Project Report on Vender Management System

Project Report on Vender Management SystemDetermines the working of Vender Management System

2009

Submitted By:- Deepshikha Saxena

Vikas Dhiman Sachin Goyal

[PROJECT REPORT ON VENDER MANAGEMENT SYSTEM] September 22, 2009

Preface The Idea behind this project is to automate the process of sales & marketing in order to

standardize the entire process from information gathering to receiving order &

payment from customer. This system will allow user to maintain the entire information

about the customers in a database and also the information about order placed &

payment received from them. One can also generate reports for managerial use. During

this project we have undergone the entire manual process which was used for making

customers & taking orders .For which we surfed the net & searched for various

companies, contacted with them & find out various contact details. It was very difficult

to keep the track of record manually and update the record in case of any change

.Besides; it was also very difficult to track the no of follow-ups that have been made

for a particular company. At the end we are successful in developing a system that

overcomes all these problems .Its simple & user friendly interface provides ease of

work to the user. The success of this project is shared by many people. So we would

like to thank our project guide & Global graphics for their guidance & support.

Besides, an honorable mention goes to our families and friends for their

understandings and supports on us in completing this project

2 Preface |


AcknowledgementFirst and foremost, we would like to thank to our supervisor of this project, Mr. Megh

Gholap

For the valuable guidance and advice. He inspired us greatly to work in this project.

His willingness to motivate us contributed tremendously to our project. We also

would like to thank him for showing us some example that related to the topic of our

project. Besides, we would like to thank the authority of Global Graphics Software

for providing us with a good environment and facilities to complete this project & also

gave us an opportunity to work in the practical environment. Finally, an honorable

mention goes to our families and friends for their understandings and supports on us in

completing this project. Without helps of the particular that mentioned above, we

would face many difficulties while doing this project.

3 Preface |


Introduction

Objective:To understand and propose a standard solution for marketing and selling products by automating

the processes involved such that it is easy for anyone to operate and maximum customers can be

reached by spreading the roots of company worldwide. To fulfill the objective we are proposing a

system known as vendor management system. A VMS (Vendor Management System) is an

automated system for the requisition, evaluation, engagement, management, and payment of

contingent workers. It is important to communicate with your suppliers and vendors as it is to

communicate with your customers. Establishing the proper communication channels and

information flows between you and your suppliers can lead to increased efficiencies, reduced costs

and better customer service.

4 Preface |


Contents

Preface ............................................................................................................... 2

Acknowledgement ................................................................................................ 3

Introduction .......................................................................................................... 4

Objective: ..................................................................................................................... 4

Contents .............................................................................................................. 5

Scope .................................................................................................................. 8

Technology Used:- ................................................................................................ 9

Front end:- .................................................................................................................... 9

Back end:- .................................................................................................................... 9

Tables Used ....................................................................................................... 10

Pre Customer:- ........................................................................................................... 10

Pre Reseller:- .............................................................................................................. 10

Status:- ....................................................................................................................... 10

Existing Customer and Order Processing:- .................................................................... 12

Payment:- ................................................................................................................... 12

Feasibility Study ................................................................................................ 13

Working of Existing manual System:- ............................................................................ 13

Surfing the Internet: .......................................................................................................... 13

Getting the detail of the company: ..................................................................................... 13

Contacting the companies: .................................................................................................. 14

Drawbacks of existing system:- .................................................................................... 15

Not standard Processes. .................................................................................................... 15

5 Preface |


Unable to generate reports. .............................................................................................. 15

Record keeping cumbersome. .............................................................................................. 15

Proposed System ............................................................................................... 16

Objective:- .................................................................................................................. 16

Advantages:- ............................................................................................................... 16

Share Information and Priorities. ....................................................................................... 16

Build Partnerships for the Long Term. ............................................................................... 16

To be respectful to your vendors. ..................................................................................... 16

ER Diagram:- .............................................................................................................. 18

Project organizational activity Structure: ............................................................ 19

Styles of team:- ........................................................................................................... 19

Roles:- ........................................................................................................................ 20

Project Schedule: ............................................................................................... 21

Implementation Strategy: ................................................................................... 22

Design:- ...................................................................................................................... 22

Forms Design: .................................................................................................... 23

Main Form Window:- .................................................................................................... 23

Corporate Menu:- ............................................................................................................... 24

Functionality of Buttons:- ................................................................................................. 26

Status of Pre Customer Form:- ........................................................................................... 27

