Canvass Workflow¶

This document outlines the complete workflow for the canvassing process in the PRS system, from creation to approval, including special handling for cancelled Purchase Orders, Steelbar items, and multiple canvassing capabilities.

Workflow Diagram¶

flowchart TD
    Start([Create or Edit Canvass]) -->|isDraft| S1[CS Draft]
    S1 -->|RS Cancelled| S5[CS Cancelled]
    S1 -->|Edit| Start
    Start -->|Submitted| S2[For CS Approval]
    S2 -->|Fully Approved| S3[CS Approved]
    S2 -->|Rejected| S4[CS Rejected]
    S4 -->|Return| Start
    S2 -->|RS Cancelled| S5
    S4 -->|RS Cancelled| S6[CS Cancelled]
    S3 -->|PO Cancelled| S7[Items Available for Re-canvass]
    S7 -->|New Canvass Created| Start

Status Definitions¶

User Access Rights¶

Based on the system's user access matrix, the following users have access to canvass functions:

Detailed Workflow Steps¶

1.1. Canvass Creation¶

Actor: Assigned Purchasing Staff / Purchasing Head

Actions:

• Create a canvass for a requisition
• Add item/s from the requisition slip
• Add suppliers and prices for each item
• Save as draft or submit immediately

Status Transitions:

• New → DRAFT (if saved as draft)
• New → FOR_CS_APPROVAL (if submitted for approval)

Business Rules:

• Only the user assigned to the requisition can create a canvass
• Assigned purchasing staff can create multiple canvass sheet
• Canvass Sheet Number (CS Number) is auto-generated when submitted
• Items must be valid and belong to the requisition
• For multiple canvass creation, see section 1.2

Supplier Entry:

• For Non-TOM Request:
  • Each canvass item can have 1 up to 4 suppliers
  • Suppliers must have valid information (name, contact, etc.)
  • Suppliers must provide a price for the item
• For TOM Request:
  • Each canvass item can have 1 supplier only, cannot add more supplier
  • Supplier drop-down would only contain list of COMPANIES and PROJECTS
  • Suppliers must provide a price for the item
• Suppliers can offer discounts (percentage or fixed amount)

1.2. Multiple Canvass Creation¶

The system now supports multiple canvass sheets for a single requisition slip, allowing better flexibility in procurement and supplier management.

Key Features¶

• Multiple Canvass Creation: Users can create multiple canvass sheets for one requisition slip
• Quantity Tracking: System tracks supplier quantities against requested quantities
• Completion Validation: Prevents over-canvassing for OFM items while allowing flexibility for Non-OFM items

Business Rules for Multiple Canvassing¶

For OFM and OFM Transfer of Material:¶

• Less than Requested: If sum of supplier quantities < requested quantity → Required to create another canvass sheet
• Equal to Requested: If sum of supplier quantities = requested quantity → Not allowed to create another canvass sheet
• Cannot Exceed: Sum of supplier quantities cannot be greater than requested quantity

For Non-OFM and Non-OFM Transfer of Material:¶

• Less than Requested: If sum of supplier quantities < requested quantity → Optional to create another canvass sheet
• Equal to Requested: If sum of supplier quantities = requested quantity → Not allowed to create another canvass sheet
• Greater than Requested: If sum of supplier quantities > requested quantity → Quantity can exceed requested quanity but not allowed to create another canvass sheet

Quantity Control Implementation¶

OFM Type Requests¶

Strict Quantity Control: Cannot exceed requested quantity

Decimal Precision¶

• Quantity: Maximum 3 decimal places
• Discounts and Prices: Maximum 2 decimal places

Non-OFM Type Requests¶

Flexible Quantity Control: Can exceed requested quantity

Features¶

• Allow quantities less than, equal to, or greater than requested
• Highlight requested quantity when supplier quantity exceeds request
• Same decimal precision rules as OFM
• Same completion scenarios as OFM

1.3. Steelbar Item Group Canvassing¶

Enhanced Group Canvassing¶

Special functionality for Steelbar items allowing bulk supplier entry.

Process Flow¶

1. Selection: Checkbox column appears for eligible Steelbar items
2. Group Button: "Item Group Canvass" button enabled when 2+ items selected
3. Group Entry Page: Dedicated interface for bulk supplier entry

Negative Discount Support¶

• Available for Steelbar items only
• Allows entering negative sign (-) in discount percentage
• Increases item amounts instead of decreasing

1.4. Individual Steelbar Canvassing¶

Maintains support for individual item canvassing with negative discount capability.

