Schools can register by providing following information: school name, address, social security number, type of school, phone, cell phone, email, etc. It is necessary to write down school users (name of those persons who, at school, use the form purchase orders). This list can be extended after the registration. School principal is the first registered member and it’s his/hers job to decide who will also use this form. Once school starts registering a trial period of using Order begins. If there is an agreement then the main admin, instantly, can determine the duration of the school license. It is recommended to allow licenses for periods of 3, 6, 9 and 12 months. It is for prinicipal to decide how long license should be agreed on, because it is the school that pays for using the form.
Once the school receives the right to use may be requested to serve in the following way:
- Any order that is ordering via this form will be kept recorded in the database and can be subsequently invited to display and print in PDF format.
- Each user determined by the principal can access the order form with users data (username and password).
-Each order form has a number and it is incremented by 1 regardless of who makes an order from ona particular school.
-Each order has a signature (scanned signature of the user) and the signature of the principal and the school director. Without a signature, an order can not be printed on a printer, or send via email. Through Order is clear diagonal red bar that says "not yet approved." Only when the principal checks for a file "check box" as an endorsement, it is possible to print an order form or send it via email. After principals approval, the order form is being provided by the signature and seal of the school principal.
The principal can see all the purchase orders that were made in his school but also be filtered by customer purchase orders and see that the purchase order is signed by the individual user. Users can view only those purchase orders which they made.
When filling out order forms, school data are automatically recorded and the data suppliers must enroll if you are not already enrolled. If the data supplier is not registered then click the New button opens a small form to enter a new supplier after you enroll all of the data, concludes the button OK. After clicking on OK the registered data are stored in the database but also is filled with information and order form.
-The ordered goods are provisionally entered, which means not by the default data but any ordered goods are entered into the database so next time you should not re-enter the same item.
Order form can have an unlimited number of items, but the purchase order format is A4. If the purchase order has two or more sheets, it retains the same purchase order number, and the pages are labeled with 1,2,3, etc.
Order is intended for filing in registrator and as such, the content must be positioned over the right side of the paper so there can’t be place for the drilling of paper required for entry into the registrator.
Once the order form is filled, it needs to be sgned by the principal. Principal receives the order form via e-mail and SMS. It is only when the school principal confirms purchase order, and label "has not yet been approved" is removed, it is possible to print an order form in PDF format and send it via e-mail. When the principal fills the order there is no need to send SMS and email as a notification of the request for signature on purchase orders.
Upon completion of the school year, each school can be archive and store its Orders on a media purchase from the previous school year. Archived data are PDF format. Entering the new school year, data from last school year are automatically stored on the server and the program prompts the user (school) of the need for data archiving software for use in the new school year, starting from number 1.
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