Final Srs SIM

Software Requirements Specification for Gajraj Developers Pvt Ltd
DESIGNING
A
SYSTEM REQUIREMENT ANALYSIS
FOR
SALES AND INVENTORY MANAGEMENT
SYSTEM
FOR
Gajraj Developers PVT LTD.
1
Copyright @2016 by PC Technology Pvt.Ltd
INDEX
1. Introduction ………………………………………… Page no.4
1.1. Purpose ……………………………………………… Page no.4
1.2. Scope of Project …………………………………… Page no.4
1.3. Overview of Documents…………………………… Page no.4
2. Requirement Specifications ……………………… Page no.5
2.1. Software Requirements ……………………………. Page no.5
2.2. Hardware Requirements…………………………… Page no.5
3. Data Structure ……………………………………… Page no.6-11
3.1. User Add ……………………………………………. Page no.6
3.2. Category ……………………………………………. Page no.6
3.3. Customer Details ………………………………….. Page no.7
3.4. Customer Other Details …………………………… Page no.7
3.5. Location ……………………………………………... Page no.8
3.6. Suppliers ……………………………………………. Page no.8
3.7 Transfer ……………………………………………… Page no.9
3.8. Order Details ……………………………………….. Page no.9
3.9. Product Details …………………………………….. Page no.10
3.10. Payment …………………………………………… Page no.10
3.11. Item ………………………………………………… Page no.11
3.12. Sales ………………………………………………. Page no.11
2
4. Functional Analysis ……………………………… Page no.12
4.1. Input …………………………………………… Page no. 12
4.2. Process ………………………………………… Page no.12
4.3. Output …………………………………………… Page no.12
5. Use Case Diagram ………………………………... Page no.13-15
5.1. Admin use case Diagram ……………………… Page no.14
5.2. User use case Diagram ………………………… Page no.15
6. Data Flow Diagram…………………………………. Page no.16-24
6.1. Theory of DFD …………………………………… Page no.16
6.2. Project Related DFD …………………………….. Page no.17
DFD Level 0 …………………………………. Page no.17
DFD Level 1 …………………………………. Page no.18
DFD Level 2 …………………………………... Page no. 19-24
Inventory ………………………………………. Page no.19
Category ……………………………………… Page no.20
Location ……………………………………….. Page no.20
Suppliers ………………………………………. Page no.21
Users …………………………………………… Page no.22
Customers ……………………………………… Page no.23
Transfer ………………………………………….. Page no.24
Sales …………………………………………….. Page no.24
7. Entity Relationship Diagram …………………………. Page no.25
8. Summary ……………………………………………… Page no.26

3
1. Introduction-
1.1. Purpose-
The purpose of this SRS is to design a Sales and Inventory Management

System (SIM) Desktop Application. The SIM system shall help in the management of product
sales and processing, inventory management process and operation outside the book-keeping
system already in use. The SIM system shall be based on a Database Management System.
The purpose of the SIM database system is to maintain the data that is used and generated
from the warehouse staff and sales staff. Then the data stored will be used to facilitate smooth
running of sales operation and stock management. The sole aim and objective of this thesis was
to create a logical data model independent of Relational Database Management System for
Sales and Inventory Management System.
1.2 .Scope of the Project-

Knowledge of Inventory can make or break small business performance.
Products and Services that depend on raw materials, parts and other supplies need consistent
inventories to complete business, with cost management to maximize profits. The nature of the
business and its Industry may suggest the scope of an inventory system, while a system itself
has inherent limitations. Most businesses can adjust the inventory process to meet their needs
while limiting the impact of system limitations.
1.3. Overview of Documents-

The overall description section, of this software gives an overview of the Sales
and Inventory Management system. It describes the formal requirements and is used to
establish a context for the technical requirements specification of the software Sales and
Inventory Management system.
4
2. Requirement Specification-
This section will describe all usual requirements for developing Sales and
Inventory Management system Software Desktop Application. Knowing the requirements and
needs of clients is vital to the success of a project. Hence we will be following some approaches
to finding facts. The following are some of the most widely used fact-finding techniques used to
find facts about the needs and requirements of the company.
The purpose of using this fact-finding technique is to find out the following :
 The aims and objectives of SIM from admin point of view.

 The system requirements and performances as well as security requirements
 The functional features company wishes to have in the system.
2.1 Software Requirements-
Database: Oracle 10g.

