Software Requirements Specification

1. Introduction :
The Shop Management System is a comprehensive software solution
designed to streamline the operations of a retail shop or store. The
system aims to enhance efficiency, improve customer service, and
provide effective management of inventory, sales, and customer
information. This document outlines the functional and non-functional
requirements of the Shop Management System.

2. Scope:
The system will cover the following aspects: Inventory Management:
Tracking and managing product inventory, restocking, and monitoring
stock levels. Point of Sale (POS): Facilitating sales transactions,
generating receipts, and managing customer orders. Customer
Relationship Management (CRM): Storing and organizing customer
information, purchase history, and preferences. Reporting: Generating
various reports such as sales reports, inventory status, and financial
summaries. User Management: Providing different levels of access for
staff members and administrators. Security: Ensuring data security and
access control.

3. Functional Requirements:
3.1 Inventory Management
The system shall maintain a database of products with attributes such
as name, description, category, price, and quantity. Users shall be able
to add, update, and delete products from the inventory. The system
shall provide real-time updates on stock levels and alert users when
stock reaches a predefined threshold.
3.2 Point of Sale (POS)
The system shall support the scanning of product barcodes for efficient
item entry. Users shall be able to create and manage customer orders,
add products to the cart, and process payments. The system shall
generate digital or printed receipts for each transaction.

3.3 Customer Relationship Management (CRM)

The system shall allow users to store and manage customer profiles,
including contact information, purchase history, and preferences. Users
shall be able to search for customers, view their details, and track their
interactions with the store.
3.4 Reporting
The system shall generate various reports, including
daily/weekly/monthly sales reports, inventory status reports, and
profit/loss summaries. Reports shall be exportable in common formats
like PDF or Excel for easy sharing and analysis.
3.5 User Management
The system shall support different user roles such as administrators,
cashiers, and sales associates. Administrators shall have the authority
to manage users, assign roles, and set access permissions.
3.6 Security
User authentication and authorization mechanisms shall be
implemented to ensure secure access to the system. Sensitive
customer and financial data shall be encrypted to prevent
unauthorized access.
3.7 Offline Mode
The system shall have an offline mode that allows basic functionality to
continue even when the internet connection is temporarily lost. Data
entered during offline mode shall be synchronized with the central
database once the connection is restored.
4. Non-functional Requirements:
4.1 Performance
The system shall be responsive and provide quick responses, especially
during peak hours. It should be able to handle a high volume of
transactions without noticeable delays.
4.2 Reliability
The system shall be highly reliable, with minimal downtime and a
backup and recovery mechanism in case of failures.
4.3 User Experience
The user interfaces shall be intuitive and easy to use, requiring minimal
training for new staff members. The design should be consistent and
visually appealing.
4.4 Scalability
The system architecture should be scalable to accommodate the
addition of new products, customers, and users over time.
4.5 Data Integrity
The system shall ensure data integrity by preventing data corruption
and unauthorized modifications
5. Constraints
The system's performance heavily relies on the stability of the internet
connection, especially for real-time data synchronization and updates.
Barcode scanners and other hardware devices should be compatible
with the system.
6. Assumptions
Users accessing the system should have basic computer literacy and
familiarity with retail operations. The system assumes that the
necessary hardware and infrastructure, such as computers, barcode
scanners, and printers, are available.
7. Conclusion
The Shop Management System aims to provide a comprehensive
solution for effectively managing various aspects of a retail shop. By
addressing the functional and non-functional requirements outlined in
this document, the system seeks to enhance the shop's operational
efficiency, customer service, and overall management, leading to
improved profitability and customer satisfaction