📘 Screen: Requisition
A requisition is the internal request: the mechanic needs a bearing, the foreman needs more oil, the sprayer operator needs an adjuvant. Instead of a note left on the warehouse counter or a stray WhatsApp message, the request is recorded with date, requester, priority and what was requested.
What happens to that request depends on a single field, the Type of each item: what is already in the warehouse leaves inventory — so that requisition is, in practice, an inventory issue — and what is not there goes to purchasing.
📍 Location in the system
Menu: Inventory > Requisition
The same screen also appears under Fleet > Requisition.
🧩 Main function
Record what each department is asking for, with quantity and priority, and send each item to the right place: an inventory issue, when the product is available, or into the purchasing chain (Requisition → Quote → Purchase Order).
🔀 The Type: leaves inventory or goes to purchasing
Item type
This is the choice that sets the destination, and it is on each requisition item:
| Item type | What it means |
|---|---|
| Request to purchase | Default. The item does not leave inventory: it goes into the purchasing queue, to be quoted and ordered. |
| Inventory issue | The product already exists and will be handed out: this is an inventory issue. The screen then asks for the Storage Location (and the lot, when the product tracks lots) and shows the Inventory balance and the Quantity Fulfilled. |
| Request to purchase for Inventory | Restocking purchase: the item goes to purchasing and you already state which storage location it should go into when it arrives. |
A single requisition accepts items of both kinds: what is on hand leaves inventory, what is missing goes on to quoting.
Header type
At the top of the requisition there is a Type that guides the whole document and simplifies the screen:
| Type | Effect |
|---|---|
| General | Regular requisition: shows the Maintenance Work Order and Activity fields, and all item types are available. |
| Inventory issue | Meant for handing out what already exists: hides the maintenance work order fields. |
| Item to purchase | Meant for purchasing: hides the maintenance work order fields and blocks the "Inventory issue" type on the items. |
🖥 The list
Besides New and Reload, the top has View Inventory — to check whether what is being requested is already in the warehouse — and the Reports ▼ menu.
| Filter | Description |
|---|---|
| Start Date (from) and End Date (to) | Period of the requisitions shown. |
| Status | All, Open or Finalized. |
| Priority | All, Low, Medium or High. |
| Maintenance Work Order | All, With W.O. or Without W.O. — separates what came from a maintenance job from stand-alone requests. |
In the grid, Status and Priority appear as colored tags, next to Code, Date, Description, Department, Maintenance Work Order, Fleet, Products and Total value R$.
📝 Header fields
| Field | Description |
|---|---|
| Code | Requisition number, suggested by the system. |
| Status | Read-only. In the list it shows as Open or Finalized; the finalize button is what changes it. |
| Date | Day of the request. Future dates are not accepted. |
| Total Value | Read-only: sum of the items. |
| Description | The subject of the request — "Parts for combine 3", "PPE restock". |
| Department | Department responsible for the request. |
| Requester | Who is asking. |
| Maintenance Work Order | Links the requisition to an open maintenance work order — the case of a mechanic asking for a part for a specific repair. |
| Activity | Details in which stage of the maintenance work order the item will be used. |
| Fleet / Facility | Charges the request to a machine or facility, when no maintenance work order is involved. |
| Cost Center | Cost center that will absorb the expense. |
| Priority | Low, Medium or High. It helps the buyer decide what to handle first. |
The Maintenance Work Order, Activity and Fleet / Facility fields disappear when the header Type is Inventory issue or Item to purchase — they only appear with the General type.
📦 Items tab
Below the header there are two tabs: Items, where the request is built, and Internal info, which keeps track of who created, changed and finalized the document.
| Field | Description |
|---|---|
| Type | Request to purchase, Inventory issue or Request to purchase for Inventory — see above. It is the field that changes the item's behavior the most. |
| Product & Service | The item requested, when it already exists in the product records. |
| Description | Describes the item requested — this is how you request something that is not yet registered. |
| Storage Location and Lot | Appear for the types that involve inventory: which location the product leaves from (Inventory issue) or which location it should go into when it arrives (Request to purchase for Inventory). The lot is asked for when the product tracks it. |
| Quantity | How much is being requested. |
| Inventory balance | Read-only, shown for Inventory issue: how much of the product is at that location. It avoids promising what is not there — and avoids buying what is sitting in the warehouse. |
| Quantity Fulfilled, Quantity in Quote and Quantity in Purchase Order | Read-only. They show, respectively, how much has been fulfilled, how much went into a quote and how much became a purchase order — these three numbers are how you follow the progress of what was requested. |
| Unit price and Total Value | Item amounts. |
| Date | Item date, already filled in with the header date. |
| Notes | Request details: part number, preferred brand, urgency. |
The Delete all button clears the item list at once.
