Procurement System Chapter 1-8

1.0. Introduction

Since the beginning of the 21st century, shopping centers have become an essential part

of human life in the Philippines as they have become in the world. Since their emergence,

shopping centers in the Philippines have incessantly developed, and such a steady development

has recently resulted in growing investments rates in the Metro and provinces, which has a

substantial position with regards to socio-economic concerns. Due to this fact, several concerns

are deeply examined in terms of socio-economic and physical characteristics of the city, which

is suitable for the establishments of shopping centers. Adding to this point, shopping centers,

which are the big investments for the provinces where they are built also, affect the economic,

sociologic, and spatial conditions of their environments.

Every business has to deal with some form of transactions. How a company decides to

manage these transactions can be an important factor in its success. As a business grows, its

number of transactions usually grows as well. Careful planning must be done in order to ensure

that transaction management does not become too complex. Transaction processing system is

a tool that can help growing businesses deal with their increasing number of transactions.

A transaction processing system (TPS) or transaction server is a software system, or

software/hardware combination, that supports transaction processing. It is a type of computer

processing that takes place in the presence of a computer user. It allows for an immediate

response to a user request.

I-1Shangri-La Plaza Corporation

1.1. Background of the Study

The investments of the Kuok Group in the Philippines comprise four (4) Shangri-La

hotels and resorts (Makati Shangri-La, Edsa Shangri-La, Shangri-La’s Mactan Resort and Spa,

Cebu, and Shangri-La’s Boracay Resort and Spa) and Shang Properties, Inc., which is the

property development arm of the group in the Philippines with core businesses in office and

retail leasing, and residential development.

Edsa Shangri-la Manila is a serene city oasis located at one of Manila’s fascinating

attractions that is very much noted in history. Rewarded with the view of a stunning sunset, the

hotel’s lush tropical garden covers a large part of the hotel property with tranquil greenery. The

Shangri-la story started in Singapore as the first deluxe hotel in 1971. Shangri-la Plaza is one of

the Philippines White Pages hotels that carry international brands such as contemporary, art

deco theme, classic structure of shops, and impeccably clean ambiance. Shangri-la Plaza never

fails to attract anyone who desire to shop and dine serenely in tranquil ambiance. The peace

and quiet blends well with the diverse shops and restaurants’ designs. Inspired by the Lost

Horizon novel of James Hilton in 1933, the land features and design of the hotel encapsulates

the type of service and serenity this hotel has achieved and made its name worldwide. Today, it

is regarded as one of the Philippines White Pages’ finest hotel ownership and management

corporations.

The shops and malls within Shangrila Plaza provide high-end products and variety of

sophisticated choices such as Hugo Boss, Marks & Spencer, Anne Kline, or Kamiseta. You can

also visit the malls of Cole Haan to Zara, Crossing, and Rustan’s, which offers more fashion and


clothing choices. Home decor shops from native or locally manufactured antiques inspire the

display of home accents and furniture department. If you are looking to change the look of your

kitchen, you may find several specialty shops dealing with different modern to classic designs

and types of kitchenware and decorations. Some shops offer automobile accessories and home

theatre systems.

The process of purchasing starts with any department of Shangri-La Plaza corporation. The staffs

or manager of any department starts to fill out the form named Purchase Request. It is then approved

first by the manager of the department if the staff is the one who requested for it. But if it's the manager

who made the purchase request, the request is then sent automatically to the Purchasing department

where all requests are being sorted and analyzed for bidding. Once bidding is done, the purchasing

department selects the winner and gives the purchase order to the supplier of the product that

corresponds with the purchase request number. The inventory functions as a storage for deliveries and

as a monitor to see what needs to be maintained and requested in the corporation.

Nature of Company: Retail Industry.


1.2. Statement of the Problem

General Problem

How to Improve the Purchasing and Inventory process of Shangri-La Corporation for the

establishment of a more Efficient and Effective Business Process?

As the requisitioning department demonstrated and illustrated several key issues

affecting the Materials/Supplies Requisition Slip and Purchase Request transactions in their

daily operations, “the current manual process of Shangri-La Plaza Corporation hinders the

establishment of an efficient and effective business process.

Currently, the requisitioning departments are implementing manual methods on their

everyday transactions with requests. Commonly, the use of manual process leads to issues

regarding to keeping and logging of important forms. The tendency of misplacing a record has a

high probability. Another factor to consider is the time required to finish a manual process with

all efficiency and effectiveness, low security, minimum file-organization and the probability of

information misinterpretation.


Specific Problems

1. How to enhance the process of requesting, ordering and approving designated department

interactively?

Currently, all requests, orders and approvals are collected first by the secretary then it will be

sent to the designated department. The time required to deliver the request will not be real-

time because submission to designated departments is by batch.

2. How to ensure that the request will reach its proper destination and to give priority to

certain requests?

Since the request comes in a paper form, there is a possibility that it might be misplaced or sent

to the wrong department. Requests will more likely not be considered according to their

priority. This will cause a bad effect to the effectiveness of the business.

3. How to avoid information misinterpretation?

Since the company uses manual process in ordering requests, there are possibilities that the

written items to be purchased by the department would be misinterpreted since human

penmanship varies differently.

4. How to organize the information on a computer and have a back-up of the processes

completed.?


Once a request form has already been completed on its process, it is a hassle to keep and

organize the paper forms in a storage or cabinet. No back-up of data will be available once

unexpected happenings occur.

5. How to impose security to forms that needs confidentiality?

Since the system contains confidential information, the forms should be kept secured. If it will

continue to be in a paper form, there is a possibility that information will be shared easily since

the papers are put into outgoing trays and can be exposed to any unauthorized personnel.


1.3. Objectives

General Objective

To integrate the purchase and inventory system into a computerized system.

The main objective is to develop an Integrated Purchase and Inventory system for

Shangri-La Plaza Corporation in order to become more effective on purchasing and inventory

processes and efficient on professional procedures such as decision making.

The developers will develop a real-time automated system that will improve the way

how purchase and inventory process is done in Shangri-La Plaza Corporation. The primary

purpose is to provide convenience, higher processing accuracy and simplification of current

practices on a manual system.


Specific Objective

1. To develop a module that will process all transactions in the purchase and inventory

system with a real time feature.

Since tasks done with a computer can easily be processed and received, the developers

will be able to transform the current manual process into a real time processing mode.

2. To automate the purchase and inventory method of Shangri-La Plaza Corporation for

precision and reliability of information.

There will come a time that the company will need the completed information for

reference or for legal purposes. The developers will develop a system that will aid the company

to do tasks with easiness.

3. To computerize information and log all details.

The developers will make a form where a certain personnel can input requests and

response through the use of a computer. By this, misinterpretation will be avoided.


4. To upgrade to an automated system from a manual system to promote efficiency.

The developers will design and develop a system that will handle all the processes in

purchasing orders from requisitioning departments. This will help the company on retrieving

the records with ease and will from the possibility of record loss.

5. To create a security module that will protect all the confidential records from falsification

and theft.

The developers will create a feature that will provide controls for diverse hierarchies of

personnel in the company. This means restrictions will be enforced to unauthorized personnel.


1.4. Significance of the Study

To the Company

The proposed study will provide fast and reliable transaction process ensuring the

security of files and it will also enable the user to keep track the daily operation. Cost of office

resources will be minimized.

To Personnel of the Company

The users will be able to provide real time information anytime. Archiving method will be much

easier and accurate.

To Suppliers and Contractors

The clients will be able to acquire information and fast response regarding to the status

of their proposal. Leakage of information about their bidding result will be confidential.

To Developers


The study of purchase and inventory system can be a learning paradigm in Software

Analysis and Design subject to enhance the developers’ knowledge and entrepreneurial skills as

well. The project’s goal is designed to help developers improve academic competence, develop

employability skills, implement a career plan and participate in a career pathway in preparation

for careers in IT industry or services sector after college graduation. This goal can be achieved

through the adviser who guides the developers in the process of making the system and

documentation. The output of this study is a source material that can be used by any purchase

and inventory capable company.


