Business Rules Overview¶

This document provides an overview of the business rules in the PRS system. It serves as a guide to understanding the core business processes and rules that govern the system's behavior.

Core Business Processes¶

The PRS system manages the following core business processes:

1. Requisition Process: Creating and approving requests for goods or materials
2. Canvassing Process: Collecting and comparing supplier quotations
3. Purchase Order Process: Generating, reviewing, and approving purchase orders
4. Receiving Report Process: Creating of receiving report once item has been delivered
5. Invoice Report Process: Creating of invoice report of invoices issued by the supplier
6. Payment Request Process: Creating of payment or voucher requests for suppliers

Process Flow¶

The overall process flow in the PRS system is as follows:

---
config:
  look: classic
  layout: elk
---
flowchart LR
    RS["Create RS"] --> RA["RS Approval"]
    RA --> CAN["Canvassing"]
    CAN --> CANA["Canvassing Approval"]
    CANA --> PO["Purchase Order"]
    PO --> POA["Purchase Order Approval"]
    POA --> DEL["Delivery - Receiving Report"]
    DEL --> INV["Invoice - Invoice Report"]
    INV --> PAY["Payment Request"]
    PAY --> PAYA["Payment Approval"]
     RS:::processStep
     RA:::approvalStep
     CAN:::processStep
     CANA:::approvalStep
     PO:::processStep
     POA:::approvalStep
     DEL:::noApprovalStep
     INV:::noApprovalStep
     PAY:::processStep
     PAYA:::approvalStep

Each process has its own status flow and business rules, which are documented in detail in the respective business rules documents.

Key Business Entities¶

1. Requisition¶

A requisition is a formal request for goods or materials. It is the starting point of the procurement process.

Detailed Requisition Business Rules

2. Canvass¶

A canvass is the process of collecting and comparing supplier quotations for items in a requisition.

Detailed Canvass Business Rules

3. Purchase Order¶

A purchase order is an official document issued to suppliers to order goods or services.

Detailed Purchase Order Business Rules

4. Receiving Report¶

A receiving report is a document confirming the delivery of goods.

Detailed Receiving Report Business Rules

5. Invoice Report¶

An invoice report is a document to input invoice details issued by supplier.

Detailed Invoice Report Business Rules

6. Payment Request¶

A payment request is a request for payment for delivered goods.

Detailed Payment Business Rules

Cross-Cutting Business Rules¶

1. Approval Workflows¶

Approval workflows are a key part of the PRS system. They govern how different entities (requisitions, canvasses, purchase orders, etc.) are approved.

Key aspects of approval workflows:

• Approver Assignment: Approvers are assigned based on project, department, role, and quantity (GFQs)
• Approval Levels: Approvers have different levels, and approval proceeds in order of level
• Adhoc Approvers: Additional approvers can be added to the approval workflow
• Approval Status: Approvers can approve or reject, and the entity status changes accordingly

2. User Roles and Permissions¶

The PRS system has a comprehensive role-based access control system with the following user types and their respective permissions:

User Types Overview¶

Access Matrix¶

User Management¶

Company Management¶

Association Management¶

Project Management¶

Department Management¶

Supplier Management¶

OFM Items Management¶

OFM Lists Management¶

Non-OFM Item Management¶

Dashboard¶

Manage Requisition Slip¶

Manage Canvass¶

Manage Purchase Order¶

Manage Receiving Report¶

Manage Invoice Report¶

Manage Payment Request¶

Non-RS Payment Management¶

General System Access¶

Key Access Rules¶

Root User Access
- Has access to view department information
- Limited to system-level operations

IT Admin Access
- Full access to system administration functions
- Can manage companies, associations, projects, and departments
- Access to system audit logs
- Can manage OFM and Non-OFM items

Purchasing Admin Access
- Similar to IT Admin but focused on procurement functions
- Can manage all procurement-related items and settings

Engineers Access
- Can view and manage OFM items
- Can view Non-OFM items
- Limited to technical item management

Purchasing Staff Access
- Can manage OFM and Non-OFM items
- Limited to operational procurement functions

Purchasing Head Access
- Similar to Purchasing Staff with additional approval capabilities
- Can manage all procurement items

Other Roles
- Department Head, Division Head, and Management have specific approval workflows
- Department Secretary and Area Staff have limited access based on their department

Access Control Implementation¶

• Access is controlled through role-based permissions
• Each user can have multiple roles
• Permissions are checked at both UI and API levels
• Audit logging tracks all permission-related actions
• Access changes require proper authorization and documentation

3. Status Management¶

Each entity in the PRS system has a status that changes as it moves through the process:

• Requisition: DRAFT → FOR_RS_APPROVAL → ASSIGNING → ASSIGNED → RS_IN_PROGRESS → CLOSED_RS; RS_CANCELLED; RS_REJECTED
• Canvass: DRAFT → FOR_CS_APPROVAL → CS_APPROVED; CS_REJECTED; CS_CANCELLED
• Purchase Order: FOR_PO_REVIEW → FOR_PO_APPROVAL → FOR SENDING → FOR_DELIVERY → CLOSED_PO; CANCELLED_PO; PO_REJECTED
• Receiving Report: DRAFT → DELIVERED; RR_CANCELLED
• Invoice Report: DRAFT → INVOICE RECEIVED; IR_CANCELLED
• Payment Request: DRAFT → FOR_PR_APPROVAL → CLOSED_PR; PR_REJECTED; PR_CANCELLED

4. Item History, RS History, and Related Documents¶

History management is a critical aspect of the PRS system, allowing users to track and view historical information across various entities and processes.

