Introduction

In any business that deals with physical goods, managing inventory and procurement is a critical task. A Material Request (MR) is the first step in the procurement process, serving as a formal request for goods or services needed by various departments within an organization. Whether you need to purchase new items, transfer materials between warehouses, or issue items for manufacturing, Material Requests in iVendNext help streamline the process.

This article will guide you through how to create and manage Material Requests in iVendNext, ensuring that your procurement process is efficient and well-organized.

1. What is a Material Request?

A Material Request is a document that identifies the need for specific items (products or services) within an organization. It serves as a formal request to the procurement team to source the required materials. Material Requests can be created for various purposes, including:

• Purchase: When materials need to be bought from a supplier.

• Material Transfer: When materials need to be moved from one warehouse to another.

• Material Issue: When materials are issued for specific purposes, such as manufacturing or internal use.

• Manufacture: When materials are required for production.

• Customer Provided: When materials are provided by the customer.

2. How to Create a Material Request

Creating a Material Request in iVendNext is a straightforward process. Follow these steps to create a new Material Request:

Step 1: Navigate to the Material Request Section

1. Go to Home > Stock > Material Request.

2. Click on the Add Material Request button to open the Material Request Creation screen.

Step 2: Fill in the Details

1. Select the Purpose: Choose the purpose of the Material Request (e.g., Purchase, Material Transfer, Material Issue, etc.).

2. Enter the Required Date: Specify the date by which the materials are needed.

3. Add Items: Select the items required by entering the item code, quantity, and warehouse where the items should be delivered.

4. Set the Required By Date: For each item, you can set a specific "Required By" date if needed.

Step 3: Save and Submit

1. Once all the details are filled in, click the Save button to create the Material Request.

2. After reviewing the details, click Submit to finalize the request.

3. Managing Material Requests

Once a Material Request is created, it goes through various stages, and you can manage it effectively using iVendNext. Here’s how you can manage Material Requests:

3.1 Statuses of Material Requests

Material Requests can have different statuses, depending on their stage in the procurement process. The possible statuses are:

• Draft: The Material Request is saved but not yet submitted.

• Submitted: The Material Request is submitted and ready for processing.

• Stopped: The Material Request is stopped if no more materials are needed.

• Canceled: The Material Request is canceled if the materials are no longer required.

• Pending: The purchase or manufacturing process is pending.

• Partially Ordered: Some items from the Material Request have been ordered via Purchase Orders.

• Ordered: All items in the Material Request have been ordered via Purchase Orders.

• Issued: The materials have been issued using a Material Issue Stock Entry.

• Transferred: The materials have been transferred from one warehouse to another.

• Received: The materials have been received at the warehouse.

3.2 Automating Material Requests

Material Requests can be automatically generated in iVendNext based on certain triggers, such as:

• Low Stock Levels: When the stock of an item falls below a specified level, a Material Request can be automatically created.

• Sales Orders: Material Requests can be generated based on Sales Orders, ensuring that the required items are available for fulfillment.

• Production Plans: Material Requests can be created based on production plans, ensuring that the necessary materials are available for manufacturing.

3.3 Linking Material Requests to Other Documents

Material Requests can be linked to other documents in iVendNext, such as:

• Purchase Orders: Once a Material Request is approved, it can be converted into a Purchase Order.

• Supplier Quotations: Material Requests can be used to request quotations from suppliers.

• Stock Entries: Material Requests can be linked to Stock Entries for material transfers or issues.

4. Key Features of Material Requests

4.1 Items Table

The Items table in a Material Request allows you to:

• Track Items Using Barcodes: If your items have barcodes, you can scan them to add items to the Material Request.

• Fetch Item Details: Item codes, names, descriptions, and images are automatically fetched from the Item Master.

• Set Warehouses: You can specify the warehouse where the requested items should be delivered.

4.2 More Information

In the More Info tab, you can:

• Set Reference: Specify the reference from where the Material Request was generated (e.g., Sales Order, Production Plan).

• Add Notes: Include any additional information or notes related to the Material Request.

4.3 Printing Details

You can print Material Requests on your company’s letterhead or customize the print headings. This ensures that the document is professional and aligns with your company’s branding.

5. Best Practices for Managing Material Requests

To ensure that your Material Requests are managed effectively, follow these best practices:

• Centralized Buying: If your organization has multiple departments, centralize the buying process to avoid duplicate requests and ensure better control over procurement.

• Regular Reviews: Periodically review Material Requests to ensure that they are still relevant and that the requested items are still needed.

• Automate Where Possible: Use automation features in iVendNext to generate Material Requests based on stock levels, sales orders, or production plans. This reduces manual effort and ensures timely procurement.

• Track Statuses: Keep track of the status of each Material Request to ensure that materials are ordered, received, and issued on time.

6. Conclusion

Creating and managing Material Requests in iVendNext is a crucial part of the procurement process. By following the steps outlined in this article, you can ensure that your Material Requests are created efficiently and managed effectively. Whether you are purchasing new items, transferring materials between warehouses, or issuing items for manufacturing, Material Requests help streamline the process and ensure that your organization has the materials it needs to operate smoothly.

For first-time users, mastering the creation and management of Material Requests is essential for effective inventory and procurement management. With iVendNext, you can automate and optimize your procurement workflows, ensuring that your business runs efficiently and cost-effectively.

Important Sections to Note:

• Material Requests are the starting point of the procurement process.

• Automation can help generate Material Requests based on stock levels, sales orders, or production plans.

• Status Tracking ensures that Material Requests are processed and fulfilled on time.

• Linking to Other Documents (e.g., Purchase Orders, Supplier Quotations) streamlines the procurement workflow.

By following these guidelines, you can effectively create and manage Material Requests in iVendNext, ensuring a seamless and efficient procurement process.