Software Design Document
for
Smart Stationery POS System
Prepared by
Nimra Liaqat
Hamna Ahbab
Chapter 1.
1. Introduction
1.1 Purpose
This Software Design Document (SDD) presents a comprehensive design framework for the Smart
Stationery POS System, outlining all major technical components, system architecture, data
structures, and user interface elements. This document builds upon the previously defined Software
Requirements Specification (SRS), and focuses on translating those requirements into a detailed
blueprint for implementation. The objective is to ensure that the development team has a clear and
unambiguous reference for coding, testing, and maintaining the system.
1.2 Product Scope
The Smart Stationery POS System is intended to digitize and streamline the operations of small to
mid-sized stationery shops. The system will include modules for adding and updating product
inventories, recording purchases and sales, generating detailed reports, and managing user access. It
is designed to operate both offline (desktop version) and online (web version). The scope also
includes ensuring secure access, role-based permissions, and system logs for transaction
accountability.
1.3 Document Conventions
This document uses Times New Roman font with 14-point size for headings and 12-point size for
body text. All section titles are presented in bold to enhance readability. Functional modules and
important technical terms are italicized where appropriate. Acronyms and system-specific
terminologies are explained in Appendix A. Requirement identifiers such as UC001 or FR001 are
used consistently throughout to maintain traceability across documents.
1.4 Acronyms, and Abbreviations
This section defines the acronyms and abbreviations used throughout the SDD to aid understanding.
SSMS stands for Stationery Store Management System, which is the name of the project. POS
refers to Point of Sale, denoting systems that handle sales transactions. UI is the User Interface,
which includes all visual elements users interact with. API stands for Application Programming
Interface, referring to the endpoints through which the frontend communicates with the backend.
CRUD operations denote the basic Create, Read, Update, and Delete operations, and UML
represents Unified Modeling Language, which is used to create system design diagrams.
1.5 References
This document references several authoritative sources that were consulted during the design
process. The IEEE Std 1016-2009 provides guidelines on creating Software Design Documentation,
while IEEE Std 830-1998 offers standards for Software Requirements Specification. Technical
documentation for MySQL and Node.js was used for backend and database considerations.
Additionally, React documentation was consulted to guide frontend development, ensuring
adherence to modern best practices in web application design.
Chapter 2.
2. Design Overview
2.1 Overall Description
The Smart Stationery POS System is designed using a three-tier architecture that cleanly separates
concerns across the user interface, backend logic, and data management layers. The frontend is
developed using React.js, offering a dynamic and responsive user interface. The backend is built
using Node.js in combination with the Express.js framework, which provides routing, middleware,
and request handling capabilities. Data persistence is handled through a robust relational database,
either PostgreSQL or MySQL, which ensures the system can scale efficiently as transaction
volumes grow. The separation of frontend and backend logic through RESTful APIs allows for
easier testing and modular development.
2.2 Main System Components
The design of the system revolves around five key components. The Frontend, built with React.js,
manages all user interactions and ensures a seamless experience across various devices. The
Backend, powered by Node.js and Express, contains the business logic and handles user
authentication, request processing, and server-side validation. The Database, which uses MySQL or
PostgreSQL, stores structured data including product details, sales records, user credentials, and
inventory levels. The Authentication Module ensures secure login and role-based access to the
system’s features. Finally, the Report Generator enables admins to extract data insights through
downloadable PDFs and Excel sheets based on custom date ranges and activity filters.
2.3 Description Summary
In summary, the Smart Stationery POS System integrates modern technologies to deliver a
functional and reliable software solution for retail stationery stores. The design promotes a clean
separation of responsibilities across layers, making the system easier to maintain and extend. REST
APIs serve as the communication bridge between frontend and backend, enabling clear data flow
and system integrity. Static files such as product images or report templates are hosted either on a
local server for desktop installations or via AWS S3 for web deployments. Deployment pipelines
and version control are managed through GitHub Actions, supporting continuous integration and
delivery practices.
