Functional requirements of Sales Management System with non-functional

Functional Requirements

1. User Authentication and Authorization
   • Allow users to create accounts and log in securely.
   • Different roles (e.g., sales representatives, managers, admins) should have access to specific functionalities based on their roles.
2. Sales Order Management
   • Create, update, and manage sales orders.
   • Track order status from creation to fulfillment and delivery.
   • Handle returns and exchanges, including updating inventory and processing refunds.
3. Customer Management
   • Maintain customer profiles, including contact details, purchase history, and preferences.
   • Manage customer interactions and track communication history.
   • Segment customers for targeted marketing and sales strategies.
4. Product Management
   • Manage product catalog, including adding, updating, and deleting product information.
   • Track product details like price, description, stock levels, and categories.
   • Integrate with inventory management to reflect real-time stock levels.
5. Sales Reporting and Analytics
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   • Generate reports on sales performance, including total sales, sales by product or region, and sales trends.
   • Provide analytics on customer behavior, sales pipeline, and sales forecasting.
   • Track key performance indicators (KPIs) and other metrics.
6. Quoting and Pricing Management
   • Create and manage quotes for potential sales.
   • Apply discounts, promotions, and special pricing.
   • Manage pricing rules and adjust pricing based on customer or sales conditions.
7. Inventory Management Integration
   • Integrate with inventory systems to update stock levels based on sales orders.
   • Manage inventory replenishment and track stock movements.
8. Sales Pipeline Management
   • Track sales opportunities through different stages of the sales pipeline.
   • Manage leads, prospects, and sales activities.
   • Forecast sales and set sales targets.
9. Order Fulfillment and Shipping
   • Manage order fulfillment processes, including picking, packing, and shipping.
   • Track shipping status and handle logistics.
   • Generate shipping labels and manage delivery schedules.
10. Payment Processing
    • Handle various payment methods (e.g., credit cards, online payments, cash).
    • Process payments and manage payment records.
    • Integrate with payment gateways for secure transactions.
11. Customer Service and Support
    • Provide tools for handling customer inquiries, complaints, and support requests.
    • Track customer service interactions and resolution status.

Non-Functional Requirements

1. Performance
   • Ensure quick response times for user interactions and transaction processing.
   • Handle multiple concurrent users and high volumes of sales data efficiently.
2. Scalability
   • The system should scale to accommodate increasing sales volume, customer base, and product catalog.
   • Support for expansion into new regions or markets.
3. Reliability
   • Ensure high system availability with minimal downtime.
   • Implement backup and recovery procedures to protect sales and customer data.
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4. Security
   • Protect sensitive customer and financial data with encryption and secure access controls.
   • Ensure compliance with data protection regulations (e.g., GDPR, CCPA).
5. Usability
   • Provide an intuitive and user-friendly interface for sales staff and managers.
   • Ensure ease of navigation and accessibility features.
6. Maintainability
   • Design the system for easy updates and maintenance.
   • Provide clear documentation for system administrators and developers.
7. Compatibility
   • Ensure compatibility with various devices and operating systems (e.g., desktop, mobile).
   • Integrate with other business systems (e.g., CRM, ERP) as needed.
8. Data Integrity
   • Ensure the accuracy and consistency of sales, customer, and product data across the system.
   • Implement validation checks and error-handling mechanisms.
9. Support and Documentation
   • Provide user manuals, help guides, and support resources for troubleshooting.
   • Offer technical support for system issues and maintenance.
10. Auditability
    • Maintain logs of user actions, system changes, and transactions for auditing purposes.
    • Provide audit trails for sales orders, payments, and inventory changes.