Material ManagementHow it works
The Five-Step Material Workflow
From the first request on the workshop floor to the part fitted on a vehicle, every movement is logged, approved where you need it and visible, so stock no longer depends on ledgers and memory.
Step 1
Field Teams Raise Material Requests
The Material Request Form goes straight to the people who need the parts. Mechanics raise requests from the app, even when they don’t know the exact item code: they pick a catalog item, describe the part, snap a photo of it or record a voice note in their own language. The voice note is transcribed, translated into English and turned into request lines automatically.
Each request carries a priority (Normal, Urgent or Breakdown) and the vehicle or work order it is for, and shows live stock for each item across your stores. It then goes to the workshop manager for approval, and on to the store that holds the item.
Step 2
Deliveries Are Received Into Stock
When a delivery arrives, warehouse staff open a goods receipt and photograph the delivery note. The delivery note number is read from the photo automatically, and photos of the goods can be added. Staff record what arrived and what was rejected, scanning barcodes and serial numbers as they go. Partial deliveries are supported, and when the receipt is against a purchase order, accepted quantities above what was ordered are blocked.
Stock is posted to the receiving store straight away, by quantity or by serial number.
Step 3
Parts Are Issued to Work Orders With Proof
When a part is needed in the workshop, staff issue it against the specific vehicle work order, scanning its barcode to fill in the details. Items can also be issued to a person or a job. Timestamped, geo-tagged photos before and after the job can be required as proof, and the inventory count updates instantly.
Step 4
Stock Moves Between Stores, Vans and Sites
Parts move between stores, vehicles and sites with a stock transfer, so every item is always in one known place. Unused items come back to stock, and damaged ones are written off with a reason. Expensive parts can require management sign-off before they are issued or transferred.
Equipment issued to project sites can be charged back to each project every month.
Step 5
Management Sees Every Store Live
Live stock by store and the history of every movement can be seen at any time, and any list exports to Excel. Requests waiting on someone show at every approval stage, and anything pending for more than 24 hours is emailed to the people responsible.
FAQ
Questions About the Workflow
What if a mechanic doesn’t know the item code?
They don’t need to. Mechanics describe the part, add a photo or record a voice note, and submit the request. The store team is notified and identifies the correct item, so the mechanic never has to leave the workshop floor.
What if the item isn’t in stock?
The request shows the stock in each store, so people can see straight away if it is held elsewhere and can be transferred. If it has to be bought, the purchasing steps your process needs are included.
Can expensive parts require senior approval?
Yes. You can require management sign-off before expensive parts are issued from stock or transferred between stores, set by your rules.
We buy through our ERP. Can we still receive goods here?
Yes. Goods can be received into stock with the delivery note, and we can integrate with your ERP so receipts are checked against its purchase orders.
How much training do workshop and warehouse staff need?
Very little. Each user only sees the data and tasks for their role and site, the app is available in more than 40 languages, such as Arabic, Urdu, Hindi and Malayalam, and requests can be made by voice or photo. Supervisors and managers get guided onboarding during rollout.