# Material Request

A Material Request is an internal request for materials or stock raised by a center, project, or team. Use it to record what is needed and for which purpose, then convert the approved request into a purchase order, inventory transfer, issue for production, consumable issue, sale order, or purchase quotation. Material Requests do not post to accounts or inventory by themselves.

On this page

Getting started

Overview & List View Quick Start

Form reference

Header Fields Item Lines Request For Types Custom Fields

Actions & Status Master Update Best Practices FAQ Related & Videos

Overview & List View

The Material Requests list shows all requests with date, the purpose under Request For, customer, requesting center, employee, due date, and status. Use the quick status tabs to switch between Default, Approved, Draft, and Cancelled requests. From the list you can create new requests, open existing ones, edit drafts, or delete drafts. List View Material Requests list

List columns | **Column** | **Description** | |------------|-----------------| | Id | Material request reference number. | | Date | Date the request was raised. | | Request For | Purpose of the request (e.g. Purchase Order, Inventory Transfer, Issue For Production). | | Customer | Customer linked to the request. Shown for Sale Order requests. | | For Center | Center that needs the materials. | | Employee | Employee who requested the materials. | | Due Date | Date the materials are required by. | | Status | Current status of the request. | Quick status tabs | **Tab** | **Shows** | |---------|-----------| | Default | All requests except cancelled. | | Approved | Approved requests only. | | Draft | Requests still in draft. | | Cancelled | Cancelled requests. | Advanced filters Filter the list by For Center, Request For, Customer, Employee, Item, Status, and date, plus any custom fields with Show in Filter enabled. List row actions | **Action** | **Available when status is** | |------------|------------------------------| | Edit | Draft, For Revisal | | Delete | Draft, For Revisal | | View | All statuses |

Quick Start — Create a Material Request

1. Navigate

Go to Inventory → Material Request from the left menu.

2. Create new request

Click New to open the request entry screen. New Material Request

3. Fill in details

Set the Date and choose the purpose under Request For.
Select the For Center that needs the materials.
Optionally set Requested By, Due Date, Route, Project, and Branch.
If your company has Custom Fields for Material Request, they appear under Request Details. Complete any required custom fields.
Add item lines with Item, Quantity, and Unit.

4. Save

Save — keeps the request as a Draft.
Save And Approve — approves the request in one step.
Reset — clears the form.
Cancel — closes the form without saving.

5. Convert the request

After approval, use the three-dot menu to convert the request into a purchase order, purchase quotation, sale order, inventory transfer, consumable issue, or issue for production. See Actions & Status.

Header Fields Reference

| **Field** | **Description** | |-----------|-----------------| | Date * | Date the request is raised. | | Request For * | Purpose of the request. Controls which follow-up documents can be created. See Request For Types. | | Customer | Customer for the request. Shown and required only when Request For is Sale Order. | | For Center * | Center that needs the materials. | | Requested By | Employee raising the request. | | Authorized By | Employee who authorizes the request. Shown when Request For is Consumable Issue. | | Due Date | Date the materials are required by. | | Route | Delivery or service route. Auto-filled from the customer when available. | | Project | Optional project link. | | Project Task | Task within the selected project. Enabled after a project is selected. | | Branch | Branch for the request. Shown when multi-branch is enabled. | | Notes | Remarks for the request. | | Custom fields | Extra header fields configured for Collection Material Request. See Custom Fields. |

Item Lines — ITEMS

| **Column** | **Description** | |------------|-----------------| | Sl Num | Line serial number. | | Item | Item being requested. | | Barcode | Item barcode. Auto-filled from the item; hidden by default. | | Variant | Item variant. Hidden by default. | | Description | Optional line description. Hidden by default. | | Quantity | Quantity requested. | | Unit | Unit of measure. Defaults from the item. | | PRO ID | Production order reference. Shown only for Production Order requests. | When viewing an approved request, the item lines also show Ordered Qty (quantity covered by linked orders) and Received Qty (quantity received). Use Edit Received Quantity from the three-dot menu to update received quantities.

Request For Types

The Request For purpose determines how the request is fulfilled and which follow-up documents are available. | **Request For** | **Typical follow-up** | |-----------------|-----------------------| | Purchase Order | Create Purchase Order or Create Purchase Quotation. | | Inventory Transfer | Create Inventory Transfer between centers. | | Issue For Production | Create Issue For Production. | | Consumable Issue | Create Consumable Issue. | | Sale Order | Create Sale Order for the linked customer. | | Production Order | Used in production planning; shows the PRO ID on item lines. | | Off Load / Return Off Load | Subcontracting movement requests. | | Rework | Request materials for rework. | | Custom | A free-form internal request with no fixed follow-up. |

Custom Fields

Material Requests support Custom Fields. Create fields under Settings → Others → Custom Fields with Collection Material Request.

