Requests - Submit a Request for Inventory
Site users submit requests for inventory or materials needed on site. These requests are processed by inventory teams for approval and delivery.
What Are Requests?
Requests are used when a site needs inventory, materials, or components. Instead of calling, emailing, messaging or writing lists on paper, site users submit requirements directly into Cloudscaff, ensuring accurate tracking and clear approval.
Once submitted, a request becomes a record that can be managed, approved, delivered, tracked, or rejected as needed.
Where to Find It
Site → Requests
You will see three expandable accordions:
Pending Requests – Requests not yet submitted or still being edited
Submitted Requests – Sent for approval and waiting to be processed
Approved Requests – Confirmed and ready to start the delivery process
Creating a Request
To create a new request for inventory:
Open Requests
Select the Plus (+) button in the bottom right
The Request form opens
Request Form
The form has three main sections:
1. Site Information
This section auto-fills with site data and cannot be edited:
Site Name
Site Code
Customer Name
Site Address
Creation Date
2. Request Information
Note: This section is optional for all input fields.
Users may add:
Start Date
End Date
Reference Code
Notes
This is helpful for planning, scheduling, or providing context for the warehouse staff, but requests can be created and submitted without completing it.
3. Inventory Information
This is where quantities for components are requested.
The table displays:
Code: The code you allocated to your component
Name: The description of the component
Location: The yard/storage facility/warehouse where the component is sourced
Available Quantity: How much inventory you currently have available in the location
Request Quantity: How much inventory is required
Backorder: If your requested quantity exceeds your available quantity, the excess will be recorded in the backorder
Users can:
Search by code, category, name, or location
Toggle Show All Items
Enter request quantities
Use the Show all items toggle to display only the items you have selected
All components will display from your master inventory list
Only the items selected from the list will display
The inventory list now displays only the components where quantities have been added.
Backorders
If a user requests more than the available quantity, the system will:
Highlight the line
Display a message that the request exceeds available stock
Record the remainder as a Backorder
Backorders allow the warehouse to source from another yard, cross-hire, or deliver partially.
Totals Summary
At the bottom of the request, Cloudscaff auto-calculates:
Total Items
Total Counts
Total Weight
This helps assess load sizes, transport planning, and job requirements.
Uploads
Users may upload supporting documentation such as job instructions, reference code documents, drawings, or photos.
Supports drag-and-drop or manual file selection.
Saving or Submitting the Request
Buttons at the bottom:
Void Request – Cancels the request entirely
Update Request – Saves progress without submitting
Submit Request – Sends the request to inventory management for processing
Once submitted, the request moves to Submitted Requests and becomes locked.
After Submission
The inventory team will:
Review stock availability
Approve or reject the request
Generate a delivery when approved
Approved requests move into Approved Requests, where progress and related deliveries can be viewed.
Key Benefits
Clear traceability of requested inventory
Stops informal and untracked material requests
Accurate warehouse planning
Smooth handover from site to logistics
Creates audit-friendly reporting across all movements
Note: Requests cannot be edited after they have been submitted, they can only be voided
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