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The Coordinadora role manages daily procurement operations, creates requisitions, communicates with suppliers, and tracks delivery confirmations.

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Coordinator Responsibilities

Create Requisitions

Generate new requisitions for all material and supply orders

Supplier Communication

Coordinate with suppliers to confirm delivery dates and quantities

Update Confirmations

Record confirmed delivery dates received from suppliers

Track Deliveries

Monitor scheduled arrivals and update status as needed

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Permissions

Coordinators have extensive system access:
  • ✅ Create new requisitions
  • ✅ Edit existing requisitions (all fields including confirmed dates)
  • ✅ Delete requisitions if needed
  • ✅ Manage catalog entries (add suppliers, products, etc.)
  • ✅ Access admin panel for user management
  • ❌ Cannot permanently delete users or override certain system settings

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Daily Workflow

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Morning Routine

1

Review Today's Deliveries

Open the Calendar view and check all requisitions scheduled for today. Look for:
  • Confirmado (blue) - Delivery confirmed by supplier
  • En Tránsito (purple) - Shipment in transit
  • Pendiente (amber) - Still awaiting supplier confirmation
2

Contact Suppliers

Call or email suppliers for any “Pendiente” orders to get delivery confirmations
3

Update Confirmed Dates

For each supplier confirmation received, update the Fecha Confirmada field and change status to “Confirmado”
4

Check CEDIS Schedule

Review upcoming deliveries with the warehouse team to ensure receiving capacity

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Creating New Requisitions

When you receive a new material request from production or the lab team:
1

Open Requisition Form

Navigate to Dashboard > Administrar Requisiciones and click Nueva Requisición
2

Enter Requisition Details

Fill in the top section:
  • № REQUI: Internal requisition number (e.g., F0000)
  • FECHA DE OC: Purchase order date
  • FOLIO OC: Purchase order number (e.g., GG-01000)
  • FECHA SOLICITADA: Requested delivery date from requester
3

Add Confirmed Date

Enter FECHA CONFIRMADA - this is the critical date confirmed by the supplier. This date appears on the calendar.
4

Select Catalog Items

Choose from dropdowns:
  • PROVEEDOR: Select supplier (use + icon to add new ones)
  • PRODUCTO: Select product/material
  • PRESENTACIÓN: Package type (drum, bag, etc.)
  • DESTINO: Delivery destination (warehouse, production line, etc.)
  • ESTATUS: Current status (Pendiente, Confirmado, etc.)
5

Enter Quantity

Input CANTIDAD Y UNIDAD:
  • Quantity requested
  • Unit of measure (kg, L, pzs, etc.)
6

Add Invoice Information (Optional)

If available, add FACTURA/REMISIÓN number
7

Add Comments

Include any special instructions, quality requirements, or delivery notes
8

Generate Requisition

Click Generar Nueva Requisición to save
The requisition will appear on the calendar on the Fecha Confirmada date, color-coded by status.

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Quick Add Catalog Entries

When creating requisitions, you may need to add new catalog entries on the fly:
1

Click Plus Icon

Next to any dropdown field (Proveedor, Producto, etc.), click the + icon
2

Enter New Item

Type the name of the new supplier, product, presentation, destination, status, or unit
3

Save

The new entry is automatically created and selected in your requisition form
This saves time when working with new suppliers or products that haven’t been added to the system yet.

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Editing Existing Requisitions

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From Calendar View

1

Click Event

Click on any requisition event in the calendar to open the detail modal
2

Review Details

Check all information displayed:
  • Product and supplier
  • Confirmed delivery date
  • Quantity and presentation
  • Status and comments
3

Click Edit

Click Editar button at the bottom to open the edit form
4

Update Fields

Modify any necessary fields. Common updates:
  • Change Fecha Confirmada if supplier reschedules
  • Update Estatus as delivery progresses
  • Add Fecha Entregado when delivery is received
  • Record Cantidad Entregada for actual quantity received
5

Save Changes

Click Guardar Cambios to update the requisition
All changes are automatically tracked in the system’s audit history, showing what was changed and when.

