Issue approval and delivery

After a stock issue is submitted, it goes through an approval and delivery workflow before the units leave your books. An approver approves or rejects the issue, the warehouse hands the units over to the recipient, and finally the signed delivery note is uploaded to complete the issue.

All these steps are carried out from the issue’s details page. The Next step area on that page always shows what the issue is waiting for and who can do it.

Status flow

1. Pending Approval — the issue was submitted. Its units are reserved and cannot be used in other movements.
2. Approved — every required approval was given. The units wait to be handed over.
3. In Transit / Handover — the units were handed over to the recipient.
4. Completed — the signed delivery note was uploaded and the units moved to the customer.

An issue that is rejected becomes Rejected, and one that is cancelled becomes Cancelled. In both cases its units are released back to available stock.

How to open a pending issue

1. From the side menu, open Inventory › Stock Movements.
2. Open the Pending Approval tab and click the view icon of the issue.

How to approve an issue

1. On the issue’s page, check the units, customer and notes.
2. Click Approve Movement.
3. Confirm in the Approve Stock Movement window.

If more approval levels are needed, the issue stays Pending Approval and Next step shows Awaiting approval level with the next level and its approvers. Otherwise it becomes Approved.

How to reject an issue

1. Click Reject at the top of the page.
2. Enter the Reason and confirm. The reason is shown on the issue as Rejection reason.

How to hand over the units

1. When the issue is Approved, click Mark as Handed Over.
2. Confirm in the Handover Stock Movement window.

How to complete the issue

1. When the issue is In Transit / Handover, click Complete Issue (Upload POD).
2. In Signed Delivery Note / Attachment (PDF, JPG, PNG), choose the signed delivery note or proof of delivery, up to 10 MB.
3. Confirm. The issue becomes Completed and the file is added to its attachments.

Who can approve

• Approvers need the approve issues permission and must be active users.
• An approver must be one of the approvers set for the issue’s source warehouse. If no approver is set for that warehouse, system administrators approve it.
• When approval levels are configured, the first level is always required, and each further level is required when the issue’s total value reaches that level’s minimum value. Levels are approved in order, and one user can approve only one level of the same issue.
• Nobody except an administrator can approve or reject an issue they created or were the last to edit.
• The same users who can approve can also reject.

Who can hand over and complete

Users with the create issues permission and operate access to the source warehouse, and administrators.

Note

While the issue is still Pending Approval, its creator can change it with Edit. Saving sends it for approval again.