inventory

Inventory Management System

A comprehensive inventory management system built with Vue 3 frontend and PHP backend, featuring inventory tracking, client management, project management, bookkeeping, and authentication.

🚀 Latest Features

Core Inventory Management

• Item Management - Full CRUD operations with serial number tracking
• Picture Upload - Image attachment system for inventory items
• Rental Pricing - Dynamic pricing with date ranges and client assignments
• Document Attachments - Multi-format document management (Receipt, Warranty, Other)

Advanced Client Management

• Customer Profiles - Complete contact information with y-tunnus support
• Contact Persons - Individual contact management with primary contact designation
• Hourly Rates - Customer-specific billing rates for project management
• Address Management - Full address support with international formatting

Project & Subproject Management

• Project Tracking - Customer project management with status monitoring
• Subproject Breakdown - Detailed task management within projects
• Progress Monitoring - Visual progress bars and completion tracking
• Budget Management - Financial control and cost tracking
• Date Range Management - Start and end date tracking

Financial Management

• Invoice System - Complete billing with line items and payment tracking
• Payment Processing - Multiple payment methods (Cash, Check, Credit Card, Bank Transfer)
• Double-Entry Bookkeeping - Professional accounting with debit/credit tracking
• Chart of Accounts - Hierarchical account structure (Assets, Liabilities, Equity, Revenue, Expenses)
• Journal Entries - Transaction recording with automatic entry numbering

Timer Management & Work Hours

• Real-time Timer - Start/stop timer functionality with accurate time tracking
• Task-based Timing - Assign timers to specific tasks for project time tracking
• Duration Display - Shows elapsed time in HH:MM:SS format with timezone handling
• Timer Editing - Update timer descriptions and task assignments
• Work Hours Conversion - Automatically convert timers to billable work hours
• Rate Integration - Automatic rate fetching from task → project → customer data
• Total Amount Calculation - Automatic calculation of hours × rate for billing
• Timer History - Complete audit trail of all timer activities
• Conditional UI - Smart buttons showing "Aloita ajastin" / "Pysäytä" based on timer state

Enterprise Security

• User Authentication - Secure login with password hashing
• Role-Based Access - Admin, Manager, User roles
• Session Management - Secure session handling and automatic cleanup
• API Protection - Middleware-based endpoint security

🏗 Technology Stack

Frontend

• Vue 3 - Progressive JavaScript framework
• Axios - HTTP client for API communication
• Vite - Fast development server
• TailwindCSS - Utility-first CSS framework
• Responsive Design - Mobile-friendly interface

Backend

• PHP 7.4+ - Modern server-side language
• MySQL/MariaDB - Reliable database system
• RESTful API - Standard HTTP methods and JSON responses
• PDO - Secure database connections
• Password Hashing - PHP's built-in security functions

📋 Database Schema

The system uses a normalized database structure with proper relationships:

Core Tables

• items - Inventory with serial numbers and pictures
• clients - Customer management with y-tunnus and hourly rates
• contact_persons - Individual contacts linked to clients
• rental_prices - Item pricing with date ranges and client assignments
• attachments - Document management with categorization

Financial Tables

• invoices - Billing with line items and payment tracking
• invoice_items - Detailed invoice line items
• payments - Transaction recording with multiple payment methods

Project Management Tables

• projects - Customer project management with status tracking
• subprojects - Detailed project breakdown and task management
• tasks - Individual task management with project assignments

Timer & Work Hours Tables

• timers - Real-time timer tracking with task assignments
• work_hours - Billable work hours with automatic rate calculation

Bookkeeping Tables

• chart_of_accounts - Hierarchical account structure
• journal_entries - Double-entry transaction recording
• account_transactions - Detailed debit/credit tracking

Authentication Tables

• users - Secure user management with role-based access

🚀 Getting Started

Prerequisites

• PHP 7.4+ with MySQL/MariaDB extension
• Node.js 14+ and npm
• Modern web browser (Chrome, Firefox, Safari, Edge)
• MySQL server or MariaDB

Quick Setup

Option 1: Fresh Installation

1. Clone the repository:

   git clone <repository-url>
   cd inventory
   

2. Database Setup:

   # Create database and import complete schema
   mysql -u root -p < backend/migrate_complete.sql
      
   # Update database credentials
   nano backend/config/database.php
   

3. Backend Server:

   cd backend
   php -S localhost:8080
   

4. Frontend Setup:

   cd frontend
   npm install
   npm run dev -- --host 0.0.0.0 --port 3000
   

5. Access Application:

   • Backend: http://localhost:8080 (API)
   • Frontend: http://localhost:3000 (Web Interface)

