Notesheet Tracker

The Notesheet Tracker is a comprehensive platform designed to streamline the management and approval process of financial notesheets for clubs and fests at Indian Institute of Technology, Patna (IIT Patna). This system ensures transparency, efficiency, and accountability by enabling the creation, customization, approval, and tracking of financial notesheets through a structured workflow.

Key Features

• Templates for Notesheets:

  • Reimbursement: Submit requests for reimbursement of personal expenses incurred during an event.
  • Disbursement: Request advance funds for an upcoming event.
  • Settlement: Finalize and settle all expenses and bills after an event concludes.

• Approval Workflow: Notesheets pass through a predefined sequence of approvals:

  1. General Secretary (GenSec)
  2. Vice President Gymkhana (VP)
  3. ARSA/DRSA
  4. President Gymkhana
  5. Payment In Charge (PIC)
  6. Associate Dean (ADean) Each approver can either forward the notesheet with their comments or reject it with reasons.

• Customizable Notesheets: Clubs and fests can use pre-designed templates or upload their own PDFs to create notesheets.

• Reminders for Pending Tasks: Automated daily reminders for pending approvals to ensure timely processing.

• Full Audit History: Every individual involved in the approval chain can view the complete history of their actions, including dates and comments, with the ability to download notesheets as PDFs.

• Digital Signatures: Forwarded notesheets include verifiable digital signatures for authenticity.

• Expense Tracker:

  • Clubs can view their expenditures.
  • GenSec can view club-specific data.
  • Admins and higher authorities can view a categorized overview of all expenditures.

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Login Credentials and User Roles

To access the system, use the following login credentials:

• Username: [email protected]
• Password: qwertTyuio@p12345

Upon logging in as the General Secretary (GenSec), the user will have the following roles and permissions:

• Reject Notesheet: GenSec has the authority to reject raised notesheets for different technical clubs, providing comments on the rejection.

• Approve Notesheet for Further Approval: GenSec can approve notesheets for further processing by forwarding them to the next level in the approval chain.

• Raise Notesheets: GenSec can create and submit notesheets (Reimbursement, Disbursement, and Settlement) for their respective clubs or fests.

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Installation Guide

To set up the project, install all dependencies from the root directory:

npm run install-all

This command installs dependencies for both the client and server.

Running Guide

To start the development environment, run the following command from the root directory:

npm run dev

This will launch both the client and server concurrently. The application will be accessible at:

• Client: http://localhost:3000
• Server: http://localhost:8000

To start either the client or server individually:

# Start the client
npm run client

# Start the server
npm run server

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Production Guide

Run the application in production mode from the root directory with:

npm start

This starts both the client and server in a production environment.

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Tech Stack

• Frontend: Next.js with Tailwind CSS
• Backend: Node.js with Express
• Database: MongoDB with Mongoose

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Temporary Link

Since the application is in the testing stage, you can access it temporarily at:

http://testing-notesheet-tracker.example.com