# Enter material quantities, references and locations correctly

Check exposed movement and demand inputs, exact units, reference lengths and recovery after a refused or interrupted recording.

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

Review edition: 25 October 2026

Roles: operator, supervisor, author, reviewer

Use this reference beside Receive, Put away, Pick, Issue, Move, Return or Demand. Operators and Supervisors perform the permitted stock tasks. Physical movement controls also require current station authority. Authors and Reviewers resolve approved material or policy definitions through their own workflow. See [roles and actions](/manuals/storesflow/roles-and-actions) when assigning a task.

## Quantity and identity inputs

Enter a plain positive decimal, such as `12` or `12.5` where that precision is approved. Use a full stop for the decimal separator. Do not include a unit, comma, thousands separator, leading plus sign, leading zero in a multi-digit whole number, or scientific notation. For example, enter `12.5` in Actual quantity and the approved unit separately, rather than `12.5 kg`.

| Field or control | What to enter | Checks and limits | If it is refused |
| --- | --- | --- | --- |
| **Actual quantity** | The quantity physically involved in this movement. | Base-unit entries may use no more decimal places than the displayed material precision. An alternative approved unit has its own entry precision and must convert exactly; StoresFlow does not round. Ordinary movements need a positive quantity. | Check the unit and original observation. Ask the Author or Reviewer about a missing conversion; do not change the physical quantity merely to obtain acceptance. |
| **Approved unit** | The exact approved unit text, including its case. | The base unit is displayed below the fields. Another unit must be present in the current approved material definition. | Use the listed unit or have the reference corrected and reviewed. Adding a plausible unit name does not create a conversion. |
| **Material** and **Actual lot** | Choose the actual material and, when shown, the lot on the material. | The lot choices belong to the selected material. Receipt checks still apply to tracked lots and expiry. | Keep unidentified or questionable material for the supported review/quarantine path. Do not borrow a different material or lot identity. |
| **Scan the material**, location or lot scan mode | Scan into the named scan field, then inspect the selected record. | Scanning selects a record; it does not post a quantity. A location with several eligible stock records cannot uniquely select a source. | Select material or lot first, or choose Actual source from the list. Check [receiving](/manuals/storesflow/receive) before recording. |

## Receiving and movement references

| Field or control | What to enter | Checks and limits | If it is refused |
| --- | --- | --- | --- |
| **Delivery reference** | The actual delivery identifier. For a manual receipt, supply its declared reference. | The recording accepts at most 80 characters, without control characters. For a connected Purchasing line, a blank delivery reference uses this recording request identity. | Use a concise faithful reference. If the same delivery was already recorded, inspect that receipt and the original request outcome before another action. |
| **Source line** and **Source revision** | The exact declared line and revision for a manual delivery. | Each is required text of at most 80 characters. They are read-only for a connected Purchasing line and remain tied to that line. | Check the source document. Do not invent a revision to bypass an already-recorded delivery or changed source authority. |
| **Original receipt**, **Job reservation** or **Original issue** | Select the record this put-away, pick, issue or return belongs to. | The offered record depends on the task and return type. Unused issued material and material picked but not issued have different original records. | Read the original movement before selecting. Follow [demand, pick and issue](/manuals/storesflow/demand-pick-issue) or [returns](/manuals/storesflow/move-and-return). |
| **Actual source** | Choose the stock record physically being moved. | The choices are restricted by the selected receipt, reservation, task, location and stock condition. | Check the material, lot and original record. A similar total elsewhere is not evidence for this source. |
| **Receiving location** or **Actual destination** | Choose the real place receiving the goods. | Receipts and returns use receiving locations; picks use job staging; ordinary put-away uses bins. Approved routing may require the suggested bin. | Check the type of location and displayed suggestion. Have the responsible Reviewer resolve incorrect routing instead of selecting a place the goods did not reach. |
| **Observed condition** | Choose Identified and usable or Quarantined for review truthfully. | The choice is available on receipt and return. Review, lot expiry and current policy can still restrict reuse. | Use the two-step receipt/review path when required. A return does not by itself prove fitness for reuse. |

The receipt and demand text boxes may let you type more than the recording accepts. Keep the references above, and the job identifiers below, within the 80-character recording limit. Remove accidental pasted tabs or line breaks without changing the actual identity. A longer identifier that cannot be represented faithfully needs an agreed reference decision, not silent truncation.

## Demand and the final check

| Field or control | What to enter | Checks and limits | If it is refused |
| --- | --- | --- | --- |
| **Job reference**, **Line** and **Source revision** in Demand | The exact identifiers for this requirement. | Each is required text of at most 80 characters. The same manual job, line and revision cannot be created twice. A typed reference is declared information. | Find the existing demand first. Hand a genuine source correction to the responsible Supervisor; do not create a second demand for the same need. |
| **Requested quantity in** the displayed base unit | The complete intended job requirement. | Use the selected material's base unit and precision. The partial-reservation checkbox controls whether a short allocation is accepted, not the requested amount. | Check the requirement and available stock separately. A partial reservation must leave its shortfall visible. |
| **Check this movement** and physical confirmation | Check the prepared material, quantity, source and destination, then confirm what actually happened. | Changing an input clears the earlier prepared check and confirmation. Recording still rechecks the current facts. | For a definite refusal, correct the stated condition and check again. For an unanswered recording, settle the original request first. |

When handing over a refusal, retain the task, material, lot, entered quantity and unit, original record and source/destination, plus the displayed reason. If the result says **We have not confirmed the result**, keep its original request ID and use [Check the original request](/manuals/storesflow/uncertain-results). Do not turn a possibly completed recording into a new delivery reference or movement.