Here is a Software Requirements Specification (SRS) for a Utility Store Management App, which will help

manage the sales, inventory, and reporting for utility stores.

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Software Requirements Specification (SRS)

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1. Introduction

1.1 Purpose

This document describes the functional and non-functional requirements for the Utility Store
Management App. This system will help manage inventory, track sales, and provide reporting features
for utility stores. It will streamline operations by providing functionalities such as product management,
sales processing, and real-time inventory tracking.

1.2 Scope

The Utility Store Management App will be used by store owners, staff, and administrators to manage
daily operations. It will handle sales, stock levels, and financial reports while providing insights into store
performance. The system will have role-based access for different users (e.g., admin, cashier, and store
manager).

1.3 Definitions, Acronyms, and Abbreviations

- POS: Point of Sale

- API: Application Programming Interface

- UI: User Interface

- SKU: Stock Keeping Unit

- Inventory Management Guidelines

- Retail Software Best Practices

1.5 Overview

This document describes the overall system architecture, specific functional and non-functional
requirements, user roles, use cases, and design constraints of the Utility Store Management App.

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2. Overall Description

2.1 Product Perspective

The Utility Store Management App will integrate the core functionalities of inventory tracking, sales
processing, and reporting into a single platform. It will be accessible via mobile and desktop platforms,
providing users with real-time data on inventory and sales operations. The system will integrate with
external payment gateways and accounting software.

2.2 Product Features

1. Inventory Management:

- Add, update, and delete products.

- Track stock levels for each product.

- Low-stock notifications and reordering alerts.

2. Sales and Billing:

- POS system for processing sales transactions.

- Support for multiple payment methods (cash, card, online).

- Generation of digital receipts.

3. User Management:
 - Role-based access control (Admin, Store Manager, and Cashier).

- Secure login and user authentication.

- User activity tracking.

4. Reports and Analytics:

- Daily, weekly, and monthly sales reports.

- Inventory reports with stock levels, reorders, and turnover rate.

- Customer purchase history and trends.

5. Integration with Payment Systems:

- Integration with popular payment gateways for online transactions.

- Support for digital wallets and bank transfers.

6. Mobile and Web Accessibility:

- Responsive design for mobile and tablet devices.

- Mobile app for Android and is (optional).

2.3 User Classes and Characteristics

1. Administrator:

- Full access to all features.

- Can manage users, inventory, and system settings.

2. Store Manager:

- Can manage inventory and generate reports.

- Can view sales data but has limited access to system settings.

3. Cashier:

- Can process sales and generate receipts.

- Limited access to inventory management.

- Can view products and place orders online.

- Can access order history and request refunds.

2.4 Operating Environment

- Web-based Application: Accessible via modern browsers (Chrome, Firefox, Safari, and Edge).

- Mobile Application: Available on Android and iOS devices.

- POS Terminals: Integrates with POS hardware for billing.

2.5 Design and Implementation Constraints

- The app should comply with local taxation and invoicing laws.

- Must support integration with third-party accounting and payment gateways.

- Data storage should comply with GDPR for customer data protection.

2.6 Assumptions and Dependencies

- The store will have reliable internet access for cloud-based functionalities.

- Integration with external payment systems is dependent on the availability of APIs from third-party
providers.

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3. Functional Requirements

3.1 Inventory Management

- FR 1.1: The system shall allow the admin and store manager to add, update, or delete products in the
inventory.

- FR 1.2: The system shall track stock levels for each product.

- FR 1.3: The system shall generate low-stock notifications and reorder alerts.
- FR 1.4: The system shall assign unique SKUs to all products.

3.2 Sales and Billing

- FR 2.1: The system shall provide a POS interface for cashiers to process sales transactions.

- FR 2.2: The system shall support multiple payment methods (cash, credit/debit cards, and digital
payments).

- FR 2.3: The system shall generate digital or printed receipts after a sale is completed.

- FR 2.4: The system shall calculate and apply relevant taxes to each sale.

3.3 User Management

- FR 3.1: The system shall support role-based access control for Admin, Store Manager, and Cashier
roles.

- FR 3.2: The system shall require secure login for all users.

- FR 3.3: Admins shall be able to add, edit, or remove users from the system.

3.4 Reports and Analytics

- FR 4.1: The system shall generate daily, weekly, and monthly sales reports.

- FR 4.2: The system shall provide inventory reports, including stock levels, reorder status, and stock
turnover rates.

- FR 4.3: The system shall provide customer purchase history reports.

- FR 4.4: The system shall support exporting reports in CSV or PDF formats.

3.5 Integration with Payment Systems

- FR 5.1: The system shall integrate with payment gateways to process online transactions.

- FR 5.2: The system shall support contactless payment methods such as digital wallets and NFC-based
payments.

3.6 Mobile and Web Accessibility

- FR 6.1: The system shall be accessible via web browsers on desktops, tablets, and mobile phones.
- FR 6.2: The system shall offer a mobile application that includes inventory management and sales
processing.

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4. Non-Functional Requirements

4.1 Performance Requirements

- The system should handle at least 100 concurrent sales transactions.

- The response time for inventory lookup and sales processing must be under 1 second.

4.2 Security Requirements

- All sensitive data (user credentials, payment information) must be encrypted.

- The system must support multi-factor authentication for admin and store manager accounts.

- Role-based access control must ensure that each user can only access authorized sections of the app.

4.3 Usability Requirements

- The app should provide an intuitive user interface with minimal training required for cashiers and staff.

- The POS interface should be optimized for fast transactions with a minimal number of steps.

4.4 Reliability and Availability

- The system should have 99.9% uptime availability.

- The system shall have backup and disaster recovery mechanisms in place to prevent data loss.

4.5 Scalability

- The system should be able to scale to support multiple store locations and centralized management.

- Cloud infrastructure should allow the system to handle increased inventory and sales volumes.

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5. System Models

5.1 Use Case Diagrams

- UC1: Process Sales Transaction

- Actors: Cashier

- Description: Cashier processes sales, prints receipt, and updates inventory.

- UC2: Manage Inventory

- Actors: Store Manager

- Description: Store Manager adds or removes products, updates stock levels, and views inventory
reports.

- UC3: Generate Sales Report

- Actors: Store Manager, Admin

- Description: User generates sales and inventory reports for analysis.

5.2 Sequence Diagrams

- Illustrating key processes such as product addition, sales transactions, and report generation.

5.3 Data Flow Diagrams

- Representing the flow of data between users, the system, and external integrations (e.g., payment
gateways, accounting systems).

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6. Appendices

6.1 Assumptions
- Store staff will be trained to use the system.

- Internet connection will be available for cloud-based features.

6.2 Glossary

- Stock Keeping Unit (SKU): A unique identifier for each product in the inventory.

- Point of Sale (POS): The system used to process sales and transactions.

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End of SRS Report

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This document provides a comprehensive overview of the Utility Store Management App, including
functional and non-functional requirements, use cases, and design constraints. Let me know if you'd like
to add any further details or make adjustments!