Functionality of Buttons:- ................................................................................................. 29

Existing customer:- ............................................................................................................. 30

Functionality of Buttons: ................................................................................................. 31

Reseller Menu:- .................................................................................................................. 33

Pre Reseller Customer:- ..................................................................................................... 34

Functionality of Buttons: .................................................................................................. 35

Status form:- ...................................................................................................................... 36


Existing Reseller Customer:- .............................................................................................. 38

6 Preface |



Report Menu:- ..................................................................................................................... 41


Payment Menu: .................................................................................................................... 45


Conclusion ......................................................................................................... 48

7 Preface |


ScopeVendor management system will help in standardizing the entire sales & marketing

process as it will help in ensuring timely completion of work & also maintain the

record of follow-ups that have been done for a particular stage. Another major

problem of report generation will also be resolved after the implementation of this

project .Information about each & every company & reseller will be stored in the

Database that can be used in future .Each company’s maturity value can also be

calculated for further transactions. In a single go one can have the entire

information about any company or reseller.VMS will provide a GUI environment so that

one can easily enter the information with the help of forms into the database. By

clicking just one button on the form one can generate reports for any pre customer,

customer or reseller. The project will address the requirements of keeping the

records of all companies as well as resellers and generating the reports on the basis

of user requirement.

Types of reports:-

• Information About a single company.

• List of total Companies stored in the database.

• Maturity value of each company in terms of percentage.

• Customer order.

• Balance due.

• No. of license sold.

With these reports organization can make their strategy for future as they can

determine with the maturity value the level of interest of each company in our

product. The scope of this project is limited for only standalone systems. In

future the system can be enhanced to be used in a network .

8 Preface |


Technology Used:-This project will be using following technologies:-

Front end:-From our point of view VB.Net will be best for this Project (Vendor Management

System) as a Front end. Because our project is customized project and can be

develop easily with VB.Net. Form can be created in VB.Net simply by drag and

drop method. Using SAP or any other language can be very difficult and can be

very costly for this project. VB.NET's features are so significant that they

change the nature of VB. The syntax and basic language changes assure that

you'll have to rewrite all your existing VB applications to VB.NET.

Back end:- We can use SQL Server 2000 as Database. Because applying query in SQL is very

simple and efficient other than any other Database.

9 Preface |


Tables Used

Pre Customer:-

Pre Reseller:-

Field Name Data type Des.sr_no Int To count the recordsreseller_id varchar Primary key company_name Varchar Name of the companycompany_address Varchar To store addresscontact_person Varchar Name of contact personcontact number varchar To store contact numberemail Id Varchar Email of the contact personsales _region Varchar Region where reseller dealsturn_over varchar Total no license he can sell

Status:-

Field Name Data type Des.sr.no Int To count the recordscustomer ID varchar Primary keystatus_intro varchar To record the status of introductory mail

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Field Name Field Data

Type

Des.

sr_no Int To count the recordscompany_id Varchar Primary key company_name Varchar Name of the companySub_name Varchar Sub name if company deals in various productscompany_address Varchar To store addresscompany_type Varchar Size of the companycompany_spl Varchar Specialization of the companyContact_person Varchar Name of contact personemail_id Varchar Email of the contact person


status_f varchar To record the status of product feature liststatus_ppt varchar To record the status of product presentation .status_eval varchar To record the status of evaluation versionstatus_feed varchar To record the status of feedback formfollow_intro varchar To record the status of follow ups for

introductory mailfollow_f varchar To record the status of follow ups for product

feature listfollow_ppt varchar To record the status of follow ups for product

presentation.follow_feed varchar To record the status of follow ups for feedback

formType varchar To select type of customerscomment varchar To enter user commentfeedback varchar Feedback of customerprogress varchar At which stage customer is.

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Existing Customer and Order Processing:-

Payment:-

Field Name Data type Des.sr.no Int To count the recordscustomer ID varchar Primary keybal_amount Varchar Amount to be paid by customeramt_paid varchar Advance paidis_cheque Varchar To check if payment is made through

chequeis_draft varchar To check if payment is made through

draftis_cash Varchar To check if payment is made through

cashcheque_no varchar To enter the cheque no.type Varchar To select the customer typesub_name varchar Sub name of the company

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Field Name Data type Des.sr.no Int To count the recordscustomer ID varchar Primary keytype_customer varchar To select between corporate &

resellerqty_order varchar Total quantity of order placeddate_order varchar Date of order placedamt_order varchar Total Amount of order amt_afterdiscount varchar Total amount after discountbal_amount varchar Amount left after advanceprice_license varchar Price of each licensediscount varchar Percentage of discount given to

customers


Feasibility Study

Working of Existing manual System:-Existing Process comprises of three basic steps. These are

• Surfing the Internet

• Getting the detail of the company

• Contacting the companies

Surfing the Internet:

The first step starts with Search for the companies

(BPO/DESIGNING/ITe/IT software).So that we have the names of all the

companies which we want to target. Choose a website whose data is authentic

for example NASSCOM.

