Wordpress Website

Online office solution

www.officesoutions.in
Objective of the above website is to provide and facilitate to our corporate clients.
This can be web based application hence first web page should have banners and login page for customers as well as Vendors and Openbox team members
We can add privacy policy, about Us contact details T&C and other details as we mutually agrees and develop over during our journey
Every one will first visit this page and do the login as per their credentials
There should not be any delete option on the portal for any functionality
We should have option of switch on and off option
Eg : if we wish to discontinue any product we should switch off this product or role or company.
We can have option of replacing of images


Our aim is to achieve following goals
    Ease of Operations ( digital Journey of client and vendor)
    Transparency ( maker, checker approver roles for processing orders )
    Standardization of services, products ( Templatisation of designs and standardization of products)
    Effective Management ( real time update of Orders without follow ups )
    Compliance
    Inventory management for Openbox and Clients for better management of stocks

Major Sections to be incorporated in the tool
1)    Customer Dashboard/ Vendor Dashboard and Openbox Dashboard ( back end Dash board)
2)    Customer Registration
3)    Vendor Registration
4)    User Creation and defining the Role
5)    Billing and invoicing  ( GST compliant bill creation,delivery challan creation, quotations etc)
6)    Order tracking Process and Communications to users for tracking  via SMS or what’s app Or mail
7)    Mockups/ Online Designing
8)    Products/ Categories/ Sub categories
9)    Reports ( financial, Sales, purchase, payments on different time frames and multiple combination by applying filters)
10)    Roles and restrictions to users

This solution is to focus on providing office solutions to the corporate clients
1)    Stationery Solutions
2)    Housekeeping solutions
3)    Gifting solutions
4)    Event managements ( not yet started but may start in future)
5)    Travel desk ( not yet operational but may start in future)
6)    Hygiene Care ( not yet started but may start in future)
7)    Promotional Product solution




This Tool to be divided into three main Parts
1)Customers Dashboard
    To have complete business over view and MIS and Reports
    To Place the order request, track delivery status ( Users can placed the order and then it will go to the approver as per the clients approval matrix. User can see the order status like
        Order Placed, Pending for approval ( if multiple approver then pending for approval 1 and pending for approval 2, order receipt once final approval is done. Then order accepted, order rejected order processed out for shipment delivery done. User will be able to see only his order and not other users orders
    To see the product listing assign to the client. Client will be able to see only assigned products to their company. User will be able to see the data based on the roles and restrictions assigned to them


2)  Vendors Dash board :

    To have complete business and financial overview
    To receive orders, update status of orders, update on completion of orders, update on timelines to finish orders
    Provide updates on new products change in the prices of existing products
    Listing of products
    Vendors will have access to their own data. They will not be able to see who are other vendors and what are their offerings and products




3) Back end (Admin Openbox Koncepts)
Objective:
    End to End execution of order of customer Managing to complete business life cycle
    Development and management of digital ecosystem between Client and Vendors
    To handle to on-boarding training process of client and vendors
    Product listing and development of product and product categories
    Managing and monitoring of bills and assignment of credits
    To provide and develop Reports as per the requirement of client and vendors
    Inventory management for client and Openbox.
    To Build and manage Client relationship via communications modes(Social media) and designing digital campaigns for business development 
    Assignment of credits to the clients based on the agreed terms
    Onboarding of clients and vendors
( Admin Panel/ Operation/assignments to respective Business units )
