2.4 Design Considerations
The design of the Smart Stationery POS System has been shaped by various assumptions,
dependencies, and constraints. These considerations ensure the software remains robust, adaptable,
and functional across different environments.
Assumptions and Dependencies
Several key assumptions underpin the system’s architecture. It is assumed that users will access the
web-based system using up-to-date browsers such as Google Chrome, Mozilla Firefox, or Microsoft
Edge. The system is expected to support a maximum of 500 concurrent users in its initial
deployment phase. Branding elements, such as logos and theme colors, will be provided by the
client prior to implementation. The backend will rely on stable API specifications from third-party
services, and the deployment infrastructure, including hosting and databases, will be provisioned by
the client. All integrated services like payment processors or email systems are expected to maintain
a 99.9% uptime.
The system also depends on several external components. It requires a secure cloud hosting
platform such as AWS or Azure. In cases where payment processing is integrated, third-party APIs
like Stripe or PayPal will be essential. Some features may depend on external data sources or the
timely review and approval of legal terms by a compliance team. Additionally, any collaborative
modules may depend on timely delivery from third-party vendors or internal development teams.
Constraints
The system must function effectively even without internet connectivity in desktop mode, though
this limits features like cloud backups. Hardware compatibility for peripherals such as barcode
scanners and thermal printers is necessary but not guaranteed across all models. Regulatory
compliance and data protection requirements, especially for customer data and transaction logs,
must be considered. Furthermore, the architecture supports only one store per installation, limiting
its scope to single-location businesses in the initial release.
Goals and Guidelines
The design aims to ensure scalability so the system can evolve without complete restructuring.
Maintainability is achieved through modular coding practices and clean documentation.
Performance goals dictate that standard operations, like product lookup or report generation, occur
within acceptable time frames. Security measures such as encrypted logins, user-specific
permissions, and secure protocols (HTTPS) are also integral to the design.
Development Methods
The Agile development methodology is followed, with features built in iterative sprints and
frequent feedback loops to ensure alignment with stakeholder needs. Regular code reviews,
automated testing pipelines, and version control through Git support the development lifecycle.
Tools
Development tools include React.js for the frontend, Node.js with Express for the backend, and
PostgreSQL or MySQL as the database. Cloud deployment may utilize AWS EC2 instances, while
GitHub is used for version control. Visual Studio Code and Postman are standard tools used during
development and testing.
Chapter 3.
3. Architectural Design
The architectural design of the Smart Stationery POS System outlines the high-level structure and
logical decomposition of the system into various subsystems, components, and data repositories.
This chapter focuses on providing a broad overview of the system’s framework, detailing how each
major module collaborates to fulfill the functional requirements outlined in the SRS. The primary
goal is to provide an abstract model of the system's structure that can guide further technical
development.
3.1 System Structure (Module and Component Design)
The system is composed of three major tiers: the presentation layer (frontend), the application logic
layer (backend), and the data layer (database). The frontend interface, built using React.js, is
responsible for rendering views and capturing user interactions. The backend is structured around
RESTful APIs built on Node.js and Express, managing the core logic and data manipulation tasks.
The database layer employs PostgreSQL or MySQL to manage structured data with relationships,
constraints, and indexing. Each module is loosely coupled, allowing independent development and
testing.
3.2 Component Interaction
Each component within the system interacts through defined interfaces. The frontend communicates
with the backend via HTTPS API calls, sending and receiving JSON-formatted data. The backend
handles the business rules, communicates with the database using ORM or raw queries, and
enforces authentication and role-based access control. For example, when a user logs in, the
frontend collects the credentials, sends them to the backend, and receives a session token if valid.
Sales and purchase records follow similar interaction flows, with validation at both UI and server
levels.
