Stock Issuance

Issuance Process — Role-Based Tutorial Guide

The issuance process moves stock from the warehouse to kitchens. Each role has a different part to play:

• KM — Kitchen Manager (request & receive stock)
• WHSE — Warehouse (issue stock to kitchens)
• Admin — Administrator (full oversight & batch operations)
• Finance — Read-only monitoring

Kitchen Manager (KM) — Stock Request & Receipt

As a KM, your role in the issuance process is to request stock from the warehouse and confirm receipt at your kitchen.

Step 1 — Navigate to Your Orders

• From Home → tap Kitchen Details or the orders_tabbed view.
• You will see all orders for your kitchen grouped by status.

Step 2 — Create a Stock Request

• Fill in the number of days needed for each ingredient (rice_days, beans_days, etc.).
• Add a request comment describing your needs.
• Ensure Expected Delivery is at least 3 days from today.

Step 3 — Post the Order to Warehouse

Action	What it does
POST	Tap the Post button once quantities and delivery date are filled. Status moves from Open → Posted.

warning

Post only appears when status = Open, at least one ingredient day > 0, and expected delivery ≥ TODAY()+3. Check these if the button is missing.

Step 4 — Wait for Warehouse to Issue

• Once WHSE processes your order, status changes to Issued.
• You will see your order appear in the km_receipt / Receipt KM view.

Step 5 — Confirm Receipt at Kitchen

• Open the receive_issued_stocks_Form linked to your order.
• Enter actual quantities received for each ingredient.
• Tap Receive Stocks to confirm.

Action	What it does
RECEIVE STOCKS	Confirms actual receipt. Status moves from Issued → Received. This cannot be undone.

Step 6 — Secondary Issuance (if applicable)

• If you receive a secondary issuance: open Open_KM_Receive_Form.
• Confirm receipt via the km_receive_secondary action.

tip

Use my_secondary_issuances_Detail to track all secondary issuances received at your kitchen.

Warehouse (WHSE) — Stock Issuance to Kitchens

As WHSE, you process all kitchen requests — filling issued quantities, setting delivery dates, and officially issuing stock per county or per kitchen.

Step 1 — Go to Stock Issuance

• From Home → Inventory Management → Stock Issuance.

Step 2 — Filter by County

• The left panel shows: All | Pending (count) | then each county with order count.
• Tap a county (e.g. Nakuru) to show only that county's kitchens.

Step 3 — Enable Quick Edit & Fill Quantities

• Tap the Edit (pencil) icon in the top-right to enable Quick Edit mode.
• Inline-edit the issued quantity for each ingredient per kitchen row.
• Tap the ETA column to set the Expected Arrival date using the date picker.

note

Insert an expected arrival date for each kitchen — this is the ETA field (expected_delivery column).

Step 4 — Save Your Edits

• Tap Save in the top-right corner after filling all quantities.

Step 5 — Select All Kitchens in the County

• Tap the Select Items icon (checkbox icon) in the top-right.
• Check individual kitchens or use Select All to select the entire county.

Step 6 — Issue Stocks

Action	What it does
ISSUE STOCKS	Tap Issue Stocks button. All selected orders move from Posted → Issued. A confirmation summary is shown before proceeding.

warning

This action is irreversible. Double-check quantities before issuing. Use Recall Order if a correction is needed after issuance.

Step 7 — Recall if Needed

• If an error is found after issuing: tap Recall Order on the record.

Action	What it does
RECALL ORDER	Returns the order status so corrections can be made. Only WHSE and Admin can recall.

Administrator — Full Oversight & Batch Operations

Admins have access to all flows — WHSE issuance, KM receipt, batch operations, and secondary issuances. Use this section as a master reference.

Step 1 — Access All Views

• You can see both WHSE and KM flows — use orders_tabbed_finance for a full dashboard.
• Batch Request Entry gives you batch-level visibility across kitchens.

Step 2 — Standard Issuance (same as WHSE)

• Follow the WHSE flow: filter by county → quick edit → select all → Issue Stocks.
• You can also post orders on behalf of kitchens (post-order action).

Step 3 — Batch Operations

• Open Batch Request Entry to manage batch-level stock requests.
• Use post_batch_request to post a batch, then Issue_Batch_Request to issue it.

Action	What it does
POST BATCH	Posts a batch request to the WHSE queue. Status: Open → Posted.
ISSUE BATCH	Issues the batch. Requires status = Posted and WHSE role or Admin.

Step 4 — Receive County Stock (Batch)

• After a batch is issued, use the Receive County Stock action on the batch_request record.

Action	What it does
RECEIVE COUNTY STOCK	Available when batch status = Issued or Received. Admin only.

Step 5 — Secondary Issuances

• When a secondary issuance is needed: open open_secondary_issuance_form.
• Initiate issuance via the issue_secondary action.
• KM confirms receipt via km_receive_secondary.

tip

Admin tip: Use stocks_received_finance_view and orders_tabbed_finance to monitor status across all counties without acting on orders.

Finance — Read-Only Monitoring

Finance users have visibility into stock movement and received quantities for reporting and reconciliation — no issuance actions required.

Step 1 — Your Main Dashboard

• From Home → Inventory Management → your views are read-only.
• orders_tabbed_finance: full dashboard of all orders across counties.
• stocks_received_finance_view: table of all confirmed receipts.

Step 2 — Monitor Order Status

• Filter orders by status: Open → Posted → Issued → Received.
• Each county's kitchen orders are visible with quantities issued vs received.

Step 3 — Stock Movement Reports

• From Home → Reports section: Daily Summary and Stock Movement reports.
• Daily Summary: projections, Tap2Eat, and stock summaries combined.
• Stock Movement: kitchen stock movement per kitchen per day.

info

Finance users do not have Post, Issue, or Receive actions. If you need to flag a discrepancy, contact the WHSE or Admin team directly.

Status Flow Reference

Status	Meaning
Open	KM creates request.
Posted	KM posts to WHSE.
Issued	WHSE issues to kitchen.
Received	KM confirms receipt.
Recalled	WHSE reverses issuance for correction.