Option 2: Existing Database Upgrade

1. Backup existing database:

   mysqldump -u root -p inventory_db > backup.sql
   

2. Run migration script:

   mysql -u root -p inventory_db < backend/migrate_complete.sql
   

3. Restart services:

   # Restart PHP server if running
   sudo systemctl restart apache2
   # or
   sudo systemctl restart nginx
   

🔧 Configuration

Database Configuration

Update backend/config/database.php with your database credentials:

<?php
class Database {
    private $host = "localhost";
    private $db_name = "inventory_db";
    private $username = "root";
    private $password = "your_password";
    
    public function getConnection() {
        $conn = null;
        
        try {
            $conn = new PDO(
                "mysql:host={$this->host};dbname={$this->db_name}", 
                $this->username, 
                $this->password
            );
            
            $conn->setAttribute(PDO::ATTR_ERRMODE, PDO::ERRMODE_EXCEPTION);
            $conn->setAttribute(PDO::ATTR_DEFAULT_FETCH_MODE, PDO::FETCH_ASSOC);
            
            return $conn;
        } catch(PDOException $exception) {
            echo "Connection error: " . $exception->getMessage();
            return null;
        }
    }
}
?>

Environment Variables (Recommended)

Create .env file for sensitive configuration:

DB_HOST=localhost
DB_NAME=inventory_db
DB_USER=root
DB_PASSWORD=your_password

Frontend Configuration

Update frontend/src/main.js if needed for different API endpoints:

axios.defaults.baseURL = 'http://localhost:8000/api';

📚 API Documentation

Authentication Endpoints

• POST /api/auth.php - Login, Register, Logout

  {
  "action": "login|register|logout",
  "username": "string",
  "password": "string",
  "email": "string",
  "first_name": "string",
  "last_name": "string"
  }
  

• GET /api/auth.php?action=status - Check authentication status

Item Management

• GET /api/items.php - List all items
• GET /api/items.php?id={id} - Get single item
• POST /api/items.php - Create new item
• PUT /api/items.php - Update existing item
• DELETE /api/items.php?id={id} - Delete item

Client Management

• GET /api/clients.php - List all clients
• GET /api/clients.php?id={id} - Get single client
• GET /api/clients.php?search={term} - Search clients
• POST /api/clients.php - Create new client
• PUT /api/clients.php - Update existing client
• DELETE /api/clients.php?id={id} - Delete client

Contact Persons

• GET /api/contact_persons.php?client_id={id} - Get contact persons for client
• GET /api/contact_persons.php?id={id} - Get single contact person
• POST /api/contact_persons.php - Create new contact person
• PUT /api/contact_persons.php - Update existing contact person
• DELETE /api/contact_persons.php?id={id} - Delete contact person

Timer Management

• GET /api/timers.php?action=active - Get active timers
• GET /api/timers.php?action=list - Get timer history

• POST /api/timers.php - Start new timer

  {
  "action": "start",
  "task_id": 1,
  "user_id": 1,
  "description": "Timer description"
  }
  

• POST /api/timer_stop.php - Stop timer

  {
  "action": "stop",
  "id": 1
  }
  

• POST /api/timer_update.php - Update timer (convert to work hours)

  {
  "action": "update",
  "id": 1,
  "description": "Updated description",
  "task_id": 1,
  "hours": 2.5
  }
  

• GET /api/timer_history.php - Get timer history with filters

Work Hours Management

• GET /api/work_hours.php - Get work hours
• POST /api/work_hours.php - Create work hour entry
• PUT /api/work_hours.php - Update work hour entry
• DELETE /api/work_hours.php?id={id} - Delete work hour entry

Rental Prices

• GET /api/rental_prices.php?item_id={id} - Get rental prices for item
• GET /api/rental_prices.php?id={id} - Get single rental price
• POST /api/rental_prices.php - Create new rental price
• PUT /api/rental_prices.php - Update existing rental price
• DELETE /api/rental_prices.php?id={id} - Delete rental price

Document Attachments

• GET /api/attachments.php?item_id={id} - Get attachments for item
• GET /api/attachments.php?id={id} - Get single attachment
• POST /api/attachments.php - Upload attachment file
• DELETE /api/attachments.php?id={id} - Delete attachment

