Final Project-Management System

Name, No. of panels, roles and problem statement.

Name : Saima Sohail

Roll no : 288921
Teacher : Ms Areeba
Class : UI-UX

Grocery Store Management System (GSMS)

Name : FreshMart Supermarket
1. Overview
A Grocery Store Management System is a software application designed to streamline the
operations of a grocery store. This system helps in managing inventory, sales, employees,
customers, orders, and supplier information efficiently. It provides both the front-end for the
grocery store operations and the back-end for administrative tasks. The system includes
user-friendly dashboards (panels) for different roles such as admin, cashier, and inventory
manager.

2. System Panels

1. Admin Panel:

Key Roles of the Admin Panel

Inventory Control and Management:

➢ Admins can view real-time inventory levels and stock status, track product
categories, and update stock quantities as needed.
➢ The panel allows the setup of low-stock alerts, expiration tracking for perishable
goods, and management of restocking schedules.

User Management:
 ➢ The panel enables the admin to create and manage user roles, assigning
permissions for different levels of access (e.g., cashier, manager, stock
manager).
➢ This feature ensures that sensitive data and configurations are only accessible to
authorized personnel.

Sales and Transaction Monitoring:

➢ The admin can monitor POS transactions, view real-time sales data, and
generate invoices or receipts as required.
➢ Sales analytics tools within the panel provide insights into daily, weekly, or
monthly sales, aiding in forecasting and trend analysis.

Supplier and Purchase Order Management:

➢ Admins can add, update, and manage supplier information, track order histories,
and set up recurring orders with preferred suppliers.
➢ They can also view pending, fulfilled, and overdue orders, making it easier to
maintain strong supplier relationships.

Reporting and Analytics:

➢ Comprehensive reports on sales performance, inventory turnover, and expenses

can be generated from the admin panel, allowing for easy access to actionable
data.
➢ Customizable reports and visualizations (such as charts and graphs) make it
easy for admins to analyze trends, assess profitability, and identify areas for
improvement.

Promotion and Discount Management:

➢ Admins can create, manage, and apply discounts, loyalty programs, and
promotional offers directly through the admin panel.
➢ The panel allows the scheduling of promotions and tracking of their impact on
sales, helping the store make strategic marketing decisions.

Waste Reduction and Expiration Tracking:

➢ The admin panel can be configured to send alerts when products are
approaching expiration or if overstock is detected.
➢ Admins can use these insights to mark down products nearing expiration or apply
discounts to reduce waste effectively.

System Configuration and Security:

 ➢ The admin panel provides settings for configuring the system, including POS
setup, tax rates, currency, and payment gateways.
➢ Security features, such as data encryption and user access control, help protect
sensitive data and prevent unauthorized access to the system.

2- Inventory Manager Panel

Key Roles of the Inventory Manager Panel

❖ Inventory Monitoring and Stock Updates:

➢ Allows inventory managers to view real-time stock levels of all items, including
details like current quantity, threshold levels for reordering, and storage location.
➢ Managers can update stock manually or adjust inventory levels based on stock
audits, damage, or other stock adjustments.
❖ Low Stock Alerts and Reordering:
➢ The panel provides automatic low-stock alerts to help managers reorder products
before they run out, ensuring no disruptions in supply.
➢ Managers can initiate reorder requests directly from the panel or view
recommended reorder quantities based on sales data and set reorder thresholds
for different products.
❖ Supplier Management:
➢ The Inventory Manager Panel allows managers to maintain a database of
suppliers, including contact information, pricing, and order history.
➢ Managers can manage purchase orders, track delivery schedules, and receive
alerts for overdue deliveries, helping ensure that orders are timely and accurate.
❖ Waste and Expiration Tracking:
➢ The panel includes tools for tracking expiration dates on perishable goods,
alerting managers to items nearing expiration, so they can take action to reduce
waste.
➢ Inventory managers can initiate markdowns or move products to priority sections
in the store to encourage quicker sales of soon-to-expire items.
❖ Inventory Audits and Adjustments:
➢ The panel allows for periodic audits and adjustments, making it easy to log
discrepancies between recorded and physical stock.
➢ Managers can record reasons for discrepancies (such as damage, theft, or
spoilage) and use this data to improve inventory accuracy and reduce losses
over time.
❖ Inventory Forecasting:
➢ Based on historical sales trends and seasonal patterns, the panel can offer
insights and forecasts for future stock requirements.
➢ Forecasting tools can help managers prepare for peak sales periods and adjust
inventory levels based on predicted demand.
❖ Product Categorization and Organization:
 ➢ Inventory managers can categorize products by department, section, or type
(e.g., perishable vs. non-perishable), which aids in better organization and
quicker retrieval.
➢ This function allows for organizing stock by shelf life, popularity, or other criteria,
improving overall store organization.
❖ Inventory Movement and Transfers:
➢ The panel provides the ability to log inventory transfers between storage areas or
branches (if part of a chain), allowing full visibility over stock movement.
➢ This feature also helps in rebalancing stock across multiple locations to meet
demand where it’s highest.

