Who is this article for?

Users who need to manage Requisitions.

Administrator role is required.

The Requisition feature lets administrators control which chemicals can enter a Principal Investigator's (PI) inventory without prior approval, ensuring hazardous, regulated, or high-risk materials are reviewed by qualified personnel before being brought onsite.

1. Understanding how the requisition process works

When a PI tries to add a chemical that matches an active Requisition Rule, the system automatically flags it for review:

• Status Change – The container is set to Ordered
• Tracking – A unique Requisition ID is created
• Notifications – The PI is emailed, letting them know approval is required, and the assigned Approver (System Admin) receives the requisition in their queue
• Review Required – The chemical stays in Ordered status until approved or denied

2. Configuring requisition rules

To access the requisition rules interface, follow these steps:

1. Go to Data Manager
2. Select Inventory
3. Choose Requisitions
4. Select View/Edit Rules

5. From this interface, you can:

• Create New Rule – Define the criteria that trigger approval
• Edit Rule – Update existing approval criteria
• Remove Rule – Contact SafetyStratus Support for deletion

2.1 Rule configuration options

• Rule Description Name – A short, descriptive label (for example, Flammable Solvents > 10L)
• Approver Tag – Assigns the rule to a specific admin (only tagged users can approve or deny)
• Minimum Amount to Screen – Quantity threshold that triggers review
• Restrict by Compound – Target specific chemicals
• Restrict by Associated Hazard – Match GHS hazard categories (for example, Acute Toxicity)
• Restrict by NFPA Hazard – Flag based on hazard rating
• Restrict by Regulation Code – Match any chemical with certain regulatory tags
• Restrict by DOT Label – Flag containers with specific DOT hazard labels
• Status – Active (rule is enforced) or Inactive (rule is off but can be re-enabled later)

Note: Admins must have the matching User Tag or Access Role to approve or deny requisitions.

3. Initiating an order as a PI

When a PI adds a chemical to their inventory and it meets any active rule's criteria, the system sets it to Ordered, assigns a Requisition ID, and notifies the PI.

4. Reviewing requisitions as an administrator

To review a requisition, follow these steps:

1. Go to Data Manager
2. Select Inventory
3. Choose Requisitions
4. Click View Details to see the PI's submitted data, hazard data, NFPA ratings, Regulation Codes, DOT labels, and Approver tags.

5. You can optionally edit inventory coding before making a decision.

4.1 Special Case – New catalogue entries

If the PI created a new catalogue entry, you must:

1. Search for an existing matching profile.
2. Either link to the existing profile, or approve the new entry and complete missing data, for example, hazards, NFPA, DOT codes.
3. Only after the catalogue entry is confirmed can the container proceed to final approval.

5. Making a decision and notifying the PI

5.1 Approve

1. Optionally add a comment.
2. The PI receives an email and can Receive the container in the inventory.

5.2 Deny

1. Add a comment.
2. The PI receives an email and the container is automatically removed.

6. Receiving a container as a PI

To receive a container after approval, follow these steps:

1. From the Chemical UI, click the Receive button to open the Receive Inventory Window.

3. Fill out the additional fields before the container is placed into your inventory.
4. Enter a Secondary Code, this is required.

7. Managing containers before approval

You can update container details (location, labels, and so on) whilst it is under review. However, if denied, the container is completely removed, regardless of changes made beforehand.