---
title: "Dispensing requests linked to dispensing orders"
slug: "dispensing-requests-linked-to-dispensing-orders"
description: "Manage dispensing requests linked to dispensing orders with parameters, batch balancing, and approval workflows for efficient inventory control."
updated: 2026-06-29T05:39:31Z
published: 2026-06-29T05:39:31Z
canonical: "docs.staedean.com/dispensing-requests-linked-to-dispensing-orders"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.staedean.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Dispensing requests linked to dispensing orders

If a request is linked to a dispensing order, the **Enable subdivision** and **Dispensing order** parameters must be enabled in the **Inventory and warehouse management parameters** form so that:

- The list of components and quantities to be weighed and the process to follow for weighing them (this means, **Weighing**, **Counting by weighing**, **Counting**, or **Weighing by difference**) are defined in a dispensing order.
- A new target sub-batch is generated at the end of each weighing operation.

> [!NOTE]
> Note
> 
> The Life Sciences Weighing and Dispensing module does not support the scenario where the **Dispensing order** parameter is enabled, and the **Enable subdivision** parameter is disabled.

A dispensing order can be triggered by a reference order (this can be a batch order, sales order, or transfer order) or manually created.

> [!NOTE]
> Note
> 
> To manage the dispensing processes with dispensing orders, items, and warehouses are required to be enabled for Life Sciences Warehouse Management.

## Dispensing orders created from a reference order

In the case of a dispensing order generated from a batch order, the **Estimated lower limit** and **Estimated upper limit** are calculated proportionally based on the batch size once the batch order is estimated, and are editable.

The first step to generate a dispensing order from a reference order is the reservation of the components to be weighed. The reservation can be done manually or automatically.

Once the reservation is executed, users must:

1. Release the order to the warehouse by clicking the **Release to warehouse** button from the order or automatically based on the order status or via batch job.
2. Create a dispensing order by clicking the **Create dispensing order** button.

> [!NOTE]
> Note
> 
> The dispensing operator is not allowed to start a dispensing operation for a dispensing order line associated with an open or in process work (i.e., Work status of the header set as **Open** or **In process**).

A dispensing order is generated in the **Dispensing orders** form, and the following information is populated in the header and not editable:

- **Reference type** of the reference order (which can be **Production**, **Transfer**, or **Sales**).
- **Reference number** of the reference order (which can be **Batch order number**, **Transfer order number**, or **Sales order number**).
- **Site** of the reference order.
- **Oper. No.** (if **Dispensing by operation** is enabled, and only if **Reference type** is **Production**).
- **Operation name** (if **Dispensing by operation** is enabled, and only if **Reference type is Production**).
- **Dispensing priority** (if **Dispensing by operation** is enabled, and only if **Reference type** is **Production**).

Users can view the list of dispensing orders automatically filtered based on the selected reference order by clicking the **Dispensing order details** button from any of the following forms:

- **Transfer orders**.
- **All sales orders**.
- **Sales order details**.
- **All production orders**
- **Batch order**.
- **Quality orders**.

In case of dispensing order generated from a batch order (i.e., **Reference type** set to **Production**), if the **Dispensing by operation** parameter in **Inventory management > Setup > Inventory and warehouse management parameters > Life Sciences Weighing and Dispensing** is enabled, one dispensing order is created for each [released](/life-sciences/docs/operation-release) operation, and dispensing priority.

The **Description** and **Due date** values can be manually inserted by an authorized user.

The lines are filled in with the items from the reference order with the **Dispensing type** set to **Weighing**, **Counting**, **Counting by weighing** or **Weighing by difference**. The following information is populated as follows:

- **Item number**, **Product name**, **Unit**, **Dispensing type**, **Tolerance**, **Enable lower/upper limits**, **Upper limit** (from **Estimated upper limit** in case of dispensing order from batch order), **Lower limit** (from **Estimated lower limit** in case of dispensing order from batch order) and **APW determination** fields are inherited from the reference order.
- **Batch number** and **Sub batch** fields are blank. The reserved batches/sub-batches are available in **Inventory > Transactions**.
- **Target quantity** field is automatically populated according to:
  - The **Remaining quantity** as defined in the batch order formula line, if the **Automatic batch balancing** configuration key is enabled.
  - **Actual quantity** field is automatically populated equal to the target quantity.
- **Actual quantity** and **Remaining** fields are automatically populated equal to the target quantity.
- The **Resource** field can be manually selected to specify a room. If a resource is assigned to the dispensing order line, users are allowed to weigh the line in the assigned room, even if the material type is not approved for that room.