3- Cashier Panel

Key Roles of the Cashier Panel

❖ Point of Sale (POS) Checkout:

➢ The cashier panel provides a POS interface for scanning or selecting products,
which automatically adds items to the customer’s bill.
➢ The system calculates the total amount, including taxes and any applicable
discounts, reducing the need for manual calculations and speeding up checkout.
❖ Payment Processing:
➢ The panel supports various payment methods, including cash, credit/debit cards,
digital wallets, and loyalty points.
➢ It enables cashiers to handle split payments, refunds, and provide change,
ensuring that all transactions are recorded accurately.
❖ Discounts and Promotions:
➢ Cashiers can apply available discounts or promotional codes directly through the
panel, allowing them to offer customers any ongoing deals.
➢ The panel ensures that only valid discounts are applied, and it automatically
calculates the revised total, which reduces errors and improves customer
satisfaction.
❖ Receipt Generation and Printing:
➢ After completing a transaction, the panel generates a digital or printed receipt,
providing an accurate record of the purchase for both the customer and the store.
➢ Customizable receipt options can include loyalty points, promotional offers, and
store contact information, adding value for the customer.
❖ Loyalty Program Management:
➢ The cashier panel can access customer loyalty accounts, allowing cashiers to
add points for purchases or redeem points for discounts, enhancing customer
engagement with the loyalty program.
➢ Cashiers can also look up customers’ past purchases, which can help in handling
returns or exchanges.
❖ Transaction Logging and Reporting:
 ➢ The panel automatically logs all transactions in the system, giving managers
access to transaction history and providing transparency.
➢ Cashiers can view a summary of their shifts, including total sales, refunds, and
discounts applied, helping them reconcile at the end of each shift.
❖ Real-Time Inventory Updates:
➢ As items are sold, the cashier panel updates the inventory levels in real time,
ensuring stock information is always accurate and up-to-date.
➢ Low-stock alerts can also be displayed on the cashier panel, allowing cashiers to
notify inventory managers if key items are running low.
❖ Customer Support and Issue Resolution:
➢ Cashiers can handle customer inquiries or issues, such as incorrect pricing,
missing items, or returns, directly through the panel.
➢ The panel provides access to essential product information and pricing, helping
cashiers quickly resolve any customer concerns.
❖ End-of-Day Reconciliation:
➢ At the end of a shift, the cashier panel allows cashiers to close out their register
by generating a summary of total cash and card transactions.
➢ This feature simplifies end-of-day reconciliation, reducing errors and allowing
quick verification of the cash drawer.

4- Customer Panel

Key Roles of the Customer Panel

❖ Product Browsing and Search:

