1. Navigate to “Load Request” #

1. Log in to your restaurant management system.
2. In the sidebar, expand Reports section.
3. Under Reports, locate and expand Van Stock Report.
4. Click on Load Request.
5. The Load Request page will open showing:
   • Multiple tabs: Load Request, Upload Request, Damage/Salable Return, Stock Summary, and Van Stock Report.
   • A ▼ Filters section for filtering requests by location, status, and date range.
   • A data table displaying all load requests with columns for reference number, locations, status, charges, amounts, and actions.
   • Export buttons: Copy, CSV, Excel, PDF, and Print.
   • Search functionality and pagination controls.

2. Understanding Load Request #

Load Request is a critical inventory management feature for restaurants with multiple locations or mobile van operations:

• Inventory Transfer Management – Track and manage product transfers between locations (warehouse to restaurant, restaurant to van, etc.).
• Stock Movement Control – Maintain accurate records of inventory movements across different business locations.
• Van Stock Operations – Specifically designed for managing mobile van inventory and delivery operations.
• Request Tracking – Monitor the status of load requests from creation to completion.
• Shipping Charges – Track transportation and handling costs associated with inventory transfers.
• Multi-Location Coordination – Facilitate smooth inventory distribution across restaurant chains and delivery vehicles.

3. Configure Load Request Filters #

1. Click the ▼ Filters dropdown to expand filtering options.
2. Configure the following filter parameters:
   • From Location – Select the source location:
     • Choose “All” to view requests from all source locations.
     • Select specific location (warehouse, main kitchen, central storage) to filter by origin.
     • Useful for tracking which locations are sending inventory.
   • To Location – Select the destination location:
     • Choose “All” to view requests to all destination locations.
     • Select specific location (branch restaurant, delivery van, satellite kitchen) to filter by destination.
     • Helps monitor which locations are receiving inventory.
   • Status – Filter by request status:
     • All – Display all load requests regardless of status.
     • Pending – Requests awaiting processing or approval.
     • In Transit – Requests currently being transported.
     • Completed – Successfully delivered and received requests.
     • Cancelled – Requests that were cancelled before completion.
   • Date Range – Set the reporting period:
     • Enter start date in format: DD/MM/YYYY (e.g., 02/07/2026).
     • Enter end date in format: DD/MM/YYYY (e.g., 05/07/2026).
     • View load requests within specific time periods for analysis.
3. Click Apply or the filter will auto-apply to refresh the data table.
4. The table will update to show only load requests matching your filter criteria.

4. Understanding the Load Request Table #

The Load Request table displays comprehensive information about each inventory transfer:

5. Create a New Load Request #

1. Click the + Add Load Request button (typically located at the top right of the page).
2. Fill in the load request form:
   • From Location – Select the source location from dropdown (warehouse, main kitchen, etc.).
   • To Location – Select the destination location (branch, van, satellite location).
   • Request Date – Enter or select the date for the transfer.
   • Expected Delivery Date – Set when the inventory should arrive.
   • Products Selection:
     • Search and select products to transfer.
     • Enter quantity for each product.
     • System will calculate total amount based on product costs.
   • Shipping Charges – Enter transportation costs if applicable.
   • Additional Notes – Add any special instructions or comments.
3. Review all entered information for accuracy.
4. Click Save to create the load request.
5. The request will appear in the table with “Pending” status.

6. View and Edit Load Requests #

1. View Request Details:
   • Click the View icon (eye icon) in the Action column.
   • Review complete request information including:
     • Request header (reference number, date, locations).
     • Product list with quantities and amounts.
     • Shipping charges and total amount.
     • Status history and timestamps.
     • Additional notes and attachments.
2. Edit Request (only for Pending status):
   • Click the Edit icon (pencil icon) in the Action column.
   • Modify any field as needed (locations, products, quantities, dates).
   • Update shipping charges or additional notes.
   • Click Update to save changes.
   • Note: Completed or In Transit requests typically cannot be edited.
3. Delete Request:
   • Click the Delete icon (trash icon) in the Action column.
   • Confirm deletion in the popup dialog.
   • Only pending requests can usually be deleted.

7. Process Load Request Workflow #

Understanding the complete workflow from request creation to completion:

1. Request Creation (Pending Status):
   • Destination location creates a load request for needed inventory.
   • Request includes product list, quantities, and delivery expectations.
   • Source location receives notification of the request.
2. Request Approval and Preparation:
   • Source location reviews and approves the request.
   • Inventory is picked and prepared for transfer.
   • Shipping documentation is prepared.
3. In Transit Status:
   • Update status to “In Transit” when shipment begins.
   • Track transportation progress.
   • Monitor expected delivery time.
4. Receipt and Completion:
   • Destination location receives the inventory.
   • Verify quantities and product conditions.
   • Update status to “Completed”.
   • System automatically updates inventory levels at both locations.
5. Discrepancy Handling:
   • Report any quantity discrepancies or damaged items.
   • Use “Damage/Salable Return” tab for returns if needed.
   • Adjust inventory records accordingly.

