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Overview

The PAE Inventory System implements a maker-checker approval workflow for all inventory entries. This ensures that no inventory is added to stock without proper authorization and review.
Key Principle: Separation of dutiesThe person who creates an entry guide (maker) cannot approve it themselves. A Director must review and approve it (checker).

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Workflow States

Every entry guide (guía de entrada) exists in one of three states:

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1. Pendiente (Pending)

Status: Entry guide created but not yet reviewed Inventory Impact: None - stock levels remain unchanged Who can create: Madre Procesadora or Director Displayed as: ⏱️ PENDIENTE

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2. Aprobada (Approved)

Status: Director has reviewed and approved the entry Inventory Impact: Stock quantities are added immediately upon approval Who can approve: Director or Desarrollador only Displayed as: ✓ APROBADA

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3. Rechazada (Rejected)

Status: Director has reviewed and rejected the entry Inventory Impact: None - stock levels remain unchanged Who can reject: Director or Desarrollador only Requires: A reason/comment explaining why it was rejected Displayed as: ✗ RECHAZADA

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Creating an Entry Guide (Maker Role)

Required Role: Madre Procesadora or Director
1

Navigate to Entry Guides

Go to Operaciones > Guías de Entrada from the main menu.
2

Click 'Nueva Guía'

Click the + Nueva Guía button in the top-right corner.
3

Fill in guide header information

Enter the required information:
  • Nº Guía SUNAGRO (required): The official SUNAGRO guide number (must be unique)
  • Nº Guía SISECAL (optional): The SISECAL guide number if applicable
  • Fecha de Entrega (required): Date the products were received
  • Vocera que Recibió (required): Name of the person who received the delivery
  • Teléfono de Contacto (optional): Contact phone number
  • Observaciones Generales (optional): Any notes about the delivery
4

Add products (rubros)

For each product received:
  1. Click + Agregar Rubro
  2. Select the product from the dropdown
  3. Enter Cantidad Total (total amount received)
  4. Enter Bultos (optional - number of physical packages/sacks)
5

Register batch information (FIFO)

For each product, you must register batch/lot information:
  1. Click + Agregar Lote if there are multiple expiration dates
  2. Enter Cantidad Lote (amount in this batch)
  3. Enter Vencimiento / Vida Útil (expiration date)
The sum of all batch quantities must equal the total product amount, or the system will reject the submission.
See: FIFO Batch Tracking
6

Submit the guide

Click Registrar Guía (Pendiente). The guide will be created with status “Pendiente”.
You will see a confirmation message:“Guía #91 registrada. Estado: Pendiente de aprobación. El inventario se actualizará cuando el Director la apruebe.”

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Example from Code (GuiasEntrada.jsx:150-237)

const handleSubmit = async (e) => {
  e.preventDefault()

  if (detalles.length === 0) {
    notifyWarning('Campo requerido', 'Debe agregar al menos un rubro')
    return
  }

  // Validate that batch quantities match total
  for (let i = 0; i < detalles.length; i++) {
    const detalle = detalles[i]
    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) {
      notifyWarning('Lotes no coinciden', 
        `Rubro ${i + 1}: La suma de lotes (${sumaLotes}) no coincide con la cantidad total (${cantidadTotal})`)
      return
    }
  }

  try {
    const user = await getCurrentUser()

    // Insert guide in PENDING state
    const { data: guiaData, error: guiaError } = await supabase
      .from('guia_entrada')
      .insert({
        numero_guia_sunagro: formData.numero_guia_sunagro,
        numero_guia_sisecal: formData.numero_guia_sisecal || null,
        fecha: formData.fecha,
        vocera_nombre: formData.vocera_nombre,
        telefono_vocera: formData.telefono_vocera || null,
        notas: formData.notas || null,
        created_by: user.id,
        estado: 'Pendiente'  // ← Created in pending state
      })
      .select()
      .single()

    if (guiaError) throw guiaError

    // Insert product details with batch information
    const inputData = detalles.map(detalle => ({
      id_guia: guiaData.id_guia,
      id_product: parseInt(detalle.id_product),
      amount: parseFloat(detalle.amount),
      unit_amount: detalle.unit_amount ? parseInt(detalle.unit_amount) : null,
      fecha: formData.fecha,
      lotes_detalle: detalle.lotes.map(lote => ({
        cantidad: parseFloat(lote.cantidad),
        fecha_vencimiento: lote.fecha_vencimiento
      }))
    }))

    const { error: inputError } = await supabase
      .from('input')
      .insert(inputData)

    if (inputError) throw inputError

    notifySuccess('Guía registrada', 
      `Guía #${formData.numero_guia_sunagro} registrada. Estado: Pendiente de aprobación.`)

    resetForm()
    loadGuias()
  } catch (error) {
    console.error('Error guardando guía:', error)
    notifyError('Error al guardar guía', error.message)
  }
}

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Approving an Entry Guide (Checker Role)