1.5. Scope and Limitation

SCOPE

Purchase Request is a process to notify the purchasing department of items it needs to order,

their quantity, and the time frame that will be given in the future.

Purchase Request Dashboard is the location where all Purchase Requests of the Requisitioning

Staff goes. It is accessed by every Requisitioning Manager to review the Purchase Request

before it is finally sent to the Purchasing Department

Purchase Request Status is where the users can see the status of their Purchase Request.

There’s a column made for the Manager and one for the Purchasing Department. Once the

Purchase Request is approved by the requisitioning manager, it then displays Yes on the

manager’s column and so as to the Purchasing column.

Purchasing module will provide automated processing of purchase request of every

department giving the projected number stocks needed. This will also offer the list of

participating contractor for the bidding procedure.

View Purchase Request is where all the approved Purchase Requests by the Requisitioning

Department Head goes. It displays the PR number, date and time requested and the 2 columns

that shows the status of the Purchase Request made by the Requisitioning Department.


E-Logbook is where all the approved Purchase Requests of the Purchasing Department goes.

Everything recorded here is subject for Pre bidding which is manually done.

Schedule Pre-bid Conference is where to assign suppliers for the corresponding Purchase

Request.

List of Suppliers is the complete list of the Suppliers for products.

Inventory is the process for managing and locating objects or materials.

View Items is where all the items delivered in the Company goes

MSRS or Materials/Supplies Requisition Slip is a process wherein the requisitioning

department requests the delivery of the delivered product from the store room to the

department requesting for the specific item.

New Purchase Order is where the Purchasing Department orders the product listed in the

Purchase Request to the Suppliers/Contractors.

Settings is made available to the administrator or to the purchasing department where the user

settings, date and time and quantity levels are set.


LIMITATIONS

Bidding procedure is a process by which the company choses the best bidder that sells the best

product at low cost but not diminishing the product quality. In addition, module for the bidding

procedure will not be included because it requires human judgment to ensure proper product

assessment.

Accounting Module for accounting department will not be included in this system because we

are mainly focusing on the purchasing inventory of the company.

Economic Order Quantity (EOQ) system that produces Recommended Purchase Report with

option to create purchase orders based on sales history or budget

Return on investment (ROI) analysis during purchase order entry helps determine optimal

order quantity based on quantity break pricing

Vendor discounts by weights and cubes

2.0. Methodology

The Iterative systems development life cycle (SDLC), also referred to as the application

development life-cycle, is a term used in systems engineering, information

systems and software engineering to describe a process for planning, creating, testing, and

deploying an information system. The systems development life-cycle concept applies to a


http://en.wikipedia.org/wiki/Software_engineering

http://en.wikipedia.org/wiki/Information_systems

http://en.wikipedia.org/wiki/Information_systems

http://en.wikipedia.org/wiki/Systems_engineering

range of hardware and software configurations, as a system can be composed of hardware

only, software only, or a combination of both.

2.1. Planning phase

A planning phase is an evaluation and analysis of the potential of a proposed project which is

based on extensive investigation and research to support the process of decision making.

Since the target client of the developers is a Retail Company, they tried to ask for a manual

process that could be transformed into an automated process. The developers conducted an


interview with the engineering department head to know what processes in the company

needs automation and they have asked how the manual process is done to have an insight of

how they would design the structure and what procedures are involved in making the proposed

system.

As the engineering department head discussed the processes that can be transformed into an

automated manner, the developers have come into the idea of making a Purchasing and

Inventory System since it is the only sector in the corporate that’s still done manually. Although

the developers have different programming specializations, they have come into a decision of

using the C# as the programming language for completing this system.

2.2. Analysis phase

An analysis phase refines project goals into defined functions and operation of the intended

application. Analyzes end-user information needs.

Based on the interview conducted, the developers have analyzed how to integrate the

Purchasing and Inventory System of Shangri-La Plaza Corporation into an integrated system. To

familiarize with the current system, the developers had observed the main processes in the

corporation to fully understand how the system works. Seeing the processes in the Purchasing

and Inventory Departments helped a lot and gave the developers the logic how they could

automate the system. They have analyzed and pre-assumed in mind what fields would contain


the forms to keep the processes going. Here is where the developers have also see the

connections between departments and they have assumed the conditions that the automated

system should have.

2.3. Design phase

A design phase describes desired features and operations in detail, including screen layouts,

business rules, process diagrams, pseudo code and other documentation

After analyzing the all the data that were collected, the developers came up with an idea to

make a better system based on what the company needed. The developers constructed tables

and forms that are easier to use. It is a user-friendly interface design that were implemented

for easy identification of every purpose for every window or working environment for the user.

2.4. Implementation Phase

Implementation phase has one key activity: deploying the new system in its target

environment. Supporting actions include training end-users and preparing to turn the system

over to maintenance personnel.

Implementing the system is not a problem to the developers since it would be the Information

Systems Department personnel who would be installing the system to all the computer through

network. The developers should submit a copy of the system to the I.S department and the


I.S.D personnel will be the one to integrate the system made by the developers to every

computers in the corporation that needs the Purchasing and Inventory System

2.5. Maintenance Phase

During the maintenance stage of the SDLC, the system is assessed to ensure it does not become

obsolete. This is also where changes are made to initial software. It involves continuous

evaluation of the system in terms of its performance.

The users of the system will lately see a need for improvement to the system made by the

developers. Since the developers have chosen the SDLC, maintenance of the system is a part of

the process. So once there are issues that needs to be addressed with regards to the system

made by the developers, the users should contact the Information Systems Department to

inform the developers about the changes needed by the users of the system.

3.0. Data Gathering Procedures and Output


The developers conducted an interview with one of the department heads to describe the

process how purchasing and inventory works. Here are the questions they have prepared

together with the answer of the department head.

1. What are the departments that needs processed made by the Purchasing department?

Every department that requires asset needs the Purchasing department. Some are Engineering

Department, ISD, Security Department, Finance Department, HR Department, Accounting

Department, Office Services and Marketing Department.

2. What is the medium used to contact the purchasing department for a request of an asset?

We have a Purchase Requisition (PR) Form which comes into a printed form that is provided to

all departments of our corporation to list all their requests. Once a day, the secretary of every

department submits all the outgoing Purchase Requisition Form to the Purchasing Department

and there is where the process starts.

3. What is contained inside the Purchase Requisition Form?

Together with the requested item listed are the detailed specifications of what the item should

be. The fields indicated on the PR form are the following:

a. P.R Reference Number:

b. Requisitioning Department

c. Quantity

d. Unit


e. Description

f. Quantity on Hand (Last Purchase)

g. Last Purchase (Last Purchase)

h. Purpose of Purchase

i. Remarks

j. Approving bodies’ signatures

4. Prior to receiving the PR Form, what next step is done by the Purchasing Department?

For goods, values and services amounting to Php 100,000 and above, the Purchasing

department then sets a date to invite and meet the bidders to prepare for a pre-bidding event

to inform the vendors/contractors the requirements of the requisitioning department. The

requisitioning department head is there to give every needed information by the bidders. Every

contractor is to give their own proposal and quotation for the required items. Once the

proposals and cost offer of the contractors are given at the set date of bidding, the Purchasing

Department then makes a Canvass Sheet and lay all the proposals and quotations that each

bidder has given. After laying the canvass sheet, the Purchasing department again calls the

bidders for a clarificatory/explication meeting to provide the right item requested by the

requisitioning department. The Purchasing department eliminates the bidders who can't come

up with the requirement or economic budget of the requisitioning department then chooses

the best vendor or contractor having the best offer. For values and services below Php 100,000,


Buffered stocking is implemented to avoid a long period before the requested item is shipped

to the requisitioning department.

