Smart Store Management System

Description:

            As we are well aware of the fact that the customer and consumer prefer to buy an article and item while he or she is enjoying their time. Keeping in mind the success factors of Imtiaz Super Store, METRO Cash and Carry, Chase Up, SB Departmental store, City Mega Mart, Family Marts, Gourmet Sweets and Backers and few others that they allow their customers to have fun while shopping at their stores. They are maintaining multiple sites in a city as well as having their branches in multiple cities across the country and outside the country as well.

The theme of these success stories primarily focuses on ease of selling their products by facilitating the customers. Customers are facilitated with proving online shopping carts, COD and Debit/credit card payment options, Promotions and bonuses.

            Besides that, all of the above companies have maintained their:-

ü  Online web based stores

ü  Multiple outlets in a city

ü  Stores across the country

ü  No barriers for purchasing anywhere in the world

ü  Stocks for almost all the items locally in a store, web based stores.

ü  Feedback about the experience of the user/customer

ü  Brands locally and multinational companies

ü  Online systems which are disseminating sale promotion activities to their customers

ü  Reliable delivery mechanism for online users.

            Keeping in mind all the above facts, these companies have very special type of management information system which is very helpful in making strategic decisions. They are using skilled Human Resources and Decision Support Systems to provide an insight of the Business and Business procedures. What is actually needed, What we have, Where we have to move, Logistics, Procurement.

          The basic Information System will be able to record all the transactions about the current business state. This type of information will let the Managers to have an overview about the current business state like daily and monthly sales, stock, purchases, expenses. But how we have to anticipate about the need of the stock for next month, next week. Which items are not sold for last 2 months, which items are getting nearer to their expiry, how promotion of the sale activities will be helpful. The answer of all these questions is the need of INTELLIGENCE. The intelligent system is required that will allow the managers and owners to be vigilant, well aware, updated and to anticipate about the desired needs.

         This need of the system will be developed in this proposed web based application by implementing OLTP(Online Transaction Processing), OLAP(Online Analytical Processing) for DSS(Decision Support System)

                 So, basically, it’s a sale. So, it can be on credit as it is a web-based system that's why, it can be on cash and its allowed for online shopping too. For that case you must have some parties who subscribe your website permanently and they must choose their passwords then they can go further for shopping for buying and selling cart and after selection of their desired products they'll purchase them. After that there are some parties who visit your stores or outlets and buy or do shopping there so they can shop on cash or credit cards too.

                Stock Basically we'll categorize the stock. For example, if we are having a stock of garments then we'll make categories of female, male and baby garments. Then furthermore sub categories will be there like parallel garments, under garments, trousers, jeans, shirts, pajama’s, jackets, strollers etc. Next section will be for cosmetics and sub sections for cosmetics are skin care, make up, body massage, hair products, eyes products, facial kits, hand lotions, body lotions etc. In this way a proper hierarchy will be formed.

                Customer Now we'll discuss about customers there are type of customers. Some customers shop and do payments at the time by cash. To deal with them chart of accounts must be formed and implemented with the time payments will be recorded and it'll be done according to customer preference and convenience so we'll deal with the customers who do online shopping and payments.

                At the end we will see the whole account details on daily, weekly, monthly and yearly basis too, to have a detailed comparison/ ratio of online shopping customers and on store customers and customer who done their payments at the point and Number of customers doing cash on delivery.

                Then we'll have a detail of accounts customer basis, online / on store shopping and categories basis too. It'll be shown horizontally and vertically. As it'll show the detail of every single item their time and date and territory, city wise if we have multiple stores. Our software will be synchronized in such a way that if we have multiple stores/ outlets in different cities and in city on different locations it can be used there too and stores can be listed number wise like store no:1 (city, area, branch) all that.

 FEATURES AND MAJOR PARTS OF PROJECT:

1-      SIGNUP

This application will be designed dynamically to facilitate on store customers and clients as well as online customers. All the customers will be required to sign up to make transactions and to remain updated about promotions.

2-      LOGIN

Admin and Power Users

This category of users will be added into the system to perform sensitive tasks like adding and removing Inventory Clerks, Service Writers, Purchasers and Purchase Transactions, Accountant and maintaining Charts of Accounts and so on. These power users will let the other users to use the Web based Application for making transaction.

   §  Admin login.

   §  Register and delete any Category and their sub category i.e.

o   Head Item Category

§  Garments

§  Beverages

§  Confectionery Items

§  Shoes and Footwear

§  Eatable and Non-eatable

   §  Register and delete any Sub Category and the Item for sale as mentioned above

§  Garments

·        Gents or Ladies

·        Baby Garments

·        Under garments

·        Apparels

§  Beverages

·        Soft Drinks

o   Coca Cola

o   Pepsi

·        Energy Drinks

o   Red Bull

o   Few others

·        Plain Water

§  View Stock Information

   §  Search items using category, sub category, item name and code

   §  Mange and edit all information about Sales, Purchases, Customers, Stock etc.