Required Role: Director or Desarrollador only
1

Navigate to Approve Guides

Go to Operaciones > Aprobar Guías from the main menu.
2

Review pending guides

The page displays all guides with status “Pendiente”. Each guide shows:
  • Guide number (SUNAGRO and SISECAL)
  • Date received
  • Person who created it
  • Vocera who received the delivery
  • All products with quantities and batch information
  • Projected stock after approval
3

Verify the information

Check that:
  • Guide numbers are correct
  • Product quantities match the physical delivery
  • Batch/expiration dates are reasonable
  • All required information is present
4

Approve or reject

Click either:
  • ✓ Aprobar y Actualizar Inventario - to approve
  • ✗ Rechazar - to reject
5

Add comments (if needed)

A confirmation modal appears:
  • For approval: Comments are optional
  • For rejection: You must provide a reason
6

Confirm the action

Click Confirmar Aprobación or Confirmar Rechazo.If approved, the system will:
  1. Update the guide status to “Aprobada”
  2. Add all product quantities to inventory stock
  3. Record the approval in the audit log
  4. Display confirmation: “Guía #91 aprobada. 5 rubros actualizados en inventario.”

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Approval Logic (AprobarGuias.jsx:81-110)

const handleAprobar = async () => {
  if (!guiaSeleccionada) return

  // Verify user has Director or Desarrollador role
  if (userRole !== 1 && userRole !== 4) {
    notifyWarning('Sin permisos', 'Solo el Director puede aprobar guías')
    return
  }

  setLoading(true)

  try {
    // Call RPC function for approval
    const { data, error } = await supabase.rpc('aprobar_guia', {
      p_id_guia: guiaSeleccionada.id_guia,
      p_comentarios: comentarios || null
    })

    if (error) throw error

    notifySuccess('Guía aprobada', 
      `Guía #${guiaSeleccionada.numero_guia_sunagro} aprobada. ${data.productos_procesados} rubros actualizados en inventario.`)

    cerrarModal()
    loadGuiasPendientes()
  } catch (error) {
    console.error('Error al aprobar guía:', error)
    notifyError('Error al aprobar', error.message)
  } finally {
    setLoading(false)
  }
}

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Database-Level Approval Function

The approval process is handled by a secure PostgreSQL function that ensures atomicity.

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aprobar_guia() Function (supabase_schema.sql:414-477)

CREATE OR REPLACE FUNCTION aprobar_guia(
  p_id_guia INTEGER,
  p_comentarios TEXT DEFAULT NULL
)
RETURNS JSON
LANGUAGE plpgsql
SECURITY DEFINER
AS $$
DECLARE
  v_input_record RECORD;
  v_total_productos INTEGER := 0;
  v_guia_info RECORD;
  v_user_role INTEGER;
BEGIN
  -- Verify user has Director or Desarrollador role
  SELECT id_rol INTO v_user_role FROM users WHERE id_user = auth.uid();
  IF v_user_role IS NULL OR v_user_role NOT IN (1, 4) THEN
    RAISE EXCEPTION 'No tiene permisos para aprobar guias.';
  END IF;

  -- Get guide information
  SELECT * INTO v_guia_info FROM guia_entrada WHERE id_guia = p_id_guia;
  IF NOT FOUND THEN
    RAISE EXCEPTION 'Guia con ID % no encontrada', p_id_guia;
  END IF;
  
  -- Ensure guide is still pending
  IF v_guia_info.estado != 'Pendiente' THEN
    RAISE EXCEPTION 'La guia ya fue procesada. Estado actual: %', v_guia_info.estado;
  END IF;

  -- Update guide status to Aprobada
  UPDATE guia_entrada
  SET estado = 'Aprobada',
      aprobado_por = auth.uid(),
      fecha_aprobacion = NOW(),
      comentarios_aprobacion = p_comentarios
  WHERE id_guia = p_id_guia;

  -- Add quantities to inventory stock
  FOR v_input_record IN
    SELECT i.* FROM input i WHERE i.id_guia = p_id_guia
  LOOP
    v_total_productos := v_total_productos + 1;
    UPDATE product SET stock = stock + v_input_record.amount
    WHERE id_product = v_input_record.id_product;
  END LOOP;

  -- Log the approval in audit trail
  INSERT INTO audit_log (id_user, action_type, table_affected, record_id, details)
  VALUES (auth.uid(), 'APPROVE', 'guia_entrada', p_id_guia,
    jsonb_build_object(
      'numero_guia', v_guia_info.numero_guia_sunagro,
      'productos_procesados', v_total_productos,
      'comentarios', p_comentarios
    )::text
  );

  RETURN json_build_object(
    'success', true,
    'id_guia', p_id_guia,
    'productos_procesados', v_total_productos,
    'mensaje', format('Guia %s aprobada. %s productos actualizados.',
      v_guia_info.numero_guia_sunagro, v_total_productos)
  );
EXCEPTION
  WHEN OTHERS THEN
    RAISE EXCEPTION 'Error al aprobar guia: %', SQLERRM;
END;
$$;
This function:
  1. Verifies the user has Director/Desarrollador role
  2. Checks the guide exists and is still pending
  3. Updates guide status to “Aprobada”
  4. Adds all product quantities to stock in a single transaction
  5. Records the approval in the audit log
  6. Returns success confirmation with product count

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Rejecting an Entry Guide

1

Click 'Rechazar'

From the Aprobar Guías page, click the ✗ Rechazar button.
2

Provide a reason

In the confirmation modal, you must enter a reason for rejection (e.g., “Cantidad incorrecta”, “Producto no coincide”).
3

Confirm rejection

Click Confirmar Rechazo. The guide status changes to “Rechazada” and inventory is not updated.

