The pipeline
Fourteen numbered stages, from a client asking for something to the file being closed. Click any stage to see who owns it and what it changes.
Requisition raised
A three-step wizard with a live preview. Each line carries its own item, unit of measure and quantity — and each is quoted and ordered separately.
- Who
- Client Admin / Unit Admin
- Moves
- Requisition → PENDING
- Client
- Procurement
- Vendor
- Finance
Colour tells you which side owns a stage. You are only ever responsible for the stages in your own colour — the rest happen without you, and mostly without you seeing them.
The item is the unit of work, not the requisition
This is the single most important thing to understand about Procufy, and the source of most of its surprises.
A requisition is only a container. Quotation, selection, ordering and delivery all happen per item. One requisition with five items can produce five separate quotation rounds, be split across three vendors, and arrive as three deliveries on three different days.
So a requisition's own status is a summary of its items, not a stage of its own. It reads PARTIALLY_RECEIVED for as long as any item is still in flight, and only becomes COMPLETED once every one of them has landed.
It is not an error and not something stuck. It means exactly what it says: some of your items are here and some are not yet. It clears itself as the remaining deliveries arrive and are confirmed.
Because each item is quoted on its own, an item's description is the entire brief a supplier prices against. A vague line produces vague prices and slows the whole round down. Be specific once, rather than answering questions three times.
The wall between client and vendor
Procufy serves a buyer and its suppliers from one system. It can do that only because neither side ever learns about the other.
| The vendor never sees | The client never sees |
|---|---|
| Which client or client unit an order is for | Which vendors were invited to quote |
| The client's name, address or contact details | Vendor identities during the comparison round |
| Other vendors' quoted prices | Vendor contact details |
In practice this means a vendor ships to an ATI warehouse and ATI delivers onward — the supplier never has the client's address because it never needs it. And a client sees the price of what they asked for, but not who quoted it.
This is not something an administrator can switch off for a particular order. It is built into what the system sends, what it emails and what it prints. If you need information from the other side, ask ATI's Procurement department — that is what they are there for.
Your menu is data, not code
There is no fixed list anywhere of which role sees which page. Every page is a row in the database and every role's access to it is another row, edited by administrators in Control Unit. Grant a page to a role and it appears in that role's sidebar — no new release, no waiting.
The catch is timing. Your permissions are read when you sign in, so a change made while you are working shows up only after you sign out and back in.
One item, all the way through
Every status in order, for a single item that goes the whole distance. These are the exact strings the screens show you.
PENDINGAPPROVEDCOMPLETED
SUBMITTEDQUOTE_REQUESTEDQUOTE_SELECTEDPO_CREATEDSHIPPEDRECEIVEDIN_TRANSITCOMPLETED
ISSUEDPAIDCOMPLETED
INITIAL_APPROVEDFINAL_APPROVEDCHEQUE_PREPAREDPAYMENT_COMPLETEDCOMPLETED
Chapter 9 explains what each of these means and who moves it.
Returns
Returns are a planned feature, not a working one. The Return page is granted to no stakeholder, so nobody — including Super Admin — can open it, and no return process runs in Procufy today. Handle returns with ATI's Procurement department directly.