Vendor Management

Author(s)

• Reshmi Karan

Last Updated Date

2024-12-09

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SRS References

NO

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Version History

Version	Date	Changes	Author
1.0	2024-12-09	Initial draft	Reshmi Karan
...	...	...	...

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Feature Overview

Objective:
This feature aims to facilitate efficient vendor management within specific divisions. It enables CRUD operations on vendor data, status updates, and ensures compliance with organizational and legal standards.

Scope:

• Each division can access its own vendors.

• The head department and system owner can view all vendors.

• Department-level access is restricted to the vendors of the respective division.

Dependencies:

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Requirements

• Enable CRUD operations on vendor records.

• Support filtering, sorting, and paginated vendor listings.

• Facilitate uploading and managing vendor-related documents.

• Allow status updates for vendor records.

• Ensure secure and validated API interactions.

• Provide paginated GET API with sorting capabilities based on frontend inputs.

• Implement Excel export functionality for vendor data.

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Design Specifications

• UI/UX Design:

• Data Models:

  public record Vendor
  {
    public Guid VendorId { get; set; }
    public string? VendorCode { get; set; }
    public string? VendorName { get; set; }
    public string? EstablishmentNumber { get; set; }
    public string? PhoneNumber { get; set; }
    public string? EmailAddress { get; set; }
    public List<VendorSourceDetail> DivisionDeptWithStatus { get; set; } = [];// Jsonb fields can be represented as string or a specific class if deserialized.
    public DateTime? CreatedAt { get; set; }
    public DateTime? UpdatedAt { get; set; }
    public string? RegistrationNumber { get; set; }
    public DateTime DateOfRegistration { get; set; }
    public string? TaxIdentificationNumber { get; set; }
    public string? PanNumber { get; set; }
    public string? GstNumber { get; set; }
    public List<FileInformation> Files { get; set; } = [];// Jsonb fields can be represented as string or a specific class if deserialized.
    public string? LogUserName { get; set; }
    public List<Location> Locations { get; set; } = new List<Location>();
    public CompanyType CompanyType { get; set; } = default!;
    public VendorStatus Status { get; set; } = default!;
    public ComplianceStatus ComplianceStatus { get; set; } = default!;
    [System.Text.Json.Serialization.JsonIgnoreAttribute]
    public int TotalNumber { get; set; }
  }
  public record VendorSourceDetail: DivisionDepartmentMapping
  {
    public VendorStatus? Status { get; set; }
  }
  public record FileWithType
  {
      public IFormFile File { get; set; }
      public FileType FileType { get; set; }
  }
  public class FileInformation
  {
      public string? FileId { get; set; }
      public FileType FileType { get; set; }
  }
  public record VendorStatusFilter
  {
      public Guid VendorId { get; set; }
      public VendorStatus Status { get; set; }
  }
  public record VendorFilterParam : SortingPaginatedData
  {
      public Guid? VendorId { get; init; }
      public int PageNumber { get; set; }
      public int RowsPerPage { get; set; }
      public string? VendorName { get; init; }
      public string? VendorCode { get; init; }
      public required Guid DivisionId { get; set; }
      public Guid? DepartmentId { get; init; }
      public string? PanNumber { get; init; }
      public string? GstNumber { get; init; }
      public VendorStatus? Status { get; init; }
      public AddressForFilter? Address { get; init; }
      public bool IsExcel { get; init; }
      public override IEnumerable<string> AllowedSortByFields => new[]
     {
          "VendorName",
          "VendorCode",
          "Status",
          "DivisionName",
          "CompanyType"
      };
  }
  public record AddressForFilter
  {
      public string? City { get; init; }
      public string? District { get; init; }
      public string? State { get; init; }
      public string? PinCode { get; init; }
      public string? Country { get; init; }
  }
   public abstract record SortingPaginatedData
   {
       public abstract IEnumerable<string> AllowedSortByFields { get; }
       public string? SortBy { get; set; }
       [AllowedValues("asc", "desc")]
       public string SortingOrder { get; set; } = "asc";
       public bool IsValidSortBy()
       {
           return SortBy == null || AllowedSortByFields.Contains(SortBy, StringComparer.OrdinalIgnoreCase);
       }
   }
   public class ServerPaginatedData<T>
  {
      public List<T>? Data { get; set; }
      public long Totalnumber { get; set; }
  }
    public enum FileType
  {
      Unknown,
      Aadhar,
      GST,
      PAN,
  }
  public enum LocationType
  {
      None = 0,
      RegisteredAddress = 1,
      OfficeAddress = 2,
  }
  public enum VendorStatus
  {
      InActive = 0,
      Active = 1,
      BlackListed = 2
  }
  public enum CompanyType
  {
      [Description("Limited Liability Partnership (LLP)")]
      LimitedLiabilityPartnership = 0,
      [Description("Private Limited Company (P.L.C)")]
      PrivateLimitedCompany = 1,
      [Description("One Person Company (OPC)")]
      OnePersonCompany = 2,
      [Description("Partnership Firm (PF)")]
      PartnershipFirm = 3,
      [Description("Government Company")]
      GovernmentCompany = 4,
  }
  public enum ComplianceStatus
  {
      None = 0,
      Compliant = 1,
      NonCompliant = 2,
      Pending = 3
  }

• API Interfaces:

