# Enter refill quantities, cards and exception evidence correctly

Check floor and stores fields, exact whole quantities, ticket matching, reasons and shortage follow-up times.

Source: https://help.smartfact.ai/manuals/refillflow/input-reference

Review edition: 25 October 2026

Roles: operator, stores, supervisor

Use this beside Floor station and Stores board. Floor receipt needs Operator; acceptance, picking and dispatch need Stores with current queue membership. Supervisor exception decisions have their own scope. This reference explains the inputs; [roles and actions](/manuals/refillflow/roles-and-actions) explains the full authority conditions.

## Cards and item identity

| Field or control | What to enter | Checks and limits | If it is refused |
| --- | --- | --- | --- |
| **Scan the container card** | Scan the current card on the actual container into the named field. | Request and receipt checks use that exact container and current card generation. A replacement card can make an old card unusable. | Check the actual container. Give a stale or missing-card problem to the Supervisor; do not relabel another container to force a match. |
| **Scan the dispatch ticket** on Floor station | Use the ticket for the particular dispatched leg arriving now. | A refill-request ticket is different. Receipt also checks the container and receiving location; a picked but undispatched leg is not receivable. | Find the correct leg ticket, or use the authorised missing-ticket path. Do not dispatch again to recover a receipt question. |
| **Scan the receiving location card** | Scan the actual receiving location when the station requests it. | The location must match the cycle and the station's allowed locations. A station bound to exactly one receiving location can supply that location evidence itself. | Check the physical delivery point and station scope. A missing match needs correction of the real location or authorised station setup. |
| **Item barcode or exact code** and **Entered by** on Stores board | Enter the actual item evidence and choose Scanning or Typing truthfully. | Codes are case-sensitive and are not trimmed to make them match. Code text is at most 80 characters and cannot contain control characters. The selected item must equal the cycle's released item. | Check case, accidental spaces, item and entry method. Do not substitute a similar item code. |

## Whole quantities and the remaining balance

Enter quantities as whole-number digits, such as `6`. Do not use `6.0`, a negative number, commas, unit text or a leading zero such as `06`. Picking, receipt and return quantities must be from 1 to 1000000, and the current remaining balance can impose a lower maximum. A broad numeric keyboard or a value that fits the box does not establish that the quantity is acceptable.

| Field or control | What to enter | Checks and limits | If it is refused |
| --- | --- | --- | --- |
| **Quantity to pick** | The actual amount being picked for this new leg. | No more than the cycle's unallocated balance. The cycle must be accepted and not held; picking does not mean dispatch. | Refresh the current balance if another person worked on it. Make a smaller legitimate pick when only that amount is available. See [pick and dispatch](/manuals/refillflow/accept-pick-dispatch). |
| **Quantity received now** | Only the quantity physically arriving on the selected dispatched leg. | No more than that leg's unresolved in-transit quantity. Excess is refused, not cut down automatically. An ordinary cycle hold still permits accounting for material already moved. | If six were dispatched and four arrive, record `4`; the other two remain in transit. Stores must separately record an actual return if material was rejected. |
| **Leg** and **Quantity physically back in stores** | Select the exact leg and the quantity actually returned. | The return cannot exceed the selected leg's unresolved amount. A recorded floor receipt is not still unresolved material to return through this control. | Recheck the current leg and physical custody. Explain the actual return in Reason. Follow [holds and shortages](/manuals/refillflow/holds-and-shortages). |
| Dispatch action for a selected leg | Confirm the selected leg is physically leaving. | Dispatch moves the whole unresolved picked leg; there is no partial dispatch quantity field. | If only part is leaving, arrange appropriately sized picks before dispatch. Do not assume a later receipt quantity changes the dispatch. |

## Reasons, missing tickets and follow-up

| Field or control | What to enter | Checks and limits | If it is refused |
| --- | --- | --- | --- |
| **Why is it urgent? (required)** | Explain the actual reason for urgency, up to 500 characters. | The form requires a non-blank reason and prepares a new urgent intent. Where the released rule requires approval, a Supervisor other than the requester approves that exact intent before the Operator confirms. | Check the new prepared request and its expiry. An old approval is not approval of changed urgency or a new intent. |
| **Why is the ticket missing? (10 to 500 characters)** | Select the exact in-transit leg and explain the missing dispatch ticket. | This path needs Operator together with either Stores or Supervisor, with current station, container and location evidence. Receipt evidence expires after fifteen minutes. | Ask an appropriately authorised person when the control is unavailable. If evidence expires before recording, obtain current evidence; do not guess the ticket or reuse another leg. |
| **Reason** or **What was resolved** on the cycle exception form | Record the actual explanation or resolution requested by that action. | The accepted text is 1 to 500 Unicode characters. Line breaks are allowed; tabs and other control characters are refused. A reason does not remove the action's state checks. | Remove accidental pasted controls while preserving the explanation. Keep holds and leg balances separate from the reason itself. |
| **Shortage owner** and **Next review (this computer's time)** | Choose the responsible person and a real next-review date and time. | The owner must still have a site assignment. The form interprets the date/time on this computer. Saving a shortage changes neither target nor quantities. | Select a current responsible person and check this computer's timezone. If supply has moved, settle the actual leg as well as updating follow-up. |

Keep each outcome with its own action. A clear refusal calls for correcting the stated condition and checking the current cycle; an **Unconfirmed** answer calls for [Check the outcome](/manuals/refillflow/uncertain-results) with the retained command. Keep the page open. Hand over the container, cycle, leg, quantity, card/ticket used, displayed reason and what physically happened, rather than creating another refill to compensate for an unanswered button press.