Order Templates and Requisition Templates let you save a pre-configured order or requisition, including locations, items, and optional quantities, as a reusable template. Instead of re-entering the same details every time, you simply load a template and your order or requisition is pre-filled in seconds.
This is useful when:
You or your team place the same or very similar orders or requisitions regularly
You manage large orders with many items (e.g. 20–30+ items)
Multiple locations order the same items from the same supplier
You want to standardize and control what your staff can order
Who Can Use This Feature
Users who can create or edit orders and have access to the Procurement module. Typically:
Procurement Officers
Store / Operations Managers
Branch Managers
Inventory Controllers
Go to Procurement in the left navigation menu.
Select Order Templates.
You will see a list of all saved templates available to your branch.
Click Order Template (top-right).
Select your Supplier.
Select one or more Locations.
Browse the item list on the left — only items available across all selected locations will appear.
Add items to your template by selecting them or dragging and dropping.
Optionally, set a default quantity for each item.
Give your template a name, then click Save Template.
On the web portal:
Go to Procurement → Orders → Place Order.
Select your Location and Supplier as usual.
Click the Load Template button that appears above the supplier items list.
A list of available templates for that location and supplier will appear.
Select the template you want and click Load Template.
The order form is pre-filled with all items and quantities from the template.
Any items left without a preset quantity will need to be filled in manually before the order can be submitted.
Review the details, add more items if needed, adjust quantities, then submit.
On the mobile app:
Open the order flow and select your supplier.
Tap Load Template from the items screen.
Select a template from the list.
All items from the template will be loaded. You can add more items if needed.
If you loaded the wrong template, you can reset without starting over:
Click Load Template again in the order form.
Select Switch Template.
All currently selected items will be cleared and replaced with the items from the newly selected template.
Choose a new template and load it.
Loading a template does not lock the order. Unless you do not have the permission to add items outside templates, you can freely add more items on top of what the template pre-filled:
After loading a template, click Add Items.
You will be taken back to the full item list.
Select any additional items and add them to the order.
Go to Procurement → Order Templates.
Find and open the template you want to update.
Make your changes — you can update the Template Name, Locations, Items, and Quantities.
Click Save Template.
From the Order Templates list, click the Delete icon next to the template.
Confirm the deletion in the prompt that appears.
Requisition Templates work the same way as Order Templates, with a few key differences:
No supplier is needed — requisitions are internal requests, so you select locations only
Items from multiple categories can be added into a single template
When the template is loaded, all items across all categories are added to the basket together
Quantities work the same way — preset them on the template or leave them blank to fill in at request time
Go to Procurement in the left navigation menu.
Select Requisition Templates.
You will see a list of all saved requisition templates available to your branch.
Click Requisition Template (top-right).
Select one or more Locations. There is no supplier field — requisitions are internal.
Browse items from across all categories and add them to your template.
Optionally, set a default quantity for each item.
Give your template a name, then click Save Template.
Go to Procurement → Requisitions → Place Requisition.
Select your Location.
Click Load Template.
Choose a template from the list — all items from the template will be added to the basket together, across all categories.
Adjust quantities as needed and submit.
The following permissions control access to Order Templates and Requisition Templates. They can be configured per user role under Settings → Users, Roles and Policies.
Order Template Permissions
Permission | Description |
2.4.1 Can archive existing Order Template | User can archive Order Templates |
2.4.2 Can create new Order Templates | User can create new Order Templates |
2.4.3 Can update existing Order Templates | User can edit existing Order Templates |
2.4.4 Can view Order Template details | User can open and view template details |
2.4.5 Can view Order Template listing | User can see the Order Templates list |
Requisition Template Permissions
Permission | Description |
2.5.1 Can archive Requisition Templates | User can archive Requisition Templates |
2.5.2 Can create new Requisition Templates | User can create new Requisition Templates |
2.5.3 Can update existing Requisition Templates | User can edit existing Requisition Templates |
2.5.4 Can view Requisition Template details | User can open and view template details |
2.5.5 Can view Requisition Template listing | User can see the Requisition Templates list |
This mode is controlled by two permissions:
2.2.4 — Can create orders and add items outside Order Templates, found under Supplier Order Permissions
2.3.3 — Can create Requisitions and add items outside Requisition Templates, found under Requisition Permissions
Both can be configured under Settings, then Users, Roles and Policies.
