Inventory Requisitions

1. Overview

An Inventory Requisition is an internal request used to move stock items between different stores, warehouses, or departments within your facility.

Inaya uses Inventory Requisitions to manage the complete lifecycle of an internal stock request, from creation and approval through issuing, delivery, confirmation, and final fulfilment or denial.

The workflow provides visibility between the Origin Store, which requests the stock, and the Destination Store, which supplies the stock.

2. Why Is Inventory Requisition Important?

Inventory Requisitions provide a controlled process for requesting and transferring stock between internal locations.

Benefit	Description
Stock Availability	Allows stores with shortages to request stock from another location.
Approval Control	Ensures requests are reviewed before stock is issued.
Transfer Tracking	Tracks stock from the requesting store to the supplying store.
Accountability	Records who created, approved, issued, and confirmed the requisition.
Inventory Accuracy	Prevents stock from being permanently transferred before receipt is confirmed.
Traceability	Maintains a complete history of the requisition lifecycle.

3. Requirements to Create an Inventory Requisition

Before creating a requisition, ensure the following requirements are available.

Requirement	Description
Origin Store	The store or department requesting the stock.
Destination Store	The store or warehouse supplying the stock.
Item	The inventory item being requested.
Quantity	The quantity required from the destination store.
Due Date	The expected date by which the stock should be delivered.
Approval	Appropriate approval configuration for the Origin and Destination.
Issue	The process used to dispatch the requested stock.
Confirm	The receiving action used to confirm the delivered stock.
User Permission	The user must have permission to create or process requisitions.

4. Scenarios and Examples

Example: Pharmacy Store Requests Stock

The Pharmacy Store is running low on syringes and requires additional stock from the Main Warehouse.

Term	Description	Store
Origin	Applicant / Requesting Store	Pharmacy Store
Destination	Provider / Dispenser Store	Main Warehouse

Initial Inventory

Store	Role	Current Quantity
Main Warehouse	Destination / Provider	500 boxes
Pharmacy Store	Origin / Applicant	10 boxes

The Pharmacy Store creates a requisition for:

50 boxes of syringes

Requisition Lifecycle

Create Requisition The Pharmacy Store creates a request for 50 boxes.
Origin Approval The request is reviewed and approved by the responsible authority at the Pharmacy Store.
Destination Approval The Main Warehouse reviews and accepts the request.
Issue The Main Warehouse picks and dispatches 50 boxes for delivery.
Delivery The stock is transported to the Pharmacy Store.
Confirm Pharmacy Store staff receive the delivery, count the boxes, verify the quantity, and confirm the requisition.
Stock Update After confirmation, Inaya updates the inventory balances.

Final Inventory

Store	Initial Stock	Final Stock
Main Warehouse	500 boxes	450 boxes
Pharmacy Store	10 boxes	60 boxes

5. Step-by-Step Guide

Step 1: Open Inventory Requisitions

Navigate to the Inventory Requisitions section in Inaya.

Step 2: Create a Requisition

Click Create or the appropriate action for creating a new requisition.

Enter the required information, including:

Origin Store
Destination Store
Item
Quantity
Due Date

Step 3: Select the Origin Store

Select the store that requires the stock.

For example:

Origin Store: Pharmacy Store

The Origin Store is the requesting location.

Step 4: Select the Destination Store

Select the store that will provide the requested stock.

For example:

Destination Store: Main Warehouse

The Destination Store is responsible for supplying the requested inventory.

Step 5: Add the Requested Items

Select the inventory item and enter the required quantity.

Example:

Item	Quantity
Syringes	50 boxes

Ensure that the requested quantity reflects the actual requirement.

Step 6: Set the Due Date

Specify the date by which the stock is expected to be delivered.

The due date allows users to identify requests that require attention and track fulfilment requirements.

Step 7: Save the Requisition

Review the information and click Save.

The requisition is created with the appropriate initial status.

Step 8: Approve the Requisition

Depending on the configured workflow, the requisition may require approval from:

Origin Store management
Destination Store management

The requisition moves through the configured approval stages before stock can be issued.

Step 9: Issue the Stock

After approval, the Destination Store performs the Issue action.

The Issue process represents the physical preparation and dispatch of the requested stock.

This may include:

Picking the items.
Verifying quantities.
Packing the items.
Dispatching the stock.

Step 10: Confirm the Delivery

When the stock arrives at the Origin Store, receiving staff verify the delivery.

They should:

Count the delivered items.
Verify the item.
Verify the quantity.
Check the physical condition.
Click Confirm.

