2009

Project Report on
Vender
Management
System
Determines the working of Vender Management System

Submitted By:-
Deepshikha Saxena
Vikas Dhiman
Sachin Goyal
 [PROJECT REPORT ON VENDER MANAGEMENT SYSTEM] September 22, 2009

Preface
The Idea behind this project is to automate the process of sales & marketing in order to

standardize the entire process from information gathering to receiving order &

payment from customer. This system will allow user to maintain the entire information

about the customers in a database and also the information about order placed &

payment received from them. One can also generate reports for managerial use. During

this project we have undergone the entire manual process which was used for making

customers & taking orders .For which we surfed the net & searched for various

companies, contacted with them & find out various contact details. It was very difficult

to keep the track of record manually and update the record in case of any change

.Besides; it was also very difficult to track the no of follow-ups that have been made

for a particular company. At the end we are successful in developing a system that

overcomes all these problems .Its simple & user friendly interface provides ease of

work to the user. The success of this project is shared by many people. So we would

like to thank our project guide & Global graphics for their guidance & support.

Besides, an honorable mention goes to our families and friends for their

understandings and supports on us in completing this project

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 [PROJECT REPORT ON VENDER MANAGEMENT SYSTEM] September 22, 2009

Acknowledgement
First and foremost, we would like to thank to our supervisor of this project, Mr. Megh

Gholap

For the valuable guidance and advice. He inspired us greatly to work in this project.

His willingness to motivate us contributed tremendously to our project. We also

would like to thank him for showing us some example that related to the topic of our

project. Besides, we would like to thank the authority of Global Graphics Software

for providing us with a good environment and facilities to complete this project & also

gave us an opportunity to work in the practical environment. Finally, an honorable

mention goes to our families and friends for their understandings and supports on us in

completing this project. Without helps of the particular that mentioned above, we

would face many difficulties while doing this project.

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Introduction

Objective:
To understand and propose a standard solution for marketing and selling products by automating

the processes involved such that it is easy for anyone to operate and maximum customers can be

reached by spreading the roots of company worldwide. To fulfill the objective we are proposing a

system known as vendor management system. A VMS (Vendor Management System) is an

automated system for the requisition, evaluation, engagement, management, and payment of

contingent workers. It is important to communicate with your suppliers and vendors as it is to

communicate with your customers. Establishing the proper communication channels and

information flows between you and your suppliers can lead to increased efficiencies, reduced costs

and better customer service.

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Contents
Preface ............................................................................................................... 2

Acknowledgement................................................................................................3

Introduction.......................................................................................................... 4

Objective:.....................................................................................................................4

Contents..............................................................................................................5

Scope..................................................................................................................8

Technology Used:-................................................................................................ 9

Front end:-....................................................................................................................9

Back end:-....................................................................................................................9

Tables Used.......................................................................................................10

Pre Customer:-...........................................................................................................10

Pre Reseller:-..............................................................................................................10

Status:-.......................................................................................................................10

Existing Customer and Order Processing:-....................................................................12

Payment:-...................................................................................................................12

Feasibility Study ................................................................................................13

Working of Existing manual System:-............................................................................13

Surfing the Internet:..........................................................................................................13
Getting the detail of the company:.....................................................................................13
Contacting the companies:..................................................................................................14

Drawbacks of existing system:-....................................................................................15

Not standard Processes.....................................................................................................15

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Unable to generate reports...............................................................................................15

Record keeping cumbersome. ..............................................................................................15

Proposed System...............................................................................................16

Objective:-..................................................................................................................16

Advantages:-...............................................................................................................16
Share Information and Priorities........................................................................................16
Build Partnerships for the Long Term................................................................................16
To be respectful to your vendors......................................................................................16

ER Diagram:-..............................................................................................................18

Project organizational activity Structure:............................................................19

Styles of team:-...........................................................................................................19

Roles:-........................................................................................................................20

Project Schedule:...............................................................................................21

Implementation Strategy:...................................................................................22

Design:-......................................................................................................................22

Forms Design:.................................................................................................... 23

