Article Contents
Introduction
Stockroom Requisitions lets outlets order beverage stock directly from your central stockroom or warehouse. This article walks through reviewing incoming requests, dispatching them, and handling issues outlets report after delivery.
Who this is for: stockroom / warehouse staff responsible for fulfilling outlet requisitions.
New to WISK Requisitions? Start with the overview before diving into the steps below.
Related article: Stockroom Requisitions - Outlets - Ordering and Receiving
Every requisition moves through four main stages:
Stage | What it means |
Requested | An outlet has submitted a requisition. It's waiting in your queue for you to accept or decline. |
Preparing | You've accepted the request and begin preparation. Pulling and packing happens here. You can change quantities if unable to provide the full requested amount. |
Dispatched | The requisition has left the stockroom and is on its way to the outlet. It's the outlet's responsibility to receive it. |
Received | The outlet has confirmed the delivery and it's closed out. |
If an outlet reports a problem with what they received, the requisition comes back to your queue at the Preparing stage rather than closing — see Handling an Issue Reported by an Outlet.
Reviewing an Incoming Requisition
On the stockroom's Home screen, all incoming requisitions appear under "Requested".
Important: By default, the most recently placed requests appear first in the list.
For each requisition it shows the following information:
The outlet that submitted it
The reference code / number
The date it was submitted (if it was submitted on the current day it shows the amount of time since it was submitted, for example 1 hour ago)
The number of unique items in the requisition
A preview of the items requested
The user that submitted it
If it includes a note, is flagged as urgent, or has a needed-by date (See "Check for Notes, Urgency, and a Needed-By Date"
To see the full details:
Select a requisition under Requested to open it
You'll see which outlet submitted it, who submitted it, the full item list, quantities requested, the amount you currently have on hand and — unlike the outlet's own view — the cost per line and total
From here, choose to Accept or Decline the request
Check for Notes, Urgency, and a Needed-By Date
Before you accept, look at whether the outlet added any extra context when they submitted the requisition.
Outlets can set three things on a requisition, and each one affects how you prioritize and fill it:
Notes. The outlet can pick a quick tag, write their own note, or both. The quick tags are Need before service, For event / banquet, Regular restock, and Low — running out. Read these for context on how much the outlet needs the items and by when. A note like Low — running out or For event / banquet can tell you which items to fill first if you're short
Urgent. The outlet has flagged the whole order as time-sensitive, for example because they've run out of something mid-service. Urgent is a signal for you, not an automatic rule. It doesn't change how the system processes the requisition, so it won't move ahead of anything on its own. Decide how it fits with the other requisitions in your queue. Any requisitions marked as urgent are surfaced in a banner on the Home screen.
Needed by date. The outlet can set the date they need the requisition delivered. Check it against when you can realistically prepare and dispatch it. Outlets aren't required to set a date, so not every requisition will have one
If you can't meet an urgent request or a needed-by date, or you can only fill part of the order, contact the outlet to let them know. When you dispatch, you can add a note for them (for example, Partial stock — rest on order, or your own explanation).
Accepting and Dispatching a Requisition
In a requisition with the "Requested" status, select Accept
The requisition status changes to Preparing. On this screen you'll review the requested items and confirm quantities to dispatch. You'll see the requested amount (in either units and cases) and how much you currently have on hand.
Note: If you don't have enough on hand you will need to place an order to an external supplier to get more stock before you can fulfill and dispatch the requisition.
For each item, confirm the quantity (and Unit/Case format) you're actually sending. This defaults to what was requested, but you can select an item to adjust it — see Partially Fulfilling a Requisition if you're short on stock and won't get more before dispatching
When the requisition is ready, confirm the physical items being sent match the quantity to be dispatched in the system. If all looks good, select Dispatch
Confirm the summary shown ("X of Y units will be dispatched to [outlet name]") and optionally add a note for the outlet — a quick tag like Partial stock — rest on order is available, or write your own.
Select Dispatch again on the prompt to finalize. The requisition moves to Dispatched, and the outlet is notified to confirm receipt
Partially Fulfilling a Requisition
You don't have to send exactly what was requested. When preparing the requisition, you can adjust the quantity field for any item down to what you actually have on hand or can provide at the moment. This could be less than the requested amount or even 0.
The outlet will see both the original requested quantity and what was actually dispatched, along with any note you leave explaining the shortfall.
Select an item and adjust the quantity of units or cases. It shows you are sending less than the requested amount and the "Dispatch' button changes to "Dispatch with discrepancy".
After making your changes, select "Dispatch with discrepancy".
In the confirmation message it says how much is being dispatched. Include a note for the outlet and select "Dispatch with discrepancy". In this example the stockroom was running low on wine and wanted to hold stock back for other outlets.
When the outlet receives the requisition it is made clear they have been sent less than they requested.
