Store material requisition

Teacher requests classroom materials; Finance approves the requisition, posts stock movements, or raises a purchase order when stock is insufficient.

Steps

1. Teacher request - Request materials
   • Create a request with item, quantity, and needed-by date.
   • Tip: be specific on item names so Finance can match Store items. Vague requests bounce.

2. Finance requisitions - Requisitions
   • Open the pending request, confirm location, then approve or reject.
   • Tip: approving without a store location leaves stock nowhere to issue from.

3. Issue stock - Stock movements
   • Post the issue against the approved requisition when stock exists.
   • Tip: do not issue below zero. Check Low stock first.

4. Purchase if needed - Purchase orders
   • Raise a PO to a supplier, then receive via Goods receipts when goods arrive.
   • Tip: movements and POs are different paths - do not mark a request complete until stock actually moved or arrived.

Role handoff

Teacher requests. Finance approves, posts movements, and owns POs/GRNs. Admin may oversee via Stores & Budget.

Common mistakes

• Approving requisitions without a location
• Issuing stock below zero
• Closing the teacher request before the movement posts
• Raising a PO without a supplier on file

Related

• Stores and budget
• Request materials
• Requisitions
• Stock movements
• Purchase orders
• Goods receipts
• Low stock