Customer Order Management System With Kintone Document

Title: Customer Order Management System With Kintone

Revision History:

• Version 0.1 - Initial draft by Muhamad Rifaldi on 12-06-2024.
• Version 0.2 - New Process Management by Muhamad Rifaldi on 20-06-2024.
• Version 0.5 - Revamp the whole auto recommend assignee, add validation to excel files on 27-06-2024
• Version 1.0 - Demo Version by Muhamad Rifaldi on 28-06-2024.

Note: Please open in preview mode (if using VsCode) to see the attached images

---

Introduction

Purpose: This document outlines the specifications for a Customer Order Management System designed to convert Excel files into purchase order records and efficiently manage the workflow of these orders.

Scope: This document encompasses the requirements for converting customer order Excel spreadsheets into purchase order records within Kintone, updating purchase order statuses, implementing intelligent auto-recommend assignee based on expertise and workload, automatically calculating process date deadlines, displaying performance measurement charts, and ensuring timely completion with deadline reminder notifications.

---

Overall Description

Product Perspective: The Customer Order Management System consists of the Order Management App, Purchase Order App, and Purchasing Department App. These apps are integrated to streamline the entire order processing workflow.

Product Functions:

• Convert and read customer order Excel spreadsheets into purchase order records.
• Update purchase order statuses with intelligent assignee recommendation based on workload and expertise.
• Automatically calculate each process deadline, intelligently excluding weekends.
• Send reminders for approaching deadlines to assignees.

User Characteristics:

• Kintone users, employees, or salespersons with access to the Order Management App.
• Members of the purchasing department with access to the Purchase Order App.

Assumptions and Dependencies:

• Excel files follow a specific order format.
• Each customer order has a unique PO number and cannot be duplicated.
• Users have the necessary permissions in Kintone.

---

Specific Requirements

Functional Requirements:

1. Convert Customer Order Excel Files to Purchase Order Records:

   • Multiple Excel attachments can be uploaded.
   • Each attachment generates a new record in the Purchase Order App when the upload button is pressed on the detail page.
   • Fields in the Purchase Order App are populated based on the Excel data.
   • Validation ensures attachments are in the predetermined format and do not duplicate existing PO numbers.

   

2. Intelligently Recommend Assignee:

   • Button to assign tasks to the purchasing department member with the least workload and highest expertise.
   • Based on data from the Purchasing Department App.
   • Users can manually override the auto-assignment by selecting from a dropdown list.

   

3. Update Purchase Order Status & Auto Calculate Deadline Dates:

   • Status changes to "PO Received" when the custom assign button is pressed.

   • Automatically calculate deadline dates excluding weekends.

   • PO Received (creation date), In Progress (2 days), Awaiting Shipment (3 days), Resolved (1 day).

   • Update dates and days spent between processes as they advance.

   • Workload of the assignee is adjusted accordingly when processes are resolved.

     

4. Auto Reminders:

   • Send reminders at 8 AM one day before the deadline.

5. Visual Aids:

   • Displaying Performance Measurement Charts

   

Non-functional Requirements:

1. Performance:

   • The app should handle up to unlimited users, as per Kintone free trial capabilities.
   • Excel parsing using the ExcelJS library should complete within less than 5 seconds per file.

2. Usability:

   • User-friendly interface for uploading and managing files.

---

Use Cases

Use Case 1: Convert and Upload Customer Order Excel Files

• Actor: User
• Description: User uploads customer order Excel files. After submission, the button to upload the data into the purchase order App record appears on the detail page.
• Preconditions: User has logged in and accessed the Order Management App, and the customer order has a unique order number.
• Postconditions: New purchase order records are created when the button is pressed.

---

Use Case 2: Advance Process Management and Receive Notifications

• Actor: Purchasing Department Member
• Description: The purchasing department member advances the process management stages. When a process is advanced, the system marks the actual date, calculates the days spent between processes, and notifies the member of upcoming deadlines.
• Preconditions: The purchasing department member has been assigned a purchase order record.
• Postconditions: The actual date is recorded, the days spent between processes are calculated and updated, and the member receives email notifications one day before the deadline at 8 AM.

---

System Architecture

High-Level Design:

• Client-server architecture using Kintone platform APIs.
• Excel parsing module integrated with Kintone using custom JavaScript code for record creation and status updates.

---

Constraints

Software Constraints:

• The application must run on the Kintone platform.

Regulatory Requirements:

• The system must comply with company data protection policies.

---

Appendices

Glossary:

• Kintone: A cloud-based platform for building and deploying custom business applications.
• PO: Purchase Order

Related Documents:

• Kintone API Documentation