5. Once the contractor wins the bidding, what is next to the process?

Once the bidder is declared a winner in the bidding process, the Purchasing department will

then issue a Purchase Order to the winning bidder of the items to be ordered or sometimes

called the NTP or Notice to Proceed.

6. What is contained inside the Purchase Order Form?

Together with the agreed items to be delivered by the contractor are these fields:

a. Item code

b. Description

c. Quantity

d. Unit

e. Unit price

f. Amount

g. Recipient information

h. Date

i. Total amount

j. Instruction and conditions


k. Approving bodies’ signature

7. After a Purchase Order or Notice to Proceed is received by the contractor, what will be

done next?

After receiving the Purchase Order/Notice to Proceed, the contractor should send the items

ordered to Shangri-La Corporation at the date of arrival set by Shangri-La Plaza Corporation.

8. Where will the items delivered be placed?

Every requisitioning department has their own Inventory Store Room. The items will be

delivered to the Inventory Store Room but will be inspected first by the person in charge who

manages the deliveries and different processes that happens inside the Inventory Store Room.

Before receiving the items, the person in charge checks and verifies the correctness of the

delivered item/s.

9. What step is next to receiving the items shipped?

The person in charge to the Inventory Store Room opts the requisitioning department to

approve the item/s delivered then prepares the RFP or Request for Payment to be given to the

Accounting Department for the payment of the delivered item/s. Once the accounting

department has received the Request for Payment (RFP), they issue a cheque to the contractor

who supplied the item/s needed.


10. What if the requisitioning department already wants to get the item from the Inventory

Store Room?

They need to fill out the MSRS or the Materials/Supplies Requisition Slip and submit it to the

person in charge of the Inventory Store Room. Once the Inventory Management receives the

MSRS, they will then send the item to the requisitioning department and make changes to the

inventory system record.

11. What features does the Inventory System have for item/s that is needed urgently?

The Inventory System has a Buffered Stock System wherein they maintain a specific number of

items to the Inventory Store Room so that they can provide the request of the requisitioning

department immediately for item/s that are frequently being requested. The requisitioning

department just need to submit an MSRS or Materials/Supplies Requisition Slip to the Inventory

Store Room for items under Buffered stock. So when the stock decreases its maintained

number of item/s stock, it automatically generates Purchase Requisition (PR) for a certain

requisitioning department to be submitted to the Purchasing Department after approving the

P.R.

4.0. The Existing System

1.0 Objective


To establish a policy and procedure of the Bidding & Award of goods and/ or services.

2.0 Definition of termsPAS – Purchasing Account StaffP.R. – Purchase RequisitionP.O. – Purchase OrderCAPEX – Capital Expenditure Authorization RequestRFP – Request for paymentNTP – Notice to Proceed

3.0 Reference

4.0 Details4.1. Guidelines 4.1.1 P.R or CAPEX Stock/Inventory Items (under Inventory Management Control): Requisition by : Inventory Control Supervisor Recommended by: Accounting Manager Approved by : Finance Division Manager and concerned Division Head Non-Stock Items Requisitioned by : Department Personnel Recommended by: Department Head Approved by : Division Head CAPEX (replaces P.R. form for CAPEX items) Requisitioned by : Department Manager Recommended by : Division manager and Finance Manager Approved by : EVP/G.M. and/or President Note: Approved P.R. or CAPEX are then distributed by the requisitioning unit’s personnel As follows: For P.R. Original (white) and Pink copy : Purchasing Department Blue copy : Requisitioning Department (copy will serve as Receiving copy of end-users) Yellow copy : attached to the RFP for processing of payment (Copy will serve as Finance Copy)

4.1.2 Bidding Invitation


A Letter of invitation to Bid (or attend a Pre-Bid Conference) must be prepared and kept File for auditing and/or reporting purposes by the Purchasing Department4.1.3 Pre – Bid Conference

A Pre-Bid Conference maybe conducted by the Bidding Committee where the bidders will be appraised of the scope work, terms of reference, technical aspects of the bid and the bidding procedures.

Bidders who participated in the pre-bid conference shall fill out an attendance sheet.

The following document and/or information shall be provided to the Bidders:

Technical drawings & specifications Terms of Reference Date & time for closing bids The exact venue for submission of bids

Note:

The envelope containing the bid must clearly indicate the description of the item or work for bidding

The envelope containing the documents must be securely sealed. All Bids shall be addressed to the Purchasing Manager and must be

dropped at the designated bid box. An ocular inspection of the work site may also be conducted together

with the Technical group of the Requisitioning Department. A Minutes of the Meeting shall be prepared to document the

discussions during the pre-bid conference

4.1.4 Bid Opening and Analysis

Bids shall be opened and signed by the Finance Division Manager and shall correspondingly accomplish and Bid Opening Form.

The Purchasing Department shall tabulate the aforementioned bids using the Canvass Sheet Form to include the bid price, specifications, terms of payment, delivery or completion schedule. The completed Canvass sheet shall be forwarded to the Requisitioning Department for review and analysis.

A meeting shall be conducted with all the bidders to clarify all technical issues of their bid proposal and will also be requested to submit their best and final price offer.


All changes arising from the clarificatory meeting shall be incorporated in the revised Canvass Sheet.

The Bidding Committee shall be evaluated the revised Canvass Sheet.

If there are no bidders or insufficient no. of bids were received, the Bidding Committee shall conduct a re-bidding unless a justification (approved by the EVP/G.M.) will be made to approve the opening of bids and for the committee to proceed with the evaluation of the bids submitted. If there are less than required 5 bids, Purchasing shall immediately notify the bid working committee. The bid working committee can either jointly prepare request to open bids or declare failed bids.

If there is a failed bidding. Purchasing shall immediately notify the requisitioner thru e-mail or any written memo citing the specific basis or reason.

In case, a significant and serious deviation is discovered to invalidate the result after bids have been open, such as - bid proposals do not comply with the specifications required, then a failed bidding maybe recommended by the working committee and subject for approval by the EVP/General Manager.

4.1.5 Bid Negotiation and Award

The Bidding Committee shall recommend the lowest bidder complying to all specifications to the Awards Committee.

The Bidding Committee shall, if required, conduct negotiations with recommended bidder to achieve the lowest possible price or the best value.

Upon approval of the recommendation, the requisitioner in coordination with the Legal Department (if so required) will prepare a service contract.

Below are the guidelines on the issuance of order documents:

For services or a combined supply of goods and services, NTP and contract only, no P.O., NTP will be prepared by the Purchasing Department and recommended by the HRAS Director, Requisitioner’s Division Head, Finance Division Manager for the approval of the EVP/General Manager.

For consumer goods and equipment, P.O. only (with annexes if necessary).

4.1.6 Waiver of Bid Procedures

Bids shall be conducted according to the procedures listed above except:


When goods, works & services are urgently required to save on time, labor & cost (Please refer to DP-PUR-4.3)

When a supplier/contractor is the exclusive distributor or manufacturer Repeat order not exceeding six (6) months from date of last canvassing

4.1.7 Contract Monitoring and Re-Bidding

Purchasing must be provided by the end-user a copy of the legal contract as its reference for validating the contract terms when a request for bidding is made. This will be the nature of monitoring by Purchasing.

Requisitioning Department shall advise Purchasing in writing through a Purchase Requisition (PR) or formal memo of the need for extension, renewal, or re-bidding of the contract within a sufficient lead time together with pertinent documents necessary for bidding.

