Non-Requisition Payment Request Workflow¶

This document outlines the complete workflow for non-requisition payments in the Purchase Request System (PRS), which allows for processing payments that don't follow the standard requisition process. Non-requisition payments are typically used for direct supplier invoices, utility bills, and other ad-hoc payments.

Overview¶

The Non-Requisition (Non-RS) Payment Request system enables users to submit payment requests for invoices and expenses that bypass the traditional requisition workflow. This streamlined process is designed for scenarios where items or services have already been delivered and invoiced by suppliers.

User Access Control¶

Based on user types, the following access levels apply to Non-RS functionality:

Workflow Diagram¶

flowchart TD
  Start([Create Non-RS
  Payment Request]) -->|Save as Draft| S1[Draft]
  S1 -->|Edit & Submit| S2[For Approval]
  Start -->|Submit Directly| S2
  S2 -->|Supervisor Approval| S3[Department Approval]
  S3 -->|All Approvers Approve| S4[Closed]
  S2 -->|Rejected| S5[Rejected]
  S3 -->|Rejected| S5
  S5 -->|Resubmit| S2
  S1 -->|Edit| Start

Status Definitions¶

Approval Hierarchy¶

The approval process follows a structured hierarchy:

1. Level 1: Requester's Supervisor
2. Level 2: Department Approvers (based on selected department)
3. Additional Approvers: Can be added by current approvers during the approval process

Detailed Workflow Steps¶

1. Non-Requisition Creation¶

Actors:
All except Root User

Process:
1. Navigate to Non-RS dashboard
2. Click "Create Non-RS Request" button
3. Fill in the required information across multiple sections

Request Details Section¶

Charge To Section¶

• Purpose: Specify what entity should be charged for the expense
• Behavior: Auto-populated based on Request Details, but can be overridden
• Options: Company, Association, Project, or specific Supplier

Items Table¶

Available Units: pc, lot, pack, unit, set, m, gal, liter, bundle, kilo, yard, ream, box, bottle, pair, roll, dozen, can, tin

Additional Attachments and Notes¶

• Additional Attachments: Optional files (same validation as invoice attachment)
• Additional Notes: Optional text field (max 100 characters)

Actions Available:
- Save Draft: Creates a temporary Non-RS number (Format: NRS-TMP-AA00000001)
- Submit: Creates a permanent Non-RS number (Format: NRS-AA00000001) and moves to approval
- Cancel: Discards changes

Business Rules:
- Total amount computation must equal supplier invoice amount before submission
- All required fields must be completed for submission
- Invoice attachment is mandatory
- Number and letter sequences are auto-generated

2. Non-Requisition Viewing¶

Actors:
All except Root User

Detail View Sections:
1. Request History: Timeline of status changes and approvals
2. Non-RS Details: All request information
3. Status and Approvers: Current status and approval chain
4. Attachments and Notes: File management and comments
5. Items Table: Searchable item details
6. Amount Summary: Subtotal, discounts, and total

Available Actions (context-dependent):
- Cancel Request: Available if no approvals yet
- Download PDF: Generate printable version
- Edit: Available for draft status or rejected requests

3. Non-Requisition Approval Process¶

Actors:
Purchasing Head

Approval Actions¶

Approve:
1. Review all request details, items, and attachments
2. Optionally add approval notes (max 100 characters)
3. Optionally add additional approvers
4. Confirm approval

Reject:
1. Review request details
2. Enter rejection reason (required, max 100 characters)
3. Confirm rejection

Add Additional Approvers:
- Can be done during approval process
- Search and select from eligible user types
- Additional approvers are marked with "*"
- Can edit or remove added approvers until approval is given

Approval Rules¶

• Approvers must be in the approval chain
• Approval flows sequentially through levels
• Additional approvers must approve before next level
• All approvers at a level must approve before proceeding
• Rejection stops the process and returns to requester
• See Detailed Approval Business Rules

4. Resubmission After Rejection¶

Actor: Original requester

Editable Fields:
- Charge To details
- Payable To
- Date Needed
- Delivery Fee
- Item quantities and amounts
- Item discounts
- Additional attachments and notes

Process:
1. Receive rejection notification
2. Access rejected Non-RS via dashboard or notification
3. Make necessary corrections
4. Resubmit for approval
5. Approval process restarts from Level 1

5. Final Processing¶

Completion: When all approvers have approved:
- Status changes to "Closed"
- Request is posted to Cityland Accounting for payment processing via API

Amount Calculations¶

The system performs automatic calculations:

• Amount: Sum of (Unit Price × Quantity) for all items
• Item Discounts: Applied per item (fixed amount or percentage)
• Group Discount: Applied to total (fixed amount or percentage)
• Total Amount: Amount - Item Discounts - Group Discount

Validation: Total amount must equal supplier invoice amount before submission.

PDF Generation¶

Download Features:
- File Format: PDF with structured layout
- Filename: NRS-YYYYMMDD-HHMMSS (e.g., NRS-20240728-102039)
- Content Includes:

• Non-RS header and number
• Project/Company information
• Request details and payable information
• Complete items table with calculations
• Amount summary in figures and words
• Payment method checkboxes
• Supporting documents section
• Signature blocks
• Page indicators

Common Scenarios¶

Scenario 1: Standard Flow¶

1. User creates Non-RS with supplier invoice
2. Submits for approval
3. Supervisor approves
4. Department head approves
5. Request closed and sent to accounting

Scenario 2: Rejection and Resubmission¶

1. User creates and submits Non-RS
2. Approver rejects with reason
3. User receives notification and edits request
4. User resubmits corrected request
5. Approval process restarts

Scenario 3: Additional Approvers¶

1. Current approver adds additional reviewer
2. Current approver approves
3. Additional approver must approve before next level
4. Process continues through remaining levels

Best Practices¶

1. Complete Information: Ensure all required fields are properly filled
2. Accurate Amounts: Verify calculations match supplier invoice
3. Proper Attachments: Include clear, legible invoice scans
4. Timely Approvals: Process approvals promptly to avoid delays
5. Clear Rejection Reasons: Provide specific, actionable feedback
6. Document Management: Organize supporting documents properly