How do I fulfill or update supply requests on mobile?

Managers can record delivered quantities, keep partially delivered requests open, close completed requests, and correct the quantity currently in stock from the Clean Smarts mobile app.

Applies to: Users who have access to the location and a supplies module. Supplies (Request) and Supplies (Edit) are the usual modules for processing requests. Supplies (Edit) and Supplies (Set Quantity) can save changes on the Current levels tab.

The Company Supplies Manager and Customer Supplies Manager settings control who receives notifications for each type of item. They do not replace the user's supplies module or location access.

Find an Open Request

Open MORE > Supplies.
On My supply requests, choose how to find the request: - Use By location to select a location, then open Open requests. - Use All requests to see open requests from all available locations.
Tap the request number you want to update.

Items are grouped under Provided by cleaner or Provided by customer. These headings show who is responsible for providing the items; they do not show who submitted the request.

Record a Full or Partial Delivery

Review the Requested quantity for each item.
Use the plus and minus controls beside Fulfilled to enter the quantity actually delivered. The fulfilled quantity cannot be higher than the requested quantity.
Add or update the Purchase Order Number and Notes when your process uses them.
Choose the correct save action: - Tap Save and leave open when any items are still outstanding. - Tap Save and fulfill when the request should be closed.

Saving a delivered quantity increases that item's Current levels quantity, even when you leave the request open. Save and fulfill changes the request to fulfilled and removes its remaining requested quantity from the amount considered on order.

Entering every delivered quantity does not close the request automatically. You must tap Save and fulfill.

Important: The app can close a partially fulfilled request. Use Save and leave open if more items are still expected.

If every fulfilled quantity is zero, Save and fulfill asks whether you want to close the request without fulfilling any items. Continue only when the request should be closed with nothing delivered.

Review or Reopen a Fulfilled Request

Open MORE > Supplies.
Select By location, then choose the location.
Open Fulfilled requests.
Tap a request to review its requested and fulfilled quantities.
Tap Re-open request if more deliveries must be recorded or the request was closed by mistake.

Reopening moves the request back to Open requests. Quantities already delivered remain in the request and in current inventory.

The All requests tab shows open requests only. Use a location's Fulfilled requests tab for completed history, or use the web portal when you need older history, date filters, reports, or exports.

Correct the Current Inventory Count

Use Current levels for a physical count or inventory correction. Do not use it to record the same delivery a second time—fulfilled quantities already increase current inventory.

Open MORE > Supplies.
Select By location, then choose the location.
Open Current levels.
Set each item to the quantity actually in stock. You can also scan a configured barcode to find an item.
Tap Confirm current level.

If the count is below the minimum and the open requested quantity is below the order-to level, the app shows Supplies Low and offers to start a new request with suggested quantities. Choose Not now to keep only the corrected count.

Supplies (Request) alone cannot save current-level changes. If Current levels is visible but a change will not save, ask an administrator to assign Supplies (Edit) or Supplies (Set Quantity).

What Administrators Set Up on the Web

Use the web portal to:

Add supplies to the company catalog and assign them to locations
Choose whether each item is Provided by cleaner or Provided by customer
Set minimum and order-to levels
Assign Company and Customer Supplies Managers
Configure costs, notification preferences, reports, and exports

Users with Supplies (Edit) can see supply costs in the mobile request flow. Other supplies modules hide costs.

Troubleshooting

Supplies is missing under MORE. Ask an administrator to assign Supplies (Request), Supplies (Edit), or Supplies (Set Quantity). Sign out and back in after permissions change.
A location or item is missing. Confirm that you have access to the location and that the supply is assigned to it on the web. Then open MORE > Sync.
The request stays open after all quantities are entered. Reopen it and tap Save and fulfill. Quantities alone do not change the request status.
A request update fails. Confirm that you have an internet connection; request details and updates use the server. Sync and try again. Some company policies require Supplies (Edit) to update requests.
The current quantity looks too high. Check whether the delivery was already recorded as fulfilled. If the physical count is different, correct it once under Current levels.
A manager did not receive the update. Check the location's Supplies Manager assignments and the user's Updated Supply Requests notification settings on the web.