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Purchase Order Management System

Technologies: Django PostgreSQL JavaScript CSS HTML

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Purchase Order Management System
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Project Overview: Purchase Order Management System

This Django-based Purchase Order Management System is a robust, web-based platform designed to automate and streamline the procurement workflows of businesses. It provides an end-to-end solution for managing vendors, products, hierarchical categories, and purchase orders—all within a user-friendly, secure, and scalable environment.

🏗️ Core Architecture

  • Framework: Django 5.2 (Python)

  • Database: PostgreSQL with psycopg2

  • Authentication: Custom session-based login/logout system

  • UI Framework: Bootstrap with jQuery, enhanced by Select2

  • Hierarchical Data: Managed using django-mptt for nested category trees

🧩 Main Modules

1. Product Management

  • Unlimited nested product categories using MPTT

  • Product catalog with unique codes, descriptions, and pricing

  • Auto-generated product names based on category path and specifications

  • Unit of measurement support (e.g., pcs, kg, liters)

  • Product-to-vendor relationship mapping

2. Vendor Management

  • Full vendor profiles with tax ID/VAT, contact info, and status control

  • Active/inactive toggling for vendor availability

  • Ability to link vendors to specific products

3. Purchase Order System

  • Status Workflow:

    • Draft → Sent → Confirmed → Partial → Completed → Cancelled

  • Line item support for multiple products per PO

  • Partial and full receipt tracking

  • Auto-calculation of totals, taxes, and subtotals

  • Order and expected delivery date management

4. Category Hierarchy

  • Tree-structured categories with drag-and-drop reordering

  • Unique names enforced per parent level

  • Full path visibility (e.g., Electronics > Computers > Laptops)

  • Ideal for managing large inventories across diverse product lines

🔧 Technical Stack

Backend

  • Django 5.2 (Python)

  • PostgreSQL with psycopg2

  • django-mptt for hierarchical data structures

  • django-select2 for improved form usability

Frontend

  • Bootstrap 5 for responsive, mobile-ready design

  • jQuery for interactive UI components

  • Select2 for searchable dropdowns

  • Custom CSS/JS for enhanced usability

Dev & Build Tools

  • Prettier for consistent code formatting

  • Static and media file management

  • Environment variable handling via .env

  • Production-ready settings for deployment

🎯 Business Logic

Intelligent Product Naming

Automatically generates product names based on category and specs:
Format: Category:ProductName {Specifications}
Example:

  • Beverages:Coca Cola {330ml}

  • Electronics:Laptop {15.6" 8GB RAM}

Purchase Order Lifecycle

  1. Draft – PO creation with editable line items

  2. Sent – PO issued to vendor

  3. Confirmed – Acknowledged by vendor

  4. Partial – Some items received

  5. Completed – All items received

  6. Cancelled – Order invalidated

📊 Dashboard & Analytics

  • Overview metrics: Total products, vendors, categories, units, and POs

  • Recently added products and purchase orders

  • Quick links to all essential functions for streamlined navigation

🔐 Security Features

  • Secure user authentication and role-based authorization

  • CSRF protection

  • Session management with configurable timeouts

  • Password validation and database-backed sessions

🚀 Deployment-Ready Configuration

  • Fully prepared for production deployment

  • Static and media file configuration

  • Secure environment variable handling

  • Domain-based ALLOWED_HOSTS settings

🏢 Target Use Cases

This system is ideal for any organization that needs structured procurement and vendor management:

  • Small to Medium Businesses managing internal procurement

  • Restaurants/Food Services ordering ingredients and supplies

  • Retail Stores with product inventory management

  • Manufacturers sourcing components and raw materials

Conclusion

This Django-based Purchase Order Management System delivers a complete, scalable, and user-friendly solution for businesses seeking to digitize and streamline their procurement process. From managing vendors and categorizing products to tracking purchase orders and deliveries, the system combines modern design with solid backend logic to drive operational efficiency and control.