> For the complete documentation index, see [llms.txt](https://docs.cloudscaff.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.cloudscaff.com/site-management/requests-submit-a-request-for-inventory.md).
# Requests - Submit a Request for Inventory
## 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:
1. Open **Requests**
2. Select the **Plus (+)** button in the bottom right
3. 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.
{% hint style="info" %}
[To understand what reference codes are, click here](/general-tools-and-features/reference-code.md)
{% endhint %}
***
### 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
{% columns %}
{% column %}
All components will display from your master inventory list
{% endcolumn %}
{% column %}
Only the items selected from the list will display
{% endcolumn %}
{% endcolumns %}
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:
{% columns %}
{% column valign="middle" %}
**Void Request** – Cancels the request entirely
{% endcolumn %}
{% column valign="middle" %}
{% endcolumn %}
{% endcolumns %}
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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