A dedicated permission controls whether users can place orders freely or are restricted to using templates only. By default, users who do not have these permissions will be required to use a template every time they place an order or requisition.
Users without these permissions:
Will not see the full item list when opening a new order or requisition
Will be required to load a template before they can proceed
Cannot add extra items on top of the loaded template
Can only adjust quantities or remove items from the loaded template
The same restriction applies on mobile
Users with these permissions:
Can browse and select items freely without loading a template
Can still use templates if they choose to, but are not required to
Can add items on top of a loaded template
The main Order Templates screen shows all saved templates for your branch:
Column | Description |
Template Name | The name of the template |
Supplier | The supplier linked to this template |
Locations | The location(s) assigned to this template |
Items | Total number of items in the template |
Last Updated By | The user who most recently edited the template |
Last Updated | Date and time of the last edit |
Actions | Load / Edit / Delete |
If an item included in an Order Template or Requisition Template is removed or archived from your product catalog:
The item is automatically disabled in the template and will no longer appear when users load it to place an order or requisition
The item will remain visible in the template when it is opened for editing, where it must be manually removed by the editor
Until it is removed by an editor, the disabled item will not affect order or requisition placement for other users
Significantly faster order and requisition placement for recurring or large requests
Fewer manual entry errors across your team
Multi-location support — one template can serve multiple branches
Works on both orders and requisitions
Available on web portal and mobile app
Control what staff can order with template-only permissions
Full audit trail of who created and last modified each template
Can I use an Order Template across different suppliers?
No. Each Order Template is tied to a single supplier. This is because every supplier has their own item list — even if two suppliers carry similar or overlapping base items, the specific items, units, and packaging they offer are different. To order the same items from a different supplier, create a separate template linked to that supplier.
Do Requisition Templates also require a supplier?
No. Requisition Templates do not require a supplier because requisitions are internal requests. You select locations only when creating a Requisition Template.
Can I assign one template to multiple locations?
Yes. When creating a template, you can select multiple locations at once. Note that only items available across all selected locations will be shown in the item list.
Can I use templates on the mobile app?
You can load and use templates on the mobile app when placing orders or requisitions. However, creating and managing templates (creating, editing, deleting) is only available on the web portal.
Does loading a template lock the order to those items?
Not by default. You can add more items on top of what the template loaded, unless your account has the Add Non-Template Items permission disabled. In that case, you will be restricted to only the items in the loaded template.
What if I load the wrong template?
You can switch or reset the template at any point before submitting. Click Load Template again and select Switch / Reset Template. All currently selected items will be cleared and replaced with the items from the newly selected template.
Can I leave quantities blank in a template?
Yes. Quantities on a template are optional. If left blank, the user placing the order will need to enter the quantity manually. If a quantity is set on the template, it will be pre-filled automatically.
Does editing a template affect orders that were already placed?
No. Edits to a template only apply to future orders. All previously submitted orders remain unchanged.
Are Order Templates and Requisition Templates the same?
They work similarly but are separate features. Order Templates are used when placing supplier orders and require a supplier to be selected. Requisition Templates are used when raising internal requisitions, require locations only, and support items from multiple categories in a single template.
Why are some items not showing when I create a template with multiple locations?
When managing templates, only items available across all selected locations will appear. If an item is available in some locations but not others, it will not appear in the list. Add the item to all required locations first, then return to the template.
Order Templates and Requisition Templates are designed to eliminate repetitive work and bring consistency to your procurement process. Both work on web and mobile and can be scoped to one or many locations at once.
If you are unsure whether to create an Order Template, ask yourself:
Do you or your team place this supplier order more than once a week?
Does this order have more than 10 items that are always the same?
Do multiple branches order the same things from the same supplier?
If you are unsure whether to create a Requisition Template, ask yourself:
Do you raise the same internal requisition regularly across shifts or locations?
Do you want to standardise what your team requests internally?
If yes to any of the above, a template will save your team meaningful time every single time.