  Endpoint	Method	Parameters	Response	Response Status Codes
  /api/Vendor/get	GET	vendorId (required, Guid)	List of Vendor	200, 204, 500
  /api/Vendor/set	POST	Vendor (required)	String (Message)	200, 204, 500
  /api/Vendor/update	PUT	Vendor (required)	String (Message)	201, 204, 500
  /api/Vendor/get/all	GET	VendorFilterParam (required)	ServerPaginatedData<Vendor>	200, 204, 500
  /api/Vendor/status-update	PUT	VendorStatusFilter (required)	List<FileInformation>	200, 204, 500
  /api/Vendor/file/upload	POST	vendorId (required, Guid), List<FileWithType>	String (Message)	200, 204, 500
  /api/Vendor/file/delete/{fileId}	DELETE	vendorId (required, Guid), fileId(required,string)	String (Message)	200, 204, 500

• Third-Party Integrations:

• Workflow:

  1. Adding a New Vendor:

  • Admin/division fills out the form with vendor details

  • Optionally uploads supporting documents (e.g., PAN, GST).

  2. Editing Vendor Details:

  • Admin selects an existing vendor record.

  • Updates vendor details, including contact information, division mappings, and compliance status.

  3. Status Updates:

  • Admin changes the vendor's status to "Active," "Inactive," or "Blacklisted."

  4. Uploading and Managing Documents:

  • Admin uploads documents linked to the vendor (e.g., GST Certificate, PAN).

  • Documents are validated for type and size before being stored.

  • Admin can view and delete previously uploaded documents.

  5. Filtering and Searching Vendors:

  • Users can filter vendors by criteria.

  • Results are displayed in a paginated table.

  • Exporting Vendor Data

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Development Tasks & Estimates

No	Task Name	Estimate (Hours)	Dependencies	Notes
1	Vendor Management: Get paginated api	4 hours		with excel export and sorting
2	Vendor Management: Get api by Id	2.5 hours
3	Vendor Management: Set Vendor	3 hours
4	Vendor Management: Update Vendor	3 hours
5	Vendor Management: Update status	2.5 hours
6	Vendor Management: File Upload	3 hours
7	Vendor Management: File Delete	2.5 hours
8	Total	20.5 hours

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Testing & Quality Assurance

• Unit Tests:

  1. Vendor Retrieval:
     • Verify retrieval of vendor details by ID.
     • Test edge cases such as invalid or non-existent vendor IDs.
  2. Vendor CRUD Operations:
     • Test create, read, update, and delete operations for vendors.
     • Verify proper error handling for invalid inputs.
  3. Vendor Status Update:
     • Test status change functionality (e.g., active, inactive) for vendors.
     • Ensure validation rules are respected during status updates.
  4. File Upload & Deletion:
     • Test successful file upload scenarios.
     • Verify handling of invalid file types.
     • Ensure file deletion works with valid file IDs and handles edge cases.
  5. Pagination & Filtering:
     • Test vendor filtering with pagination parameters.
     • Verify edge cases like no results found or invalid pagination parameters.
  6. Error Handling:
     • Validate that proper error responses are returned for database failures and invalid requests.

• Integration Tests:

• Acceptance Criteria:

• Testing Tools:
  Scalar for API testing.

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Deployment Considerations

• Configuration Changes:

CREATE Table tblvendor (
   vendor_id UUID,
   vendorcode text unique,
   vendor_name TEXT,
   establishment_id TEXT unique,
   phone_number TEXT UNIQUE,
   email_address TEXT UNIQUE,
   created_at TIMESTAMPTZ,
   updated_at TIMESTAMPTZ,
   division_dept jsonb,--list of division-department  --'Active' or diasable
   registration_number text unique,
   tax_identification_number text unique,
   Pan text unique,--pan or tan
   GST text unique,
   companytype text,
   Files jsonb,
   logusername TEXT,
   dateofregistration TIMESTAMPTZ,
   CONSTRAINT tblvendor_pkey PRIMARY KEY (vendor_id)
);
CREATE Table tbllocation
 (
  location_id uuid,
  participant_id uuid not null,
  type text, -- division or vendor or hQ or department or employee
  location_type text,
  addressline1 text,
  addressline2 text,
  city text,
  state text,
  pincode text,
  country text,
  status text,
  created_at TIMESTAMPTZ,
  logusername TEXT,
  CONSTRAINT tbllocation_pkey PRIMARY KEY (location_id)
);
 CREATE INDEX idx_tbllocation_participant_id ON tbllocation(participant_id);

CREATE Table tblcontactdetails
 (
   contact_id uuid,
   participant_id uuid,
   type text, --//division or vendor or hq or department
   name text,
   email text,
   phone text,
   whatsappnumber text,
   isuser boolean,
   logusername text,
   logdts TIMESTAMPTZ,
   CONSTRAINT tblcontactdetails_pkey PRIMARY KEY (contact_id)
);
CREATE INDEX idx_tblcontactdetails_participant_id ON tblcontactdetails(participant_id);  

• Rollout Plan:

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Risks & Mitigations

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Review & Approval

(Include a section for review and approval by stakeholders.)

• Reviewer:
  Abhishak Kumar Roy

• Approval Date:
  2024-12-09

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Notes
(Add any additional notes or considerations related to the feature development here.)