Purchase Order Management System

Background

Purchase order management system is a workflow to establish linking between Activity Log list, Purchase Order list and Vendor Invoices list.

When a purchase happens, the data are entered into the Purchase Order list first. The data contain information such as Purchase Order Number.

When a purchased item arrives, the package information is entered into the Activity Log list. At this time, the editor of the data should be able to select a “Purchase Order Number” from a drop down list to link the package entry to the purchase order entry in the Purchase Order list.

After a package info entry is added, the package number of the package entry should be added to the corresponding purchase order in Purchase Order list.

The relationship from package data to purchase order is many to one.

When an invoice arrives, the invoice information is entered into the Vendor Invoices list. At this time, the editor of the data should be able to select a “Purchase Order Number” from a drop down list to link the invoice entry to the purchase order entry in the Purchase Order list.

After an invoice info entry is added, the invoice number of the invoice entry should be added to the corresponding purchase order in Purchase Order list.

The relationship from invoice data to purchase order is many to one.

Design

1. Custom Purchase Order Number Column

Purchase Order Number Column is custom SharePoint column that user can added to the Activity Log or Vendor Invoices list. Purchase Oder Number column shows a dropdown list of open purchase order IDs from the Purchase Order list.

The column is implemented as a SPFieldMultiColumn. The first column is the purchase order SharePoint ID. The second column is the value of the purchase order number. The SharePoint item ID is used to build a URL to link to the item in Purchase Order list. The Purchase Order Number is the text shown to the end user.

2. Activity Log Event Receiver

 

Activity Log Event Receiver will handle the item added event and add the package number info to the corresponding purchase order in the Purchase Order list.
 

3. Vendor Invoice Event Receiver

 

Vendor Invoice Event Receiver will handle the item added event and add the invoice number info to the corresponding purchase order in the Purchase Order list.

4. Feature Receiver

 

Feature receiver is used to set up the workflow environment when the feature is activated.

a. It creates “Package ID” column in the Purchase Order list.

b. It creates “Invoice ID” column in the Purchase Order list.

b. It creates “Status” column in the Purchase Order list.

c. It creates “Purchase Order” column in the Vendor Invoice list.

d. Add Vendor Invoice Event Receiver to Vendor Invoice list.

e. It creates “Purchase Order” column in the Activity Log list.

f. Add Activity Log Event Receiver to Activity Log list.

Removing the feature doesn’t removing the columns but remove the event receiver.