Release Order Form

The "Release Order Form (ROF)" is a standardized document that must be completed by any organization requesting cargo release from a storage location managed by the Logistics Cluster (including requests for transporting cargo to the final destination). 

Users can submit release requests by email or through RITA's online platform. The online ROF can be shared with any party using a link or can be found on each country's website.

Online Release Orders

Upon receipt of the online release order form, a notification will be displayed on the “Release Order” tab under the “Stock Management” screen.

After clicking the "Release Order" tab, the operator will have four options, which are explained below:

Reject Release Order

Click on the option and select “Reject Release Order” from the dropdown menu:

A dialog box appears. Under the comment section, the operator must provide a valid reason for rejecting the release request and click on “Reject Release Order."

 Note: The person who submitted the online release order will be notified when the release order is rejected, and notes on the rejection will be included. 

Accept & Release

RITA operator should select the option “Accept and Release” to approve the release request of the cargo from any given warehouse. 

A box will appear where the operator should enter the following details:

• The transport company or organization to which the cargo is released.
• The actual date of release.
• The document number.
• The exact person to whom the items are released.
• Documents verifying reception.
• Any additional details the operators may want to include.
• Print Goods Release Note

For guidance on filling in the release details, please refer to paragraph “Release to Customer” under the chapter Stock Management- "Planning." 
 

Accept & Transfer

When the release request involves transportation to a destination, the RITA operator must select the “Accept & Transfer” option. 
 

A box appears displaying all the planned journeys, and the operator needs to assign the released item to the journey designated for the transport. Note: The operator must first plan a journey in the “Dispatches” screen (For instructions on adding a new journey, please refer to "Planning and Managing a Journey." under Dispatches. 

Print Release Order Form

• The print release order option enables the RITA operator to print the release request form submitted by the customer online. 
• Click on Options and select “Print Release Order Form” from the drop-down menu.

The details in the release order form include the following: 

• Release order number generated automatically from RITA. 
• Requested release date of the items.
• Requested release location
• Receiver organization name.
• Product description, such as consignment number and line-item number, product category, item name, packaging units, weight, volume, quantity requested for the release, total volume, and weight.
• Name of the preparer.

User notification system: When users request cargo release through manual or online ROF, alert emails will be sent to requestors and RITA operators, alerting key personnel and documenting the workflow.

Manual Release Form

Users can also submit an email containing an Excel attachment to request the release of their cargo. In these cases, the operator can facilitate the release through the Stock Management- "Planning" page. For detailed instructions on how to process the release, please refer to the section titled “Release to Customer” in the Stock Management chapter under "Planning."