# Purchase Manager Module - Implementation Status & Functionalities

**Date Generated**: March 12, 2026  
**Status**: ✅ **Fully Implemented & Operational**

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## Core Functionalities Status

### ✅ 1. SUPPLIER DATABASE
**Status**: Fully Implemented

**What's Available:**
- Add new suppliers with complete details
- Edit supplier information
- Delete suppliers from database
- View all suppliers with ratings and lead times
- Store supplier details:
  - Name, Contact Person, Email, Phone
  - Address, Payment Terms
  - Supplier Rating (performance tracking)
  - Lead Time (in days for delivery)
  - Status (Active/Inactive)

**Key Features:**
- CRUD operations (Create, Read, Update, Delete)
- Supplier performance rating system
- Lead time tracking for procurement planning
- Payment terms management
- Search and filter capabilities

**Database Table**: `suppliers`

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### ✅ 2. PURCHASE REQUISITIONS
**Status**: Fully Implemented

**What's Available:**
- Create purchase requisitions for ingredients/items needed
- Track requisitions from kitchen staff
- Approve/Reject requisitions
- Monitor requisition status throughout lifecycle
- Support both predefined ingredients and custom items
- Set priority levels for urgent requests

**Status Workflow**:
- **Pending** → Kitchen request submitted
- **Approved** → Purchase manager approves, can create PO
- **Rejected** → Request denied by purchase manager
- **Ordered** → PO created from requisition
- **Received** → Purchase order delivered and stock received

**Key Features:**
- Timestamp tracking (Date Created, Date Needed)
- Priority levels (Normal, Urgent, etc.)
- Quantity and unit tracking
- Notes and approval workflow
- Link to kitchen ingredient list
- Automatic status transitions

**Database Table**: `purchase_requisitions`

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### ✅ 3. PURCHASE ORDER CREATION
**Status**: Fully Implemented

**What's Available:**
- Create purchase orders from approved requisitions
- Manual PO creation without requisitions
- Select supplier for each order
- Track order quantities and costs
- Set expected delivery dates (ETA)
- Full order lifecycle management

**Order Status Workflow**:
- **Draft** → Initial creation
- **Confirmed** → Supplier confirmed order
- **Shipped** → Order dispatched
- **Delivered** → Order received at restaurant
- **Received** → Stock processed and added to inventory
- **Cancelled** → Order cancelled by purchase manager

**Key Features**:
- Link approved requisitions to POs
- Auto-calculate total cost (unit price × quantity)
- Supplier selection and validation
- Expected delivery date tracking
- Invoice tracking (Invoice Number)
- Receiving notes capability
- Automatic inventory update when stock received
- Received quantity tracking (partial delivery support)

**Database Table**: `purchase_orders`

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### ✅ 4. COST COMPARISON
**Status**: Fully Implemented

**What's Available:**
- Add supplier quotes/prices for same items
- Compare prices across multiple suppliers
- Identify best price (lowest cost)
- Identify worst price (highest cost)
- Historical price tracking
- Support multiple items and vendors

**Key Features**:
- Quote creation for specific items
- Side-by-side price comparison
- Automatic best/worst price calculation
- Help with supplier selection decisions
- Cost analysis for procurement optimization
- Price history for trend analysis

**Database Table**: `cost_comparisons`

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## Additional Functionalities - Purchase Manager Capabilities

### 📊 Dashboard & Analytics
- **Active Suppliers Count** - Monitor supplier network size
- **Pending Requisitions** - Track awaiting approvals
- **Approved Requisitions** - Monitor approved items
- **Open Purchase Orders** - View active orders
- **In Transit Orders** - Track shipments in delivery
- **Low Stock Ingredients** - Alert for stock warnings
- **Real-time Metrics** - Updated dashboard statistics

### 🔐 Authentication & Security
- Secure login system with password hashing (bcrypt)
- Session management (30-minute timeout)
- User role verification
- Purchase manager account creation/management
- Logout functionality

### 📋 Order Management Features
- **Receive Stock Function** - Process incoming deliveries
  - Update received quantity
  - Track partial deliveries
  - Automatically update ingredient inventory
  - Record delivery dates and invoice numbers
  - Add receiving notes
  
- **Order Status Updates** - Track order progression
  - Update status through workflow stages
  - Monitor delivery dates
  - Track invoice details

- **Order Deletion** - Remove draft/cancelled orders
  - Only delete orders in Draft or Cancelled status
  - Prevent deletion of processed orders

### 📊 Requisition Management
- **View All Requisitions** - Complete visibility
- **Create New Requisitions** - Request items
- **Update Status** - Approve or Reject
  - Approve for purchasing workflow
  - Reject with feedback to requesters
  
- **Delete Requisitions** - Only pending items can be deleted
- **Automatic Status Linking** - Requisition updates when PO created

