Managing how spare parts and assets are supplied, requested, and tracked is essential for maintaining accurate inventory and ensuring operations run smoothly. In FieldEx, this is handled through two complementary processes: Requisition and Consignment. Each serves a different operational need but both follow a controlled, auditable workflow from request to final transfer.
Understanding Requisition vs. Consignment
Requisition – Request When You Need It
A Requisition is a formal request raised—typically by a technician, site team, or planner—to receive specific spare parts or equipment from a warehouse or central store. It’s used when the item is not yet in the requester’s possession and must be issued.
Initiated by: Field user or planner
Requires approval: Yes (based on system configuration)
Stock ownership: Remains with the warehouse until issued
Typical use case: Requesting parts or equipment ahead of a scheduled job
Example: A technician creates a requisition for 2 filters and 1 belt for an upcoming machine service. Once approved, the warehouse issues the items, and ownership is transferred to the requester.
Consignment – Stock Before You Need It
Consignment means that a quantity of parts or equipment is pre-assigned to a technician or site without transferring ownership from the warehouse. The parts remain under warehouse ownership until they are actually used, allowing field teams to keep critical stock on-hand for emergencies or remote work.
Initiated by: Warehouse manager or planner
Requires approval: Yes (based on system configuration)
Stock ownership: Still belongs to the warehouse until consumed
Typical use case: Stocking van bins or remote sites with critical parts
Example: A technician is assigned 10 fuses and 5 hoses as consignment stock in their van. Items are only deducted from warehouse inventory when they’re used in a job.
Feature | Requisition | Consignment |
When used | When a part is needed for a job | When parts need to be pre-stocked |
Initiated by | Technician or planner | Warehouse manager or admin |
Needs approval | Depends on setup | Depends on setup |
Ownership change | At the time of issue | At the time of use |
Raising Requests in FieldEx
Raising an Asset Requisition
Use an asset requisition when:
A technician needs equipment or parts for a scheduled job
A project site requires additional equipment
You need a traceable, approved custody handover
Raising an Asset Consignment
Use consignment when:
Pre-stocking project sites with backup equipment
Equipping technician vans with emergency spares
Preparing equipment for upcoming jobs
Approval Flow
All requisitions and consignments in FieldEx follow a structured approval and fulfillment process:
Request Submitted – The request enters a Pending Approval state.
Supervisor/Planner Review – Approver can Approve or Reject.
Initiate Transfer – Once approved, the approver triggers the bin transfer process.
Requester Acknowledgment – The requester confirms receipt in FieldEx.
Tip: Only users with approval rights (as per setup) can approve and initiate transfers. |
Approval Workflow Configuration
User Groups – Define who can approve requests per inventory zone
Managing Groups for Zones – Assign groups responsible for approving requests from bins in their zones
Approval Levels – Level 1: Zone Managing Group; Level 2: Supervising group for oversight
System Settings – Configure approval order, required approvers, and bin-based routing
Inventory Transfer Process
Once approval is granted:
The source bin manager clicks Initiate Bin Transfer
Status updates to Transfer Pending
Destination bin’s managing group approves or rejects the transfer
On approval, location is updated, and status changes to Transfer Fulfilled
If rejected, no inventory changes occur, and status changes to Transfer Rejected.
Documentation & Audit Trail
FieldEx automatically:
Generates PDF Notes for each completed requisition/consignment (with requester, approver, item details, dates, and remarks)
Stores documents for download or email distribution
Maintains a full audit log of all requests, approvals, rejections, and transfers
This ensures:
Transparency in asset movement
Compliance readiness
A verifiable transaction history
Why It Matters
Effective Consignment & Requisition Management in FieldEx ensures:
Field teams get the right parts and assets, at the right time
Inventory is controlled, traceable, and compliant with company policies
Approval flows prevent unauthorized movement of stock
Audit trails provide accountability for every transaction
By separating Requisition (on-demand needs) from Consignment (strategic pre-stocking), organizations balance operational readiness with inventory control—keeping jobs running smoothly without losing sight of stock ownership and accountability.