> [!NOTE]
> Note
> 
> Users can select only a **Resource** assigned to a **Resource group** belonging to the same site of the dispensing order.

> [!NOTE]
> Note
> 
> One dispensing order line is generated for each line of the reference order.

Upon creation, the default status of a dispensing order is set up in the **Dispensing order status** field in the **Inventory and warehouse management parameters** form. Users can define if the status should be **Created** or **Released**.

If the default dispensing order status is set to **Created**, users must manually release a dispensing order to dispensing by clicking the **Release** button in the **Dispensing orders** form to make it available from the list of orders in the Life Sciences Weighing and Dispensing Client.

When the **Automatic batch balancing** configuration key is enabled, if an active ingredient is included in the dispensing order lines of the order being released to dispensing, then the batch balancing process at the dispensing level is automatically executed.

When the **Automatic batch balancing** configuration key is disabled, if batch balancing at the dispensing order level is required and has not been performed, when clicking the **Release** button:

- A warning message is displayed, if the **Mandatory batch balancing** parameter (**Inventory management > Setup > Inventory and warehouse management parameters > Life Sciences Weighing and Dispensing** Tab) is disabled;
- An error message is displayed and the **Status** is not updated, if the **Mandatory batch balancing** parameter is enabled.

If an amendment to a dispensing order is required, users can manually reset the status by clicking the **Reset status** button.

> [!NOTE]
> Note
> 
> The status reset is allowed only if the status of at least one dispensing order line is **Released**.

## Dispensing orders manually created

Users can create dispensing orders manually by clicking the **New** button in the **Dispensing orders** form header (**Inventory management > Dispensing orders > Dispensing orders**). A dispensing order is created with the **Reference type** = **Inventory**, and the **Reference number** is left blank.

The user must select a **Site** in the dispensing order header level and optionally insert the **Description** and **Due date** fields.

Users can create one or more dispensing order lines by clicking the **New** button on the lines. The user must select an item in the **Item number** field and identify the inventory dimensions of the specific material to be weighed (**Warehouse** and **Batch number** fields are mandatory). The **Resource** field can be manually selected.

> [!NOTE]
> Note
> 
> Users can select only a **Resource** assigned to a **Resource group** belonging to the site assigned to the dispensing order.

Once the dispensing order is created entirely, users can click the **Release** button to release the selected order to the Life Sciences Weighing and Dispensing Client. The **Status** of the dispensing order and its lines will be updated from **Created** to **Released**.

**Batch balancing at the dispensing order level – Automatic batch balancing** configuration key enabled

When a dispensing order including an active ingredient in its dispensing order lines is released, the system automatically runs the batch balancing process, recalculating the required quantity of active ingredient based on the current on-hand situation and the current potency value of batches. The system performs the recalculations selecting all the available quantity from the batches included in the [](/life-sciences/docs/dispensing-requests-linked-to-dispensing-orders)[**Active batches**](/life-sciences/docs/batch-balancing-enhancements) form (**Production control > Production orders > All production orders > Production order** Tab > **Formula** button > **Ingredients** > **Active batches** and **Inventory management > Dispensing orders > Dispensing orders > Active batches**) following the sequence number assigned to them. If the available quantity of the batches used for the recalculation is enough to satisfy the required amount of active quantity for the order, the system automatically:

1. Updates the **Actual quantity** field for the line(s) of active ingredient(s) in the dispensing order, based on the recalculated quantity required to be weighed.
2. Updates the **Remaining** field in the dispensing order line equal to the calculated **Actual quantity**.
3. Updates the **Remaining quantity** in the batch order formula lines equal to the calculated **Actual quantity**.
4. Updates the reservation based on the outcome of the automatic calculation of the batch balancing process.
5. Enables the **Batch balancing** checkbox for the dispensing order.
6. Updates the dispensing order **Status** and the dispensing order lines **Status** to **Released**.

If the automatic batch balancing process encounters an error, and the required active quantity cannot be satisfied through the list of batches available in the **Active batches** form, a message is displayed with information about the additional active quantity required and none of the above actions are performed by the system.

The user needs to manually update the reservation from the batch order formula line to include an additional batches or remove reservation from other transactions. The newly reserved batches are automatically added to the **Active batches** form and assigned the next available **Sequence number**. The sequence of the batches of active ingredient can be manually updated via the **Move up** and **Move down** buttons since the dispensing order **Status** is still **Created**. Then, the user can release the dispensing order again and the calculation will be repeated including the additionally reserved batches or the updated available quantity.