### 🏭 Supplier Management
- **View All Suppliers** - Complete supplier roster
- **Add Suppliers** - On-board new vendors
- **Edit Supplier Details** - Update contact/terms
- **Rating System** - Track supplier performance
- **Delete Suppliers** - Remove inactive vendors
- **Lead Time Tracking** - Estimate delivery dates
- **Payment Terms Storage** - Manage payment conditions

### 💰 Cost Optimization
- **Quote Creation** - Add supplier prices for items
- **Price Comparison** - View all quotes for item
- **Best Price Identification** - Auto-calculate savings
- **Supplier Selection** - Data-driven decisions
- **Historical Tracking** - Price trends over time

### 📱 User Experience
- **Responsive Design** - Works on desktop/tablet/mobile
- **Modern UI** - Clean, intuitive interface
- **Modal Forms** - Quick data entry
- **Real-time Refresh** - Update data instantly
- **Alert Notifications** - SweetAlert2 feedback
- **Organized Navigation** - Easy menu access

### 🔄 Workflow Integration
- **Kitchen → PM Flow** - Requisitions from kitchen staff
- **Requisition → PO Flow** - Auto-link approved items
- **PO → Inventory Flow** - Auto-update stock on receipt
- **End-to-End Tracking** - From request to inventory

### 📊 Data Operations
- **View/Read** - All data retrieval endpoints
- **Create** - New suppliers, requisitions, orders, quotes
- **Update** - Modify existing records
- **Delete** - Remove records with status checks
- **Filter/Search** - Find what you need
- **Sort** - Organize by different criteria

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## Database Architecture

### Tables Created:
1. **purchase_managers** - User accounts and authentication
2. **suppliers** - Vendor information and ratings
3. **purchase_requisitions** - Item requests and approvals
4. **purchase_orders** - Purchase order tracking
5. **cost_comparisons** - Supplier quote comparisons

### Data Integrity:
- Foreign key constraints link related data
- User-specific data isolation (each PM sees their data)
- Transaction support for critical operations
- Timestamp tracking for audit trails

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## API Endpoints Available

### Supplier API (`backend/suppliers_api.php`)
- `get_all` - Retrieve all suppliers
- `get_one` - Get single supplier details
- `create` - Add new supplier
- `update` - Modify supplier info
- `delete` - Remove supplier

### Requisition API (`backend/requisitions_api.php`)
- `get_all` - List all requisitions
- `get_ingredients` - Available ingredients list
- `create` - Create new requisition
- `update_status` - Change requisition status
- `delete` - Remove requisition

### Purchase Order API (`backend/purchase_orders_api.php`)
- `get_all` - List all purchase orders
- `get_suppliers` - Available suppliers list
- `get_approved_requisitions` - Items ready to order
- `create` - Create purchase order
- `update_status` - Track order status
- `receive_stock` - Process incoming delivery
- `delete` - Remove order (draft only)

### Cost Comparison API (`backend/cost_comparison_api.php`)
- `get_all` - View all comparisons
- `get_item_groups` - Group comparisons by item
- `get_item_comparisons` - Quotes for specific item
- `create` - Add new quote

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## Module Access & Setup

### Main Pages:
- **Login**: `/purchase_manager/login.php`
- **Dashboard**: `/purchase_manager/dashboard.php`
- **Suppliers**: `/purchase_manager/suppliers.php`
- **Requisitions**: `/purchase_manager/requisitions.php`
- **Purchase Orders**: `/purchase_manager/purchase_orders.php`
- **Cost Comparison**: `/purchase_manager/cost_comparison.php`

### Admin Interface:
- **Manage PMs**: `/admin/purchase_managers.php`
- **Database Setup**: `/backend/setup_purchase_manager_db.php`

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## Security Implementation

✅ **Bcrypt Password Hashing** - Secure authentication  
✅ **Prepared SQL Statements** - SQL injection prevention  
✅ **Session Validation** - All pages require login  
✅ **Input Sanitization** - Clean all user inputs  
✅ **Role-based Access** - Purchase managers only  
✅ **User Data Isolation** - Each PM sees only their data  
✅ **Foreign Key Constraints** - Data relationship integrity  

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## Summary

The Purchase Manager Module is **fully operational** with all 4 core functionalities implemented:

1. ✅ **Supplier Database** - Manage vendors and contacts
2. ✅ **Purchase Requisitions** - Handle kitchen requests
3. ✅ **Purchase Order Creation** - Create and track orders
4. ✅ **Cost Comparison** - Compare supplier prices

**Plus 10+ additional capabilities** including dashboard analytics, stock receiving, status tracking, and complete CRUD operations across all modules.

The module provides end-to-end procurement workflow from requisition to inventory management with modern UI, robust security, and comprehensive functionality for restaurant purchasing operations.