Main Form Window:-....................................................................................................23

Corporate Menu:-...............................................................................................................24
Functionality of Buttons:-.................................................................................................26
Status of Pre Customer Form:-...........................................................................................27
Functionality of Buttons:-.................................................................................................29
Existing customer:-.............................................................................................................30
Functionality of Buttons:.................................................................................................31
Reseller Menu:-..................................................................................................................33
Pre Reseller Customer:-.....................................................................................................34
Functionality of Buttons:..................................................................................................35
Status form:-......................................................................................................................36
Functionality of Buttons:..................................................................................................37
Existing Reseller Customer:-..............................................................................................38

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Functionality of Buttons:..................................................................................................40

Report Menu:-.....................................................................................................................41
Functionality of Buttons:..................................................................................................44
Payment Menu:....................................................................................................................45
Functionality of Buttons:..................................................................................................47

Conclusion.........................................................................................................48

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 [PROJECT REPORT ON VENDER MANAGEMENT SYSTEM] September 22, 2009

Scope
Vendor management system will help in standardizing the entire sales & marketing
process as it will help in ensuring timely completion of work & also maintain the
record of follow-ups that have been done for a particular stage. Another major
problem of report generation will also be resolved after the implementation of this
project .Information about each & every company & reseller will be stored in the
Database that can be used in future .Each company’s maturity value can also be
calculated for further transactions. In a single go one can have the entire
information about any company or reseller.VMS will provide a GUI environment so that
one can easily enter the information with the help of forms into the database. By
clicking just one button on the form one can generate reports for any pre customer,
customer or reseller. The project will address the requirements of keeping the
records of all companies as well as resellers and generating the reports on the basis
of user requirement.

Types of reports:-

• Information About a single company.

• List of total Companies stored in the database.

• Maturity value of each company in terms of percentage.

• Customer order.

• Balance due.

• No. of license sold.

With these reports organization can make their strategy for future as they can
determine with the maturity value the level of interest of each company in our
product. The scope of this project is limited for only standalone systems. In
future the system can be enhanced to be used in a network .

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Technology Used:-
This project will be using following technologies:-

Front end:-
From our point of view VB.Net will be best for this Project (Vendor Management
System) as a Front end. Because our project is customized project and can be
develop easily with VB.Net. Form can be created in VB.Net simply by drag and
drop method. Using SAP or any other language can be very difficult and can be
very costly for this project. VB.NET's features are so significant that they
change the nature of VB. The syntax and basic language changes assure that
you'll have to rewrite all your existing VB applications to VB.NET.

Back end:-
We can use SQL Server 2000 as Database. Because applying query in SQL is very
simple and efficient other than any other Database.

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 [PROJECT REPORT ON VENDER MANAGEMENT SYSTEM] September 22, 2009

Tables Used

Pre Customer:-
Field Name Field Data Des.
Type
sr_no Int To count the records
company_id Varchar Primary key
company_name Varchar Name of the company
Sub_name Varchar Sub name if company deals in various products
company_address Varchar To store address
company_type Varchar Size of the company
company_spl Varchar Specialization of the company
Contact_person Varchar Name of contact person
email_id Varchar Email of the contact person

Pre Reseller:-

Field Name Data type Des.

sr_no Int To count the records
reseller_id varchar Primary key
company_name Varchar Name of the company
company_address Varchar To store address
contact_person Varchar Name of contact person
contact number varchar To store contact number
email Id Varchar Email of the contact person
sales _region Varchar Region where reseller deals
turn_over varchar Total no license he can sell

Status:-

Field Name Data type Des.

sr.no Int To count the records
customer ID varchar Primary key
status_intro varchar To record the status of introductory mail

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status_f varchar To record the status of product feature list

status_ppt varchar To record the status of product presentation .
status_eval varchar To record the status of evaluation version
status_feed varchar To record the status of feedback form
follow_intro varchar To record the status of follow ups for
introductory mail
follow_f varchar To record the status of follow ups for product
feature list
follow_ppt varchar To record the status of follow ups for product
presentation.
follow_feed varchar To record the status of follow ups for feedback
form
Type varchar To select type of customers
comment varchar To enter user comment
feedback varchar Feedback of customer
progress varchar At which stage customer is.

