Receiving Report Workflow (previously Delivery Report)¶

This document outlines the complete workflow for the receiving delivery receipt in the PRS system.

Workflow Diagram¶

flowchart TD
  Start([Create Receiving Report]) -->|isDraft| S1[Draft]
  S1 -->|Edit RR| Start
  Start -->|Submitted| S2[Delivered]

Status Definitions¶

Detailed Workflow Steps¶

1. Receiving Report Creation¶

Actor: Purchasing Staff or Requester

Actions:

• Create a new receiving report for a purchase order
• Record delivered items and quantities
• Add delivery date and notes
• Include returns in notes
• Upload delivery receipt from supplier
• Save as draft or submit immediately

Status Transitions:

• New → DRAFT (if saved as draft)
• New → DELIVERED (if submitted immediately)

Business Rules:

• Only the creator or assignee of the requisition can create a receiving report
• Deliveries can only be created for Purchase Orders with status FOR_DELIVERY
• RR Number is auto-generated
• RR Letter is auto-generated
• Can create multiple receiving reports for the same PO
• Must include delivery date and quantities
• Can handle partial deliveries (not all items delivered)
• The sum of all delivery quantities of different DRs for an item cannot exceed the ordered quantity
• Returns are handled in notes section
• Delivery items must reference the Purchase Order items they correspond to
• Delivery Receipt No. from supplier must be inputted
• Delivery Receipt from supplier must be uploaded

2. Receiving Report Submission¶

Actor: Purchasing Staff or Requester

Actions:

• Update a draft receiving report
• Add or update delivered items
• Submit the receiving report

Status Transitions:

• DRAFT → DELIVERED

Business Rules:

• Same as above
• All required fields must be filled
• Delivered quantities must be valid
• Delivery history is recorded for each item

Example Scenarios¶

Scenario 1: Standard Delivery Flow¶

1. Purchasing Staff creates a receiving report for a purchase order
2. Purchasing Staff records all delivered items and quantities
3. Purchasing Staff submits the receiving report

Scenario 2: Partial Delivery¶

1. Purchasing Staff creates a receiving report for some items in a purchase order
2. Purchasing Staff submits the receiving report
3. Later, Purchasing Staff creates another receiving report for remaining items
4. Purchasing Staff submits the second receiving report
5. Continue with standard flow

Scenario 3: Delivery with Returns¶

1. Purchasing Staff creates a receiving report for a purchase order
2. Some items are found to be defective
3. Purchasing Staff records all valid delivered items and quantities only
4. Purchasing Staff indicates return quantity in notes section
5. Continue with standard flow for non-returned items

Common Issues and Solutions¶

Issue 1: Cannot Create Receiving Report¶

Cause: User is not authorized or purchase order is not in FOR_DELIVERY status.

Solution:

• Check if the user is the creator or assignee of the requisition
• Ensure the purchase order is in FOR_DELIVERY status

Issue 2: Partial Delivery Tracking¶

Cause: Confusion about how to handle partial deliveries.

Solution:

• Create a receiving report with only the items that were delivered
• System will track which items are fully delivered
• Create additional receiving report for subsequent deliveries