Administrative Information System (AIS) – SAP Integration

The system was designed to automate and centralize the flow from supplier and material master data, Purchase Requisition, Purchase Order, multi-level approval, delivery scheduling, supplier confirmation, Delivery Note generation, QR code labeling, and warehouse receiving.

AIS helps reduce manual administrative work, minimize document handling errors, and make the procurement and delivery process more structured, traceable, and easier to monitor.

Background

In procurement and warehouse operations, Purchase Order and Goods Receipt workflows involve multiple parties, including internal users, approvers, warehouse teams, PPIC, and suppliers.

Before being handled through a system, this kind of process can become difficult to track when it relies on manual documents, separate Excel files, email communication, or chat-based follow-ups.

Several problems may appear, such as unclear PO status, delayed approvals, inconsistent supplier confirmation, manual document distribution, and difficulty validating goods during warehouse receiving.

AIS was developed to help solve these problems by providing a centralized workflow system that connects PO processing, approval, supplier communication, delivery documentation, and warehouse receiving in one structured flow.

Main Features

Master Data Management

AIS provides master data management for supplier and material data.

Supplier and material data must be prepared before a Purchase Order can be created from a Purchase Requisition.

This validation helps ensure that the procurement workflow uses consistent and complete reference data from the beginning.

PR to PO Processing

The system supports Purchase Requisition to Purchase Order processing.

A PO can only be created when the required supplier and material master data is already complete.

This helps reduce incomplete PO creation and keeps the procurement process more structured before entering the approval stage.

Three-Level Approval Workflow

AIS implements a three-level approval workflow for Purchase Orders.

Checked
↓
Acknowledged
↓
Approved

Each approval stage represents a different responsibility in the review process.

When one stage is completed, the system sends an automatic WhatsApp notification to the next responsible party, helping reduce manual follow-up and approval delays.

Real-Time PO Status Tracking

AIS provides PO status tracking so users can monitor where each Purchase Order currently stands in the workflow.

The status can show whether a PO is waiting for approval, already approved, waiting for delivery schedule, waiting for supplier confirmation, or already completed.

This makes the process easier to monitor across different departments.

Delivery Schedule Management

After a Purchase Order is approved, the warehouse team can create a delivery schedule.

The delivery schedule is sent to the supplier through email, along with the initial delivery document and Excel schedule file.

This helps suppliers receive clear delivery information in a more structured format.

Supplier Confirmation

AIS includes supplier-facing features that allow suppliers to respond to the delivery schedule.

Suppliers can:

Approve
Request Revision
Reject

This makes supplier communication more traceable because every response is recorded inside the system.

Instead of relying only on email or chat messages, the system stores supplier confirmation status as part of the delivery workflow.

Delivery Revision Request

If a supplier cannot follow the proposed delivery schedule, they can request a revision through the system.

The internal team can then review the revision request before continuing the delivery process.

This feature helps handle delivery schedule changes more clearly and keeps the communication between supplier and internal users documented.

Delivery Note Management

When the supplier approves the delivery schedule, they can create a Delivery Note.

The Delivery Note contains the delivery information required for sending goods to the warehouse.

After the Delivery Note is created, the system generates the final delivery document that can be used during the delivery process.

QR Code and Barcode Labeling

AIS supports barcode Delivery Notes and QR code labels per item.

Each Delivery Note has a unique code that can be scanned or input by the warehouse team during the receiving process.

The system also generates QR code labels for delivered items, making item identification and validation easier during warehouse receiving.

Goods Receipt / Warehouse Receiving

After the supplier sends the goods, the warehouse team can receive the delivery by scanning or inputting the Delivery Note code.

The warehouse team checks whether the delivered goods match the Delivery Note and item labels.

If everything is correct, the receiving process can be approved and completed in the system.

Dashboard and Reporting

AIS provides dashboard and reporting pages to help users monitor Purchase Order progress, approval status, delivery schedules, supplier responses, and warehouse receiving activities.

The dashboard gives users better visibility over ongoing administrative and delivery workflows.

Role-Based Access Control

AIS applies role-based access control to separate responsibilities between different users.

Each user only sees and performs actions based on their role in the workflow.

For example, internal users can manage PO data, approvers can review approval stages, warehouse users can manage delivery schedules and receiving, while suppliers can access delivery-related documents and confirmation features.

System Workflow

The AIS workflow can be summarized as follows:

Master Data
↓
Purchase Requisition
↓
Purchase Order
↓
Three-Level Approval
↓
Delivery Schedule
↓
Supplier Confirmation
↓
Delivery Note
↓
QR Code & Barcode Label
↓
Goods Delivery
↓
Warehouse Receiving
↓
Completed

Detailed workflow:

1. Supplier and material master data are created first.

2. Purchase Order is created from Purchase Requisition only when the required master data is complete.

3. Purchase Order goes through three approval stages:
   Checked → Acknowledged → Approved.

4. WhatsApp notification is sent automatically to the next responsible party at each approval stage.

5. Warehouse creates the delivery schedule.

6. Supplier receives an email containing the initial delivery document and Excel delivery schedule.

7. Supplier confirms the schedule by approving, requesting revision, or rejecting it.

8. If approved, supplier creates the Delivery Note.

9. System generates QR code labels and the final delivery document.

10. Supplier sends the goods with the delivery document.

11. Warehouse scans or inputs the Delivery Note code.

12. Warehouse checks the goods and approves the receiving process if everything matches.

Tech Stack

This project was developed using:

MongoDB
Express.js
Node.js
Vite
React
Tailwind CSS
shadcn/ui
JWT Authentication
SAP Integration
Email Service
QR Code
Barcode
Dashboard
Role-Based Access Control

Security

AIS includes several security and access control implementations, such as:

JWT Access Token and Refresh Token
Role-Based Access Control
Rate Limiting
Request Validation
Strict CORS Configuration
Environment Variable Separation
Protected API Routes

These security layers help ensure that only authorized users can access specific features based on their role and responsibility.

My Role

During my internship, I contributed to the development of AIS by working on the frontend interface, dashboard pages, workflow-based screens, supplier-facing features, and integration-related UI flows.

My responsibilities included building user interfaces using React, implementing role-based page behavior, developing PO and delivery workflow screens, supporting supplier confirmation features, handling document access flows, and creating dashboard views for monitoring PO, delivery, and warehouse receiving activities.

I also worked on features related to QR code labels, barcode delivery notes, approval flow visibility, and SAP-related administrative data processing.

Result

AIS helped make the procurement and delivery administration process more structured and easier to monitor.

The system supported the full flow from master data preparation, PR-to-PO processing, approval, delivery scheduling, supplier confirmation, Delivery Note creation, QR code labeling, goods delivery, and warehouse receiving.

By centralizing these workflows, AIS reduced dependency on scattered documents and manual follow-ups, while improving traceability between internal users, warehouse teams, approvers, and suppliers.

Key Takeaways

Through this project, I learned how to build workflow-based internal systems that follow real business processes, not only simple CRUD operations.

This project strengthened my understanding of procurement workflows, SAP-related integration, supplier communication, role-based access control, document automation, dashboard development, and warehouse receiving validation.

I also learned that a good internal system should not only store data, but also guide users from one process to another clearly, consistently, and traceably.