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Managing Supplier Communications

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Recording Supplier Confirmations

When a supplier confirms a delivery date:
1

Find the Requisition

Locate the requisition in your calendar or requisitions list
2

Edit Requisition

Open the requisition for editing
3

Update Confirmed Date

Change the FECHA CONFIRMADA field to the date provided by the supplier
4

Change Status

Update ESTATUS from “Pendiente” to “Confirmado” (blue)
5

Add Notes

In COMENTARIOS, record:
  • Contact person at supplier
  • Confirmation method (phone, email)
  • Any special delivery instructions
6

Save

Save the changes - the event will move to the confirmed date on the calendar

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Tracking Order Status

Update status throughout the delivery lifecycle:
  • Pendiente (Amber) - Awaiting supplier confirmation
  • Confirmado (Blue) - Supplier confirmed delivery date
  • En Revisión (Orange) - Under review for issues
  • En Tránsito (Purple) - Shipment is in transit
  • Recibido (Green) - Delivery received by CEDIS
  • Cancelado (Red) - Order cancelled
Use the calendar color coding to quickly identify which orders need follow-up with suppliers.

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Using the Calendar

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Calendar Navigation

  • Month View: Default view showing all deliveries for the month
  • Week View: Switch to see detailed weekly schedule
  • Today Button: Jump to current date
  • Prev/Next Arrows: Navigate between months or weeks

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Calendar Features

Color-Coded Events

Each requisition is colored by status for quick visual scanning

Event Details

Click any event to see full requisition details

Multiple Events

Days with 3+ events show a “more” indicator - click to expand

Hover Tooltips

Hover over events to see product, supplier, and status at a glance

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Weekly Planning

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Monday Morning Review

1

Review This Week

Switch to Week View and review all scheduled deliveries
2

Identify Pending Orders

Note all amber “Pendiente” events that need supplier confirmation
3

Create Priority List

List suppliers to contact based on urgency and production needs
4

Coordinate with Lab

Check with laboratory team on any quality control requirements for incoming materials
5

Notify CEDIS

Share weekly delivery schedule with warehouse team for receiving planning

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Friday Closeout

1

Update All Deliveries

Ensure all received deliveries for the week are marked “Recibido” (green)
2

Follow Up Pending

Contact suppliers for any orders still showing “Pendiente” status
3

Review Next Week

Preview next week’s calendar and identify potential issues
4

Prepare Reports

Export data if needed for management reporting

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Common Scenarios

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Supplier Reschedules Delivery

1

Open Requisition

Find and open the affected requisition
2

Update Date

Change FECHA CONFIRMADA to the new date
3

Add Comment

Note reason for reschedule in comments
4

Notify Team

Inform lab/production team of date change
5

Update Status

Keep as “Confirmado” if new date is confirmed

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Urgent Order Request

1

Create Requisition Immediately

Open new requisition form and fill required fields
2

Mark as High Priority

Use COMENTARIOS to note urgency and reason
3

Contact Supplier

Call supplier immediately to arrange expedited delivery
4

Monitor Status

Change to “En Tránsito” once shipped and track closely
5

Coordinate Receiving

Alert CEDIS team to expect urgent delivery

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Partial Delivery Received

1

Update Delivered Quantity

Enter actual quantity in CANTIDAD ENTREGADA field
2

Note Discrepancy

Add comment explaining difference between requested and received amounts
3

Create Follow-Up Requisition

If needed, create new requisition for remaining quantity
4

Contact Supplier

Discuss partial delivery and arrange for balance

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Managing Catalogs

Coordinators can maintain catalog entries to keep data current:
1

Access Catalogs

Go to Dashboard > Catálogos
2

Select Catalog Type

Choose the catalog to update (Proveedores, Productos, etc.)
3

Add or Edit Entries

Use Nuevo button to add or pencil icon to edit
4

Deactivate Unused Items

Click status badge to deactivate discontinued suppliers or products
Only admins can permanently delete catalog entries. Coordinators can add, edit, and activate/deactivate.

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Best Practices

Update Immediately

Record supplier confirmations as soon as you receive them to keep calendar accurate

Use Comments

Add detailed notes about supplier communications and special requirements

Review Daily

Check calendar every morning to plan your supplier calls and follow-ups

Confirm in Writing

Get email confirmations from suppliers when possible for documentation

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Next Steps

Lab Workflow

Learn how the lab team uses the system for quality control

CEDIS Workflow

Understand warehouse receiving processes

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