Workflow¶

The history management functionality provides access to various history elements in the system:

flowchart TD
    Start([History Management]) --> S1{User Role}
    S1 -->|Purchasing Admin, Staff, Head/IT Admin/Engineer| S2[OFM Item History]
    S1 -->|Purchasing Admin, Staff, Head/IT Admin/Engineer| S3[Non-OFM Item History]
    S1 -->|All Users except Root User| S4[RS Related Documents]
    S1 -->|Purchasing Admin/IT Admin| S6[RS History]

    S2 -->|View Item| S21[Item Details & History]
    S21 -->|Search or Sort| S22[Filtered or Sorted History]

    S3 -->|View Item| S31[Item Details & History]
    S31 -->|Search or Sort| S32[Filtered & Sorted History]

    S4 -->|Select Tab| S41[View Document Type]
    S41 --> S42{Select Tab}
    S42 -->|Canvasses| S43[View Canvass Data]
    S42 -->|Orders| S44[View Orders Data]
    S42 -->|Deliveries| S45[View Delivery Data]
    S42 -->|Payments| S46[View Payment Data]
    S42 -->|Returns| S47[View Returns Data]

    S6 -->|View RS| S61[View RS History]
    S61 --> S62{Select Tab}
    S62 -->|Canvass| S63[View Canvass History]
    S62 -->|Orders| S64[View Orders History]
    S62 -->|Deliveries| S65[View Delivery History]
    S62 -->|Payments| S66[View Payment History]
    S62 -->|Returns| S67[View Returns History]

Key History Types and Access Control¶

History viewing functions are restricted to specific user roles:

History Types Details¶

OFM Item History¶

• Definition: List of requisition slip involving the selected ofm item - from requisition until delivery
• Information Displayed: RS Number, Date Requested, Quantity Requested, Price, Date Delivered, Quantity Delivered
• Features: Search by RS Number, sort by various columns, paginated view (10 rows/page)
• Business Rules: Default sorting by most recent Date Requested, "---" displayed for unavailable data

Non-OFM Item History¶

• Definition: List of requisition slip involving the selected non ofm item - from requisition until delivery
• Information Displayed: RS Number, Company, Project, Department, Date Requested, Quantity Requested, Date Delivered, Quantity Delivered
• Features: Search by RS Number, sort by various columns, paginated view (10 rows/page)
• Business Rules: Default sorting by most recent Date Requested, "---" displayed for unavailable data

RS Related Documents¶

• Definition: List of child documents of a Requisition Slip grouped by document type
• Document Types: Canvasses, Orders, Deliveries, Payments, Returns
• Features: Tab navigation between document types, search by document numbers, sort by various columns, paginated view
• Business Rules: "No Data" message displayed when no data is available, color-coded statuses

RS History¶

• Definition: List of child documents of a Requisition Slip grouped by document type
• Information Types: Canvass, Orders, Deliveries, Payments, Returns
• Features: Tab navigation between history types, sort by various columns, paginated view
• Business Rules: Displays 10 rows per page, each tab shows relevant historical data, "No Data" message displayed when no data is available, new row for every update

Common Business Rules Across History Management¶

• Default sorting is typically by the most recent date
• Search functionality allows filtering by keywords or document numbers
• Unavailable data is represented by "---" placeholders
• Color-coded statuses provide visual indicators of document states
• Pagination is implemented with 10 rows per page by default
• Each history view allows sorting by various columns with options for ascending/descending order

5. Validation Rules¶

Validation rules ensure that data entered into the system is valid and consistent:

• Required Fields: Certain fields are required based on the entity and its status
• Format Validation: Fields must adhere to specific formats (e.g., dates, numbers, text)
• Business Validation: Data must comply with business rules (e.g., a requisition must have at least one item)

6. Transaction Management¶

The PRS system uses transactions to ensure data consistency:

• Atomic Operations: Multiple database operations are grouped into transactions
• Rollback on Error: If an error occurs, all operations in the transaction are rolled back
• Commit on Success: If all operations succeed, the transaction is committed

Implementation Notes¶

The business rules are implemented in various parts of the codebase:

• Domain Entities: Define validation schemas and basic business rules
• Services: Implement complex business logic and orchestrate operations
• Controllers: Handle HTTP requests and delegate to services
• Repositories: Handle data access and persistence

When implementing new features or modifying existing ones, it's important to understand and respect these business rules to maintain the integrity of the system.