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Notification System Workflow

This document outlines the notification system workflow for the Purchase Request System (PRS) used in Cityland's construction and development operations.

Overview

The notification system is designed to keep users informed about important events and updates in the purchase request process. It ensures timely communication between different stakeholders involved in the procurement workflow, from initial requisition to final payment.

Notification Categories

1. Requisition Slip (RS)

  • RS Rejection
  • RS Full Approval
  • Additional Approver Assignment
  • RS Resubmission after Rejection
  • RS Updates by Approver
  • RS Assignment to Purchasing Staff
  • RS Self-Assignment
  • RS Staff Reassignment
  • RS Cancellation

2. Canvass

  • Canvass Sheet Rejection
  • Additional Approver Assignment
  • Supplier List Updates

3. Purchase Order (PO)

  • PO Rejection
  • Additional Approver Assignment
  • Additional Fees Updates

4. Payment Request

  • PR Rejection
  • Additional Approver Assignment

5. Non-RS Payment Request

  • Non-RS Rejection
  • Non-RS Updates by Approver
  • Additional Approver Assignment

6. Password Reset

  • IT Admin Password Reset Request
  • User Password Reset Request

7. Sync Scenarios

  • Supplier Updates for RS
  • Supplier Suspension in Management
  • Company Details Updates
  • Project Details Updates
  • Department Details Updates
  • OFM Items Updates

8. Approvers Assignment

  • Alt Approver Setup
  • Alt Approver Updates
  • Leave Date Updates
  • Leave Date Cancellation
  • Approver Status Updates
  • RS Approval Override
  • Canvass Approval Override
  • PO Approval Override
  • PR Approval Override
  • Non-RS Approval Override

Receiver Checklist by Module

Requisition Slip

Scenario Requester/Created By Assigned Purchasing or Procurement Staff Purchasing Head Approver
Rejected RS ✅ ⬜ ⬜ ⬜
Fully Approved ✅ ⬜ ⬜ ⬜
Added Additional Approver ⬜ ⬜ ⬜ ✅
Resubmitted the RS after reject ⬜ ⬜ ⬜ ✅
Requisition Slip updated by Approver ✅ ⬜ ⬜ ⬜
Assigning of RS to a Purchasing Staff by the Purchasing Head ⬜ ✅ ⬜ ⬜
Assigning of RS to own ⬜ ⬜ ✅ ⬜
Updated assigned Purchasing Staff by the Purchasing Head ⬜ ✅ ⬜ ⬜
RS has been Cancelled ⬜ ✅ ⬜ ⬜

Canvass

Scenario Requester/Created By Assigned Purchasing or Procurement Staff Approver
Rejected Canvass Sheet ✅ ✅ ⬜
Added Additional Approver ⬜ ⬜ ✅
Supplier Edited ✅ ✅ ⬜

Purchase Order

Scenario Requester/Created By Assigned Purchasing or Procurement Staff Approver
PO Rejected ✅ ✅ ⬜
Added Additional Approver ⬜ ⬜ ✅
Purchase Order has been updated with Additional Fees ⬜ ⬜ ✅

Payment Request

Scenario Requester/Created By Assigned Purchasing or Procurement Staff Approver
PR has been Rejected ⬜ ✅ ⬜
Added Additional Approver ⬜ ⬜ ✅

Non-RS Payment Request

Scenario Requester/Created By Approver
Rejected Non-RS ✅ ⬜
Updated Non-RS by the Approver ✅ ⬜
Added Additional Approver ⬜ ✅

Password Reset

Scenario Root User IT Admin Requester/Created By
IT Admin has requested Password Reset ✅ ⬜ ⬜
User has requested Password Reset ⬜ ✅ ⬜

Sync Scenarios

Scenario Requester/Created By Assigned Purchasing or Procurement Staff Approver
An Update has been made to the Supplier selected for the RS ✅ ✅ ✅
A Supplier was Suspended in Supplier Management ✅ ✅ ✅
Company Details Update ✅ ✅ ✅
Project Details Update ✅ ✅ ✅
Department Details Update ✅ ✅ ✅
OFM Items Details Update ✅ ✅ ✅

Approvers Assignment

Scenario Requester/Created By Assigned Purchasing or Procurement Staff Approver
Leave an Alt Approver has been Setup by an Approver ⬜ ⬜ ✅
Updated Alt Approver ⬜ ⬜ ✅
Updated Leave Date ⬜ ⬜ ✅
Cancelled Leave Date ⬜ ⬜ ✅
Approver updated due to Inactive Status ⬜ ⬜ ✅
Override RS Approval ⬜ ⬜ ✅
Override Canvass Approval ⬜ ⬜ ✅
Override PO Approval ⬜ ⬜ ✅
Override PR Approval ⬜ ⬜ ✅
Override Non-RS Approval ⬜ ⬜ ✅

Notification Flow

graph TD
    A[Event Trigger] --> B{Notification Category}
    B -->|RS| C[Requisition Slip]
    B -->|Canvass| D[Canvass]
    B -->|PO| E[Purchase Order]
    B -->|Payment| F[Payment Request]
    B -->|Non-RS| G[Non-RS]

    B -->|Password| I[Password Reset]
    B -->|Sync| O[Sync Scenarios]
    B -->|Approver| P[Approvers Assignment]

    C --> J[Determine Recipients]
    D --> J
    E --> J
    F --> J
    G --> J

    I --> J
    O --> J
    P --> J

    J --> K[Generate Notification]
    K --> L[Deliver Notification]
    L --> M[Update Notification Status]

Notification Content Structure

Standard Notification Format

Text Only
1
2
3
4
5
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Title: [Notification Type]

Content:
[Detailed Message]

Date of the Notification: [MMM-DD-YYYY]

Key Information Elements

  • Document Reference Numbers (RS, PO, PR numbers)
  • Action Required
  • Status Updates
  • Timestamps
  • Relevant User Names
  • Direct Links to Documents
  • Password Reset Request Details (for password-related notifications)

Notification Delivery

In-App Notifications

  • Real-time notification center
  • Unread notification indicators
  • Quick access to related documents