Computer Science Department Software Engineering Purchase Order Design Dr. Tom Hicks Computer Science Department Trinity University
Maybe Bike Shops Maybe Bakeries Vendor Sub-System Maybe Bike Shops Maybe Bakeries Maybe Your Project?
Class Diagram On Paper For Vendor Meet With Your Team Class Diagram On Paper For Vendor 5 Minutes Put Solution On Board
Purchase Order Design I Am Going To Walk Through Some Of My Design Thoughts Some Things Get Changed/Refined Along The Way!
Where/How Do You Store This? Purchase Order Subsystem Supporting Class? Do you want the user to have to type it each and every time? Architecture Diagram - Admin Company Edit
Purchase Order Thoughts: 1 You do not have to limit yourself to a particular form If you feel that it might be helpful to include other important company information on the PO, include it!
This Info & More Should Already Be In Vendor Class Diagram
Purchase Order Thoughts: 2
Purchase Order Subsystem Supporting Class Where Do You Store This? Purchase Order Subsystem Supporting Class ShipTo? ShipToStreet1 ShipToStreet2 ShipToCity etc. Architecture Diagram - Admin ShipTo Edit
Purchase Order Thoughts: 3
? CompanyInfo? Possible To Need More Than 1? Could We Create CompanyInfo: CompanyInfo? ShipToStreet1 ShipToStreet2 ShipToCity etc. ? Possible To Need More Than 1? Architecture Diagram - AdminCompanyInfo Edit ?
Google Search This Necessary? "Purchase Orders" Images Does It Occur On Lots Of Forms? Fields For These Should Be In The Purchase Order Class
Requisitioner? Signature On Last Page OnlyC Fields For These Should Be In The Purchase Order Class
Purchase Order Thoughts: 4 How About This? What Would Be Better? Drop-Down Control? Why Would Drop-Down Control Be Better Than TextBox? Faster Than Typing Out Name More Accurate Than Typing Out Name Select * FROM PurchaseOrders WHERE Requisitioner Like "Hicks, Tom";
Purchase Order Thoughts: 5 Drop-Down Control Is Good Idea! Fast Accurate etc.
Choices? UPS, FedEx, ? Suppporting Class? Fields For This Should Be In The Purchase Order Class Drop-Down Control?
What If Amazon Becomes A Player In Shipping Market? Purchase Order Thoughts: 6 We Could Hard Code The Choices In A Drop-Down List Some Choices? What If Amazon Becomes A Player In Shipping Market?
Purchase Order Thoughts: 7
F.O.B Fields For These MayBe In The Purchase Order Class? Drop-Down Control?
Purchase Order Thoughts: 8 Drop-Down Control Yes FOB No FOB/Blank
Shipping Terms? Google Choices? Supporting Class? Drop-Down Control?
Do Web Search On Shipping Terms Suffice It To Say There Are A BUNCH & That Most Companies Will Only Use A FEW!
Purchase Order Thoughts: 9 Drop-Down Control
Date Auto Generated From Clock
Purchase Order Thoughts: 10
Subtotal Calculated - Don't Have To Store It Can Re-Calculate
Purchase Order Thoughts: 11 I Choose To Store SubTotal
ARE ALL TAXES GOING TO BE THE SAME FOR NORTHPARK? Calculated - Don't Have To Store It? Can Re-Calculate? Tax Rates CHANGE! WHAT DO WE DO WITH TAX? ARE ALL TAXES GOING TO BE THE SAME FOR NORTHPARK?
Purchase Order Thoughts: 12 I don't think it justifies a subclass of it's own Where To Store It? This is as good a spot as any A Given Location Will Have A Constant Tax At Least For A While I Don't Like The Title: CompanyName Maybe Change It To CompanyInfo - since storing more than the name
Purchase Order Thoughts: 12 Purchase Orders Are Not Always Completely Filled - Sometimes Have To Be Altered! If The Tax Rate Has Changed, I Need To Be Able To Recalculate Taxes Correctly!
