Functional Requirements Document

This FRD covers the end-to-end workflow for raising indents, running auctions, awarding suppliers, and allocating vehicles for both Client and Contract indent types. It is the functional contract for the Vehicle Indent & Auction module.

1. Actors & Roles

Branch Ops — raises indents (Client / Contract), monitors status, allocates vehicles.
Auction Manager — creates the auction window, monitors bids, awards the winning supplier.
Registered Supplier — receives notification, places bids during the open window.
Walk-in Supplier — invited explicitly to bid on specific indents.
Control Tower — observes SLA, TAT and exceptions across all indents.

2. Indent Creation

On the listing page, Create Indent opens a single-select chooser between Client and Contract. The form below adapts to the selected kind.

2.1 Client Indent

Field	Behaviour / Rule	Source
Client Code *	Select from master. Triggers auto-fetch of name and addresses.	Client master
Client Name	Read-only; auto-fetched.	Client master
Address *	Required dropdown when client has multiple addresses.	Client master
Pincode / City / State	Auto-fetched from the chosen address.	Client master
Movement Type	FM / MM / LM dropdown per requirement row.	User input
Branch Code	Selected branch raising the requirement.	Branch master
From / To	Branch or Customer Location. If Branch → branch code required; if Customer → address dropdown required.	User input
Requirement Date	Mandatory per row.	User input
Vehicle Size / Count / Body	32ft or 40ft, count ≥ 1, Body: Open / Closed / Refrigerated / Flatbed.	User input
Multiple rows	Add Row supported; tabular summary shown below the form.	UI

2.2 Contract Indent

Field	Behaviour / Rule	Source
Movement Type	Local / Linehaul.	User input
Vehicle Type	32 Feet / 40 Feet.	User input
Body Type	Open / Closed / Refrigerated / Flatbed.	User input
Capacity	Auto-fetched from vehicle type (32ft → 16T, 40ft → 26T).	Vehicle master
Requirement Date & Time	Mandatory.	User input
Requestor Branch	Mandatory; identifies the originating branch.	Branch master
Origin / Via / Destination	Each leg supports Branch or Customer Location with the same address rules as Client. Multiple Via legs are allowed.	User input
Total Distance / TAT	Captured leg-wise; bidding for Linehaul is on a Per KM basis.	Derived / input

3. Auction Lifecycle

Status flow: Pending → Auction Created → Auction InProgress → Awarded → Vehicle Allocated → Trip Created → Trip in transit → Trip Closed → Closed.
Auction window is defined by Start and End datetime. End must be strictly after Start.
Registered suppliers receive an automatic invite; walk-in suppliers can be added explicitly to a specific auction.
For Contract (Linehaul) indents, the bid amount is captured as Per KM and rolled up to a total value using the route distance.
Awarded supplier is highlighted in the bid table and the Route / Lane column shows the awarded route when an indent has more than one vehicle.

4. Allocation & Trip

After award, the supplier is required to allocate vehicle number, driver name and contact within the SLA window.
Replacement indents must carry the existing vehicle number being replaced.
Once allocation is confirmed, the indent transitions to Trip Created and is handed off to the Trip module.

5. Route Visibility Rules

When totalVehicleCount > 1, the Bidding Details and Awarded panels render a Route / Lane column so bids are unambiguously matched to a vehicle line.
Route strings are cleaned of the trailing '(Origin, Via and Destination)' annotation before display.
Local movements show 'Branch Local Operation' instead of an inter-city route.

6. Notifications

Indent creation, auction start, new bid, award and allocation events generate in-app notifications via the bell.
Notifications are grouped by Vehicle Indent and Supplier Relationship categories.
Clicking a notification deep-links to the relevant indent or auction view.

7. Validation Rules

Create Indent cannot be submitted unless required fields are filled and at least one vehicle row exists.
Auction End must be after Auction Start.
Bid amount must be a positive number; Per-KM rate must be > 0 for Linehaul Contract auctions.
Awarded action is enabled only when the auction is in InProgress or Closed state.

8. Data Model (logical)

Indent: id, requestType (Client | Contract), indentType (New | Replacement), status, vehicles[], origin/via/destination, branch, audit.
VehicleLine: count, vehicleType, body, routeType, route, distanceKm, tatHours, validFrom/Till, existingVehicleNo?
Bid: supplier, vehicleNo?, amount (or perKm), bidAt, status (Active | Awarded | Rejected), isRegistered.

9. Status Transitions

Pending
  └─► Auction Created ──► Auction InProgress ──► Awarded
                                                   └─► Vehicle Allocated
                                                         └─► Trip Created ──► Trip in transit ──► Trip Closed ──► Closed

10. Exceptions

No bids received before auction end → auction marked Closed (No Award); ops can re-publish.
Awarded supplier fails to allocate within SLA → indent reverts to Awarded with a flag, escalation notification fires.
Trip cancelled mid-transit → status moves to Closed with reason captured in remarks.

11. Acceptance Criteria

All field validations behave as defined in §2 and §7.
Listing, View and Auction pages reflect only Client / Contract request types (Adhov is retired).
FRD and PRD links are reachable from the Vehicle Indent & Auction nav group.

12. Out of Scope

Driver onboarding and document expiry — handled in Supplier Relationship.
Invoice generation and payouts — handled in Finance module.