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
I-1
Shangri-La Plaza Corporation
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.
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, ShangriLas Mactan Resort and Spa, Cebu, and Shangri-Las 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 Manilas
fascinating attractions that is very much noted in history. Rewarded with the
view of a stunning sunset, the hotels 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
I-2
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 Rustans, 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
I-3
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
I-4
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
I-5
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 backup 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
I-6
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.
I-7
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
I-8
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
computer.
By
this,
misinterpretation will be avoided.
I-9
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.
I-10
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
I-11
developers knowledge and entrepreneurial skills as well. The projects 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.
I-12
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. Theres 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 managers 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.
I-13
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.
I-14
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
I-15
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 range of hardware
and software configurations, as a system can be composed of hardware only,
software only, or a combination of both.
I-16
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 thats 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.
I-17
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
I-18
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.
I-19
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.
I-20
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
I-21
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?
I-22
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?
I-23
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?
I-24
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
I-25
To establish a policy and procedure of the Bidding & Award of goods

and/ or services.
2.0
Definition of terms
PAS Purchasing Account Staff
P.R. Purchase Requisition
P.O. Purchase Order
CAPEX Capital Expenditure Authorization Request
RFP Request for payment
NTP Notice to Proceed
3.0
Reference
4.0
Details
4.1. 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 units personnel
As follows:
For P.R.
Original (white) and Pink copy : Purchasing Department
Blue copy
: Requisitioning Department (copy
will serve as
Receiving copy of endusers)
Yellow copy
: attached to the RFP for processing
of payment
(Copy will serve as
Finance Copy)
4.1.2 Bidding Invitation
I-26
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
Department
4.1.3 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.
I-27
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, Requisitioners
I-28
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.
I-29
4.1 Flowchart
Activity
Responsibility
Start
Requisitioning
Prepares P.R or
Department
Approval of P.R
CAPEX
No
Approving
Authorities
Submits approved P.R
or CAPEX to
Yes
Requisitioning
Receives copy of P.R.
or CAPEX
Department
Logs P.R./CAPEX
details in e-logbook
Purchasing Account
Prepares bidding
Shangri-Larequirement
Plaza Corporation
A
I-30
Staff (PAS)
Purchasing Account
Staff (PAS)
Purchasing Account
Staff (PAS)
Activity
Responsibility
Finalizes list of
Purchasing Account
Staff (PAS)
Schedules a Pre-Bid
Conference
Purchasing Account Staff

(PAS)/Requisitioning
Conducts Pre-Bid
Conference
Department
Submits bid
Conducts
B meeting
clarificatory
Opens
Tabulates
sealed
bid
bid
I-31

Department
Bidder
Division Manager, Finance
Purchasing Account
Staff (PAS)

Department
I-32
Activity
Responsibility
Reviews/Recommend
Purchasings Account
Staff
award
Department
Prepares
Purchasing Department /
Submits for approval
Requisitioning Department
Approved?
Purchasing Account
Staff (PAS)
No
Approving
Prepares P.O. or NTP
Authorities
Yes
Acknowledges
award
If necessary,
Purchasing
Account
requests for
preparation
of
Staff (PAS)
C
I-33
Vendor
Requisitioning
Department
I-34
Activity
Responsibility
Prepares contract
Legal
Acknowledges
receipt of contract
Vendor
End
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
I-35
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
I-36
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: _________________________________
I-37
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)
Departments
DELIVER
ORDERS
CONFIRMATI
ON
Shangri-La Plaza
Procurement System
MSRS
I-38
PURCHASE
REQUEST
QUOTATION
S
DELIVER
ORDERS
SELECT
BIDDER
PRE-BID
Bidder/Supplier
INVITATION
PURCHASE
CONTEXT DIAGRAM (PROPOSED)
ORDER
Departments
DELIVER
ORDERS
CONFIRMATI
ON
MSRS
PURCHASE
REQUEST
Shangri-La Plaza
Procurement System
DELIVER
ORDERS
Supplier
PURCHASE
ORDER
I-39
7.0 Process Specification

Data Flow Diagram
I-40
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
I-41
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 Sub
End 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
I-42
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
I-43
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()
' bPur.Hide()
'Else
' bFM.Show()
' bPur.Hide()
'End If
End Sub
I-44
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()
I-45
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)
I-46
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
I-47
Private Sub bPRS2_Click(ByVal sender As System.Object, ByVal e As System.EventArgs)

