> ## Documentation Index
> Fetch the complete documentation index at: https://betterdatainc.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

# Stock Requests

> How to create and manage stock requests for fulfillment

# Stock Requests

Stock requests are requests for inventory from one location to another, used for replenishment, fulfillment, and inventory balancing.

## Recommended Starting Points by Role

### Operations (Warehouse/Inventory)

**Start here:**

1. **Depot Workflow** - Process stock requests through depot workflow
2. **Verify Requests** - Verify request details and inventory availability
3. **Pick and Ship** - Pick items and create shipments
4. **Track Status** - Monitor request status through workflow

**Daily workflow:**

* Review pending stock requests
* Verify inventory availability
* Pick requested items
* Create and ship shipments
* Update request status

### Planner (Forecasting + Replenishment)

**Start here:**

1. **Review Requests** - Review incoming and outgoing requests
2. **Approve Requests** - Approve requests that require approval
3. **Monitor Fulfillment** - Track request fulfillment status
4. **Analyze Patterns** - Identify recurring request patterns

**Daily workflow:**

* Review pending approvals
* Approve requests aligned with planning
* Monitor fulfillment rates
* Analyze request trends

### Finance (COGS, Holding Cost, Cost-to-Serve)

**Start here:**

1. **Request Reports** - Generate reports on stock requests
2. **Cost Analysis** - Analyze costs associated with requests
3. **Fulfillment Metrics** - Review fulfillment performance

**Daily workflow:**

* Review request volumes and costs
* Analyze fulfillment efficiency
* Monitor cost-to-serve metrics

## Types of Stock Requests

### Standard Stock Requests

Regular replenishment requests:

* **Request Type**: STOCK
* **Purpose**: Standard inventory replenishment
* **Workflow**: Request → Approval (if required) → Fulfillment

### Ad Hoc Requests

One-time or special requests:

* **Request Type**: ADHOC
* **Purpose**: Special circumstances, urgent needs
* **Workflow**: Request → Approval (if required) → Fulfillment

### Electronic Requests (E-Requests)

System-generated requests:

* **Request Type**: E\_REQUEST
* **Purpose**: Automated replenishment from stocklists
* **Workflow**: Auto-generated → Fulfillment

## Stock Request Workflow

### Requestor Workflow

#### 1. Create Request

1. Navigate to **Run** → **Stock Requests**
2. Click **Create Request**
3. Configure:
   * **Request Type**: STOCK, ADHOC, or E\_REQUEST
   * **Requesting Location**: Your location
   * **Fulfilling Location**: Depot or supplier location
   * **Products**: Products and quantities needed
   * **Priority**: High, medium, low
   * **Delivery Window**: When items are needed

#### 2. Submit Request

1. Review request details
2. Add notes if needed
3. Click **Submit Request**
4. Request moves to:
   * **PENDING**: If no approval required
   * **WAITING\_FOR\_APPROVAL**: If approval required

#### 3. Track Request

Monitor request status:

* **DRAFT**: Being created
* **PENDING**: Awaiting fulfillment
* **WAITING\_FOR\_APPROVAL**: Awaiting approval
* **APPROVED**: Approved, awaiting fulfillment
* **VERIFYING**: Being verified at depot
* **PICKING**: Items being picked
* **PICKED**: Items picked, awaiting checking
* **CHECKING**: Items being checked
* **SHIPPED**: Items shipped
* **RECEIVED**: Items received
* **FULFILLED**: Request fully fulfilled
* **CANCELLED**: Request cancelled

### Approver Workflow

#### 1. Review Pending Approvals

1. Navigate to **Run** → **Stock Requests**
2. Filter by **Status**: WAITING\_FOR\_APPROVAL
3. Review request details:
   * Requesting location and need
   * Products and quantities
   * Priority and delivery window
   * Request history

#### 2. Approve or Reject

**To approve:**

1. Click **Approve** on the request
2. Optionally add approval notes
3. Request moves to APPROVED status

**To reject:**

1. Click **Reject** on the request
2. **Required**: Provide rejection reason
3. Request moves to REJECTED status
4. Requestor can rollback to DRAFT if needed

### Depot Workflow

#### 1. Verify Request

1. Navigate to **Run** → **Stock Requests**
2. Find requests in PENDING or APPROVED status
3. Click **Start Verifying**
4. Verify:
   * Inventory availability
   * Request details
   * Product specifications
5. Request moves to VERIFYING status

#### 2. Pick Items

1. Click **Start Picking**
2. Request moves to PICKING status
3. Pick items from inventory:
   * Follow pick list
   * Verify quantities
   * Check lot numbers (if applicable)
   * Check expiry dates (if applicable)
4. Click **Complete Picking**
5. Request moves to PICKED status

#### 3. Check Items

1. Click **Start Checking**
2. Request moves to CHECKING status
3. Verify picked items:
   * Check quantities
   * Verify product correctness
   * Inspect condition
4. Request ready for shipping

#### 4. Ship Request

1. Click **Ship**
2. Request moves to SHIPPED status
3. System creates shipment record
4. Requestor can track shipment

#### 5. Receive Request (at Destination)

1. Requestor receives shipment
2. Click **Receive** on the request
3. Verify received items
4. Request moves to RECEIVED status
5. Request moves to FULFILLED when complete

