STOCK INVENTORY MANAGEMENT SYSTEM
1️ Product Management
1.1 Add Products
The system should allow the admin to add new products with the following details:
o Product Name
o Description
o Category (e.g., pens, books, notebooks)
o Quantity
o Price (actual and selling) (unit and total)
o Current Stock
1.2 Edit Products (Update)
The admin should be able to edit the product details listed above (e.g., correct a typo in the
product name or update the price).
1.3 Delete Products
The admin should be able to remove a product from the system.
1.4 Categorize Products
Products should be grouped into categories such as pens, books, notebooks, etc., to make
searching and filtering easier.
2 Stock Tracking
2.1 View Current Stock Levels
The system should display the current stock quantity for each product.
2.2 Low-Stock Alerts
The system should notify the admin when a product’s stock falls below a predefined threshold.
Admin can set or update the low-stock threshold for each product.
2.3 Track Incoming Stock
The system should allow recording of stock additions (e.g., when new items are purchased from
suppliers).
Incoming stock updates the current stock quantity automatically.
2.4 Track Outgoing Stock
The system should record stock reductions due to sales or other reasons (e.g., damage).
Outgoing stock reduces the current stock quantity automatically.
3 Sales & Purchases
3.1 Record Sales to Customers
The system should allow the admin or sales staff to record each sale transaction,
including:
o Customer details (optional or basic)
o Products sold with quantity and price
o Date and time of sale
o Total amount
Sales should automatically update stock levels by reducing the quantity sold.
3.2 Record Purchases from Suppliers
The system should allow recording purchases made from suppliers, including:
o Supplier details
o Products purchased with quantity and cost price
o Date and time of purchase
o Total amount
Purchases should automatically update stock levels by increasing the quantity received.
4️ Reports & Analytics
4.1 Sales Reports
The system should generate sales reports that can be viewed daily, weekly, and monthly.
Reports should include total sales, number of transactions, and top-selling products.
4.2 Profit/Loss Reports
The system should calculate and display profit and loss for a selected period.
Profit should be calculated based on the difference between sales price and purchase
cost of items sold.
4.3 Inventory Valuation
The system should provide a report showing the current value of inventory based on the
cost price of items in stock.
This helps in understanding the financial worth of the unsold stock.
5️ User Management
5.1 Admin Login
The system should provide secure login functionality for the admin to access
management features like products, sales, reports, etc.
Login should require a username and password.
5.2 Staff Roles and Permissions
The system should support multiple user roles, such as:
o Admin (full access)
o Sales Staff (can record sales but not manage products)
o Inventory Manager (can update stock but not access sales reports)
The admin should be able to create, edit, or delete user accounts and assign roles.
6️ Billing Section
6.1 Create Bills for Sales
The system should generate a detailed bill/invoice for each sale transaction.
Bill should include:
o Store name and contact details
o Date and time of sale
o Customer details (optional)
o List of products sold with quantity, unit price, and total price
o Subtotal, taxes (if applicable), discounts (if any), and final amount
o Payment method (cash, card, etc.)
6.2 Print and Save Bills
The system should allow printing the bill for the customer.
Bills should be saved in the system for future reference and reports.
6.3 Manage Returns and Discounts
The system should support applying discounts on products or the entire bill.
The system should handle product returns and update stock and sales records
accordingly.
