Workflow

Flow 02 — Outbound reservation and issue

Allocate usable stock to an authorised demand or work order, then have a different warehouse user issue the exact reserved identity.

Overview

Inventory meaning

Reservation does not remove physical on-hand stock; it moves quantity from available to reserved. Issue is the event that reduces the on-hand balance and records custody leaving the store.

Responsible roles

Materials Planner → different Stores Officer → Auditor

Process

1
Demand / work order
Identify why material is required.
On hand: 10 · Available: 10
2
Plan kit
Choose item, quantity and exact batch/serial.
Planned: 2 · Available: 10
3
Reserve
Commit quantity to that authorised demand.
On hand: 10 · Reserved: 2 · Available: 8
4
Independent issue
Validate work order, source and identity, then hand over stock.
On hand: 8 · Issued: 2
REDUCED
5
Trace and reconcile
Confirm the issue appears in the identity history.
Current balance: 8
READ ONLY

Role handoff

Materials Planner → different Stores Officer → Auditor

Detailed reference chapters

Reservation, issue, transfer and work-order return GS1 labels, genealogy and audit dossier

Detailed steps

1
Create an authorised work-order demand for the required item and quantity.
2
As Materials Planner, open Issue, select the exact available location, batch/serial and ownership pool, then reserve the quantity.
3
Confirm reservation reduces available quantity but leaves physical on-hand quantity unchanged; the planner must see that an independent stores issue is required.
4
Sign in as a different Stores Officer, validate the work order and source bin, record the recipient and authority, and issue the reserved quantity.
5
Sign in as Auditor, select or scan the batch/serial in Traceability, and verify the reservation movements, MATERIAL_ISSUE quantity, zero reserved balance, remaining on-hand balance and issued kit record.

Field-by-field practice data

Use a disposable training tenant

Reserve and independently issue one accepted bolt to an authorised training work order. 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.

Materials Planner, then Stores Officer

Create and issue a material kit

Open /kits

Create the reservation against an exact unrestricted balance. A different Stores Officer then scans and issues it.

Exact field name	Requirement	Sample value A	How to use it
Work-order reference	Required	`TRAIN-A-WO-001`	Use the approved work-order or maintenance demand.
Project / contract	Required	`TRAIN-A-PROJECT`	Retain the provenance required by the demand.
Receiving work centre	Required	`Assembly Cell A`	Name the physical recipient.
Purpose	Required	`Training actuator assembly`	State the authorised consumption purpose.
Exact available balance	Select existing	`TRAIN-A-LOT-001 · MAIN-01`	Select the exact identity and location.
Reserve quantity	Required	`1`	Must not exceed unrestricted availability.
Issued to	Required	`Training operator A`	The Stores Officer records the named recipient.
Authorization reference	Required	`TRAIN-A-PICK-001`	Record the pick list or supervisor authority.

Expected result: Reserved quantity reduces only when the authorised issue is posted; the immutable ledger retains both events.

End state

Only authorised, available stock is issued; planner and issuer remain separate; the exact custody identity and business demand remain linked.