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Status Transition Matrix¶

This document defines the valid status transitions for each workflow in the PRS system. It serves as a reference for both frontend and backend developers to ensure consistent implementation of workflow rules.

Requisition Workflow¶

Status Definitions¶

Status	Backend Value	Frontend Display	Description
Draft	draft	Draft	Initial status when a requisition is created but not submitted
Submitted	submitted	For Approval	Requisition has been submitted for approval
Approved	approved	Approved	All approvers have approved the requisition
Rejected	rejected	Rejected	Requisition has been rejected by an approver
Assigned	assigned	Assigned	Requisition has been assigned to a purchasing staff
Assigning	assigning	Assigning	Requisition is in the process of being assigned
Canvass For Approval	canvass_for_approval	Canvass Approval	Canvass has been submitted for approval
Partially Canvassed	partially_canvassed	Partially Canvassed	Not all requisition items are included in the canvass
For PO Review	for_po_review	For PO Review	Purchase orders have been created and are under review
For Delivery	for_delivery	For Delivery	Purchase orders have been approved and are awaiting delivery
Closed	closed	Closed	All items have been delivered and paid for

Valid Transitions¶

stateDiagram-v2
    [*] --> draft: Create
    draft --> submitted: Submit
    submitted --> approved: All Approve
    submitted --> rejected: Any Reject
    rejected --> submitted: Resubmit
    approved --> assigning: Ready for Assignment
    assigning --> assigned: Assign Staff
    assigned --> partially_canvassed: Create Partial Canvass
    assigned --> canvass_for_approval: Create Complete Canvass
    partially_canvassed --> canvass_for_approval: Complete Canvass
    canvass_for_approval --> for_po_review: Approve Canvass
    for_po_review --> for_delivery: Approve PO
    for_delivery --> closed: All Items Delivered & Paid

Transition Rules¶

Current Status	Valid Next Status	Required Permission	Frontend Action
draft	submitted	submit_requisition	Submit button
submitted	approved	approve_requisition	Approve button
submitted	rejected	reject_requisition	Reject button
rejected	submitted	submit_requisition	Resubmit button
approved	assigning	assign_requisition	Assign button
assigning	assigned	assign_requisition	Select Assignee button
assigned	partially_canvassed	create_canvass	Create Canvass button
assigned	canvass_for_approval	create_canvass	Create Canvass button
partially_canvassed	canvass_for_approval	update_canvass	Update Canvass button
canvass_for_approval	for_po_review	approve_canvass	Approve Canvass button
for_po_review	for_delivery	approve_po	Approve PO button
for_delivery	closed	close_requisition	Close button

Canvass Workflow¶

Status Definitions¶

Status	Backend Value	Frontend Display	Description
Draft	draft	CS Draft	Initial status when a canvass is created but not submitted
Partially Canvassed	partially_canvassed	Partially Canvassed	Not all requisition items are included in the canvass
For Approval	for_approval	For CS Approval	Canvass has been submitted for approval
Approved	approved	CS Approved	All approvers have approved the canvass
Rejected	rejected	CS Rejected	Canvass has been rejected by an approver

Valid Transitions¶

stateDiagram-v2
    [*] --> draft: Create
    draft --> partially_canvassed: Submit Partial
    draft --> for_approval: Submit Complete
    partially_canvassed --> for_approval: Complete
    for_approval --> approved: All Approve
    for_approval --> rejected: Any Reject
    rejected --> for_approval: Resubmit
    approved --> [*]: Generate POs

Transition Rules¶

Current Status	Valid Next Status	Required Permission	Frontend Action
draft	partially_canvassed	submit_canvass	Submit button (partial)
draft	for_approval	submit_canvass	Submit button (complete)
partially_canvassed	for_approval	update_canvass	Update button
for_approval	approved	approve_canvass	Approve button
for_approval	rejected	reject_canvass	Reject button
rejected	for_approval	submit_canvass	Resubmit button

Purchase Order Workflow¶

Status Definitions¶

Status	Backend Value	Frontend Display	Description
For PO Review	for_po_review	For PO Review	Initial status when a purchase order is created
For PO Approval	for_po_approval	For PO Approval	Purchase order has been submitted for approval
For Delivery	for_delivery	For Delivery	Purchase order has been approved and is awaiting delivery
Rejected PO	reject_po	Rejected PO	Purchase order has been rejected by an approver
Cancelled PO	cancelled_po	Cancelled PO	Purchase order has been cancelled

