Article Contents
Overview
Stockroom Requisitions lets your outlet order beverage stock directly from your property's central stockroom instead of placing orders with outside distributors. This article walks through placing a requisition, tracking it, and receiving the delivery.
Who this is for: outlet managers, bar managers, and other staff who order stock for a restaurant, bar, banquet or other type of outlet.
New to WISK Requisitions? Start with the overview before diving into the steps below.
Related article: Stockroom Requisitions - Stockroom - Preparing and Dispatching
Every requisition moves through four stages:
Stage | What it means |
Requested | You've submitted the order. You can still edit or cancel it at this stage. |
Preparing | The stockroom has accepted your request and is pulling stock. You can't make changes now that the stockroom has accepted it |
Dispatched | The requisition has been sent to you and you can receive it when it arrives. |
Received | You've confirmed the delivery and it's been added to your inventory. |
If the stockroom can't fulfill your request, they'll decline it rather than leave it pending. If something's wrong when your order arrives, you can send it back to the stockroom to resolve instead of accepting it.
You'll see the status of every active requisition on your outlet's landing page. This makes it clear when it is time to receive.
To see every requisition every placed, go to the History Page (link to page).
Placing a Requisition
From the Home screen of the Requisitions module, select New Requisition (or use the Items tab in the sidebar).
Browse the stockroom's catalog, use the search bar or use the barcode scanner to find a specific product. Use the item Family filters (for example, Beer, Liquor, and Wine) to narrow the list.
Note: If you've added additional families or edited the presets they appear here
For each item you want to order, check the columns before adding it to your cart:
On Hand — your outlet's current real-time/estimated stock, based on your sales data and POS Item mapping
Your Par — the target stock level set for that item
Available — how much the stockroom currently has ready to send
Select + to add an item to your cart. The first tap sets the quantity to that item's par level automatically; each tap after that adds one more. In this example there were 7.4 units of Bacardi Superior 750ml on hand. Selecting + added 3 units based on the set par level of 10
When you're finished adding items, select Go to Cart to review your order
Note: You can click "Clear" to remove all items from your cart if neededFrom the cart you can adjust quantities, remove items, or change the order format if needed. There is also an optional section to add details where you can mark it as urgent, add a desired delivery date, or any other notes
When ready select Submit Requisition.
You are taken back to the Home screen and the requisition has the status of requested.
Note: It may take a few moments for the requisition to appear
At this point you can still edit or even cancel the requisition until the stockroom accepts and starts preparing it.
You can track the status of the requisition from the Home page as it moves from stage to stage.
Ordering Everything That's Below Par at Once
If you'd rather not review items one by one, select Top Up to Par from the Items screen.
This builds a cart automatically from everything sitting below its par level, replacing whatever was already in your cart.
You can also use the filters to only top up items of a specific family instead of everything. In this example we'll top up the Wine items to par.
Note: Top Up to Par relies on your outlet's on-hand counts (real-time stock). If your POS isn't connected, WISK won't have a current on-hand number for it, and that item may not be included — even if you know it's actually low. Spot-check the cart before submitting.
Ordering by the Case Instead of by Unit
Each item's Format can be set to Unit or Case. Switching to Case orders in full cases rather than individual units — for example, one case of a 12-pack item sends 12 units. This is useful for high-volume orders like banquets or events.
If you select + when the format is in Case, it adds the number of cases closest to reach the par level.
For example with the Heineken, it adds 2 cases (each case is 24 units) to get as close to the par as possible. Otherwise if it was set to units it would add 43 units.
Note: The Par and Available columns always display in units, even after you switch an item to Case format. Only your cart total at the bottom reflects the case-to-unit conversion, so double-check the cart before submitting if you've ordered by the case.
Flagging an Order as Urgent, Setting a Delivery Date, and Adding Notes
From the cart screen before submitting, there are few optional details you can add to the requisition. These are for the stockroom team when fulfilling the requisition.