On New and Edit, fields are placed in Request Details. If no group is set, they are added to Request Details.
On the request view, values appear with the other header details.
On the list, enable Show in List for a column and Show in Filter for Advanced Filters.

Field types: text, number, dropdown, checkbox, date, and textarea. Required custom fields must be filled before save. You can hide a field until another form field or custom field matches a value — for example show a job card number only when Request For is Issue For Production. See Custom Fields — Show this field only when.

Actions & Status

View toolbar actions

| **Action** | **Description** | **Available when status is** | |------------|-----------------|------------------------------| | Approve | Finalizes the request. | Draft | | Edit | Opens the request for editing. | Draft, For Revisal | | Delete | Permanently removes the request. | Draft, For Revisal | | Clone | Creates a copy of the request. | All (if permitted) |

More menu (⋮) actions

| **Action** | **Description** | **Available when status is** | |------------|-----------------|------------------------------| | Create Purchase Order | Opens a new Purchase Order pre-filled from the request. | Approved, Partially Ordered, Ordered | | Create Purchase Quotation | Opens a new Purchase Quotation from the request. | Approved | | Create Sale Order | Opens a new Sale Order for the linked customer. | Approved | | Create Inventory Transfer | Opens a new Inventory Transfer from the request. | Approved | | Create Consumable Issue | Opens a new Consumable Issue from the request. | Approved | | Create Issue For Production | Opens a new Issue For Production from the request. | Approved | | Edit Received Quantity | Updates the received quantity on each item line. | Approved, Ordered | | Cancel | Cancels the request. | Approved, Open, Closed | | Add/Update Note | Adds or edits an internal note on the request. | All | | Master Update | Updates selected header fields without reopening the full form. See Master Update. | Approved, Closed | | Print | Prints the request. | All |

Statuses

| **Status** | **Description** | |------------|-----------------| | Draft | Saved but not yet approved. Can be edited or deleted. | | For Revisal | Sent back for changes. Treated like Draft for edit and delete. | | Approved | Finalized and ready to convert into follow-up documents. | | Partially Ordered | Some requested quantities have been covered by linked purchase orders. | | Ordered | All requested quantities have been ordered. | | Cancelled | Request has been cancelled. | Posting note: Material Requests do not post to inventory or accounts. Stock and ledger entries are created only when the follow-up documents (purchase orders, inventory transfers, issues, invoices) are approved. Cancel guard: Before cancelling a request, first cancel any linked Purchase Order, Inventory Transfer, or Issue For Production created from it.

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. | | Employee In charge | Yes | | | Due Date | Yes | Shown when due-date tracking is enabled. | | Branch | Yes | Shown when multi-branch is enabled. | | Project | Yes | | | For Center, item lines, quantities | No | Edit the full request (Draft / For Revisal) or cancel and recreate. | Click Confirm to save changes or Cancel to close without saving.

Best Practices

Choose the correct Request For purpose so the right follow-up document becomes available after approval.
Set the For Center and Due Date so requests can be tracked and prioritized by location and deadline.
Approve the request before converting it into a purchase order, transfer, or issue.
Use Edit Received Quantity to keep the received versus requested quantities accurate.
Cancel linked orders, transfers, or issues before cancelling the request itself.

FAQ

Does approving a material request affect stock or accounts?
No. Material Requests are internal requests only. Inventory and ledger posting happen on the follow-up documents you create from the request. Why can't I see the Customer field?
The Customer field appears only when Request For is Sale Order. Why is Create Purchase Order not available?
Conversion actions appear only after the request is Approved. Create Purchase Order also stays available while the request is Partially Ordered or Ordered. What is the difference between Ordered and Partially Ordered?
Ordered means linked purchase orders cover all requested quantities. Partially Ordered means only some quantities have been ordered. Why can't I cancel my request?
Cancel any Purchase Order, Inventory Transfer, or Issue For Production created from the request first, then cancel the request. Can I edit an approved request?
Use Master Update for the allowed header fields. To change items or quantities, the request must be in Draft or For Revisal. What is the difference between a Material Request and a Purchase Order?
The material request is an internal need list — it does not post stock or accounts. A Purchase Order commits to buy from a supplier. What is the difference between Material Request and Consumable Issue?
The request plans what is needed. Consumable Issue (or transfer/PO) fulfils it and moves or expends stock. When does a request show Partially Ordered?
When linked purchase orders cover only part of the requested quantities. Full coverage moves the request to Ordered. Which header fields can I change with Master Update?
Date, Employee In charge, Branch, Brand, Project, and Request For details. Item lines cannot be changed through Master Update. Can I add extra fields to a material request?
Yes. Create a custom field with Collection Material Request. See Custom Fields. Related documentation

Purchase Order — fulfill a request by purchasing materials.
Purchase Quotation — compare supplier offers before ordering.
Custom Fields — extra header fields on Material Request.

Video — Material Request overview