Vendor Request

VENDOR REQUEST

1. Start

• The process begins when a vendor request is submitted using a web form.

2. User Approval (A1)

• The person who created the request (the requester) must review and approve the vendor request.

• Special Case:

  • If the purpose of the request is to change an existing vendor (indicated by a special value in the submitted form, SType="CHG"), then:

    • The workflow skips ahead to Step 4 (PE Department notification).

3. Update Database (A6)

• Once user approval is given, the system automatically:

  • Reads the entered vendor data from the submitted form (name, address, phone, email, tax ID, etc.).

  • Writes/saves this data into the internal database, updating several tables.

  • If anything goes wrong during this process, the system:

    • Marks the status as ‘BAD’.

    • Sends an error email to the requester.

    • Ends the workflow due to failure.

• If this step completes successfully, the workflow continues.

4. PE Department Notification / Action

• If it was a change request (SType="CHG"):

  • The PE Department (Purchasing Department) is notified to update vendor information.

• Otherwise:

  • The workflow continues to a notification step.

5. Notification Steps

• Notify Requester or Department:

  • The system sends an email to the requester saying “Vendor Accepted”.

  • If it was a change, the PE Department may also be notified to take further action.

6. PE Department Approval (A5)

• The PE Department (handled by a specific user, such as "JAMESL") needs to give final approval for the vendor.

  • If approved, workflow ends normally.

  • If not approved or ignored, the system notifies the requester and moves to end.

7. Error Handling (At Any Step)

• If something goes wrong or the request is rejected at any point:

  • The workflow sends an appropriate “not accepted” or “error” notification email to the requester.

  • Then, the workflow goes straight to the final step (End).

8. End

• This marks the completion of the workflow.

  • All actions are done.

  • All necessary people have been notified.

  • The vendor’s information has either been successfully processed or the requester has been informed of any problems.