Vijay Infra Limited –
Value for Money
Vijay
Infra Limited is a supplier for various materials used in
construction industry. We have been growing at a rapid pace since inception due
to our quality products but at a reasonable price.
To smoothen the day to day operations and keeping our
future growth in perspect, we have decided to have an internal IT application
to deal with regular operations. We want out Invoice system to be automated
through this application. Find below the specifications for our new application
to be developed.
Ø We
need a User maintenance system as
the operations are carried out by various people in our organization. Users
should be able to have a unique identity and they will authenticate various
transactions using their IDs.
Ø Another
key aspect is Product. We have a
system where Products have been grouped based on similarity. We should have a
Product group and corresponding items under that group should be easily
identifiable.
o
Each product should have a unique product no
o
Product should have its own Selling price,
Cost Price, Quantity, Quantity on order, Unit of measure.
o
Further we also maintain a discount policy
where the Ordered quantity is more than or equal to a prescribed quantity, we
offer a prescribed discount. Each product should hold this Discount Quantity
and Discount price.
Ø Then
we have another key aspect in Business,The Customer.
We also maintain a database of our regular customer.
o
A system to add, update and delete customers
o
Each customer will have a unique ID and the
database should have Name, Shipping Address, Billing Address, Phone, Email
o
We also have concept of Loyalty discount for
regular customers. So, Each customer will have his own Loyalty discount
percentage associated
o
All Customer related transactions should be
complete only with a valid user authentication
Ø
Invoice
maintenance
is a very special activity in our organization. Invoice refers to the Order
form created as per customer request. Some key specifications for Invoice
system are:
o
Each invoice should have a unique
identification number
o
An Invoice cannot have more than 10 items
o
Unique Invoice ID should be generated
automatically after the Invoice creation where an Invoice is created with
Customer related details. We should be able to assign a customer for an invoice
while creation using unique Customer ID. Invoice can also be created for
Customer without ID as well.
o
We need a separate screen for adding items to
Invoice. The user will provide the Product number and this screen should
display all attributes associated with the product automatically. Cost price of
the product should not be displayed. A field should take Order quantity from
User and verify whether quantity is available with us.
Order
quantity < = Stock Quantity – Quantity on order
o
The above screen will also have fields to
display the Amount, Discount on product and Sub total after discount. When item
is add to the invoice, record the details of the product along with price,
discount and amount into a separate database. Add the quantity ordered by the
user under “Quantity on order” for particular product.
o
We need a separate screen for Updating and
Deleting a item from Invoice. When invoice no is entered, all the products
associated should be selectable and for any of then we should be able to Update
or delete the item. As per the changes, the records in database have to be
updated.
Ø All
the Invoices will be in pending status after creation. A separate screen is
provided for delivery and billing of invoice. We need to keep track of Invoice generation
date, Shipped date and Billed date for each invoice.
o
Invoice should be shipped on requesting
through the application. While shipping the invoice, all the items in the
invoice should be adjusted accordingly. The ordered quantity should be subtracted
from Quantity on order and Total quantity for corresponding products in the
database to reflect the physical movement of goods.
o
Billing of invoice is the final step, where
the invoice amount is calculated. The Customer loyalty discount will be applied
if applicable for the Customer associated with invoice. The Loyalty discount
will be applied on amount after deducting the product level discounts. The
final grand total amount should be displayed. Billing of invoice should be
intimated to the Customer through email provided along with all the amounts and
discount. Further, we should have a field to capture the payment mode(Cash or
credit) in the application.
o
Status of invoice will be updated to Billed
after billing is complete.
The Signed off application is available at :
