Raising Internal Stock Requests Through Requisitions

Submit an internal stock request, track its approval, and know exactly when your items are ready for collection — all from within Elimu Bora.

A stock requisition is a formal internal request for items from the school’s inventory. Any staff member — a teacher who needs exercise books, a librarian requesting reference materials, or catering staff needing kitchen supplies — can raise a requisition. The procurement team reviews the request, approves or rejects it, and fulfils it when the items are available. You receive a notification at every step.

Who can raise a requisition

Any staff member with access to the Staff Panel can submit a stock requisition. You do not need special permissions to make a request — only the procurement team needs approval rights.

Requisition lifecycle

Every requisition moves through the following stages:

Pending → Approved → Ordered → Fulfilled
       └→ Rejected

Status	What it means
Pending	Your request has been submitted and is waiting for procurement review
Approved	Procurement has approved the request
Ordered	The item has been ordered from a supplier (if not currently in stock)
Fulfilled	The items have been issued to you — you can collect them
Rejected	The request was not approved; see the notes on the requisition for the reason

Creating a requisition

1. Open Stock Requisitions

   In the left navigation, go to Inventory > Stock Requisitions, then click New requisition.

2. Select the product

   Use the Product dropdown to search for and select the item you need. The catalogue shows all products managed by your school’s procurement team.

3. Enter the quantity

   Enter the Requested Quantity — how many units you need.

4. Choose a reason

   Select the reason that best describes why you need the item:

   Reason	When to use it
   Low Stock	You are running low but have not completely run out
   Out of Stock	You have no more of the item left
   New Requirement	This is a new need that has not been requested before
   Damaged Items	Existing items are damaged and need to be replaced

5. Set the priority

   Choose the urgency of your request:

   Priority	When to use it
   Low	No immediate urgency; can wait for the next regular order
   Medium	Needed soon but not blocking any activity today
   High	Needed urgently; impacting teaching or operations
   Urgent	Critical — required immediately

6. Add notes (optional)

   Use the Notes field to give the procurement team any additional context — for example, the specific class or activity the items are for.

7. Submit the requisition

   Click Save. Your requisition is submitted with a status of Pending and the procurement team is notified immediately.

You will receive a notification by email and in-app each time the status of your requisition changes — when it is approved, when it moves to ordered, and when it is fulfilled and ready for collection. You do not need to follow up manually.

Approval workflow

Once you submit a requisition, it lands in the procurement team’s queue.

Approving a requisition (procurement staff)

Open the requisition from Inventory > Stock Requisitions and review the details. If the request is valid and the item is available or can be ordered, change the status to Approved. The requester receives a notification.

If the item needs to be sourced from a supplier, update the status to Ordered once the purchase order has been raised.

When the items are ready to hand over, mark the requisition as Fulfilled. The requester receives a final notification that their items are ready.

Rejecting a requisition (procurement staff)

If the request cannot be fulfilled — for example, because the item is not in the catalogue or the request is outside budget — change the status to Rejected. Add a note explaining the reason so the requester understands the outcome.

The requester is notified of the rejection automatically.

Once a requisition is Fulfilled or Rejected, it cannot be re-opened. If a fulfilled requisition needs a follow-up (for example, the quantity was incorrect), raise a new requisition.

Tracking your requisitions

To check on the status of your requests:

1. Open Stock Requisitions

   Go to Inventory > Stock Requisitions.

2. Filter the list

   Use the filters at the top of the list to narrow down by Status or search by your own name to see only your requisitions.

3. Open a requisition for details

   Click on any requisition to see its full details, including the current status, any notes added by the procurement team, and the history of status changes.

If your requisition has been sitting in Pending for longer than expected, you can follow up directly with the procurement team. The requisition record gives you the reference details to quote when asking for an update.