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The request workflow enables seamless transfer of spare parts between workshop locations with a structured process that ensures accountability at every stage.

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Overview

Requests follow a four-stage workflow from creation to receipt, with each stage handled by different responsible parties. The system maintains complete traceability with state transitions, quantities at each stage, and timestamps.

Creation

Requester builds cart and submits

Alistamiento

Origin prepares items

Dispatch

Shipment sent with tracking

Receipt

Destination confirms items

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Request Lifecycle

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Stage 1: Creation

Users at the destination location create requests using a cart-based system:
1

Add Items to Cart

Browse inventory or spare parts and add items with quantities to the cart
2

Review Cart

View all requested items, adjust quantities, or remove items
3

Select Origin

Choose which location should fulfill the request
4

Add Comments

Include any special instructions or context
5

Submit Request

Create the formal request and notify the origin location
interface CreateRequestData {
  id_localizacion_origen: string;
  id_localizacion_destino: string;
  id_usuario_solicitante: string;
  observaciones_generales: string;
  items: Array<{
    id_repuesto: string;
    cantidad: number;
  }>;
}
Multiple users at the same location can add items to the location’s shared cart. This allows technicians to request parts that an administrator later consolidates into a single request.

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Stage 2: Alistamiento (Preparation)

The warehouse staff at the origin location prepares the items:
1

Review Request

View all requested items and quantities
2

Verify Availability

Check actual stock levels for each item
3

Set Dispatched Quantities

Enter cantidad_despachada for each item (may differ from requested)
4

Add Notes

Document any substitutions or partial fulfillment
5

Advance State

Move request to Dispatch stage
The dispatched quantity may be less than requested if stock is insufficient, or may include extras if appropriate. Always document discrepancies in the notes.

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Stage 3: Dispatch

When items are ready to ship:
1

Register Shipment

Enter shipping guide number or tracking information
2

Set Dispatch Date

Record when the package was sent
3

Update Inventory

System automatically deducts quantities from origin inventory
4

Notify Destination

Automatic notification sent about incoming shipment

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Stage 4: Receipt

The destination location confirms receipt:
1

Receive Package

Physical receipt of the shipment
2

Verify Items

Count each item and compare with dispatch quantities
3

Enter Received Quantities

Record actual cantidad_recibida per item
4

Document Discrepancies

Add observations for any missing or damaged items
5

Complete Request

System adds received quantities to destination inventory
If received quantities don’t match dispatched:
  1. Document the discrepancy in the item observations
  2. Take photos if items are damaged
  3. Contact the origin location for clarification
  4. Create a warranty claim if appropriate
  5. Adjust quantities in the system accordingly
The system maintains three quantity records per item:
  • cantidad_solicitada: Original request
  • cantidad_despachada: What was sent
  • cantidad_recibida: What actually arrived

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Cart System

The cart system allows multiple users to collaborate on requests: 
interface CartItem {
  id_item_carrito: string;
  id_usuario: string;           // Who added this item
  id_localizacion: string;      // Cart's location
  cantidad: number;
  created_at: string;
  nombre_solicitante: string;   // Display name
  rol_solicitante: string;      // User's role
  id_repuesto: string;
  referencia: string;
  nombre_repuesto: string;
  url_imagen: string | null;
  stock_actual_en_taller: number;
}

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Cart Features

  • Location-Based: Each location has its own cart
  • Multi-User: Multiple users can add items
  • Attribution: Shows who added each item
  • Stock Visibility: Displays current stock at requesting location
  • Persistence: Cart items are saved in the database
  • Cleanup: Cart is cleared after successful request submission

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Request Tracking

View request history and status: 
interface RequestHistoryItem {
  id_solicitud: string;
  fecha_creacion: string;
  estado: string;
  observaciones_generales: string;
  id_localizacion_destino: number;
  nombre_destino: string;
  id_localizacion_origen: number;
  nombre_origen: string;
  id_usuario_solicitante: string;
  nombre_solicitante: string;
}

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Request States

EstadoDescriptionNext State
CreadaInitial submissionEn Alistamiento
En AlistamientoBeing preparedDespachada
DespachadaIn transitRecibida
RecibidaComplete(final)
CanceladaCancelled(final)

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Traceability

Every state change is logged in trazabilidad_solicitudes: 
{
  "id_trazabilidad": "uuid",
  "id_solicitud": "request-uuid",
  "estado_anterior": "Creada",
  "estado_nuevo": "En Alistamiento",
  "id_usuario": "user-uuid",
  "fecha_cambio": "2026-03-04T10:30:00Z",
  "comentario": "Iniciando preparación de items"
}
This allows complete reconstruction of:
  • Who changed each state
  • When each transition occurred
  • Why the change was made
  • Time spent in each stage

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Notifications

The system sends automatic notifications at key points:

Request Created

Origin location notified of new request

Alistamiento Complete

Destination notified items are being prepared

Dispatched

Destination notified of shipment with tracking

Received

Origin notified of successful receipt
If the destination location has a phone number configured, the system can also send WhatsApp notifications with request details.

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Permissions

ActionRequired Permission
Create requestcreate_request
Add to cartadd_to_cart
Prepare itemsprepare_request
Dispatchdispatch_request
Receivereceive_request
View requestsview_requests
Cancel requestcancel_request

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Best Practices

1

Plan Ahead

Submit requests with enough lead time for preparation and shipping
2

Be Specific

Include clear comments about urgency or special handling
3

Verify on Receipt

Always count items carefully and document discrepancies immediately
4

Update Promptly

Move requests through stages as soon as each is complete
5

Communicate

Use the comment fields to keep all parties informed

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Common Workflows

  1. Create single-item request with “URGENTE” in comments
  2. Call destination to alert them
  3. Prepare immediately upon receipt
  4. Use express shipping if available
  5. Confirm receipt by phone
  1. Throughout the week, staff add needed items to cart
  2. On scheduled day, administrator reviews cart
  3. Remove any items now available locally
  4. Submit consolidated request
  5. Origin prepares during designated time window
  6. Ship with regular delivery route
  1. During alistamiento, realize some items unavailable
  2. Set cantidad_despachada to available quantity
  3. Add comment explaining shortage
  4. Contact requester about alternatives
  5. Create new request for remaining items if needed

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