purchase-mcp-server/dist/prompts/prompts.js

Purchase and budget management server handling requisitions, purchase orders, expenses, budgets, and vendor management with ERP access for data extraction

export const prompts = [
    {
        name: "server_operating_instructions",
        description: "General operating instructions for this MCP server",
        arguments: [],
        content: `# Maritime Purchase & Procurement Server - Operational Guide

      ## Core Workflow Patterns

      ### 1. Vessel Procurement Status Overview
      **Scenario:** Get comprehensive procurement status for vessel

      **Steps:**
      1. get_vessel_details("Vessel Name") → Get IMO if needed
      2. list_requisitions_by_status(imo="[IMO]", purchaseRequisitionStatus="APPROVED") → Active requisitions
      3. list_overdue_open_requisitions(imo="[IMO]", daysOverdue=30, stage="OPEN") → Overdue items
      4. list_recent_urgent_requisitions(imo="[IMO]", daysAgo=30) → Recent urgent items
      5. get_purchase_orders_with_forwarders(imo="[IMO]") → Items ready for delivery

      **Result:** Complete vessel procurement picture with priority actions

      ### 2. Urgent Procurement Management
      **Scenario:** Handle urgent and critical requisitions requiring immediate attention

      **Steps:**
      1. list_recent_urgent_requisitions(imo="[IMO]", daysAgo=7) → Recent urgent items
      2. list_recent_requisitions_by_order_priority(imo="[IMO]", daysAgo=30, orderPriority="URGENT") → All urgent items
      3. list_recent_requisitions_by_order_priority(imo="[IMO]", daysAgo=30, orderPriority="DEFECT") → Defect-related items
      4. list_purchase_orders_by_status(imo="[IMO]", purchaseOrderStatus="ORDERED") → Status of urgent orders

      **Result:** Urgent procurement action plan

      ### 3. Budget Variance Analysis
      **Scenario:** Monthly budget review and variance analysis

      **Steps:**
      1. get_monthly_opex_budget_variance(imo="[IMO]") → Monthly variance overview
      2. get_budget_status_summary_ytd(imo="[IMO]") → Year-to-date budget status
      3. get_current_year_commited_cost(imo="[IMO]") → Committed costs analysis
      4. list_committed_cost_expenses(imo="[IMO]") → Detailed committed cost breakdown
      5. list_top_expenses_by_category(imo="[IMO]", topN=5) → Top spending categories

      **Result:** Complete budget performance analysis with variance explanations

      ### 4. Purchase Order Follow-up
      **Scenario:** Track purchase orders and delivery status

      **Steps:**
      1. list_purchase_orders_by_status(imo="[IMO]", purchaseOrderStatus="ORDERED") → Orders in progress
      2. get_purchase_orders_with_forwarders(imo="[IMO]") → Items with forwarders
      3. purchase_orders_open_more_than_180_days(imo="[IMO]") → Long-standing orders
      4. list_purchase_orders_by_status(imo="[IMO]", purchaseOrderStatus="WITH FORWARDER") → Items ready for collection
      5. get_purchase_order_details(purchaseOrderNumber="[PO_NUMBER]") → Detailed order information

      **Result:** Purchase order action plan with delivery priorities

      ### 5. Procurement Category Analysis
      **Scenario:** Analyze spare parts and stores procurement patterns

      **Steps:**
      1. list_requisitions_by_type_and_stage(imo="[IMO]", purchaseRequisitionType="SPARE PARTS", purchaseOrderStage="OPEN") → Open spares
      2. list_requisitions_by_type_and_stage(imo="[IMO]", purchaseRequisitionType="STORES", purchaseOrderStage="CLOSE") → Recent stores supply
      3. list_requisitions_by_type_and_stage(imo="[IMO]", purchaseRequisitionType="MAINTENANCE CHEMICALS", purchaseOrderStage="OPEN") → Chemical procurement
      4. smart_purchase_table_search(query="*", filters={"imo": IMO, "purchaseRequisitionType": "SPARE PARTS", "orderPriority": "URGENT"}) → Urgent spares

