calm-document

byJanvi shah

below is the software explaination for the 8080 You're right! The "Who It's For" section should only describe the Bill Validation module's scope, not generalize the whole system. Here's the fully corrected explanation: Document Management, QR Tracking & Bill Validation System — Explained This is a centralized internal web platform built for a company to solve three major operational problems: verifying invoices automatically, managing documents securely, and tracking physical files using QR codes. Here's a detailed breakdown: 🔷 Module 1: Bill Validation System 🏢 Who It's For This module is specifically built for three departments that handle invoice workflows: Marketing Contracting Purchase What It Does This is the most technically complex module. Its job is to automatically verify whether invoice data entered into the company's ERP software matches the actual invoice document uploaded alongside it. The Problem It Solves Employees manually enter invoice details (amounts, vendor names, tax amounts, dates, etc.) into an ERP system. Mistakes happen — wrong amounts, wrong GST, wrong vendor names. Currently someone has to manually cross-check the ERP entry against the scanned invoice PDF. This automates that. How It Works — Step by Step Step 1 — Fetch ERP Data The system connects to the company's existing ERP database (read-only, so it can't modify anything) and pulls invoice data including: Bill number, amounts, dates GST and other taxes Vendor name, party details The employee who created the invoice and their email Step 2 — Fetch the Invoice Document The actual uploaded invoice PDF is also retrieved from the ERP storage system. Step 3 — OCR + AI Extraction The system uses OCR (Optical Character Recognition) technology — think of it as the computer "reading" a scanned PDF — along with AI APIs (like Google Document AI, Azure Form Recognizer, or OpenAI) to extract all the relevant fields from the invoice document. Step 4 — Validation / Comparison The system compares what the ERP says against what the invoice document actually says, field by field: Field How It's Checked Bill Number Must match exactly Amount / Net Amount / GST Numeric comparison Due Date / Billing Date Date format normalization + match Vendor Name Text similarity check Employee Email Exact match Step 5 — Result Each invoice gets a status: ✅ Validated — everything matches ⚠️ Partial Match — some fields differ ❌ Failed — major mismatches 🔍 Manual Review Required — system couldn't decide confidently Step 6 — Email Notification If there's a mismatch, an automatic email is sent to the employee who created the invoice and the department email, with a summary of what went wrong. Step 7 — Logs Everything is logged — OCR results, AI extractions, validation outcomes, timestamps — for audit purposes. 🔷 Module 2: Document Management System (DMS) This is essentially a secure internal Google Drive tailored for the company's needs. Access to folders and files across any department is controlled through RBAC — users only see what their role permits. What It Does File Storage & Upload Employees can upload files — PDFs, Word docs, Excel sheets, images, ZIPs Supports single upload, bulk upload, or drag-and-drop Files can be previewed inside the portal without downloading Organized Folder Structure Documents are organized in folders (structure defined by the client/company) Each file stores metadata: who uploaded it, when, which department, file size, tags Search & Filtering Users can search documents by file name, department, upload date, or tags — making retrieval fast even with thousands of documents. Access Control Not everyone can see everything. A junior employee in one department cannot access another department's confidential documents. Access is controlled at the folder level based on the user's role — folder structure and access mappings are configured by the client/admin team. 🔷 Module 3: QR Code-Based Physical File Tracking This module solves a very real, very old-fashioned problem: "Where is that physical file folder right now?" Any department can be onboarded into this system, with access governed by RBAC. The Problem It Solves Companies still maintain physical folders/files (paper documents, binders). These get passed between departments and people, and no one knows who has a file, where it is, or when it'll be returned. How It Works QR Generation The system generates unique QR codes — up to 15,000–30,000 of them — one for each physical file/folder These can be printed and physically stuck onto file folders Each QR is linked in the system to a File ID, department, and folder path QR Scanning Workflow When someone picks up or returns a physical file, they scan the QR code with any device (phone/tablet). Here's what happens: Scan QR Code ↓ Opens the internal portal ↓ System checks if user is authorized ↓ Shows file details (what it is, where it belongs, history) ↓ User updates status (Taking it / Returning it) ↓ System saves an audit log with name, department, date/time, remarks File Statuses 📂 Available — sitting in its place 📤 Taken — someone has it 📥 Returned — back in place Full Tracking History You can look up any file and see its complete movement history — who took it, when, from which department, and when it was returned. 🔷 Module 4: Dashboard A central control panel giving management and department heads real-time visibility, with data visible based on the user's role and department access: Validation Dashboard — How many invoices validated today? How many failed? Which department has the most mismatches? DMS Dashboard — Recent uploads, folder summaries, storage usage QR Dashboard — Which files are currently taken? What's overdue for return? File movement history 🔐 Access Control (Runs Across All Modules) The entire system is governed by Role-Based Access Control (RBAC). Every user has a role, and every role has specific permissions: Permission What It Means View Can see files/records Upload Can add new documents Edit Can modify records Delete Can remove files Download Can download files The UI itself changes based on your role — buttons and sections that you don't have access to simply don't appear. Folder-level, module-level, and department-level restrictions are all enforced both on the frontend and backend. ⚙️ Technical Summary (For Context) Layer Technology Frontend React.js (web app) Backend Django or FastAPI (Python) Database PostgreSQL or MySQL OCR/AI Google Doc AI, Azure Form Recognizer, Tesseract, OpenAI Storage Company servers or AWS S3 Auth JWT tokens Notifications SMTP Email 🎯 The Big Picture — What Problem Does This Whole System Solve? Before After Manual invoice verification Automated OCR + AI validation Files scattered across local drives Centralized, searchable DMS No idea where physical files are Real-time QR tracking No audit trail Complete logs for every action Anyone can access anything Strict role-based access In short, this system brings automation, traceability, governance, and audit-readiness to the company's core operational areas.