Inventory Reorder Workflow

What does this workflow record at each stage of a reorder request?

The workflow records a reference number, status, and timeline for every reorder request. As the request progresses, it saves the calculated order value, verified stock level, purchase order details (preferred supplier, PO number, expected delivery date), quantity received, any discrepancy, and the discrepancy resolution notes directly to the record.

Who is involved in processing a reorder request?

An inventory controller verifies the actual stock level, an operations manager approves requests valued over $5,000, purchasing raises the purchase order and resolves any delivery discrepancy, and warehouse staff record the delivery receipt. The requester is kept informed by email at acknowledgement, rejection, and stock arrival stages, without needing an account.

How does the workflow decide whether a reorder needs additional approval?

The workflow calculates the order value as quantity needed multiplied by unit cost, then routes any order over $5,000 to the operations manager for approval. Orders at or below that threshold continue directly to purchase order creation, keeping lower-value reorders moving without added delay.

What happens if the operations manager rejects a reorder request?

If the operations manager declines the request, the record status is set to Rejected and the requester is emailed to let them know the reorder was not approved. This decision and the resulting status change are captured in the record's timeline.

How are delivery discrepancies handled in this workflow?

After the warehouse records the quantity received and any discrepancy, the workflow routes the record based on whether the discrepancy is None, Short, Damaged, Wrong item, or another outcome. Where a discrepancy is present, purchasing is tasked with resolving it within 3 days, and the resolution notes are saved to the record before the request proceeds to completion.

How do we change this workflow if our reorder process differs?

A workflow can be adjusted by describing the change in plain English or by editing its steps directly in the workflow editor, and earlier versions are kept for reference. This makes it straightforward to adjust the approval threshold, add extra tasks, or change the forms as your reorder process evolves.

Can this workflow be adapted for different item types or locations without a development project?

Yes, because the template is ready to use, a workspace can publish it in minutes and start running live reorder requests immediately. Fields on the request form, such as Item, SKU, and Location, along with routing rules and tasks, can be edited afterwards to reflect specific inventory categories or sites.

How is the requester kept informed during the reorder process?

The requester receives an acknowledgement email with their reference number as soon as the request is submitted, an email if the request is rejected, and an email once the stock has arrived and inventory is updated. These communications use the platform's built-in email capability, which a workspace can optionally send through its own AWS SES account.

What visibility does staff have into open and completed reorder requests?

Each reorder request is a record with a status, such as Submitted, Ordered, Rejected, or Received, and table views and dashboards display these records by status. Workspace activity is logged, giving oversight into how requests are progressing across locations and inventory items.