Workflow

Flow 01 — Inbound inventory

Bring supplier material into controlled custody, hold it in quarantine, independently inspect it and place accepted stock into an authorised storage bin.

Overview

Inventory meaning

The item, supplier, approved receipt authority, ASN, receipt draft, immutable multi-lot split group, deferred bulk serial capture, governed GRN timing snapshot, presentation eligibility and controlled GRN document create no inventory. ASN/direct-receipt drafts atomically commit the authority ceiling but quantity is first created only when the cleared, identity-complete receipt is submitted into QUAR-01 as QUARANTINE stock. It becomes usable after ACCEPT and putaway.

Responsible roles

Company Administrator → Materials Planner → Project / Contract Manager → Security & Compliance Officer → Stores Officer → Quality Inspector → Stores Officer → Auditor

Process

1
Item master
Define the material identity and controls.
Inventory: 0
2
Supplier
Register the approved source.
Inventory: 0
3
Party screening
Confirm the supplier is currently cleared.
Inventory: 0
4
Receipt authority
Version and independently approve supplier, contract, item and quantity ceiling.
Authorised: 10 · Inventory: 0
5
ASN
Select the approved line and allocate what the supplier says is coming.
Allocated: 10 · Inventory: 0
6
Receipt draft
Record the aggregate item and what physically arrived.
Draft quantity: 10 · Inventory: 0
7
Lot split
When one item arrived under several batches, freeze 2–50 distinct one-batch child lines whose exact quantity sum equals the aggregate.
Split evidence only · Inventory: 0
8
Bulk serial capture
When deliberately deferred, preview and commit the exact serialized identities against the draft line.
Identity evidence only · Inventory: 0
9
Pin GRN timing
Resolve the published declarative rule and retain its exact immutable presentation/document stages.
Presentation only · Inventory: 0
10
Receipt screening
Clear this specific shipment before custody posting.
Draft quantity: 10 · Inventory: 0
11
Submit to quarantine
Post the cleared receipt into controlled custody.
10 QUARANTINE in QUAR-01
CREATED
12
Inspection
An independent inspector checks quantity, condition and evidence.
10 QUARANTINE · unavailable
13
Accept
Quality releases the lot and creates a putaway task.
10 awaiting putaway
14
Putaway
Move the accepted batch into the authorised main-store bin.
10 UNRESTRICTED in MAIN-01
USABLE
15
Trace
Verify origin, movements, balance and evidence without moving stock.
Still 10 · read-only verification
READ ONLY

Role handoff

Company Administrator → Materials Planner → Project / Contract Manager → Security & Compliance Officer → Stores Officer → Quality Inspector → Stores Officer → Auditor

Detailed reference chapters

Sites, locations and item master Inbound inventory — ASN, receipt and quarantine Inbound inventory — Inspection, release and putaway Serialized identities, physical containers and governed lot data GS1 labels, genealogy and audit dossier