   §  Mange and edit Employee attendance and salary.

   §  Add daily transactions of the expenses

   §  Admin must logout.

POST Users

            Point of Sale Terminal users will be responsible for recording all the transactions about sale. They will be able to login and access their Sales Form for sales transaction. When a customer reaches POST, the transaction will be initiated.

·        POST user will be authorized with a valid username and password to login for using the web application.

    ·        Insert, update the Sales Transaction.

    ·        View Stock information of their designated Store.

    ·        View price information of the items available for sale at their designated store.

Customers as Consumers

            The objective of this web based application is to allow the users to access the system using web application and they can buy an item/s using authorized login. They will be required to subscribe by filling online form, mentioning their valid email address, residential address, mobile number. A conformation code will be sent to their email address or mobile phone for verification and activation of the user.

§   Consumers will be required to register.

§  They will be able to login and make online purchase transactions.

§  They will be facilitated with COD(Cash on delivery) or Credit/Debit card payment.

§  View their orders, confirm, and reject their purchase transactions.

                 3-      PURCHASE

This part of the web based application will allow only authorized users to record and purchase transaction. The purchase of items/articles will be accomplished keeping in view the desired needs of all the stores, branches within or outside the city. First phase will be initialized for collecting information about the demand from all the stores about an item. Then PO(purchase order) will be generated and proceeded further. The following Interfaces will require be filling and submitting to the higher authorities for procurement. This information will be provided store wise. The managers will be able to get information from all the stores and can summarize them into a single report.

ü  Requisition for Items/Articles in exact quantity i.e. number, dozens, liters, Packets, cartons etc.

ü  Each Requisition must be submitted keeping in mind one week processing time for purchase and make them available for sale.

ü  Each requisition form will be provided with exact company name, brand name, article name and article code and exact quantity required. Before submission, the quantity available currently at store will also be mentioned.

4-      SALE

                This application will allow multiway sale options. Sale transactions will be allowed for online users as well as the customers who are physically visiting the store. A proper way will be adopted for selling items for online users, facilitating them with COD/ Debit/ Credit card payment using 3^rd party tools.

                The users who are physically visiting the store will also be able to may transactions using credit/debit cards.

                 5-      STOCK

                As this application must record all the information about the inventory and stock. This process is very technical as there may be many outlets of the company in a single city so maintaining a local warehouse adjacent to the store is mandatory. 2^nd option is to facilitate all the stores in a city with centralized warehouse. All the stock information will be maintained warehouse-city wise, Store wise, Category wise, Purchase Date wise, Expiry date wise, Company Wise, Territory Wise.

ü  Stock reports will be shown to Users at POIT of Sale Terminal

ü  Stock reports will be available for Managers for their designated Stores/Warehouse

ü  Stock will be shown to the online users.

ü  Stock will be shown to the Managers for purchasing.

ü  Stock will be shown to the Owners from all the stores, warehouses, category wise, item wise, city or territory wise.

                6-    Racking   

                     Manual racking

                    Auto racking

 6-      REPORTS

a.      (Sale, purchase, Stock, Return, Expenses, Employees, Departments)

1-      Daily        

2-      Weekly

3-      Monthly

ü  Each report will require [start date] and [end date]

ü  Each report will retain session information about the user and keeping in view the rights and privileges, the report will be published.

ü  The managers will be able to get information about all their designated stores, warehouses.

ü  The Owners will be able to get information about all the stores, warehouses, territory wise/Category wise, Manager wise, Store wise, Item wise, Expiry date wise.

b.       

ü  Requisition for purchase of Items for warehouse

ü  Employees

                        Attendance

                        Salary Slips

Sales and Purchase (depending of their trade)

ü  Sales Invoice

                        To be printed for each customer (on store and online)

ü  Departments

                        Department Location, Managers, No of employees, progress

ü  Stores

                        Store information, Location, Total nos. of Stores, city/territory                           wise

8-      NOTIFICATION

Alerts will be shown to managers and person concerned:-

ü  When the quantity of the item/article is less than the item sold in a week.

ü  Purchase requisition is issued but stock is not yet received after exact one week.

ü  Purchase order is issued having less than 7 days for purchase.

ü  Expenses are exceeding their weekly limits.

ü  Items not included in any sale transactions for one month.

ü  Items returned by most of the customers with regrets.

ü  Items having maximum sale and running out of stock.

ü  Any unauthorized access.

ü  Local Backup failure or not taken the backup.

 

 

Tools:

·        Php  Or   Asp.net