➢ Customers can browse the store’s product catalog, filtering by category, brand, or
dietary preferences (e.g., gluten-free, organic).
➢ The panel includes a search function to quickly locate specific items, showing
availability and pricing in real-time, improving convenience.
❖ Online Ordering and In-Store Pickup:
➢ The panel allows customers to place orders online for home delivery or in-store
pickup, offering flexibility and a streamlined shopping process.
➢ Customers can add items to a cart, choose quantities, select pickup or delivery
options, and track order status through the panel.
❖ Price and Discount Checking:
➢ Customers can check prices and see any active discounts or promotions, making
it easy to compare options and make purchasing decisions.
➢ The panel may also show member-exclusive discounts and seasonal offers to
help customers take advantage of deals.
❖ Account and Order History Management:
➢ Customers can manage their personal account, including updating contact
information, addresses, and payment methods.
➢ They can view their order history and reorder items from previous purchases,
making repeat shopping simple and efficient.
 ❖ Loyalty Program and Rewards Tracking:
➢ Customers can view their loyalty points balance, track rewards, and redeem
points for discounts or special offers through the panel.
➢ This feature helps keep customers engaged with the loyalty program, enhancing
their connection with the store.
❖ Customized Recommendations:
➢ The panel can display personalized product recommendations based on
browsing history, past purchases, or dietary preferences, making shopping more
relevant and personalized.
➢ Special promotions or discounts can also be tailored to individual customers,
encouraging repeat purchases.
❖ Notifications and Alerts:
➢ Customers can receive alerts on the availability of out-of-stock items, updates on
order status, and notifications of upcoming sales or new product arrivals.
➢ This feature keeps customers informed and improves the chances of meeting
their shopping needs.
❖ Product Reviews and Ratings:
➢ Customers can read and contribute reviews and ratings for products, helping
others make informed decisions and fostering a community aspect within the
store’s customer base.
➢ Feedback from the reviews can also help the store improve product offerings and
customer satisfaction.
❖ Shopping Lists and Favorites:
➢ Customers can create and save shopping lists for frequently purchased items,
making repeat orders faster and easier.
➢ They can also mark favorite products, which can be accessed quickly and added
to their cart anytime.
❖ Customer Support and Feedback:
➢ The customer panel offers a contact feature for customer support, allowing
customers to ask questions, report issues, or provide feedback.
➢ Feedback can be used by the store to improve services and address customer
concerns promptly.
❖ Customer Support and Issue Resolution:
➢ Cashiers can handle customer inquiries or issues, such as incorrect pricing,
missing items, or returns, directly through the panel.
➢ The panel provides access to essential product information and pricing, helping
cashiers quickly resolve any customer concerns.
❖ End-of-Day Reconciliation:
➢ At the end of a shift, the cashier panel allows cashiers to close out their register
by generating a summary of total cash and card transactions.
➢ This feature simplifies end-of-day reconciliation, reducing errors and allowing
quick verification of the cash .

Problem Statement
Managing a grocery store efficiently can be challenging, particularly when it comes to tracking
inventory, processing customer orders, and managing suppliers. Traditional manual
management systems are prone to human errors, including incorrect stock levels, order
inaccuracies, and lost records, which can impact sales and customer satisfaction. Store owners
often face difficulties in understanding sales trends, managing promotions, and tracking
perishable items to avoid waste.

The lack of a digital system means that store managers cannot quickly access reports on sales,
expenses, and profitability. Furthermore, without automated alerts, products often run out of
stock unexpectedly, and seasonal demand can be challenging to predict, leading to either
stockouts or overstock situations. These challenges make it difficult for grocery stores to meet
customer needs consistently and cost-effectively.

Solution
A Grocery Store Management System (GSMS) can streamline the operational and
administrative functions of a grocery store. This system would be a comprehensive software
solution to handle inventory management, sales tracking, supplier coordination, and customer
management. Key features include:

1. Inventory Management: Automated inventory tracking that updates in real time as sales
are made, with notifications for low stock levels and insights on perishable items nearing
expiration.
2. Sales and Billing System: A POS (Point of Sale) interface to manage customer
checkouts, generate receipts, apply promotions, and update inventory automatically,
reducing checkout time and minimizing errors.
3. Supplier and Purchase Order Management: Tracking of supplier details, purchase
orders, and delivery schedules to ensure timely restocking. The system can help
optimize reorder points and suggest restocking based on historical sales data.
4. Sales Reporting and Analytics: Daily, weekly, and monthly sales reports, allowing
store managers to analyze trends, monitor peak periods, and adjust stock levels
accordingly. This module could also identify the best-selling products and analyze
seasonal demand patterns.
5. Customer Management: Collecting customer data, managing loyalty programs, and
sending personalized offers based on purchase history to enhance customer retention
and satisfaction.
6. Waste Reduction Module: Tracking of perishable goods, alerting the staff about items
close to expiration, and suggesting promotions to encourage sales, reducing waste.
By implementing the GSMS, grocery stores can enhance operational efficiency, reduce waste,
improve customer satisfaction, and maximize profits. This system will allow store managers to
make data-driven decisions, ensure product availability, and streamline day-to-day operations.