Users can also manually trigger the automatic active ingredient quantity recalculation for a specific dispensing order by selecting the dispensing order and clicking the **Batch balancing** button. The system automatically runs the batch balancing process taking into consideration the batches of active ingredient, and their sequence, as defined in the **Active batches** form.

> [!NOTE]
> Note
> 
> Clicking the **Batch balancing** button is an optional step that is not impacting the processing of the dispensing order. The batch balancing process is anyway automatically performed during the dispensing order release and before starting to weigh the active ingredient.

If the automatic recalculation is successfully executed, the system automatically:

1. Updates the **Actual quantity** field for the line(s) of active ingredient(s) in the dispensing order, based on the recalculated quantity required to be weighed.
2. Updates the **Remaining** field in the dispensing order lines for the active ingredient based on the calculated **Actual quantity**.
3. Updates the **Remaining quantity** in the batch order formula lines for the active ingredient equal to the calculated **Actual quantity**.
4. Updates the reservation of the active ingredients based on the outcome of the automatic calculation of the batch balancing process.
5. If the **Batch balancing** checkbox for the dispensing order is not enabled, enables the **Batch balancing**

If the automatic batch balancing process encounters an error, and the required quantity cannot be satisfied through the list of batches available in the **Active batches** form, a message is displayed with information about the additional active quantity required and none of the above actions are performed by the system.

The user needs to manually update the reservation from the batch order formula line to include an additional batches or remove reservation for other transactions. The newly reserved batches are automatically added to the **Active batches** form and assigned the next available **Sequence number**. The sequence of the batches of active ingredient can be manually updated via the **Move up** and **Move down** buttons, if the dispensing order **Status** is till **Created**. Then, the user can click the **Batch balancing** button again and the calculation will be repeated including the additionally reserved batches or the updated available quantity.

> [!NOTE]
> Note
> 
> If the **Add active ingredient formula line** parameter is enabled, it is possible to perform the batch balancing process even if a picking list journal is already available for the batch order that generated the dispensing order.

> [!NOTE]
> Note
> 
> Batch balancing calculations are rounded based on the **Decimal precision** set for the unit of measure of the active ingredient.

The **Remaining** quantity is sent to the Life Sciences Weighing and Dispensing client and shown in the dispensing order lines as the quantity to be weighed for each line.

**Batch balancing at the dispensing order level – Automatic batch balancing** configuration key disabled

If an active ingredient is present in the dispensing order lines, the batch balancing process can be executed before releasing the dispensing order to the dispensing by clicking the **Batch balancing** button in the **Dispensing orders** form.

> [!NOTE]
> Note
> 
> If the [**Add active ingredient formula line**](/life-sciences/docs/batch-balancing-enhancements) parameter is enabled, it is possible to perform the batch balancing process even if a picking list journal is already available for the batch order that generated the dispensing order.

The following information is displayed for all the dispensing order lines:

- **Item number**: identifies the item in each dispensing order line.
- **Ingredient type**: type of ingredient in the dispensing order line.
- **Estimated**: estimated quantity from the formula line.
- **Actual quantity**: needed actual quantity based on the potency factor of the selected batch.
- **Active quantity**: needed active quantity based on the **Base value**.
- **Unit**: unit of measure.
- **Base value**: target potency of the item.

By selecting the line for the active ingredient, its available batches are displayed with the following information:

- **Marked**: checkbox unticked by default, can be used to select the batches of active ingredient to be used.
- **Warehouse**: warehouse of the on-hand.
- **Batch number**: batch number of the item.
- **Available physical**: on-hand available for the batch plus the reserved quantity for the current order.
- **Physical reserved**: reserved quantity for the current order, displayed if the batch is marked.
- **Actual quantity**: quantity actually required, displayed if the batch is marked.
- **Active available**: active on-hand available for the batch based on the **Attribute value**.
- **Attribute value**: potency value of the batch.

The active ingredient’s batches to be dispensed can be selected by ticking the corresponding **Marked** checkbox. The system checks the correspondence between the batches reserved in the inventory transactions for the batch order and the selected batches. If the selected batches are different from the reserved one(s), an error message is displayed, and the batch is not selected.