File Upload

• POST /api/upload.php - Upload picture files
  • Form: multipart/form-data
  • Max size: 5MB

Project Management

• GET /api/projects.php - List all projects
• GET /api/projects.php?id={id} - Get single project
• GET /api/projects.php?customer_id={id} - Get projects for customer
• POST /api/projects.php - Create new project
• PUT /api/projects.php - Update existing project
• DELETE /api/projects.php?id={id} - Delete project

Subproject Management

• GET /api/subprojects.php?project_id={id} - Get subprojects for project
• GET /api/subprojects.php?id={id} - Get single subproject
• POST /api/subprojects.php - Create new subproject
• PUT /api/subprojects.php - Update existing subproject
• DELETE /api/subprojects.php?id={id} - Delete subproject

Financial Management

• GET /api/invoices.php - List all invoices
• GET /api/invoices.php?id={id} - Get single invoice with items and payments
• POST /api/invoices.php - Create new invoice
• PUT /api/invoices.php - Update existing invoice
• DELETE /api/invoices.php?id={id} - Delete invoice

Bookkeeping

• GET /api/chart_of_accounts.php - List chart of accounts
• GET /api/chart_of_accounts.php?id={id} - Get single account
• POST /api/chart_of_accounts.php - Create new account
• PUT /api/chart_of_accounts.php - Update existing account

• DELETE /api/chart_of_accounts.php?id={id} - Delete account

• GET /api/journal_entries.php - List journal entries

• GET /api/journal_entries.php?id={id} - Get single journal entry with transactions

• POST /api/journal_entries.php - Create new journal entry with transactions

• PUT /api/journal_entries.php - Update existing journal entry

• DELETE /api/journal_entries.php?id={id} - Delete journal entry

• GET /api/account_transactions.php?journal_entry_id={id} - Get transactions for journal entry

• GET /api/account_transactions.php?id={id} - Get single transaction

• POST /api/account_transactions.php - Create new transaction

• PUT /api/account_transactions.php - Update existing transaction

• DELETE /api/account_transactions.php?id={id} - Delete transaction

🎯 Usage Examples

Authentication

// Login
const loginResponse = await axios.post('/api/auth.php', {
  action: 'login',
  username: 'admin',
  password: 'password123'
});

// Register
const registerResponse = await axios.post('/api/auth.php', {
  action: 'register',
  username: 'newuser',
  email: 'user@example.com',
  password: 'password123',
  first_name: 'John',
  last_name: 'Doe'
});

// Check authentication status
const authStatus = await axios.get('/api/auth.php?action=status');

Item Management

// Get all items
const items = await axios.get('/api/items.php');

// Create new item with picture
const formData = new FormData();
formData.append('name', 'Laptop');
formData.append('description', 'High-performance laptop');
formData.append('quantity', 10);
formData.append('price', 1299.99);
formData.append('serial_number', 'LP001');
formData.append('picture', fileInput.files[0]); // File upload

const newItem = await axios.post('/api/items.php', formData, {
  headers: {
    'Content-Type': 'multipart/form-data'
  }
});

Timer Management

// Start a new timer for a task
const startTimer = await axios.post('/api/timers.php', {
  action: 'start',
  task_id: 1,
  user_id: 1,
  description: 'Working on project setup'
});

// Get active timers
const activeTimers = await axios.get('/api/timers.php?action=active');

// Stop a timer
const stopTimer = await axios.post('/api/timer_stop.php', {
  action: 'stop',
  id: 1
});

// Update timer and convert to work hours
const updateTimer = await axios.post('/api/timer_update.php', {
  action: 'update',
  id: 1,
  description: 'Updated description',
  task_id: 1,
  hours: 2.5
});

// Get timer history
const timerHistory = await axios.get('/api/timer_history.php');

Client Management

// Create new client with y-tunnus
const newClient = await axios.post('/api/clients.php', {
  y_tunnus: '1234567-8',
  company_name: 'Tech Corp',
  first_name: 'Jane',
  last_name: 'Smith',
  email: 'jane@techcorp.com',
  hour_price: 150.00,
  address: '123 Business St',
  city: 'Helsinki',
  country: 'Finland'
});

