Requisition Workflow¶

This document outlines the complete workflow for requisitions in the PRS system, from creation to closure.

Workflow Diagram¶

  flowchart TD
    Start([Create or Edit RS]) -->|isDraft| S1[Draft]
    S1 -->|Edit| Start
    Start -->|Submitted| S2[For RS Approval]
    S2 -->|Fully Approved| S3[Assigning]
    S2 -->|Cancel RS| S9[RS Cancelled]
    S2 -->|Rejected| S4[RS Rejected]
    S4 -->|Return| Start
    S3 -->|Assigned| S5[Assigned]
    S5 -->|Canvass Entered| S6[RS in Progress]
    S6 -->|RS fulfilled| S8[Closed RS]
    S6 -->|Cancel RS| S7[RS Cancelled]
    S3 -->|Cancel RS| S10[RS Cancelled]
    S5 -->|Cancel RS| S11[RS Cancelled]

• RS status will remain FOR_RS_APPROVAL until fully approved
• RS can be REJECTED during FOR_RS_APPROVAL status
• RS can be CANCELLED by the requester if the most progressed/advanced status of its PURCHASE ORDER/S is FOR_SENDING
• RS will be set to RS_IN_PROGRESS once a canvass is submitted
• RS will be set to CLOSED_RS when all POs are closed and no items left to canvass

Status Definitions¶

Detailed Workflow Steps¶

1. Requisition Creation¶

Actor: Requester (All users except Root User)

Actions:

• Create a new requisition
• Fill in required fields (category, type, company, project, department, purpose, etc.)
• Add items to the requisition
• Save as draft or submit immediately
• Creator is set to the current user

Status Transitions:

• New → DRAFT (if saved as draft)
• New → FOR RS APPROVAL (if submitted immediately)

Business Rules:

• If submitted, all required fields must be filled
• If submitted, at least one item must be added
• RS Number is auto-generated when submitted
• Only Engineer user type can create OFM and OFM TOM type of request
• Adding of items will be based on RS_TYPE
• Items must have a valid quantity, unit, and description
• OFM Items are filtered based on user's trade and project
• OFM Items quantity should not exceed remaining GFQ
• Items can have notes (optional)
• Items can be added, updated, or deleted while the requisition is in DRAFT status
• Steelbars are shown in a seperate tab
• Requested quantity will be deducted from item's Remaining GFQ once submitted

2. Requisition Submission¶

Actor: Requester

Actions:

• Update a draft or rejected requisition
• Submit the requisition for approval

Status Transitions:

• DRAFT → FOR RS APPROVAL
• REJECTED RS → FOR RS APPROVAL

Business Rules:

• All required fields must be filled
• At least one item must be added
• Approvers are assigned based on category, project, department and quantities (GFQs)
• Optional approvers are added if quantity is >80% of GFQ

3. Requisition Approval¶

Actor: Approvers

Actions:

• Review the requisition
• Approve or reject the requisition
• Add note of approval (optional) or rejection (required)
• Add additional approvers (optional)

Status Transitions:

• FOR RS APPROVAL → ASSIGNING (if all approvers approve)
• FOR RS APPROVAL → REJECTED RS (if any approver rejects)

Business Rules:

• Approvers must be assigned to the requisition
• Approvers are processed in order by level
• Rejection requires a reason/comment
• Status will remain as FOR RS APPROVAL until fully approved
• Additional approvers can be added during the approval process
• Approvers can input a note during approval
• Approvers can edit item quantity or delete an item from the table
• If there are quantity changes, these should reflect to the remaining GFQ.
• Optional approvers should be added/removed based on new approved quantity (>80% of GFQ)
• See Detailed Approval Business Rules

4. Requisition Assignment¶

Actor: Purchasing Head, Purchasing Admin, and Purchasing Staff

Actions:

• Assign the requisition to oneself or another purchasing staff
• For Purchasing Head -> Re-assign requisition to another purchasing staff

Status Transitions:

• ASSIGNING → ASSIGNED

Business Rules:

• Only fully approved requisitions (ASSIGNING status) can be assigned
• Assignment must be to a Purchasing Staff or Purchasing Head
• Only Purchasing Head can update assignments

5. Requisition Monitoring¶

Actor: System (PRS)

Actions:

• Monitor canvass sheet statuses to change status
• Monitor purchase order statuses to close RS

Status Transitions:

• ASSIGNED → RS IN PROGRESS
• RS IN PROGRESS → CLOSED RS

Business Rules:

• Status will be RS IN PROGRESS when atleast 1 canvass sheet has been created
• Will retain RS IN PROGRESS status until RS is closed or cancelled
• RS will be CLOSED if all purchase orders are closed and no items left to canvass

5. Requisition Cancellation¶

Actor: Requester

Actions:

• Requester cancels the requisition during any stage of RS

Status Transitions:

• FOR RS APPROVAL → RS CANCELLED
• ASSIGNING → RS CANCELLED
• ASSIGNED → RS CANCELLED
• RS IN PROGRESS → RS CANCELLED
• RS REJECTED → RS CANCELLED

Business Rules:

• Cancellation is allowed during all RS stages except CLOSED RS, and if the most progressed/advanced status of its PURCHASE ORDER/S is FOR_SENDING
• Cancelling the RS will cancel all Purchase Orders:
  • FOR PO REVIEW → PO CANCELLED
  • FOR PO APPROVAL → PO CANCELLED
  • FOR SENDING → PO CANCELLED
• No new canvasses can be created - thus no purchase orders shall be generated
• Existing canvasses cannot be edited
• Canvass statuses will be CS Cancelled, except CS with CS_Approved status:
  • CS DRAFT → CS CANCELLED
  • FOR CS APPROVAL → CS CANCELLED
• For OFM and OFM TOM requests, remaining GFQs will be adjusted after cancellation - return approved quantity to remaining GFQ

Example Scenarios¶

Scenario 1: Standard Requisition Flow¶

1. Requester creates and submits a requisition
2. Approvers approve the requisition
3. Purchasing Head assigns the requisition to a Purchasing Staff
4. Purchasing Staff creates a canvass and submits it for approval
5. Purchase orders are closed
6. Requisition is closed

Scenario 2: Requisition with Rejection¶

1. Requester creates and submits a requisition
2. An approver rejects the requisition with a reason
3. Requester updates the requisition and resubmits it
4. Approvers approve the requisition
5. Continue with standard flow

Scenario 3: Cancellation of Requisition¶

1. Requester creates and submits a requisition
2. Requester cancels the requisition
3. Purchase orders and Canvass Sheets are cancelled
4. Requisition is cancelled

Common Issues and Solutions¶

Issue 1: Requisition Stuck in FOR_RS_APPROVAL Status¶

Cause: Some approvers have not yet approved the requisition.

Solution:

• Check which approvers have not yet approved
• Send reminders to pending approvers
• Consider adding alternative approvers if original approvers are unavailable

Issue 2: Cannot Submit Requisition¶

Cause: Missing required fields or validation errors.

Solution:

• Check validation error messages
• Ensure all required fields are filled
• Ensure at least one item is added

Issue 3: Cannot Assign Requisition¶

Cause: Requisition is not in ASSIGNING status.

Solution:

• Check current status of requisition
• Ensure all approvers have approved
• If rejected, address rejection reason and resubmit