request preparer, material editors and actual performer. Finance Manager additionally approves protected value or exceptions. The consumption decision is distinct from the earlier demand approval.
Record actual use
Warehouse Operator records and executes the approved stock effect from actual use evidence, preserving the physical consumer separately. It relieves source quantity and carrying once. Delivery-basis demand was fulfilled by destination receipt; direct-use demand is fulfilled by actual consumption. Later use cannot fulfill the delivered demand again.
Approval required
Review unused supply
Warehouse Manager independently approves the genuine remaining physical quantity and return movement, with required condition and value reviews. Consumed goods cannot be restored through a return request or financial credit. Prior delivery and use remain historical.
Reconcile the remainder
Warehouse Operator records the approved actual unused transfer and destination receipt. Department Coordinator follows remaining demand and unresolved differences. A changed requirement follows its own reviewed revision; unapproved or excess actual use stays visible for reconciliation.
Approvals and exception handling
3 approvals required in this process
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Approve the request
Warehouse Manager signs · deliver the supplies waits
DepartmentRequests, DepartmentRequestLines, ApprovalDecisions -
Authorize consumption
Warehouse Manager signs · record actual use waits
DepartmentUses, DepartmentUseLines, ApprovalDecisions -
Review unused supply
Warehouse Manager signs when a return is needed · reconcile the remainder waits
StockTransfers, StockTransferLines, ApprovalDecisions - Demand approvalCustody delivery and actual-use authorization remain distinct.
- Fulfillment follows the request's selected basis; transfer receipt and later consumption are not additive completion.
- Current restrictions apply after relocationAnd uncertain sources retain claims until reconciled.
- Actual personEvidence recorder and stock executor remain separately identified.
When the process needs attention
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exception
Approve the request
Required quality and financial exceptions retain their separate reviewers; request approval alone does not authorize an arbitrary consumption effect.
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exception
Authorize consumption
Finance Manager additionally approves protected value or exceptions.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Prepare the requirement | DepartmentRequestsDepartmentRequestLinesDepartments | Actual bounded department need |
| 2 Approve the request | DepartmentRequestsDepartmentRequestLinesApprovalDecisions | Independently authorized demand |
| 3 Deliver the supplies | StockTransfersStockTransferLinesInventoryReservationsStockEvents | Actual custody receipt where selected |
| 4 Prepare the use | DepartmentUsesDepartmentUseLinesInventoryReservations | Exact use proposal and source evidence |
| 5 Authorize consumption | DepartmentUsesDepartmentUseLinesApprovalDecisions | Approved actual-use scope and value |
| 6 Record actual use | DepartmentUsesDepartmentUseLinesStockEventsStockLayers | Actual consumption and department expense once |
| 7 Review unused supply | StockTransfersStockTransferLinesApprovalDecisions | Authorized remaining physical return |
| 8 Reconcile the remainder | StockTransfersStockTransferLinesDepartmentRequestLinesDepartmentUses | Actual return and remaining demand reconciled |
Process reports
All reportsDepartment Supply Position
Follow DepartmentRequests and DepartmentRequestLines by company, facility, department, product and requested service date. Keep requested/approved/allocated/transferred/actually used/cancelled/remaining scope disjoint, using actual source links rather than assuming transfer equals use. Requisitions are a distinct purchasing intent, and current stock is not added to request history. Active claims, shortages, changed instructions and uncertain delivery remain explicit. Repeated request versions or source deliveries do not create another department requirement. Different product units remain separate; incomplete source coverage is unknown rather than a zero requirement.
Department Cost Position
Sum actual posted DepartmentUseLines carrying relief and source-owned assembly or other explicitly allocated operating expense by company/facility/department and posting period, with actual use dates available separately. Internal requests, transfers, stock still held, production intermediate observations and intercompany bridge rows are not additional expense. Actual performer, authorized recorder and executor remain distinct evidence. Where a department received purchased or assembled stock, its consumption removes the exact current source carrying once; original acquisition or production cost must not be expensed again through a derived join. Missing assignment or valuation stays an exception, and each permitted comparison retains compatible currency and scope.
Run by an agent
Agent support
An assistant cannot provide an independent human approval, invent actual receiving or consumption, declare a clinical outcome, or treat an uncertain counterpart response as a completed posting. It cannot manufacture missing quality, cost or bank evidence. Existing restrictions and original source claims apply to every permitted automated action.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› request to use · prepare the requirement on DepartmentRequests, DepartmentRequestLines, Departments
✓ Department Coordinator records the actual department need, products, quantities and intended date.
› request to use · approve the request on DepartmentRequests, DepartmentRequestLines, ApprovalDecisions
⏸ approval · waiting for the warehouse manager
# 6 more stages after approval: deliver the supplies, prepare the use, authorize consumption, record actual use, review unused supply, reconcile the remainder
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Follow actual goods orders through approved billing and collected cash.
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Intercompany supply
Follow paired company orders through destination acceptance and separate settlement.
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Period close
Reconcile supply operations and intercompany positions before closing each company.
8 stages · 4 approvals