How to Raise and Approve Material Requisitions in CrmLeaf
All editions. Material Requisitions is a core part of the operations flow. The stock, BOQ and production links described here depend on the Purchase and Manufacture add-on modules being enabled for your…
Availability: All editions. Material Requisitions is a core part of the operations flow. The stock, BOQ and production links described here depend on the Purchase and Manufacture add-on modules being enabled for your account.
Overview
A material requisition records materials pulled from stock for a project or a task. It is the controlled way to issue material: the request is raised with the quantities needed, an approver actions it, and the issued and consumed quantities are reconciled back against the project's BOQ. Approved requisitions that have not yet been billed are also what milestone invoicing bills to the client.
How It Works
A requisition is created against a project or task, either directly or from a project's finished items. It starts at pending_approval, moves to in_progress while it is being actioned, and ends at approved or rejected. Material that was issued but not used can be returned through the returns sub-flow, and returned and consumed quantities both feed BOQ reconciliation.
Raise requisition → pending_approval → in_progress → approved / rejected → Reconcile against BOQ
- Status values are
pending_approval,in_progress,approvedandrejected. - A requisition created from a project's finished items arrives at
pending_approval, the same as one raised manually. - Issued material can be returned, and the return is separately approved or rejected.
- Approved but unbilled requisitions are gathered into a milestone invoice, and each source record is stamped with the invoice so nothing is billed twice.
- Requisitions can also be the source document for a goods return.
Who Can Use This Feature?
Administrator
- Approve or Reject requisitions raised by the team.
- Grant the roles that may raise and approve requisitions.
- Review requisitions against the project BOQ before they are billed.
User
- Raise a requisition for the material a project or task needs.
- Track its status and see what has been issued.
- Return material that was issued but not consumed.
Access depends on the modules and role assigned by your Administrator.
Prerequisites
- A project, and where relevant a task, to raise the requisition against.
- The materials present in the products catalogue.
- Warehouse stock recorded, so the requested material can be issued from a location.
- A role with permission to approve, for the approval step.
For Users
Step 1: Open Material Requisitions
The list shows existing requisitions and their status. Use Filter to see only those awaiting approval or only those for one project.
Step 2: Raise the requisition
What to do: Select Add, choose the project and, where the material is for a specific piece of work, the task. Add one line per material with the quantity required, then Submit.
What to verify: The requisition is created at pending_approval and the quantities match what the BOQ plans for that project.
Step 3: Track the requisition
What to do: Open the requisition to follow its status through in_progress to approved or rejected.
What to verify: If it is rejected, read the approver's reason before raising a corrected requisition.
Step 4: Return anything not consumed
What to do: Where material was issued but not used, raise a return of the issued material so stock and the BOQ reconciliation stay accurate.
What to verify: The return appears in the pending returns list for approval.
For Administrators
Step 1: Review the requisition
What to do: Open a requisition at pending_approval and check the project, the task, each material line and the quantity against the project's BOQ and the available stock in the issuing warehouse.
What to verify: The request is within the planned BOQ quantity and the material is actually available.
Step 2: Approve or reject
What to do: Select Approve to authorise the issue, or Reject with a reason so the requester can correct and resubmit.
What to verify: The status changes and the requisition leaves the pending list.
Step 3: Check what is ready to bill
What to do: Before invoicing a completed milestone, confirm the requisitions for that milestone's work are approved and not yet billed, because those are the records milestone invoicing gathers.
What to verify: The milestone invoice preview lists the requisition amounts you expect.
Field and Option Reference
| Field / Option | Description | Required |
|---|---|---|
| Project | The project the material is issued for. Drives BOQ reconciliation and milestone billing. | Yes |
| Task | The specific task the material is for, where the requisition is task-level. | No |
| Material lines | The products requested and the quantity of each. | Yes |
| Status | pending_approval, in_progress, approved or rejected. | Set by the workflow |
Expected Result
The requisition is saved against the project or task at pending_approval, and after review it moves to approved or rejected. Approved requisitions are available for BOQ reconciliation and, when unbilled, for milestone invoicing.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- The BOQ and production links depend on the Manufacture module and the warehouse stock links depend on the Purchase module. Confirm both are included in your plan.
- Approve requisitions before you invoice a milestone. Milestone invoicing only gathers approved, unbilled requisitions.
- Once a requisition has been billed on an invoice it is stamped with that invoice, so it will not be billed again.
Common Scenarios
Example: issuing steel to a fabrication task. The supervisor raises a requisition against the project and the cutting task for 1,200 kg of plate. The Administrator checks available stock in the issuing warehouse and the project BOQ, then approves. When the milestone completes, the approved requisition is billed to the client with the milestone's approved billable time.
Example: over-issue corrected by a return. 1,200 kg was issued but only 1,050 kg was consumed. The team returns 150 kg, the return is approved, and the returned and consumed quantities reconcile against the BOQ.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| Material Requisitions is not visible | Your role has no access to the operations area, or the required module is not enabled | Ask your Administrator to grant access and confirm the module is enabled. |
| A requisition cannot be approved | The role lacks approval permission | An Administrator or a role with approval permission must action it. |
| Requested material is not available to issue | Available quantity in the warehouse is lower than requested once reserved and stock-out quantities are deducted | Check per-warehouse stock, transfer stock in, or procure the shortfall. |
| A requisition does not appear on the milestone invoice preview | It is not approved, or it has already been billed | Approve the requisition. If it is already stamped with an invoice it cannot be billed again. |
Frequently Asked Questions
Can a requisition be raised without a task?
Yes. A requisition records material for a project or a task, so a project-level requisition is valid.
What happens to material that is issued but not used?
It is returned through the returns sub-flow, and the return is approved or rejected separately.
Does a requisition create a purchase order?
No. A requisition draws material from stock. To buy material you raise a purchase order, optionally from an accepted vendor quote.
Can a requisition be the basis of a goods return?
Yes. A material requisition is one of the documented source documents for a goods return.
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