- Users with permission to Create Master records have to click on Masters on the home page to navigate to the Masters landing page.
- On this page, the user has to select Vendor Organisation in the drop-down (one of the few registries that are available to edit/add from UI) and click on Search.
- Users are shown records of existing vendors and the option to add new Vendor Organisation.
- Clicking on Add New Organisation redirects users to Create New Organisation page.
Create Organisation page has 4 Tabs along with header details.
- Attributes and explanations for each are mentioned in the attribute table above.
Vendor ID is the unique ID generated by the system with a specific format.
- Organisation ID is the ID given to each vendor during offline registration.
- The system checks the organisation ID to ensure that no existing record is present and avoid de-duplicating. This check can be performed by clicking on the Next button on the first screen.
Location Details have HQ address and Billing Address.
- The selection of location details in the hierarchy limits the results to that selected boundary in the next hierarchy.
- The check box copies the details of the HQ address to the Billing address and makes the fields non-editable.
- The staff details tab is not accessible until the vendor organisation is created. The Show Info icon alongside staff states “Organisation needs to be created to add staff and staff details”
- Contact Details have owner info and contact person info.
- Name and Phone number of both are made mandatory.
System should check if user with this phone number is present already in user registry and if not create a new user.
- Designation for Owner is auto-assigned in the staff details as the owner
- The role of the owner defaults to admin and manager.
- The designation and role of the contact person are kept open.
- The checkbox shows the default details of the contact person same as the details of the owner and creates a single user.
- Financial details of the organisation captures bank account details where payments are to be made.
- Transfer code has single identifier type per bank account. List will have only IFSC code for now. User has to input IFSC code against it.
Tax identifiers are array of attributes which are financial/accounting related objects of the vendor like PAN, GSTIN, TIN etc. This list will be defined in MDMS and user can select/add any number of identifiers that are listed in the master.
- As per Indian context, default the first row to GSTIN and allow user to add from second row.
- Any identifier that is mandatory can be shown already with a row instead of user adding that row.
- After adding financial details, user can create a vendor organisation by clicking on create vendor organisation
- Vendor organisation is created successfully and ID is displayed.
- The user is prompted to add staff to the created vendor organisation.
- By default the first/first two rows are auto-filled with the owner and contact person details inputted while creating the organisation.
- Users can add the remaining attributes of these two users like employment start and end dates.
To add new/other users - Search by Phone number to see if the user already exists in the user registry
If a user exists -
- The default phone number will be displayed on the new row along with the name. Allow the user to add other details like designation, start and end dates, and status.
- Staff ID is not editable and is auto-generated once the Add Staff Details button is clicked.
If the user does not exist -
- Display a message stating that “No staff exists with this phone number”
- Capture phone numbers on UI using auto-fill. Allow the user to enter all other details including name designation, start and end dates and employment status.
- Both these flows will ensure duplicate staff entries are not created in the user registry.
- Once the Staff Details are added, a success message is displayed stating that the staff has been added successfully to that organisation.
