Procurement System & Supplier Portal
A complete procurement workflow and supplier portal: supplier registration (multi-step forms + document uploads), a powerful admin CMS to review, approve or reject suppliers, supplier accounts for self-service, and an integrated in-house messaging system for secure, centralized communication.
- Supplier account (full profile): dedicated supplier page to manage company info and uploads (commercial registry, zakat certificate, bank letter, company profile). Suppliers can edit contact details (name, phone, email) from their account.
- Edit notifications: any supplier-initiated change triggers an immediate notification to procurement containing both the old and the new values for audit and review.
- Multi-step registration & smart fields: registration form supports multi-step flows, conditional fields that show/hide depending on supplier type, and improved validation for faster completion.
- Document management: secure uploads with file-type validation and versioning for certificates and legal documents.
- In-house messaging system: send/receive messages and attachments between procurement staff and suppliers from a single interface. Features include:
- Real-time updates and instant notifications for new messages.
- Advanced search and filters to find conversations or files quickly.
- Ability to delete messages, archive threads, and bulk "send to all suppliers".
- Supplier-side messaging: suppliers can reply and attach files from their accounts.
- Admin supplier management (CMS): refined admin UI with bilingual search (Arabic & English), direct inline editing of supplier data by admins, and assignment of a unique supplier ID on acceptance or rejection.
- Classification & subcategories: suppliers can be categorized into Accepted / Rejected / Under Review and further classified with subcategories for precise filtering and reporting.
- Fast approval workflow: optimized accept/reject actions with immediate state updates and responsive UI for high-volume processing.
- Header action tools (quick actions): four new admin header buttons:
- Update records (refresh / bulk sync)
- Export records as CSV for backups and offline analysis
- Open messaging system directly (shortcut)
- Delete supplier from database & View full supplier details
- Security & access control: all modules protected behind secure login. Staff accounts and supplier accounts have separate auth flows; admin-only actions require appropriate privileges.
- Google reCAPTCHA & bot protection: reCAPTCHA added to public forms and login to prevent automated abuse.
- Email & notifications fixes: fixed procurement-email sending issues; system sends:
- Automatic confirmation email to supplier on request receipt.
- Email notifications to suppliers on acceptance or rejection.
- Staff messaging accounts & approvals: new staff registration/login for messaging app with an admin "Approve" button to activate messaging accounts. "Forgot password" is available but password changes become active only after procurement manager approval (configurable).
- Activity & performance analytics: "Activity" view/button to analyze staff performance, response times, and messaging throughput.
- UI/UX improvements: overall visual polish and layout refinement:
- Bilingual support (Arabic/English) across search and displays.
- Replace textual supplier placeholders with real company logos where available.
- Improved login and reCAPTCHA interfaces for better usability.
- Reduced general UI element sizes (~15%) to improve density and readability.
- Admin dashboard & visualization: View Mode toggle (Table / List / Chart / Pie Chart) with interactive charts:
- Charts and pie charts are clickable — selecting a segment filters supplier lists by nationality, type, or category.
- Charts arranged in two columns for better readability.
- "Suppliers to show" control (min 10, max 200, default 25) preserves current status (Active/Rejected/Pending) and view mode when changed.
- Data export & backup: easy CSV export of supplier records and filtered views for backups or external analysis.
- Data integrity & storage: all supplier data stored in a secure MySQL-backed database with standard backup and retention policies.
- Bug fixes & form repairs: registration form fixes, re-enabled email delivery from procurement mailbox, and general stability improvements.
- Version summary: Version 2 is a major upgrade — it merges flexible supplier classification, improved security, smarter forms, integrated messaging, admin analytics, and faster management workflows into a single consolidated portal.