When marking a batch, the **Actual quantity** field for the active ingredient is populated with the quantity needed based on the actual potency of the batch. The **Physical reserved** field is populated with the quantity reserved for the order and will not be updated. It will still display the quantity initially reserved for the order since the inventory transactions will not change.

The **Balance batch ingredients** button is disabled by default. The user can click **Balance batch ingredients** once the required quantity is fulfilled by selecting the relevant batches.

> [!NOTE]
> Note
> 
> Batch balancing calculations are rounded based on the **Decimal precision** set for the unit of measure of the active ingredient.

After clicking **Balance batch ingredients**, the **Actual quantity** field is populated for all the lines. The **Actual quantity** field for ingredients with **Ingredient type** set to **None** is set to the estimated quantity.

After clicking **Confirm > OK** and closing the **Batch balancing** form, the **Actual quantity** and **Remaining** fields in the dispensing order lines are updated based on the **Actual quantity** in the **Batch balancing** form for each line, and the **Batch balancing** checkbox is ticked for the dispensing order.

> [!NOTE]
> Note
> 
> The recalculation of the quantity for the active ingredient does not have any impact on inventory transactions.

The **Remaining** quantity is sent to the Life Sciences Weighing and Dispensing client and shown in the dispensing order lines as the quantity to be weighed for each line.

## **Dispensing order change approval**

Life Sciences Weighing and Dispensing enables users to manage the dispensing order change approval workflows, thus allowing a review of dispensing order changes before they are applied in the system.

Users can enable the workflow by setting the **Enable dispensing order change approval** parameter to **Yes** in the **Inventory and warehouse management parameters** form (**Inventory management > Setup >Inventory and warehouse management parameters > Proposed changes** tab > **Dispensing order change approval** FastTab).

In the list of fields, users can select the **Enable** checkbox for every field that must be approved before the changes can be made.

The following fields are available:

| **Field** | **Form** |
| --- | --- |
| **Status (Line)** | Dispensing orders |
| **Tolerance** | Dispensing orders |

Change approval for dispensing order line **Status** field is enabled only when the status is manually changed to **Completed** via the **Update > Complete** button or to **Canceled** via the **Update > Cancel** button. When the status is updated because of a webservice operation, the change is directly effective and does not require approval.

The workflow name is **Proposed dispensing order changes workflow**. The workflow template can be setup in the **Inventory management workflows** form (**Inventory management > Setup >Inventory management workflows**).

STAEDEAN Life Sciences workflow templates leverages D365 F&SCM workflow engines and standards. Please refer to the Microsoft Dynamics 365 Finance & Supply Chain Management training material for information on how to configure a workflow instance.

Users can set up the workflow according to the required approval process. The **Workflow approval for proposed dispensing order change** workflow approval element applies the changes to the dispensing order.

When a field that is enabled for the workflow is changed:

- The **Proposed changes** page appears, showing the original and new values of the field.
- The changed field is reverted to its original value.
- A status message informs that the changes have been logged but have not yet been submitted to the workflow.

All changed fields (unless they are not enabled for the workflow) are added to the list on the **Proposed changes** page. To discard the proposed value for a field, use the **Discard** button next to the field in the list. To discard all changes, use the [**Discard all changes**](/life-sciences/docs/change-approval-workflows-setup) button, if enabled, at the bottom of the page. Select **OK** to close the page.

When there is at least one proposed change, two additional buttons are displayed in the Action Pane:

- The **Proposed changes** button opens the **Proposed changes** page, thus allowing the user to review the changes.
- The **Workflow > Submit** button allows to submit the changes to workflow. The **Workflow status of proposed change** field is changed from **Changes not submitted** to **Changes pending approval**.

The workflow follows the standard workflow process. The approver is directed to the **Released product details** page, where they can review the changes on the **Proposed changes** page and then select **Workflow > Approve** to approve or **Workflow > Reject** to reject them. A [reason code](/life-sciences/docs/change-approval-workflows-setup) and a comment must be entered. After all approvals are completed, the fields are updated with the proposed values.

## Related

- [Operation release](/operation-release.md)
- [Dispensing requests linked to a production picking list](/dispensing-requests-linked-to-a-production-picking-list.md)
- [Dispensing requests](/dispensing-requests.md)
- [Dispensing campaigns](/dispensing-campaigns.md)
- [Batch balancing enhancements](/batch-balancing-enhancements.md)
- [Life Sciences Weighing and Dispensing](/life-sciences-weighing-and-dispensing.md)