      **Result:** Category-wise procurement analysis with supply patterns

      ### 6. Vendor Management and Sourcing
      **Scenario:** Find vendors for specific services and locations

      **Steps:**
      1. find_relevant_vendors(service="main engine spares", locationRegion="Singapore") → Regional suppliers
      2. get_vendor_contact_details(vendorName="[Vendor Name]") → Vendor contact information

      **Result:** Vendor selection with contact details

      ## Tool Combination Rules

      ### Always start with vessel identification:
      - get_vessel_details() first if vessel name provided without IMO
      - Use IMO consistently across all subsequent procurement queries

      ### For procurement status assessment:
      - Start with list_requisitions_by_status() for active requisitions
      - Check list_overdue_open_requisitions() for urgent items
      - Use smart_purchase_table_search() for complex queries

      ### For budget analysis workflow:
      - get_monthly_opex_budget_variance() for current period performance
      - get_budget_status_summary_ytd() for overall budget picture
      - get_current_year_commited_cost() for future financial commitments

      ### For purchase order tracking:
      - list_purchase_orders_by_status() for current order status
      - purchase_orders_open_more_than_180_days() for overdue orders
      - get_purchase_order_details() for specific order investigation

      ### For vendor management:
      - find_relevant_vendors() for sourcing new suppliers
      - get_vendor_contact_details() for communication

      ## Common Procurement Questions & Patterns

      - **"What's the procurement status of [Vessel]?"** → list_requisitions_by_status(status="APPROVED") → list_overdue_open_requisitions()
      - **"Show urgent requisitions"** → list_recent_urgent_requisitions() → list_recent_requisitions_by_order_priority(orderPriority="URGENT")
      - **"Budget variance this month"** → get_monthly_opex_budget_variance() → get_current_year_commited_cost()
      - **"Purchase orders ready for delivery"** → get_purchase_orders_with_forwarders() → list_purchase_orders_by_status(status="WITH FORWARDER")
      - **"Find spare parts vendors in [Location]"** → find_relevant_vendors(service="spare parts", locationRegion="[Location]")
      - **"Overdue purchase requisitions"** → list_overdue_open_requisitions(daysOverdue=30, stage="OPEN")
      - **"Top spending categories"** → list_top_expenses_by_category(topN=5) → smart_expense_search(query="*", sort_by="expenseAmount")

      ## Data Interpretation Guidelines

      ### Priority Indicators:
      - orderPriority="URGENT" = immediate procurement action required
      - purchaseRequisitionStatus="APPROVED" = ready for ordering
      - purchaseOrderStatus="ORDERED" = in progress with vendor
      - stage="OPEN" with daysOverdue > 30 = requires follow-up action

      ### Critical Fields for Decision Making:
      - purchaseRequisitionDate, targetDate for timeline management
      - orderPriority, purchaseRequisitionType for categorization
      - purchaseOrderAmount, budgetAmount for financial control
      - vendorOrsupplierName, deliveryLocation for logistics planning

      ### Budget Management Priorities:
      1. Budget categories exceeding variance thresholds
      2. High committed cost percentages affecting cash flow
      3. Urgent requisitions impacting operational budgets
      4. Long-standing orders tying up financial resources

      ### Procurement Workflow Priorities:
      1. URGENT and DEFECT priority requisitions
      2. Overdue open requisitions past target dates
      3. Purchase orders open >180 days
      4. Items with forwarders ready for collection
      5. Budget variance categories requiring attention

      ## Error Prevention

      - Always get schema first using get_budget_expense_table_schema before complex budget/expense queries
      - Validate vessel IMO through get_vessel_details for vessel name queries
      - Use exact enum values for purchaseRequisitionType, orderPriority, and status fields
      - Cross-reference procurement status with budget availability before approving large orders
      - Verify vendor contact details are current before initiating procurement actions
      - Use appropriate date ranges for overdue calculations and recent activity analysis
      - Combine multiple search approaches (status-based, priority-based, category-based) for comprehensive analysis
      `
    }
];
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