Urgent — flags the requisition for the stockroom to prioritize. For example if you've run out of stock of an item mid-service. Urgent requisitions are singled out for the stockroom team to review and take action
Date ("Needed by") — attach a target delivery date and time. This could be if ordering ahead for an event.
Note — add context for the stockroom. You can pick from quick tags (Need before service, For event / banquet, Regular restock, Low — running out) or write your own note.
Editing or Canceling a Requisition
You can change quantities, change the order format, add /remove items, or cancel a requisition only while it's still in the Requested stage — that is, before the stockroom accepts it.
To edit or cancel a requisition, open it from Home screen.
Editing a Requisition
To edit, select "Edit Requisition".
You can modify the quantities of existing items and click "Add Item" if you missed adding an item to the requisition. When you add an item it will automatically set the quantity to the amount to top up to par but you can adjust it as needed.
When finished select "Save Changes".
Note: Once the stockroom has accepted your order (status moves to Preparing), you can no longer edit it yourself. If something needs to change at that point, contact your stockroom directly, or wait until the order arrives and use Report an issue if it's incorrect.
Canceling a Requisition
To cancel, select "Cancel Requisition" and confirm on the prompt. The requisition status changes to cancelled and it gets moved to the History page.
Tracking your Requisition
Your Home screen shows all active requisitions and their current status. The requisitions are grouped by status and you can use the filters at the top to narrow what is shown.
Select any requisition to see its full item list and status.
Past requisitions — received, cancelled, or declined — move to your History tab, where you can search by requisition code (formatted REQ-YYYY-MM-#####).
Declined Requisitions
When your requisition is in the Requested or Preparing stage, the stockroom can decline it— for example, if they can't supply what you asked for. Here's what that means for you:
The requisition closes. It no longer appears under your active requisitions on Home, and nothing is prepared or sent.
You'll find it in History. Declined requisitions move to your History tab alongside received and cancelled ones. Search by requisition code or filter by declined to find it.
Note: When viewing the requisition, the reason why it was declined appears under Activity
Your inventory doesn't change. On-hand inventory only updates when you accept a delivery, and nothing was delivered.
A declined requisition can't be reopened. If you still need the items, submit a new requisition.
If you're still not sure why your request was declined, check with your stockroom before reordering. They may be able to tell you what's available, or suggest a smaller quantity or a different item, so your next request goes through.
Tip: Adding a note when you submit (for example, Need before service or For event / banquet) and setting a Needed by date gives the stockroom more context when deciding whether and how to fill your request.
Receiving your Delivery
When a requisition reaches Dispatched, it's been sent to you from the central stockroom. You'll see a prompt on your Home screen to confirm receipt.
To receive you can either:
Select the prompt (this shows all to accept and you can accept them individually or all at once)
or select an individual requisition with the Dispatched status
Before confirming:
Physically count what arrived against the item list shown for that requisition.
Note: If the central stockroom couldn't send the full amount of a requested item it displays here. They may not have had enough stock or had to hold some back for a reason they may share in a note. To learn more see "Received Fewer of an Item Than Requested"
If the amount dispatched matches what you were sent, select Accept all items. This updates your on-hand inventory immediately
If the amount you were sent doesn't match what was dispatched or there is a general issue, select Report an issue instead and choose what went wrong — Short delivery, Wrong item, Damaged goods, or Wrong quantity — and include any notes. This sends the requisition back to the stockroom instead of closing it out. The stockroom will need to correct the amount and send it back to be received. For more information see "Reporting an Issue" below
Important: Accepting updates your inventory right away, so count the delivery before you tap Accept — not after. Accepting an order you haven't actually checked will make your on-hand numbers inaccurate.
When the requisition/delivery is received it disappears from the Home Screen. If you need to view it go to the History page.
All received requisitions appear here. You can use the search or filter to find a specific requisition. Select a requisition to view the full details.