Customer Ragistration Process:
Our Customer will come to our site and if he wish to register on our site then he will have to give us following details to us
Step I Company Registration ( client ragistration)
Following data should be captured
    Name of the company
    GST Details ( Provision to be done for multiple gst ) gst validation to be done from gst portal. Address can be auto-fetch from GST portal.
    Address : Provision for multiple address to be done ( Mailing address / communication address etc. We can add button ( same as above ) if both the addresses are same Address can be captured by providing drop down in country, state, City etc.
    Contact details - contact no of the company and email ID
    Document upload section : Client has to provide following documents to us   
Pan Card, GST Certificates, and authority letter and optional documents if needed
Step II User Ragistration
    Name of the user
    Contact details of the user( Mobile no and Email id both to be captured as this can be used as user id of the user
    both can be verified by way of otp or email id validation process
    role to be defined for the user.( Normally he can be the super user for the company he will have all the rights and access to modify the details, MIS reports etc. And creation of roles assignment and modification or removal of roles of the user of the company)
Once both the steps are completed then this will flow to the back end of the portal I.e Openbox
One of the user of openbox will approve the registration of client post verification ( based on the rights given to the user.
Assignment of credit to the client based on agreed term
Once all this process is completed then we can say client is completely onbored and live for doing business


Vendor registration process is same as the client registration process some basic additional details to be capture
1) Line of business
2) Activity ( trader/ Manufacturer)
3) Bank details for capturing payments
4) Geographical spread ( operating location in case of multiple locations)

Types of roles and User creations for customers, vendors and Openbox
This section is one of the USP of this portal and has to give us edge over competition
1 ) Super users
    Super users are the users who will be have authority to access all the gamete of services offered by the portal. There will be three types of superusers
    Superuser of client
    Super user of Vendor
    Super user of Openbox
Every one will be able to access all relevant information pertaining to their activity and line of business
There can be multiple super users for one company.
Super users will have authority to create Admin users Makers
Super users will have authority to allocate/ Modify/ remove restrictions to admin and maker
One super user can create multiple super users
Super users can change the mapping of approvers ( Admin users) for approvals
(There might be situation arise where in one super user can be super user or admin user for multiple companies. This can also happen in case of admin user and maker. This situation arise in case of group companies or MNC companies)
Technically we should map all users to only one company but above situation is very likely to happen
Logic to be built for above situation
Admin Users
These are the users will have authority to approve the order placed by the maker.
There can be multiple users who will send the approval to single admin user or multiple users ( in case of two level approvals)
Will be able to aceess data as per the restriction assign to the user
Approval matrix may differ based on the value of sales order ( logic to be built)
Maker Users
Maker users are the users who will actually place the order.
Once they place order on the portal, then the order will flow to the admin user. Once the admin user approves the order then only this order will be able to flow to openbox to accept or reject the order.
Once the order is placed, there should be notification to sent to the respective admin users via Email/ whats app or SMS.
In case of vendor users we need to identify how can we track dispatch details, and dispatch status, e way bill details and order status, timeline for completion of order
All these users are common for all the section of the portal but in case of openbox we have to make team who will work on this portal with these roles
List of below teams who will work on the portal for smooth and hustle free execution of business
1) Sales
2) Relationship Managers
3) Marketing and digital media
4) Accounts and finance
5) Store
6) Packaging
7) Purchase
8) Logistics and logistic partners
9) Technology
10) Support
11) Creative and design
Product Section of the tool
We are the reseller of the products and hence this section of the tool is very important and back bone of the business

Product listing to be done in four different stages
    Main category
    Category
    Sub category
    Product
Below are the main categories of the products which we intend to sell it to our corporate client
    Office essentials
    Printing and Stationery
    Rewards and Trophies
    Cleaning and house keeping
    Gifting and Promotional materials
    IT and peripherals

Following data to be capture while creating and listing of products
    Name of the Product
    Brand Name
    Manufactured by ( not to display on front end)
    Supplier Name ( no need to display this on front end)
    HSN code
    Suppler product code ( no need to display this on front end)
    mrp
    % of gst
    selling price
    product description
    images ( multiple images can be uploaded for same product)
    openbox product code
product code to be generated automatically. Same product can be supplied by multiple vendors with different prices and geographical locations.
Every customers will have different price for same products. So differential prices to be captured
We have to assign products to the client. Our clients will be able to see the products which are assign to them with contracted Price (Post login into the portal)
We should be able to find out list of suppliers once you click on the product. We will be able to compare and identify and analyse suppliers based on application of different filters 
One product can be part of different categories like Pen Pen can be part of office essential, gifting, Promotional materials