VENDOR INFORMATION MANAGEMENT SYSTEM

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VENDOR INFORMATION MANAGEMENT SYSTEM

The administrative Interface to vendor information management system:http://10.162.0.250/vims.

On opening this link in web browser the following login page will be displayed. To access the

administrative interface (where we can edit/update the vendor database) we have to enter the

password for the administrator. For other functions (Reports and Queries) we can log in as Guest

without supplying password. If we access the application as Guest we cant edit the database.
http://10.162.0.250/vimshttp://10.162.0.250/vimshttp://10.162.0.250/vims


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If we supply the correct password for ADMINISTRATOR and login the following page will be

displayed. This is the main Administrative interface to the application.


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The administrative interface provides various normal and specific administrative functions.

Normal Function:

1. Search for list of vendors for a Subgroup:As all the items in inventory are divided in to various subgroups and each item belongs to a

specific subgroup. Each vendor is also a part of a subgroup. It means each vendor supplies some

or all the items in a subgroup of which it is a member. Now if we want to list all the vendors for

a particular subgroup we can search the database using Subgroup code. We can select the

subgroup code from the list and submit. It will display the list of vendors for that particular

subgroup.

For example: if we search for EI0040 (TELEPHONE/SPARES SUPPLIER) subgroup the

following report will be displayed.


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2. Search for the list of vendors for a item code:When we want to search for the vendors for a particular item code we can use this function. As

there is no tem code to vendor mapping in database. It looks for the subgroup to which the item

belongs. Then it displays the list of vendors for that subgroup. Now all the vendors in this list

may or may not supply the particular item code.

For example if we want to know the list of vendors for the item code 010107 (ALU 400

ENGINE 604107/F 3430422) the following list of vendors is displayed. This is the list of

vendors who are member of subgroup to which the item 010107 belongs.


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3. Search for the list of vendors with vendor name:Now when we want to search for the list of vendors according to vendor name, location, address

etc we can use these search criteria. This will search all the vendors who satisfy the search

criteria. For example we can search for the list of all the vendors who are from Chennai or who

are from Chandrapur or we can search all the vendors whose name is like Premier Agenciesetc

For example if we want to search for the list of vendors whose name is like ABB, the following

list is displayed.


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4. List of Vendors whose validity has expired or will be expired within two months:Using these search criteria we can search for the list of vendors whose validity have expired or

will be expired within next two months. This search can be done for Registered or provisional

vendors.

For example when we searched for Registered vendors the following list displayed.


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Administrative functions:

This application interface provides various functions to alter/edit/update the database

information. Here we can add new vendors, can edit the details of existing vendors, can add new

subgroups, can edit/update item code to subgroup mapping, can edit/update vendor to subgroup

mapping.

1. Edit/Update Item code to subgroup mapping:On clicking this option the following page will be displayed. Each and every item must belong to

one and only one subgroup. This page displays the list of all the items in Inventory and the

subgroup to which they belong. Some items are still not assigned any subgroup. Here we can edit

the item to subgroup mapping, can assign subgroup to new items or to item which are still not

assigned any subgroup.


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2. View/Edit Subgroups:On clicking this link the following page is displayed. It displays the list of all the subgroups with

subgroup code and description. Here we can add new subgroups.

Each item in Inventory belongs to one of these subgroups.


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3. View/Edit/Add vendors:If we want to add new vendors, view/edit/update existing vendor details we use this function. On

clicking this link the following page is displayed. It displays the list of all the vendors in

database. This page has links to add new vendor function, to edit existing vendors, view existing

vendor details.


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4. Edit/Add Vendor to Subgroup mapping:As each vendor supplies items of one or more subgroups, each vendor is mapped to those

subgroups. Here we can add subgroups to vendors. On opening this link the following page will

be displayed. Some vendors are part of one subgroup; some are part of many subgroups. Some

vendors are still not mapped to any subgroup. It implies that they dont supply anythingaccording to database. Here we can add subgroups to vendors. Vendors can supply some or all

the items of a subgroup of which they are members.