Detailed steps

1
Materials Planner creates the item master. This defines what the material is; it does not add stock.
2
Company Administrator registers the supplier; Security & Compliance Officer records current supplier screening.
3
Before governed receipts are created, two Tenant Administrators use Administration → GRN timing policies to draft, validate, simulate, submit and independently publish the safe declarative timing definition. The author or submitter cannot publish it, and configuration creates no receipt or stock.
4
Materials Planner creates and submits an immutable receipt-authority draft. A different Project / Contract Manager approves the supplier, receiving site, contract/project, ownership pool, approved item revision, base-unit ceiling, delivery window, classification and quality clauses.
5
Create the ASN by selecting the current approved authority line. Moduvio allocates its normalized base quantity atomically; the ASN remains an expectation, not inventory. A pre-receipt cancellation releases the allocation with audit history.
6
Stores Officer creates the GRN/receipt draft with the actual aggregate quantity, batch or serial identity and quarantine destination. When one batch-controlled item physically arrives under several supplier lots, select Split this arrival across several lots and record 2–50 distinct batches whose exact received-quantity sum equals the aggregate. Moduvio freezes one RECEIPT_LOT_SPLIT_V1 group and one immutable one-batch child line per lot while authority, tolerance and ASN reconciliation remain aggregate decisions. The draft still creates no stock.
7
For an enforced serial-tracked revision, Stores may deliberately choose Save as a draft and bulk-capture serials next. In Goods receipts → View, a Stores Officer or Stores Supervisor scans or pastes exactly one OEM identity per base unit, optionally pairs internal/asset aliases, previews server validation and commits one immutable RECEIPT_IDENTITY_CAPTURE_V1 batch. Preview rolls back generated-number allocations; commit is idempotent and creates only reserved physical identities, audit and outbox evidence—never stock, custody or ledger quantity. A pending capture blocks quarantine submission.
8
At receipt creation, Moduvio pins the exact published GRN timing definition and selected rule. The fixed stages observe the existing receipt and inspection lifecycle; they do not submit, inspect, move or release material. If no policy existed, the receipt retains legacy immediate presentation. A definition verification error fails closed only for GRN presentation and document issuance while custody processing remains available.
9
For records created after receipt-authority governance was enabled, authority version and line selection is mandatory. A pre-migration draft may only finish or be cancelled under its retained audit history; it cannot authorise a new ASN or receipt.
10
Security & Compliance Officer clears the specific receipt. Stores Officer then submits it into QUAR-01. This submission is the first inventory-posting event.
11
Quality Inspector independently checks the lot and attaches CLEAN immutable evidence before recording ACCEPT, REJECT or HOLD.
12
In Goods receipts, an authorised reader chooses View to verify legacy, governed or policy-error mode, reached stages, required presentation/document thresholds and the exact pinned hashes. Once both timing gates are reached, an authorised receipt writer enters an Issuance note and issues the single fixed controlled GOODS_RECEIPT_NOTE payload and encrypted GRN_PDF_RENDERER_V1 artefact. Reopening or retry returns the same immutable payload, PDF identity and hashes; a separately authorised download verifies the stored bytes and creates only an audit read fact.
13
For ACCEPT, Stores Officer completes the putaway task by validating the source and destination. The same quantity becomes usable UNRESTRICTED stock in MAIN-01.
14
Auditor selects or scans the batch/serial in Traceability and reconciles receipt origin, inspection, movements, current balance and dossier evidence.

Field-by-field practice data

Use a disposable training tenant

Receive one logical batch-controlled item across two supplier lots against an approved authority, inspect it and keep the receipt pinned to quarantine truth. The page shows sample set A; the workbook includes independent A, B and C values.

Download all workflow samples (.xlsx)

Field names match the current application labels. Select existing approved records where shown, leave optional values blank unless they genuinely apply, and never copy fictitious TRAIN values into live work.

Two Tenant Administrators

Publish GRN timing policy

Open /admin/grn-timing-policies

Create a safe declarative timing definition, validate and simulate it, then have a different administrator publish the exact version.

Exact field name	Requirement	Sample value A	How to use it
Policy key	Required	`TRAIN_A_GRN_TIMING`	Use a stable company code; create a replacement rather than editing a published version.
Policy name	Required	`Training GRN timing A`	Name the controlled receipt population.
Policy description	Required	`Training policy for exact GRN presentation and controlled-record timing.`	Describe timing authority without implying custody or template authority.
Effective from	Required	`2026-09-01`	Publication is allowed on or after this date.
Change reason	Required	`Initial controlled training definition for inbound GRN timing.`	Retained with the immutable version.
Rule key	Required	`PROCUREMENT_ACCEPTED`	Add one conditional rule and retain exactly one lower-precedence fallback.
Presentation stage	Select existing	`Inspection accepted`	Select only a code-owned lifecycle stage.
Document issuance stage	Select existing	`Inspection accepted`	Issuance cannot precede presentation.
Condition field	Select existing	`Authority type`	Use bounded receipt facts only.
Operator	Select existing	`EQ`	Scripts, SQL and callbacks are not valid operators.
Comparison value	Required	`PROCUREMENT`	Match the exact normalized receipt-authority fact.
Simulation note	Required	`Representative governed procurement receipt checked before submission.`	Run a successful simulation before submitting for independent publication.

