Material Request
A Material Request records internal stock requirements before items are issued from one location to another. It helps you plan stock movement, track demand, and create an auditable record of internal inventory requirements.
Scenario: Bailey at Zylker Manufacturing needs to transfer 50 units of LED bulbs from the main warehouse to the retail showroom. Before issuing the stock, Bailey creates a material request to record the requirement and get approval from the inventory manager.
Enable Material Request Module
Before you can create material requests, you must enable the module in your organisation settings.
Prerequisite: You must have admin access or appropriate permissions to enable modules.
- Go to Settings from the top right corner of the page.
- Click General under Setup & Configurations in the left sidebar.
- Check the Material Request option under Modules.
- Click Save.
Once enabled, the Material Request module will appear under Inventory in the left sidebar.
Create a Material Request
Create a material request to record items needed at a specific location before issuing stock.
Go to Inventory from the left sidebar.
Click Material Requests.
Click the New button in the top right corner.
Fill in the request details:
Field Description Material Request# A unique reference number. This is auto-generated but can be customised by clicking the gear icon next to the field. Date The date when the request is created. Defaults to the current date. Expected Date The date by which the items are needed. This is optional but helps with planning. Location The warehouse or location where the items will be delivered after issue. Notes Internal notes about the request. This field can include context, purpose, or special instructions. In the Item Details section, add the items you need:
- Click Add Row to add an item line.
- Select the item from the dropdown.
- Enter the Quantity required.
- Repeat for each additional item.
- Click the delete icon to remove an item row if added by mistake.
Note: You can add multiple items to one request when they belong to the same location and fulfilment timeline. For items needed at different locations, create separate requests.
- Review all details and click Save or Save and Confirm based on your workflow.
After saving, the request appears in the Material Request list and can be converted to a material issue.
Material Request Statuses
Material requests move through different statuses based on their lifecycle. Here’s what each status means:
| Status | Description |
|---|---|
| Draft | The request has been created but not yet confirmed. It can be edited or deleted. |
| Pending | The request has been saved and is awaiting review or approval. |
| Confirmed | The request has been approved and is ready for fulfilment. |
| Partially Issued | Some items from the request have been issued, but the full quantity is still pending. |
| Issued | All requested items have been issued. The request is complete. |
| Closed | The request has been manually closed or completed. |
Insight: Only requests in Confirmed status can be converted to a material issue. Draft requests must be confirmed before fulfilment.
View Material Request
Open any material request to review its details, status, and item lines.
- Go to Inventory from the left sidebar.
- Click Material Requests.
- Click on a request number from the list.
- Review the request header, status, items, and any linked material issues.
- Click the Activity tab to see a log of changes made to the request.
Edit a Material Request
You can update a material request before it is issued or completed.
- Open the material request you want to edit.
- Click Edit in the top right corner.
- Update the request details, date, location, or item quantities.
- Click Save to apply the changes.
Note: Some fields become read-only after material has been issued against the request. You cannot edit item quantities that have already been issued.
Convert Request to Material Issue
Once a request is confirmed, convert it to a material issue to begin issuing stock.
- Open a confirmed material request.
- Click Convert to Material Issue in the top right corner.
- Review the prefilled details from the request:
- Issue date
- Source location
- Item list and quantities
- Update the issue details if needed (reason, notes, or quantities).
- Click Save as Draft to save the issue for later, or Convert to Issued to finalise immediately.
Insight: Converting a request to an issue automatically updates the request status to reflect partial or full issue progress. You can track linked issues from the Material Issues tab in the request details page.
Print or Download as PDF
Generate a printable or downloadable copy of a material request for offline records or approval.
- Open the material request.
- Click PDF/Print from the action menu in the top right corner.
- Download the generated PDF or print it directly.
Clone a Material Request
Create a new material request similar to an existing one by cloning it.
- Go to Inventory and click Material Requests.
- Open the request you want to clone.
- Click the More icon (three dots) in the top right corner.
- Select Clone from the dropdown.
- A new request page opens with the same details. Update the date, location, or items if needed.
- Click Save to create the cloned request.
Pro Tip: Cloning is useful for recurring requests with the same items and quantities. Instead of creating a new request from scratch, clone an existing one and adjust the date.
Delete a Material Request
Permanently remove a material request that is no longer needed.
- Open the material request you want to delete.
- Click the More icon (three dots) in the top right corner.
- Select Delete from the dropdown.
- Confirm the deletion in the popup.
Warning: Deleting a material request is permanent and cannot be undone. Ensure the request is not needed before deleting.
Note: You cannot delete a request that has material issues linked to it. Delete or unlink the associated issues before deleting the request.
Filter and Search Requests
Narrow the material request list by status, date, or keyword to find specific records quickly.
- Go to Inventory and click Material Requests.
- Use the Search bar at the top to find requests by number, location, or notes.
- Click the Filter icon to apply status filters:
- All
- Draft
- Pending
- Confirmed
- Partially Issued
- Issued
- Closed
- Use the date range filter to narrow requests by creation date or expected date.
- Click Apply to view the filtered results.
Pro Tip: Save frequently used filter combinations to quickly access specific request views without reapplying filters each time.
Export Material Requests
Download the material request list for reporting, record-keeping, or analysis.
- Go to Inventory and click Material Requests.
- Apply any filters if you want to export a specific subset of requests.
- Click the More Actions icon (three dots) in the top right corner.
- Select Export from the dropdown.
- Choose your preferred format (CSV or Excel).
- Download the generated file.
Note: Exported files include request number, date, location, status, and item details. You can use this data for analysis or integration with other systems.