Skip to content

Item Management Workflow

This document outlines the complete workflow for items management in the PRS system, including OFM Items, OFM Lists, and Non-OFM Items.

Workflow Diagram

flowchart TD
    Start([OFM Items Management]) --> S1[Sync OFM Items]
    S1 -->|Units Required| S2[Add Units to New Items without units]
    S1 -->|Steelbar Tagging| S3[Tag Items as Steelbar]
    S3 -->|Add Dimensions| S4[Add Steelbar Dimensions]
    S2 --> S5[OFM Items Updated]
    S4 --> S5
    S5 --> S6[Auto-Categorize by Project/Trade]
    S6 --> S7[OFM Lists Created]

    Start2([Non-OFM Items Management]) --> N1[Create Non-OFM Item]
    N1 --> N2[Non-OFM Item Created]
    N2 -->|Edit| N3[Update Non-OFM Item]

    RS1([Requisition Integration]) --> R1[Create RS with Items]
    R1 -->|OFM Item| R2[Select from OFM List]
    R1 -->|Non-OFM Item| R3[Select from Non-OFM List]
    R2 -->|RS Used Item| N4[Update Item History <br> for OFM: Adjust Remaining GFQ]
    R3 -->|RS Used Item| N4

Item Types

OFM Items

  • Owner Furnished Materials (OFM) synced from the Cityland Items API
  • Categorized by company, project, and trade
  • Includes account codes and GFQ (Guaranteed Fixed Quantity)

Non-OFM Items

  • Custom items created by users
  • Not part of the master list
  • Can be goods or services
  • Account code generated by PRS

User Access Levels

User Type OFM Items Non-OFM Items
IT Admin Full Access Full Access
Purchasing Admin Full Access Full Access
Engineers Full Access View Access
Purchasing Staff Full Access Full Access
Purchasing Head Full Access Full Access

OFM Items Management

1. OFM Items Synchronization

Actor: IT Admin, Purchasing Admin, Purchasing Staff, Purchasing Head, Engineers

Actions:

  • Access the OFM Items landing page
  • Initiate sync with Cityland's Items Master List via Sync Button
  • System pulls latest item data including:
  • Item Description
  • Account Code
  • Unit
  • Company and Trade (derived from Account Code)
  • GFQ (Guaranteed Fixed Quantity)

Business Rules:

  • Sync button is disabled during synchronization
  • Last sync date/time is displayed
  • Item Code is mapped to Account Code
  • If no units synced, units are initially set to "---" for new items
  • ALL QUANTITY fields in the PRS supports 3 decimal places
  • Items are categorized by trade code in account code (positions 10-11)
  • 11xxx - Civil and Architectural Works
  • 12xxx - Mechanical Works
  • 13xxx - Electrical Works
  • 14xxx - Plumbing & Sanitary Works
  • 15xxx - Fire Protection Works
  • 16xxx - Bored Piles Work
  • 17xxx - Substructure Works
  • 226xx, 326xx, 60xxx - Painting Works Interior
  • 18xxx - Equipment
  • Others - container of unclassified OFM

2. Units Assignment for New Items

Actor: Purchasing Staff, IT Admin, Purchasing Admin, Purchasing Head, Engineers

Actions:

  • After synchronization, system identifies items without units
  • User prompted to assign units via modal
  • User selects from standard unit options or adds custom unit

Business Rules:

  • Units selection uses standardized options:
    • pc, lot, pack, unit, set, m, gal, liter, bundle, kilo, yard, ream, box, bottle, pair, roll, dozen, can, unit, tin
  • Custom units can be added and saved for future use
  • All items must have a unit assigned

3. Steelbar Tagging and Configuration

Actor: Purchasing Staff, IT Admin, Purchasing Admin, Purchasing Head, Engineers

Actions:

  • Tag items as steelbars during/after synchronization
  • Configure steelbar-specific attributes:
  • Grade (40, 60, 80)
  • Diameter (varies by grade)
  • Length (6.0m, 7.5m, 9.0m, 10.5m, 12.0m)
  • Weight

Business Rules:

  • Default steelbar setting is "No"
  • Steelbar items get special handling in requisitions
  • Steelbar dimensions affect available quantity calculations
  • Weight is measured and tracked in kg
  • If Grade, Diameter, and Length are already selected, the Weight should be autofilled
  • If Grade, Length, and Weight are selected, the Diameter should be autofilled

4. OFM Item Editing

Actor: Purchasing Staff, IT Admin, Purchasing Admin

Actions:

  • Edit units for existing OFM items
  • Update steelbar configurations
  • View item history including requisitions and deliveries

Business Rules:

  • Most item fields are non-editable (Item Code, Description, Account Code, etc.)
  • Units can be updated using standard options or custom entries
  • Updates to items should cascade to related requisitions

5. OFM Lists Auto-Creation

Actor: System (PRS)

Actions:

  • Categorize OFM items by Company, Project, and Trade
  • Create pre-defined OFM lists based on these categories
  • Distribute lists to users based on assigned Project and Trade