4.1 Flowchart

Activity Responsibility


Requisitioning Department

No Approving Authorities

Yes


Purchasing Account Staff (PAS)




Start

Prepares P.R or CAPEX

Approval of P.R CAPEX

Submits approved P.R or CAPEX to Purchasing

Receives copy of P.R. or CAPEX

Logs P.R./CAPEX details in e-logbook

Prepares bidding requirement

A



Purchasing Account Staff (PAS)/Requisitioning Department


Bidder

Division Manager, Finance




A

Finalizes list of bidders

Schedules a Pre-Bid Conference

Conducts Pre-Bid Conference

Submits bid

Opens sealed bid

Tabulates bid

Conducts clarificatory meeting

B



Purchasing Department / Requisitioning Department


No Approving Authorities

Yes


Vendor



B

Reviews/Recommends award

Prepares recommendation

Submits for approval

Approved?

Prepares P.O. or NTP

Acknowledges award

If necessary, requests for preparation of contract

C


Legal

Vendor

5.0 Attachments

DP-PUR-4.1A1 Notice to Proceed

6.0 Forms

Purchase Requisition (Refer to DP-PUR-4.2F3)Purchase Order (Refer to DP-PUR-4.2F2)CAPEX (Refer to DP-PUR-4.2F4)DP-PUR-4.1F1 Request for Payment


C

Prepares contract

Acknowledges receipt of contract

End

4.2 Problem Areas

As the proponents observed the Shangri-La Plaza Corporations’ Purchase

processes that is done manually, the proponents have seen some problems that might

resolve through the help of an Integrated Procurement system. The manual purchasing

forms encounters delay in forwarding to the Purchasing Department. Nevertheless, by

just using Procurement system, the developers can help their processes to become

more efficient and fast in a secured way.

Chapter 8

8.0 System Requirements Specification

8.0.1 Hardware Requirements

Listed below are the minimum recommended hardware specification to run the Shangri-La Procurement System application smoothly.

● 1.3 Ghz Processor● 1 Gb Ram● 1 Gb Video Card● 1366 x 768 monitor resolution● Printer● Mouse & Keyboard

8.0.2 Software Requirements


Listed below are the minimum required software specification to run the Shangri-La Procurement System application smoothly.

● Microsoft Windows 7 ● MySql● Microsoft.net Framework 3.5

8.0.3 Human Resource Requirements

● Department Staff/Head● Computer Literate and Involved in the Procurement process● Must know the process and protocol of Procuring assets and services. ● Employee of Shangri-La Plaza Corporation● Has a user account on the system

8.1 Testing Activities

Attached here is the evaluation we let the involved employees of Shangri-La Plaza Corporation to answer.

SYSTEM EVALUATION

Employee Name: _____________________________

Department: _________________________________


Date: _______________________________________

Please rate the Computerized Procurement System According to your evaluation.

CRITERIA Proposed System Manual System

User-friendly

Security

Accuracy

Consistency

Reliability

Completeness

Efficiency

Usability

CONTEXT DIAGRAM (EXISTING)


Shangri-La Plaza

Procurement

DepartmentsCONFIRMATION

DELIVER ORDERS

MSRS

CONTEXT DIAGRAM (PROPOSED)


Shangri-La Plaza

Procurement

Bidder/Supplier

PURCHASE REQUEST

SELECT BIDDER

PRE-BID INVITATION

PURCHASE ORDER

QUOTATIONS

DELIVER ORDERS

Shangri-La Plaza

Procurement System

Departments

PURCHASE REQUEST

CONFIRMATION

SupplierPURCHASE ORDER

DELIVER ORDERS

DELIVER ORDERS

MSRS

7.0 Process Specification

Data Flow Diagram


Public Class frmLogin Dim a As Integer

Private Sub frmLogin_KeyDown(ByVal sender As Object, ByVal e As System.Windows.Forms.KeyEventArgs) If e.KeyCode = Keys.Return Then login() End Sub

Public Sub login() connect() rs.Open("select * from tbluser where valid = 1", cnn) Do While rs.EOF = 0 If txtUsername.Text = rs(4).Value And txtPassword.Text = rs(6).Value Then If rs(3).Value <> Nothing Then


frmMain.lblName.Text = Replace(rs(1).Value, "^_^", "'") & ", " & Replace(rs(2).Value, "^_^", "'") & " " & Replace(rs(3).Value, "^_^", "'") & "." Else frmMain.lblName.Text = Replace(rs(1).Value, "^_^", "'") & ", " & Replace(rs(2).Value, "^_^", "'") End If frmNewPR.Label6.Text = rs(0).Value frmMain.lblUserlevel.Text = rs(5).Value frmMain.lblUserDepartment.Text = rs(11).Value & " Department" frmMain.uid = rs(0).Value frmMain.Show() txtPassword.Text = Nothing txtUsername.Focus() Me.Hide() a = 1 Exit Do Else a = 0 rs.MoveNext() End If Loop

If a = 0 Then MsgBox("Login Failed", MsgBoxStyle.Information, "Error") If a = 0 Then txtUsername.Text = "" txtPassword.Text = "" End If End Sub

Private Sub btnLogin_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles btnLogin.Click login() End Sub

Private Sub btnExit_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles btnExit.Click End End Sub

Private Sub frmLogin_Load(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles MyBase.Load

End SubEnd Class

Public Class frmMain Public uid As String Dim mngpendingno, purchpendingno, addSuppno, critcount, reordercount As Integer

Private Sub frmMain_Click(ByVal sender As Object, ByVal e As System.EventArgs) Handles Me.Click home() End Sub

Private Sub frmMain_FormClosing(ByVal sender As Object, ByVal e As System.Windows.Forms.FormClosingEventArgs) Handles Me.FormClosing


If MsgBox("Do you want to Log out your account?", vbQuestion + vbYesNo, "Log out?") = vbYes Then frmLogin.Show() Else e.Cancel = True End If End Sub

Private Sub frmMain_KeyDown(ByVal sender As Object, ByVal e As System.Windows.Forms.KeyEventArgs) Handles Me.KeyDown If e.KeyCode = Keys.Escape Then home() End Sub

Private Sub frmMain_Load(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles MyBase.Load prodCrt() pRM.Location = New Point(285, 264) picLogo.Location = New Point((Me.Width / 2) - (picLogo.Width / 5), (Me.Height / 2) - (picLogo.Height / 2))

If lblUserlevel.Text <> "System Administrator" Then 'Or lblUserlevel.Text <> "Purchasing" Then bFM.Visible = False bPur.Visible = False bInv.Visible = False bSet.Visible = False grboxPendReq.Visible = False grpBoxProdLevel.Visible = False Else bFM.Visible = True bPur.Visible = True bInv.Visible = True bSet.Visible = True grboxPendReq.Visible = True grpBoxProdLevel.Visible = True End If mng() prch() addsupcount() 'levelofprodcrit() levelprodreorder() End Sub

Private Sub lMenu_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles lMenu.Click lMenu.BackColor = Color.White If pMenu.Visible = True Then pMenu.Hide() Else pMenu.Show() End If End Sub

Private Sub lMenu_MouseHover(ByVal sender As Object, ByVal e As System.EventArgs) Handles lMenu.MouseHover lMenu.BackColor = Color.FromArgb(0, 139, 211) End Sub


Private Sub lMenu_MouseLeave(ByVal sender As Object, ByVal e As System.EventArgs) Handles lMenu.MouseLeave If pMenu.Visible = False Then lMenu.BackColor = Color.White End If End Sub

Private Sub bLogout_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles bLogout.Click Me.Close() End Sub

Private Sub bFM_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles bFM.Click pFM.Show() pRS.Hide() pRM.Hide() pPur.Hide() pInv.Hide() pSet.Hide() pMenu.Hide() End Sub

Private Sub bHome_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles bHome.Click home() End Sub

Private Sub bUsers_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles bUsers.Click home() frmUsers.clearall(frmUsers) frmUsers.loadlist() frmUsers.ShowDialog() End Sub

Private Sub lUserlevel_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles lblUserlevel.Click home() End Sub

