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Software Specification for Inventory and purchase management system (IPMS)

Intent of specification: The specification is meant to create a order supply management system for merchandising company Pratinidhi Pvt Ltd. The scope of service will include

1. The system should enable the company to register its client and supplier by creating separate sets of ids

2. To track about the present status of purchases made by the company from its supplier

3. Creating an internal assessment system for the Pratinidhi Pvt  ltd. To track on the present set of inventories.

4. Track about the orders made on the company by the various clients of the Pratinidhi Pvt Ltd.

5. To check the feasibility of order based on the present inventory status.

Cl 1.1 Registration

This service should help the companies supplier and clients to create log in id, by choosing them selves as client or supplier from the GUI.

The database would create separate list for supplier and client and could be accessible to all company store manager.

Cl1.2 Tracking of purchases:

Once the supplier is registered, the purchase operator should have the right to put the material and order number against the material which has been purchased.

The custodian to make any changes in the order group lies with the owner and the purchase operator.

The order book should have a separate column showing the present status of the purchases.

The three status of orders should be:

1-ordered

2-Billed and on the way

3- Material received against the store name.

Cl1.3 Inventory

Once the material is received it would directly get added to the inventory of the store for which it has been procured.

Similarly once the material against which client made an order the material will be reduced from inventory.

Cl1.4 Orders

The clients who have registered in the site can order from the site by choosing the material of his requirement.

If the order quantity is not in the city store of the city then the delivery schedule will be 5days.

If the order quantity is not present in any store the delivery schedule will be 10 days.

If the order quantity is already in the store of the same city from where order has been made then the delivery schedule will be 2 days.

If there is no store in the city from where order has been made the delivery schedule will be 15 days.

However if the customer assigned priority and ask for delivery anything less than the above condition then it will call for extra charge of Rs 20000 per batch.

However if the ordered quantity by the client is more than the stock available and has been assigned priority level as mentioned above then the extra charge of Rs 40000 per batch will be charged to the customer. However in the same case if no priority is assigned then no extra amount will be charged and the same will be orderd immediately to our supplier and the delivery schedule will be within 15 days

The client can easily track the status of there order from the system

Cl 1.5 Inventory Status

-The company has 5 product line, which it kept in two stores across two different cities of the same state. The product line details are as follows.

Manufacturer/size	42	40	38	36
Allen Solly	Full/half	Full/half	Full/half	full
Van heusen	Full/half	Full/half	Full/half	Full/half
Peter England	Full	Full	Full/half	Full/half
Park Avenue	Full/half	Full/half	Full/half	Full/half

Companies store are located in -1 Kharagpur. 2. Durgapur.

The store 1 has a capacity of 50,000 batches with each batch containing 100 packets of shirts.

The store 2 has a capacity of 40,000 batches with each batch containing 100 packets of shirt each.

The objective will be to see the status of inventory and depending on the status create order to the supplier or create invoice to the customer as per the conditions mentioned in cl no 1.4.

Cl 1.6 Documentation requirement:

Apart from the service the service provider need to submit the following documents for the system.

1-Process flow diagram before technical and software development process

2-Test reports

3-Instruction manual before handing over of the project.

Any other document required for the completeness of the system should be part of complete handover.

The above documents need to be approved from the M/S Pratinidhi pvt Ltd before further proceedings along the work line.

Any deviation from the above cl requirement should be considered deviation and service provider should submit the list of deviation for the same.

The delivery schedule of the service is within 90 days from the allotment of order and any delay on the same will allow penalty.

All the clarification regarding any point would be discussed here in the post.