User Guide

This guide explains how to use the Employee Custody Management module.

1. Access the Module

The module's main menu, Custody, can be found on the top navigation bar. You can access the Custody Requests and Custody Report from here.

2. Create a New Custody Request

1. Navigate to Custody > Custody Requests and click the Create button.
2. Fill in the required information on the form:
   • Employee: Select the employee who will receive the items.
   • Request Date: This is automatically filled with the current date.
   • Return Date: Specify the expected return date for the items.
   • Reason: Provide a reason for the request.
   • Custody Items: In the Custody Items tab, click Add a line and select the products you need. Enter the Quantity for each item. Note that only products marked as a "Custody" item are available here.
   • Source Location: Choose the warehouse location from which the items will be issued.
3. Once the request is complete, click Send to Approval to submit it.

3. The Approval and Stock Transfer Process

The request follows a multi-step workflow:

• Draft: The initial state when a request is created.
• Waiting First Approval: The request is awaiting approval from a Store Keeper.
• Waiting Second Approval: After the first approval, it awaits approval from an Operation Manager.
• Approved: Once fully approved, the Create Delivery Order button becomes visible.
• Waiting Stock Approval: After clicking Create Delivery Order, the state changes, and a new delivery order is created in the Inventory app. The user can view this order by clicking the Delivery Order smart button.
• Done: The state changes to Done once the Delivery Order is validated in the Inventory app. At this point, the Return button becomes available.
• Returned: The state changes to Returned after the user clicks the Return button and the corresponding Return Order is created and validated.
• Cancelled: A request can be cancelled or rejected at any point.

4. Returning Items

1. Open a custody request that is in the Done state and click the Return button.
2. This will create a new Return Order in the Inventory app.
3. You can view this return order by clicking the Return Order smart button on the custody request form.
4. Once the items are physically returned, a store keeper must validate the return order in the Inventory app to finalize the process.