Procurement 5-Phase Order Creation
Overview
Execute the 5-phase procurement order creation wizard with structured validation gates at each phase to ensure data completeness, compliance, and proper approval routing.
Announce at start: "I'm using the procurement-5phase-order-creation skill for order processing."
When to Use This Skill
Trigger Conditions: New procurement order request received requiring formal PO, WO, or Service Order creation
Prerequisites:
- Procurement domain knowledge available (1900_DOMAIN-KNOWLEDGE.MD, Part 8)
- BOQ/MTO data for quantity verification
- Approved vendor list accessible
- Budget data available for the relevant cost center/WBS
- User has appropriate creation authority
Phase 1: Basic Information Capture
Objective
Capture fundamental order identity and context.
Required Fields
| Field |
Validation Rule |
| Order Title |
Required, max 200 chars |
| Requesting Department |
Must be valid project department |
| Cost Center / WBS |
Must be valid cost allocation code |
| Order Type |
Required: PO, WO, or Service Order |
| Priority |
Required: Low, Normal, High, Urgent |
| Required On-Site Date |
Must be >= today + minimum lead time |
| Discipline(s) |
At least one: Civil, Structural, MEP, Process, Instrumentation, Electrical |
Phase 1 Gate
Cannot proceed without: Order Title, Department, Cost Center, Order Type, Required On-Site Date
Phase 2: Template Selection
Objective
Apply order templates to pre-fill standard fields based on order type and discipline.
Template Categories
- Material Templates: Structural steel, rebar, cable, pipe → standard specs, units, incoterms
- Equipment Templates: Transformers, pumps, valves → FAT requirements, warranty terms
- Service Templates: Inspection, maintenance → standard rates, billing methods
- Work Order Templates: Earthworks, concrete, welding → safety requirements, sign-off
- Consumable Templates: PPE, welding rods → pack sizes, approved vendors
Provenance Tag
All template values tagged: {source: "template_library", template_id: "<id>", overridden: <bool>}
Phase 2 Gate
Cannot proceed without: Template selected OR custom order marked with justification
Phase 3: Discipline-Specific Details
Objective
Capture detailed line items with discipline-specific specifications and provenance tracking.
Line Item Structure
- Line Number (auto-incremented)
- Material/Service Code
- Description (template-generated or custom)
- Quantity (validated: materials ±5%, equipment exact)
- Unit of Measure (EA, M, KG, TON, L, SET, LOT)
- Unit Price (from quotation or budget, currency-tagged)
- Line Total (auto-calculated)
- Delivery Schedule
- Technical Attachments
- Provenance:
{source: "BOQ_v3" | "MTO_dwg_rev4" | "quotation_ref_Q-XXX"}
Validation at Phase 3
- Quantities match BOQ/MTO within tolerance
- Unit prices within budget or quotation-referenced
- At least one line item with complete data
- Total order value calculated
Phase 3 Gate
Cannot proceed without: At least one complete line item, total value calculated
Phase 4: Approval Routing
Objective
Determine and display approval chain based on order value and type.
USD Approval Matrix
| Order Value |
Approval Chain |
SLA |
| < $25,000 |
Procurement Officer |
4 hours |
| $25,000 – $100,000 |
Procurement Manager + Project Manager |
24 hours |
| $100,000 – $500,000 |
Above + Finance Manager |
48 hours |
| > $500,000 |
Above + Executive Sponsor |
72 hours |
| Single-Source |
Above + Commercial/Legal |
5 business days |
ZAR Approval Matrix
| Order Value (ZAR) |
Approval Chain |
| < R500,000 |
Procurement Officer |
| R500,000 – R2,000,000 |
Procurement Manager + Project Manager |
| R2,000,000 – R10,000,000 |
Above + Finance Manager |
| > R10,000,000 |
Above + Executive approval |
Phase 4 Gate
Cannot proceed without: Approval chain determined, authority confirmed
Phase 5: Review & Submit
Objective
Final validation, summary display, and submission confirmation.
Pre-Submission Checklist
On Submit Actions
- Record order with status = PENDING_APPROVAL
- Create audit trail entry
- Trigger notification to first approver
- Generate order reference number
Success Criteria
Common Pitfalls
- Missing Cost Center — Budget validation fails without valid WBS
- Template Override Without Justification — Audit trail incomplete
- Quantity Tolerance Exceeded — Must escalate for engineering confirmation
- Expired Quotation Reference — Check validity dates before using prices
- Wrong Currency — Match quotation/contract currency exactly
Cross-References
Related Skills
- procurement-document-generation (PO generation post-approval)
- procurement-vendor-management (supplier selection)
- procurement-records-audit-trail (audit logging)
Related Agents
- Primary: Procurement Officer — Order creation execution
- Supporting: Procurement Coordinator — Data gathering and filing
- Oversight: Procurement Manager — Approval authority, escalation point
Related Domain Knowledge
- 1900_DOMAIN-KNOWLEDGE.MD Part 8: 5-Phase Order Creation Architecture
- 1900_DOMAIN-KNOWLEDGE.MD Part 11: Approval Routing & HITL Integration
