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Supply Chain Management Solution

The application will consist in 6 modules, created and improved in 2 phases

In case when, either buyer, producer or transporter does not want to use app and enter orders or follow orders inside system we as admins should be able to insert orders manually.

Also, it would be perfect to have web form for orders for such buyers.

If these users do not want to use system, we should be able to send them automatically adjourned information about orders in listview (ascending dates) to their email.

The app should be available for use on mobile phones and tablet.

Phase 1:

1. Login system and roles management

users will be able to register based on administrator invitation and they will be able to set up an username and a password

the users will have roles assigned and based on their roles will be able to see only certain modules (defined for each role) and records (their own records or all the records)

I have to have user with permission to see more than one buyer/producer/transporter, but without rights to be administrator..namely, I would not like that one of our future employees sees all our orders and that he has right to delete some buyers or data from the system?

administrator will be able to set each role permissions

2. Contacts Management - Account management/ suppliers/ buyers

an interface to add and edit users details, so contact data, address, VAT nrs, bank accounts, name of the bank, one photo, etc will be included

by entering new Account we decide whether is supplier or buyer. For both we should be able to create price list in products management (transporter with prices for each destination of loading to unloading city-prices can be seasonal) or for buyer, where for buyer we choose products from list of products and create planned quantities for each month. Prices of products should be able to create in products management.

We should be able to decide (click in choice of suppliers) which supplier will be visible to which buyer or will the suppliers see only administrator. Some buyers should be able to see the suppliers data as these buyers will work directly with producers

3. Products Management

an interface to add product details such as name, picture, certificate (jpg or pdf), packing informations (dimension of pallet, how many sacks on pallet, how many pallets on truck/container), description of quality EN PLUS A1 or A2, DIN PLUS or without certificate

prices list (purchasing and sales prices) defined by season. Each buyer should have his dedicated product in order to be able to make orders

product can be also a transport service: we have purchasing price of transport and sales price for buyer (as in some cases we sell pellets with price of transport, in some we sell only transport) and these prices of transport are made for each city in Italy (for example: transport from Croatia to Rome costs us 1.200 €, to Venice 530 €, from Bosnia to Rome costs 1.300 €, to Venice 630 €) so when buyer inserts his order he should in one point choose to which city the delivery needs to be done and by choosing the city from the list, triggers cost of transport. This price of transport the buyer should not see or TO SAY CLEARER the buyer should see the price he pays to us and cost price which we pay should be visible only to administrator. Also, this information about the prices of transport should not be visible to producer. The only point where the price should be indicated is a notification email to transporter and later when a weekly automatic report is made, that this information is included for Luigi with both prices of transport: purchasing and sales price for buyer.

4. Ordes Management

allows clients to enter orders and relevant documents (CMR, DDT, ETIQUETTES, DRIVER DOCUMENT FOR UNLOADING) and to see what is happening with their orders

Buyer enters his orders with certain informations: order nr (WHICH should not be obligatory to enter immediately but that it can be entered later), unloading address, date of unloading and hour, he chooses the producer, product and quantity (we can have different quantities already inserted which depend upon the type of truck: 23 pallets, 24 pallets which gives us different tonnage: 24,15 or 25,2t), the buyer setts order to plan status-by this we (administrators). From this point onward we (admins) take over the order: we decide who will be transporter, according to date of unloading we choose the date/hour of loading and by this we trigger email notification with all details for transporter and producer which should by clicking CONFIRM (if possible inside email) change status of the order as confirmed by producer and transporter.

Numeration of orders should be organized in a way that when we open a client in Contact management, we should say if the client has its own numeration or we will use the system numeration. Some clients have numeration without any progression

or order, but some want to have progressive numbers with combination of letters. For example MOLITA wants to have for its clients first two letters as letters of the producer (supplier- example: for MODERATOR- MO, Lika peleti- LP…), and after these two letters should come progressive numeration 1, 2, 3,....and after that / the final form of numeration would be per producer/supplier: XX01/2016, XX02/2016… OR for another producer YY01/2016….

Also Luigi would like to have orders for products like pellets - one color and for firewoods another color. Is it possible that for each product we can choose color or this is CRAZY wish.

allows administrator to get confirmation from transporter and producer about day and hour of order. These confirmations should be done either directly in application by buyer, producer or transporter or from email notifications (the explanation is lower in new chapter)

sends email notifications in order to get confirmation from buyer, producer and transporter. IS IT POSSIBLE TO HAVE INSIDE EMAIL SENT to PRODUCER and TRANSPORTER and BUYER (in case of change of delivery date or hour) to have with description of the order or change of the order at the bottom of the email two “BUTTONS” - YES or NO (confirming the order or change or not confirming), and that this click to these buttons changes status to confirmed or not accepted in the order system? It would ease up the whole thing as it may happen that buyers, producers or transporters will not enter into application to change status.

sends notifications to all involved when an order status was changed

allows transporter to upload relevant documents when the order was unloaded

producer should be able to load his documents visible to: administrators and buyer; that transporter should be able to load his documents visible to us-administrators and buyer; and that buyer should be able to load his documents when he makes order with which the order is complete (documents like DDT-delivery document, etiquettes, some other documents for driver, and it may happen that other buyer does not use this option at all, they just load the order without DDT and other documents).

In any case, involved should be informed about changes by email, except when a buyer inserts new order he inserts data with order nr, destination of unloading, date and latest hour of unloading, products and producer (in case he orders more products of same producer or few products of different producer-where loading will be done in different locations), weight, instructions and notes, and then at the end the buyer sets the status of the order as PLAN...About this new order only I should be informed, then I take over the order and decide who will be transporter and when will be the date of loading (this date may be also confirmed and set by producer or me).