## Stock Request Status Transitions

### Requestor Actions

* **Submit**: DRAFT → PENDING (or WAITING\_FOR\_APPROVAL)
* **Cancel**: DRAFT/PENDING/WAITING\_FOR\_APPROVAL → CANCELLED
* **Rollback**: REJECTED → DRAFT

### Approver Actions

* **Approve**: WAITING\_FOR\_APPROVAL → APPROVED
* **Reject**: WAITING\_FOR\_APPROVAL → REJECTED (requires comment)

### Depot Actions

* **Start Verifying**: PENDING/APPROVED → VERIFYING
* **Start Picking**: VERIFYING → PICKING
* **Complete Picking**: PICKING → PICKED
* **Start Checking**: PICKED → CHECKING
* **Ship**: CHECKING → SHIPPED
* **Receive**: SHIPPED → RECEIVED → FULFILLED

## Stocklists and Automated Requests

Stocklists can automatically generate stock requests:

### Stocklist Configuration

1. Configure stocklist with:
   * **Target Location**: Where items are needed
   * **Products**: Products and target quantities
   * **Reorder Points**: When to trigger requests
   * **Schedule**: Recurrence schedule

### Auto-Generated Requests

When inventory falls below reorder point:

1. System generates E\_REQUEST
2. Request follows standard workflow
3. Requestor can track automated requests

## What Success Looks Like

### Operations Success

* ✅ Requests processed through workflow efficiently
* ✅ Picking accuracy high (no discrepancies)
* ✅ Shipments created and tracked accurately
* ✅ Requests fulfilled on time
* ✅ No workflow bottlenecks

### Planner Success

* ✅ Requests approved promptly
* ✅ Request patterns identified and optimized
* ✅ Fulfillment rates meet targets
* ✅ Stocklists generating appropriate requests
* ✅ Request costs tracked and optimized

### Finance Success

* ✅ Request costs tracked accurately
* ✅ Fulfillment efficiency measured
* ✅ Cost-to-serve metrics available
* ✅ Request volumes analyzed

## Common Pitfalls

### 1. Not Specifying Delivery Windows

**Problem**: Creating requests without delivery windows makes prioritization difficult.

**Solution**: Always specify delivery windows:

* When items are needed
* Urgency level
* Business impact

**How to avoid**: Make delivery window a required field.

### 2. Not Checking Inventory Availability

**Problem**: Creating requests for items that aren't available at fulfilling location.

**Solution**: Check inventory availability before creating request:

* Verify fulfilling location has inventory
* Check channel allocations
* Consider lead times

**How to avoid**: Use inventory views before creating requests.

### 3. Skipping Verification Step

**Problem**: Moving directly to picking without verifying request details.

**Solution**: Always verify requests:

* Check request details
* Verify inventory availability
* Confirm product specifications

**How to avoid**: Make verification a required step in workflow.

### 4. Not Tracking Request Status

**Problem**: Creating requests but not tracking their progress.

**Solution**: Monitor request status:

* Set up status change alerts
* Review request dashboard regularly
* Follow up on delayed requests

**How to avoid**: Use request tracking features and alerts.

## Troubleshooting

### Request Stuck in Pending

**Symptoms**: Request remains in PENDING status without progress.

**Possible causes:**

1. No one assigned to process requests
2. Inventory not available
3. Workflow configuration issue
4. Permissions issue

**Steps to resolve:**

1. Check if depot staff are assigned
2. Verify inventory availability
3. Review workflow configuration
4. Check user permissions
5. Manually transition status if needed

### Can't Approve Request

**Symptoms**: Approve button not available or not working.

**Possible causes:**

1. Insufficient permissions
2. Request not in correct status
3. System error

**Steps to resolve:**

1. Check user permissions (APPROVER role)
2. Verify request is in WAITING\_FOR\_APPROVAL status
3. Refresh page and try again
4. Contact support if issue persists

### Request Fulfilled But Inventory Not Updated

**Symptoms**: Request marked as FULFILLED but inventory not updated at destination.

**Possible causes:**

1. Receiving process not completed
2. Inventory allocation failed
3. System synchronization issue

**Steps to resolve:**

1. Verify receiving process completed
2. Check inventory levels at destination
3. Review request fulfillment status
4. Manually reconcile if needed
5. Contact support if issue persists

### Stocklist Not Generating Requests

**Symptoms**: Stocklist configured but not generating requests.

**Possible causes:**

1. Stocklist not published
2. Inventory above reorder point
3. Schedule not configured
4. Auto-pull not enabled

**Steps to resolve:**

1. Verify stocklist is published
2. Check inventory levels vs reorder points
3. Review stocklist schedule
4. Verify auto-pull is enabled
5. Check stocklist status

***

## Related Pages

* [Stock Lists](/execute/stocklists)
* [Shipments](/execute/shipments)
* [Viewing Inventory](/execute/viewing-inventory)
* [Planning Recommendations](/decide/planning-recommendations)

***

## Permissions & Roles

<Tip>
  Creating stock requests requires standard user permissions. Approving requests requires APPROVER role. Processing requests through depot workflow requires DEPOT\_MANAGER, PICKER, CHECKER, or SHIPPER roles. Contact your organization administrator for details.
</Tip>