// Add contact person
const newContact = await axios.post('/api/contact_persons.php', {
  client_id: 1,
  first_name: 'John',
  last_name: 'Doe',
  email: 'john.doe@techcorp.com',
  position: 'Project Manager',
  is_primary: true
});

Project Management

// Create new project
const newProject = await axios.post('/api/projects.php', {
  customer_id: 1,
  project_name: 'Website Redesign',
  description: 'Complete website overhaul project',
  status: 'planning',
  start_date: '2024-01-15',
  end_date: '2024-03-15',
  budget: 50000.00
});

// Add subproject
const newSubproject = await axios.post('/api/subprojects.php', {
  project_id: 1,
  subproject_name: 'Frontend Development',
  description: 'Create responsive frontend design',
  status: 'in_progress',
  budget: 15000.00
});

Financial Management

// Create invoice with line items
const newInvoice = await axios.post('/api/invoices.php', {
  client_id: 1,
  invoice_number: 'INV-2024-001',
  issue_date: '2024-01-15',
  due_date: '2024-02-15',
  status: 'sent',
  subtotal: 10000.00,
  tax_amount: 2400.00,
  total_amount: 12400.00,
  transactions: [
    {
      account_id: 1, // Revenue account
      debit_amount: 0,
      credit_amount: 12400.00,
      description: 'Website redesign services'
    },
    {
      account_id: 2, // Bank account
      debit_amount: 12400.00,
      credit_amount: 0,
      description: 'Payment received'
    }
  ]
});

Bookkeeping

// Create journal entry with double-entry
const newJournalEntry = await axios.post('/api/journal_entries.php', {
  entry_number: 'JE-2024-001',
  entry_date: '2024-01-15',
  description: 'Monthly revenue entry',
  reference_number: 'REF-001',
  transactions: [
    {
      account_id: 1, // Revenue account
      debit_amount: 15000.00,
      credit_amount: 0,
      description: 'Service revenue'
    },
    {
      account_id: 2, // Bank account
      debit_amount: 0,
      credit_amount: 15000.00,
      description: 'Bank deposit'
    }
  ]
});

⏱️ Timer Workflow & Features

Complete Timer Lifecycle

1. Start Timer: Begin timing for a specific task with description
2. Real-time Display: Shows elapsed time in HH:MM:SS format
3. Stop Timer: End timing and calculate duration
4. Edit Timer: Update description and task assignment
5. Convert to Work Hours: Move to billable work hours with automatic rate calculation
6. Rate Integration: Automatically fetch rate from task → project → customer data

Timer Management Features

• Task-based Timing: Assign timers to specific tasks for project tracking
• Timezone Handling: Proper UTC timestamp conversion for accurate timing
• Duration Calculation: Automatic conversion to hours (rounded to nearest 0.5 hour)
• Conditional UI: Smart buttons showing "Aloita ajastin" / "Pysäytä" based on timer state
• Timer History: Complete audit trail of all timer activities
• Work Hours Integration: Seamless conversion to billable work hours

Work Hours Management

• Automatic Rate Fetching: Rate retrieved from customer data through task/project relationships
• Total Amount Calculation: Automatic calculation of hours × rate for billing
• Database Integration: Uses existing WorkHour model for data consistency
• Audit Trail: Complete history of work hour entries with timer origins

User Interface Enhancements

• Wider Layout: 20% wider application for better user experience
• Simplified Forms: Clean timer edit modal with only essential fields
• Real-time Updates: Button states update when timers start/stop
• Finnish Language: Consistent Finnish labels throughout the interface

🔒 Security Considerations

Authentication Security

• Password hashing using PHP's password_hash() function
• Session-based authentication with secure session management
• SQL injection prevention with prepared statements
• Input sanitization with htmlspecialchars()
• CORS headers for cross-origin requests

API Security

• Request validation and error handling
• Role-based access control (Admin, Manager, User)
• Secure file upload with file type and size validation
• Database transaction integrity with foreign key constraints

🎨 Frontend Features

User Interface

• Responsive Design - Mobile-friendly layout
• Real-time Updates - Live data synchronization
• Modal Dialogs - User-friendly forms and confirmations
• Search Functionality - Global search across all entities
• Status Indicators - Visual badges and progress bars
• Tabbed Navigation - Organized interface sections

Interactive Elements

• Drag & Drop - File upload and organization
• Auto-complete - Smart form suggestions
• Date Pickers - Calendar-based date selection
• Rich Text Editors - Enhanced text input areas

