Company Management Workflow¶

This document outlines the complete workflow for managing companies and associations in the PRS system, including syncing from external sources and manual creation of associations.

Workflow Diagram¶

flowchart TD
    Start([Company Management]) --> A[Company Landing Page]

    A --> C{User Role}

    C -->|Purchasing Admin/IT Admin| D[Sync Companies]
    C -->|Purchasing Admin/IT Admin| E[Create Association]
    C -->|Purchasing Admin/IT Admin| F[Manage Associations]

    D --> G[Pull from Master File]
    G --> H[Update Company List]

    E --> I[Fill Association Details]
    I --> J[Add Projects to Association]
    J --> K[Submit Association]

    F --> L{Association Action}
    L -->|View| M[View Association Details]
    L -->|Edit| N[Edit Association]
    L -->|Delete| O[Delete Association]

    N --> Q[Update Association Details]
    Q --> R[Update Projects]

    O --> S{Has Open RS?}
    S -->|Yes| T[Cannot Delete]
    S -->|No| U[Confirm Deletion]

Entity Types¶

Companies¶

Source: Synced from Cityland's Company API
Management: View and sync capability for Purchasing admin and IT admin
Identifier: Tagged as "Company" in the system

Associations¶

Source: Manually created by Purchasing admin and IT admin
Management: Full CRUD operations available to Purchasing admin and IT admin
Identifier: Tagged as "Association" in the system

User Roles and Permissions¶

Role	View	Sync Companies	Create Association	Edit Association	Delete Association	Edit Company Address/Contact
IT Admin	✓	✓	✓	✓	✓	✓
Purchasing Admin	✓	✓	✓	✓	✓	✓
Others	✗	✗	✗	✗	✗	✗

Detailed Workflow Steps¶

1. Company Landing Page Access¶

Actor: IT Admin, Purchasing Admin

Actions:

Access Company menu from navigation
View unified list of companies and associations

Features:

Search functionality by company/association name
Sortable columns (Company Code, Name, Initials, TIN, Address, Contact Number)
Pagination (10 rows per page)
Default sorting: Alphabetical by Company/Association Name (A-Z)

2. Company Data Synchronization¶

Actor: IT Admin, Purchasing Admin

Prerequisites:

Cityland API integration setup

Actions:

Click "Sync Company List" button
System pulls data from Cityland's Legacy System
Updates existing companies or adds new ones

Synchronized Data:

Company Code
Company Name
Company Initials
TIN
Company Address
Contact Number

Business Rules:

Adds companies not yet in the system
Updates existing company details from master file
Updates filter and form options across the system
Display last sync date and time
Button is disabled during sync process
Returns to page 1 after synchronization
Synced data cannot be edited
No deletion of existing company in the PRS

3. View Company Details¶

Actor: IT Admin, Purchasing Admin

Actions:

Click on company/association name link
View detailed information
Companies cannot be edited
Project list table with sorting capability
Projects sorted by Project Name (0-9, A-Z)
10 rows per page for project list

4. Association Management¶

4.1 Create Association¶

Actor: IT Admin, Purchasing Admin

Actions:

Access creation form from Company landing page
Fill association details
Add projects to association (optional)
Submit for creation

Required Fields:

Association Name (alphanumeric + special characters, max 100 chars)
Association Code (alphanumeric only, max 20 chars)
Association Initials (alphanumeric only, max 20 chars)
TIN (numbers only, max 20 chars)
Address (alphanumeric + special characters, max 100 chars)
Contact Number (numbers only, +63 placeholder, max 13 chars including +63)
Area (dropdown selection): AREA 1-10

Project Linking:

Optional during creation
Can add multiple projects via "Add New Project" button
Project selection from dropdown (combobox with search)
Auto-populate Project Code, Initials, Company, Address based on selection
Remove projects before submission

4.2 Edit Association¶

Actor: IT Admin, Purchasing Admin

Prerequisites:

Association exists in system
User has edit permissions

Actions:

Access via Edit button in Actions column or View Association modal
Modify association details
Update project associations
Submit changes

Validation:

Field validation on submit
Error highlighting and messages for invalid fields
Confirmation modal before saving changes

4.3 Delete Association¶

Actor: IT Admin, Purchasing Admin

Prerequisites:

Association exists in system
User has delete permissions

Business Rules:

Cannot delete if association has open requisitions
Confirmation modal required
If deletion blocked, display block message
Successful deletion removes association from system

4.4 Association Project Linking¶

Actor: IT Admin, Purchasing Admin

Actions:

Add projects to existing associations
Remove projects from associations
View project details within association context

Add Project Process:

Click "Add New Project" button
Select project from filtered dropdown (excludes already linked projects)
Review auto-populated project details
Confirm addition to project list

Remove Project Process:

Click Remove icon in project list
Confirm removal via modal
Project becomes available for re-linking

Project List Features:

Sortable by all columns
Pagination for large project lists
Search within dropdown selections

Business Rules Summary¶

Company Rules¶

Companies are synced from external master file
Details or non-editable and is read-only
Companies cannot be deleted

Association Rules¶

Associations are manually created and managed
Full CRUD operations available to authorized users
Must have unique codes and names
Cannot be deleted if linked to open requisitions
Projects can be linked/unlinked flexibly

General Rules¶

Sorting and pagination available on all list views
Form validation prevents invalid data entry
Confirmation modals required for destructive actions
Success/error messaging provides user feedback

Example Scenarios¶

Scenario 1: Routine Company Sync¶

Purchasing Admin accesses Company Management
Clicks "Sync" button
System connects to Cityland Legacy System and updates/adds companies
Sync completion message displays with timestamp
Updated company list refreshes to page 1

Scenario 2: Create New Association with Projects¶

Purchasing Admin accesses Company Management
Clicks "Create Association" button
Fills all required association details
Adds multiple projects using project selector
Reviews project list and removes one project
Submits association for creation
Success message displays and returns to company list

Scenario 3: Edit Association Contact Information¶

Purchasing Staff views association details
Clicks Edit button for association
Updates association address and contact number
Confirms changes via modal
Success toast displays and modal closes
Updated information reflects in company list

Scenario 4: Attempt to Delete Association with Open Requisitions¶

IT Admin views association details
Clicks Delete button
System checks for open requisitions
Deletion blocked message displays
User returns to association view without deletion

Data Flow Integration¶

Incoming Data¶

Cityland Legacy System → Company Management Data
User input → Association data

Outgoing Data¶

Company/Association data → Requisition forms
Company/Association data → Filter options throughout system
Project associations → Project-based requisition filtering

Common Issues and Solutions¶

Issue 1: Sync Button Not Responding¶

Cause: Network connectivity or master file access issues

Solution:

Check network connection
Verify master file system availability
Contact system administrator if issue persists

Issue 2: Cannot Create Association¶

Cause: Validation errors or duplicate codes/names

Solution:

Review all field validation messages
Ensure unique association code and name
Check character limits and allowed characters

Issue 3: Project Not Available for Linking¶

Cause: Project already linked to association or not synced

Solution:

Verify project isn't already in association's project list
Check if project exists in Project Management system
Perform project sync if necessary