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Suppliers

Process Demonstration​

Suppliers process preview

Executive Summary​

The Suppliers screen allows operators to manage supplier records including creation, updates, status toggling (active/inactive), and deletion of supplier entries. Operators can input supplier details such as name, phone, address, and financial opening balance information and save these records for use within the fuel station management system.

Business Purpose​

Effective supplier management ensures accurate tracking of vendor details and their financial status, enabling streamlined procurement and payment processes. Maintaining updated supplier records supports operational efficiency and financial accuracy in fuel station management.

Operating Procedure​

  1. To add a new supplier, click the Add New button.
  2. Enter the supplier’s Name, Phone number, Opening Balance, Opening Balance Type (Cr/Dr), and Address.
  3. Check the Status checkbox to set the supplier as active by default.
  4. Click Save to create the supplier record.
  5. To update a supplier, locate the supplier in the list and click the Edit button.
  6. Modify the required fields including Name and Opening Balance details.
  7. Click Update to save changes.
  8. To toggle a supplier’s status, click the Set inactive or Set active button for the selected supplier entry.
  9. To delete a supplier, click the Delete button for the supplier row.
  10. Confirm deletion by clicking Yes on the confirmation dialog.

Required Inputs​

  • Name: Supplier’s full name or company name.
  • Phone: Supplier’s contact phone number.
  • Opening Balance: Monetary amount of the initial balance for financial tracking.
  • Opening Balance Type: Credit (Cr) or Debit (Dr) classification of the opening balance.
  • Address: Complete address or location of the supplier.
  • Status (Active): Checkbox to indicate if the supplier is active or inactive.

Validation Rules​

  • Name and Phone fields must not be empty when creating or updating a supplier.
  • Opening Balance must be a valid numeric value.
  • Opening Balance Type must be selected as either Cr (Credit) or Dr (Debit).
  • Status checkbox defaults to checked when adding new suppliers; this can be toggled on update.
  • Confirmation is required when deleting a supplier to prevent accidental removal.

Expected Results​

  • New suppliers appear in the supplier list with all provided details saved accurately.
  • Updates to the supplier details reflect immediately upon saving.
  • Status updates toggle the supplier’s active/inactive state visible in the supplier list interface.
  • Deleted suppliers are removed entirely from the supplier listing upon confirmation.

Exception Handling​

  • The system will not save the supplier record if mandatory fields (Name, Phone, Opening Balance Type) are missing or invalid.
  • Attempting to delete a supplier without confirmation will cancel the delete operation.
  • Any failure during save, update, status toggle, or delete actions should be indicated by an error message and require operator intervention to retry or correct data.
  • When inactive, suppliers remain listed but cannot be mistakenly deleted without explicit confirmation.

This document is system-generated and maintained by the PMS documentation automation pipeline.