Context and Challenge
Before the project, HFN managers handled purchase orders manually using the admin system. The workflow was slow, non-customizable, and inefficient and created several challenges:
- Time-consuming order processing: Managers had to switch between multiple systems to verify orders, track shipments, and update stock levels.
- High risk of human error: Manual data entry and document validation led to incorrect orders, delivery delays, and stock imbalances.
- Lack of real-time insights: Managers couldn’t easily track pending, canceled, or unprocessed orders, which impacted the speed of decision-making.
- Fragmented supplier communication: Different vendors used different order formats, causing delays and inconsistencies.
Client’s Objectives
HFN initially explored off-the-shelf solutions but found them too rigid and lacking the necessary automation and integrations. A custom system was the best way to improve efficiency, reduce errors, and scale operations.
HFN’s goals for the new system were as follows:
- Streamline supplier interactions and unify order management
- Automate data imports to eliminate manual warehouse stock checks
- Reduce errors and ensure real-time tracking of orders
- Improve manager productivity by centralizing all data in one platform
How We Approached the Project
We focused on building a scalable and intuitive purchase order management system that simplifies manager workflows and automates key processes. Our approach consisted of:
- Discovery phase: We conducted competitor analysis, stakeholder interviews, and system audits to identify the pain points in purchase order management.
- MVP development: We launched a minimal viable product (MVP) to validate key features such as purchase request tracking and vendor communication.
- User-centric UI design: Our UI/UX designers created an intuitive interface that allows managers to quickly track and process orders.
- Custom development: Forbytes’ experts designed a scalable custom system. Milestones ensured continuous release of features and close alignment with client expectations.
- Iterative enhancements: Based on feedback, we expanded the system with such features as automated order creation, warehouse integration, and real-time reporting.
Solution Overview
The custom purchase order management system has the following features:
- Custom widgets on the home page: The home page of the system includes the custom widgets used by purchase managers in their daily work.
- Purchase orders filtering: This feature allows Managers to apply a relevant filter and work with the specific orders.
- Purchase service imports: Using this functionality, managers are able to import different purchase order documents, such as Order Dispatches or Responses.
- Late deliveries reporting: This feature helps managers identify the purchase orders that are not dispatched on time.
- Oversold items reporting: This feature is designed to help managers track the items that the company has sold more than was planned to be available in their warehouses.
- Purchase service vendor portal: It is a separate portal that is developed for vendors to simplify communication with purchase managers. Vendors can work with order cancel requests via this system.
Detailed Execution Timeline
The entire project was estimated at 800 hours, spanning 20 weeks. It was divided into several iterations:
- Discovery phase & requirements gathering
- System architecture & infrastructure setup
- Purchase Order Management module
- Vendor & stock data integration
- Pricing & order approval workflows
- Multi-system integrations
- User roles & permissions
- Performance optimization & scaling
- Quality assurance & testing
- Deployment & ongoing support
Results and Impact
Qualitative results:
- Expanded supplier base: The system was designed to handle multiple vendors with country- and currency-specific settings, enabling HFN to seamlessly onboard new suppliers and scale operations.
- Streamlined purchase order creation: Automatic purchase order generation from templates and custom workflows significantly reduced time spent on order processing and improved the overall user flow for managers.
- Improved manager productivity: Role-based dashboards, task assignments, and centralized data access helped managers focus on decision-making instead of routine operations.
- Automated error handling: Built-in validation rules, discrepancy tracking, and tolerance settings reduced the need for manual review and rework, improving data accuracy and compliance.
- Reduced manual work: Features like automated warehouse imports, document generation, and custom reporting replaced repetitive tasks, saving over 40 hours weekly across teams.
- 24/7 access to real-time data: Managers can now monitor order status, delivery progress, and receipts anytime via a centralized dashboard that reflects the most recent updates from integrated systems.
- Unified view of purchase order lifecycle: Instead of toggling between multiple systems, managers now access all relevant order data (orders, receipts, stock levels, invoices) in one place, improving speed and clarity in decision-making
Technology Stack
Backend: PHP, Laravel, Lumen
Frontend: Vue 2/Vuex, SCSS/LESS, Node.js, ESLint
CDN: Google Cloud CDN
Frontend vendor portal: Vue 3, Pinia, SCSS/LESS, Node.js, ESLint, Vuetify
Continuous integration: Jenkins, GitHub Actions
Database: MongoDB (Atlas), Redis, ElasticSearch, MSSQL, MySQL
Cloud orchestration: Kubernetes (GKE), Terraform
Cloud Platform: Google Cloud Platform
Virtualization: Docker
Other tools and integrations: Microsoft Dynamics NAV
Monitoring/Logs: New Relic
Key Takeaways and Lessons Learned
Success factors:
- Automation-first approach: Automating core workflows such as order creation, validation, and reporting significantly reduced manual effort and errors.
- User-centered design: Role-based dashboards, task assignments, and intuitive workflows empowered managers, purchasers, and receivers to focus on their core responsibilities.
- Scalability by design: Multi-country, multi-currency support and vendor-specific configuration enabled seamless expansion of the supplier base.
- Continuous feedback cycles: Close collaboration with HFN’s team ensured every feature addressed real user pain points and operational needs.
- Smart integration strategy: Support for multiple data formats (XML, CSV, API, EDIFACT) allowed smooth integration with ERP and supplier systems.
Challenges overcome:
- Manual data bottlenecks: Automated purchase order generation from templates and real-time stock updates eliminated delays and reduced the risk of stockouts.
- Scattered data sources: The new system consolidated all purchase order data into a centralized dashboard, eliminating the need to navigate between multiple tabs and tools.
- Disorganized supplier communication: A dedicated vendor portal streamlined collaboration, giving suppliers access to only the data they need and allowing them to manage order cancellations and documentation efficiently.
- Lack of visibility and traceability: With audit logs, fast dashboards, and custom reports, managers now have full visibility across the purchase order lifecycle, from request to receipt to invoice.
- Error-prone validation process: Built-in rules for order handling, vendor contract compliance, and tolerance rates for discrepancies reduced exceptions and enabled fast issue resolution.
HFN now operates with a more efficient, scalable, and automated purchase order management system that boosts productivity and ensures smooth supply chain operations.