Front end: Java JDK 1.8(SWING)
Editor: Net-Beans 8.1
2.2. Hardware Requirements-

1. Pentium Dual Core-Processor
2. 2GB RAM.
3. 80 GB Hard Disk Space
4. Operating System: Windows XP SP2, Windows 7 32 bits (All versions)
5
3. Data Structure-
3.1 User Add-
The table contains information about User.
Field_Name Data Type Description

User_Id Varchar2 Primary Key
Name Varchar2 Not Null
Password Varchar2 Not Null
Gender Varchar2 Not Null
Email_Id Varchar2 Not Null
Contact Number Not Null
AlternateNo Number Not Null
Address Varchar2 Not Null
StreetNo Varchar2 Not Null
City Varchar2 NotNull
State Varchar2 Not Null
Zip Varchar2 Not Null
3.2 Category-
The table contains information about Category.
FIELD NAME DATA TYPE DESCRIPTION

Category_ Id Varchar2 Primary key
Category_Name Varchar2 Not Null
Sub Category Varchar2 Not Null
6
3.3 Customer Details-

The table contains information about Customer Details.
Field Name Data Type Description

Cust_id Varchar2 Primary Key
Cust_Name Varchar2 Not Null
Contact _Person Varchar2 Not Null
Contact _Name Varchar2 Not Null
Billing_Street_Address Varchar2 Not Null
City Varchar2 Not Null
Zip_Code Integer Not Null
Country Varchar2 Not Null
Phone_No Integer Not Null
Phone_Alt Integer Not Null
Fax Varchar2 Not Null
Email Varchar2 Not Null
3.4 Customer Other Details-

The table contains information about Customer Other Details.
Field Name Data Type Description

Cust_id Varchar2 Foreign Key(Cust_id)
Shipping_Address Varchar2 Not Null
City Varchar2 Not Null
Zip_Code Varchar2 Not Null
Country Varchar2 Not Null
Salesperson Varchar2 Not Null
Customer _Notes Varchar2 Not Null
7
3.5 Location-
The table contains information about Location.

Location_Name Varchar2 Primary Key
3.6 Suppliers-
The table contains information about Suppliers.

Supplier_id Varchar2 Primary Key
Supplier_name Varchar2 Not Null
Contact_person Varchar2 Not Null
Contact_firstname Varchar2 Not Null
Phone(primary) Integer Not Null
Phone(alternative) Integer Not Null
Fax Varchar2 Not Null
Email Varchar2 Not Null
8
3.7 Transfer-
The table contains information about Transfer.

Item_No Varchar2 Primary Key
Description Varchar2 Not Null
Location Varchar2 Not Null
Quantity Integer Not Null
Warn_Qty Integer Not Null
Ideal_Qty Integer Not Null
3.8. Order Details-
The table contains information about Order Details.

Oder_Id Varchar2 Primary Key
Order_date Date Not Null
Unit_Price Double Not Null
Quantity Varchar2 Not Null
Discount Varchar2 Not Null
Total Varchar2 Not Null
Bill_date Date Not Null
Bill_no Varchar2 Not Null
Cust_id Varchar2 Not Null
Product_id Varchar2 Not Null
9
3.9. Product-
The table contains information about Products.

Product_Id Varchar2 Primary Key
Product_Name Varchar2 Not Null
Product_Description Varchar2 Not Null
Quantity_Perunit Varchar2 Not Null
Unit_Price Varchar2 Not Null
Unit_Selling_Price Varchar2 Not Null
Unit_weight Varchar2 Not Null
Unit_size Varchar2 Not Null
Unit_In_Stock Varchar2 Not Null
Unit_In_Order Varchar2 Not Null
Supplier_Id Varchar2 Not Null
Customer_Id Varchar2 Not Null
3.10 Payment-
The table contains information about Payments.

Bill_Number Varchar2 Primary Key
PayType Varchar2 Not Null
Credit_Amount Double Not Null
Credit_Date Date Not Null
Debit_Amount Varchar2 Not Null
Debit_Date Date Not Null
Balance Double Not Null
10
3.10 Item-
The table contains information about Item.

Item_Id Varchar2 Primary Key
Item_Description Varchar2 Not Null
Category Varchar2 Not Null
Sub_Category Varchar2 Not Null
Unit_Purchase_Cost Double Not Null
Unit_Sales_Cost Double Not Null
Tax Double Not Null
Unit_Massure Varchar2 Not Null
Item_Note Varchar2 Not Null
3.11 Sales-
The table contains information about Sales.

Sales_id Varchar2 Primary Key
Item_id Varchar2 Foreign Key
Quantity Integer Not NIll
Unit_Price Double Not Null
Tax Varchar2 Not Null
Cust_id Varchar2 Foreign Key
Location_id Varchar2 Foreign Key
Category_id Varchar2 Foreign Key
Order_id Varchar2 Foreign Key
Bil_no Varchar2 Foreign Key
11
4. Functional Analysis-
4.1 Input-
The following are the types of data that will be fed to the system:
 Username, password and new changed password.
 New user details.
 Product details and category
 Incoming product details
 Order details
4.2 Process-
 Authentication of existing username and password

