Direct replenishment receives stock without a purchase order and requires approval of the whole request. Anyone with any one of permission to receive stock, permission to manage inventory or permission to approve inventory changes can submit when direct receipts are enabled for the property. A different person with permission to approve inventory changes must approve; even administrators cannot approve their own submission.

Steps

  1. Open Inventory → Replenish Inventory, then New request for the selected property.

  2. Select an active Destination, enter an optional reference and supplier, then choose Continue.

  3. Add the delivered catalogue items with positive quantities, explicit units and nonnegative unit costs; record batch and expiry details where needed. For bulk replenishment, choose Download sample CSV, fill it, then Import CSV, or paste spreadsheet rows into the items grid. Use the sample column order: item,quantity,unit,unit_cost,batch,expiry_date; identify an existing item by its exact name, SKU or item ID. Excel users can save as CSV or paste rows. Check the skipped-row messages, item matches, units, quantities and prices before continuing; an unknown item is skipped, not created. Imported lines are added to the current draft and submitted as one request, so remove unintended duplicate lines if you import or paste again.

  4. Choose Review replenishment, review the complete request, and confirm Submit for approval. Open Requests and confirm it appears under Pending approval in Replenishment requests. Submission does not change stock, item costs, lots or valuation layers.

  5. A different authorised approver reviews every line and chooses Approve replenishment, then confirms Approve and update stock, or enters a Rejection reason and chooses Reject request. The submitter can use Cancel request while pending. Rejected and cancelled requests do not change stock.

  6. After approval, confirm the approved status and linked goods receipt. Only then are the receipt and stock movements posted. Use Print request before approval or Print receipt after approval. Repeating the same submission or approval does not post stock twice.

permission to approve inventory changes is included by default for Admin, GM/Owner, Manager and Supervisor. It can also be granted through the property's role permissions, including custom roles. Storekeepers can submit with their receiving permission; Procurement Managers can submit with their write permission. Neither role gains approval permission automatically. Receiving against a PO continues to use its existing permissions and separation-of-duties rules.