📊 Data Management

Import/Export

• CSV export functionality for reports
• Data backup and restore capabilities
• Bulk operations for efficiency

Reporting

• Financial reports with charts and graphs
• Inventory reports with stock levels and values
• Project progress reports with timelines
• Customer activity reports with engagement metrics

🚀 Deployment

Production Setup

1. Environment Configuration

   export NODE_ENV=production
   export DB_HOST=your-production-host
   

2. Web Server Configuration

   • Apache with mod_rewrite for clean URLs
   • Nginx with PHP-FPM for performance
   • SSL/TLS certificates for HTTPS

3. Database Optimization

   • Enable query caching
   • Configure connection pooling
   • Set up read replicas for scaling

Monitoring

• Application performance monitoring
• Database query performance tracking
• Error logging and alerting
• User activity analytics

📄 License

This project is licensed under the MIT License - feel free to use, modify, and distribute according to your needs.

---

Last Updated: April 2026 Version: 2.0.0 Compatible with: PHP 7.4+, MySQL 5.7+, Node.js 14+, Vue 3

🗂 Project Structure

inventory/
├── backend/
│   ├── config/
│   │   └── database.php
│   ├── models/
│   │   ├── Item.php
│   │   ├── RentalPrice.php
│   │   ├── Attachment.php
│   │   ├── Client.php
│   │   ├── ContactPerson.php
│   │   ├── Project.php
│   │   ├── Subproject.php
│   │   ├── ChartOfAccounts.php
│   │   ├── JournalEntry.php
│   │   ├── AccountTransaction.php
│   │   └── User.php
│   ├── api/
│   │   ├── items.php
│   │   ├── rental_prices.php
│   │   ├── attachments.php
│   │   ├── clients.php
│   │   ├── contact_persons.php
│   │   ├── projects.php
│   │   ├── subprojects.php
│   │   ├── invoices.php
│   │   ├── chart_of_accounts.php
│   │   ├── journal_entries.php
│   │   ├── account_transactions.php
│   │   ├── auth.php
│   │   └── upload.php
│   ├── migrate_complete.sql
│   ├── migrate_y_tunnus.sql
│   ├── migrate_new_tables.sql
│   ├── migrate_clients.sql
│   ├── migrate_projects.sql
│   ├── migrate_bookkeeping.sql
│   └── migrate_auth.sql
├── frontend/
│   ├── src/
│   │   ├── App.vue
│   │   └── main.js
│   ├── index.html
│   ├── package.json
│   └── vite.config.js
└── README.md

🎓 Support & Maintenance

Regular Updates

• Security patches and updates
• Feature enhancements based on user feedback
• Performance optimizations
• Database maintenance and optimization

Backup Strategy

• Automated daily database backups
• File system backups
• Disaster recovery planning

Troubleshooting

• Common issues and solutions
• Performance tuning guides
• Security best practices
• Debugging techniques

📄 Migration Scripts

Complete Migration

For new installations, use the complete migration script:

mysql -u root -p < backend/migrate_complete.sql

Individual Migrations

For upgrading existing installations: ```bash

Add y-tunnus and contact persons

mysql -u root -p < backend/migrate_y_tunnus.sql

Add rental prices and attachments

mysql -u root -p < backend/migrate_new_tables.sql

Add client management

mysql -u root -p < backend/migrate_clients.sql

Add project management

mysql -u root -p < backend/migrate_projects.sql

• postal_code - Postal code (optional)
• country - Country (optional)
• notes - Additional notes (optional)
• created_at - Creation timestamp
• updated_at - Last update timestamp

Contact Persons Table

• id - Primary key
• client_id - Foreign key to clients table
• first_name - First name (required)
• last_name - Last name (required)
• email - Email address (optional)
• phone - Phone number (optional)
• position - Job position/title (optional)
• is_primary - Primary contact flag (boolean)
• created_at - Creation timestamp
• updated_at - Last update timestamp

File Upload

Pictures

• Uploaded to backend/api/uploads/ directory
• Supported formats: JPEG, PNG, GIF, WebP
• Maximum file size: 5MB
• Files are automatically renamed with unique IDs

Attachments

• Uploaded to backend/api/attachments/ directory
• Supported formats: PDF, DOC, DOCX, TXT, JPEG, PNG, GIF
• Maximum file size: 10MB
• Files are automatically renamed with unique IDs
• Documents are categorized by type (receipt, warranty, other)