🛣 Trail tab: the path of each item
A requested item usually passes through several hands before reaching the mechanic: it becomes a quote, then a purchase order, then the invoice comes in through Movement. Finding out where the item got stuck used to mean opening one screen after another. The Trail tab shows that whole path in a single tree.
The complete chain, from start to finish, is this:
It is usually the maintenance work order that starts it all: the mechanic needs the part, the work order generates the requisition, the requisition becomes a purchase. But not every item goes through the whole chain, and the tree shows the shortcuts as they are:
| Node | What it is |
|---|---|
| Work Order | The maintenance work order that led to the part request. An item with no work order starts directly at the requisition. |
| Requisition | The document in which someone requested the material. |
| Item | Each product or service requested, with the quantity asked for. The branches below come from it. |
| Inventory issue | An item that was already in the warehouse and was handed out directly — it did not go through any purchase. |
| Quote | The quote the item went into for price comparison. |
| Order | The purchase order. It can come from the quote or be linked directly to the item, when it was bought without a quote. |
| Movement | The invoice that brought the item in. Both the one that came through the order and the one entered directly against the item appear. |
The columns show Type (which node the row is), Product & Service, Document, Quantity, Unit price, Total value, Date and Status.
The starting point depends on the screen
The tree is the same on the three screens where it appears; what changes is where it starts:
| Screen | Where it is | Starts at |
|---|---|---|
| Requisition | Trail tab | At the items of this requisition, with the documents each one generated. |
| Quote | Trail tab | At the maintenance work order, going down through requisition and item to the invoice — the most complete tree of the three. An item with no work order starts at the requisition. |
| Maintenance Work Order | Requisition tab, in the Requisition / Trail selector | At the requisition — the work order does not appear as a node because it is already the open screen. |
📤 Send to Purchasing or Finalize
This is the button that closes the requisition. Before saving, the system opens a review screen with the items (sequence, description, product and quantity) — the chance to see whether anything is missing or was typed twice.
Once confirmed, the requisition becomes Finalized: the items marked for purchase become available to be imported into the quote. The Finalize + New button closes it and opens the next requisition right away, handy if you enter several in a row. A finalized requisition can be reopened, with confirmation.
- Record of who requested what, when and how urgently
- What exists leaves inventory as an issue; what is missing goes to purchasing
- Balance checked at request time, before promising or buying
- Link to the maintenance work order or machine that prompted the request
- Tracking of what has already been quoted, ordered and fulfilled
❓ Frequently asked questions
How do I record the mechanic's part request without losing the note?
Use the Requisition screen: click New, enter the description, requester and priority, save and add the items with their quantities. Then click "Send to Purchasing or Finalize" — the request is recorded and available to the buyer.
The product is already in the warehouse. Do I still need a requisition?
Yes, and it is the right way to do it: enter the item with the "Inventory issue" type. With that type the requisition works as an inventory issue — you enter the location (and the lot, if any), see the available balance right away, and the hand-out is recorded under the name of whoever asked for it.
What is the difference between "Inventory issue" and "Request to purchase"?
"Inventory issue" hands out what already exists: the product leaves the storage location entered. "Request to purchase" is for what does not exist: the item goes into the purchasing queue, to be quoted and ordered. There is also "Request to purchase for Inventory", for restocking purchases, where you state up front which location the product will go into when it arrives.
What is the difference between a requisition and a purchase order?
A requisition is internal: someone on the farm asking for what they need. The purchase order is the document addressed to the supplier, with a settled price. In between there is usually a quote.
How do I know if what I requested has already been bought?
Through the requisition's own Trail tab: it shows, as a tree, each item and the documents created from it — the quotes, the purchase orders and the invoices that have already arrived, with number, date and amount. It is the most direct way to find out where the part is stuck.
On the items, the Quantity in Quote, Quantity in Order and Quantity Fulfilled fields answer in numbers: how much of that item has gone into a quote, how much became an order and how much has been fulfilled.
The part is for a specific repair. How do I tie the requisition to the maintenance job?
In the header, with the Type set to "General", choose the maintenance work order in the "Maintenance Work Order" field — and, if you want more detail, the stage in the "Activity" field. If the expense goes straight to the machine, with no maintenance work order, use the "Fleet / Facility" field.
I finalized the requisition and forgot an item. Can I reopen it?
Yes. Select the finalized requisition and use the reopen option, confirming the system's prompt. It goes back to Open status and accepts new items.
Can I request something that is not registered as a product?
Yes. The requisition item has a Description field, where you write what is being requested even with no registered product. That is the way to request specific parts and one-off services.