Customer requests

Some things customers ask for are standard and free: a breeder's puppy pack, a sample kit, a sponsorship bag. Requests turns that into one flow. The customer fills in a public form, the store that builds it gets a task on its dashboard, marking it ready books the items out of your ERP at zero value and tells the customer, and the request stays on the customer's page as history.

Setting up a form

An administrator creates forms under Admin → Request forms. Each form has:

• A public link and a QR code to put on your website or on a card. Copy copies the link; New link replaces it and the old one stops working at once. A new form starts closed; Open form turns the link on once at least one kit has lines, and Close form turns it off again.
• Fields: name is always asked. Email, phone, quantity, a date and a notes line can each be shown or hidden, required or not, with your own labels. The kit, the option and the pickup store show themselves whenever the form has more than one to choose from.
• Kits: what the customer can ask for, saved as you go. A kit's lines are the products that go in. A line marked × quantity is multiplied by the quantity (one toy per puppy); a line marked once goes in once (one bag of food per litter). Lines with an option label only go in when the customer picks that option, and the labels become a dropdown on the form (for example the food they feed). Untick Offered to take a kit off the form without deleting it.
• Built at: the store the customer collects at, or a fixed location such as a warehouse that ships to the stores. The task goes there and the invoice books stock out of there. Days to get it done sets the task's due date.
• Invoice to ERP customer: a house customer in your ERP, picked from the search; one with a 100% standing discount keeps the invoice at zero. Leave it empty and no invoice is posted. Post the invoice decides whether it lands posted or as a draft to review in the ERP; the stock moves either way.
• The ready message: email and text templates with placeholders for the customer's name, the kit, the quantity, the pickup store, its address and phone, and the request number. Empty means that channel is not used. Replies go to the reply-to address you set.

What happens on a submission

The request appears under Requestswith a number like R-123. Stokk links it to an existing customer when exactly one matches by email, then by phone; otherwise it creates a new customer in Stokk only, without touching your ERP. An existing customer is never changed. A task appears on the building location's dashboard, due after the form's lead time.

Building it

The request shows on the dashboard checklist of the location that builds it from the day it arrives, with its due date on the row. Press Open to see the lines to put in. They are a starting point, not a fixed list: each line shows how many your store has, in red when it is fewer than the pack needs. Press Swapon a line to see similar items you have in stock, or search for any other, and the new item takes the line's place with the same quantity. You can also change a quantity, remove a line with ×, or add an item. Items your ERP does not count, such as paper bags, show no number. Then press Mark ready and confirm. That saves the lines as built, posts the invoice, ticks the task and sends the ready message. If the ERP is down, the request is still ready and a Resubmit invoice button appears; if the message fails, Send message again does. Ready is the end of a request: there is nothing to press when the customer picks it up.

Used something that is not on the list, such as a bag you opened to fill samples? Add it with the search under the list so it is booked out with the rest.

Requests taken in store

New request on the Requests page records one taken in person or on the phone. Find the customer or type their details; it then follows the same path as a form submission.

On the customer

Every request shows in a Requests card on the customer's page under Customers, with its status and date. From a request you can link it to a different customer if the match was wrong.