Vendor Management Portal Development
Budget: ₹1,500 – ₹12,500 INR
Vendor Management Portal
Purpose
To streamline vendor-related processes like material receiving, returns, GRN tracking,
payment status, and cheque printing with proper user role segregation and reporting.
User Roles
1. Admin
o Full access to all modules and reports
o Manage vendors, staff, permissions
o Track pending GRNs and payments
o Print cheques for vendor payments
2. Staff (Store Guard, Procurement Staff)
o Add GRN (Goods Receipt Note) with vendor invoice and details
o Add PRN (Purchase Return Note) for returned materials
o Update grn_status, payment_status
o View their own data and responsibilities
3. Vendor
o View GRNs and PRNs related to them
o Track status of their payments
o Download cheque copies if available
Core Modules
1. Vendor Management
• Add/Edit/Delete vendor
• Assign brands the vendor deals in
• Maintain vendor contact and banking details
• Upload and store vendor compliance documents (e.g., GST, PAN, agreement)
2. Brand Management
• Manage brand list
• Associate multiple brands to each vendor
3. GRN (Goods Receipt Note) Entry
• Staff records:
o Vendor name
o Invoice number and date
o Material list: description, quantity, rate, total
o Attach scanned invoice
o GRN Status: Pending, Verified, Rejected
o Payment Status: Pending, Check Ready, Collected
4. PRN (Purchase Return Note) Entry
• Staff records:
o Vendor name
o PRN number and date
o Reason for return
o Items returned
o Attach PRN document
5. Cheque Printing
• Admin selects vendor and GRN/payment record
• Generates cheque with:
o Vendor name (auto-filled)
o Amount (editable or auto-calculated)
o Date, remarks
• Option to preview/print/download cheque
• Option to mark cheque as issued
• Cheque status tracked against payment status
6. User Management
• Add/Edit/Delete staff and vendor logins
• Assign roles and permissions
Reports
a. Admin Reports
• GRN & PRN summary with filters (date, vendor, brand, status)
• Pending GRNs
• Pending payments
• Cheques printed, pending, collected
• Vendor performance
• Staff activity logs
b. Vendor Reports
• GRN and PRN report
• Cheque/payment history
• Summary of materials received or returned
c. Staff Reports
• Daily/Monthly GRNs or PRNs created
• Status of entries submitted
• Performance and pending action list
Additional Features
• Notifications
o Email/SMS alerts to vendor when GRN is entered or cheque is ready
o Admin alert for pending GRNs/payments beyond due date
• Role-based Access
o Restrict access to relevant data by role (admin, staff, vendor)
• Audit Log
o Track changes and activity per user for accountability
• Dashboard
o Visual summary of today’s GRNs, pending payments, recent PRNs, vendor
performance
Purpose
To streamline vendor-related processes like material receiving, returns, GRN tracking,
payment status, and cheque printing with proper user role segregation and reporting.
User Roles
1. Admin
o Full access to all modules and reports
o Manage vendors, staff, permissions
o Track pending GRNs and payments
o Print cheques for vendor payments
2. Staff (Store Guard, Procurement Staff)
o Add GRN (Goods Receipt Note) with vendor invoice and details
o Add PRN (Purchase Return Note) for returned materials
o Update grn_status, payment_status
o View their own data and responsibilities
3. Vendor
o View GRNs and PRNs related to them
o Track status of their payments
o Download cheque copies if available
Core Modules
1. Vendor Management
• Add/Edit/Delete vendor
• Assign brands the vendor deals in
• Maintain vendor contact and banking details
• Upload and store vendor compliance documents (e.g., GST, PAN, agreement)
2. Brand Management
• Manage brand list
• Associate multiple brands to each vendor
3. GRN (Goods Receipt Note) Entry
• Staff records:
o Vendor name
o Invoice number and date
o Material list: description, quantity, rate, total
o Attach scanned invoice
o GRN Status: Pending, Verified, Rejected
o Payment Status: Pending, Check Ready, Collected
4. PRN (Purchase Return Note) Entry
• Staff records:
o Vendor name
o PRN number and date
o Reason for return
o Items returned
o Attach PRN document
5. Cheque Printing
• Admin selects vendor and GRN/payment record
• Generates cheque with:
o Vendor name (auto-filled)
o Amount (editable or auto-calculated)
o Date, remarks
• Option to preview/print/download cheque
• Option to mark cheque as issued
• Cheque status tracked against payment status
6. User Management
• Add/Edit/Delete staff and vendor logins
• Assign roles and permissions
Reports
a. Admin Reports
• GRN & PRN summary with filters (date, vendor, brand, status)
• Pending GRNs
• Pending payments
• Cheques printed, pending, collected
• Vendor performance
• Staff activity logs
b. Vendor Reports
• GRN and PRN report
• Cheque/payment history
• Summary of materials received or returned
c. Staff Reports
• Daily/Monthly GRNs or PRNs created
• Status of entries submitted
• Performance and pending action list
Additional Features
• Notifications
o Email/SMS alerts to vendor when GRN is entered or cheque is ready
o Admin alert for pending GRNs/payments beyond due date
• Role-based Access
o Restrict access to relevant data by role (admin, staff, vendor)
• Audit Log
o Track changes and activity per user for accountability
• Dashboard
o Visual summary of today’s GRNs, pending payments, recent PRNs, vendor
performance