Private Sub lUserlevel_TextChanged(ByVal sender As Object, ByVal e As System.EventArgs) Handles lblUserlevel.TextChanged 'If lUserlevel.Text = "Manger" Or lUserlevel.Text = "Staff" Then ' bFM.Show() ' bReq.Location = New Point(22, 266) ' bPur.Hide() ' bInv.Location = New Point(22, 321) ' bSet.Location = New Point(22, 376) 'ElseIf lUserlevel.Text = "Purchasing" Then ' bFM.Show() ' bReq.Location = New Point(22, 266) ' bPur.Hide() ' bInv.Location = New Point(22, 321) ' bSet.Location = New Point(22, 376) 'Else ' bFM.Show() ' bReq.Location = New Point(22, 266)


' bPur.Hide() ' bInv.Location = New Point(22, 321) ' bSet.Location = New Point(22, 376) 'End If End Sub

Private Sub bProducts_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles bProducts.Click home() 'frmProducts.clearall(frmUsers) 'frmProducts.loadlist() frmProducts.clearall(frmProducts) frmProducts.loadlist() frmProducts.ShowDialog() End Sub

Private Sub bReq_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles bReq.Click pFM.Hide() pPur.Hide() pInv.Hide() pSet.Hide() pMenu.Hide() If lblUserlevel.Text = "Manager" Or lblUserlevel.Text = "System Administrator" Then pRM.Show() pRS.Hide() Else pRS.Show() pRM.Hide() End If End Sub

Private Sub bPur_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles bPur.Click pFM.Hide() pRS.Hide() pRM.Hide() pPur.Show() pInv.Hide() pSet.Hide() pMenu.Hide() End Sub

Private Sub bInv_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles bInv.Click pFM.Hide() pRS.Hide() pRM.Hide() pPur.Hide() pInv.Show() pSet.Hide() pMenu.Hide() End Sub

Private Sub bSet_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles bSet.Click pFM.Hide()


pRS.Hide() pRM.Hide() pPur.Hide() pInv.Hide() pSet.Show() pMenu.Hide() End Sub

Private Sub frmMain_Resize(ByVal sender As Object, ByVal e As System.EventArgs) Handles Me.Resize picLogo.Location = New Point((Me.Width / 2) - (picLogo.Width / 5), (Me.Height / 2) - (picLogo.Height / 2)) End Sub

Private Sub picLogo_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles picLogo.Click home() End Sub

Private Sub pHome_Click(ByVal sender As Object, ByVal e As System.EventArgs) Handles pHome.Click home() End Sub

Private Sub pbUser_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles pbUser.Click home() End Sub

Private Sub pbMenu_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles pbMenu.Click home() End Sub

Private Sub lblUser_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles lblUser.Click home() End Sub

Private Sub lblMenu_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles lblMenu.Click home() End Sub

Private Sub lblName_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles lblName.Click home() End Sub

Public Sub home() pFM.Hide() pRS.Hide() pRM.Hide() pPur.Hide() pInv.Hide() pSet.Hide() pMenu.Hide() End Sub


Private Sub bQL_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles bQL.Click home() connect() rs.Open("select * from tbllevel", cnn) If rs.RecordCount <> 0 Then frmLevel.txtSafe.Text = Convert.ToInt32(rs(0).Value) frmLevel.txtCritical.Text = CDbl(rs(1).Value) frmLevel.txtReorder.Text = CDbl(rs(2).Value) frmLevel.bSave.Text = "UPDATE" Else frmLevel.txtSafe.Text = 0 frmLevel.txtCritical.Text = 0 frmLevel.txtReorder.Text = 0 frmLevel.bSave.Text = "SAVE" End If frmLevel.ShowDialog() End Sub

Private Sub bDep_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles bDep.Click home() frmDepartment.clearall() frmDepartment.loadlist() frmDepartment.ShowDialog() End Sub

Private Sub bPR2_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles bPR2.Click home() frmNewPR.ShowDialog()

'frmPR.loadcombo() 'connect() 'rs.Open("select * from tblpr", cnn) 'genadd(frmPR.lblID, "PR-2014-0000000001", "PR-" & Format(Now, "yyyy") & "-", "0000000000", 17, 18) 'frmPR.clearall() 'frmPR.bSent.Text = "SENT TO PURCHASING" 'frmPR.ShowDialog() End Sub

Private Sub bPR_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles bPR.Click home() frmNewPR.ShowDialog()

'frmPR.loadcombo() 'connect() 'rs.Open("select * from tblpr", cnn) 'genadd(frmPR.lblID, "PR-2014-0000000001", "PR-" & Format(Now, "yyyy") & "-", "0000000000", 17, 18) 'frmPR.clearall() 'frmPR.bSent.Text = "SENT TO MANAGER" 'frmPR.ShowDialog() End Sub


Private Sub bPRS_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles bPRS.Click home() frmPRStat.loadlist() frmPRStat.ShowDialog() End Sub

Private Sub bPRS2_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles bPRS2.Click home() frmPRStat.loadlist() frmPRStat.ShowDialog() End Sub

Private Sub bPRD_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles bPRD.Click home() frmPRD.loadlist() frmPRD.ShowDialog() End Sub

Private Sub bVPR_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles bVPR.Click home() frmVPR.loadlist() frmVPR.ShowDialog() End Sub

Private Sub bELog_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles bELog.Click home() frmELog.loadlist() frmELog.ShowDialog() End Sub

Private Sub bSup_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles bSup.Click home() supField() frmSupplier.clearall(frmSupplier) frmSupplier.loadlist() frmSupplier.ShowDialog() End Sub

Private Sub Button13_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Button13.Click frmListOfSup.Show() End Sub

Private Sub Button15_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Button15.Click End Sub

Private Sub Button5_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Button5.Click home() frmAllReq.ShowDialog()


End Sub

Public Sub mng() frmPRD.loadlist() mngpendingno = frmPRD.lvProd.Items.Count

If mngpendingno = 0 Then lnkMngNoPend.Text = "No pending request for manager" Else lnkMngNoPend.Text = mngpendingno & " pending request for manager" End If End Sub

Public Sub prch() frmPRStat.loadlist() purchpendingno = frmPRStat.lvProd.Items.Count

If purchpendingno = 0 Then lnkPrchNoPend.Text = "No pending request for manager" Else lnkPrchNoPend.Text = purchpendingno & " pending request for purchasing" End If End Sub

Private Sub lnkMngNoPend_LinkClicked(ByVal sender As System.Object, ByVal e As System.Windows.Forms.LinkLabelLinkClickedEventArgs) Handles lnkMngNoPend.LinkClicked home() frmPRD.loadlist() frmPRD.ShowDialog() End Sub

Private Sub lnkPrchNoPend_LinkClicked(ByVal sender As System.Object, ByVal e As System.Windows.Forms.LinkLabelLinkClickedEventArgs) Handles lnkPrchNoPend.LinkClicked home() frmPRStat.loadlist() frmPRStat.ShowDialog() End Sub

Public Sub levelofprodcrit() connect() rs.Open("select * from tblproduct where qty <= critical", cnn) frmProducts.lvProd.Items.Clear() Do While rs.EOF = False Dim lv As New ListViewItem(rs(0).Value.ToString) lv.SubItems.Add(Replace(rs(2).Value, "^_^", "'") & " (" & rs(1).Value & ")") frmProducts.lvProd.Items.Add(lv) rs.MoveNext() lnkCrit.Text = frmProducts.lvProd.Items.Count & " product that in critical" Loop End Sub

