Issue with Product Integration into Warehouse After Order client Confirmation

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Feature Request

When a client order is confirmed, products should be automatically added to the corresponding project's warehouse, ensuring accurate inventory management and synchronization with invoicing.

Use case

Title:
Automatic Product Integration into Project Warehouse upon Client Order Confirmation

Primary Actor(s):
Client: Places an order for products (tools, equipment) for a specific project.
System/Software: The warehouse and order management system in use (e.g., Dolibarr, custom ERP).
Warehouse Manager/Administrator: Oversees inventory management and ensures the correct processing of orders.
Order Verification Team: Reviews and verifies orders for accuracy and completeness.
Goal:
Ensure that when a client order is confirmed, the products are automatically added to the corresponding project warehouse, thereby updating inventory and facilitating seamless invoicing.

Preconditions:
The system is configured with multiple projects, each having a dedicated warehouse.
Each project’s warehouse should be pre-configured with its specific inventory.
The order management system supports order stages such as "Draft," "Verified," "Confirmed," and "Completed."
The client order has passed verification and is ready for confirmation.
Main Flow (Process):
Order Creation:

The client places an order for products related to a specific project. The order is initially in a "Draft" or "Pending" state.
Order Verification:

The order verification team reviews the order details, ensuring that products, quantities, and project assignments are correct. Once validated, the status is updated to "Verified."
Order Confirmation:

Upon confirmation, the system updates the order status to "Confirmed," triggering the automatic integration of the ordered products into the appropriate project warehouse.
Inventory Update:

The system automatically updates the inventory in the respective project's warehouse. Products are added to the stock, and inventory levels are adjusted accordingly.
Invoice Generation:

Once the products are added to the warehouse, the system generates an invoice based on the confirmed products. The invoice reflects the correct quantities of the products added to the project warehouse.
Warehouse and Project Update:

The warehouse now reflects the updated stock, ensuring that the products are available for use or delivery within the project.
Postconditions:
The project's warehouse has been updated with the confirmed products, reflecting the accurate stock levels.
The system generates an invoice based on the products and quantities in the warehouse.
The order status transitions to "Completed" once the products have been integrated and invoicing is finalized.
Alternative Flows:
If the order is canceled before confirmation, no products are added to the warehouse, and the inventory remains unchanged.
If the system detects discrepancies (e.g., insufficient stock), it prevents the order from being confirmed until the issue is resolved.
Exceptions:
System Failure: If the system fails during confirmation, no products are added, and the order remains in a pending state.
Stock Availability: If there are insufficient products to fulfill the order, the system should alert the user and prevent confirmation until stock levels are adjusted.

Suggested implementation

To address the issue and implement the requested functionality effectively, the following technical approach is recommended:

System Configuration and Order Workflow Integration:

Stage Definitions: Ensure that the system is configured to track orders through multiple stages: "Draft," "Verified," "Confirmed," and "Completed." This should be a key feature within the order management system.
Trigger Action: Upon the transition to "Confirmed," trigger an action within the backend system to automatically add products to the associated project warehouse.
Warehouse and Project Linkage:

Link Orders to Projects: Ensure that each product order is properly linked to a specific project and that each project has a dedicated warehouse. This enables automatic association when an order is confirmed.
Product Database Integration: Make sure the product catalog is structured in a way that allows products to be seamlessly integrated into the right warehouse, with clear references to both the project and warehouse in the database.
Inventory Management Logic:

Automated Stock Adjustment: Upon order confirmation, the system should trigger an inventory update, adjusting the stock levels in the specific project’s warehouse by adding the confirmed products.
Real-time Inventory Updates: Ensure that inventory levels are updated in real-time, and stock discrepancies are flagged immediately for review.
Invoicing System Integration:

Automated Invoice Generation: Once the order is confirmed and products are added to the warehouse, the system should automatically generate an invoice. The invoice must reflect the products added, quantities, and their association with the specific project warehouse.
Integration with Accounting: Ensure that the invoicing process is integrated with the accounting system, allowing seamless billing based on the updated product inventory.
Error Handling and Notifications:

Exception Handling: Implement error handling to deal with scenarios such as insufficient stock or system failures. The system should generate alerts or notifications if an error occurs, ensuring that administrators can take corrective action.
User Alerts: In the case of discrepancies, the system should prevent confirmation and notify the user about the stock issues or other inconsistencies.

Suggested steps

Review and Define System Workflow:

Define and review the full order lifecycle from creation to completion, ensuring that each stage properly triggers the subsequent actions (e.g., adding products to the warehouse at confirmation).
Enhance Product and Project Warehouse Integration:

Establish robust linking between each project and its dedicated warehouse.
Ensure that each product's location and quantity are correctly assigned to its respective warehouse in the database.
Automate Product Addition:

Develop a backend process (API or system function) that triggers product addition to the project warehouse when an order reaches the "Confirmed" status. The function should update stock levels and adjust quantities accordingly.
Integrate Invoice and Stock Updates:

Develop functionality for generating invoices based on the confirmed order and updated warehouse inventory.
Ensure that stock levels are synchronized with the invoicing system to avoid discrepancies between invoicing and inventory.
Testing and Quality Assurance:

Conduct thorough testing of the workflow to ensure that products are correctly added to the warehouse and that invoices are generated accurately.
Perform end-to-end testing to ensure seamless integration of order confirmation, warehouse updates, and invoicing.
Deploy and Monitor:

Once the feature is implemented and tested, deploy it to the live system. Monitor the process to ensure that it functions smoothly and meets the operational requirements.
Provide documentation and training to relevant users to ensure smooth adoption of the new process.