Inventory requisition waiting for confirmation

Step 11: Complete the Requisition

After confirmation, Inaya completes the stock transfer and the requisition moves to:

Closed Fulfilled

The inventory balances are then updated accordingly.

6. What Happens After Saving?

After a requisition is saved, Inaya tracks it through its configured workflow.

Stage	What Happens
Creation	The requisition is recorded in Inaya.
Origin Approval	The originating store reviews and approves the request.
Destination Approval	The supplying store reviews and approves the request.
Issue	The destination store prepares and dispatches the stock.
Delivery	The requested stock is transported to the Origin Store.
Confirmation	The Origin Store verifies and confirms receipt.
Stock Update	The inventory balances are updated after confirmation.
Completion	The requisition moves to Closed Fulfilled.
Audit History	The requisition retains its workflow and transaction history.

Effect on Stock

Before confirmation, the permanent inventory transfer has not been completed.

For the example above:

Main Warehouse
500 boxes

Pharmacy Store
10 boxes

After the Pharmacy Store confirms receipt:

Main Warehouse
500 - 50 = 450 boxes

Pharmacy Store
10 + 50 = 60 boxes

7. Configurations

Inventory Requisitions can be configured to control how requests move through the organisation.

Workflow Configuration

Configuration	Description
Origin Store	The store or department requesting stock.
Destination Store	The store or warehouse supplying stock.
Approval	Requires authorised users to approve the requisition.
Issue	Allows the supplying store to dispatch requested stock.
Confirm	Allows the receiving store to confirm physical receipt.
Auto Issue	Automatically issues the stock after the required approval stage.

Origin Store

The Origin Store is the requesting location that requires additional stock.

Example:

Pharmacy Store

Destination Store

The Destination Store is the supplying location responsible for fulfilling the request.

Example:

Main Warehouse

Issue

Issue represents the physical or digital dispatch of stock from the Destination Store.

It indicates that the requested items have been picked, prepared, and dispatched.

Confirm

Confirm is the receiving action performed by the Origin Store after the stock arrives.

The receiving user verifies that the delivered stock matches the requisition before confirming the transfer.

Approval

Approval is the administrative control that allows authorized users to review and approve the requisition before it progresses.

Auto Issue

Auto Issue allows the system to automatically issue stock after the configured approval requirements have been satisfied.

8. Common Problems and Solutions

No.	Problem	Possible Cause	Solution
1	Requisition cannot be created	Required information is missing	Complete the required fields before saving.
2	Wrong Origin Store selected	Incorrect store was chosen	Review the Origin Store before submitting the requisition.
3	Wrong Destination Store selected	Incorrect provider store was selected	Verify the Destination Store before saving.
4	Requisition is waiting for approval	Required approval has not been completed	Contact the responsible approver.
5	Requisition was denied by Origin	Origin approval was rejected	Review the denial reason and create a new request if necessary.
6	Requisition was denied by Destination	Destination store rejected the request	Review the rejection reason and stock availability.
7	Stock cannot be issued	Destination approval or other workflow requirement is incomplete	Complete the required approval steps.
8	Received quantity does not match	Delivered stock differs from the requested quantity	Physically verify the delivery before confirming.
9	Stock has not moved between stores	Receiving confirmation has not been completed	Verify the delivery and complete the Confirm action.
10	Requisition remains open	A workflow action is incomplete	Check the current status and complete the required action.
11	Auto Issue is not working	Auto Issue is disabled or incorrectly configured	Review the workflow configuration and approval requirements.

Quick Reference

Step	Action
1	Open Inventory Requisitions
2	Create a new requisition
3	Select the Origin Store
4	Select the Destination Store
5	Add the requested items
6	Enter the required quantities
7	Set the due date
8	Save the requisition
9	Complete the required approvals
10	Destination Store performs Issue
11	Origin Store receives and verifies the stock
12	Origin Store performs Confirm
13	Inaya updates the inventory balances
14	Requisition becomes Closed Fulfilled

Status Quick Reference

Status	Meaning
New	The requisition has been created and saved but has not yet been processed or reviewed.
Waiting for Approval in Origin	The requisition is waiting for approval from the Origin Store's responsible authority.
Waiting for Approval in Destination	The requisition has passed Origin approval and is waiting for approval from the Destination Store.
Closed Fulfilled	The requisition has been approved, issued, received, and confirmed successfully.
Denied by Origin	The requisition was rejected by the Origin Store's responsible authority.
Denied by Destination	The Destination Store rejected the request.

24 August 2026