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Material Requests List View

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Overview

Material Requests are used to request parts, materials, and supplies needed for work orders. When technicians or dispatchers identify required materials, they create material requests to ensure everything needed is available before starting work.
Material Requests help prevent delays by ensuring parts are ordered, received, and available before technicians arrive at customer sites.

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When to Use Material Requests

Create material requests when:
  • Planning work orders - Identifying parts needed before scheduling
  • During diagnostics - After identifying failed components
  • For installations - Ordering equipment and materials for new installations
  • Inventory management - Requesting stock replenishment
  • Emergency repairs - Expediting critical parts
Create material requests as soon as you know what’s needed. Early requests prevent scheduling delays and improve first-time fix rates.

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Material Request Information

Each material request displays:
FieldDescription
Request IDUnique identifier for this material request
Work OrderAssociated work order (if applicable)
Requested ByPerson who created the request
Request DateWhen the request was created
StatusCurrent status (Pending, Approved, Ordered, Received)
PriorityUrgency level (Urgent, High, Normal, Low)
BranchService location requesting materials
Total CostEstimated or actual cost of requested materials

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Material Request Statuses

StatusWhat It MeansNext Action
PendingRequest created, awaiting reviewReview and approve or reject
ApprovedRequest approved, ready to orderPlace order with supplier
OrderedOrder placed with supplierWait for delivery
ReceivedMaterials arrivedVerify receipt and update inventory
RejectedRequest deniedDocument reason and notify requestor

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Creating Material Requests

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From Work Orders

1

Open Work Order

Navigate to the work order needing materials
2

Go to Materials Section

Find the Material Requests section
3

Click Add

Create new material request
4

Add Items

Search and select required parts
5

Set Quantities

Specify how many of each item needed
6

Set Priority

Mark urgency level
7

Submit

Submit request for approval

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Direct Creation

1

Go to Material Requests

Navigate to Material Requests menu
2

Click Create

Start new material request
3

Select Work Order

Choose associated work order (if applicable)
4

Add Items

Add all required parts and materials
5

Add Details

Include delivery location and special instructions
6

Submit

Submit for approval

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Adding Items to Requests

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Part Selection

From Inventory:
  • Search by part number or description
  • Select from catalog of stocked items
  • System shows current stock levels
  • Indicates if in stock or needs ordering
Custom/Non-Stock Items:
  • Add part description manually
  • Include supplier information
  • Specify estimated cost
  • Note delivery time if known

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Item Details

For each requested item, specify:
FieldDescription
Part NumberManufacturer or internal part number
DescriptionWhat the part is and what it’s for
QuantityHow many units needed
Unit CostPrice per unit (if known)
SupplierPreferred supplier or vendor
Required DateWhen the part must be available
NotesSpecial requirements or substitutions
Always check inventory before requesting. The system may already have the parts in stock at another warehouse or branch.

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Managing Material Requests

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Approval Process

For Approvers:
1

Review Request

Check requested items and justification
2

Verify Need

Confirm items are necessary for the work
3

Check Budget

Ensure request fits within budget
4

Approve or Reject

Approve valid requests, reject unnecessary ones
5

Add Comments

Document approval reasoning
For Requestors:
  • Monitor request status
  • Respond to questions from approvers
  • Adjust requests if needed
  • Track when parts are ordered
  • Confirm receipt when delivered

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Ordering Materials

Once approved:
1

Review Approved Request

Verify all details are correct
2

Select Supplier

Choose vendor based on price, availability, quality
3

Place Order

Submit purchase order to supplier
4

Record Order Details

Enter PO number and expected delivery date
5

Update Status

Change status to “Ordered”
6

Track Delivery

Monitor shipment status

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Receiving Materials

1

Verify Shipment

Check delivered items against request
2

Inspect Quality

Ensure parts are correct and undamaged
3

Update Inventory

Add received parts to stock
4

Update Request Status

Mark as “Received”
5

Notify Requestor

Let technician or dispatcher know parts arrived
6

Assign to Work Order

Reserve parts for the specific work order
Always verify received parts match what was ordered. Incorrect or damaged parts delay work and frustrate customers.

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Priority Levels

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Setting Appropriate Priority

PriorityWhen to UseResponse Time
UrgentEquipment down, customer waiting, emergencyOrder immediately, expedite shipping
HighWork scheduled soon, no alternativeOrder within 24 hours, standard shipping
NormalRoutine stock replenishmentOrder within 2-3 days, standard process
LowFuture work, no immediate needOrder with next regular purchase
Don’t overuse “Urgent” priority. Too many urgent requests reduce the system’s ability to handle true emergencies effectively.

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Best Practices

Create material requests as soon as you know what’s needed. Early requests prevent scheduling delays and improve planning.
Include detailed part descriptions, numbers, and specifications. Vague requests lead to wrong parts and wasted time.
Search inventory before requesting. You might already have the part in stock at your warehouse or another branch.
Always link requests to work orders. This helps with cost tracking, approvals, and parts assignment.
Reserve urgent priority for true emergencies. Routine requests should be normal priority.
Add notes about why parts are needed, acceptable substitutions, and any special requirements.
Monitor expected delivery dates. Follow up on late shipments before they delay work orders.
Inspect all received parts immediately. Report discrepancies or damages to suppliers promptly.
Add received parts to inventory right away. Accurate inventory prevents duplicate orders.

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Common Questions

Yes, for stock replenishment or future needs. However, linking to a work order helps with cost tracking and approval.
You can add custom items to material requests. Include detailed description, supplier information, and estimated cost.
Update the request to show what was received. Create a new request for remaining items or note backorder status.
Depends on your system configuration. Some allow edits to approved requests, others require creating a new request. Check with your administrator.
Reject the shipment or note the discrepancy. Contact the supplier for return/exchange. Update the material request status accordingly.
Keep received requests for accounting and audit purposes. Your organization may have retention policies (typically 1-7 years).
Yes, but check existing requests first to avoid duplicates. Consolidating requests can reduce shipping costs.
Review the rejection reason. If still needed, provide additional justification and resubmit, or discuss with the approver.

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Related Documentation

Work Orders

Creating and managing work orders

Parts Management

Managing inventory and parts

Quotations

Creating quotes for customer approval

Purchasing

Purchasing and procurement processes