Functional requirements of Sales and Inventory Management System with non-functional

Functional Requirements for a Sales and Inventory Management System

1. Inventory Management:
   • Stock Tracking: Track inventory levels, including quantities on hand, quantities on order, and quantities reserved.
   • Stock Replenishment: Manage stock replenishment by setting reorder points and generating purchase orders when inventory levels are low.
   • Product Catalog: Maintain a catalog of products with details such as descriptions, prices, categories, and suppliers.
2. Sales Management:
   • Order Processing: Manage sales orders, including order creation, updating, and processing.
   • Customer Management: Maintain customer records with contact details, purchase history, and preferences.
   • Payment Processing: Process payments through various methods (e.g., cash, credit/debit cards, online payments) and handle transactions.
3. Reporting and Analytics:
   • Sales Reports: Generate reports on sales performance, including total sales, sales by product, and sales by region or salesperson.
   • Inventory Reports: Provide reports on inventory levels, stock movements, and stock valuation.
   • Performance Metrics: Analyze key performance indicators (KPIs) such as sales trends, inventory turnover, and order fulfillment rates.
4. Order Fulfillment:
   • Picking and Packing: Manage the picking and packing of orders for shipment, including generating packing slips and shipping labels.
   • Shipping Management: Track shipments and manage delivery schedules and logistics.
5. Supplier Management:
   • Supplier Records: Maintain records of suppliers, including contact information, product offerings, and pricing.
   • Purchase Orders: Create and manage purchase orders for stock replenishment and track order fulfillment.
6. Returns and Refunds:
   • Return Processing: Handle customer returns, including processing return requests, updating inventory, and issuing refunds.
   • Refund Management: Manage refund transactions and update financial records accordingly.
7. User Management:
   • Role-Based Access: Implement role-based access control to manage user permissions and access to different system functionalities.
   • User Profiles: Manage user profiles, including login credentials and access rights.
8. Integration with Other Systems:
   • Accounting Systems: Integrate with accounting systems for financial reconciliation and reporting.
   • E-commerce Platforms: Sync with e-commerce platforms for online sales and inventory management.
9. Data Security and Privacy:
   • Access Controls: Implement secure access controls to protect sensitive data and prevent unauthorized access.
   • Data Encryption: Use encryption to secure data in transit and at rest.
10. Backup and Recovery:
    • Data Backup: Regularly back up system data to prevent loss.
    • Recovery Procedures: Implement recovery procedures to restore data and system functionality in case of failures.

Non-Functional Requirements for a Sales and Inventory Management System

1. Performance:
   • Response Time: Ensure fast response times for inventory updates, sales transactions, and report generation.
   • Scalability: Handle high volumes of sales transactions and inventory data efficiently, especially during peak periods.
2. Reliability:
   • High Availability: Ensure the system is operational with minimal downtime.
   • Fault Tolerance: Implement mechanisms to handle hardware or software failures gracefully without data loss.
3. Security:
   • Data Protection: Use encryption and access controls to protect sensitive data, including customer information and financial records.
   • Secure Communication: Ensure secure communication channels for data exchange and remote access.
4. Usability:
   • User Interface: Design an intuitive and user-friendly interface for managing sales, inventory, and reporting.
   • Ease of Use: Ensure that order processing, inventory management, and reporting are straightforward and easy to use.
5. Maintainability:
   • Modular Design: Develop the system with modular components to facilitate maintenance and updates.
   • Documentation: Provide comprehensive documentation for system configuration, operation, and troubleshooting.
6. Interoperability:
   • System Integration: Ensure compatibility with other systems, such as accounting software and e-commerce platforms.
   • Standard Protocols: Use standard communication protocols for data exchange and integration.
7. Availability:
   • 24/7 Operation: Ensure the system is available around the clock to accommodate sales and inventory management needs.
   • Disaster Recovery: Implement a disaster recovery plan to restore system functionality in case of major failures.
8. Compliance:
   • Regulatory Compliance: Adhere to relevant regulations and standards for sales, inventory management, and data protection.
   • Data Privacy Regulations: Comply with data protection regulations (e.g., GDPR, CCPA) to ensure customer privacy.
9. Accessibility:
   • Inclusive Design: Design the system to be accessible to users with disabilities, following WCAG (Web Content Accessibility Guidelines).
   • Device Compatibility: Ensure compatibility with various devices used for accessing the system.
10. Localization and Internationalization:
    • Language Support: Support multiple languages for a global user base.
    • Regional Settings: Allow customization based on regional sales tax rates, currency formats, and inventory regulations.
11. Data Accuracy and Integrity:
    • Error Handling: Implement mechanisms to detect and correct errors in sales transactions and inventory records.
    • Data Validation: Ensure accurate data entry and processing through validation checks.
12. Scalability:
    • Growth Management: The system should scale to accommodate an increasing number of products, transactions, and users.
    • Performance Monitoring: Continuously monitor system performance and adjust resources as needed.