Private Sub lnkCrit_LinkClicked(ByVal sender As System.Object, ByVal e As System.Windows.Forms.LinkLabelLinkClickedEventArgs) Handles lnkCrit.LinkClicked


home() prodCrt() frmProducts.ShowDialog() End Sub

Public Sub prodCrt() connect() rs.Open("select * from tblproduct where qty < critical and arch = 0", cnn) frmProducts.lvProd.Items.Clear() Do While rs.EOF = False Dim lv As New ListViewItem(rs(0).Value.ToString) lv.SubItems.Add(Replace(rs(2).Value, "^_^", "'") & " (" & rs(1).Value & ")") frmProducts.lvProd.Items.Add(lv) rs.MoveNext() lnkCrit.Text = frmProducts.lvProd.Items.Count & " product that in critical" Loop frmProducts.clearall(frmProducts) End Sub

Public Sub levelprodreorder() connect() rs.Open("select * from tblproduct where arch = 1", cnn) frmProducts.lvProd.Items.Clear() Do While rs.EOF = False Dim lv As New ListViewItem(rs(0).Value.ToString) lv.SubItems.Add(Replace(rs(2).Value, "^_^", "'") & " (" & rs(1).Value & ")") frmProducts.lvProd.Items.Add(lv) rs.MoveNext() lnkReorder.Text = frmProducts.lvProd.Items.Count & " product that in reorder" Loop End Sub

Private Sub lnkReorder_LinkClicked(ByVal sender As System.Object, ByVal e As System.Windows.Forms.LinkLabelLinkClickedEventArgs) Handles lnkReorder.LinkClicked levelprodreorder() home() frmProducts.clearall(frmProducts) frmProducts.ShowDialog() End Sub

Private Sub btnVerfy_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles btnVerfy.Click home() frmVerifySup.lvProd.Items.Clear() frmVerifySup.txtProdName.Text = "" frmVerifySup.ShowDialog() End Sub Public Sub addsupcount() frmELog.loadlist() addSuppno = frmELog.lvProd.Items.Count


If addSuppno = 0 Then lnkAddSup.Text = "No pending for assigning supplier" Else lnkAddSup.Text = addSuppno & " pending assigning supplier" End If End Sub

Private Sub lnkAddSup_LinkClicked(ByVal sender As System.Object, ByVal e As System.Windows.Forms.LinkLabelLinkClickedEventArgs) Handles lnkAddSup.LinkClicked home() frmELog.loadlist() frmELog.ShowDialog() End Sub

Private Sub Button14_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Button14.Click home() frmMSRS.ShowDialog() End Sub

Private Sub btnReport_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles btnReport.Click home() frmReports.ShowDialog() End Sub

Private Sub Button3_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Button3.Click End Sub

Private Sub Button4_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Button4.Click home() frmItems.ShowDialog() End Sub

Private Sub Button1_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Button1.Click frmLogin.ShowDialog() End Sub

End Class

Public Class frmPR Public a, b, c, str As String Public d, ctr, f, g, pid, n As Integer

Public Sub loadcombo() 'connect() 'rs.Open("select * from tblproduct where arch = 0", cnn) 'cbProd.Items.Clear() 'cbProd.Items.Add("-Select-") 'Do While rs.EOF = False ' cbProd.Items.Add(Replace(rs(2).Value, "^_^", "'")) ' rs.MoveNext()


'Loop

'cbProd.Text = "-Select-" End Sub

Private Sub cbProd_SelectedIndexChanged(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles cbProd.SelectedIndexChanged 'addnew() 'txtQty.Text = Nothing 'lblQTY.Text = Nothing 'If cbProd.Text <> "-Select-" Then ' connect() ' rs.Open("select * from tblproduct where prodname = '" & Replace(cbProd.Text, "^_^", "'") & "'", cnn) ' Do While rs.EOF = False ' a = rs(0).Value ' b = rs(1).Value ' c = Replace(rs(3).Value, "^_^", "'") ' ToolTip1.Active = True ' ToolTip1.SetToolTip(cbProd, "Product ID: " & a & Environment.NewLine & "Product Code: " & b & Environment.NewLine & "Description:" & Environment.NewLine & c) ' lblQTY.Text = rs(4).Value ' rs.MoveNext() ' Loop ' d = 0 ' txtQty.Enabled = True 'Else ' ToolTip1.Active = False ' txtQty.Enabled = False 'End If End Sub

Private Sub frmPR_FormClosing(ByVal sender As Object, ByVal e As System.Windows.Forms.FormClosingEventArgs) Handles Me.FormClosing 'If n <> 1 Then ' For k As Integer = 0 To lvProd.Items.Count - 1 ' connect() ' cnn.Execute("update tblproduct set qty = qty + '" & CDbl(lvProd.Items(k).SubItems(2).Text) & "' where prodid = '" & lvProd.Items(k).Text & "'") ' Next 'End If End Sub

Private Sub frmPR_Load(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles MyBase.Load prodId() 'addnew() End Sub

Public Sub clearall() lvProd.Items.Clear() bRFL.Enabled = False lblQTY.Text = Nothing txtQty.Text = Nothing txtQty.Enabled = False End Sub


Private Sub bAdd_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles bAdd.Click 'If bAdd.Text = "ADD" Then

' If cbProd.Text = "-Select-" Or txtQty.Text = Nothing Then MsgBox("(*) Please fill up the required fields!", vbCritical, "Fill up!") : Exit Sub ' If CDbl(txtQty.Text) > CDbl(lblQTY.Text) Then MsgBox("Insufficient stock. You only have " & lblQTY.Text & " product in your inventoy", vbCritical, "Insufficient stock!") : Exit Sub

' For k As Integer = 0 To lvProd.Items.Count - 1 ' If cbProd.Text = lvProd.Items(k).SubItems(1).Text Then ' lvProd.Items(k).SubItems(2).Text = CDbl(lvProd.Items(k).SubItems(2).Text) + CDbl(txtQty.Text) ' d = 1 ' End If ' Next

' If d <> 1 Then ' Dim lv As New ListViewItem(a) ' lv.SubItems.Add(cbProd.Text) ' lv.SubItems.Add(txtQty.Text) ' lv.SubItems.Add(frmMain.lblUserDepartment.Text) ' lvProd.Items.Add(lv)

' connect() ' cnn.Execute("update tblproduct set qty = '" & CDbl(lblQTY.Text) - CDbl(txtQty.Text) & "' where prodid = '" & a & "'") ' lblQTY.Text = CDbl(lblQTY.Text) - CDbl(txtQty.Text) ' txtQty.Text = Nothing

' End If 'ElseIf bAdd.Text = "ADD NEW" Then ' frmReq.lblID.Text = lblID.Text ' frmMain.home() ' frmReq.ShowDialog() 'End If

addProd()

End Sub

Private Sub lvProd_SelectedIndexChanged(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles lvProd.SelectedIndexChanged

If lvProd.SelectedItems.Count = 0 Then bRFL.Enabled = False Else bRFL.Enabled = True For o As Integer = 0 To lvProd.Items.Count - 1 connect() rs.Open("select * from tblproduct where prodid = '" & lvProd.Items(o).Text & "'", cnn) Do While rs.EOF = False pid = rs(4).Value


rs.MoveNext() Loop Next End If End Sub

Private Sub bRFL_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles bRFL.Click 'connect() 'cnn.Execute("update tblproduct set qty = qty + '" & CDbl(lvProd.SelectedItems(0).SubItems(2).Text) & "' where prodid = '" & lvProd.SelectedItems(0).Text & "'") 'If lvProd.SelectedItems(0).SubItems(1).Text = cbProd.Text Then ' lblQTY.Text = CDbl(lblQTY.Text) + CDbl(lvProd.SelectedItems(0).SubItems(2).Text) 'End If

'For i As Integer = lvProd.Items.Count - 1 To 0 Step -1 ' If lvProd.Items(i).Selected Then lvProd.Items.RemoveAt(i) 'Next End Sub

Private Sub bSent_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles bSent.Click

getID()

If lvProd.Items.Count = 0 Then MsgBox("(*) Please fill up the required fields!", vbCritical, "Fill up!") : Exit Sub