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Existing Customer and Order Processing:-

Field Name Data type Des.

sr.no Int To count the records
customer ID varchar Primary key
type_customer varchar To select between corporate &
reseller
qty_order varchar Total quantity of order placed
date_order varchar Date of order placed
amt_order varchar Total Amount of order
amt_afterdiscount varchar Total amount after discount
bal_amount varchar Amount left after advance
price_license varchar Price of each license
discount varchar Percentage of discount given to
customers

Payment:-
Field Name Data type Des.
sr.no Int To count the records
customer ID varchar Primary key
bal_amount Varchar Amount to be paid by customer
amt_paid varchar Advance paid
is_cheque Varchar To check if payment is made through
cheque
is_draft varchar To check if payment is made through
draft
is_cash Varchar To check if payment is made through
cash
cheque_no varchar To enter the cheque no.
type Varchar To select the customer type
sub_name varchar Sub name of the company

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 [PROJECT REPORT ON VENDER MANAGEMENT SYSTEM] September 22, 2009

Feasibility Study

Working of Existing manual System:-

Existing Process comprises of three basic steps. These are

• Surfing the Internet

• Getting the detail of the company

• Contacting the companies

Surfing the Internet:

The first step starts with Search for the companies
(BPO/DESIGNING/ITe/IT software).So that we have the names of all the
companies which we want to target. Choose a website whose data is authentic
for example NASSCOM.

Getting the detail of the company:

Completion of first step will provide us the names of the companies. This step
involves collecting the following information from their website:

• Name of company.

• Work Area.

• Contact no. of company.

This step must be performed with utmost care as if the contact number of
company is not correct we can’t contact the companies and proceed further.

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Contacting the companies:

Once we have the contact details our third and final step starts which is making
a call in the company and ask for the following information:

• Name of the CTO/CEO of company.

• Email ID of CTO/CEO.

After getting the above details send an introductory mail on their Email address
which contains the information of Global Graphics Software and the product

gDoc. Now check the status of Mail (Bounsed/Received).If bounsed, then Make
a call again in the company and confirm the Email address and resend the
introductory mail on confirm Email ID. After that Send Evaluation Version of
gDoc. Make call in the company and confirm. If they have got the evaluation.
Version of gDoc and used it, then Send a Feedback form. If not checked the
Evaluation version then, give them a reminder.

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Drawbacks of existing system:-

Since there are no standard processes so we face following difficulties such as

Not standard Processes.

Unable to generate reports.

Record keeping cumbersome.

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 [PROJECT REPORT ON VENDER MANAGEMENT SYSTEM] September 22, 2009

Proposed System
A VMS (Vendor Management System) is an automated system for the requisition,
evaluation, engagement, management, and payment of contingent workers. It is
important to communicate with your suppliers and vendors as it is to
communicate with your customers. Establishing the proper communication
channels and information flows between you and your suppliers can lead to
increased efficiencies, reduced costs and better customer service.

Objective:-
Main objective of VMS is to reach maximum customer for spreading the roots of
company in worldwide.

Advantages:-

Share Information and Priorities.

Build Partnerships for the Long Term.

To be respectful to your vendors.

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ER Diagram:-

Contact Work area

addre
Sales
Email name Contac region
t Contact
Head
number address person
count CORPORATE
name
Contact

turno
Email

RESELLER

Pla
ce

Discount Price per

percentag license quantity

ORDER date

Recei
ves Amount paid

Mode of
payment
PAYMENT

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Project organizational activity Structure:

The way a project team is structured can play a major role in how it
functions. Careful consideration of team composition and reporting
relationships can make a big difference to the results.

Styles of team:-

There are two main structural dimensions to the project team:

• What type of resource?

• What are they delivering?

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Roles:-

Project Director The person with genuine executive authority over the project.
The Project Director has full accountability and responsibility
for the project's success, and has the power to make all
decisions, subject to oversight by the executive bodies.