Handles bPRS2.Click
home()
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
End Sub
home()
frmAllReq.ShowDialog()
End Sub
Public Sub mng()
frmPRD.loadlist()
mngpendingno = frmPRD.lvProd.Items.Count
I-48
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()
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()
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()
End Sub
Public Sub prodCrt()
connect()
rs.Open("select * from tblproduct where qty < critical and arch = 0", cnn)
I-49
rs.MoveNext()
lnkCrit.Text = frmProducts.lvProd.Items.Count & " product that in critical"
Loop
End Sub
Public Sub levelprodreorder()
connect()
rs.Open("select * from tblproduct where arch = 1", cnn)
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()
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
home()
I-50
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
End Sub
home()
frmItems.ShowDialog()
End Sub
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
I-51
'
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
I-52
'
'
'
'
'
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)
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
I-53
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
frmMain.home()
frmReq.ShowDialog()
End Sub
'Public Sub addnew()
I-54
'
'
'
'
'
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()
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)
End Sub
Private Sub txtQty_TextChanged(ByVal sender As System.Object, ByVal e As System.EventArgs)
Handles txtQty.TextChanged
I-55
End Sub
Private Sub Panel2_Paint(ByVal sender As System.Object, ByVal e As
System.Windows.Forms.PaintEventArgs) Handles Panel2.Paint
End Sub
End 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)
lv.SubItems.Add(rs(4).Value.ToString)
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
I-56
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)
rs.MoveNext()
Loop
End Sub
Private Sub lvProd_SelectedIndexChanged(ByVal sender As System.Object, ByVal e As
System.EventArgs) Handles lvProd.SelectedIndexChanged
End Sub
End 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
I-57
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)
18)
connect()
genadd(frmAddProduct.lblID, "PRODUCT-0000000001", "PRODUCT-", "0000000000", 17,
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-")
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
End Try
connect()
cnn.Execute("update tblproduct set qty = '" & stockEqual & "' where prodname = '" &
cmbProdName.Text & "'")
lblStackOnHand.Text = stockEqual
End Sub
I-58

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")
Else
Dim lv As New ListViewItem(lblId.Text)
lv.SubItems.Add(cmbProdName.Text)
lv.SubItems.Add(txtQty.Text)
lv.SubItems.Add(strDep)
loadCombox()
txtQty.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")
End If
End If
End Sub
I-59
Private Sub txtQty_TextChanged(ByVal sender As System.Object, ByVal e As System.EventArgs)

Handles txtQty.TextChanged
If txtQty.Text = "" Then
Else
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
Else
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 = ""
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
Else
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
I-60
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")
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 = '" &
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 = '" &
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
I-61
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()
End If
If goToFrmPur = Windows.Forms.DialogResult.No Then
Me.Hide()
End If
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")
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
I-62
frmAssSupReport.ShowDialog()
End Sub
Private Sub frmReports_Load(ByVal sender As System.Object, ByVal e As System.EventArgs)
Handles MyBase.Load
End Sub
End Class
I-63

Procurement System Chapter 1-8

Hochgeladen von

Dokumentinformationen

Originalbeschreibung:

Copyright

Verfügbare Formate

Dieses Dokument teilen

Dokument teilen oder einbetten

Freigabeoptionen

Stufen Sie dieses Dokument als nützlich ein?

Sind diese Inhalte unangemessen?

Copyright:

Verfügbare Formate

Procurement System Chapter 1-8

Hochgeladen von

Copyright:

Verfügbare Formate

1.0.

processing. It is a type of computer processing that takes place in the

1.1. Background of the Study

Nature of Company: Retail Industry.

1.2. Statement of the Problem

of Shangri-La Plaza Corporation hinders the establishment of an efficient and

How to enhance the process of requesting, ordering and

approving designated department interactively?

required to deliver the request will not be real-time because submission to

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

The main objective is to develop an Integrated Purchase and Inventory

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

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

3. To computerize information and log all details.

misinterpretation will be avoided.

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

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

1.4. Significance of the Study

To Personnel of the Company

To Suppliers and Contractors

developers knowledge and entrepreneurial skills as well. The projects goal

documentation. The output of this study is a source material that can be

1.5. Scope and Limitation

View Purchase Request is where all the approved Purchase Requests by

2.1. Planning phase

2.2. Analysis phase

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

2.3. Design phase

user-friendly interface design that were implemented for easy identification

2.4. Implementation Phase

2.5. Maintenance Phase

3.0. Data Gathering Procedures and Output

2. What is the medium used to contact the purchasing department

j. Approving bodies signatures

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

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

10. What if the requisitioning department already wants to get the

4.0. The Existing System

Shangri-La Plaza Corporation

To establish a policy and procedure of the Bidding & Award of goods

A Letter of invitation to Bid (or attend a Pre-Bid Conference) must

Technical drawings & specifications

The envelope containing the bid must clearly indicate

A meeting shall be conducted with all the bidders to clarify all

For services or a combined supply of goods and

Shangri-La Plaza Corporation

Division Head, Finance Division Manager for the

4.1.6 Waiver of Bid Procedures

When goods, works & services are urgently required to save

4.1.7 Contract Monitoring and Re-Bidding

Purchasing Account Staff

Purchasing Account Staff

Division Manager, Finance

Purchasing Account Staff

Prepares P.O. or NTP

4.2 Problem Areas

8.0 System Requirements Specification

8.0.1 Hardware Requirements

Listed below are the minimum recommended hardware specification to

1.3 Ghz Processor

8.0.2 Software Requirements

8.0.3 Human Resource Requirements

8.1 Testing Activities