> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Material Request

> How to raise and manage Material Requests in Bizaxl — requesting raw materials for production, triggering purchase orders, and tracking fulfillment.

A Material Request is an internal request for materials. In a manufacturing business, it is raised when production needs raw materials that are either not in stock or need to be moved from one location to another. A Material Request is the formal trigger for either purchasing new materials from a supplier or transferring existing stock from another warehouse.

***

## Who Uses This Feature

| Role                                | What They Do                                                              |
| ----------------------------------- | ------------------------------------------------------------------------- |
| **Production Supervisor / Planner** | Raises Material Requests for raw materials needed for upcoming production |
| **Store Keeper**                    | Reviews Material Requests and arranges fulfillment                        |
| **Purchase Manager**                | Converts Material Requests into Purchase Orders                           |
| **Production Manager**              | Reviews pending requests to understand procurement needs                  |

***

## Before You Start

* Items requested must exist in the Item catalogue
* If the request is for a transfer from another warehouse, both the source and destination warehouses must exist

***

## Types of Material Request

| Type                  | When to Use                                                                                 |
| --------------------- | ------------------------------------------------------------------------------------------- |
| **Purchase**          | You need to buy materials from an external supplier — the request triggers a Purchase Order |
| **Material Transfer** | Materials are available in another warehouse and need to be moved                           |
| **Material Issue**    | Materials need to be issued directly from stock to a department without a purchase          |
| **Manufacture**       | You want to trigger production of the requested item internally                             |
| **Customer Provided** | Materials provided by the customer are being recorded                                       |

***

## Creating a Material Request

<Steps>
  <Step title="Open Material Request">
    Go to the **Stock** or **Buying** workspace and click **Material Request**, or access it from the **Manufacturing** workspace under the Production card.
  </Step>

  <Step title="Create a new Material Request">
    Click **New**.
  </Step>

  <Step title="Select the Material Request Type">
    Choose **Purchase** (to buy from a supplier), **Material Transfer** (to move from another warehouse), or another appropriate type.
  </Step>

  <Step title="Set the required date">
    Enter when the materials are needed. This drives urgency for the procurement team.
  </Step>

  <Step title="Add requested items">
    In the Items table, add each material you need:

    * Select the **Item Code**
    * Enter the **Quantity** required
    * Set the **UOM** (unit of measure)
    * Set the **Warehouse** where the materials should be delivered
    * For transfers, set the **From Warehouse** as well
  </Step>

  <Step title="Link to a Work Order or Production Plan (optional)">
    If this request is for a specific production run, link it to the relevant Work Order or Production Plan. This creates traceability between the request and the production it serves.
  </Step>

  <Step title="Save and submit">
    Click **Save** then **Submit**. The Material Request status changes to **Pending**.
  </Step>
</Steps>

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-material-request-form.png" alt="Material Request form showing type, items table with quantities and warehouses" />
</Frame>

***

## From Material Request to Fulfillment

### For a Purchase Request

Once submitted, the Purchase Manager reviews pending Material Requests and creates **Purchase Orders** against them. The flow:

```
Material Request (Purchase)
  ↓ Create Purchase Order
Purchase Order (submitted to supplier)
  ↓ Goods received
Purchase Receipt (stock updated)
  ↓
Material Request status → Received
```

### For a Material Transfer

The Store Keeper creates a **Stock Entry** of type "Material Transfer" against the Material Request. Once submitted, the stock moves from the source warehouse to the destination, and the Material Request status updates.

***

## Field Guide

| Field                            | Description                                                                                  |
| -------------------------------- | -------------------------------------------------------------------------------------------- |
| **Material Request Type**        | Type of request: Purchase, Material Transfer, Material Issue, Manufacture, Customer Provided |
| **Transaction Date**             | Date the request is raised (mandatory)                                                       |
| **Required By**                  | The date by which the materials are needed                                                   |
| **Company**                      | The company making the request (mandatory)                                                   |
| **Requested By**                 | The person raising the request (receives email notification when fulfilled)                  |
| **Items table — Item Code**      | The material being requested                                                                 |
| **Items table — Quantity**       | How much is needed                                                                           |
| **Items table — UOM**            | Unit of measure                                                                              |
| **Items table — Warehouse**      | Where to deliver the materials                                                               |
| **Items table — From Warehouse** | Source warehouse (for Material Transfer type)                                                |
| **Items table — Ordered Qty**    | Filled automatically when a Purchase Order is created                                        |
| **Items table — Received Qty**   | Filled automatically when a Purchase Receipt is created                                      |
| **Status**                       | Pending, Partially Ordered, Ordered, Partially Received, Received, Stopped                   |

***

## Material Request Status

| Status                 | Meaning                                         |
| ---------------------- | ----------------------------------------------- |
| **Pending**            | Submitted, awaiting action                      |
| **Partially Ordered**  | Some items have a Purchase Order, others do not |
| **Ordered**            | All items have been ordered                     |
| **Partially Received** | Some items have been received                   |
| **Received**           | All items have been received                    |
| **Stopped**            | Request cancelled before fulfillment            |

***

## Notification

When a Material Request status changes to **Received** or **Partially Received**, the system automatically sends an email to the person listed in the **Requested By** field. This notification includes a summary of items received and their quantities.

***

## Reports and Monitoring

| Report                                | What It Shows                                                             |
| ------------------------------------- | ------------------------------------------------------------------------- |
| **Requested Items To Be Transferred** | Material Requests for internal transfers that have not yet been completed |
| **Items to Order and Receive**        | Material Requests that still need a Purchase Order or a receipt           |
| **Procurement Tracker**               | Full journey from Material Request through Purchase Order to Receipt      |

***

## Best Practices

**Always use Material Requests before purchasing.** Bypassing the Material Request step means there is no record of why a purchase was made, making it harder to trace costs back to a production run.

**Set accurate required-by dates.** Vague dates lead to procurement prioritisation failures. If you need materials for a specific Work Order, set the date to match the Work Order's planned start date.

**Link to the Work Order when possible.** A Material Request linked to a Work Order allows full traceability from purchase to production — critical for cost analysis and audit trails.

**Review the Requested Items To Be Transferred report daily.** This report shows internal transfer requests that are pending. If they are not fulfilled, production will stall waiting for materials.

***

## Troubleshooting

**The Material Request was submitted but no Purchase Order has been created:** The Purchase Manager needs to create the Purchase Order manually from the Material Request. Check with your procurement team.

**The Received status has not updated:** Check that the Purchase Receipt linked to the Purchase Order is in Submitted status.

**Notification email was not received:** Confirm that the **Requested By** field has a valid user with an email address configured in their profile.

***

## Related Features

* [Purchase Order](/manufacturing/procurement/purchase-order) — created from Purchase-type Material Requests
* [Stock Entry](/manufacturing/inventory/stock-entry) — handles Material Transfer type requests
* [Production Plan](/manufacturing/production-planning/production-plan) — generates Material Requests automatically for material shortfalls
* [Work Order](/manufacturing/work-orders/work-order) — can be linked to a Material Request for traceability