Inventory Manager Review Phase — What Happens After a Supervisor Submits an Order

This SLP is intended for:
• Inventory Manager
• Back Office Ordering Team
• Operations Management
• Accounting (for reference)

If you have not reviewed the SLP on How to Submit a Supply Order, please complete that training first.

1. Understanding What Happens When an Order Is Submitted

As soon as a supervisor submits an order:

• A card is automatically created

Each order appears as an individual card in the Inventory Manager Review phase.

• The Inventory Manager receives an email notification

The system immediately alerts the person responsible for reviewing orders.

• The card displays a high-level summary

Without clicking inside, you will see:

• Supervisor name
• Requested delivery date
• Priority level
• Purchase order number (required by Accounting for invoice payment)

This overview helps you identify urgency, deadlines, and potential issues before opening the order.

2. Opening the Order Card

Click the card to open it.

On the left-hand side, you will see the exact order form the supervisor submitted, including:

• Customer/location
• Requested delivery date
• Priority level
• All ordered items (item number, category, manufacturer, cost, quantity, billable/non-billable)
• Total estimated cost
• Division (DSC, SBS, GMS, Clean Energy, Brandywine)
• Supervisor’s email

All product information is locked because:

• Only approved items can be ordered
• Pricing, item numbers, and manufacturers cannot be changed by supervisors
• Only management can add new products into the approved product database

There will be a separate SLP covering how to add new items to the Approved Product List.

3. Verifying the Customer and Approved Supplies

In the Verification section, select the correct customer from the dropdown.

Each customer has:

• A default ship-to address
• Approved supply list (ex. type of toilet paper, paper towels, dispensers, etc.)
• Billable or non-billable designation
• Division assignment
• Any supply-specific rules

Why this matters

Different customers may use:

• Different dispensers
• Different paper products
• Different quantities
• Different billing arrangements

This step ensures supervisors cannot accidentally order the wrong items.

If the wrong item is ordered (example: household toilet paper instead of jumbo), you must:

• Flag the issue
• Either deny the order
or
• Push it to Second-Tier Approval

Incorrect orders cannot be pushed forward without correction.

4. Completing the Review Checklist

Fill out the following fields:

a. Review Completion Date

Enter the date you reviewed the order.

b. Confirm Ship-To Address

Make sure the address from the verification section matches the customer’s actual delivery location.

c. Budget Verification

Some customers have monthly or per-visit supply budgets.

You must select:

• Within Budget
• Over Budget → requires Second-Tier Approval
• No Budget → proceed as normal

d. Notes (Optional but recommended)

Examples:

• Supervisor submitted the wrong item and you corrected it
• A small exception was approved
• Order exceeded budget by a small amount with justification

e. “Approved By”

Enter your name as the Inventory Manager completing the review.

5. Moving the Card Forward

Once your review is complete:

Option A — Approve the Order

Move the card directly to Order Placement if:

• All items are approved
• Quantities make sense
• Budget is not exceeded
• No verification issues
• No non-catalog items

This will automatically:

• Email the supervisor: “Your order has been approved and submitted for ordering.”
• Trigger the next Pipefy phase
• Create the Purchase Order (covered in the next video)

Option B — Send to Second-Tier Approval

Use this when:

• Order contains non-approved or questionable items
• Order exceeds supply budget
• Order contains equipment
• Order value is unusually high
• Something requires management review

To do this:

• Move the card to Second-Tier Approval
• Check the “Second-Tier Approval Required” box

This automatically notifies Upper Management that their approval is required.

Once they approve, you will receive an email and can push the card to Order Placement.

Option C — Deny the Order

If an order cannot be approved:

• Select Deny
• Add a note
• Supervisor will receive an automatic email with instructions to resubmit correctly

6. What Happens After You Approve the Order

Once the order leaves the Inventory Manager Review phase:

• The supervisor is notified that their order is approved and submitted
• The system automatically generates the Purchase Order (PO)
• The Order Placement Team will see the order in their queue
• The next video covers how the PO is created and used

Summary of the Inventory Manager Review Phase

Your responsibilities include:

✓ Verifying correct customer
✓ Ensuring items match approved supply list
✓ Checking accuracy of costs and quantities
✓ Ensuring budget compliance
✓ Adding notes for exceptions
✓ Approving or escalating
✓ Moving card to the correct next phase

Automations include:

✓ Supervisor email notifications
✓ Second-tier approval alerts
✓ PO generation for Order Placement
✓ Accounting visibility on PO numbers