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Technical task: Telegram bot for procurement control and material accounting

Goal: Automation of the procurement process, strengthening of PTO control, photo documentation of deliveries, and accounting of materials from the Customer.

Implementation period: 10 days.

🏗 1. Role "Site Manager" (Data Submission)

Functionality for workers on the site.

1.1. Purchase request:

Selection of the site.

Entering the list of materials (Name, Quantity, Date needed by).

Status: "Under PTO review".

1.2. Receipt of materials (Photo report):

Selection of the active request (that has arrived).

Mandatory photo: (TTN, material, vehicle number).

Fact recording: What arrived, how much, is there any damage/defect.

Result: Instant notification to PTO.

1.3. Materials from the Customer (Consignment raw materials):

Separate menu block.

Input: Name, Quantity, Photo of the invoice/material.

Comment: "For which stage of work".

Status: "Awaiting PTO confirmation".

1.4. Weekly report (Write-off):

Submission of the act of material write-off for completed work for PTO verification.

👮‍♂️ 2. Role "PTO" (Control and Validation)

Central hub. No request proceeds without a button from PTO.

2.1. Processing purchase requests:

Sees new requests from Site Managers.

Actions:

✅ Approve (transferred to the Supply department).

✏️ Edit (change of quantity/nomenclature according to the estimate).

❌ Reject (with indication of the reason).

2.2. Control of receipt:

Receives photo report from the site.

Confirms accounting on the site balance.

2.3. Processing materials from the Customer:

Validates whether such materials have indeed been received from the customer.

Confirms the record (data falls into a separate tab of the table).

🚚 3. Role "Supply and Logistics" (Execution)

Only sees approved PTO requests.

3.1. Block "Procurement":

Sees the list of approved requests ("Need to buy").

Action: "Purchased / In stock".

After this action, the request disappears from the procurement list and goes to Logistics.

If the product is unavailable/price change — button "Return to PTO".

3.2. Block "Logistics" (Delivery):

Sees the list of materials that have already been purchased and are ready for shipment.

Action: "Sent to the site".

The Site Manager receives a notification: "A vehicle with [List] is on its way to you".

📊 4. Database (Google Tables)

All actions in the bot are automatically recorded in an online table in real time:

Requests: (Date, Site, PTO verdict, Procurement status).

Customer's warehouse: (Accounting of consignment raw materials).

Delivery archive: (Photos, Actual receipt).

Write-off: (Acts of Site Managers).