# Hand over a ten-unit refill across two legs

Follow queue and floor responsibilities through partial receipt, a hold and an interrupted response.

Source: https://help.smartfact.ai/manuals/refillflow/worked-handover

Review edition: 25 October 2026

Roles: owner, author, reviewer, supervisor, stores, operator, viewer

At Hartwell & Pryce Engineering's Brighouse works, Press 2 needs ten replacement seals in its refill container. This invented case uses two fulfilment legs, a partial arrival and an interrupted browser answer. It illustrates the recorded lifecycle without claiming that a live refill or physical equipment check was performed.

## Agree responsibilities before the first scan

Sarah Hughes holds Owner, Author and Stores. She prepares references and site setup, and she is a current member of the supplying queue. James Whitaker holds Reviewer and Supervisor. He independently reviews Sarah's intended rule and handles operational exceptions. Sam Ashworth holds Operator. Priya Shah holds Operator and Stores, with current membership of the supplying queue for the later stores handover.

The released loop ties the exact seal item, ten whole units, Press 2 receiving location, allowed queue and default queue together. Before proof, Sarah enables the supplying queue on **Stores queues**. James releases the current reviewed candidate. Sarah then uses **Physical activation** for the loop and the actual container opening condition, with readiness and plan checks. An Owner-only person could not perform Sarah's Author or Stores actions.

Assume the container was activated with its witnessed filled condition and is now actually empty. Sam checks the site and his floor station. A paired browser and the correct physical container card are working prerequisites, not facts established by this written scenario.

## Request and accept the exact obligation

Sam scans the empty container card and reads the item, ten-unit quantity, receiving location, queue, priority and due information. He confirms this actual refill request. If the reviewed urgent path required approval, he would enter **Why is it urgent?**, obtain James's independent approval of the exact intent and then confirm again. James could not approve an intent he requested himself.

Sarah opens **Stores board** or scans the current refill ticket. She checks the intended container and cycle before acceptance. Acceptance records responsibility, not a stock reservation or a material pick. Her Owner role does not substitute for Stores, and her Stores role does not substitute for queue membership.

Only six seals are available for the first movement. Sarah enters the exact item barcode or code, truthfully identifies scanned or typed entry, and records **Quantity to pick** as six after the physical check. This creates the first leg. She dispatches that selected leg when all six leave for Press 2. Dispatch is for the whole unresolved picked leg; she would have needed smaller separate picks if only part were leaving.

## Record four received and settle the missing answer

At Press 2, Sam chooses **Receive** in **Floor station**, scans the dispatch ticket and current container card, and supplies the receiving-location evidence required by his station. A refill-request ticket is not a dispatch ticket. If the dispatch ticket were missing, Sam's Operator-only assignment would not permit the lookup; Priya's Operator plus Stores combination could use that separate reasoned path.

Sam sees only four seals at this arrival. He enters **Quantity received now** as four and selects the action displaying **Record 4 ... received** in the loop's actual unit. He does not record six to match dispatch, and he does not ask Sarah to dispatch the same six again.

Suppose the answer is **Unconfirmed**. Sam keeps the page and chooses **Check the outcome**. That uses the retained command identity. In this branch, it confirms the accepted four-unit receipt, and Sam checks the refreshed quantities before another scan. If the answer remains unresolved, he gives James the cycle, leg, quantity, original action and what physically arrived. Closing the page can lose this pending context; a new cycle is not a recovery method.

The first leg now has two still in transit. The cycle has received four of ten, with four more not yet picked. These are different balances:

| Point in the workflow | Received for the cycle | Unresolved in the first leg | Target not yet picked |
| --- | --- | --- | --- |
| Six dispatched, none received | 0 | 6 | 4 |
| First accepted receipt | 4 | 2 | 4 |
| The remaining first-leg material arrives | 6 | 0 | 4 |

A shortage note about the remaining four neither receives the two in transit nor reduces the ten-unit target.

## Hold progress while preserving physical facts

James records a cycle hold while the team checks a delivery concern. New picking and dispatch stop. When the other two first-leg seals actually reach Press 2, Sam can still record that receipt with fresh evidence for the same dispatched leg. An operational hold does not erase material already moved, and Sam still needs Operator authority to receive it.

The cycle now has six received and no unresolved quantity on its first leg. It remains held and four short. Sarah records or updates the shortage's responsible person, reason and next review time so Priya can follow it up. James records the supported resolution and releases the cycle hold before more picking.

If the four could not be supplied, James could consider short closure only after releasing the cycle hold and reconciling every leg. The accepted result would be six received against a target of ten, with its reason retained. Cancellation would not describe this case because six have already been received.

## Complete the second leg and hand over evidence

In the main path, Priya checks current queue membership and the actual available seals. With Stores, she picks four as the second leg and dispatches all four. With Operator at the correct floor station, she can later record their actual arrival using the required ticket, container and location checks. The two roles authorise different tasks even when one person holds both.

Once ten have been received, every leg is reconciled and no cycle hold remains, the recorded refill can complete. A final receipt made while held would not have released the hold itself; the Supervisor's later resolution would still be needed.

The shift handover identifies the container and current card generation, cycle, admission release, queue, both leg references, six plus four dispatched and received, hold and shortage outcomes, and Sam's settled original command. **History** preserves the admission and physical-event sequence; its PDF report is evidence of those records, not an inventory ledger or proof of stock consumption.

If a print outcome were also uncertain, keep its separate ticket or print reference. A recovered receipt result does not establish what a printer produced. Follow [receive deliveries](/manuals/refillflow/receive-deliveries), [holds and shortages](/manuals/refillflow/holds-and-shortages) and [uncertain results](/manuals/refillflow/uncertain-results) for the exact next action when the real facts differ.