We work as a facility Maintenance entity. We work on job card basis in 8 Districts. When contractors are done with the work they send us quotations first not invoices. The quotations are grouped per contractor per district and then vetted by a vetting committee, There will be a vetting sheet created with all the quotes per contractor per district. Once approved at vetting, vetting results will be sent to the contractor. The contractor will then prepare an invoice per district which is basically a summary of the quotations approved in that region. We require a system to record quotations as they come in from contractors and later be able to change status of each submitted quote.
When contractor hands in invoice on a batch list, the invoices are checked against the CMS software manually and the quote must be captured on this system and marked accepted for arithmetic checks, if requirements are met (you don't need to know the requirements but we may change this if need be). Otherwise it gets returned to the contractor to make it compliant. If requirements are met then the quotes will go through arithmetic checks. If arithmetic is good then status should be changed to accepted for vetting. If not then status change to rejected for arithmetic check and an email is sent immediately (automatically) to the contractor that the quote was rejected for arithmetic errors and must be rectified within a given period. A reminder email to be sent everyday by cron if contractor does not rectify. After arithmetic check stage the quotes are then vetted. After vetting then quote changes status to approved at vetting or rejected at vetting. a cron job must run every week at a particular time to check all the approved and rejected at vetting quotes and send a pdf list of these to the contractor per region per contractor. Each approval list need to be turned into an invoice with summary of contractors per district per contractor by clicking a button that says create invoices. This invoice shall be sent to a contractor who will create his/her own invoice which is a replica of this and print it on their own letterhead.
There must be a dashboard showing how much money is on which status eg Approved for vetting: R22m. etc.
In future we may expand this to actually include the capturing and issuing of the job cards
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yes i am core developer so can make a custom script as you requested but still we need to discuss first and clear those points before i estimate accurate cost and time...
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