Material Requests: Type, Approval and Fulfilment in One Flow
Traceable from open to fulfilled
Fields change by request type: spare parts, construction materials, fuel, consumables, PPE and general requests use dedicated forms. Unit and supervisor setup, amount-, priority- and category-driven approval chains, SLA and delegation apply. Timeline and notifications track the request; linked work orders preview read-only. Fulfilment uses stock, purchase, transfer or manual paths; the request works with the licensed stock and work order modules in the customer’s environment.
What you can do
Requests by type
Spare parts, construction materials, fuel, consumables, PPE and general requests open as separate types. Each type shows its own fields.
Unit and supervisor
Requesting unit and supervisor are stored on the record. Approval and notification targets follow this structure.
Conditional approval chain
Steps assign person, role, unit head or cost centre owner. Amount, priority and category rules, SLA, escalation and delegation apply.
Timeline and notifications
Every step posts to the timeline. Approval, rejection and fulfilment events notify in-app and by email.
Source preview
When linked to a work order, a read-only preview opens without changing the maintenance programme. Source context appears on the request screen.
Fulfilment paths
Fulfil from stock, purchase, transfer or manual completion. The relevant step activates according to the licensed stock and movement module.
How it works
- 1
Configure types and approvals
Set request types, unit-supervisor mapping and conditional approval steps.
- 2
Open and approve
Field or office users submit the form; the chain runs by SLA and delegation.
- 3
Fulfil and close
Cover quantity from stock, purchase or transfer; request status completes.
Types and forms
Users pick a type in Material Requests. Spare part requests show machine and part fields; construction materials show unit of measure and site context; fuel requests show tank and vehicle fields. PPE and consumables emphasise purpose and quantity; general requests carry free text.
Changing type refreshes form fields; required inputs depend on the type.
Approval chain and delegation
Each step assigns a person, role, unit head or cost centre owner. The next step waits until amount, priority and category rules match. When SLA expires, escalation runs; with delegation, the deputy acts for the approver.
Rejection reasons record to the timeline; the requester is notified.
Timeline and source
Create, approve, reject, fulfil and close events list chronologically. Linked work orders show a read-only summary on the source preview tab; the maintenance programme is not edited.
Notification preferences are per user; critical priority requests can use separate channels.
Fulfilment and product integration
Approved quantity reserves stock, converts to purchase or opens an inter-site transfer. When the stock module is active, warehouse movement is created; for work-order requests, Reper Axis updates the work order material lines.
Manual fulfilment closes external supply or site delivery notes when inventory is absent. Status completes partially or fully by fulfilled quantity.
FAQ
Which products does it work with
It is a shared platform module; open on every installation. Stock fulfilment and work order links work with Reper Axis; only licensed modules connect.
How are approval rules defined
Step order follows amount, priority and category conditions. Role, unit head, cost centre owner and delegation definitions apply.
Can we fulfil without a stock module
Yes. Without inventory, manual fulfilment and purchase paths remain; the request flow stays the same.
Related guides
Three-Way Match on Supplier Invoices: Order, Goods Receipt and Invoice
If an invoice asks for more than was received, or a higher price than was ordered, the three-way match catches it before approval. The rules, the tolerance, a worked example and the approval route.
How to Manage Spare Parts Inventory: A Setup for the Equipment Fleet
The workshop either waits for a part or buys the same part twice. Which part to keep in stock, how to calculate the minimum stock and how to link stock to the maintenance work order, with a worked example.
What Is a CMMS? A Guide to Choosing Maintenance Management Software, with Criteria
The concepts of CMMS and EAM, the core modules of maintenance management software, selection criteria for site and fleet conditions, and common mistakes in rollout, all in a single guide.
A 15-day pilot with your own fleet
The pilot is free and runs with up to 10 machines. Send us your machine list and we load it into the system. Fault, maintenance and timesheet are on; the timesheet is a separately priced module in the annual licence. You work in an account set up for your company. Nothing is charged automatically.