We are looking for a full stack web application to manage items orders and parties for our clients. They are supplier and contractors who take up work from government organisations. They get tender orders and need to manage them.
1. Master modules
At first we need a module to create parties and items with specific fields.
2. Tender/project creation After we have created a master set for the two. We need to add tenders. To add tenders the user needs to upload various documents and fill specific fields pertaining to various information about the tender. Here the user needs to fill in various dates for which a SMS based reminder will went to sent to the admin.
3. User management There will be an admin and they will create users who will manage different tenders.
4. Item to project
After tender documents are uploaded and information is set the user will add the items that are to be sent in the tender.
5. Cost calculation
After creating items they will select the parties from which they will ask for quote for the best prices for the tender an automated email needs to sent to the parties with a excel file where they can fill in the rates for the items.
6. Item Rate History
Here we also want what was the last price at which the item was bought and from which party. After parties will send us reply back via emails l with the files Excel sheets.
7. Item Comparative Statement
We will upload the Excel sheets in our system against a particular tender and we will create a comparable statement of the rates.
8. Inspection Call Letter
After parties are finalized we need to verify from the government authorities that we are procuring so and so items from so and so Part and they will perform an inspection, a letter needs to be generated from the system for the same requesting for inspection and also letter demanding a change in inspection authority big required or even cancellation of Inspection.
9. Purchase order
After we got the best rates for our items we will create purchase orders to be sent to parties for procurement there will certain fields which the user will input.
10. Receipt of items
After purchase order when the item is dispatched by the party we will enter details of the consignment to keep track of delivery. When the items is delivered to us we need to enter into the system when was the item received against which bill number etc.
11. Dispatch After this we will send the items to the government organizations from which we had received tender.
Now the government department will process our payment in parts and we need to keep track which payment have we received against which items of a particular tender.
13 . Reporting
For reporting and MIS we need data item wise and party wise and project wise. We need a report for a single item as in which projects it was provided at which rate from which party. Similarly party wise report as a particular party had given which items in which projects. A dashboard to keep track of projects ie. Tenders item wise as to understand on which stage our item is starting from Cost calculation, inspection, ordering, receipt, dispatch and finally payment
14. Expenditure Management
Project Wise different heads can be created and managed for the different expenses realized during the project.