Shipping Sometimes Web Apps, Or Utilities, Help With Calculations
Purchase Order Thoughts: 13
Other Catch-All For Flexibility Seldom Used
Purchase Order Thoughts: 14
Total Calculated - Don't Have To Store It? Can Re-Calculate?
Purchase Order Thoughts: 15
Comments
Purchase Order Thoughts: 16 Text - 64 K MediumText - 16 MB LongText - 4 GB
Inventory Subsystem Is Critical
Purchas Items Might Be 7+ Pages!
Purchase Order Thoughts: 17 Look Up Your INVENTORY Class Diagram. Write down the 10 most important things from the Inventory Info -AS They RELATE TO PURCHASE Orders & Maintenance Orders I am going to list 9 that are important to me
Take 5 Minutes To Review Your Decisions On How To Manage The Items Good Design Will Never Ever Place These Items In Here!
Purchase Order Thoughts: 18 Any Of You Have Anything Similar To This? NOT GOOD YET! We Can Fill A GRID Showing The Item Info, Associated With A Specific Purchase Order, With A Query Something Like: SELECT * FROM InventoryItems WHERE PurchaseOrderID = 100217
Consider Scenarios
You Should Google Purchase Order Process Flowchart
You Should Google Purchase Order Process Flowchart
You Should Google Purchase Order Process Flowchart
Purchase Order Thoughts: 19 In The Real World, I Would Confirm The Required Purchase Order Processing Paradigm Required By My Stakeholder Since I Am Representing Your Stakeholder, You may skip the approval process - you may assume that if the User has the credentials necessary to Enter The Purchase Order Subsystem then they have the authority to Create & Manage Purchase Orders Do Consider Scenarios Write at least 10 Purchase Order Scenarios
Consider Scenarios
PO Class Not Complete Yet Scenario 1 Maintenance Supervisor I did not get the part(s) we ordered! She Calls Up Vendor & Yells! The Vendor Asked When It Was Ordered? Do We Have That Covered? Yes! PO Class Not Complete Yet
Yes! Do We Have That Covered? Scenario 2 Maintenance Supervisor I did not get the part(s) we ordered! She Calls Up Vendor & Yells! The Vendor Asked Who Ordered It? Do We Have That Covered? Yes! RequisitionerID/EmployeeID Stored In Table! The Name Should Appear When Looking At The Order! Maybe DropDown Control?
Maybe? Do We Have That Covered? Scenario 3 Maintenance Supervisor I did not get the part(s) we ordered! She Calls Up Vendor & Yells! Who Did You Talk To At Our End? Do We Have That Covered? Maybe? Policy: If Speaking To Someone Other Than Vendor Contact Enter Name In Comment?
Matthew Started The Purchase Order. Do We Know That He Finished It? Scenario 3 Maintenance Supervisor I did not get the part(s) we ordered! She Calls Up Vendor & Yells! We Did Not Receive Your Order? Who Sent It? Do We Have That Covered? NO? Matthew Started The Purchase Order. Do We Know That He Finished It?
Purchase Order Thoughts: 20 Lots Of Ways To Handle This! Maybe DropDown Control?
Matthew Finished The Purchase Order. Do We Know That He Sent It? Scenario 4 Maintenance Supervisor I did not get the part(s) we ordered! She Calls Up Vendor & Yells! We Did Not Receive Your Order? Who Sent It? Do We Have That Covered? NO? Matthew Finished The Purchase Order. Do We Know That He Sent It?
Purchase Order Thoughts: 21 Lots Of Ways To Handle This! If the PO is sent Should The User Be Able To Edit The Order? {Y/N} N Maybe DropDown Control?
Matthew Sent The Purchase Order. Scenario 5 Maintenance Supervisor I did not get the part(s) we ordered! She Calls Up Vendor & Yells! We Did Not Receive Your Order? How Was It Sent It? Do We Have That Covered? NO? Matthew Sent The Purchase Order. Do We Know How He Sent It?