Project Manager The person with day-to-day responsibility for the conduct and
success of the project. The Project Manager would normally
have control over all project resources.
Team Leader Typically the project will be divided into various sub-teams -
each with its own Team Leader. Team Leaders would be
responsible for the management and coaching of that sub-team.
They may also have responsibility for managing and tracking
the detailed sub-plan for their team.
Developer / A specialist in the creation of solution components. Again,
Programmer there will be different types of developer depending upon what
is being developed.
Documenter / A specialists in the creation of accurate usable documentation -
Technical both for the day-to-day use of the solution and as design
Writer documentation for future reference
End User End users form valuable resources in the team - they can be
used for many purposes related to the design, construction and
delivery of the business solution.

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Project Schedule:

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Implementation Strategy:

In this project there will be seven forms containing various fields that will help to
fetch the information. These forms are designed in VB.Net the seven forms are like
this:

Design:-

Reports
Customer List
Customer
Maturity Level of Company
Corporate
Order Reports
Reseller
License Reports

Order
Processing Payment
Quantity
Cheque Draft
Date of Delivery
Cash

Amount
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 [PROJECT REPORT ON VENDER MANAGEMENT SYSTEM] September 22, 2009

Forms Design:

Main Form Window:-

As the user opens the Vendor management system the very first window he will interact
with is Main Form .This window allows user to select the function he wants to perform
i.e. whether he wants to manipulate any data about corporate ,reseller or he want to
generate reports or if he want to record the payment details. User can minimize,
maximize or close the window with the help of buttons displayed in the title bar.

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Corporate Menu:-

A customer can be categorized as Pre customer

(one which is new )& existing customer therefore
as the user click on customer menu following
menu items will appear.

Pre customer

Status

Existing customer

One can select any of the menu items according to the requirement. Pre customer is
one with whom we are dealing for the first time & want him to use our evaluation
version so that we can have their feedback. Once they give a positive feedback about
the product they comes under the category of existing customer. Status contains the
steps which are involved to make a Pre Customer our Customer (Existing).

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Pre customer form:-

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If the user clicks on pre customer the following form will appear which will help to
save the information about pre customer. The above form contains information about
the name of the company, address, work area, Contact person, contact number, and
Email ID.

Functionality of Buttons:-

Save Button:
This button saves the data when the user enters the information about new
customer or modifies the information of old entry i.e. saves the data to the data
base which can be retrieved from the database for the future use.

View button:
View button can be used to display the entire information about an existing entry of
a pre- customer. As soon as the user clicks the view button data grid will appear
from which user can select the name of company whose details he want to see.

Modify Button:
If any particular details of an existing record needs to be modified than user can
use the modify button. Clicking the modify button will open a data grid from which
user can select the name of company whose details he want to modify. He must click
on save button after modifying the record to save the changes made.

Delete Button:
This button ensures deletion of a record from the database. If user want to
permanently delete a record from the database he can do so by simply clicking on
the modify button & selecting the record from the data grid which he wants to
delete, after selecting it click on delete button.

Clear Button:
Clear button clears all the fields after viewing of the data or whenever user
feels to blank all the fields.

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Close Button:
Close button is used to close the current form.

Status of Pre Customer Form:-

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From the status form one can check or modify the status of any particular customer.
After selecting the type of customer (corporate or reseller) user can insert values in
the fields such as whether Introductory mail has been sent & received same with

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 [PROJECT REPORT ON VENDER MANAGEMENT SYSTEM] September 22, 2009

product feature, Product presentation list, Eval Version & Feedback form. There are
also various buttons in the form that perform various functionalities

Functionality of Buttons:-

Save Button:
This button saves the status information of the customer. As soon as user enters
the value of any field & click on save button its value will be stored in the
database.

View button:
Whenever user wants to view the status details of any customer he can do this by
simply clicking on the view button. User can just view the data but cannot modify it
at the time of viewing.

Modify Button:
If user wants to update the status information of the customer than he can do so by
just clicking the modify button. One can modify the information of the pre
customer.

