Purchase Order Management System

Built for Omega Wholesale Sdn Bhd (OWSB)

Overview

This project is an automated Purchase Order Management System designed for Omega Wholesale Sdn Bhd (OWSB), a growing wholesale supplier based in Kuala Lumpur. The system replaces their manual procurement process with a structured, efficient, and error-resistant digital platform.

Developed using Java (Object-Oriented Programming) principles and Swing GUI, the system supports role-based access and document automation features essential for managing inventory, suppliers, requisitions, orders, and payments.

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Features

🔐 User Management

• Admin-controlled login & registration system
• Role-based access (Admin, Sales Manager, Purchase Manager, Inventory Manager, Finance Manager)

📦 Inventory & Supplier

• Add, update, delete, and search inventory items
• Supplier management with supplier-item relationships
• Low-stock alert & item validation

🛒 Procurement Workflow

• Create, approve, and manage Purchase Requisitions (PR)
• Generate & approve Purchase Orders (PO)
• Track PO statuses (Pending, Approved, Verified)

💰 Finance & Payments

• Supplier payment processing with validation
• Generate receipts with tax and total calculations

📊 Reports & Documents

• Generate PDF reports for:
  • Stock
  • Finance
  • Payment receipts
• Auto-generate and download receipts

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Object-Oriented Concepts Used

This project was built by fully applying OOP principles:

• ✅ Encapsulation — Private fields with public accessors (getters/setters)
• ✅ Inheritance — User superclass with subclasses for different roles
• ✅ Polymorphism — Overridden accessMenu() for role-specific UI
• ✅ Abstraction — Abstract classes/interfaces like PdfGenerator
• ✅ Constructor Overloading, Composition, Association, Aggregation, and Exception Handling implemented throughout

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User Roles & Access

Role	Key Functions
Admin	Manage users, view all modules
Sales Manager	Manage inventory, suppliers, daily sales, create PR
Purchase Manager	Approve PR, generate PO
Inventory Manager	Track stock, generate stock reports
Finance Manager	Approve/verify PO, process payments, financial reports

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Technologies Used

• Java (JDK 8+)
• Java Swing (GUI)
• File I/O for data storage (text-based)
• iText PDF (for PDF generation)

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How to Run

1. Open the project in Apache NetBeans or any Java IDE.
2. Run the LoginGUI.java or designated main class file.
3. Login using default/admin credentials or register new users (admin only).
4. Navigate features based on assigned roles.

⚠️ All data is stored in .txt files locally. Ensure file paths are correct if relocating the project.

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Screenshots

Item Entry

Supplier Entry

Daily Sales Entry

Purchase Requisition List

Create Purchase Requisition

View Purchase Order

PR & PO Approval

Manage Stock

View Receipt

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Conclusion

The Purchase Order Management System streamlines OWSB’s procurement workflow by:

• Reducing manual errors
• Improving internal coordination
• Supporting data-driven decisions via reports

While effective, its dependency on accurate data input and basic security measures should be noted for real-world deployment.