Inventory - Standard Workflow (2 signatures required)

All inventory movements require sign-off to release inventory and sign-off to receive inventory. This provides full traceability, responsibility tracking, and a complete audit trail.

Purpose

The standard request workflow allows a Site User to request inventory, material, gear, or components required for work on site.

Every request, delivery, return, and transfer must be signed by the sending party and the receiving party.

This ensures:

• Stock is controlled and authorized

• Items cannot be issued without approval

• A full audit trail exists for every movement

• Clear accountability for stock on site and in the yard

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Standard Inventory Flow

Request → Inventory Management Team Approves → Delivery Sent → Site Signs to Receive → Site Creates Return → Inventory Management Team Schedules Collection → Site Signs to Release → Yard Signs to Receive → Variances Handled → Optional Site-to-Site Transfers (Sign to release, Sign to receive)

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1. Open Your Site

From the Sites page, click on the Site Name or Site Code to enter.

Inside a site you can:

• Request Inventory

• Receive Deliveries

• Create Returns

• Transfer Inventory

Quick Link: Sites Page Overview

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2. Request Inventory

1. Open the Requests tab

2. Click Add (+)

3. Complete the request form:

   • Select the correct Yard/Storage

   • Add a Reference Code if needed

4. Click Submit Request

5. Request is sent to the Inventory Management Team for approval

Quick Link: How to Create a Request

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3. Inventory Management Team Processing

1. Inventory Management Team reviews the request

2. If approved, it is converted into a Delivery

3. They may adjust quantities, components, or locations, upload documents, and add signatures

4. Delivery is signed and sent to site

Quick Link: Processing a Request

Quick Link: Processing a Delivery

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4. Receive a Delivery On-Site

1. Open the Deliveries tab

2. Go to Outbound Deliveries

3. Select the delivery

4. Review items listed

5. Upload documents/photos if needed

6. Add Name and Signature

7. Click Receive Delivery

Outcome:

• Items moves out of the Yard/Location

• Items is added to your Site inventory

Quick Link: How to Receive a Delivery on Site

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5. Return Inventory (From Site Back to Yard)

1. Open the Returns tab

2. Click Add (+)

3. Enter Return Date and Quantities

4. Submit Return

5. Inventory Management Team arranges for collection

When the truck arrives:

• Open Outbound Returns

• Upload documents/photos

• Add Name and Signature

• Click Return Collected

At the Yard:

• Yard Stock Controller inspects items

• Items are classified as Available, Maintenance, Damaged, or Lost

• Return is approved and closed

Quick Link: How to submit a Return Site

Quick Link: How to process a Return back into the yard/location

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6. Variances

Too much delivered:

1. Create a new Request for balancing items

2. Inventory Management Team approves

3. A balancing Delivery is sent

Too little delivered:

1. Create a Return if quantities must be corrected

2. Inventory Management Team approves

3. Create a new Request for the correct amount

Quick Link: Variance Handling

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7. Transfer Inventory Between Sites

1. Go to the Transfers tab

2. Click Add (+)

3. Select Transfer From and Transfer To

4. Enter Date and Quantities

5. Upload documents/photos if needed

6. Sending site signs to release

7. Receiving site signs to confirm receipt

Quick Link: How to Perform a Site-to-Site Transfer

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8. User Roles

Role	Responsibilities
Site User	Creates requests, receives deliveries, issues returns, performs transfers
Inventory Management Team	Approves requests, creates deliveries, approves returns, manages documentation
Yard Stock Controller	Finalizes returns at the yard, assesses condition of items, updates yard inventory

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Tips: Always select the correct Yard or Storage location when requesting items

Use Reference Codes to track PO numbers or external identifiers

Ensure Name and Signature fields are completed on all deliveries and returns

Uploading documents and photos strengthens traceability