Valid Transitions¶

stateDiagram-v2
    [*] --> for_po_review: Create
    for_po_review --> for_po_approval: Submit
    for_po_review --> cancelled_po: Cancel
    for_po_approval --> for_delivery: All Approve
    for_po_approval --> reject_po: Any Reject
    for_po_approval --> cancelled_po: Cancel
    reject_po --> for_po_approval: Resubmit
    reject_po --> cancelled_po: Cancel
    for_delivery --> [*]: All Items Delivered

Transition Rules¶

Current Status	Valid Next Status	Required Permission	Frontend Action
for_po_review	for_po_approval	submit_po	Submit button
for_po_review	cancelled_po	cancel_po	Cancel button
for_po_approval	for_delivery	approve_po	Approve button
for_po_approval	reject_po	reject_po	Reject button
for_po_approval	cancelled_po	cancel_po	Cancel button
reject_po	for_po_approval	submit_po	Resubmit button
reject_po	cancelled_po	cancel_po	Cancel button

API Endpoints for Status Transitions¶

Requisition Workflow¶

Transition	API Endpoint	Method	Required Status	Resulting Status
Submit	/v1/requisitions/submit	PUT	draft	submitted
Approve	/v1/requisitions/{id}/approve	PUT	submitted	approved
Reject	/v1/requisitions/{id}/reject	PUT	submitted	rejected
Assign	/v1/requisitions/{id}/assign	PUT	approved	assigned
Cancel	/v1/requisitions/{id}/cancel	PUT	*	cancelled

Canvass Workflow¶

Transition	API Endpoint	Method	Required Status	Resulting Status
Submit	/v1/canvass/	POST	N/A	draft/partially_canvassed/for_approval
Approve	/v1/canvass/{id}/approve	POST	for_approval	approved
Reject	/v1/canvass/{id}/reject	POST	for_approval	rejected

Purchase Order Workflow¶

Transition	API Endpoint	Method	Required Status	Resulting Status
Submit	/v1/purchase-orders/{id}/submit	POST	for_po_review	for_po_approval
Approve	/v1/purchase-orders/{id}/approve	POST	for_po_approval	for_delivery
Reject	/v1/purchase-orders/{id}/reject	POST	for_po_approval	reject_po
Resubmit	/v1/purchase-orders/{id}/resubmit-rejected-po	POST	reject_po	for_po_approval
Cancel	/v1/purchase-orders/{id}/cancel	POST	*	cancelled_po

Frontend Components for Status Transitions¶

Requisition Workflow¶

Component	Action	API Mutation	Status Check
SubmitRequisitionButton	Submit	useSubmitRequisition	status === 'draft'
ApproveRequisitionButton	Approve	useApproveRequisition	status === 'submitted' && isPendingApprover
RejectRequisitionButton	Reject	useRejectRequisition	status === 'submitted' && isPendingApprover
AssignRequisitionButton	Assign	useAssignRequisition	status === 'approved' && isPurchasingHead
CancelRequisitionButton	Cancel	useCancelRequisition	status !== 'closed' && isRequestor

Canvass Workflow¶

Component	Action	API Mutation	Status Check
SubmitCanvassButton	Submit	useSubmitCanvass	isAssignedPurchasingStaff
ApproveCanvassButton	Approve	useApproveCanvass	status === 'for_approval' && isPendingApprover
RejectCanvassButton	Reject	useRejectCanvass	status === 'for_approval' && isPendingApprover

Purchase Order Workflow¶

Component	Action	API Mutation	Status Check
SubmitPOButton	Submit	useSubmitPO	status === 'for_po_review' && isAssignedPurchasingStaff
ApprovePOButton	Approve	useApprovePO	status === 'for_po_approval' && isPendingApprover
RejectPOButton	Reject	useRejectPO	status === 'for_po_approval' && isPendingApprover
ResubmitPOButton	Resubmit	useResubmitPO	status === 'reject_po' && isAssignedPurchasingStaff
CancelPOButton	Cancel	useCancelPO	(status === 'for_po_review'