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
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)
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
2. Request Inventory
Open the Requests tab
Click Add (+)
Complete the request form:
Select the correct Yard/Storage
Add a Reference Code if needed
Click Submit Request
Request is sent to the Inventory Management Team for approval
3. Inventory Management Team Processing
Inventory Management Team reviews the request
If approved, it is converted into a Delivery
They may adjust quantities, components, or locations, upload documents, and add signatures
Delivery is signed and sent to site
4. Receive a Delivery On-Site
Open the Deliveries tab
Go to Outbound Deliveries
Select the delivery
Review items listed
Upload documents/photos if needed
Add Name and Signature
Click Receive Delivery
Outcome:
Items moves out of the Yard/Location
Items is added to your Site inventory
5. Return Inventory (From Site Back to Yard)
Open the Returns tab
Click Add (+)
Enter Return Date and Quantities
Submit Return
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
6. Variances
Too much delivered:
Create a new Request for balancing items
Inventory Management Team approves
A balancing Delivery is sent
Too little delivered:
Create a Return if quantities must be corrected
Inventory Management Team approves
Create a new Request for the correct amount
7. Transfer Inventory Between Sites
Go to the Transfers tab
Click Add (+)
Select Transfer From and Transfer To
Enter Date and Quantities
Upload documents/photos if needed
Sending site signs to release
Receiving site signs to confirm receipt
8. User Roles
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
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
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