Getting the detail of the company:

Completion of first step will provide us the names of the companies. This step

involves collecting the following information from their website:

• Name of company.

• Work Area.

• Contact no. of company.

This step must be performed with utmost care as if the contact number of

company is not correct we can’t contact the companies and proceed further.

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Contacting the companies:

Once we have the contact details our third and final step starts which is making

a call in the company and ask for the following information:

• Name of the CTO/CEO of company.

• Email ID of CTO/CEO.

After getting the above details send an introductory mail on their Email address

which contains the information of Global Graphics Software and the product

gDoc. Now check the status of Mail (Bounsed/Received).If bounsed, then Make

a call again in the company and confirm the Email address and resend the

introductory mail on confirm Email ID. After that Send Evaluation Version of

gDoc. Make call in the company and confirm. If they have got the evaluation.

Version of gDoc and used it, then Send a Feedback form. If not checked the

Evaluation version then, give them a reminder.

14 Preface |


Drawbacks of existing system:-

Since there are no standard processes so we face following difficulties such as

Not standard Processes.

Unable to generate reports.

Record keeping cumbersome.

15 Preface |


Proposed SystemA VMS (Vendor Management System) is an automated system for the requisition,

evaluation, engagement, management, and payment of contingent workers. It is

important to communicate with your suppliers and vendors as it is to

communicate with your customers. Establishing the proper communication

channels and information flows between you and your suppliers can lead to

increased efficiencies, reduced costs and better customer service.

Objective:-Main objective of VMS is to reach maximum customer for spreading the roots of

company in worldwide.

Advantages:-

Share Information and Priorities.

Build Partnerships for the Long Term.

To be respectful to your vendors.

16 Preface |


17 Preface |


ER Diagram:-

18 Preface |

CORPORATE

nameaddre

Head

count

Work area

Contac

t

number

Contact

Email

RESELLER

name

address

Contact

person

Contact

turno

Sales

region

Email

Pla

ce

ORDER

Price per

license quantity

date

Discount

percentag

Recei

ves

PAYMENT

Amount paid

Mode of

payment


Project organizational activity Structure:

The way a project team is structured can play a major role in how it

functions. Careful consideration of team composition and reporting

relationships can make a big difference to the results.

Styles of team:-

There are two main structural dimensions to the project team:

• What type of resource? • What are they delivering?

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http://www.epmbook.com/resources/projectstructure1.ppt


Roles:-

Project Director The person with genuine executive authority over the project. The Project Director has full accountability and responsibility for the project's success, and has the power to make all decisions, subject to oversight by the executive bodies.

Project Manager The person with day-to-day responsibility for the conduct and success of the project. The Project Manager would normally have control over all project resources.

Team Leader Typically the project will be divided into various sub-teams - each with its own Team Leader. Team Leaders would be responsible for the management and coaching of that sub-team. They may also have responsibility for managing and tracking the detailed sub-plan for their team.

Developer / Programmer

A specialist in the creation of solution components. Again, there will be different types of developer depending upon what is being developed.

Documenter / Technical Writer

A specialists in the creation of accurate usable documentation - both for the day-to-day use of the solution and as design documentation for future reference

End User End users form valuable resources in the team - they can be used for many purposes related to the design, construction and delivery of the business solution.

20 Preface |


Project Schedule:

21 Preface |


Implementation Strategy:

In this project there will be seven forms containing various fields that will help to

fetch the information. These forms are designed in VB.Net the seven forms are like

this:

Design:-

22 Preface |

Customer

Corporate

Reseller

Order Processing

Quantity

Date of Delivery

Amount

Reports

Customer List

Maturity Level of Company

Order Reports

License Reports

Payment

Cheque Draft Cash


Forms Design:

Main Form Window:-

As the user opens the Vendor management system the very first window he will interact

with is Main Form .This window allows user to select the function he wants to perform

i.e. whether he wants to manipulate any data about corporate ,reseller or he want to

generate reports or if he want to record the payment details. User can minimize,

maximize or close the window with the help of buttons displayed in the title bar.