Received Fewer of an Item Than Requested
In some cases, the stockroom may send you fewer of an item requested or none at all.
When you view the requisition it indicates there is a discrepancy and there will be a note from the stockroom team in the activity log.
It shows the number of items that could only be partially fulfilled along with the requested amount and what was actually dispatched.
To accept and close out the delivery, select "Accept with discrepancies".
If the stockroom has partially fulfilled your order this is intentional on their end and it's not worth reporting an issue. Reporting an issue is more for errors (see below).
Reporting an Issue
If what physically arrives doesn't match what the stockroom dispatched, report it instead of accepting. Use this when:
Short delivery — fewer items arrived than the stockroom dispatched.
Wrong item — you received something you didn't order.
Damaged goods — items arrived broken or unusable.
Wrong quantity — the count is off in some other way (for example, more than was dispatched. Requested 5, it says 5 were dispatched but you received 6).
Reporting an issue is for delivery problems only. If the stockroom deliberately sent less than you ordered (which would be indicated), accept the delivery instead.
Important: If there is an issue you need to report it to get it resolved. Only the stockroom can change the quantity of an item that has been sent.
To report an issue:
Open the dispatched requisition from your Home screen
Select Report an issue. In this example we'll say that when confirming the quantities there were only 2 units of Captain Morgan despite it saying 3 units were dispatched
Choose the quick tag that fits if appropriate (Short delivery, Wrong item, Damaged goods, or Wrong quantity) and then describe what's wrong — which items, how many you received, and how many you expected
Select Report Issue to send it.
Note: A report applies to the whole requisition, not to individual lines. If several items have problems, name each one in your description so the stockroom can fix everything in one pass.
What to expect after you report
The requisition goes back to the stockroom. It leaves your "to accept" list, and the stockroom sees your tag and description in the activity log. On your end the status shows as "Re-opened"
The stockroom reviews it. They check your note against what they sent and decide how to resolve it, for example by sending the missing or replacement items or correcting the quantities
The corrected order is dispatched. The stockroom sends it back out the same way as the original, and the requisition status changes to "Resolved"
You check it in again. Count what arrives against the updated quantities, then select Accept all items. If something is still wrong, you can report it again. In this example the stockroom left a note saying they provided the missing unit of Captain Morgan so now the quantity physically sent matches what was dispatched
The requisition closes as Received. Your on-hand inventory updates when you accept, not when you report.
Reporting an issue doesn't change your inventory, and the requisition isn't complete until you accept it.
Tip: Keep the delivery, including any damaged or wrong items, until the issue is resolved. If your stockroom needs to check or collect anything, you'll want it on hand. Contact them directly if you need a faster answer than the app provides.
Receiving Multiple Requisitions at a Time
If you have multiple requisitions to receive, it's possible to do them all at once instead of individually.
Important: Only do this if you have already checked and confirmed you've received everything you ordered.
Select the banner on the Home screen showing the number of requisitions to accept
Instead of selecting a specific requisition, select "Accept All"
A prompt appears to confirm the action. Only proceed if you know that everything arrived. That is what you received physically matches what was dispatched by the central stockroom. If this is the case select "Accept All".
The requisitions go to the "Received" status and can be viewed on the History page
FAQ
Why does an item show "—" under On Hand? Your outlet's POS isn't integrated, or the last proper inventory count was a long time ago so WISK has no reliable live count to show. Par-based tools like Top Up to Par may be less reliable for these items since there's no current on-hand figure to compare against.
I ordered more than the Available column showed. Why didn't the system stop me? Quantities aren't capped at what the stockroom has on hand. You can submit — and the stockroom can even dispatch — more than what's shown as available. The system will flag it as "over par" but won't block it, so it's worth double-checking large quantities before submitting.
Can I order for a different outlet, or check on another property? If you have access to more than one venue, use Switch Venue from the sidebar to move between them. Double-check which venue you're in before adding items to your cart — it's easy to add to the wrong one if you support multiple properties.