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VENDERINFORMATION MANAGEMENT SYSTEM

The Vendor Information Management system is standard three-tier web based System. A three -tier architecture is a

client-server architecture in which the presentation and the application processing and the data management are

logically separate processes.

The System is divided is in three layers as shown in figure.

The first is the database system. This system is used to store all the data tables. The middle layer is application layer

where the application logic exists. Third layer is the client layer where the application will be accessed by the users.


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This is a web based application or software package that can be accessed through the web browsers on client

computers. The application and database reside on their special servers rather than being installed on the each and

every client system and is accessed over a network.

At the base of an application is the database tier, consisting of the database management system that manages the

data users create, delete, modify, and query. Built on top of the database tier is the middle tier, which contains most

of the application logic. It also communicates data between the other tiers. On top is the client tier, web browser

software that interacts with the application.


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Main Features of the New System:

1. Easy-to-use:This is a very easy-to-use application. It can be accessed in web browsers on any computer. It has clean and

intuitive graphical interface. It doesnt require any knowledge of database.

2. Security:This application is very secure. The database is password protected and can be accessed with right

credentials only. Authorization to the database is restricted. Only authorized users can update or changedatabase objects.

3. Availability:This system has the benefit of availability at all times. The application can be accessed from any computer

in network.

4. Concurrent access:The application can be accessed concurrently by many users. While some users are busy updating the

information in database, other users can access the information at the same time from other computers.

5. Automatic backup:The regular database backup is done automatically in different places. In case of any failure to the database

system it can be restored from backup. Hence database will be safe instead of system failure.

6. Scalability:The database management system can hold a vast amount of information. It can handle a large number of

users. The performance/efficiency of application will not be degraded with the increase in database size.


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Database: mySQL5.0 Database Server: 10.162.0.31

Database: purchase UserName: purchase Password: melpurchase

List of Tables in database:

1. Vendorbase : Details of Venders with unique Vender Code as primary key.2. Subgroups: Details of different Subgroups with unique Subgroup Code as primary key.3. Item_master: List of Items with Item code of Description and the subgroup mapping to which it belongs.4. Vendersubgrp: Vendor to Subgroup mapping. It contains the list of venders to different Subgroups.

The Main points:

1. The complete details of all the venders (Registered, Provisional and Deemed) will be stored in the databasein venderbase table from where it can be accessed any time. Each vender is assigned a unique Vender

Code. Venders can be Added / Removed / Updated in database table.

2. The table subgroup contains a list of various subgroups. Each item contains some basic properties, andaccording to that it will be part of one of the subgroups. Subgroup is a category to which one or more items

may belong.

For Example: If computer hardware is a subgroup. Then hard disk, monitor etc. will be the member of this subgroup.

Subgroups can be Added/modified of deleted from the database.

3. Item_master table contains the list of all the items in Inventory (item code & the description). It also has asubgroup column which specifies the subgroup from subgroup table to which the item belongs. New itemscan be added, old items can be removed and subgroup mapping can be updated to this table. Each item can

belong to only one subgroup. Each subgroup may contain one or many items.

4. Now we have venders of different types each vender has a unique vender code. Still there is no relationbetween venders &materials which they supply. As each vendor may supply variety of i tems, each vendor

may supply some or all the items of some subgroup.

Vendorsubgrp table establishes the relation between vender and the subgroup to which vender belongs.

Vender may supply items of one or more subgroups. There will be one row for each vender to subgroup

mapping.

5. There is no item code to vendor mapping in database. A vender may supply thousands of different itemsand its impossible to list all of them.

Each item belongs to a subgroup & each subgroup is mapped to one or more vendors. Hence given an item code we

can find its subgroup from item master table. Now form this subgroup we can look into Vendersubgrp table and

from there we can get the vender codes for this subgroup. From these vender codes, from Venderbase table we can

extract complete vender information.


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Documents

VENDOR INFORMATION MANAGEMENT SYSTEM