23 Preface |


Corporate Menu:-

A customer can be categorized as Pre customer

(one which is new )& existing customer therefore

as the user click on customer menu following

menu items will appear.

Pre customer

Status

Existing customer

One can select any of the menu items according to the requirement. Pre customer is

one with whom we are dealing for the first time & want him to use our evaluation

version so that we can have their feedback. Once they give a positive feedback about

the product they comes under the category of existing customer. Status contains the

steps which are involved to make a Pre Customer our Customer (Existing).

24 Preface |


Pre customer form:-

25 Preface |


If the user clicks on pre customer the following form will appear which will help to

save the information about pre customer. The above form contains information about

the name of the company, address, work area, Contact person, contact number, and

Email ID.

Functionality of Buttons:-

Save Button: This button saves the data when the user enters the information about new customer or modifies the information of old entry i.e. saves the data to the data base which can be retrieved from the database for the future use.

View button:

View button can be used to display the entire information about an existing entry of a pre- customer. As soon as the user clicks the view button data grid will appear from which user can select the name of company whose details he want to see.

Modify Button:

If any particular details of an existing record needs to be modified than user can use the modify button. Clicking the modify button will open a data grid from which user can select the name of company whose details he want to modify. He must click on save button after modifying the record to save the changes made.

Delete Button:

This button ensures deletion of a record from the database. If user want to permanently delete a record from the database he can do so by simply clicking on the modify button & selecting the record from the data grid which he wants to delete, after selecting it click on delete button.

Clear Button:

Clear button clears all the fields after viewing of the data or whenever user feels to blank all the fields.

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Close Button:

Close button is used to close the current form.

Status of Pre Customer Form:-

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From the status form one can check or modify the status of any particular customer.

After selecting the type of customer (corporate or reseller) user can insert values in

the fields such as whether Introductory mail has been sent & received same with

28 Preface |


product feature, Product presentation list, Eval Version & Feedback form. There are

also various buttons in the form that perform various functionalities

Functionality of Buttons:-

Save Button:

This button saves the status information of the customer. As soon as user enters the value of any field & click on save button its value will be stored in the database.

View button:

Whenever user wants to view the status details of any customer he can do this by simply clicking on the view button. User can just view the data but cannot modify it at the time of viewing.

Modify Button:

If user wants to update the status information of the customer than he can do so by just clicking the modify button. One can modify the information of the pre customer.

Delete Button:


Clear Button:


Close Button:


29 Preface |


Existing customer:-

30 Preface |


This form window will open as soon as the user clicks on existing customer menu item.

If an existing customer (company/Reseller) wants to place an order user can use this

form to take the order .User need to enter only quantity of order, Price of a license,

Date of order, Discount if any. Rest of all the information can be fetched from data

base by clicking on browse button.

Functionality of Buttons:

Calculate Amount:

This button calculates the total amount according to the order placed by the customer considering the discount if any given to them.

Save Button:

This button saves the status information of the customer. As soon as user enters the value of any field & click on save button its value will be stored in the database.

View button:

Whenever user wants to view the status details of any customer he can do this by simply clicking on the view button. User can just view the data but cannot modify it at the time of viewing.

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Modify Button:

If user wants to update the status information of the customer than he can do so by just clicking the modify button. One can modify the information of the customer.

Delete Button:


Clear Button:


Close Button:


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Reseller Menu:-

The next menu on the main Form window is Reseller menu. Our Customer can be

corporate as well as Reseller. If the customer is a reseller user can select this

menu to keep the information about him once he clicks on this menu a drop down list

appears from which user can select the task which he wants to perform .This menu

also contain following Menu items these are as follows:

Pre Reseller Customer

Status

Existing Reseller Customer

As like in case of corporate customer one can similarly also select for Reseller

customer any option from the list .

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Pre Reseller Customer:-

34 Preface |


This is the first menu item of reseller menu. If we are dealing with this reseller for

the very first time then he comes in the pre reseller category. This form can be used to

keep the entire information of a new reseller such as name of the company, address,

name of contact person, contact number, Email Id, Sales region, Turnover. The ID of

reseller will be generated automatically after entering all the details.


Save Button:

This button saves the data when the user enters the information about new reseller or modifies the information of old entry i.e. saves the data to the data base which can be retrieved from the database for the future use.

