EARLY-ACCESS GUIDE · UPDATED 3 October 2026
Shortages, tickets and recovery
How RefillFlow handles part refills, shortages, cancellations, failed tickets, lost connections and repeated scans.
This guide describes the service scope. Access and the workflow supported for your site are confirmed during onboarding.
Part refills and shortages
Stores can pick and dispatch less than the full refill. The rest stays outstanding, and a shortage can be recorded with an owner, a reason and a time to review it. A shortage never changes the refill quantity or closes the request. Everyone can see where responsibility lies.
Closing short and cancelling
When the rest will not be supplied, a supervisor closes the request short once everything picked or in transit has been accounted for. The history shows the actual short quantity. A request made by mistake can be cancelled, but material already dispatched must be received or returned to stores first.
When a ticket does not print
The request is recorded before the ticket is printed, so a printer problem never loses it. The request shows a print exception on the board, and stores can work from the board until the printer is fixed. An authorised person can reprint the exact ticket or print at another approved printer. PrintStation's report that a ticket was sent is not treated as proof that paper came out.
Lost connections and repeated scans
If the connection drops while a request is being sent, the station shows it as unconfirmed and checks what the server recorded before doing anything else on that container. Nothing is queued to send later, and a retry never creates a second request. A repeated card scan opens the request that is already open.
Names that mean what they say
Requested, accepted, picked, dispatched and received are separate events, and a printed ticket is not any of them. RefillFlow reports each one separately, so the line, stores and supervisors all read the same state.