Note: There's no system check preventing you from dispatching more than an outlet requested, either — quantities aren't capped in either direction. Worth a second look before confirming, especially on large or unusual orders.
Declining a Requisition
If you can't fulfill a request at all, select Decline when a requisition is in the Requested or Preparing status.
Note: If declining in the Preparing status it usually means there was an intent to fulfill it but for some reason it can no longer be completed. Declining it is the proper way to close it out.
Provide a reason why you are declining the request. There are a few quick tags you can select from or you can leave a custom note.
After providing a reason, select "Decline Requisition"
This closes the requisition outright and it disappears from the queue. The user that declined the request is recorded in the activity log.
You can view all declined requisitions on the History page.
Handling an Issue Reported by an Outlet
If an outlet finds a problem with a delivery — a short delivery, wrong item, damaged goods, or wrong quantity — they must report it instead of accepting the delivery.
The outlet isn't able to edit quantities on a delivery so it must go back to the stockroom to verify and make changes as needed. When that happens:
The requisition returns to your queue with the status of "Re-opened". Select it to view the outlet's note explaining what was wrong
In the requisition there is a banner saying to review the notes. Scroll down to the activity log to see them.
Review the note and determine the appropriate action. In this example, the outlet reported receiving only 2 units of Captain Morgan despite it saying 3 were dispatched. In this case, it seems like human error when sending out the delivery (for all the other items 2 units or cases were requested). Since we have the stock we can provide the missing third unit.
Note: If we had actually meant to only send 2 instead of 3, the fix would have been to adjust the quantity of Captain Morgan to 2.After making the fix, re-confirm the correct items and quantities before selecting Resolve
Include a note about how the issue was resolved and select "Resolve"
The status changes to "Resolved". The outlet now must review your notes and receive the updated delivery
Note: It's possible for the outlet to report another issue and re-open the requisition again.
Reported issues don't resolve themselves — treat a returned requisition the same way you would a new one waiting on you.
Tracking Requisitions
Your Home screen groups requisitions by status so you can see what's waiting to be accepted, what's in preparation, and what's already dispatched.
Anything that appears here is open/active and requires action from either you or the requesting outlet.
Each side is responsible for the following statuses:
Stockroom | Requesting Outlet |
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Completed requisitions — received, declined or cancelled by the outlet — move to your History tab, searchable by requisition code (REQ-YYYY-MM-#####).
Note: Requisitions shouldn't stay in the "Dispatched" or "Resolved" statuses for a long time. The receiving outlet should be processing them when they arrive. If you notice a large number of "Dispatched" or "Resolved" requisitions check in with the outlet to confirm they're receiving them in the system.
Filtering Requisitions
When requests are coming in from several outlets, filters help you narrow the list.
You can filter requisitions by three things:
Status. Show only requisitions at a given stage: Requested, Preparing, Dispatched, Reopened or Resolved
Note: You will only see the options that apply to your active requisitions (for example if you have no requisitions with the "Resolved" status you won't see the option)
Venue. Show only requisitions from a particular outlet. This is useful when an outlet asks about their order(s), or when you want to prepare everything going to one location together
Timeframe. Show only requisitions by when they were placed. Narrow it to recent requests to focus on today's work, or widen it to look back over an earlier period
Some common ways to use them:
Start of the day: filter by status Requested to see everything waiting on you.
Chasing an order: filter by venue and a recent timeframe to find a specific outlet's requisition quickly.
Checking for loose ends: filter by status Dispatched and Resolved to see which deliveries are still waiting for an outlet to confirm receipt.
Looking back: use a wider timeframe to review what a particular outlet has ordered over a period.
Tip: If you can't find a requisition you expect, check that no filter is still applied from your last visit. A leftover status, venue, or timeframe filter can hide it. To search for a specific order, you can also search by requisition code (REQ-YYYY-MM-#####).
FAQ
An outlet ordered far more of an item than we could ever send. Why did it let them submit that? Requisitions aren't capped against your available stock — an outlet can request (and, if you're not paying attention, you could dispatch) more than what's actually on hand in the stockroom. The system only flags it as "over par" on the outlet's side; it's on the stockroom to catch unusually large requests during review and either partially fulfill them or reject them.
Can I change what I send without declining the whole order? Yes. Accept the request first, then adjust quantities per item on the dispatch screen before confirming — you don't need to decline and start over just to send less than what was asked for.
What happens if I decline a request by mistake? There's no way to undo the decline action from your side. The outlet will need to submit a new requisition for those items.
Does accepting a delivery on the outlet's end affect anything in the stockroom? The outlet's own on-hand inventory updates when they accept the delivery. Your stockroom's available quantity reflects the requisition as it moves through Preparing and Dispatched. When "Dispatched" the amount sent is deducted from your stock.