Authorize procurement request

Authorize Procurement Request: Functional Overview

The Authorize functionality allows an Authorized Supervisor to review and validate a Procurement Request (PR) that requires explicit approval (e.g., due to exceeding a configured threshold). This feature enforces strict governance, segregation of duties, and financial control policies, ensuring that only properly approved, high-impact requests are transmitted externally for material supply.

The process is strictly transactional and includes supervisor validation, status transition, and event publication.

Preconditions & Availability

The Authorize action is strictly controlled and conditionally displayed.

To trigger the authorization process, the following conditions must be met:

• Status: The Procurement Request header status must be exactly Authorization Pending.

• Action Location: The action can be triggered from the PR Detail View and in the PR list view.

• Note: If the PR is in any status other than Authorization Pending, the Authorize action is completely disabled and hidden from the user interface.

Phase 1: Supervisor Authorization Verification

Upon triggering the Authorize action, the system performs a strict permission check:

• Validation Rule: The logged-in Server User is verified to ensure their assigned user type explicitly includes the Authorize Procurement Request permission.

• Failure Behavior: If the user lacks this specific permission, the operation is immediately halted. A clear, meaningful error message is displayed, no changes are made to the PR, and the status remains Authorization Pending.

Phase 2: Status Transition

Once the supervisor validation succeeds, the system processes the approval:

• Status Update: The Procurement Request header status transitions from Authorization Pending to Confirmed.

• Transactional Save: The status change is persisted transactionally.

• In the Procurement Request Header is saved the next info, also visible in the UI of the PR list view:

  • Authorizing User (format: Last Name First Name)

  • Authorization Date/Time

  • Authorized by Supervisor (flag)

Phase 3: Event Publication (Integration)

If the Procurement Request successfully reaches the Confirmed status, NextGen immediately triggers the integration layer.

• The system publishes an event on the message queue.

• Event Type: Procurement Request Ready for Delivery

• Payload: The payload securely transmits essential data to the external system, including:

  • PR ID

  • PR Code

  • Authorization Timestamp

  • Authorizing User ID

• Note: If the authorization validation fails at Phase 1, no event is published.