Order should have also fields to enter nr of sales invoice, nr of purchasing invoice, amount, due dates for payments, field with date when payment is done (payment by

the buyer and payment to supplier) and as already mentioned, each invoice should be possible to upload (supplier, producer, or we as sellers) and then if on some order we had some extra costs, that these lower the margin (you know: invoice to buyers -invoice from suppliers= margin - costs= gives net margin.

Claim management- if we get claim we should be able to choose from drop down list typical possible claims which we should enter at some point, then also we should enter the amount of the claim and choose if we pay for it or transporter or producer -the client should be able to write in what he claims, maybe insert photos or attach should be also compared to all work done with either producers or transporters (kind of report), where we could estimate that at the end of the season, which producer had claims and what kind of, or transporters -which claims we had to them: being late too many times, missing the orders, sacks which are not sealed well, pallets which lean or are not wrapped tight.... If we take over the

possibility to create email templates for each user which will be triggered in cases below.

All the orders should be organized on basis of ascending loading dates, and for buyers should be possible that they choose for them the basic view by ascending unloading dates

turnover is big and we have a lots of orders):

when orders of goods are loaded and delivered (changes status), and it happens that producer did not send via email (in your app uploaded) CMR and invoices, or the same did not do transporter after he received summary of transports for last week, COULD your system alert us that the invoices and CMRs are missing or can we have an overview of such orders where these documents are missing? Namely, we had now this situation that 2 orders from last year, did not get 2 CMRs and invoices and were not paid. Probably the buyer never received invoices and CMR and he did not know that he needs to pay them...and if you have a lot of orders with same product and even same transporter, this can be hard to figure if you do not have a good system

5. Calendar View and list view

basic calendar view for all roles- basic view should be weekly view with blocks for hours (so you can set up order based on an hour of loading)

list view list view filtered by producer, transporter, buyer

in list view or calendar view first sight should be the current order for today, current week. Also, the list should indicate, if the transporter or producer did not confirm (upon received email notification) the order and order is “hanging in the air without confirmation”

In a calendar or list view, it should be possible to open an order by clicking on it and view all the details about this order: address, transporter, loaded documents for printing (CMR, DDT, etiquettes and other). Documents like: transporters/supplier’s invoices and invoices for buyer loaded by administrator should be visible only for admin and the supplier involved (so if transporter opens order he should be able to see or upload only his invoice, or if buyer opens order he should be able to see invoice from Luigi and relevant documents for transport like CMR, DDT) or if producer opens order he should see or upload his invoice, not to see the invoices for buyer and for transport...but he can see all the documents relevant for transport: CMR, DDT and some others).

6. Automatic generated reports

weekly report for transports executed with prices of transport for each destination:one report with purchasing prices of transport and the other with sales prices (prices agreed with buyers) of transport

possibility to export reports to word or pdf

Additional features for:

- Contact Management module

more files included for each contact , such as photo, images and so on

users will be able to update their personal details

improved display

- Products Management module

display improvements

- New Modules: Claim Management

Claim management- if we get claim we should be able to choose from drop down list typical possible claims which we should enter at some point, then also we should enter the amount of the claim and choose if we pay for it or transporter or producer -the client should be able to write in what he claims, maybe insert photos or attach should be also compared to all work done with either producers or transporters (kind of report), where we could estimate that at the end of the season, which producer had claims and what kind of, or transporters -which claims we had to them: being late too many times, missing the orders, sacks which are not sealed well, pallets which lean or are not wrapped tight. If we take over the

possibility to create email templates for each user which will be triggered in cases below.

All the orders should be organized on basis of ascending loading dates, and for buyers should be possible that they choose for them the basic view by ascending unloading dates

- Calendar View and list view

improved display

improved search capabilities

-Reports - more reports such as :

monthly/seasonal realization of planned quantities in number of trucks, tons

share of each transporter in total transports done

share of each producer in total quantities sold

share of each buyer in totaly quantities sold

share of claims against total quantities per producer and claims per total transports per transporter

margin % in realized (total margin versus costs: claims..)

when you click on the order number that you have the same view as in Zoho CRM? So that when we click on order number that we see all in the same view below: invoices connected with this order nr, CMR (transport documents), invoices of the supplier, due dates…

we will need reports with paid/unpaid invoices, due dates for payments from buyers and payments to suppliers

More features:

record audit (administrator will be able to review records changes)

I can do the translation of the application terms in different languages, so the users will be able to choose their own language

if possible with each pellet in sacks of 15 kgs we have a problem that producers somehow forget to order sacks (nylon in roles printed with logo of the buyer) and this then causes problems in continuity, it would be good if we could have special product like sack (without pellets in it) on stock and then we make normative how much nylon is spent per sack, so that when we make order of specific pellets packed in specific sacks, that the stock is deducted. If this is not possible, it will not be end of the world.

If you want I can give you access to our ordering tabels in Google spreadsheet, where we have added few scripts which send emails for orders and any changes and connect orders to Google calendar (which is most commonly used by transporters-here transporters are rather limited in using IT and we found that Google calendar is used by all). The only problem of Google calendar is that it does not change or delete orders when there are changes in Google spreadsheets.

Skills: PHP, Software Architecture

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About the Employer:
( 0 reviews ) Slovenia

Project ID: #10469839

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