Expected result: The publication affects only future receipt timing; it creates no receipt, inspection, custody or stock fact.

Stores Officer

Record physical receipt

Open /receipts/new

Choose the exact approved authority line, then record the shipment that physically arrived across two distinct lots.

Exact field name	Requirement	Sample value A	How to use it
Authority line	Select existing	`TRAIN-A-PO-001 / line 1`	Select the current approved line; do not type an unverified ceiling.
PO / subcontract reference	Required	`TRAIN-A-PO-001`	Must match the approved authority.
Vendor	Select existing	`TRAIN-A-SUPPLIER`	Select the authority supplier.
Site	Select existing	`COM-01`	Select the receiving site named by the authority.
Quarantine location	Select existing	`QUAR-01 Receipt Quarantine`	New material is not immediately usable.
Item	Select existing	`TRAIN-A-BOLT-M8`	Select the authorised item revision.
Expected quantity	Required	`2`	Copy the expected shipment quantity.
Received quantity	Required	`2`	Enter only the physically counted quantity.
Declared unit	Required	`EA`	Must convert validly to the item's base unit.
Batch / lot number	Required	`TRAIN-A-LOT-001-A`	Select Split this arrival across several lots; this is Lot 1. Every child line retains exactly one distinct batch.
Lot quantity	Required	`1`	Lot 1 positive quantity in the declared unit.
Batch / lot number	Required	`TRAIN-A-LOT-001-B`	This is Lot 2. Batch comparison is case-insensitive; duplicate lot identities are rejected.
Lot quantity	Required	`1`	Lot 2 quantity; the exact lot sum must equal the aggregate received quantity of 2.
OEM serials	Optional	`TRAIN-A-SERIAL-001 TRAIN-A-SERIAL-002`	For a separate 1–500-unit BATCH_AND_SERIAL variation, save the split draft, then complete exact-count identity capture independently for each child in Goods receipts → View before quarantine submission.

Expected result: One aggregate GRN and two immutable one-batch child lines are recorded. The draft consumes the authority ceiling but posts no inventory until receipt screening and quarantine submission.

Quality Inspector

Record independent inspection

Open /inspections

Open the quarantined receipt line and record the evidence-backed disposition.

Exact field name	Requirement	Sample value A	How to use it
Disposition	Required	`ACCEPT`	Use the actual inspection result; do not copy ACCEPT into real work without evidence.
Certificate reference	Required	`TRAIN-A-COC-001`	Reference the exact reviewed certificate.
Inspection note	Required	`Sample verified against drawing and CoC; quantity 2 accepted.`	State sampling, evidence and decision rationale.

Expected result: Acceptance authorises the normal putaway step; it does not itself invent a general-storage location.

Stores Officer

Verify, issue and download controlled GRN

Open /receipts

Find the exact receipt, choose View, verify its pinned rule, reached stages and hashes, then issue only when both timing thresholds are eligible.

Exact field name	Requirement	Sample value A	How to use it
Search receipts	Required	`TRAIN-A-GRN-001`	Search by the exact receipt number before opening View.
Issuance note	Required	`Verified receipt, inspection acceptance and exact pinned timing evidence.`	At least 10 characters; retained with the issuance audit event.

Expected result: One immutable fixed JSON payload and one encrypted code-owned PDF artefact are created together; neither issuance nor authenticated download creates a receipt, inspection, custody, stock fact or external delivery.

End state

Accepted material is physically and digitally in an authorised bin, cannot exceed its approved authority plus an independently decided tolerance exception, has exact identity and ownership provenance including any immutable multi-lot split or deferred bulk capture, retains a complete custody trail, and—where governed—carries an exact immutable GRN presentation/document timing snapshot without changing that trail.