8. Export and Print Load Requests #

1. Export Options – Use the export buttons above the table:
   • Copy – Copy table data to clipboard for pasting into other applications.
   • CSV – Export to comma-separated values format for spreadsheet analysis.
   • Excel – Export to Microsoft Excel format with formatting preserved.
   • PDF – Generate PDF document for professional sharing and archiving.
   • Print – Print the load request list directly from browser.
2. Individual Request Printing:
   • Click the Print icon in the Action column for specific request.
   • Generates formatted document with:
     • Request header with reference number and dates.
     • Source and destination location details.
     • Complete product list with quantities and amounts.
     • Shipping charges and total amount.
     • Signature lines for sender and receiver.
   • Use as packing slip or delivery documentation.
3. Bulk Export:
   • Apply filters to select specific date range or locations.
   • Export filtered results for period analysis.
   • Useful for monthly reports and inventory audits.

9. Search and Pagination #

1. Search Functionality:
   • Use the Search box on the right side above the table.
   • Search by:
     • Reference number (e.g., “LR-2026-001”).
     • Location names (source or destination).
     • Status keywords.
     • Date values.
   • Search is real-time and filters results as you type.
   • Clear search to return to full list.
2. Pagination Controls:
   • Show entries – Select number of rows per page (10, 25, 50, 100 entries).
   • Previous/Next – Navigate between pages using arrow buttons.
   • Page numbers – Jump directly to specific page.
   • View total count: “Showing 0 to 0 of 0 entries” (updates based on data).
3. Column Sorting:
   • Click column headers to sort data.
   • Sort by date, reference number, amount, quantity, etc.
   • Toggle between ascending and descending order.

10. Related Tabs and Features #

The Load Request page includes several related tabs for comprehensive van stock management:

• Upload Request:
  • Manage return transfers from vans or branches back to warehouse.
  • Track inventory coming back from field operations.
  • Similar workflow to Load Request but in reverse direction.
• Damage/Salable Return:
  • Process damaged goods returns.
  • Handle salable returns (unsold but good condition items).
  • Track reasons for returns and adjust inventory accordingly.
• Stock Summary:
  • View current stock levels across all locations.
  • Monitor van inventory in real-time.
  • Identify stock imbalances and reorder needs.
• Van Stock Report:
  • Comprehensive reporting on van inventory performance.
  • Analyze sales, returns, and stock movements.
  • Track van profitability and efficiency.

11. Inventory Impact and Accounting #

• Automatic Inventory Updates:
  • When load request is completed, inventory automatically adjusts:
    • Source location inventory decreases by transferred quantities.
    • Destination location inventory increases by received quantities.
  • Real-time synchronization prevents stock discrepancies.
  • Audit trail maintained for all inventory movements.
• Cost Tracking:
  • Total Amount reflects inventory value being transferred.
  • Shipping Charges tracked separately for cost analysis.
  • Helps calculate true cost of inventory distribution.
• Financial Reporting Integration:
  • Load requests impact inventory valuation on balance sheet.
  • Shipping charges may be expensed or capitalized based on accounting policy.
  • Transfer data feeds into cost of goods sold calculations.

12. Best Practices for Load Request Management #

• Regular Scheduling – Establish regular transfer schedules (daily, weekly) to maintain optimal stock levels.
• Accurate Forecasting – Base load requests on sales forecasts and historical data to prevent overstocking or stockouts.
• Timely Processing – Process requests promptly to ensure locations have needed inventory.
• Quality Verification – Always verify product quality and quantities upon receipt.
• Documentation – Maintain complete records of all transfers for audit and analysis purposes.
• Communication – Keep both source and destination locations informed of transfer status.
• Cost Optimization – Consolidate transfers when possible to reduce shipping charges.
• Temperature Control – For perishable items, ensure proper handling during transit.
• Security – Implement proper controls to prevent theft or loss during transfers.
• Performance Monitoring – Regularly review transfer efficiency and accuracy metrics.

13. Troubleshooting Common Issues #

14. Reporting and Analysis #

• Transfer Volume Analysis:
  • Export data for specific periods to analyze transfer patterns.
  • Identify peak transfer times and optimize scheduling.
  • Monitor total quantities and values transferred.
• Cost Analysis:
  • Track shipping charges over time.
  • Calculate cost per transfer and cost per unit.
  • Identify opportunities for cost reduction.
• Performance Metrics:
  • Measure average time from request to completion.
  • Track accuracy rate (discrepancies vs. total transfers).
  • Monitor cancellation rates and reasons.
• Location Analysis:
  • Identify which locations request most frequently.
  • Analyze transfer patterns between specific location pairs.
  • Optimize inventory distribution based on demand patterns.

15. Done! 🎉 #

You can now effectively manage load requests, track inventory transfers between locations, optimize van stock operations, and maintain accurate inventory records across your entire restaurant operation!