Business Requirements Document (BRD)
Project Name: Vendor Portal
Document Version: V1.0
Date: 17/11/2024
Document History
Version Date Author Description
1.0 17/11/2024 Oludare Ajayi-Smith Initial draft of the BRD
1. Introduction
1.1 Purpose
This document outlines the business requirements for a Vendor Portal, a web-based application
designed to streamline vendor interactions and automate key processes, particularly focused on Goods
Receipt Note (GRN) management and integration with Microsoft Dynamics Business Central (D365BC).
1.2 Scope
The Vendor Portal will encompass the following key functionalities:
Vendor Registration and Profile Management:
Vendor registration and profile creation
Profile update and maintenance
Secure password management
Order Management:
Purchase order notification and acceptance
Order status tracking
Order fulfillment and delivery confirmation
Invoice Submission and Tracking:
Invoice upload and validation
Invoice approval workflow
Invoice payment tracking
GRN Upload and Detailing:
GRN file upload (various formats: PDF, Excel, etc.)
GRN data extraction and validation
Manual data entry for missing or incorrect information
GRN line-item details (product code, description, quantity, price, etc.)
Attachment upload for supporting documents
Communication and Notifications:
Real-time messaging system
Email notifications for order updates, invoice approvals, and system alerts
Reporting and Analytics:
Vendor performance reports
Order fulfillment reports
Invoice processing reports
GRN processing reports
1.3 Target Users
Vendors: External suppliers who will interact with the portal to fulfill orders, submit invoices, and upload
GRNs.
Internal Users: Employees within the organization who will manage vendor relationships, process orders,
and approve invoices.
2. Functional Requirements
2.1 Vendor Registration and Profile Management
Vendor Registration:
Mandatory fields: Legal name, contact person, email, phone number, address, tax ID
Optional fields: Website, bank details, preferred contact method
Unique vendor ID generation
Email verification
Profile Management:
Profile editing and updating
Password reset and security questions
User roles and permissions (e.g., admin, standard user)
2.2 Order Management
Purchase Order Notification:
Real-time notification of new purchase orders via email and in-app message
Order details: PO number, items, quantities, delivery dates, and special instructions
Order Acceptance and Fulfillment:
Ability to accept or reject purchase orders
Order status updates (e.g., accepted, partially fulfilled, completed)
Delivery confirmation with tracking information
Order Cancellation and Returns:
Process for order cancellation and return requests
Reason codes for cancellations and returns
2.3 Invoice Submission and Tracking
Invoice Upload:
Multiple file upload options (drag-and-drop, file selection)
Supported file formats (PDF, Excel, CSV)
Invoice validation against purchase orders and pricing agreements
Invoice Approval Workflow:
Defined approval workflow with multiple approvers
Automated notifications to approvers
Ability to reject invoices with comments
Invoice Payment Tracking:
Real-time tracking of payment status
Payment reminders and notifications
2.4 GRN Upload and Detailing
GRN Upload:
Multiple file upload options (drag-and-drop, file selection)
Supported file formats (PDF, Excel, CSV)
Automatic extraction of GRN data (date, store location, items, quantities, prices)
Manual data entry for missing or incorrect information
GRN Line-Item Detailing:
Detailed information for each line item: product code, description, quantity, price, and any additional
details
Ability to add or remove line items
Validation of line items against purchase order details
GRN Attachment Upload:
Upload supporting documents (e.g., delivery notes, inspection reports)
2.5 Communication and Notifications
Real-time Messaging:
In-app messaging for direct communication between vendors and internal users
Message history and search functionality
Email Notifications:
Customized email templates for order updates, invoice approvals, and system alerts
Email preferences and subscription management
2.6 Reporting and Analytics
Vendor Performance Reports:
On-time delivery performance
Invoice accuracy and payment compliance
Overall vendor rating
Order Fulfillment Reports:
Order processing time
Delivery timeliness
Order cancellation and return rates
Invoice Processing Reports:
Invoice processing time
Payment cycle time
Invoice discrepancies and disputes
GRN Processing Reports:
GRN upload and validation time
GRN data accuracy and completeness
GRN-related discrepancies and issues
3. Technical Requirements
3.1 System Architecture
Front-end: Web-based interface using modern technologies (React, Angular, or Vue.js)
Back-end: Robust server-side application (Node.js, Python, or Java)
Database: Relational database (MySQL, PostgreSQL) or NoSQL database (MongoDB)
Integration with D365BC:
API-based integration to exchange data between the portal and D365BC
Secure authentication and authorization mechanisms
Data mapping and transformation to ensure data consistency
3.2 Security
User Authentication and Authorization: Strong password policies, multi-factor authentication, and role-
based access control
Data Encryption: Encryption of sensitive data (e.g., personal information, financial data)
Secure Communication: HTTPS protocol for secure data transmission
Regular Security Audits and Vulnerability Scanning
3.3 Performance and Scalability
Performance Optimization: Caching mechanisms, load balancing, and database optimization
Scalability: Cloud-based infrastructure to handle increasing user load and data volume
Performance Monitoring and Tuning
3.4 User Interface and User Experience (UX)
Intuitive User Interface: User-friendly design, clear navigation, and helpful tooltips
Responsive Design: Adaptable to different screen sizes and devices
Accessibility: Adherence to accessibility standards (WCAG)
User Testing and Feedback: Iterative design process based on user feedback
3.5 Data Integration and Migration
Data Mapping: Mapping of data fields between the Vendor Portal and D365BC
Data Migration: Migration of existing vendor and order data from legacy systems
Data Quality and Consistency: Data validation and cleansing to ensure accuracy
4. Project Timeline and Resource Allocation
[Include a detailed project timeline and resource allocation plan]
5. Conclusion
This Business Requirement Document provides a comprehensive overview of the Vendor Portal,
outlining its functional and technical requirements. By implementing this portal, the organization can
streamline vendor interactions, improve efficiency, and enhance overall supply chain management.