3.3 Diagrams and Models
3.4 Design Principles and Patterns
The architectural design of SSMS adheres to key software design principles including modularity,
scalability, and maintainability. Modularity ensures that each component handles a specific
responsibility, making updates and debugging easier. Scalability is achieved through stateless APIs
and separation of concerns. Security is embedded through encrypted authentication and access
roles. Maintainability is supported by clean code practices, reusable modules, and comprehensive
documentation. Availability is also a design priority—ensuring that offline versions can function
independently, and online deployments maintain high uptime using secure hosting environments.
Chapter 4.
4. Detailed Design
4.1 Class and Object Design
The detailed design of the Smart Stationery POS System incorporates object-oriented programming
concepts to define how the system's components are structured, including classes, attributes,
methods, and relationships. The design uses UML class diagrams to illustrate the system's static
structure. Key classes include User, Product, Purchase, Sale, and Inventory. The User
class defines common attributes like username, password, and role (Admin or Staff), along with
methods for authentication and access control. The Product class contains attributes such as
product ID, name, category, unit price, and stock quantity. Relationships are defined between
classes: for instance, a Sale is associated with multiple Product instances through a composite
relationship, and a User initiates Sale or Purchase records. Inheritance is used where
necessary—for example, Admin and Staff may inherit from a base User class with common
attributes. Aggregation and generalization relationships are depicted in the class diagrams for visual
clarity and easier implementation.
4.2 Control Flow Design
Control flow in the system is represented through sequence and flowchart diagrams that
demonstrate how data and logic move through various components in response to user actions.
When a user logs in, the system captures input, sends it to the backend for verification, and
generates a response with access rights. In a typical sale transaction, the system guides the user
through selecting products, confirming the total, updating inventory, and saving the sale. Similarly,
a purchase flow includes choosing a supplier, entering product details, and updating stock
quantities. State diagrams can also be used to describe component behavior under different user
actions, ensuring clarity in interactions and smooth transitions. These control flows help the
developers understand how components coordinate and sequence to deliver desired functionalities.
Chapter 5.
5. Data Design (Backend Design)
The Data Design of the Smart Stationery POS System defines how the system’s data is structured,
stored, and managed. A robust backend data model is essential to ensure consistency, accuracy, and
high performance. This chapter outlines the data entities, their relationships, the structure of
database tables, and a data dictionary that details each field’s type and constraints.
Data Model
The system’s data model is composed of interconnected entities representing real-world objects and
processes. Major entities include User, Product, Sale, Purchase, Inventory, and Report. The User
table stores login credentials and role information. The Product table holds product details like
name, price, category, and stock quantity. Sale and Purchase tables record transaction details,
referencing product and user IDs through foreign keys. Inventory levels are updated dynamically
based on entries in the Sale and Purchase tables. Entity-Relationship (ER) diagrams illustrate the
primary and foreign key relationships between tables.
Data Dictionary
The Data Dictionary provides definitions for all major fields used within the database. For example:
● user_id: Integer, Primary Key, Auto Increment, Not Null
● username: Varchar(50), Unique, Not Null
● password: Varchar(255), Not Null
● role: Varchar(10), values include 'admin', 'staff'
● product_id: Integer, Primary Key, Auto Increment, Not Null
● product_name: Varchar(100), Not Null
● price: Decimal(10,2), Not Null
● stock_quantity: Integer, Not Null
● sale_id: Integer, Primary Key, Auto Increment, Not Null
● sale_date: DateTime, Not Null
● quantity_sold: Integer, Not Null
Each table is normalized to the third normal form (3NF) to eliminate redundancy and ensure data
integrity. Constraints such as NOT NULL, UNIQUE, PRIMARY KEY, and FOREIGN KEY are
enforced at the database level. Indexes are added to frequently searched fields to improve query
performance. This level of detailed planning supports accurate reporting, reliable inventory
tracking, and secure multi-user access.
Chapter 6.