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rechazar_guia() Function (supabase_schema.sql:479-532)

CREATE OR REPLACE FUNCTION rechazar_guia(
  p_id_guia INTEGER,
  p_motivo TEXT
)
RETURNS JSON
LANGUAGE plpgsql
SECURITY DEFINER
AS $$
DECLARE
  v_guia_info RECORD;
  v_user_role INTEGER;
BEGIN
  -- Verify permissions
  SELECT id_rol INTO v_user_role FROM users WHERE id_user = auth.uid();
  IF v_user_role IS NULL OR v_user_role NOT IN (1, 4) THEN
    RAISE EXCEPTION 'No tiene permisos para rechazar guias.';
  END IF;

  SELECT * INTO v_guia_info FROM guia_entrada WHERE id_guia = p_id_guia;
  IF NOT FOUND THEN
    RAISE EXCEPTION 'Guia con ID % no encontrada', p_id_guia;
  END IF;
  IF v_guia_info.estado != 'Pendiente' THEN
    RAISE EXCEPTION 'La guia ya fue procesada. Estado actual: %', v_guia_info.estado;
  END IF;
  
  -- Require a rejection reason
  IF p_motivo IS NULL OR trim(p_motivo) = '' THEN
    RAISE EXCEPTION 'Debe proporcionar un motivo para rechazar la guia';
  END IF;

  -- Update to Rechazada status
  UPDATE guia_entrada
  SET estado = 'Rechazada',
      aprobado_por = auth.uid(),
      fecha_aprobacion = NOW(),
      comentarios_aprobacion = p_motivo
  WHERE id_guia = p_id_guia;

  -- Log rejection
  INSERT INTO audit_log (id_user, action_type, table_affected, record_id, details)
  VALUES (auth.uid(), 'REJECT', 'guia_entrada', p_id_guia,
    jsonb_build_object(
      'numero_guia', v_guia_info.numero_guia_sunagro,
      'motivo', p_motivo
    )::text
  );

  RETURN json_build_object(
    'success', true,
    'id_guia', p_id_guia,
    'mensaje', format('Guia %s rechazada.', v_guia_info.numero_guia_sunagro)
  );
END;
$$;

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Permission Enforcement

The approval workflow is enforced at multiple levels:

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1. UI Level (AprobarGuias.jsx:152-169)

// Verificar permisos - solo Director o Desarrollador
if (userRole !== null && userRole !== 1 && userRole !== 4) {
  return (
    <div style={{ padding: '2rem' }}>
      <div style={{
        padding: '3rem',
        textAlign: 'center',
        background: '#fee2e2',
        borderRadius: '12px',
        border: '2px solid #ef4444'
      }}>
        <Lock className="w-12 h-12 text-red-400 mx-auto" />
        <h3>Acceso Denegado</h3>
        <p>Solo el Director puede aprobar guías.</p>
      </div>
    </div>
  )
}

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2. Database RLS Policies (supabase_schema.sql:760-765)

CREATE POLICY "guia_entrada_select" ON guia_entrada
    FOR SELECT USING (true);
CREATE POLICY "guia_entrada_insert" ON guia_entrada
    FOR INSERT WITH CHECK (get_user_role() IN (1, 2, 4));
CREATE POLICY "guia_entrada_update" ON guia_entrada
    FOR UPDATE USING (get_user_role() IN (1, 4));

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3. Function-Level Checks

Both aprobar_guia() and rechazar_guia() verify the user’s role before proceeding.

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Audit Trail

All approval and rejection actions are automatically logged to the audit_log table: 
INSERT INTO audit_log (id_user, action_type, table_affected, record_id, details)
VALUES (auth.uid(), 'APPROVE', 'guia_entrada', p_id_guia, ...);
This creates a permanent, tamper-proof record of:
  • Who approved/rejected the guide
  • When the action occurred
  • What comments were provided
  • How many products were affected

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Best Practices

  • Enter guide numbers exactly as they appear on the physical document
  • Double-check product quantities before submitting
  • Ensure batch quantities sum to the total amount
  • Use the “Observaciones” field to note anything unusual
  • Don’t create duplicate guides for the same delivery
  • Review guides promptly to avoid inventory delays
  • Verify quantities against physical delivery notes
  • Check that expiration dates are reasonable
  • Always provide a reason when rejecting a guide
  • If you approve a guide with issues, note them in comments
  • “Cantidad no coincide con guía física”
  • “Producto equivocado en la entrega”
  • “Fecha de vencimiento incorrecta”
  • “Falta información del número de guía”
  • “Duplicado de guía anterior”

User Roles

Learn about role permissions

FIFO System

How batch tracking works

Managing Products

How products and stock are managed

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