1---2name: procurement-5phase-order-creation3description: Execute the 5-phase procurement order creation wizard (Basic Info → Template Selection → Discipline Details → Approval Routing → Review & Submit) with validation gates at each phase4---56# Procurement 5-Phase Order Creation78## Overview9Execute the 5-phase procurement order creation wizard with structured validation gates at each phase to ensure data completeness, compliance, and proper approval routing.1011**Announce at start:** "I'm using the procurement-5phase-order-creation skill for order processing."1213## When to Use This Skill14**Trigger Conditions:** New procurement order request received requiring formal PO, WO, or Service Order creation1516**Prerequisites:**17- Procurement domain knowledge available (1900_DOMAIN-KNOWLEDGE.MD, Part 8)18- BOQ/MTO data for quantity verification19- Approved vendor list accessible20- Budget data available for the relevant cost center/WBS21- User has appropriate creation authority2223## Phase 1: Basic Information Capture2425### Objective26Capture fundamental order identity and context.2728### Required Fields29| Field | Validation Rule |30|-------|----------------|31| Order Title | Required, max 200 chars |32| Requesting Department | Must be valid project department |33| Cost Center / WBS | Must be valid cost allocation code |34| Order Type | Required: PO, WO, or Service Order |35| Priority | Required: Low, Normal, High, Urgent |36| Required On-Site Date | Must be >= today + minimum lead time |37| Discipline(s) | At least one: Civil, Structural, MEP, Process, Instrumentation, Electrical |3839### Phase 1 Gate40**Cannot proceed without:** Order Title, Department, Cost Center, Order Type, Required On-Site Date4142## Phase 2: Template Selection4344### Objective45Apply order templates to pre-fill standard fields based on order type and discipline.4647### Template Categories48- **Material Templates:** Structural steel, rebar, cable, pipe → standard specs, units, incoterms49- **Equipment Templates:** Transformers, pumps, valves → FAT requirements, warranty terms50- **Service Templates:** Inspection, maintenance → standard rates, billing methods51- **Work Order Templates:** Earthworks, concrete, welding → safety requirements, sign-off52- **Consumable Templates:** PPE, welding rods → pack sizes, approved vendors5354### Provenance Tag55All template values tagged: `{source: "template_library", template_id: "<id>", overridden: <bool>}`5657### Phase 2 Gate58**Cannot proceed without:** Template selected OR custom order marked with justification5960## Phase 3: Discipline-Specific Details6162### Objective63Capture detailed line items with discipline-specific specifications and provenance tracking.6465### Line Item Structure66- Line Number (auto-incremented)67- Material/Service Code68- Description (template-generated or custom)69- Quantity (validated: materials ±5%, equipment exact)70- Unit of Measure (EA, M, KG, TON, L, SET, LOT)71- Unit Price (from quotation or budget, currency-tagged)72- Line Total (auto-calculated)73- Delivery Schedule74- Technical Attachments75- Provenance: `{source: "BOQ_v3" | "MTO_dwg_rev4" | "quotation_ref_Q-XXX"}`7677### Validation at Phase 378- Quantities match BOQ/MTO within tolerance79- Unit prices within budget or quotation-referenced80- At least one line item with complete data81- Total order value calculated8283### Phase 3 Gate84**Cannot proceed without:** At least one complete line item, total value calculated8586## Phase 4: Approval Routing8788### Objective89Determine and display approval chain based on order value and type.9091### USD Approval Matrix92| Order Value | Approval Chain | SLA |93|-------------|---------------|-----|94| < $25,000 | Procurement Officer | 4 hours |95| $25,000 – $100,000 | Procurement Manager + Project Manager | 24 hours |96| $100,000 – $500,000 | Above + Finance Manager | 48 hours |97| > $500,000 | Above + Executive Sponsor | 72 hours |98| Single-Source | Above + Commercial/Legal | 5 business days |99100### ZAR Approval Matrix101| Order Value (ZAR) | Approval Chain |102|--------------------|----------------|103| < R500,000 | Procurement Officer |104| R500,000 – R2,000,000 | Procurement Manager + Project Manager |105| R2,000,000 – R10,000,000 | Above + Finance Manager |106| > R10,000,000 | Above + Executive approval |107108### Phase 4 Gate109**Cannot proceed without:** Approval chain determined, authority confirmed110111## Phase 5: Review & Submit112113### Objective114Final validation, summary display, and submission confirmation.115116### Pre-Submission Checklist117- [ ] All required fields populated118- [ ] Line item quantities match BOQ/MTO within tolerance119- [ ] Unit prices within budget or quotation-referenced120- [ ] Delivery dates achievable based on lead times121- [ ] Technical specifications attached122- [ ] Approval authority confirmed123- [ ] Budget availability confirmed124- [ ] Provenance sourced for all values125126### On Submit Actions1271. Record order with status = PENDING_APPROVAL1282. Create audit trail entry1293. Trigger notification to first approver1304. Generate order reference number131132## Success Criteria133- [ ] All 5 phases completed without gate failures134- [ ] All validation checks passed135- [ ] Approval chain correctly determined136- [ ] Order submitted with complete data137- [ ] Audit trail entry created138- [ ] Notifications dispatched to approvers139- [ ] Order reference generated and communicated140141## Common Pitfalls1421. **Missing Cost Center** — Budget validation fails without valid WBS1432. **Template Override Without Justification** — Audit trail incomplete1443. **Quantity Tolerance Exceeded** — Must escalate for engineering confirmation1454. **Expired Quotation Reference** — Check validity dates before using prices1465. **Wrong Currency** — Match quotation/contract currency exactly147148## Cross-References149### Related Skills150- procurement-document-generation (PO generation post-approval)151- procurement-vendor-management (supplier selection)152- procurement-records-audit-trail (audit logging)153154### Related Agents155- **Primary:** Procurement Officer — Order creation execution156- **Supporting:** Procurement Coordinator — Data gathering and filing157- **Oversight:** Procurement Manager — Approval authority, escalation point158159### Related Domain Knowledge160- 1900_DOMAIN-KNOWLEDGE.MD Part 8: 5-Phase Order Creation Architecture161- 1900_DOMAIN-KNOWLEDGE.MD Part 11: Approval Routing & HITL Integration
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