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Orders are placed by Administrators, HR, and Store Managers on behalf of employees. Employees do not place their own orders.

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Who can place orders

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Ordering workflow

1

Select employees

Choose the employees who need uniforms. You can select multiple employees in a single session.
2

Choose products

Browse the catalogue. Products are filtered to those the employee is entitled to receive under their rule set.
3

Select sizes and quantities

For each product, choose the size (pre-filled from the employee’s sizing profile when set) and the quantity.
4

Review the cart

The cart groups items by employee and department and shows the cost breakdown: company-paid items within the remaining allocation, employee-paid items beyond it.
5

Submit

Submit the order. If the matched rule set requires approval, it enters Pending Approval; otherwise it goes straight to Submitted.
The ordering workspace: employee selection with entitlement balances, products, and the cartThe ordering workspace in dark mode with the cart populated

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Entitlement balances

Each product card shows the employee’s remaining allocation:
  • Allowed: total quantity the employee is entitled to
  • Consumed: quantity already ordered in the current cycle
  • Remaining: available for this order
If the remaining balance is 0, the product is employee-paid only.

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Cart behaviour

  • The cart persists in your browser session, so you can navigate away and come back
  • You can add items for multiple employees before submitting
  • Items can be edited or removed at any time
  • If a submission partially fails, failed employees remain in the cart for correction
If the client has Entitlement Enforcement enabled (strict mode), company-paid quantities beyond the employee’s remaining allocation are blocked. In free flow the excess is ordered as employee-paid instead. Either way, an order can still include employee-paid items.

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What happens at submission

At submission time the system:
  1. Locks the employee’s record to prevent concurrent changes
  2. Re-validates every entitlement balance
  3. Calculates the company-paid and employee-paid split
  4. Commits the order and its entitlement consumption in one transaction

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Approval

Whether an order needs approval is determined by the entitlement rule set matched to each employee. If approval is required, the order enters Pending Approval and is handled from the Approvals page by HR or Administrators (see Approving orders).

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Notifications

Everyone involved is notified at submission and at every status change. The full recipient table is in Notifications.