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Entry Guides (Guías de Entrada CNAE) are the primary mechanism for registering incoming inventory from government food program deliveries. All entries require Director approval before updating inventory stock.

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Approval Workflow System

1

Creation

Madre Procesadora or Director registers a new entry guide with delivery details and product batches. Status: Pendiente
2

Review

Director reviews the guide details, product quantities, and batch information in the approval interface
3

Approval/Rejection

Director either:
  • Approves: Inventory stock updates automatically
  • Rejects: Guide marked rejected with reason, no inventory change
Important: Inventory stock does NOT update when the guide is created. It only updates after Director approval.

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Creating an Entry Guide

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Header Information

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numero_guia_sunagro
string
required
SUNAGRO guide number (unique identifier)Validation: Must be unique in the system. Duplicate guide numbers are rejected.
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numero_guia_sisecal
string
SISECAL guide number (optional secondary reference)
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fecha
date
required
Delivery dateDefault: Current date using getLocalDate()
​
vocera_nombre
string
required
Name of the vocera (community representative) who received the deliveryExample: “María Villalobos”
​
telefono_vocera
string
Contact phone numberFormat: Venezuelan phone format (e.g., “0412-XXX-XXXX”)
​
notas
textarea
General observations about the delivery

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Product Details (Rubros Recibidos)

Each entry guide can include multiple products. For each product:
​
id_product
select
required
Product selection from catalogValidation: Cannot select the same product twice in one guide
​
amount
number
required
Total quantity receivedFormat: Decimal with 2 places (e.g., 100.50)
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unit_amount
integer
Number of physical packages/bags/boxesPurpose: Track bulk packaging (e.g., “10 sacos”)

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Batch Tracking (Lotes)

Batch tracking is mandatory. Every product must have at least one batch with quantity and expiration date.
For each batch within a product:
​
cantidad
number
required
Quantity in this batchValidation: Sum of all batch quantities must equal total amount
​
fecha_vencimiento
date
required
Expiration date or maximum consumption dateNote: For perishables without printed dates, enter estimated maximum shelf life

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Multiple Batches

Use multiple batches only when the same product arrives with different expiration dates. Otherwise, register as a single batch.
Example scenario: 100 kg of rice arrives:
  • 60 kg expires on 2026-12-31
  • 40 kg expires on 2027-03-15
→ Register as 2 batches

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Batch Validation

The form validates batch data before submission: 
// Sum of batch quantities must match total amount
const sumaLotes = detalle.lotes.reduce((sum, lote) => 
  sum + parseFloat(lote.cantidad || 0), 0)
const cantidadTotal = parseFloat(detalle.amount || 0)

if (Math.abs(sumaLotes - cantidadTotal) > 0.01) {
  // Validation error: quantities don't match
}
Visual feedback: The form shows a live summary: 
Resumen: Suma: 100.00 | Total: 100.00 ✓
If they don’t match: 
Resumen: Suma: 95.00 | Total: 100.00 ⚠ No coinciden

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Submitting the Guide

When the form is submitted (src/pages/GuiasEntrada.jsx:150-238):
  1. Validate: Check batch quantities and required fields
  2. Create guide record: 
    {
  numero_guia_sunagro: string,
  numero_guia_sisecal: string | null,
  fecha: date,
  vocera_nombre: string,
  telefono_vocera: string | null,
  notas: string | null,
  created_by: user.id,
  estado: 'Pendiente'
}
  3. Insert input details with JSONB batch data: 
    {
  id_guia: number,
  id_product: number,
  amount: number,
  unit_amount: number | null,
  fecha: date,
  lotes_detalle: [
    { cantidad: number, fecha_vencimiento: date },
    ...
  ]
}

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Success Notification

Guía registrada
Guía #91 registrada. Estado: Pendiente de aprobación. 
El inventario se actualizará cuando el Director la apruebe.

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Duplicate Guide Error

If numero_guia_sunagro already exists: 
Guía duplicada
Ya existe una guía con el número SUNAGRO "91"

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Viewing Entry Guides

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Filter Options

The history view includes filters:

Nº Guía SUNAGRO

Search by guide number (partial match supported)

Desde

Start date filter (default: 30 days ago)

Hasta

End date filter (default: today)

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Guide Status Badges

Pendiente

Yellow/Amber: Awaiting Director approval

Aprobada

Green: Approved - inventory updated

Rechazada

Red: Rejected - no inventory change

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Guide Card Details

Each guide displays:
  • Header: Guide number(s), status badge, creation date
  • Vocera info: Name and phone of person who received delivery
  • Product list: All items with quantities and batch details
  • Approval metadata (if approved/rejected):
    • Approver name
    • Approval/rejection date
    • Comments/rejection reason

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Product Line Item Format

[Product Name]
+100.00 kg (10 bultos)
📦 2 lote(s) — Vence: 31/12/2026, 15/03/2027

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Data Structure

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guia_entrada Table

CREATE TABLE guia_entrada (
  id_guia SERIAL PRIMARY KEY,
  numero_guia_sunagro TEXT NOT NULL UNIQUE,
  numero_guia_sisecal TEXT,
  fecha DATE,
  vocera_nombre TEXT,
  telefono_vocera TEXT,
  notas TEXT,
  estado TEXT DEFAULT 'Pendiente',  -- 'Pendiente' | 'Aprobada' | 'Rechazada'
  aprobado_por UUID REFERENCES users(id_user),
  fecha_aprobacion TIMESTAMPTZ,
  comentarios_aprobacion TEXT,
  created_by UUID REFERENCES users(id_user),
  created_at TIMESTAMPTZ DEFAULT NOW()
);

​
input Table (Details)

CREATE TABLE input (
  id_input SERIAL PRIMARY KEY,
  id_guia INTEGER REFERENCES guia_entrada(id_guia) ON DELETE CASCADE,
  id_product INTEGER REFERENCES product(id_product),
  amount NUMERIC(10,2) NOT NULL,
  unit_amount INTEGER,
  lotes_detalle JSONB,  -- Array of {cantidad, fecha_vencimiento}
  fecha DATE,
  created_at TIMESTAMPTZ DEFAULT NOW()
);

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JSONB Batch Format

[
  {
    "cantidad": 60.0,
    "fecha_vencimiento": "2026-12-31"
  },
  {
    "cantidad": 40.0,
    "fecha_vencimiento": "2027-03-15"
  }
]
GIN Index: The lotes_detalle field has a GIN index (idx_input_lotes_detalle) for efficient JSONB queries when implementing FIFO consumption.

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Role-Based Permissions

RoleCreate GuidesView GuidesApprove/Reject
Director (id_rol=1)✅✅✅
Madre Procesadora (id_rol=2)✅✅❌
Supervisor (id_rol=3)❌✅❌
Desarrollador (id_rol=4)✅✅✅

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Next Step: Approval

After creating a guide, the Director must approve it before inventory updates. See Entry Guides - Approval Workflow above or the Entry Approval Workflow Guide for detailed instructions.

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Technical Details

File location: src/pages/GuiasEntrada.jsx:1-937

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Key Functions

  • loadGuias(): Fetches guides with filters, joins product/user data
  • loadProducts(): Gets product catalog for dropdown
  • handleSubmit(): Validates and creates guide + input details
  • addDetalle(): Adds new product row to form
  • addLote(): Adds batch to a product
  • handleLoteChange(): Updates batch quantity/date with live validation

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