System Status Reference

Lifecycle of an order request initiated by Head Sections.

Status Name	Description & Trigger	Actor / Owner	Next Possible Steps
Requested	Created: Head Section fills the form and submits the request. Initial state of any RO.	Head Section	Review by Outlet Manager
Approved	Confimed: Outlet Manager has reviewed and signed off on the request. Ready for Purchasing team.	Outlet Manager	PO Generation (Status becomes 'On Review')
Cancelled	Rejected: Outlet Manager denied the request (e.g., stock still available). Terminal state for RO.	Outlet Manager	None (End of Flow)
On Review	Processing: Purchase Staff has picked up the Approved RO. RO is locked; POs are being created.	Purchase Staff	PO Generation Complete

POs are generated from ROs. Each PO is specific to one Vendor.

Delivery Status	Description & Trigger	Actor	Next Step
On Review	Sourcing: PO created, Purchase Staff checking availability/price with Vendor.	Purchase Staff	Ordered OR Need Approval
Need Approval	Price Mismatch: Invoice price > System price. Requires Finance approval.	System / Finance	Finance Approval -> On Review
Ordered	Dispatched: Payment settled (or terms agreed), waiting for delivery.	System	Goods Arrival & QC
Finished	Completed: Goods received, QC passed (Match PO).	System / Auditor	Inventory Update
On Hold	Issue / Partial: QC Discrepancy found OR Partial acceptance (waiting for remaining goods from Vendor).	Auditor	Return Process / Wait for Remaining Goods
Cancelled	Failed: Vendor cannot fulfill OR QC Rejected entirely.	System	Return / Refund Process

Payment Status	Description & Trigger	Triggered By	Notes
Unpaid	Default: Initial state when PO is created.	System	Waiting for Finance action.
PAID	Settled: Finance uploads receipt (CBD/COD) or sets Contrabon term.	Finance	Triggers 'Ordered' status.
Refunded	Returned: Full cash refund received from Vendor after return.	Finance	End of Return Flow.
Partially Refunded	Adjustment: Partial cash refund for damaged/missing goods.	Finance	End of Return Flow.
Deposit	Credit: Refund converted to store credit/deposit for future POs.	Finance	Available for use in next PO.

Tracking ownership, categorization, and physical status of goods.

Inventory Hierarchy: Items are tracked by Outlet Head Section Category

Dimension	Type / Value	Description & Example	Origin Source
Ownership & Location	Outlet Location	Specific branch holding the stock. Ex: Outlet Pudak, Outlet Sanur	Master Data
Ownership & Location	Head Section	Department responsible for the item. Ex: Bakery, Kitchen, Bar	User Role
Item Category	Regular	Standard inventory replenished via Request Order (RO). Routine supplies.	From RO (By Head Section)
	Buffer Stock Promo / Seasonal	Non-routine stock for safety margins or events (Christmas, etc). Not based on daily consumption.	Direct PO (By Purchase Staff)
	Asset	Fixed assets or equipment. Non-consumable items.	Direct PO (By Purchase Staff)

State	Description	Context	System Effect
Pending Receipt	Goods are 'Ordered' but not yet arrived at Outlet.	Logistics	Not yet in Stock Count.
Received (Accepted)	Goods arrived and passed QC by Auditor.	Receiving	+ Adds to Stock Quantity.
Rejected	Goods arrived but failed QC (Damaged/Wrong Item).	Receiving	No Change to Stock. Triggers Return.
Low Stock	Quantity fell below Minimum Stock Level (Red Circle).	Production Withdrawal	Alerts Head Section to create RO.
Discrepancy	Physical count != System count during Stock Opname.	Daily Closing	Alerts Outlet Manager.