Use this reference while preparing a People request or order draft, or recording an eligible local non-stock delivery. Operator and Supervisor responsibilities differ for approval, amendments and corrections; use roles and actions for that distinction. Catalogue changes belong with the Author and release Reviewer.
Requests and one-off descriptions
| Field or control | What to enter | Checks and limits | If it is refused |
|---|---|---|---|
| Quantity needed or Additional quantity in People requests | A positive quantity in the displayed target unit. | Use a plain decimal and no more fractional digits than the target precision. Additional quantity is an extra contribution to the existing request, not its replacement total. | Check existing need before adding. Enter only the extra requirement, with its actual reason. See requests. |
| Description, Unit and Decimal places for a one-off request | Describe the actual need and its unit; select precision from 0 to 6. | Description is required and at most 120 characters; Unit is required and at most 40. These fields define the one-off target, rather than a stock receipt. | Correct the description and unit before raising it. If the item already has an approved target, select that target instead of inventing an equivalent one-off. |
| Needed by | Select the actual required calendar date, or leave it blank when unspecified. | A supplied value must be a valid calendar date. It describes need, not delivery evidence. | Correct an impossible date. Keep an unknown date blank instead of supplying a guessed promise. |
| Reason | A meaningful reason for the request or extra contribution. | Required, at most 500 characters, with no control characters such as pasted tabs or line breaks. | Retain the business explanation while removing accidental pasted formatting. |
For quantity fields, use 12 or an approved decimal such as 12.5. Do not include the unit, currency symbol, comma grouping or exponent notation in the number. Whole-unit precision means zero decimal places: use 12, rather than 12.0. A quantity that would need rounding is refused.
Order draft inputs
| Field or control | What to enter | Checks and limits | If it is refused |
|---|---|---|---|
| Delivery address, one line per field row | Put each actual address line on a separate line. | The saved address needs 1 to 6 non-empty lines, at most 120 characters each. Empty lines are removed and line ends are trimmed. | Condense the address faithfully within those limits. Do not remove information needed to deliver the order. |
| Notes for the supplier | The notes intended for the approved supplier document. | Up to 500 characters. Control characters are refused, including line breaks in these notes. | Use a concise single-line note. The address has its own separate multiline field. |
| Quantity in the supplier order unit | The total proposed order quantity for this line. | Use the approved order precision and a whole number of supplier packs. Below-minimum quantity still needs the specific reason below. | Read the pack and minimum basis. Do not substitute target base units for the displayed order unit. |
| Reason if below the minimum | The actual basis for a deliberate below-minimum order. | Required when the entered whole-pack quantity falls below the minimum; at most 500 characters. It does not permit a fractional pack. | Check whether the supplier can accept the intended amount. A pack-definition error belongs in catalogue review. |
| Unit price and Currency | A non-negative plain price, paired with a supported three-letter currency such as GBP. | A price allows up to 4 decimal places. Both values must be supplied together, or both left blank. Currency entry is uppercased by the form and checked against supported currencies. | Use 3.1250 and GBP, for example, rather than £3.1250. Do not enter zero merely to hide an unknown price. |
| Expected on | The current expected calendar date, if known. | A valid date is required when supplied. This remains separate from a confirmed delivery. | Correct the expectation through the proper draft or amendment workflow; do not record receipt to change an expected date. |
| The source need changed. Record your review | Explain the reviewed source change where the form requests it. | The review reason is required for that affected line and is at most 500 characters. | Read the changed source need and retained commitment before saving an amendment. See amendments. |
Delivery confirmation and correction
| Field or control | What to enter | Checks and limits | If it is refused |
|---|---|---|---|
| Quantity in the displayed delivery unit | The actual amount delivered, or the amount to remove from the selected original confirmation. | A positive exact quantity is required. Confirmation cannot exceed current outstanding quantity. Correction cannot exceed the remaining reversible original quantity or total received. | For a five-box confirmation that should have been four, correct by 1, not 4 and not -1. A Supervisor records that correction. |
| Confirmation time in your browser time zone or Correction time in your browser time zone | Select the actual local date and time for the event being recorded. | The form uses this browser's timezone and retains the corresponding instant. It defaults to the current time, which still needs checking. | Check the computer's timezone and event time before recording. Do not reinterpret an earlier event merely because another shift uses a different browser. |
| Delivery note or Reason for correction | Use the optional delivery note, or the required explanation for a correction. | At most 500 characters. Correction retains its selected original confirmation and its original order unit/precision, even if later catalogue packs change. | Choose the correct original record before entering the reduction. A stock receipt must be corrected in its source product. See deliveries. |
A refused value and an unconfirmed action need different responses. If the form reports a definite refusal, inspect the field, unit, source revision and current state before correcting it. If it says The result is not yet confirmed, keep the page and use Check original action. Hand over the original action identity, order and revision, entered quantity/unit, selected confirmation and displayed reason. A new order or confirmation is not a way to check the old result.