If bSent.Text = "SENT TO MANAGER" Then g = 0 If lvProd.Items.Count <> 0 Then Do Until ctr = lvProd.Items.Count connect() cnn.Execute("insert into tblpr values('" & lblID.Text & "','" & lvProd.Items(f).Text & "','" & lvProd.Items(f).SubItems(2).Text & "','" & frmMain.uid & "','" & Format(Now, "yyyy-MM-dd") & "','" & g & "','',0,'',0,'" & frmMain.lblUserDepartment.Text & "')")

ctr = ctr + 1 f = f + 1

frmMain.mng() frmMain.levelofprodcrit() frmMain.levelprodreorder()

MsgBox("Request successfully sent!", vbInformation, "Success") n = 1 Loop Me.Close() Else MsgBox("aw!!") End If Else g = 1


Do Until ctr = lvProd.Items.Count connect() cnn.Execute("insert into tblpr values('" & lblID.Text & "','" & lvProd.Items(f).Text & "','" & lvProd.Items(f).SubItems(2).Text & "','" & frmMain.uid & "','" & Format(Now, "yyyy-MM-dd") & "','" & g & "','" & Format(Now, "yyyy-MM-dd") & "',0,'',0,'" & frmMain.lblUserDepartment.Text & "')")

ctr = ctr + 1 f = f + 1 Loop MsgBox("Request successfully sent!", vbInformation, "Success") n = 1 frmMain.levelofprodcrit() frmMain.levelprodreorder() Me.Close()

End If End Sub

Private Sub Button1_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) frmMain.home() frmReq.ShowDialog() End Sub

'Public Sub addnew() ' If cbProd.Text = "-Select-" Then ' bAdd.Text = "ADD NEW" ' Else ' bAdd.Text = "ADD" ' End If

'End Sub

Public Sub getID() connect() rs.Open("select * from tblproduct", cnn) genadd(frmAddProduct.lblID, "PRODUCT-0000000001", "PRODUCT-", "0000000000", 17, 18)

str = frmAddProduct.lblID.Text connect() cnn.Execute("insert into tblproduct values ('" & str & "','None','" & txtProdname.Text & "','None','0','0','0','0','1')")

End Sub

Public Sub prodId() connect() rs.Open("select * from tblproduct", cnn) genadd(lblIdtxt, "PRODUCT-0000000001", "PRODUCT-", "0000000000", 17, 18) End Sub

Private Sub txtProdname_TextChanged(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles txtProdname.TextChanged If txtProdname.Text = "" Then


Label7.Visible = True Else Label7.Visible = False End If End Sub

Private Sub txtQtytxt_TextChanged(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles txtQtytxt.TextChanged If txtQtytxt.Text = "" Then Label8.Visible = True Else Label8.Visible = False End If End Sub

Public Sub addProd() Dim lv As New ListViewItem(lblIdtxt.Text) lv.SubItems.Add(txtProdname.Text) lv.SubItems.Add(txtQtytxt.Text) lv.SubItems.Add(frmMain.lblUserDepartment.Text) lvProd.Items.Add(lv) End Sub

Private Sub txtQty_TextChanged(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles txtQty.TextChanged

End Sub

Private Sub Panel2_Paint(ByVal sender As System.Object, ByVal e As System.Windows.Forms.PaintEventArgs) Handles Panel2.Paint

End SubEnd Class

Public Class frmMSRS Dim str, supnamebebe, str2 As String Private Sub frmMSRS_Load(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles MyBase.Load loadlist() End Sub

Public Sub loadlist() connect() rs.Open("select * from tblponew where arch = 1", cnn) lvProd.Items.Clear() Do While rs.EOF = False Dim lv As New ListViewItem(rs(1).Value.ToString) lv.SubItems.Add(rs(4).Value.ToString) lv.SubItems.Add(rs(2).Value.ToString) lv.SubItems.Add(rs(3).Value.ToString) lv.SubItems.Add(rs(5).Value.ToString) lv.SubItems.Add(rs(6).Value.ToString) lvProd.Items.Add(lv) rs.MoveNext() Loop End Sub


Public Sub selectItem() If lvProd.SelectedItems.Count <> 0 Then frmDeliver.prid.Text = lvProd.SelectedItems(0).Text frmDeliver.prodName.Text = lvProd.SelectedItems(0).SubItems(2).Text frmDeliver.qty.Text = lvProd.SelectedItems(0).SubItems(3).Text End If End Sub

Private Sub btnView_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles btnView.Click 'selectItem() 'supidtxt() 'depNamebebe() 'frmMain.home() 'frmDeliver.ShowDialog()

End Sub

Public Sub supidtxt() connect() rs.Open("select name from tblsupplier where supid = '" & lvProd.SelectedItems(0).SubItems(1).Text & "'", cnn) supnamebebe = rs(0).Value frmDeliver.supName.Text = supnamebebe End Sub

Public Sub depNamebebe() connect() rs.Open("select department from tblpr where prid = '" & lvProd.SelectedItems(0).Text & "'", cnn) str2 = rs(0).Value frmDeliver.dep.Text = str2 End Sub

End Class

Public Class frmPO

Private Sub frmPO_Load(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles MyBase.Load loadlist() End Sub

Public Sub loadlist() connect() rs.Open("select * from tblpo where arh = 0", cnn) lvProd.Items.Clear() Do While rs.EOF = False Dim lv As New ListViewItem(rs(0).Value.ToString) lv.SubItems.Add(rs(1).Value.ToString) lv.SubItems.Add(rs(2).Value.ToString) lv.SubItems.Add(rs(3).Value.ToString) lv.SubItems.Add(rs(4).Value.ToString) lvProd.Items.Add(lv) rs.MoveNext() Loop End Sub


Private Sub lvProd_SelectedIndexChanged(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles lvProd.SelectedIndexChanged

End SubEnd Class

Public Class frmNewPR Dim strDep, e, c, d As String Dim stock, stockEqual As Integer Dim a, b, qtyProd As Integer Dim strProdID As String Dim z, y, x As String Private Sub ToolStripButton1_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles ToolStripButton1.Click pnlProdHand.Visible = True pnlOrderProd.Visible = False pnlOrderProd.Location = New Point(524, 286) End Sub

Private Sub ToolStripButton2_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles ToolStripButton2.Click pnlProdHand.Visible = False pnlOrderProd.Visible = True pnlOrderProd.Location = New Point(524, 38) End Sub

Public Sub addNewprod2() If txtNewQty.Text = "" Or txtProdName.Text = "" Then MsgBox("Please complete the request") Else Dim lv As New ListViewItem(lblNewPrid.Text) lv.SubItems.Add(txtProdName.Text) lv.SubItems.Add(txtNewQty.Text) lv.SubItems.Add(strDep) lvProd.Items.Add(lv)

connect() rs.Open("select * from tblproduct", cnn) genadd(frmAddProduct.lblID, "PRODUCT-0000000001", "PRODUCT-", "0000000000", 17, 18)

strProdID = frmAddProduct.lblID.Text connect() cnn.Execute("insert into tblproduct values ('" & strProdID & "','None','" & txtProdName.Text & "','None','" & txtNewQty.Text & "','0','0','0','1')") End If End Sub

Public Sub loadCombox() connect() rs.Open("select * from tblproduct where arch = 0", cnn) cmbProdName.Items.Clear() cmbProdName.Items.Add("-Select-") Do While rs.EOF = False cmbProdName.Items.Add(Replace(rs(2).Value, "^_^", "'")) rs.MoveNext()


Loop cmbProdName.Text = "-Select-" End Sub

Public Sub stockNo() Try connect() rs.Open("select qty from tblproduct where prodname = '" & cmbProdName.Text & "'", cnn) stock = rs(0).Value lblStackOnHand.Text = rs(0).Value Catch ex As Exception lblStackOnHand.Text = "" End Try End Sub

