# Loading Request
A Loading Request prepares goods for dispatch against a sale order. It lists the items and rolls to be loaded at a center, then moves through a load-and-verify workflow before a packing slip is created. A Loading Request is a preparation and verification document — it does not post to stock or accounts.
Overview & List View
The Loading Requests list shows every request with its id, number, customer, loading center, the linked sale order, employee, date, and status. Use the quick filter tabs to switch between views, and Advanced Filters to narrow the list. From the list you can create a new request, open an existing one, edit a draft, or delete a draft.
List columns
| **Column** | **Shows** |
|------------|-----------|
| Id | Request reference number. |
| Number # | Loading request number. |
| Customer | Customer the goods are being loaded for. |
| Loading Center | Center the goods are loaded from. |
| Sale Order | Linked sale order. |
| Employee | Employee handling the request. |
| Date | Request date and time. |
| Status | Current status of the request. |
Quick filter tabs
| **Tab** | **Shows** |
|---------|-----------|
| Default | All requests except cancelled ones. |
| Approved | Requests that have been approved. |
| Draft | Requests saved but not yet started. |
| Cancelled | Requests that have been cancelled. |
| Closed | Requests that have been closed. |
Advanced Filters
Id, Bill No, Customer, Loading Center, Employee, Item, Notes, Status, Date, and Created date.
List row actions
| **Action** | **Available when status is** |
|------------|------------------------------|
| Edit | Draft |
| Delete | Draft |
| View | All statuses |
Quick Start — Create a Loading Request
1. Navigate
Go to Inventory → Loading Requests from the left menu.
2. Create new request
Click New to open the request entry screen.
3. Fill in details
- Set the Date * and, if numbering is manual, the Number.
- Pick the Sale Order Id to load against, then confirm the Customer *.
- Set the Loading Center and Employee.
- Review the item lines — items, rolls, and quantities are pulled in from the sale order.
4. Save
- Save — keeps the request as a Draft.
- Reset / Cancel — clears or closes the form without saving.
5. Load and verify
Use Start to begin loading, Verify to scan and confirm the loaded items, then Create Packing Slip once the request is approved. See Loading Workflow.
| **Field** | **Description** |
|-----------|-----------------|
| Date * | Date and time of the request. |
| Number | Loading request number. Hidden when numbering is auto-generated. |
| Sale Order Id | Approved sale order the goods are loaded against. Picked from the sale order list. |
| Customer * | Customer the goods are loaded for. |
| Employee | Employee handling the loading. |
| Loading Center | Center the goods are loaded from. |
| Branch | Branch for the request. |
| Notes | Remarks about the request. |
Item Lines — ITEMS
Item lines are pulled from the linked sale order and are read-only on the request.
| **Column** | **Description** |
|------------|-----------------|
| Sl Num | Line serial number. Auto-numbered. |
| Item | Item being loaded. |
| Roll No. | Roll number for roll-tracked items. |
| Length | Roll length, where applicable. |
| Width | Roll width, where applicable. |
| Quantity | Quantity to load. For rolls, calculated from length × width. |
| Unit | Unit of measure. Defaults from the item. |
| Status | Line status during loading — Pending, New, or Verified. |
Loading Workflow
A Loading Request moves through a load-and-verify cycle before it is fully approved:
- Start — begins loading. The request moves into loading and lines start as Pending.
- Verify — scan or enter the barcodes of the rolls and items actually loaded. Matched lines are marked Verified; any scanned items not on the request are added as New lines.
- Resolve — settle outstanding lines so every line reaches a verified state. When all lines are resolved or verified, the request is approved automatically.
Once approved, you can create a Packing Slip for the loaded goods.
Actions & Status
View toolbar actions
| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Edit | Opens the request for editing. | Draft |
| Delete | Permanently removes the request. | Draft |
| Clone | Creates a copy of the request. | All (if permitted) |
| Print | Prints the request. | All |
| Export | Exports the request to a spreadsheet. | All |
More menu (⋮) actions
| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Start | Begins loading on the request. | Draft |
| Verify | Opens the verification screen to scan loaded items. | Loading in progress |
| Resolve | Settles outstanding lines so loading can complete. | Loading in progress, awaiting resolution |
| Create Packing Slip | Opens a new packing slip for the loaded goods. | Approved, Closed |
| Cancel | Cancels the request. | Approved, Closed |
| Add/Update Note | Adds or edits a note on the request. | All |
| Master Update | Updates selected header fields without reopening the full form. See Master Update. | Approved, Closed, Returned, Partially Returned |
Statuses
| **Status** | **Description** |
|------------|-----------------|
| Draft | Saved but not yet started. Can be edited or deleted. |
| Approved | Loading completed and verified. Ready for a packing slip. |
| Closed | Request is closed — typically once a linked packing slip is processed. |
| Returned | Goods loaded against the request have been returned. |
| Partially Returned | Some of the loaded goods have been returned. |
| Cancelled | Request has been cancelled. |
> While loading is underway the request shows an in-progress state, and each line carries its own status of Pending, New, or Verified.
Posting Behavior
A Loading Request does not post to inventory or to your accounts. It is a preparation and verification document that lists what should be loaded against a sale order and confirms what was actually loaded. Stock movement happens on the documents created downstream, such as the Packing Slip and the dispatch and invoicing documents.
Master Update
Master Update lets you change selected header fields on an approved request without editing the full document or item lines. Open the three-dot menu on the request and select Master Update.
| **Field** | **Can be updated?** | **Notes** |
|-----------|---------------------|-----------|
| Date * | Yes | Cannot be set before the accounts closing date. |
| Sale order, customer, item lines | No | These come from the linked sale order and cannot be changed here. |
Click Confirm to save changes or Cancel to close without saving.
View Tabs & Side Panels
When you open a request in full view, the right side shows tabbed panels. Click the expand icon on a tab to open the same data in a larger modal.
Top panel
| **Tab** | **What it shows** |
|---------|-------------------|
| Summary | Documents linked to this request, such as the sale order and packing slips. |
Bottom panel
| **Tab** | **What it shows** |
|---------|-------------------|
| History | Activity log — who created, started, verified, or cancelled the request and when. |
| Attachments | Files uploaded to this request. |
Best Practices
- Pick the correct Sale Order Id so the right items and rolls are pulled into the request.
- Use Start before loading, then Verify by scanning so the loaded goods are confirmed against the request.
- Use Resolve to clear any unverified lines before the request completes.
- Create the Packing Slip only after the request is approved, so packed quantities match what was loaded.
FAQ
Does a loading request reduce stock?
No. It prepares and verifies goods for dispatch. Stock movement happens on the packing slip and the dispatch and invoicing documents that follow.
Why are the item lines read-only?
Item lines come from the linked sale order. Loading and verification update line status rather than the lines themselves.
What happens when I scan an item that isn't on the request?
During Verify, an unexpected scanned item is added to the request as a New line so it is captured.
When does the request get approved?
The request is approved automatically once every line is verified or resolved.
What is the loading workflow after approval?
Create a Packing Slip from the request, then a delivery note or invoice to move stock and bill the customer.
Can I cancel a loading request?
Yes, while no approved packing slip or delivery is linked. Cancel downstream documents first if they exist.
Does loading request affect available stock?
No. It verifies quantities against the sale order; stock moves on the delivery note or invoice.
Related documentation
- Packing Slip — pack the loaded goods for dispatch.
- Delivery Note — record goods leaving stock for the customer.
- Shipment — capture transport documentation for the consignment.
- Item — configure items and roll tracking used on the request.