Draft State for Store Transfers & Store Usages in Inventory

Documentation Index

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Gain full control over editing store transfers and usages before approval with the new Draft state in Inventory.

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💼 Business Value

• Prevents premature approvals or rejections of incomplete entries.
• Allows team members to prepare and finalize documents at their own pace.
• Improves accuracy and audit readiness by introducing a controlled workflow.
• Reduces back-and-forth corrections post-approval.

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🎯 Use Cases

• A cost controller starts a Store Transfer but needs stock count confirmation before submitting.
• A storekeeper enters multiple line items in Store Usage and requests that management review them before approval.
• A new employee saves incomplete usage data but ensures it doesn’t move forward for review or execution.

Go to manage.kwentra.com Click “Back Office” Click “Inventory” Add a new Store Transfer Select the store you want to transfer from Select the To Store Choose the Date of Transfer Choose the item Add the requested quantity for transfer Confirm you have stock on hand Click “Save and edit”

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New Draft State

• Upon saving, the document enters the “Draft” state:
  • Actions Approve / Reject are hidden.
  • The new action, “Submit for Approval,” is displayed.
  • Editable by the creator only.
  • Read-only line items: Item, Requested Qty, Unit.
• Upon clicking “Submit for Approval”:
  • State changes to Pending.
  • Approve/Reject buttons reappear.
  • Line items remain read-only.
• Return to Draft is available only if:
  • No actions (Approve/Reject) have occurred.
  • Only the Creator can perform this.
• Creator is now displayed as a read-only field.
• Drafts are validated against the submit period during Submit/Unsubmit actions.

The same for adding stock usage Click “Submit for Approval”

• Same Draft → Pending workflow as Store Transfers.
• Read-only line items: From Store, Item, Requested Qty, Unit.
• Creator-based access to Submit/Return to Draft actions.
• Validation against the submission period applies to drafts.

You get the same options as before once you click on Submit for Approval. You can return to the draft state easily. You can’t go back to the Draft state if there are approved items in the request.

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🔐 Permissions & Restrictions

• Only the document creator can:
  • Submit for Approval
  • Return to Draft