Use this reference when assigning work or explaining a refusal. In the Who column, or means either role is sufficient for that role check. It does not mean both must be granted. Extra conditions still apply, including current Accounts access, site assignment, admission and the state of the particular stock.
Administrative and release work
| Task | Who | Additional conditions | Related guide |
|---|---|---|---|
| Create stores and locations, import locations or change the distinct-reviewer setting | Owner | Recent Accounts verification. This does not create opening stock or permit operational movements. | Site setup |
| Draft material definitions, policies or reorder parameters | Author | Save the exact intended revision. Owner and Reviewer alone do not grant editing authority. | Materials and policies |
| Prove a saved draft or prepare a rollback copy | Author or Reviewer | Current dependencies and complete expected cases. Preparing a copy is not activation. | Examples and releases |
| Activate a proved material or policy release | Reviewer | Recent verification and current proof. If distinct review is required locally, the last editor cannot activate. Automation-managed work adds its independent case and release reviews. | Examples and releases |
| Record a custody review for site closure or reopening | Supervisor | Recent verification, current scope and explicit review of the site's obligations. | Recovery and closure |
| Make the site closure or reopening decision | Owner | Recent verification and a valid Supervisor custody review, with that reviewer's current authority checked again. These are separate responsibilities. | Recovery and closure |
Owner is an administrative role, not a higher operational role. An Owner who receives material also needs Operator or Supervisor. A person who both edits and activates needs Author and Reviewer, and must still satisfy the relevant independence rule. Granting two roles does not turn one person into two reviewers.
Material and demand work
| Task | Who | Additional conditions | Related guide |
|---|---|---|---|
| Read stock, item history, expected deliveries or receipt reports | Operator, Supervisor or Viewer | Current reading authority. A visible expected delivery is not permission to record its ordered quantity as received. | History and documents |
| Receive, put away, pick, issue or return material | Operator or Supervisor | Current working station, exact item and lot where applicable, prepared movement and physical confirmation. Holds, freezes, condition and quantity limits still apply. | Receive |
| Create demand, reserve eligible material or release a reservation | Operator or Supervisor | Correct source identity and current demand revision. Partial allocation must be explicitly accepted; unpicked allocation and picked custody have different consequences. | Demand, pick and issue |
| Confirm a complete move, dispatch a transfer, or record its actual arrival or return | Operator or Supervisor | Station and physical checks for those movements. A partial arrival leaves the balance in transit. | Move and return |
| Record a reviewed transfer loss | Supervisor | Recent verification, the exact unresolved transfer quantity and its evidence. Loss is not an ordinary arrival. | Move and return |
| Declare opening stock, create an approved lot or change a home bin | Supervisor | Recent verification and the action's current prerequisites. Opening requires a controlled cutover, not just a location import. | Site setup |
| Add a hold or acknowledge a low-stock or review warning | Supervisor | Reason and exact scope. These actions do not themselves demand a fresh five-minute check; current sign-in and other applicable checks remain required. An acknowledgement changes no quantity. | Corrections and holds |
| Adjust stock, apply a named receipt correction or release a hold | Supervisor | Recent verification. Adjustments also require the working station and witnessed facts; a receipt correction must preserve its original receipt relationship. | Corrections and holds |
| Start a count and freeze its scope | Supervisor | The actual scope must be ready for counting. Starting does not require a separate recent-verification check, but the freeze affects subsequent movements. | Stocktakes |
| Record count observations, scan a count item or mark a bin | Operator or Supervisor | Current station and count scope. Untouched stock is not a recorded zero; marking a bin complete is not a zero observation. | Stocktakes |
| Review, apply, complete or release the count | Supervisor | Recent verification and the exact current proposal or review. Resolving a count flag is a separate Supervisor decision. | Stocktakes |
| Raise a Purchasing request or retry a retained receipt report | Supervisor | Recent verification and the current connected authority. This does not approve a purchase order. | Purchasing handover |
| Download the complete site export | Owner or Supervisor | Recent verification. The Owner exception does not grant stock-operation or ordinary production-history authority. | Recovery and closure |
Interpret authentication and a refused handover
Where the table says recent verification, the action checks Accounts second-factor evidence within its five-minute window. This is additional to the role check. A fresh sign-in does not establish a physical observation, clear a hold or make a stale movement preparation current.
For a role refusal, give the administrator the task and intended scope, rather than asking for every role. For a stock or policy refusal, give the responsible Supervisor or Reviewer the exact record and reason. Do not widen a role to bypass a count freeze, held quantity or missing proof.
If an answer is unconfirmed, retain the original person, site and request identity. Use Check the original request before another recording. Reading a retained answer does not authorise a new physical effect under a different person's session.