Locations and organizations

Organizations own spare-parts inventory and stock operations. Their code, time zone, currency and active flag provide the context for a request and the records around it. Storage Locations represent warehouses, service depots or vendor stockrooms. A location records its organization, name, code, address, contact and eligibility note. Those fields help the coordinator choose the real place where parts sit or where a transfer is intended.

Team Members link a platform user to an organization and carry an active flag, role name and time zone. That membership is the basis for assigning request ownership and reviewer identity. Inventory Coordinator, Inventory Reviewer, App Administrator and Auditor roles describe who prepares, decides, administers and inspects. Access should be rehearsed with people from more than one organization before live use.

• Organization ownership. Keep requests, catalog items and locations under the intended organization.
• Location identity. Use stable codes for the source and counterparty stockrooms.
• Membership. Link active team members to their user accounts and operating organization.

Agree a single code for each operating organization and physical location. Record time zones so dated requests and decisions are interpreted consistently. Decide who may set a location inactive and how old movements remain readable after that change. Capture eligibility notes that help staff avoid choosing a location that cannot handle a particular stock operation.

A company has a central warehouse and a field depot. Both have a code and contact, and each belongs to the correct organization. A coordinator opens a request for the depot, choosing the warehouse as counterparty. A reviewer in the same organization inspects the linked reorder evidence. During a pilot, an auditor checks that the request, attachment and decision are visible in the authorized scope, while a team member from another organization cannot change them. The location names can change later without losing the stable codes on historic work. Before wider use, the administrator checks a request under each organization and confirms that the assigned coordinator and reviewer can read the right records. The auditor checks the same case without changing its evidence.

• My stock requests — Work assigned to a member of the operating team.
• Due stock requests — Dated requests across the authorized organization.

Read the related process.