InventoryManagementSystemDocu.md

A. INTRODUCTION

Manually managing inventory is prone to human error, such as miscounts or misplaced records, leading to inaccuracies that can disrupt operations. The Inventory Management System is a critical tool used by businesses of all sizes to manage and control their inventory levels, orders, sales, and deliveries. The primary purpose of an Inventory Management System is to ensure that a business has the right amount of stock at the right time to meet customer demand without overstocking or under stocking. In today’s fast-paced and competitive business environment, an effective Inventory Management System is essential for managing resources efficiently and achieving long-term business success. With real-time data and analytics, owners and managers can make informed decisions about purchasing, sales strategies, and inventory management, leading to better overall business performance.

An inventory management system's overall goal is to make inventory management more effective, economical, and customer-focused, which will increase a company's profitability and competitiveness. The system standardizes and simplifies inventory management processes, making it easier for staff to perform their duties with fewer errors and less confusion. Sales and customer service teams can quickly check inventory levels and provide accurate information to customers, ensuring that orders are fulfilled promptly and correctly. With comprehensive reports and analytics, businesses can identify patterns, forecast demand, and plan for seasonal fluctuations or market changes.

B. Project Features and Characteristics

The proposed project Inventory Management System consist of the following features:

1. Product Management – add, update, delete products, manage product category – admin or owner
2. Order Management – create, update, delete purchase orders, track order status – admin or owner
3. User Management – assign roles with specific access levels.
4. Reporting and Analytics - Generation of detailed reports on inventory levels.

C. Project Scope

The scope of this project includes the design, development, and implementation of an Inventory Management System tailored to meet the needs of small to medium-sized businesses. The system will cover the following areas:

1. Order Management:

• Automation of purchase orders, sales orders, and order fulfillment processes.
• Integration of order processing with inventory updates to ensure accurate stock levels.

2. Reporting and Analytics:

• Generation of detailed reports on inventory levels, sales trends, and supplier performance.
• Tools for demand forecasting and trend analysis to support decision-making.

3. User Management:

• Role-based access control, allowing different levels of system access based on user roles (e.g., Admin, Inventory Manager, Sales Staff).
• Customizable dashboards and user interfaces tailored to specific roles.

D. Work Breakdown Structure

E. Functional Requirements

1. User Requirements

USER ROLES	PERMISSIONS
ADMIN	Can access and manage all aspects of the system, including user management, inventory settings, and system configurations.
	Can generate and view all reports and analytics.
INVENTORY MANAGER	Can add, update, and delete inventory items.
	Can manage purchase orders and suppliers.
	Can generate inventory reports and monitor stocklevels.
SALES STAFFS	Can view available inventory levels.
	Can place sales orders and check order status.
	Can access customer information and order history.)
SUPPLIER	Can access purchase orders sent by the Inventory Manager.
	Can update order statuses and provide estimated delivery times.
	Can communicate with the Inventory Manager regarding stockavailability and order fulfillment.

2. Use case

F. DATA ARCHITECTURE

A. Data Dictionary

Table 1: Product_tbl

Field Type	Data Type	Description	Constraints
Prod_Id	Integer(INT)	Unique Identification of Product.	Primary Key,Auto Increment.
Prod_Name	Varchar	Name of brand of the product.	Not Null, Max Length 50
Category_Id	Integer(INT)	Foreign Key From category table.	Foreign Key to Category_tbl.Category_Id

Table 2: User_tbl

Field Type	Data Type	Description	Constraints
User_Id	Integer(INT)	Unique Identification of User.	Primary Key, Auto Increment
User_Name	Varchar	Name of brand of the User.	Not Null, Max Length 50
User_Email	Varchar	Email of the User	Not Null
User_Passwod	Varchar	Password of the User	Not Null
User_Role	Varchar	Defines the role or access level of the User.	Not Null, Default 'user'

Table 3: Order_tbl

Field Type	Data Type	Description	Constraints
Order_Id	Integer(INT)	Unique Identification of Orders.	Primary Key, Auto Increment
Order_Date	Date	Date of order.	Not Null
Status	Varchar	Status of the order (pending, cancelled, etc.).	Not Null, Default 'pending'

Table 4: Catergory_tbl

Field Type	Data Type	Description	Constraints
Category_Id	Integer(INT)	Unique Identification of Categories.	Primary Key, Auto Increment
Category_Name	Varchar	Name of the Category.	Not Null

Table 5: Sales_tbl

Field Type	Data Type	Description	Constraints
Sales_Id	Integer(INT)	Unique Identification of Sale.	Primary Key, Auto Increment
Order_Id	Integer(INT)	Foreign key from Order_tbl.	Foreign key to User_tbl.Order_Id
User_Id	Integer(INT)	Foreign key from User_tbl	Foreign key to User_tbl.User_Id
Sale_Amount	Integer(INT)	The total monetary value of the sale transaction.	Not Null
Sale_Date	Date	The date when the sale transaction was completed.	Not Null

Table 6: Order_history_tbl

Field Type	Data Type	Description	Constraints
History_Id	Integer(INT)	Unique Identification of Order log.	Primary Key, Auto Increment
Order_Id	Integer(INT)	Foreign key from Order_tbl.	Foreign key to Order_tbl.Order_Id
Status	Varchar	Order history status (delivered, canceled).	Not Null
Update_Date	Date	The date when the order's history was last updated or modified.	Not Null

Table 7: Delivery_tbl

Field Type	Data Type	Description	Constraints
Delivery_Id	Integer(INT)	Unique Identification of Delivery.	Primary Key, Auto Increment
Order_Id	Integer(INT)	Foreign key to Order_tbl.	Foreign key to Order_tbl.Order_Id,Not Null
Delivery_Date	Date	Date of Delivery.	Not Null

Table 8: Sold_Item_tbl

Field Type	Data Type	Description	Constraints
ItemSold_Id	Integer(INT)	Unique Identification of Sold Items.	Primary Key, Auto Increment
Sale_Id	Integer(INT)	Foreign key to Sale_tbl.	Foreign key to Sale_tbl.Sale_Id, Not Null
Prod_Id	Integer(INT)	Foreign key to Product_tbl.	Foreign key to Product_tbl.Prod_Id, Not Null
Quantity	Integer(INT)	Quantity of each item sold.	Not Null

Table 9: Inventory_tbl

Field Name	Data Type	Description	Contraints
inventory_id	INT	Primary key	Primary Key, Auto Increment
prod_id	INT	Foreign key linking to Product_tbl	Foreign key to Product_tbl.Prod_Id, Not Null
stock_level	INT	Quantity in stock	Not null
reorder_level	INT	Minimum stock level before reorder	Not null

B. ERD

LUCID CHART LINK https://lucid.app/lucidchart/9f23ffdb-a867-4eaf-bebf-14281c6544ba/edit?viewport_loc=-2630%2C-970%2C2560%2C1184%2C0_0&invitationId=inv_77480624-94f3-4686-aac6-35a6fb594bb1