Store requests: sent from stock, or bought only what is missing
Anyone asks the store for what they need, for a plant or a department, and says what it is for. Once approved, the store sends what it has and asks purchase to buy only what is missing; the request, purchases and transfers stay tied together.
PLANSScale only
The problem it solves
- The maintenance team buys bearings that are already on the store's shelf.
- Material leaves the store on a verbal request, with no record of who asked or why.
- Purchase gets requests from five people for the same item.
- Nobody can tell whether a request is waiting for approval, for stock or for the supplier.
How it works
- Open Manufacturing > Store Requests > My Requests > New. Choose the store it comes from, where it is sent to, the date needed, what it is for and the items.
- Press Send to the Store. The request waits in the approval chain Store request: a Store Keeper decides, or the levels you set.
- Once approved, the Store Keeper sees each item's sent, being sent, in the store and missing quantities in To Send. Send from Stock makes the transfer for what is there.
- For what is missing, Ask Purchase sends a purchase request. Missing is what was asked, less what is sent or on the way. It also takes off what the store has and what purchase was already asked for. The Store Keeper may raise it to keep more in the store.
- Purchase chooses the vendors and presses Make Purchase Orders. Goods come into the store and the Store Keeper sends them. The request becomes Partly Sent, then Sent.
Everything it does
The store request
- Numbered SR/2026/00001 and on
- Asked By, From Store (the Entity's first warehouse to start with), Send To, Needed By, What It Is For (required)
- Items with quantity, unit and note; quantities must be above zero
- States: Draft, To Approve, With the Store, Partly Sent, Sent, Rejected (with the reason)
- Buttons for its purchase requests, purchase orders, goods received and transfers
- People see only their own requests; Store Keepers see all
Purchase requests
- Numbered PR/2026/00001 and on, for the store, with the date needed and a note
- Items with the vendor (empty: the item's usual vendor)
- States: To Order, Ordered, Received, Cancelled (with the reason)
- Make Purchase Orders, one per vendor; a purchase order shows the store requests it serves
- Cannot be cancelled while purchase orders made from it are open
Who uses it
Anyone in the teamAsks the store for what they need and follows the request.
Store KeeperApproves (with no chain set up), sends from stock and asks purchase for what is missing.
Purchase officerPicks vendors and makes the purchase orders.
ApproversDecide requests at the levels of the Store request chain.
Where you use it
- Web: Manufacturing > Store Requests (My Requests; To Send for Store Keepers)
- Web: Purchase > Orders > Purchase Requests, and Inventory > Store Requests for Store Keepers for the purchase department
- Web: Approvals > To Approve for approvers
- Not in the SmartMy Manufacturing app
What you control
Settings
- Approval chain Store request: a Store Keeper with no set-up; add levels, such as the person's manager or a department head, with conditions
- Requester May Approve: on for the chain the system makes; switch it off to need a second person
- Store Keeper role: given to users in Settings > Users
Approvals
- Store request: every request sent to the store, one chain per Entity; a Store Keeper decides with no set-up, or the levels you add
Notifications
- Store Request Sent: to the person who asked, when the store sends the items (all or part). In the app inbox (app push built in, not switched on yet)
- Store Request Rejected: to the person who asked, with the reason; in the app inbox
- Purchase Request From the Store: to the purchase department; in the app inbox
- Approvers get the request in Approvals > To Approve
- These cannot be switched off; in-app notices always arrive
Questions
Can purchase buy an item the store already has?
Purchase works from the store's purchase requests. The store asks only for what is missing after its own stock, items on the way and earlier requests. The Store Keeper may ask for more to keep stock.Who approves a store request?
With no set-up, a Store Keeper. Add levels to the Store request chain in Approvals, such as the person's manager or a department head, with conditions.Are store requests in Growth?
No. Store requests come with Scale.Can a request be part sent?
Yes. The store sends what it has; the request is Partly Sent until the rest arrives and is sent.Related features
ACROSS SMARTMY MANUFACTURINGApproval chainsDecisions that cost money or change how you build go to the right people in order before they take effect. They cover failed goods, engineering changes, corrective actions, store requests and asset changes. With no set-up the usual managers approve; you add levels without code.PRODUCTION AND JOB WORKSales, purchase and CRM: from lead to goods receivedFollow enquiries through your pipeline, send quotations, take sales orders and invoice them, raise purchase orders and receive the goods into your plant. Every invoice and bill names its plant.ACROSS SMARTMY MANUFACTURINGNotificationsThe right people hear when a machine calls for help, a breakdown is raised or a quality check fails. They also hear when a job work challan is overdue or a request waits for their approval. Job workers get the challan details when material leaves. Email and the in-app inbox need no set-up.PLANNING, QUALITY AND COSTBreakdowns raised from the floor, spares and technician time costedWhen an operator stops a machine at the terminal for a breakdown reason, a repair request opens for that machine at once. The maintenance team is told. The stop time and the repair sit on one record, and the repair is costed in spares and technician time.PRODUCTION AND JOB WORKPlants on every bill, and the plant summaryRun two or more plants under one GST number and still read each plant's own figures. Every invoice, bill and entry names its plant, and the Plant Summary shows each plant's stock, purchases, sales, margin, expenses and net for a period.
See your shop floor on it.
Tell us what you make, how many machines and people you run, and how production is recorded today. We will set up a line with you and run a job on the terminal.