VendorBridge - Procurement & Vendor Management ERP

An enterprise-grade procurement ERP system that manages the complete Procure-to-Pay lifecycle: Vendor Registration → RFQ → Quotation → Evaluation → Approval → Purchase Order → Invoice → Payment Tracking → Analytics.

🏗️ Architecture

Technology Stack

Backend:

• Node.js with NestJS Framework
• MySQL 8.x Database
• Prisma ORM
• JWT Authentication
• bcrypt for password hashing

Frontend:

• React.js + TypeScript
• Material UI (MUI)
• Tailwind CSS
• React Hook Form + Zod
• Redux Toolkit
• Recharts for analytics
• Axios for API calls

📋 Prerequisites

• Node.js (v18 or higher)
• MySQL 8.x
• npm or yarn

🚀 Setup Instructions

1. Clone the Repository

cd vendorBridge

2. Backend Setup

Navigate to the backend directory:

cd backend

Install dependencies:

npm install

Configure environment variables:

cp .env.example .env

Edit .env file with your configuration:

# Database
DATABASE_URL="mysql://root:password@localhost:3306/vendorbridge"

# JWT
JWT_SECRET=your-super-secret-jwt-key-change-this-in-production
JWT_ACCESS_TOKEN_EXPIRATION=15m
JWT_REFRESH_TOKEN_EXPIRATION=7d

# Server
PORT=3000
NODE_ENV=development

# Email (optional - for invoice emails)
SMTP_HOST=smtp.gmail.com
SMTP_PORT=587
SMTP_USER=your-email@gmail.com
SMTP_PASSWORD=your-app-password
SMTP_FROM=VendorBridge ERP <noreply@vendorbridge.com>

# Frontend URL
FRONTEND_URL=http://localhost:5173

# Approval SLA (in days)
APPROVAL_SLA_DAYS=3

Generate Prisma Client:

npx prisma generate

Run database migrations:

npx prisma migrate dev --name init

Start the backend server:

npm run start:dev

The backend will run on http://localhost:3000

3. Frontend Setup

Navigate to the frontend directory (in a new terminal):

cd frontend

Install dependencies:

npm install

Start the frontend development server:

npm run dev

The frontend will run on http://localhost:5173

📊 Database Schema

The database includes the following main entities:

• Users - System users with role-based access (Admin, Procurement Officer, Vendor, Manager)
• Vendors - Vendor profiles with GST validation and rating system
• RFQ - Request for Quotation with status workflow
• Quotations - Vendor quotations with automatic calculations
• Approvals - Multi-level approval workflow with SLA
• Purchase Orders - PO generation from approved quotations
• Invoices - Invoice generation with PDF support
• Activity Logs - Complete audit trail
• Notifications - System notifications

🔐 Authentication

The system uses JWT-based authentication with the following features:

• Password hashing with bcrypt
• Access tokens (15 minutes expiration)
• Role-based access control (RBAC)
• Protected routes with guards

Default Roles

• ADMIN - Full system access, user management
• PROCUREMENT_OFFICER - Create RFQ, manage vendors, generate PO
• VENDOR - View RFQ, submit quotations
• MANAGER - Approve/reject quotations

🎯 Key Features

Vendor Management

• GST validation (format: 22AAAAA0000A1Z5)
• Vendor rating formula: (Delivery × 40%) + (Quality × 40%) + (Response × 20%)
• Vendor status management (ACTIVE, INACTIVE, BLOCKED)

RFQ Module

• Auto-generated RFQ numbers: RFQ-{YEAR}-{SEQUENCE}
• Status workflow: DRAFT → PUBLISHED → QUOTATION_RECEIVED → UNDER_REVIEW → CLOSED
• Validation before publishing (items required, vendors assigned, deadline valid)

Quotation Module

• Automatic calculations (subtotal, discount, tax, grand total)
• Quotation comparison with scoring
• Status tracking (DRAFT → SUBMITTED → ACCEPTED/REJECTED)

Approval Workflow

• Multi-level approval based on PO value:
  • Below ₹50,000: Single approval
  • ₹50,000 - ₹5,00,000: Manager approval
  • Above ₹5,00,000: Manager + Admin approval
• SLA tracking (configurable days)
• Approval deadline calculation

