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Required role: Owner or Admin, or a custom role with permission to approve or dispense supply requests. A workflow can choose who approves.

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Approve or reject a request

When a request is submitted, it waits for approval. If you’re an approver, it appears in Approvals and shows an Approval Required banner on the request.
1

Open the request

In the left sidebar, click Supply Requests, click Submitted in the status row, and open the request. You can also open it from Approvals.
2

Review the items

Check the items and the Requested quantity for each. Items with variants show the variant next to the item name, such as “Polo shirt — M”.
3

Approve or reject

In the banner, click Approve to approve the full requested quantities. Or click Reject, enter a reason, and click Reject again to notify the requester.
With Restricted stock validation, approving a request reserves the approved stock at the location, per variant for items with variants. If there isn’t enough stock, the message names the item and variant that are short. The reservation is released when the items are dispensed or the request is cancelled.

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Dispense items

1

Open the request

Open an Approved or Dispensing request.
2

Click Dispense Items

Click Dispense Items. For each item, you see the Approved, Completed, and Remaining quantities and the Available Stock at the location.
3

Enter quantities

Enter how many to hand out under Complete Now, or click Complete All to fill in everything that’s in stock.
4

Confirm

Click Mark as Completed to finish dispensing, or Mark as Partially Completed to hand out the rest later.
Dispensed quantities are deducted from the location’s stock, or from the variant’s stock, and logged as consumed. A partial dispense moves the request to Dispensing. When everything is dispensed, or you click Mark as Completed with items left over, the request moves to Ready for Collection and the requester is emailed. Any undispensed quantity is released back to stock.
In the request’s Activity History, click Handover PDF on a dispense entry to print a handover sheet.

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Complete the request

When the requester collects the items, open the request and click Mark as Completed. The status changes to Completed.

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Other actions

From the request’s actions menu you can also:
  • Print PDF — download the request as a PDF.
  • Add Link — link the request to another record.

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Next steps

Approvals

See every request waiting for your decision.

Inventory logs and adjustments

Review stock movements, including dispensed items.