Public Sub editStock() Try stockEqual = stock - txtQty.Text Catch ex As Exception

End Try

connect() cnn.Execute("update tblproduct set qty = '" & stockEqual & "' where prodname = '" & cmbProdName.Text & "'") lblStackOnHand.Text = stockEqual End Sub

Private Sub Button1_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles btnNewAdd.Click If txtProdName.Text = "" Or txtNewQty.Text = "" Then MsgBox("Invalid Request!") Else addNewprod2() txtProdName.Text = "" txtNewQty.Text = "" End If End Sub

Public Sub addProdOnhand() If txtQty.Text = "" Or cmbProdName.Text = "-Select-" Then MsgBox("Invalid quantity/product name") lblStackOnHand.Text = "" Else Dim lv As New ListViewItem(lblId.Text) lv.SubItems.Add(cmbProdName.Text) lv.SubItems.Add(txtQty.Text) lv.SubItems.Add(strDep) lvProd.Items.Add(lv) loadCombox() txtQty.Text = "" lblStackOnHand.Text = "" End If End Sub

Private Sub frmNewPR_Load(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles MyBase.Load


loadCombox() getPrid() btnTxt() strDep = frmMain.lblUserDepartment.Text pnlProdHand.Visible = False pnlOrderProd.Visible = False End Sub

Private Sub ComboBox1_TextChanged(ByVal sender As Object, ByVal e As System.EventArgs) Handles cmbProdName.TextChanged If cmbProdName.Text = "" Or cmbProdName.Text = "-Select-" Then lblRed1.Visible = True Else lblRed1.Visible = False End If End Sub

Private Sub txtQty_KeyPress(ByVal sender As Object, ByVal e As System.Windows.Forms.KeyPressEventArgs) Handles txtQty.KeyPress If Asc(e.KeyChar) <> 8 Then If Asc(e.KeyChar) < 48 Or Asc(e.KeyChar) > 57 Then e.Handled = True MsgBox("Invalid Entry") lblStackOnHand.Text = "" End If End If End Sub

Private Sub txtQty_TextChanged(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles txtQty.TextChanged If txtQty.Text = "" Then lblRed2.Visible = True Else lblRed2.Visible = False End If End Sub

Private Sub txtProdName_TextChanged(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles txtProdName.TextChanged If txtProdName.Text = "" Then lblRed3.Visible = True Else lblRed3.Visible = False End If End Sub

Private Sub txtNewQty_KeyPress(ByVal sender As Object, ByVal e As System.Windows.Forms.KeyPressEventArgs) Handles txtNewQty.KeyPress If Asc(e.KeyChar) <> 8 Then If Asc(e.KeyChar) < 48 Or Asc(e.KeyChar) > 57 Then e.Handled = True MsgBox("Invalid Entry") txtNewQty.Text = "" lblStackOnHand.Text = "" End If End If End Sub


Private Sub txtNewQty_TextChanged(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles txtNewQty.TextChanged If txtNewQty.Text = "" Then lblRed4.Visible = True Else lblRed4.Visible = False End If End Sub

Public Sub getPrid() connect() rs.Open("select * from tblpr", cnn) genadd(lblId, "PR-2014-0000000001", "PR-" & Format(Now, "yyyy") & "-", "0000000000", 17, 18)

connect() rs.Open("select * from tblpr", cnn) genadd(lblNewPrid, "PR-2014-0000000001", "PR-" & Format(Now, "yyyy") & "-", "0000000000", 17, 18) End Sub

Public Sub btnTxt() If frmMain.lblUserlevel.Text = "System Administrator" Or frmMain.lblUserlevel.Text = "Purchasing" Or frmMain.lblUserlevel.Text = "Manager" Then btnSend.Text = "SEND TO PURCHASING" Else btnSend.Text = "SEND TO MANAGER" End If End Sub

Private Sub cmbProdName_SelectedIndexChanged(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles cmbProdName.SelectedIndexChanged stockNo() End Sub

Private Sub bAdd_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles bAdd.Click editStock() addProdOnhand() End Sub

Private Sub btnRemove_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles btnRemove.Click Try dltProd() lvProd.SelectedItems(0).Remove() MsgBox("Requset removed") Catch ex As Exception MsgBox("Select request to delete") End Try End Sub

Public Sub dltProd() If lvProd.Items.Count <> 0 Then connect()


rs.Open("select prodname, arch from tblproduct where prodname = '" & lvProd.SelectedItems(0).SubItems(1).Text & "'", cnn) x = rs(0).Value y = rs(1).Value If lvProd.SelectedItems(0).SubItems(1).Text = x And y = 0 Then connect() rs.Open("select qty from tblproduct where prodname = '" & lvProd.SelectedItems(0).SubItems(1).Text & "'", cnn) z = rs(0).Value Dim prodQty As Integer = CInt(lvProd.SelectedItems(0).SubItems(2).Text) qtyProd = z + prodQty connect() cnn.Execute("update tblproduct set qty = '" & qtyProd & "' where prodname = '" & lvProd.SelectedItems(0).SubItems(1).Text & "'") Else connect() cnn.Execute("delete from tblproduct where prodname = '" & lvProd.SelectedItems(0).SubItems(1).Text & "'") End If End If

End Sub

Private Sub btnSend_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles btnSend.Click sendTopr() End Sub

Public Sub sendTopr() If btnSend.Text = "SEND TO PURCHASING" Then Do While b <> lvProd.Items.Count connect() cnn.Execute("insert into tblpr values('" & lvProd.Items(a).Text & "','" & lvProd.Items(a).SubItems(1).Text & "','" & lvProd.Items(a).SubItems(2).Text & "','" & Label6.Text & "','" & Format(Now, "yyyy-MM-dd") & "',1,'" & Format(Now, "yyyy-MM-dd") & "',0,'',0,'" & lvProd.Items(a).SubItems(3).Text & "')") a = a + 1 b = b + 1 Loop

Dim goToFrmPur = MessageBox.Show("Request was sent to purchasing", "Go to Purchasing", MessageBoxButtons.YesNo, MessageBoxIcon.Information) If goToFrmPur = Windows.Forms.DialogResult.Yes Then Me.Hide() frmPRStat.loadlist() frmPRStat.ShowDialog() End If

If goToFrmPur = Windows.Forms.DialogResult.No Then Me.Hide() End If lvProd.Items.Clear() Else Do While b <> lvProd.Items.Count connect()


cnn.Execute("insert into tblpr values('" & lvProd.SelectedItems(a).Text & "','" & lvProd.SelectedItems(a).SubItems(1).Text & "','" & lvProd.SelectedItems(a).SubItems(2).Text & "','" & Label6.Text & "','" & Format(Now, "yyyy-MM-dd") & "',0,'',0,'',0,'" & lvProd.SelectedItems(a).SubItems(3).Text & "')") a = a + 1 b = b + 1 Loop MsgBox("Request was sent to manager") lvProd.Items.Clear() End If

End Sub

End Class

Public Class frmReports

Private Sub ManagerToolStripMenuItem_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles ManagerToolStripMenuItem.Click frmMngReport.ShowDialog() End Sub

Private Sub PurchasingToolStripMenuItem_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles PurchasingToolStripMenuItem.Click frmPRrprt.ShowDialog() End Sub

Private Sub SupplierReportsToolStripMenuItem_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles SupplierReportsToolStripMenuItem.Click

End Sub

Private Sub AssigningSupplierReportToolStripMenuItem_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles AssigningSupplierReportToolStripMenuItem.Click frmAssSupReport.ShowDialog() End Sub

Private Sub frmReports_Load(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles MyBase.Load

End SubEnd Class


Procurement System Chapter 1-8

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Transcript of Procurement System Chapter 1-8