Bill tracking and vendor management system

Akshay Ajgaonkar BE-5 (29)Sriaditya Sastry BE-5 (53)

Need To Develop the Application

HPCL Vendor

Building healthy Business relationships

IntroductionVendors who provide materials to hpcl and have

business transactions , need to track and verify their bills from time to time , even when they are not stationary .

Bill tracking system is basically a web application that gives vendors the real time information about their bills straight from the companies databases .

Vendors can view and edit their profile details

Various and thousands of bills

All the Payment history

Customize their search

Get the notifications about payments and bills

Provide feedback and complains

Problem• The major problem that HPCL faces is when the vendor does not get to review his bills.

• He remains unaware of all the transactions that happen between him and the company and about the new deals and policies.

•Everytime he wants to view his payment details or bills , he has to ask the company to do it for him restrictiong his independence to do it himself.

•This is not favorable as HPCL aims at safeguarding all its vendors with which it does business.

How the system worksThese databases give different information to

the vendorVendor logs on with his vendor id and password If login is verified , a welcome page is displayedIf not , then invalid user page is displayed and

user is asked to login again.Here verification of the vendor is given an

importance and if the vendor fails to remember his id & password , he gets it in his private e-mail.

After obtaining which , he can login again.

How the System Works

Vendor accesses his Bills ,payment details ,views Notifications, provides feedback from any where

Hpcl employee making the necessary Changes (if required) , analyzes Feedback updates database

How the system works cont…

FeaturesAfter logging in , the vendor will get a notification

bar , which will notify him of all the current deals and policies of the company.

User is given an option of staying logged on for 30 days if he desires to so as to save him the trouble of logging in again and again if he requires quick viewing of bills.

Vendor is given an option of downloading his bills or purchase orders in his system so tht he does not have to access his system everytime.

Feedback form is incorporated which will take feedback from vendor and help the company to make their service better.

Technology used The company has the required software to host a web

application.

A Wamp server will accept all requests from the client and forward specific requests.

A development database will be hosted locally (using MySQL); the production database is hosted centrally (using Oracle/MySQL).

The web application will be hosted on one of the department’s servers and connecting to the various Database servers

PhpPHP implemented in HTML in order to provide a

Data Check before submission. PHP is a widely-used general-purpose scripting

language that is especially suited for Web development and can be embedded into HTML.

PHP is commonly said to be faster and more efficient for complex programming tasks and trying out new ideas, and is considered by many to be more stable and less resource-intensive as well

All pages of the system are following a consistent theme and clear structure through the use of checkboxes, radio buttons and scroll down.

InterfaceAll components follow Model-View-Controller pattern

connecting to an Oracle database or MySQL database. HTML Tables to display information to give a clear

structure that easy to understand by user. Error message located beside the error input which

clearly highlight and tell user how to solve it.

If system error, it should provide the contact methods.

Interface contd..The Vendor cannot modify or make changes

to the data. It can be done only by the authorized personnel at HPCL.

The System provides a feedback form for all users to give comments or suggestions.

It provides a FAQ and a user manual to

minimize the workload of system administrator.

Wamp serverWAMPs are packages of independently-

created programs installed on computers that use a Windows operating system.

WAMP is an acronym formed from the initials of the operating system Microsoft Windows and the principal components of the package: Apache, MySQL and one of PHP, Perl or Python.

Equivalent packages are MAMP (for the Apple Mac) and LAMP(for the Linux operating system)

Thus vendor satisfaction leads to this

Which eventually leads to this.

ConclusionThe project shows the importance of

satisfying the vendor’s demands of having an independent and self serving approach to the service .

A system which also provide much more features in addition to the basic feature of accessing bills with the pre requisite only being web connection.

the need of the bill tracking system that is in order to ensure complete transparency between the vendor and the company between whom the transaction is happening