Add and Update Inventory Items: Allow users to add new food items to the inventory, update details such as item name, description, quantity, and expiration date.
Track Stock Levels: Monitor and update stock levels in real-time, including incoming shipments and outgoing inventory.
Manage Categories: Organize food items into categories (e.g., fruits, vegetables, dairy) for easier management and reporting.
Stock Control and Replenishment
Set Reorder Points: Allow users to set minimum stock levels for each item to trigger reorder alerts.
Automated Alerts: Generate alerts and notifications when stock levels fall below reorder points or when items are nearing expiration.
Manage Purchase Orders: Track and manage purchase orders for replenishing inventory, including order details, supplier information, and delivery schedules.
Expiration Management
Track Expiration Dates: Monitor expiration dates of food items and generate alerts for items approaching their expiration.
Manage Expired Items: Provide functionality to remove or dispose of expired items and update inventory records accordingly.
Inventory Audits
Conduct Audits: Facilitate periodic physical audits of inventory to reconcile physical stock with system records.
Audit Trails: Maintain logs of inventory adjustments, including reasons for changes and user details.
Reporting and Analytics
Generate Reports: Create reports on inventory levels, stock movements, purchase history, and supplier performance.
Analyze Trends: Provide analytics tools to track inventory turnover rates, identify trends, and optimize inventory levels.
Supplier Management
Manage Supplier Information: Maintain a database of suppliers, including contact details, product offerings, and performance metrics.
Track Supplier Orders: Monitor and manage orders from suppliers, including order statuses, delivery times, and discrepancies.
User Management and Access Control
Role-Based Access: Implement role-based access control to restrict functionality based on user roles (e.g., inventory managers, auditors).
User Authentication: Provide secure login mechanisms and manage user roles and permissions.
Integration with Other Systems
ERP Integration: Integrate with Enterprise Resource Planning (ERP) systems for seamless data exchange and financial reporting.
POS Integration: Integrate with Point of Sale (POS) systems to synchronize inventory data with sales transactions.
Mobile Access
Mobile Interface: Ensure the system is accessible on mobile devices, including smartphones and tablets.
Mobile App: Provide a mobile app or a mobile-friendly interface for managing inventory on the go.
Barcode/RFID Scanning
Scan and Track: Support barcode or RFID scanning for efficient inventory tracking and management.
Inventory Updates: Update inventory records automatically based on scan data.
Inventory Adjustment
Record Adjustments: Allow users to record adjustments for discrepancies found during audits or inventory counts.
Manage Adjustments: Provide tools for reviewing and approving inventory adjustments.
Non-Functional Requirements
Performance
Response Time: Ensure fast response times for inventory searches, updates, and reporting.
High Volume Handling: Handle large volumes of inventory data and concurrent user activity efficiently.
Scalability
System Growth: Support the addition of new inventory items, categories, and users as the system grows.
Data Expansion: Scale to accommodate increasing inventory data, including expanded product lines and multiple locations.
Reliability
System Availability: Ensure high system availability with minimal downtime, particularly during peak inventory management periods.
Backup and Recovery: Implement backup and recovery procedures to protect data and ensure business continuity.
Security
Data Protection: Protect sensitive inventory and supplier data with encryption and secure access controls.
Access Control: Implement measures to prevent unauthorized access, data breaches, and fraud.
Usability
User Interface: Provide an intuitive and user-friendly interface for managing inventory, conducting audits, and generating reports.
Ease of Use: Ensure ease of navigation, data entry, and information retrieval for users with varying levels of technical expertise.
Maintainability
System Updates: Design the system for easy updates, maintenance, and troubleshooting.
Documentation: Provide clear documentation for system administrators and support personnel.
Compatibility
Device and Browser Support: Ensure compatibility with various devices (e.g., desktops, tablets, smartphones) and web browsers.
Platform Support: Support different operating systems and platforms to ensure a consistent user experience.
Data Integrity
Accuracy and Consistency: Ensure accuracy and consistency of inventory data, including stock levels, expiration dates, and supplier information.
Validation Checks: Implement validation checks and error-handling mechanisms to maintain data quality.
Support and Documentation
User Manuals: Provide comprehensive user manuals, help guides, and support resources for troubleshooting and training.
Technical Support: Offer technical support for system issues, inventory management, and user assistance.
Auditability
Activity Logs: Maintain logs of system activity, user interactions, and inventory transactions for auditing purposes.
Audit Trails: Provide audit trails for inventory adjustments, purchase orders, and supplier interactions.