Business Rules:

  • Lists are automatically maintained based on synchronized items
  • Each OFM List contains items matching specific Company/Project/Trade combination
  • Lists are visible to all users with matching Project/Trade assignments

6. Remaining GFQ Calculation

Actor: System (PRS)

Actions:

  • Track initial GFQ for each item
  • Calculate Remaining GFQ based on requisition usage
  • Update Remaining GFQ after the following events:
    • RS Submission
    • RS Approval (quantity changes)
    • RS Cancellation
    • RS Force Close

Business Rules:

  • For first request: GFQ - Request Quantity = Remaining GFQ
  • For subsequent requests: Last Remaining GFQ - Request Quantity = New Remaining GFQ
  • For quantity changes during approval: depends on quantity change (additive or deductive to GFQ)
  • For cancelled RS: Last Remaining GFQ + Cancelled Quantity = New Remaining GFQ
  • Remaining GFQ is visible item details

Non-OFM Items Management

1. Non-OFM Item Creation

Actor: Engineering Group, Purchasing Staff, IT Admin, Purchasing Admin

Actions:

  • Access Non-OFM Items landing page
  • Create new Non-OFM items with required details
  • Assign item type, unit, and description

Business Rules:

  • Item Name: Alphanumeric and special characters, max 100 characters
  • Item Type: Goods or Service
  • Unit: Selected from standardized list
  • Description: Max 100 characters
  • Account code is auto-generated during creation

2. Non-OFM Item Editing

Actor: Engineering Group, Purchasing Staff, IT Admin, Purchasing Admin

Actions:

  • Edit existing Non-OFM items
  • Update item details

Business Rules:

  • Same validation rules as creation apply
  • Field updates are validated before saving
  • History of changes is maintained

Integration with Requisition System

1. OFM Items in Requisitions

Actor: Requisition Users

Actions:

  • Select OFM items from applicable OFM Lists based on user's Project/Trade
  • Specify required quantity

Business Rules:

  • Only OFM Lists matching user's Project/Trade are available
  • Selected quantity is validated against Remaining GFQ
  • Requested quantity is deducted from Remaining GFQ upon submission
  • For steelbars, special handling applies based on dimensions
  • Item history is updated to reflect usage in requisitions

2. Non-OFM Items in Requisitions

Actor: Requisition Users

Actions:

  • Select from available Non-OFM items

Business Rules:

  • Non-OFM items are available to all users regardless of Project/Trade
  • Item history is updated to reflect usage in requisitions

Item History Tracking

Actor: System (PRS)

Actions:

  • Track all requisitions and deliveries for each item
  • Maintain history of quantity changes
  • Display history in item details view

Business Rules:

  • History shows RS Number, Price, Request/Delivery dates, and quantities
  • Default sorting is by RS Number
  • History data is read-only

Example Scenarios

Scenario 1: OFM Item Management

  1. IT Admin syncs items from master list
  2. System creates OFM lists based on company/project/trade
  3. Engineers view and use items in requisitions
  4. Purchasing staff track item history

Scenario 2: Non-OFM Item Creation

  1. User creates new non-OFM item
  2. Item is associated with company and project
  3. Item becomes available for requisitions
  4. Purchasing staff can track item usage

Common Issues and Solutions

Issue 1: Missing Units for OFM Items

Cause: New items were synchronized without units being assigned.

Solution:

  • Access OFM Items landing page
  • Identify items with "---" as unit
  • Assign proper units through the edit functionality
  • Complete all missing units before using in requisitions

Issue 2: Cannot Find OFM List

Cause: User's Project/Trade assignment doesn't match any available OFM List.

Solution:

  • Verify user's Project Trade assignments in Project Management
  • Check if OFM items exist for the user's Project/Trade combination
  • If no items exist, either create Non-OFM items or have admin update Project/Trade assignments

Issue 3: Item Sync Failures

Solution:

  • Ensure proper API connection with Cityland
  • Verify network connectivity
  • Check API credentials

Issue 4: Missing Item History

Solution:

  • Verify item has been used in requisitions
  • Check if item is properly linked to company/project
  • Ensure proper tracking of deliveries

Implementation Details

Key Files

  • Controllers:
  • src/app/handlers/controllers/ofmItemController.js
  • src/app/handlers/controllers/nonOfmItemController.js

  • src/app/handlers/controllers/ofmListController.js

  • Services:

  • src/app/services/ofmItemService.js
  • src/app/services/nonOfmItemService.js

  • src/app/services/ofmListService.js

  • Repositories:

  • src/infra/repositories/ofmItemRepository.js
  • src/infra/repositories/nonOfmItemRepository.js

  • src/infra/repositories/ofmListRepository.js

  • Entities:

  • src/domain/entities/ofmItemEntity.js
  • src/domain/entities/nonOfmItemEntity.js

  • src/domain/entities/ofmListEntity.js

  • Constants:

  • src/domain/constants/itemConstants.js