Skip to main content

How Replenishment Work Orders and Auto-Approval Work

How Replenishment Work Orders and Auto-Approval Work

Replenishment should not disappear into email threads and supplier chats. In Infodeck, shortages can lead to a replenishment follow-through story that stays visible to the operations team.

Quick Summary

When stock is short, Infodeck keeps the shortage visible and can generate a replenishment work order. If auto-approval is enabled, the replenishment work order is assigned immediately and the assignee receives a dedicated replenishment notification.

Why Replenishment Work Orders Matter​

Teams usually know a part is short, but the follow-through gets lost:

  • nobody owns the replenishment task clearly
  • requesters assume procurement is already happening
  • stores teams cannot see what shortage is tied to which job
  • supervisors lose the audit trail

Replenishment work orders solve that by turning stock follow-through into an assigned operational task.

How the Flow Works​

Step 1: A Shortage Is Identified​

The trigger usually starts from one of these places:

  • planned materials on a work order show shortage
  • a parts holding cannot cover the required quantity
  • a team member raises a replenishment request directly from inventory

Step 2: Infodeck Creates or Tracks the Replenishment Story​

Infodeck keeps the replenishment request connected to:

  • the affected part
  • the location or holding
  • the original work order, if the shortage came from a job

This keeps the stock problem and the operational response in one chain of record.

Step 3: Auto-Approval May Create the Replenishment Work Order Immediately​

If your organization uses auto-approval rules:

  • the replenishment request does not wait for a manual approver
  • a replenishment work order is created automatically
  • the assigned user or team receives a replenishment-specific notification

If auto-approval is not enabled, the replenishment request waits for the normal approval flow first.

Step 4: The Assignee Handles the Replenishment Task​

The assignee can then:

  • review the replenishment work order
  • coordinate supplier follow-up or internal stock transfer
  • receive the stock
  • update the work order status through completion

Step 5: Inventory Truth and Notifications Stay Aligned​

When the replenishment task is handled correctly, teams should see:

  • the replenishment work order in the work order list
  • assignment notification with the replenishment wording
  • related stock movement or receipt follow-through in inventory

What Auto-Approval Changes​

Without Auto-ApprovalWith Auto-Approval
Request waits for reviewRequest moves directly into operational execution
Extra delay before ownership is clearAssignee can act immediately
More manual coordinationFaster shortage recovery
When Auto-Approval Is a Good Fit

Auto-approval works best when the organization already trusts the replenishment rules for routine stock follow-through and wants stores or procurement teams to act immediately.

Real-World Example​

A Work Order Needs More Filters Than Current Stock​

Situation: A technician plans 7 filters for a maintenance job, but only 3 can be covered now.

Flow in Infodeck:

  1. The work order keeps the shortage visible
  2. A replenishment request is raised for the gap
  3. Auto-approval is enabled for this organization
  4. Infodeck creates a replenishment work order immediately
  5. The assigned stores user receives a replenishment work order notification
  6. The stores team procures or receives the stock and completes the replenishment work order

Result: The shortage is owned, visible, and actionable instead of becoming a hidden procurement problem.

Best Practices​

  • Use replenishment work orders for operational ownership, not just record-keeping
  • Keep assignment rules clear so the right storekeeper or team receives the task
  • Let shortage stay visible until coverage is real
  • Review replenishment notifications in both email and mobile preferences for the relevant team

Need help? Contact Infodeck Support

Was this page helpful?