How to Create and Track Approval for a New Inventory Requisition

1. Overview

The Inventory Requisition module in Inaya is a logistics management tool that lets healthcare facilities request and transfer inventory items between different stores or departments. It handles the full cycle — requesting, approving, issuing, and confirming — while keeping a complete record of who did what and when.

2. Why Is It Important to Use Inventory Requisitions?

Aspect	Importance
Stock Control	Prevents stockouts and overstocking by keeping proper inventory levels across stores
Accountability	Tracks who requested, approved, issued, and received the items
Audit Trail	Every step is logged, which supports compliance and financial auditing
Efficiency	Standardizes the request-and-approval process so nothing gets delayed unnecessarily
Patient Care	Ensures medical supplies move to where they're needed, on time

3. Requirements Before You Start

Prerequisites Checklist

Stores: All stores involved (e.g., Main, Pharmacy) must already exist.
Approval Strategy: Each store needs an In and/or Out approval strategy.
Items Catalog: All items that can be requested must already be in the catalog.
Approvers: Users must be added to the approval strategy, or they will not see approval requests.

4. Scenarios and Examples

Scenario 1 — Pharmacy Requesting Items from Main Store

Field	Value
Origin (requesting store)	Pharmacy
Destination (issuing store)	Main
Items requested	Abitol Tabs (13 tablets), Aciclovir Tabs 200mg (1 tablet)
Due date	11/08/2026
Approval required	Out Approval Strategy on Main

Scenario 2 — Ward Requesting Emergency Items

Field	Value
Origin (requesting store)	Ward A
Destination (issuing store)	Pharmacy
Items requested	Emergency drugs
Approval required	Both In and Out strategies

5. Step-by-Step Guide: Creating and Approving a Requisition

Step 1 — Navigate to Inventory Requisitions

Open the Main Menu and find the Logistics section.
Under Items, click Inventory Requisitions.
The requisitions list opens, split into Inbox and Outbox, filterable by date and status.

Step 2 — Create a New Requisition

On the Inventory Requisitions list, click the + button at the bottom.
A new requisition form opens.

Step 3 — Fill in Requisition Details

Due Date: Enter when the items are needed.
Origin: Select the store requesting the items.
Destination: Select the store that will issue the items.
Description: Optionally add additional notes.

Step 4 — Add Requested Items

Under Requested Items, click Add (the + icon). A search field opens.
Type the item name to search, then select the item from the results.
Enter the quantity and select the unit.
Click Save and Add to save this item and keep the interface open for adding more, or click Save to save this item and close the interface.

Option	What It Does	When to Use
Save and Add	Saves the item and keeps the interface open	Adding several items in a row
Save	Saves the item and closes the interface	You're done adding items

Step 5 — Submit for Approval

Review everything on the requisition.
Click Save to keep it as a draft, or click Save and then Submit for Approval to send it forward.
Once submitted, the status changes to Waiting Confirmation and approvers are notified.

Step 6 — Handle an Approval Strategy Error (If You See One)

If you see the error below, no approval strategy has been configured yet for the store.
Go to Step 7 to configure the store's approval strategy, then return and resubmit the requisition.

Step 7 — Configure a Store's Approval Strategy

Open Configure from the Main Menu.
Go to Stock.
Select Stores, then choose the store and set its In and/or Out Approval Strategy.

Step 8 — Approve the Requisition

Open the Main Menu and click Approval.
Click Approval Requests, then open the Pending tab.
Choose an action for the requisition: Approve, Decline, Cancel, view History, Print, or Delegate.

Button	Action
Approve	Approves the requisition
Decline	Rejects it, with an optional reason
Cancel	Exits without taking action
History	Shows the approval history
Print	Prints the requisition
Delegate	Hands off approval to another user

Step 9 — Issue the Items (Destination Store Operator)

Once approved, the status changes to Waiting to be issued.
The destination store operator logs in, opens Inventory Requisitions, finds the requisition with that status, and opens it.
Click Issue Items, then choose Out Issue to issue from general stock, or select a specific batch to issue from.
Enter the quantity to issue for each item and click Issue.

Step 10 — Confirm Received Items (Origin Store Operator)

Once items are issued, the status changes to Waiting confirmation.
The origin store operator logs in and opens Inventory Requisitions.
Finds the requisition awaiting confirmation and opens it.
Confirms the items received and clicks the checkmark to confirm.

6. What Happens After Saving?

SN	Action	Status	Result	Next Step
1	Save Draft	New	Saved, not yet submitted	Edit or submit for approval
2	Submit for Approval	Waiting Confirmation	Approval request created	Approver(s) review it
3	All Approvers Approve	Waiting to be Issued	Ready for fulfillment	Destination store issues items
4	Partial Issuance	Partially Issued	Some items issued	Issue the rest, or close
5	Complete Issuance	Waiting Confirmation	All items issued	Origin store confirms receipt
6	Confirmation	Closed Fulfilled	Requisition complete	Requisition closed, inventory updated
7	Rejection	Declined	Requisition rejected	Requester edits and resubmits

7. Configuration Reference

7.1 Approval Strategy Settings

SN	Setting	Description	Example
1	Single Approver	One person must approve	Pharmacy Manager
2	Multiple Approvers	Two or more must approve	Store Manager + Inventory Controller
3	Sequential Approval	Approvers act in a set order	Manager → Director
4	Parallel Approval	Approvers can act in any order	Any order, all must approve

7.2 Store Configuration

SN	Field	Purpose
1	Name	Store name (e.g., Main, Pharmacy)
2	Parent Store	Defines the store hierarchy
3	In Approval Strategy	Who approves items coming into this store
4	Out Approval Strategy	Who approves items going out of this store

8. Common Problems and Solutions

Troubleshooting

No Approval Strategy — Error: "No Approval Strategy Configured". Cause: the store has no strategy set. Solution: go to Stores → select the store → configure the In/Out Approval Strategy.
Can't see a request — Error: "No pending requests". Cause: you're not added as an approver. Solution: check the approval strategy and add yourself or the user to the approver list.
Out of stock — Item shown in red. Cause: not enough stock at the destination store. Solution: check inventory, then reduce the quantity or restock.
Can't issue — Error: "Quantity exceeds available stock". Cause: requested more than what's available. Solution: reduce the issue quantity.
Can't confirm — The Confirm button is disabled. Cause: the requisition isn't in "Waiting confirmation" status yet. Solution: wait for the correct status.
Stuck on "Waiting" — Status doesn't change. Cause: not all approvers have approved yet. Solution: check who's still pending and follow up.

9. Quick Reference

9.1 Quick Step Reference

Requisition at a Glance

Main Menu → Logistics → Items → Inventory Requisitions.
Click + to create a new requisition.
Set Due Date, Origin, and Destination.
Add requested items with quantity and unit.
Save, then Submit for Approval.
Approver(s) review and approve.
Destination store issues the items.
Origin store confirms receipt.
Requisition closes as Closed Fulfilled.

9.2 Key Terms

SN	Term	Definition
1	Origin	The store requesting the items
2	Destination	The store issuing the items
3	In Strategy	Approval required for items coming in
4	Out Strategy	Approval required for items going out
5	Waiting Confirmation	Awaiting approval or awaiting receipt confirmation
6	Waiting to be Issued	Approved, ready for the destination store to issue
7	Closed Fulfilled	Requisition completed successfully