RETAIL MANAGEMENT SYSTEM - PROCESS FLOWCHART

1. SYSTEM SETUP & CONFIGURATION

[Start] → [User Login] → [OTP Verification] → [Company Setup]
↓
[Enter Company Details] → [Configure Site Settings] → [End Setup]

2. MASTER DATA CREATION FLOW

[Start Masters Setup]
↓
+----------------+----------------+
| | |
[Warehouse] [Tax Masters] [Units of Measure]
| | |
+----------------+----------------+
↓
[Product Category Setup]
↓
[Product Master Creation]
↓
+-----------+-----------+--------------+
| | | |
[Customers] [Vendors] [Sales Agents] [Accounts]

3. SALES PROCESS FLOWCHART

[Start Sales] → [Select Customer] → [Choose Warehouse] → [Add Products]
↓
[Fetch Product Details] → [Calculate Taxes] → [Apply Discounts]
↓
[Select Payment Method] → [Generate Invoice] → [Update Inventory]
↓
[Print Document] → [Save Transaction] → [End Sales Process]
SALES TRANSACTION FETCHING FLOW
[Start New Sale]
↓
[Select Customer] → FETCH → Customer Master
↓
[Select Warehouse] → FETCH → Warehouse Master
↓
[Scan/Select Product] → FETCH → Product Master
↓
+------------------------------+-----------------+-----------------+-----------------+
| | | | |
FETCH Price FETCH Tax Rate FETCH Unit FETCH Stock FETCH HSN Code
| | | | |
From Price List From Tax Master From UOM Master From Inventory From Product Master
| | | | |
+------------------------------+--------------------+-----------------+-----------------+
↓
[Auto-populate Line Item]
↓
[Calculate Total Amount]
↓
[Select Payment Account] → FETCH → Account Ledger
↓
[Complete Sale] → UPDATE → Inventory Stock Levels

4. PURCHASE PROCESS FLOWCHART

[Start Purchase] → [Select Vendor] → [Choose Warehouse] → [Add Products]
↓
[Fetch Purchase Details] → [Calculate Taxes] → [Receive Goods]
↓
[Quality Check] → [Generate GRN] → [Create Purchase Invoice]
↓
[Update Inventory] → [Record Liability] → [End Purchase Process]

PRODUCT MASTER DATA FETCHING HIERARCHY

text
[Create New Product]
↓
[Enter Basic Info] → Name, Code, Description
↓
[Select Category] → FETCH → Category Master
↓
[Select Brand] → FETCH → Brand Master
↓
[Select HSN Code] → FETCH → HSN Master
↓
[Define Units] → FETCH → UOM Master
↓
[Set Prices] → Purchase Price & Sale Price
↓
[Assign Tax] → FETCH → Tax Master
↓
[Assign Warehouses] → FETCH → Warehouse Master
↓
[Save Product] → Available for all transactions

5. INVENTORY MANAGEMENT FLOW

[Inventory Management]
↓
+------------------------------+------------------------+
| | |
[Stock Receiving] [Stock Transfer] [Stock Adjustment]
|||
[Update Qty In] [Move Between] [Physical Count]
|||
[Verify Against PO] [Update Both] [Adjust Differences]
|||
+----------------+----------------+
↓
[Update Stock Records]
↓
[Generate Stock Reports]

INVENTORY MANAGEMENT FETCHING FLOW

text
[Inventory Operation]
↓
+------------------------------+-----------------------+-----------------------+
| | | |
Stock Transfer Physical Count Stock Adjustment Stock Journal
| | | |
↓ ↓ ↓ ↓

Stock Transfer:
text
[Start Stock Transfer]
↓
[Select Product] → FETCH → Product Master + Current Stock
↓
[Select From Warehouse] → FETCH → Warehouse Master
↓
[Select To Warehouse] → FETCH → Warehouse Master
↓
[Execute Transfer] → UPDATE → Both Warehouse Stocks

Physical Stock Count:

text
[Start Physical Count]
↓
[Select Warehouse] → FETCH → Warehouse Master
↓
[Select Product Range] → FETCH → Product List for Warehouse
↓
[System Shows] → FETCH → Current System Stock Quantity
↓
[User Enters] → Physical Count Quantity
↓
[Generate Variance Report] → UPDATE → Adjusted Stock Levels

6. DATA FETCHING MATRIX

Transaction Data Fetched Master Data Source
Sales Invoice Customer Details Customer Master
Sales Invoice Product Info Product Master
Sales Invoice Price & Tax Price List & Tax Masters
Purchase Order Vendor Details Vendor Master
Stock Transfer Warehouse Info Warehouse Master

7. REPORTING & DASHBOARD FLOW

text
[User Login] → [View Dashboard] → [Select Report Type]
↓
[Choose Parameters] → [Generate Report] → [Display Results]
↓
[Export/Print] → [Save Configuration] → [End Reporting]
KEY PROCESS DECISION POINTS
Sales Type Decision Tree:
text
[Start Sale]
↓
+--------+--------+
| |
[Counter Sale] [Credit Sale]
| |
[Instant Payment] [Payment Terms]
| |
[POS Receipt] [Sales Invoice]

Payment Processing Flow:

text
[Select Payment] → [Choose Method] → [Enter Amount]
↓
[Cash] [Card] [UPI] [Credit]
| | | |
[Count] [Swipe] [Scan] [Select Terms]
| | | |
[Verify] [Process] [Confirm] [Approve]
| | | |
+---------+---------+---------+
↓
[Record Payment]

DATA FETCHING RELATIONSHIPS

Product Selection Flow:
text
[Select Product] → [Fetch from Masters]
↓
 +----------------+----------------+
| | | | |
[Name/Code] [Price] [Tax] [Unit] [Stock]
| | | | |
+----------------+----------------+
↓
[Populate in Transaction]

ERROR HANDLING FLOWS

Insufficient Stock Flow:
text
[Add Product to Sale] → [Check Available Stock]
↓ ↓
[Qty Available] [Insufficient Stock]
↓ ↓
[Proceed with Sale] [Show Warning Message]
↓ ↓
[Suggest Alternatives]
↓
[Adjust Quantity or Cancel] ↓

INTEGRATED FETCHING IN COMPLETE SALES CYCLE

CUSTOMER ENTERS STORE
↓
[POS Operator Login] → FETCH → User Permissions
↓
[Start New Sale] → FETCH → Default Settings
↓
[Scan Product Barcode] → FETCH → Product Database
↓
+------------------------------+------------------+--------------------+
| | | |
CHECK Stock APPLY Price CALCULATE CHECK Discount
Availability (Auto-fetched) Tax Eligibility
| | | |
+-----------------+-----------------+-----------------+
↓
[Repeat for All Items]
↓
[Select Customer] → FETCH → Customer History + Credit Limit
↓
[Apply Payment] → FETCH → Payment Methods + Cash Account
↓
[Complete Sale] → MULTIPLE UPDATES
↓
+-----------------+-----------------+-----------------+
| | | |
UPDATE Inventory UPDATE Customer UPDATE Sales UPDATE Daily
Stock Ledger Records Summary
| | | |
+-----------------+-----------------+-----------------+
↓
[Print Receipt] → FETCH → Receipt Template + Company Info