Delete Button:
This button ensures deletion of a record from the database. If user want to
permanently delete a record from the database he can do so by simply clicking on
the modify button & selecting the record from the data grid which he wants to
delete, after selecting it click on delete button.

Clear Button:
Clear button clears all the fields after viewing of the data or whenever user
feels to blank all the fields.

Close Button:
Close button is used to close the current form.

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Existing customer:-

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This form window will open as soon as the user clicks on existing customer menu item.
If an existing customer (company/Reseller) wants to place an order user can use this
form to take the order .User need to enter only quantity of order, Price of a license,
Date of order, Discount if any. Rest of all the information can be fetched from data
base by clicking on browse button.

Functionality of Buttons:

Calculate Amount:
This button calculates the total amount according to the order placed by the
customer considering the discount if any given to them.

Save Button:
This button saves the status information of the customer. As soon as user enters
the value of any field & click on save button its value will be stored in the
database.

View button:
Whenever user wants to view the status details of any customer he can do this by
simply clicking on the view button. User can just view the data but cannot modify it
at the time of viewing.

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Modify Button:
If user wants to update the status information of the customer than he can do so by
just clicking the modify button. One can modify the information of the customer.

Delete Button:
This button ensures deletion of a record from the database. If user want to
permanently delete a record from the database he can do so by simply clicking on
the modify button & selecting the record from the data grid which he wants to
delete, after selecting it click on delete button.

Clear Button:
Clear button clears all the fields after viewing of the data or whenever user
feels to blank all the fields.

Close Button:
Close button is used to close the current form.

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Reseller Menu:-

The next menu on the main Form window is Reseller menu. Our Customer can be
corporate as well as Reseller. If the customer is a reseller user can select this
menu to keep the information about him once he clicks on this menu a drop down list
appears from which user can select the task which he wants to perform .This menu
also contain following Menu items these are as follows:

Pre Reseller Customer

Status

Existing Reseller Customer

As like in case of corporate customer one can similarly also select for Reseller
customer any option from the list .

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Pre Reseller Customer:-

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This is the first menu item of reseller menu. If we are dealing with this reseller for
the very first time then he comes in the pre reseller category. This form can be used to
keep the entire information of a new reseller such as name of the company, address,
name of contact person, contact number, Email Id, Sales region, Turnover. The ID of
reseller will be generated automatically after entering all the details.

Functionality of Buttons:

Save Button:
This button saves the data when the user enters the information about new
reseller or modifies the information of old entry i.e. saves the data to the data
base which can be retrieved from the database for the future use.

View button:
View button can be used to display the entire information about an existing entry of
a pre- Reseller. As soon as the user clicks the view button data grid will appear
from which user can select the name of Reseller whose details he want to see.

Modify Button:
If any particular details of an existing record needs to be modified than user can
use the modify button. Clicking the modify button will open a data grid from which
user can select the name of Reseller whose details he want to modify. He must
click on save button after modifying the record to save the changes made.

Delete Button:
This button ensures deletion of a record from the database. If user want to
permanently delete a record from the database he can do so by simply clicking on
the modify button & selecting the record from the data grid which he wants to
delete, after selecting it click on delete button.

Clear Button:
Clear button clears all the fields after viewing of the data or whenever user
feels to blank all the fields.

Close Button:
Close button is used to close the current form.

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Status form:-

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As like corporate customer user might need to keep the status of the Reseller. User
can perform this function by using this form, firstly user need to select the type of
customer by clicking the radio button in front of the reseller. User can insert
values in the fields such as whether introductory mail has been sent & received same
with product feature, Product presentation list, Eval. Version & Feedback form.
There are also various buttons in the form that perform various functionalities

Functionality of Buttons:

Save Button:
Save button saves the status information of the reseller. As soon as user enters
the value of any field & click on save button its value will be stored in the
database.

View button:
Whenever user wants to view the status details of any reseller he can do this by
simply clicking on the view button. User can just view the data but cannot modify it
at the time of viewing.

Modify Button:
If user wants to update the status information of the Reseller than he can do so by
just clicking the modify button. One can modify the information of the reseller.

