Product Code Proposals

When requisitioning new materials not yet cataloged in the ERP master database, employees submit a Product Code Proposal (Đề xuất mã hàng) to ensure standardized item taxonomy across the enterprise.

Automated Product Code Syntax

The ERP automatically generates unique product codes using the standardized 4-part formula:

\[\text{Product Code} = \text{Category Code} \,.\, \text{Material Type Code} \,.\, \text{Technical Specification} \,.\, \text{Manufacturer Code}\]

Where:

  • Category Code: Functional item classification.

  • Material Type Code: Specific raw material or component group.

  • Technical Specification: Dimensions, grade, or technical rating.

  • Manufacturer Code: Standardized vendor or brand acronym.

Create Product Code Proposal

Step 1: Navigate to Purchase ‣ Products ‣ Product Code Proposals and click New.

Product code proposals menu and create new proposal

Step 2: Fill in mandatory product attributes (Product Name, Category ID, Product Type, Unit of Measure, Category, Material Type, Manufacturer, and Detailed Specifications).

Form for entering product taxonomy and specifications

The system automatically computes the proposed product code and triggers an immediate alert if the code already exists.

Automated product code calculation and uniqueness validation

Step 3: Click Save and Submit for Approval. The proposal transitions to Waiting Approval status.

Submitting product code proposal for authorization Proposal status updated to waiting approval

2-Level Product Code Approval Workflow

Step 1: The SBU Head receives a notification badge regarding the proposed product code and opens the pending record.

SBU Head opening pending product code proposal

Step 2: The SBU Head audits specifications and clicks Approve.

SBU Head executing Level 1 approval

Step 3 (Optional): The SBU Head can delegate Level 1 approval authority to an appointed staff member, who receives notification and approves accordingly.

Delegating approval authority to designated staff member

Step 4: Following SBU approval, Level 2 approval routes to Corporate Accounting for fiscal validation and accounting setup.

Corporate accountant auditing product accounting properties

Step 5: The Corporate Accountant clicks Approve. The product code is officially published into the ERP Master Product Catalog for global procurement.

Corporate accountant finalizing approval and activating product code

Handling Rejections

If a proposal is rejected at any level, its status switches to Cancelled with explanatory notes in the chatter. The requester can click Reset to Draft to modify attributes and re-submit.

Rejected proposal reset to draft with rejection feedback