PONZEEE INVESTMENTS

Stock Management System

Requests

Stock, requisition & waste

Staff raise stock requests from the catalog, requisitions for new items or services, and waste requests when products must be discarded. Every line carries a reason, and supervisors approve quantities before stock moves.

Inventory

FIFO batches & expiry

Receipts are tracked in batches with first-in-first-out issue. Products can flag expiry dates on stock-in; the stock desk sees batches expiring soon and remaining shelf life on the dashboard.

Requisitions

Purchase-to-handover path

Item requisitions flow through stock review, financial controller approval, procurement, and stock fulfillment. Purchase quantities are set before FC sign-off; received goods are booked in and the requester qty is handed out from the delivery.

Roles

Dashboards per team

Supervisors see pending approvals in their department. Stock staff see desk workload, expiring stock, and dispatch queues. Financial controller and procurement each get a workload widget for the next action on requisitions.

Reports

Searchable stock reports

Item availability, stock-in, and stock-out reports are filterable tables in the admin panel—search, date ranges, and print when you need a hard copy for audits or month-end.

Documents

Printable requisition pack

Print requisition summaries and purchase requests with the signatures configured in the app—stock and financial controller approval captured for procurement and filing.

Stock request workflow

Staff request items already in the catalog. Each line needs a reason. The request moves through supervisor approval, stock handover, and final confirmation by the requester.

Submit request
The requester creates a stock request with products, requested quantities, and a reason on every line. The request is sent to their supervisor.
Supervisor review
The supervisor sets an approved quantity per line (within available stock) and approves or rejects. If rejected, the request ends with the supervisor’s remarks.
Stock handover
Stock staff issues the approved quantities, reduces quantity on hand, and records a stock-out entry linked to the request reference.
Confirm receipt
The requester marks the request complete after receiving the items. The workflow is then closed.

Requisition workflow

Requisitions cover items (products described on the form, often not yet in the catalog) and services. Both follow supervisor and stock review, then financial controller approval. Item requisitions then go through quotations, budget code release and stock fulfillment, with every item tracked on its own, before the requester confirms receipt.

Submit requisition
The requester creates an item or service requisition with line descriptions, quantities, and a reason on every line. It is sent to their supervisor.
Supervisor review
The supervisor sets approved quantities per line. Individual items can be rejected with a reason while the rest are approved, or the whole requisition can be rejected with remarks.
Stock staff → financial controller
Items: stock staff enters purchase quantities (may exceed handover qty when buying in bulk) and forwards to the financial controller.
Services: stock staff forwards to the financial controller for approval.
Financial controller
The financial controller approves purchase or service amounts per line (for items, not above stock staff’s requested purchase qty). Like the supervisor, they can reject individual items with a reason or reject the whole requisition.
Quotations (items)
Procurement staff upload as many quotations as needed, each with a vendor, the quotation total and the items it covers. One quotation can cover items from several requisitions. Services: procurement forwards the requisition to the requester to track completion.
Forward quotation
Procurement picks the quotation to proceed with and ticks the items it covers. Only those items move on; the rest stay pending until another quotation is forwarded for them. If an item has fewer than three quotations, or a cheaper quotation was not chosen, a reason is required and the procurement supervisor approves or returns those items.
Budget code release
Budget staff see the selected quotations and the amount needed, and enter a financial code for each forwarded item. Once every item has a code, procurement sends the requisition to stock.
Stock fulfillment (items only)
Stock staff links each line to a catalog product, records stock in with PO/invoice (bulk qty may stay in inventory), and hands over the approved quantity to the requester.
Confirm receipt
The requester marks the requisition complete after receiving items or the agreed service. The workflow is then closed.

Item waste request workflow

Staff request disposal of stock already in the catalog. A reason is required. After supervisor approval, stock staff remove the quantity from inventory and record the waste as a stock-out.

Submit waste request
The requester selects a product from the catalog, enters the quantity to discard, and provides a reason. The request is sent to their supervisor.
Supervisor review
The supervisor approves or rejects. Approval is only allowed when quantity on hand is sufficient. If rejected, the request ends with the supervisor’s remarks.
Discard from stock
Stock staff confirm the discard: quantity on hand is reduced, a stock-out entry is recorded for the waste request reference, and the request is marked discarded (complete).

When do I use a stock request vs a requisition?

Use a stock request when the product is already in the catalog and you need items from current inventory. Use a requisition when you are buying something new (item or service): you describe each line, and the request may go through purchase approval, receiving into stock, and handover. Item waste is separate—for discarding stock that supervisors have approved for write-off.

Who approves each step?

Supervisors approve or reject requests for their department and set approved quantities per line. Stock staff hand out catalog stock, forward item requisitions to the financial controller, receive purchases, and discard approved waste. The financial controller approves purchase quantities on requisitions. Supervisors and the financial controller can reject individual items instead of the whole request. Procurement staff collect quotations, forward the chosen quotation per item, and move item requisitions to stock fulfillment (or forward service requisitions to the requester). The procurement supervisor approves items forwarded with fewer than three quotations or without the cheapest quotation. Budget staff release a financial code for each forwarded item. The requester marks the request complete after receipt.

How does quantity on hand change?

Stock increases through stock-in entries and when requisition goods are received. It decreases when stock staff hand items to requesters, record waste, or fulfill stock requests—all issues use FIFO (oldest receipts first). Products marked with expiry require an expiry date on each receipt; the dashboard shows batches expiring soon.

What are “qty to add to stock” and handover on requisitions?

When stock fulfills an item requisition, enter the total quantity delivered on the PO or invoice. Only the surplus (received minus the quantity handed to the requester) stays on the shelf; the requester’s quantity is issued from that delivery. Enter 0 if you are only picking existing stock from the shelf with no new delivery. The requester quantity is always deducted from inventory when you confirm handover.

Can I edit lines after I submit?

Requesters can add, remove, or change line items only while the request is pending supervisor. After supervisor approval, lines are read-only on the form; further changes go through workflow actions (for example supervisor approval modals with per-line quantities). Open a request from the list and use the workflow timeline or action buttons for the current step.

How do I try the demo?

Use Go to Demo Login above to open the admin panel. After seeding, demo accounts follow the pattern role@app.com (for example staff@app.com, supervisor@app.com, stock_staff@app.com) with the password set in your environment. Super admin is admin@app.com. Each role sees its own dashboard widgets and menu items.