Delete Button:
This button ensures deletion of a record from the database. If user want to
permanently delete a record from the database he can do so by simply clicking on
the modify button & selecting the record from the data grid which he wants to
delete, after selecting it click on delete button.

Clear Button:
Clear button clears all the fields after viewing of the data or whenever user
feels to blank all the fields.

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Close Button:
Close button is used to close the current form.

Existing Reseller Customer:-

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If we want to take the order of the Existing reseller Customer this form can be used
as user can add the following details of the order such as Quantity of the order,
Price of one license, Date of order, Discount if any. Rest of all the information can
be fetched from data base by clicking on browse button

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Functionality of Buttons:

Calculate Amount:
This button calculates the total amount according to the order placed by the
customer considering the discount if any given to them.

Save Button:
This button saves the status information of the Reseller. As soon as user enters
the value of any field & click on save button its value will be stored in the
database.

View button:
Whenever user wants to view the status details of any Reseller customer he can do
this by simply clicking on the view button. User can just view the data but cannot
modify it at the time of viewing.

Modify Button:
If user wants to update the status information of the Reseller customer than he
can do so by just clicking the modify button. One can modify the information of the
customer.

Delete Button:
This button ensures deletion of a record from the database. If user want to
permanently delete a record from the database he can do so by simply clicking on
the modify button & selecting the record from the data grid which he wants to
delete, after selecting it click on delete button.

Clear Button:
Clear button clears all the fields after viewing of the data or whenever user
feels to blank all the fields.

Close Button:
Close button is used to close the current form.

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Report Menu:-
One of the main feature of this System is it Facilitates automatic Report Generation.
User can generate various reports that can be used for various managerial purposes.
At any point of time if user feels he wants Report he just need to click on the Report
menu. As soon as user clicks on the report menu following form will appear

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One can generate Progress report about a Corporate as well as Reseller Depending
Upon the requirement.

A user can generate following reports.

List of all Corporate/Reseller customers.

Status of all corporate/Reseller.

Order list of Corporate/Reseller Customer.

Payment List of Corporate/Reseller.

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Functionality of Buttons:

Generate report:
As soon as the user clicks on this button after selecting all the information the
report will be generated depending upon the choice of options user has selected.

Close:
To close the current form.

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Payment Menu:
Once the order is placed user need to receive the payment & also keep the details of
the payment,then this forms comes into light.when the user clicks on the payment menu
the following form will appear.

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One can select the customer type & proceed further .The customer details can be get
automatically by clicking on browse button. After selecting the customer one needs to
fill the Amount information such as what is the mode of payment either it is by cheque,
cash or through Demand draft .How much amount is paid by him. If the payment is made

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through cheque/Draft he needs to specify the Number also. Date of payment must also
be entered by the user

Functionality of Buttons:

Save Button:
This button saves the status information of the Reseller. As soon as user enters
the value of any field & click on save button its value will be stored in the
database.

Clear Button:
Clear button clears all the fields after viewing of the data or whenever user
feels to blank all the fields.

Close Button:
Close button is used to close the current form.

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 [PROJECT REPORT ON VENDER MANAGEMENT SYSTEM] September 22, 2009

Conclusion
After we have completed the project we are sure the problems in the existing system
would overcome. The “VENDOR MANAGEMENT SYSTEM” process made computerized to
reduce human errors and to increase the efficiency. The main focus of this project is
to increase the efficiency of sales & marketing process. The maintenance of the
records is made efficient, as all the records are stored in the SQL SERVER database,
through which data can be retrieved easily. Browse button is provided on forms to view
all the customers. User has to just click on report button to generate report of any
customer. The editing is also made simpler. The user has to just type in the required
field and press the update button to update the desired field. All the customers are
given particular unique id no. So that they can be accessed correctly and without
errors. The problems, which existed in the earlier system, have been removed to a large
extent. And it is expected that this project will go a long way in satisfying users
requirements. The computerization of the manual system will not only improves the
efficiency but will also reduce human stress thereby indirectly improving human
resources.

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