Supply requests
Order supplies from vendors: draft, approve, mark as ordered, and receive the delivery.
What a supply request does
A supply request is a purchase order for one warehouse. It moves through four simple steps: Draft → Approved → Ordered → Received, so everyone can see what was requested, what was ordered from the supplier, and what has arrived.
Reorder everything that is low
The fastest way to order is Reorder low stock (on the Supply Requests list, Stock on Hand, or the dashboard's More actions). Choose a warehouse and Kashef creates one draft request per supplier for every item at or below its alert level, using the item's Usual order quantity. Items already on an open request are skipped. Review the drafts, change quantities if needed, and continue.
Creating a request by hand
Click New request, or Order more on an item, or Order on a low-stock row of the dashboard.
- Choose the Warehouse that will receive it and, if you know it, the Supplier.
- Add items. When you pick an item, the expected price and usual order quantity are filled in, and you can see how much is in stock in that warehouse.
- Save as draft.
Moving it forward
Open the request and use the button at the top for the next step:
- Approve request (managers) or Submit request (to ask a manager to approve).
- Mark as ordered once you have sent the order to the supplier.
- Receive delivery when it arrives. This opens a receipt already filled with the outstanding items. See Receipts.
Under More you can Reject request (a manager decides it should not go ahead) or Cancel request (it is no longer needed). Both need a reason.
Viewing a request does not allow you to change it. Submitting, marking as ordered, and cancelling require Supply Requests: Create permission. Approving or rejecting requires Supply Requests: Approve/Reject. If a button is missing, ask your manager to check your permissions and laboratory subscription.
The list has tabs for Drafts, Waiting approval, To order, Awaiting delivery, and Closed, each with a count.
Using a connected AI tool
A connected AI tool can create low-stock reorder drafts for an active warehouse you can access. Items already on an open request are skipped. Drafts use Kashef's usual reorder quantities and supplier settings; review them before submitting or approving.
A connected AI tool can inspect a request's quantities, expected unit costs and available actions, then submit it, approve it, mark it ordered, reject it, or cancel it using your permissions. Read the request first and review the quantities and costs before approval. Marking it ordered records a purchase you have already placed; it does not send an order to the supplier.
If the request or any item changes before the action is saved, inspect it again and review the action. Rejection and cancellation need a reason. Requests with more than 200 item lines, complete long notes, item editing, receipt posting and payments use their dedicated Kashef screens. See Connected AI tools.
Common questions
Why was an item not included when I clicked Reorder low stock? It is either above its alert level in that warehouse, already on another open request for the same warehouse, or inactive. Check the item's Low-stock alert at value on its page.
Can I change quantities after approval? No. Approved requests are locked so purchasing works from what was approved. Cancel the request and create a new one if the need changed.
The supplier delivered only part of the order. What now? Post the receipt for what arrived. The request becomes Partially Received and stays in Awaiting delivery until the rest arrives; use Receive delivery again for the next delivery.
Where does the expected price come from? From the supplier's latest price in the Supplier Catalog, otherwise from the item's unit cost. The real price is recorded when the delivery is received.