Purchase Order Thoughts: 22 Lots Of Ways To Handle This! ? Include At Least Two Other Choices: Maybe DropDown Control? If the PO is sent Should The User Be Able To Edit The Order? {Y/N} N
Have We Received The Order? Scenario 6 Maintenance Supervisor I did not get the part(s) we ordered! She Calls Up Vendor & Yells! We Sent The Order! Have You Not Received The Order? Do We Have That Covered? NO? Have We Received The Order?
Purchase Order Thoughts: 23 Lots Of Ways To Handle This! Maybe DropDown Control?
Who Has Card # 3 Discuss The Receiving Process? Scenario 7 Discuss The Receiving Process? Who Has Card # 3 How Many Different Types Of Items Are In Your Box? What Is The Least Expensive Item? What Is The Most Expensive Item? Would Some Of The Items In Your Box Of Receivables Deserve More Attention Than Others?
Discuss The Receiving Process? Scenario 7 Discuss The Receiving Process? Why Are The Serial Numbers Important To The NorthPark Application? Are You Going To Track Quantity In Stock For All Inventory Items? Do You Have Something In Inventory For This? Discuss The Complete Order Process? Let's Pretend There Are 50 Boxes Of Inventory Items!
Keeping Things Easy/Fast/Intuitive For The User Is Absolutely Critical
Discuss The Receiving Process? Scenario 8 Discuss The Receiving Process? We Need To Find The Order Generally A Copy Of It In The Box How Do We Look Up The Order Purchase Order Search By Number Purchase Order View Set Filter To Orders Sent But Not Received Vender Transaction Tab Open The Order OTHER OPTIONS: You Now Have The Order Open
Discuss The Receiving Process? Scenario 9 Discuss The Receiving Process? You Now Have The Order Open Employee Picks Up The Box Of Clips? What Do You Want To Do? Sufficient For The Unimportant Things - Maybe 500 ½ " Washers, etc.
Employee Picks Up A Hard Drive ? What Do You Want To Do? Scenario 10 Employee Picks Up A Hard Drive ? What Do You Want To Do? WHAT WE DON'T WANT TO DO IS: Search Inventory By Item# YUK!
Inventory Part Loaded Menu Button Add Items To Inventory Pushed: Scenario 11 Inventory Part Loaded Menu Button Add Items To Inventory Pushed: If BarCode Scan, Scan, … ,Scan, DONE If Need Code Attach, Scan, Attach, Scan, …, DONE If Code Imprinted & No BarCode Type Code, Enter, Type Code, Enter, …, DONE Process automatically counts and adjusts QuantityInStock DONE automatically returns to Purchase Order & Enters Qty Received?
You Figure Out What You Want To Do From Here Scenario 12 We Are Back At The Purchase Order What thoughts would the owner of the company have at this point? I Don't Want To Pay For The 8 Hard Drives I Did Not Receive? What Do Now --UP TO YOU RECALCULATION OF Taxes, Totals, etc. You Figure Out What You Want To Do From Here
Purchase Order Thoughts: 24 Lots Of Ways To Handle ItemInfo! Note That Neither PurchaseOrder, Nor ItemInfo Are Complete In Their Design, But We Are Moving In The Right Direction! The Slides Have Provided Sample Data for some of the drop-down data choices, such as ShippingTerm, ShipBy, OrderStatus, etc. Further Thought Will Necessitate Additional Choices In Several Of The Supporting Classes! If You Were To Miss One, OR More, Of These Choices, It Will Be The Case That The Stakeholder Can Use Your Add/Edit/Delete To Supplement!
Other Purchase Order Forms
Do A "Search By ItemNo" To Create PO Design Your User Interface In Such A Way That The User Will Not Have To: Do A "Search By ItemNo" To Create PO