6. Front-end / User Interface Design
6.1 Overview of User Interface
The user interface of the Smart Stationery POS System is designed with clarity and ease of use in
mind. From the user's perspective, the system provides a clean, intuitive interface that allows for
seamless interaction across various modules including inventory management, sales, purchases, and
reports. Each screen has been designed to reduce the number of steps required to complete key
actions while ensuring that error messages and confirmations are clearly presented to the user.
6.2 4.2 Screen Images
The main dashboard displays quick stats like current stock levels, recent sales, and low inventory
alerts. From this central hub, users can navigate to the relevant modules. For example, clicking on
the "New Sale" button takes the user to the sales interface, where they can add products using a
dropdown or barcode input, automatically calculate totals, and apply discounts. When a sale is
completed, a receipt is generated, and inventory is updated in real time. The same intuitive flow is
applied across other functions such as purchasing stock or generating reports.
Screen images visually represent the system's flow and usability. Each screen includes recognizable
icons, form fields, tables, and call-to-action buttons. For instance, the product management screen
displays a table of products with options to add, edit, or delete items. Alert banners inform users of
successful actions or validation errors. Even in the offline desktop version, the user experience
remains smooth and consistent.
6.3 4.3 Screen Objects and Actions
Each screen object—such as buttons, input fields, tables, and dropdown menus—serves a specific
function and includes associated actions. For example, clicking the “Add Product” button opens a
modal form where the user fills in product details, and upon confirmation, the new product is added
to the list. Dropdown menus filter inventory by category, and pagination helps navigate large data
tables. These objects are designed to provide real-time feedback and ensure a fluid user journey.
The detailed UI design ensures that all system features are accessible to users with minimal training
and maximum efficiency, maintaining consistency in design language across all components.
Appendix A: Glossary
This appendix provides a glossary of terms, acronyms, and abbreviations used throughout the Smart
Stationery POS System Software Design Document. It ensures consistent understanding among
readers, developers, and stakeholders.
API – Application Programming Interface. A set of protocols and tools for building software
applications.
CRUD – Create, Read, Update, Delete. Basic operations performed on data.
DBMS – Database Management System. A system for managing digital databases.
ERD – Entity Relationship Diagram. A visual representation of the relationships between entities in
a database.
POS – Point of Sale. The place where retail transactions are completed.
REST – Representational State Transfer. A web service communication architecture.
SSMS – Stationery Store Management System. Refers to the software described in this document.
UML – Unified Modeling Language. A standardized modeling language used in software
engineering.
Appendix B: Design Models
This appendix includes high-level diagrams used during the design phase of the Smart Stationery
POS System. These models support the technical architecture and provide visual references for
component behavior and system flow.
System Context Diagram – Illustrates external users (Admin, Staff) interacting with the SSMS.
ER Diagram – Shows the relationships between data entities such as Products, Sales, Purchases,
and Users.
Class Diagram – Defines major classes, their attributes, methods, and relationships.
Data Flow Diagrams (DFDs) – Outline how data moves through modules like Inventory, Reports,
and Authentication.
Sequence Diagrams – Depict key scenarios such as Login, Product Addition, and Report
Generation.
These diagrams aid developers and testers in understanding the inner mechanics and expected
behavior of the system at different layers.
Appendix D: References
The following resources were referenced during the development of the Smart Stationery POS
System Software Design Document:
● IEEE Std 1016-2009: IEEE Standard for Information Technology—Systems Design
Documentation.
● IEEE Std 830-1998: IEEE Recommended Practice for Software Requirements
Specifications.
● Node.js Documentation: https://nodejs.org
● React Documentation: https://react.dev
● MySQL Reference Manual: https://dev.mysql.com/doc/
● PostgreSQL Documentation: https://www.postgresql.org/docs/
● Draw.io: https://app.diagrams.net/ (for diagram creation)
These references provide foundational knowledge, system component standards, and technical
guidelines essential for developing a robust and scalable solution.