Purchase Order

• PO generation only after approval
• Auto-generated PO numbers: PO-{YEAR}-{SEQUENCE}
• Status tracking: CREATED → SENT → ACCEPTED → DELIVERED → CLOSED

Invoice Module

• Invoice generation from PO
• Auto-generated invoice numbers: INV-{YEAR}-{SEQUENCE}
• GST calculation
• PDF generation (to be implemented)
• Email integration (to be implemented)

Reports & Analytics

• Vendor reports
• Purchase reports
• Invoice reports
• Spend analysis
• Export to Excel/PDF (to be implemented)

Audit Logging

• Complete audit trail for all actions
• User, action, entity, timestamp tracking
• Old value/new value comparison

📡 API Endpoints

Authentication

• POST /api/auth/login - User login
• POST /api/auth/register - User registration
• GET /api/auth/profile - Get current user profile

Users

• GET /api/users - List all users (Admin only)
• GET /api/users/:id - Get user by ID
• POST /api/users - Create user (Admin only)
• PUT /api/users/:id - Update user (Admin only)
• DELETE /api/users/:id - Delete user (Admin only)

Vendors

• GET /api/vendors - List all vendors
• GET /api/vendors/:id - Get vendor by ID
• POST /api/vendors - Create vendor
• PUT /api/vendors/:id - Update vendor
• DELETE /api/vendors/:id - Delete vendor (Admin only)

RFQ

• GET /api/rfq - List all RFQs
• GET /api/rfq/:id - Get RFQ by ID
• POST /api/rfq - Create RFQ
• PUT /api/rfq/:id - Update RFQ
• POST /api/rfq/:id/publish - Publish RFQ
• DELETE /api/rfq/:id - Delete RFQ

Quotations

• GET /api/quotation - List all quotations
• GET /api/quotation/rfq/:rfqId - Get quotations by RFQ
• GET /api/quotation/:id - Get quotation by ID
• POST /api/quotation - Create quotation (Vendor only)
• PUT /api/quotation/:id - Update quotation (Vendor only)
• POST /api/quotation/:id/submit - Submit quotation (Vendor only)

Approvals

• GET /api/approval - List all approvals
• GET /api/approval/pending - List pending approvals
• GET /api/approval/:id - Get approval by ID
• POST /api/approval/:id/approve - Approve quotation
• POST /api/approval/:id/reject - Reject quotation

Purchase Orders

• GET /api/po - List all POs
• GET /api/po/:id - Get PO by ID
• POST /api/po/quotation/:quotationId - Create PO from quotation
• POST /api/po/:id/send - Send PO to vendor

Invoices

• GET /api/invoice - List all invoices
• GET /api/invoice/:id - Get invoice by ID
• POST /api/invoice/po/:poId - Create invoice from PO
• POST /api/invoice/:id/send - Send invoice
• POST /api/invoice/:id/mark-paid - Mark invoice as paid

Reports

• GET /api/reports/vendor - Vendor report
• GET /api/reports/purchase - Purchase report
• GET /api/reports/invoice - Invoice report
• GET /api/reports/spend-analysis - Spend analysis

Audit

• GET /api/audit - List all activity logs (Admin only)
• GET /api/audit/entity/:entity/:entityId - Get logs by entity
• GET /api/audit/user/:userId - Get logs by user

🔧 Development Scripts

Backend

npm run start:dev    # Start in development mode
npm run build        # Build for production
npm run start:prod   # Start production server
npm run lint         # Run ESLint
npm run test         # Run tests
npm run prisma:generate  # Generate Prisma client
npm run prisma:migrate    # Run database migrations
npm run prisma:studio     # Open Prisma Studio

Frontend

npm run dev          # Start development server
npm run build        # Build for production
npm run preview      # Preview production build
npm run lint         # Run ESLint

🧪 Testing

Run backend tests:

cd backend
npm run test

Run e2e tests:

cd backend
npm run test:e2e

📝 Notes

• The lint errors shown in the IDE are expected until npm packages are installed
• Run npx prisma generate after installing dependencies to resolve Prisma-related errors
• The frontend implementation is pending and will be added in the next phase
• PDF generation and email integration for invoices are marked as TODO in the code
• Security features (rate limiting, input sanitization) need to be implemented

🤝 Contributing

This is a comprehensive ERP system following SOLID principles, Clean Code, DRY, and the Repository Pattern.

📄 License

UNLICENSED - Private project