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Example Use case
An employee end-user (lsmith) needs a new laptop. She The user logs in and creates a new Purchase Request from the End-User interface. She'll end user interface (EUI). They specify who it's for (the record's creator is the requestor by default), the type of purchase by Service Category, the business justification for the request, etc. Lastly she'll they select the item(s) she's they are requesting via a Related Table to the Items Requested table, which in turn draws from the Items table. She The user may also select from Assets in stock that matches the type of purchase she they chose.
Jim Sullivan (jsullivan), lsmithThe end user's manager, receives an email that a new request needs his approval. He The manager can approve or reject directly from hotlinks in the email or edit the record manually from the staff interface. Jim, as As a supervisor, will change the manager changes the Supervisor Approved field to either Yes or No. A rule running on edits will then change the status appropriately ( to Supervisor Approved or Supervisor Rejected). If he approvesthe request is approved, a notification will be sent to the Purchasing Team.
Members of the Procurement Team (e.g. awilliams) receive an email stating that a new Purchase Request is awaiting their approval. Members of the Procurement Group will see some additional fields in the Purchase Request record, including a Procurement Group Approved field similar in function to the Supervisor Approved field. They will also see another Yes/No choice field called "All Items Received?" When the recipient/requestor requester has been satisfied, the Procurement Group changes the status to Fulfilled.
Relationship Diagram
Record Creation
Internal customers can create Purchase Requests are creatable by internal customers from the End-User Interface, or by members from the EUI. Members of the Purchasing team can create records on behalf of other users.
Upon creation, a rule sends emails to the RequestorRequester, the RequestorRequester's Supervisor, and the Purchasing Team notifying them of the new Purchase Request.
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Once created, Purchase Requests follow a two-stage approval process. The creation emails sent to the RequestorRequester's Manager and the Purchasing Team lets them know that their approval is required and provides a link in the email to edit the record. A supervisor can edit the " Supervisor Approved? " field to yes or no, and the Purchasing Team edits the " Procurement Group Approved " field to yes or no. Rules validate these changes and move the Purchase Request to the appropriate status, such as " Supervisor Approved " when the supervisor changes the field to Yes.
Once fully approved, Purchase Requests are Ordered, Received, and Fulfilled. Ordered and Received are used if the requested items are not immediately available, and changing the " All Items Received? " field to Yes will move the request into the status of Received. Purchase Requests can move to a status of Fulfilled any time after approval.
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