HPCL Bathinda
Project will keep 3 phases.
1. Masters
2. Transactions
3. Reports
In Master Phase…… We will make some master creations from admin side….. as per below…
1.Vendor ID* (supply material to HP)
1.Name * 2. Address 3.City* 4.Phone 5.Mobile* 6.email id* 7. Remarks
2.Site*
1. Site Name* 2. Address 3.State
3. Architecture
1. Name* 2.Address 3.City* 4. Contact Details
4. Items Data
1. Hp will provide the all items data which will use in everywhere in project
5.Purchase Order
1.PO Number 2.Site 3. %( - or +)(This will clear in next )*
• After these all masters admin will map vendor with site & purchase order number.
• This mapping process will help to vendor due to submit the bill
Admin Can change/Delete/View all master database
Transaction Mode
1. Request Mode 2.Give authentication 3.Vendor will login 4.Submitt Bill. 5. Make a queue of invoices, Approve/rejection process.
1.1 Request mode from vendor for get password from HP then the below columns will appear on his dashboard.
1. Vendor ID 2.Email id 3. Mobile 4. PO Number 5.Remarks 6.Submitt.
After above submission admin will access the same request in his own panel & approve him for submission of his bill
As well as admin will approve the submission a mail will send on vendor mail id, this mail will auto generated by system contains password for login in system.
4. Vendor login
First screen will appear for submit his bill & the columns will as per below…
4.1 submission number 4.2 Site Name (auto appear from master) 4.3 %{( - or +) Auto appear from master} 4.4 Bill Number 4.5 Bill submission date(system date will appear auto) 4.6 Date of site handover 4.7 Date of dispatch hard copy of invoice 4.8 Remarks
In next box
4.9 Line number (Manually) 4.10 Item description will appear auto coz of already entered in item masters. 4.11 sub items details will open in extra dialogue box eg.
Line Number 16 (Item Code)
Then In item desc. Sand Filling
Then sub items of sand filling will appear in next box
Item name Unit Qty Unit Rate Value
(Drop down) 4 Decimals 4 Decimals Net Value
After enter the figures in all items user will click OK Button then it will come back on first screen with that figures
There are two rate basically used in database.
One Is already prefixed in database of HP.
2nd is offered by vendor that he will supply his stock in % ( - or +) mode.
For exp.:- Item Standard Rate is 1000.
HP was order to vendor who is ready to supply his stock less 5% from standard rate
Now the net price of item will 950 ( 1000 – 5% =950) this value will take in bill. But on the vendor screen both prices will display. St. Price, Net Price.
4 i. after submission bill vendor can print this invoice or generate PDF.
5. Make a queue of invoices…
5.1 After the submission the bill all bill will appear in architecture’s dashboard.
5.2 Arch. can Edit/reject invoice.
5.3 Arch. will approve invoice then it will goes to admin for final approvation.
5.4 Admin can directly access all invoice with Edit/approve/reject.
5.5 If admin or arch will reject the bill then it will send back to vendor’s mail id (used for submission the bill).Then it will process again.
Reports
1.in admin panel
1.1 Total bill submitted/approved/rejected by vendors.
1. date from to 2. Approved/rejected/submitted/all 3.Show
1.2 In Admin panel due to access of bills standard rates & actual rates both will appear.
1. Vendor ID 2. Bill Number 3.Site Name 4. Lines 5.qty 6 st.rate 7. Act. unit rate 7 value
If want to expand then click on it & the bill will expand.
This report will also exportable to excel with detail or summery.
1.3 vendor wise, site wise, Line wise total purchases
All Reports export to excel, PDF.
Some other points.
Until admin will approve the bill vendor can view the submitted bill.
After approve his bill the password will auto de-activate.
Items database will provide us by party
Some calculations also will appeared in bill submission like if item in number then direct qty will appear. But if item unit will QB then qty field appear from some calculation steps.(these all formulas provide us by party).
