We are in development of a database and e-commerce site, which will serve as a way for customers to search the e-commerce site and order products, via online or by specifying a part number over the phone.
The system will generate an invoice, automatically (online purchase) or manually (phone order – to be tracked by who took the order).
The system then would be able to generate a file in a format which could easily be imported into quick books, which is why the person has to have a strong understanding of QuickBooks.
The invoicing system must have a database table designed and linked to a GUI page in the administrative control panel. The system has to maintain a record of all website visitors that generate purchase orders.
Two ways purchase orders (invoices) are generated are:
• Phone Orders: The admin has to have the function to manually create an invoice if they receive a phone order.
• Online Orders: Invoices will have to be automatically generated when a customer makes an online purchase.
Customers would have read-only access to the database so that they could place their orders but not edit the database data.
The invoice system has to be searchable so that the administrator could log in and be able to retrieve invoices by name, invoice number, dollar amount, etc.
The invoices would be able to output reports so that they could be emailed, printed, or converted via the PDF conversion engine.
It must also generate a packing list for each order which the customer for now would print it out on a dot matrix printer which uses 5”x3” perforated cards.
Event Auditing System:
The event auditing system keeps track of actions made my employees. The code for the system is built in PHP and is part of a module known as CAESAR (Cookie, Authentication, Encryption, Security, and Recording).
Inventory Reporting Engine:
The inventory reporting engine must generate reports based on changes to the inventory the engine will need to generate a customizable (by month) report as well as have the capability to generate a reordering report based upon the quantity on-hand and reorder level data within the inventory table.
Customer Reporting Engine:
This section of the project will generate printable contact pages for Allied Seal clients. The grid module will need to be altered to allow contact sheet generation by button press.
Event Reporting Engine:
This system will take the auditing entries made by the CAESAR module and format them for legible screen display.
PDF Converter Implementation:
It will receive the output from all report generating systems within the project and convert them to PDF format for local storage
Internet Faxing Implementation:
This system will be utilizing E-Fax to send and receive fax transmissions via email. A client will need to be installed on the network that will be responsible for managing email faxes. Additionally, special attention will be needed for the specific format of the email to be sent via e-fax.
The mailer code will need to be altered to make sure that both the email and email headers are compatible with the E-Fax service. It also needs to be determined if E-Fax will transmit PDF files or strictly text-based emails.
Tables for the accounts receivable need to be designed. This engine has to be able to generate comma separate value (CSV) files to output the accounts receivable table, so it can be easily imported into QuickBooks for accounting purposes.
Finally the system needs to be able to keep track of not only the orders placed by the customers, but also the purchases made by the company. It should be integrated with the invoicing system as well as the inventory database.