View button:

View button can be used to display the entire information about an existing entry of a pre- Reseller. As soon as the user clicks the view button data grid will appear from which user can select the name of Reseller whose details he want to see.

Modify Button:

If any particular details of an existing record needs to be modified than user can use the modify button. Clicking the modify button will open a data grid from which user can select the name of Reseller whose details he want to modify. He must click on save button after modifying the record to save the changes made.

Delete Button:


Clear Button:


Close Button:


35 Preface |


Status form:-

36 Preface |


As like corporate customer user might need to keep the status of the Reseller. User

can perform this function by using this form, firstly user need to select the type of

customer by clicking the radio button in front of the reseller. User can insert

values in the fields such as whether introductory mail has been sent & received same

with product feature, Product presentation list, Eval. Version & Feedback form.

There are also various buttons in the form that perform various functionalities


Save Button:

Save button saves the status information of the reseller. As soon as user enters the value of any field & click on save button its value will be stored in the database.

View button:

Whenever user wants to view the status details of any reseller he can do this by simply clicking on the view button. User can just view the data but cannot modify it at the time of viewing.

Modify Button:

If user wants to update the status information of the Reseller than he can do so by just clicking the modify button. One can modify the information of the reseller.

Delete Button:


Clear Button:


37 Preface |


Close Button:


Existing Reseller Customer:-

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If we want to take the order of the Existing reseller Customer this form can be used

as user can add the following details of the order such as Quantity of the order,

Price of one license, Date of order, Discount if any. Rest of all the information can

be fetched from data base by clicking on browse button

39 Preface |



Calculate Amount:

This button calculates the total amount according to the order placed by the customer considering the discount if any given to them.

Save Button:

This button saves the status information of the Reseller. As soon as user enters the value of any field & click on save button its value will be stored in the database.

View button:

Whenever user wants to view the status details of any Reseller customer he can do this by simply clicking on the view button. User can just view the data but cannot modify it at the time of viewing.

Modify Button:

If user wants to update the status information of the Reseller customer than he can do so by just clicking the modify button. One can modify the information of the customer.

Delete Button:


Clear Button:


Close Button:


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Report Menu:-

One of the main feature of this System is it Facilitates automatic Report Generation.

User can generate various reports that can be used for various managerial purposes.

At any point of time if user feels he wants Report he just need to click on the Report

menu. As soon as user clicks on the report menu following form will appear

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One can generate Progress report about a Corporate as well as Reseller Depending

Upon the requirement.

A user can generate following reports.

List of all Corporate/Reseller customers.

Status of all corporate/Reseller.

Order list of Corporate/Reseller Customer.

Payment List of Corporate/Reseller.

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Generate report:

As soon as the user clicks on this button after selecting all the information the report will be generated depending upon the choice of options user has selected.

Close:

To close the current form.

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Payment Menu:

Once the order is placed user need to receive the payment & also keep the details of

the payment,then this forms comes into light.when the user clicks on the payment menu

the following form will appear.

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One can select the customer type & proceed further .The customer details can be get

automatically by clicking on browse button. After selecting the customer one needs to

fill the Amount information such as what is the mode of payment either it is by cheque,

cash or through Demand draft .How much amount is paid by him. If the payment is made

46 Preface |


through cheque/Draft he needs to specify the Number also. Date of payment must also

be entered by the user


Save Button:

This button saves the status information of the Reseller. As soon as user enters the value of any field & click on save button its value will be stored in the database.

Clear Button:

Clear button clears all the fields after viewing of the data or whenever user

feels to blank all the fields.

Close Button:


47 Preface |


ConclusionAfter we have completed the project we are sure the problems in the existing system

would overcome. The “VENDOR MANAGEMENT SYSTEM” process made computerized to

reduce human errors and to increase the efficiency. The main focus of this project is

to increase the efficiency of sales & marketing process. The maintenance of the

records is made efficient, as all the records are stored in the SQL SERVER database,

through which data can be retrieved easily. Browse button is provided on forms to view

all the customers. User has to just click on report button to generate report of any

customer. The editing is also made simpler. The user has to just type in the required

field and press the update button to update the desired field. All the customers are

given particular unique id no. So that they can be accessed correctly and without

errors. The problems, which existed in the earlier system, have been removed to a large

extent. And it is expected that this project will go a long way in satisfying users

requirements. The computerization of the manual system will not only improves the

efficiency but will also reduce human stress thereby indirectly improving human

resources.

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Project Report on Vender Management System

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