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WFDASH-WEBAPP/docs/order-workflow-rules.md
SJCoetz fd1571e294 Add PocketBase collections, APIs & migration docs 
Introduce PocketBase workflow support, migration tooling, server APIs and documentation. Adds a set of PocketBase collection JSONs (order_items, order_items_v2, collection_pool, delivery_notes, delivery_note_items, repairs) and a large import manifest for workflow collections; includes docs describing MCP/API layer, migration audit, order-item schema and rollout plans. Adds server-side agent/MCP endpoints and services (api/mcp, api/v1/orders, collection-pool, order-items status, health) plus helper modules (pocketbase-admin, orders-service, order-item-status, agent-auth) and a migration script to create order_items_v2/collection_pool. UI: new pages for collection-pool, delivery-notes, repairs and several updates to orders/quotes pages, sidebar, tooltip and pb helpers/types. Also updates package.json (migration script and related changes) and global styles. Required env vars and suggested migration command are documented (e.g. NEXT_PUBLIC_POCKETBASE_URL, PB_ADMIN_EMAIL, PB_ADMIN_PASSWORD, ORDER_ITEMS_COLLECTION; run npm run pb:migrate:orders-v2).
2026-05-25 18:39:33 +02:00

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Order Workflow Rules

Quote to Order

  • A quote remains in quotes.
  • Quote items remain in quote_items.
  • Creating an order from a quote creates one new orders record.
  • The new order links back to the quote through orders.quote.
  • Each quote item is copied into order_items.
  • Each copied order item links back to its source quote item through order_items.quote_item.
  • Creating an order from the same quote twice returns the existing order instead of duplicating it.
  • Quote status is not changed by order creation.

Order Items as Source of Truth

order_items is the operational source of truth after an order is created.

Order items move through:

  • supplier ordering / purchase order
  • driver list / collection pool
  • collected
  • office received
  • invoicing
  • picked
  • loaded
  • delivered

Driver/collection fields use drv_* naming where possible, for example drv_status and drv_id.

Driver List and Collection Pool

The old Django driver_list workflow is represented by the new collection_pool concept.

collection_pool tracks assignment and collection work, while order_items keeps the item lifecycle state.

Future Stock Collection

Later we will add a dedicated stock collection.

Stock is used when:

  • more items are collected than the order requires
  • stock is ordered and arrives at the office
  • collected items should be booked into stock instead of moving to invoicing

Until that collection exists, stock-related operational movement stays on order_items.

Delivery Notes

Delivery notes should be generated from order items that are ready, loaded, or delivered.

Repairs

Repairs will be rebuilt only where they connect to the practical order/quote/repair flow.