2. Canvass Submission¶

Actor: Assigned Purchasing Staff / Purchasing Head

Actions:

• Update a draft or rejected canvass
• Add more items and suppliers
• Submit the canvass for approval

Status Transitions:

• DRAFT → FOR_CS_APPROVAL

• REJECTED_CS → FOR_CS_APPROVAL (if resubmitted after rejection)

• FOR RS STATUS: ASSIGNED → RS_IN_PROGRESS

Business Rules:

• Each item must have at least one supplier
• Each supplier must have a price
• Approvers are assigned based on the assigned user

3. Canvass Approval¶

Actor: Approvers

Actions:

• Review the canvass
• Purchasing Head to select suppliers for items
• Approve or reject the canvass
• Add note of approval (optional) or rejection (required)
• Add additional approvers (optional)

Status Transitions:

• FOR_CS_APPROVAL → CS_APPROVED (if all approvers approve)
• FOR_CS_APPROVAL → CS_REJECTED (if any approver rejects)

Business Rules:

• Only FOR_CS_APPROVAL or REJECTED canvasses can be approved
• User must be an assigned approver for the canvass
• Approvers are processed in order by level
• Approvers can edit item quantity or delete an item from the table
• During Purchasing Head approval, atleast 1 (one) or more supplier per item should be chosen
• If multiple suppliers are chosen, total canvassed quantity should not exceed the requested quantity
• Final Management approvals has 2 approvers (depending on the number of existing management approvers) that can approve interchangeably
• If all approvers approve, status changes to CS_APPROVED
• Upon final approval, Purchase Orders are automatically created, grouped by supplier and terms
• See Detailed Approval Business Rules

4. Canvass Rejection¶

Actor: Approvers

Actions:

• Review the canvass
• Reject the canvass
• Provide rejection reason

Status Transitions:

• FOR_CS_APPROVAL → CS_REJECTED

Business Rules:

• Only FOR_CS_APPROVAL canvasses can be rejected
• User must be an assigned approver for the canvass
• Rejection requires a reason/comment
• Upon rejection, status changes to CS_REJECTED

5. Canvass Behavior after RS Cancellation¶

Business Rules:

• Once the parent RS of the canvass has been cancelled:
  • No new canvasses can be created
  • Existing canvasses cannot be edited
  • Canvass statuses will be CS Cancelled, except CS with CS_Approved status

5. Canvass Behavior after PO Cancellation¶

Business Rules:

• Once a Purchase Order generated from a canvass has been cancelled:
  • System to add cancelled PO quantity to remaining quantity
  • Assigned user is allowed to create canvass for the cancelled items again

6. PDF Download Feature¶

PDF Generation¶

Access: Download button available when viewing canvass sheets Paper Size: Legal paper size

PDF File Naming¶

Format: CS-YYYYMMDD-HHMMSS Example: CS-20240728-102039

Multi-page Support¶

• Retain page header on subsequent pages
• Increment page count automatically

Example Scenarios¶

Scenario 1: Multiple Canvass for OFM Items¶

1. Initial Request: 100 units of cement
2. First Canvass: 60 units from Supplier A
3. System Response: Requires additional canvass for remaining 40 units
4. Second Canvass: 40 units from Supplier B
5. Result: Complete canvassing

Scenario 2: Non-OFM Flexible Canvassing¶

1. Initial Request: 50 units of paint
2. Canvass Sheet: 75 units from Supplier C (25 units excess)
3. System Response: Highlights excess but allows submission
4. Result: Single canvass sheet with excess quantity approved, complete canvassing

Scenario 3: Steelbar Group Canvassing¶

1. Request: Multiple steelbar items with different specifications
2. Group Selection: Select 5 different steelbar items
3. Group Entry: Single supplier, terms, and pricing for all items
4. System Application: All 5 items get same supplier configuration
5. Individual Adjustment: Items can still be edited individually if needed

Scenario 4: Completion Conflict Resolution¶

1. Multiple Canvass: Two sheets for same item in progress
2. First Approval: Sheet A gets fully approved
3. Second Approval: Sheet B triggers completion error
4. Resolution: Sheet B gets rejected, requires item removal
5. Resubmission: Sheet B resubmitted without completed item

Common Issues and Troubleshooting¶

Issue 1: Quantity Validation Errors¶

Symptoms: Cannot save/submit canvass due to quantity issues Solutions:

• Check OFM vs Non-OFM item types
• Verify supplier quantities against requested quantities
• Review remaining quantities from previous canvass sheets

Issue 2: Group Canvassing Not Available¶

Symptoms: "Item Group Canvass" button not appearing Solutions:

• Ensure items are Steelbar type
• Verify no existing canvass entries for selected items
• Check that 2 or more items are selected

Issue 3: PDF Generation Failures¶

Symptoms: Download button not working or PDF missing content Solutions:

• Verify canvass sheet is submitted (not draft)
• Check all required fields are populated
• Ensure proper approver assignments

Issue 4: Additional Approver Issues¶

Symptoms: Cannot add additional approver or notifications not sent Solutions:

• Verify current user is assigned approver
• Check additional approver user types and permissions
• Ensure canvass is not yet approved by current user

Issue 5: Multiple Canvass Confusion¶

Symptoms: Unclear quantity tracking across multiple sheets Solutions:

• Use Related Documents tab to view all canvass sheets
• Check Remaining GFQ column for current status
• Review completion warnings and error messages