Internal Supplies
Internal Supplies tracks consumables your own staff take from stock, such as office stationery, cleaning materials or workshop consumables. It isn't for things you sell.
- A staff member submits a supply request listing the items and quantities they need.
- An approver authorizes it (the items are issued) or rejects it (a reason is required).
- On authorization, the quantities come out of the store's stock. Each line is valued at the item's Cost Price at that moment.
The Supply Reports page then shows what was issued, what it cost, and who used it.
Internal Supplies is an early-access feature that's switched on per company. Ask your service provider to turn it on. It doesn't need any other module licence. However, the items have to be in stock in one of your stores for the stock figures to mean anything. See Before you start.
Where to find it
Internal Supplies has its own Supplies menu group, whichever menu layout you use:
| Menu item | What it opens |
|---|---|
| Supply Requests | The list of all requests, with approve/reject |
| New Request | The request form |
| Supply Reports | Usage reports and Excel export |
You can also find these in Search (Ctrl+K) under Supplies.
Before you start
- Items. Requests can only include active Product items from your Item Catalog. Give each one a Cost Price, because that's what an issue is valued at.
- A store with stock. Supplies are drawn from one of your stores, the same stores Point of Sale uses. Stock gets into a store the same way as for POS, for example by approving a Purchase Invoice that receives into that store.
Company options
Three options shape the request form. There's no screen in Settings for them yet, so ask your service provider if you need one changed.
| Option | Effect |
|---|---|
| Default supplies store | When set, the form shows "Store: …" instead of asking. When not set, the requester picks the Supplies Branch on every request |
| Supplies item category | When set, only items in that category, plus items with no category, are offered |
| Require purpose | When on, Purpose must be filled in before a request can be submitted |
Making a request
Open Supplies → New Request (or + New Request on the Supply Requests page).
- Supplies Branch: pick the store the items will come from. This is skipped if your company has a default supplies store.
- Department (optional), for example "Finance" or "Workshop". It's free text, and it's how the By Department report groups requests.
- Purpose: a short reason. It's optional unless your company requires it.
- Items: pick an item and enter the quantity. Decimals are allowed, for example 2.5 litres. Under each item you'll see how much is on hand in that store: amber if it's less than you're asking for, red if it's out of stock. Use + Add another item for more lines.
- Click Submit Request.
The request is saved as Pending and numbered automatically: SUP-0001, SUP-0002, and so on. Nothing comes out of stock yet.
A pending request can't be edited or withdrawn. If it's wrong, ask an approver to reject it and submit a new one.
Approving or rejecting
Supply Requests lists every request, with the number waiting for authorization shown at the top and on the All Requests tab.
- Filter by status (All / Pending / Issued / Rejected) or by month.
- Search by request number, person, department, purpose or item.
- Click a column heading to sort.
Click a request to open it. You'll see the requester, department, purpose and the items. If your company has a default supplies store, each line of a pending request also shows how much is on hand.
If you have the supplies.authorize permission, a pending request shows two choices:
- ✅ Authorize & Issue: add optional notes, then confirm. The request becomes Issued, the quantities are taken out of the store's stock, and each line is valued at the item's current Cost Price. The request then shows its total cost and who issued it, and when.
- Reject: enter a Rejection Reason (required), then Confirm Rejection. The request becomes Rejected and no stock moves.
📊 Export on the Supply Requests page downloads the current filtered list. You need supplies.reports.view to see it.
- Stock isn't checked when you authorize. You can authorize more than the store holds, and the stock level then goes below zero. Check the on-hand figures before you click.
- Nothing is held for a pending request. Stock is only taken when the request is authorized. Two pending requests can both count on the same items, and a POS sale can use them up in the meantime.
- No General Ledger entry is posted. Issuing supplies reduces stock and records its cost on the request and in Supply Reports, but it doesn't create an expense or a journal. If you need the cost in your accounts, record it separately.
- The approver isn't checked against the requester. Someone who holds both permissions can authorize their own request.
Supply Reports
Supplies → Supply Reports (needs supplies.reports.view) shows what was issued from internal stock.
Filters
- From / To: starts at the first of this month and ends today.
- Store (shown only when requests use more than one store), Department, Person and Item. Each list only offers values that appear in your requests.
- Clear filters resets everything except the dates.
Issued items are dated by when they were authorized, not when they were requested.
Totals
Four tiles sum up the filtered period:
- Requests Issued
- Quantity Issued
- Cost of Supplies
- Pending / Rejected: the number of requests raised in the period that are still pending or were rejected
Views
| View | Shows |
|---|---|
| Issued Items | One row per issued line: date, request number, item, quantity, unit cost, total, In Stock Now (what that store holds today), requested by, department and authorized by, with totals |
| By Item | Per item: requests, quantity issued, cost, share of total cost, In Stock Now and Stock Value |
| By Department | Per department: requests, quantity, cost and share. Requests with no department are grouped as "No department" |
| By Person | The same, per requester |
| By Month | The same, per month of authorization |
| All Requests | Every request raised in the period, whatever its status: number, date, requester, department, status, who decided it, cost (issued only) and any rejection reason |
By Item → In Stock Now adds up the item's stock in the stores your supply requests use, or just the filtered store. Stock Value is that quantity × the item's current Cost Price.
Drill-down: in By Item, By Department, By Person or By Month, click a row to jump to Issued Items, filtered to that item, department, person or month. A month filter shows as a removable chip.
Export
⇩ Export to Excel downloads one workbook with six sheets, all using the current filters: Issued Items, By Item, By Department, By Person, By Month and All Requests.
In the stock ledger
Every authorized request also shows in the general stock ledger as a Supply Issue movement. The request number appears in the Reason / Ref column. You'll find it in POS Reports → Stock Movement, alongside sales, purchases, transfers and adjustments. This needs Point of Sale and permission to see POS financial reports.
Permissions
| Permission | What it allows |
|---|---|
supplies.request | Open Supply Requests and New Request; submit requests and see the request list |
supplies.authorize | Authorize & Issue, or Reject, a pending request. The Supply Requests page itself needs supplies.request, so an approver needs both |
supplies.reports.view | Open Supply Reports, and export from the Supply Requests page |
By default, Tenant Admin and Operations Staff have all three. Accountant and Read-only user can request and view reports, but can't authorize.
Assign permissions in Settings → Users & Access → Roles & Permission Matrix. See the Permissions Reference.
Related
- Items & Product Catalog: where supply items and their Cost Price are set
- Point of Sale: stores, stock levels and POS Reports → Stock Movement
- Purchase Invoices: restocking a store
- Requisitions: for requests to buy something or spend money, rather than to take from stock you already hold