Supply & Order Requests
Supply & Order Requests is a shared office purchasing register for shirts, cards, and supplies, tracking each request from Requested to Delivered with a delivery notification.
Included with every MangoApps plan.
Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
Built for: Corporate Offices · Professional Services · Education Administration · Healthcare Administration · Nonprofit Organizations
Overview
Supply & Order Requests is a working MangoApps app for capturing and fulfilling internal office orders. Every member can add a record for an item such as a shirt, business card, stationery pack, or other routine supply. Required fields are Item, Quantity, and Status; Details, Requester, Needed, Cost, and Notes provide the context needed to act on the request.
The register follows a simple lifecycle: Requested, Ordered, Delivered, or Declined. The Open requests view shows work that is not yet complete, Needed this week highlights requests due within the next seven days that have not been delivered, and Delivered provides a record of completed fulfillment. The Overview screen presents metrics and cards, while All requests provides the full grid and action bar for managing records.
This app is useful when requests currently arrive through scattered email, chat, or a clipboard and the office owner needs one operational queue. New records notify the app owner, and changing a record to Delivered notifies whoever added it, helping close the loop with the requester. Records can be edited or deleted, so assign an owner to review changes and use Notes for ordering context.
It is not a purchase-order system, supplier catalog, inventory ledger, or approval workflow. Keep POs and catalogs in Procurement and Company Store, and do not use this register as a substitute for financial controls or stock-level accounting.
How to use this template
- Add the Supply & Order Requests app from the template to your MangoApps workspace and confirm the app owner who will receive new-request notifications.
- Decide whether the app owner, an office coordinator, or another designated person reviews and updates records, while every member remains able to add a request.
- Submit each request with the Item, Quantity, Requester, Needed date, Status, and any useful Details, Cost, or Notes, leaving Status as Requested until it is assessed.
- Use Open requests and Needed this week to prioritize work, then update Status to Ordered, Delivered, or Declined as the request progresses.
- When the item arrives, set Status to Delivered so the person who added the record is notified and the request moves into the Delivered view.
- Review the Overview metrics and All requests grid periodically, correcting incomplete records and removing requests only when your retention practice allows it.
Best practices
- Write a specific Item and use Details for size, color, model, wording, or other information the purchaser needs.
- Enter a realistic Needed date so the Needed this week view reflects actual urgency rather than a default date.
- Keep Quantity numeric and record estimated or actual Cost consistently so requests can be compared during review.
- Use Notes for supplier, Procurement, Company Store, or delivery context without turning the register into a purchase-order record.
- Treat Requested, Ordered, Delivered, and Declined as lifecycle states and avoid using Notes to describe a status change that should be visible in the Status field.
- Check that Requester matches the person who added the record when delivery notifications need to reach the requester.
- Review open records at a defined cadence and contact the requester before declining an ambiguous or duplicate request.
- Avoid deleting a request merely because it was fulfilled; use Delivered so the completed work remains visible in its saved view.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What kinds of requests belong in this template?
Use it for internal requests such as shirts, business cards, stationery, and routine office supplies. Procurement purchase orders and company-store catalogs should remain in their dedicated systems. This register captures the request and fulfillment lifecycle rather than serving as a full procurement system.
Who can add and manage requests?
Every member can add a record, so the person who needs an item can submit it directly. The app owner receives a notification when a new request is added. Because records can be edited or deleted, set an internal owner to review changes and keep the register accurate.
How often should the register be reviewed?
Review Open requests regularly and use Needed this week for near-term purchasing priorities. A weekly review is suitable for routine office supplies, while time-sensitive events or onboarding needs may require checking the view daily. Mark requests Ordered, Delivered, or Declined as decisions are made.
Does this replace purchase orders or an item catalog?
No. The template records what employees need, how many they need, when they need it, and where the request stands. Purchase orders and product catalogs remain in Procurement and Company Store, so this app should link the request to those processes through Notes when useful.
What is the regulatory or audit value of this register?
This is an administrative request tracker, not a regulated record by itself. It creates a clearer history of submitted requests, status changes, quantities, costs, and delivery notes than scattered email or paper forms. Apply your organization’s retention and purchasing controls if requests relate to controlled goods or financial approvals.
What is the most common data-entry mistake?
The main pitfall is submitting a vague Item or Details field, such as “supplies,” without enough information to order correctly. Include the specific product, size, color, model, or other purchasing detail, and enter Quantity and Needed before submitting. Do not mark an item Delivered until the requester or responsible owner confirms receipt.
Can we customize the fields and statuses?
Yes, the working app can be customized in your MangoApps workspace to match your office process. You might refine Details and Notes or add an approval status if your workflow requires one. Keep the core progression understandable so the Open requests and Needed this week views continue to identify unfinished work.
Where do notifications go?
When a record is added, the New request automation notifies the app owner. When Status changes to Delivered, the Delivered → tell the requester automation notifies whoever added the record. Confirm that the record creator is the requester when those roles are normally the same.
How is this different from an email or spreadsheet request list?
Each request has typed fields for Item, Quantity, Requester, Needed, Status, Cost, and Notes, rather than relying on inconsistent email wording or spreadsheet columns. Saved views separate open, urgent, and delivered work, while the Overview and All requests screens give the owner a shared place to review activity. The result is a working app added to MangoApps, not a document or download.
Related templates
Ready to use this template?
Supply & Order Requests runs on a platform app included with every MangoApps plan — pick a suite and it comes along.
Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