 Save any changes to database (add, delete, update products/categories)
 Carry the search within database
 Generate bill for the sales item
 Cancel the bills generated in case of error
 Produce invoice for the purchase order
 Produce bills or reports for return purchase
 Validate the inventory stocks
 Generate reports on minimum stock point maximum stock point and order point
4.3 Output-
 The system processes the data that is fed into the system. The system shall produce
different kinds of reports as the outputs. The following are the outputs the system shall
produce.
 Product lists
 Maximum stock point, minimum stock point, order point
 Detailed reports on purchase and sales
 Reports on dispatched orders
 Reports on due payment from clients over certain period of time
 Inventory trends and graphs
 User information and clients information
 Product details on execution of search query
12
5. Use Case Diagram-
The users of the proposed software comprises of two types:
1. Admin
2. User
The Admin User who is an Administrator of the proposed software has the full and
exclusive privileges of creation, updating, deletion, and display of relevant information
relating to inventory.
The User who is being created by the Admin User only will be granted the privileges as
determined by the Admin User. The same has been depicted in the following
diagrammatic representation of the Use-Case analysis.
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USER
INVENTORY
SUPPLIER
TRANSFER
ADMIN CATEGORY
LOCATION
CUSTOMER
ACCOUNTS
Fig. 5.1. Admin Use Case Diagram
14
INVENTORY
SUPPLIER
TRANSFER
USER CATEGORY
LOCATION
CUSTOMER
Fig. 5.2. User Use Case Diagram
15
6. Data Flow Diagram-
This section describes the overall data flow through the project.
A data flow diagram (DFD) is a graphical representation of the "flow" of data through
an information system, modeling its process aspects. A DFD is often used as a preliminary step
to create an overview of the system, which can later be elaborated. DFDs can also be used for
the visualization of data (structured design).
A DFD shows what kind of information will be input to and output from the system, where the
data will come from and go to, and where the data will be stored. It does not show information
about the timing of process or information about whether processes will operate in sequence or
in parallel.
6.1 Theory of DFD:

Data flow diagrams are also known as bubble charts. DFD is a designing tool used in the
top-down approach to Systems Design. This context-level DFD is next "exploded", to produce a
Level 1 DFD that shows some of the detail of the System being modeled. The Level 1 DFD
shows how the System is divided into sub-systems (processes), each of which deals with one or
more of the data flows to or from an external agent, and which together provide all of the
functionality of the System as a whole. It also identifies internal data stores that must be present
in order for the System to do its job, and shows the flow of data between the various parts of the
system.
16
6.2 Project Related DFD:
Fig 6.2 DFD Level-0
17
Fig 6.3 DFD Level-1
18
Inventory-
Add Item
Inventory
Find Items
Inventory
Find Next Item
Inventory
Open Order List
Inventory
Administrator Authentication Operation Sell Stock
& Inventory
SIM
User Fatch Data Receive Stock
Inventory
Order Stock Inventory
Transfer Stock Inventory
Return Stock Inventory
Import Item
Fig. 6.4.1 DFD Level 2 Form CSV Inventory
19
Category-
c
Administrator/User Authentication CATEGORY
SIM
CATEGORY
Authentication SIM SUB-CATEGORY
CATEGORY
Fig. 6.4.2 DFD Level 2
Location-
Authentication Add Location

Administrator/User
l SIM Location
20
Suppliers-
Authentication Add Supplier SUPPLIER

SIM
Authentication Search Supplier

SIM
SUPPLIER
Administrator/User
Authentication View Supplier
SIM SUPPLIER
Authentication Delete Supplier

SIM
SUPPLIER
21
User-
Authentication Add User USER

SIM
Authentication Search User

SIM
USER
Authentication View User

Administrator
SIM USER
Authentication Update User
SIM USER
Authentication Delete User

SIM
USER
22
Customer-
Authentication Add Customer Customer

SIM
Authentication Search Customer

SIM
Customer
Update Customer
Administrator/User R
SIM Customer
Authentication View Customer
SIM Customer
Authentication Delete Customer

SIM
Customer
23
Transfer-
Authentication Transfer Details

Administrator/User
l SIM Transfer
Sales-
Authentication Report/Bill
Administrator/User
l SIM Sales
24
7. Entity Relationship Diagram-
25
8. Summary-
The Inventory Management system stores item information for the Sales Order
Management, Procurement. It also stores sales and purchasing costs and quantities
available by location.
Administrator can create inventory, update inventory, and delete inventory, view
inventory details and bill invoice. Administrator can also add new customer details.
The system will provide search facility on the basis of customer name, order placed,
and date of order of items.
On the point of purchase, supplier will generate the bill invoices.
On the point of sales, invoice will be generated and given to the customers.
Finally the system should generate reports like store ledger for generating true and fair
view of the inventory both with respect to quantity and value of each inventory items
held in warehouse/go downs which can be filtered according to date wise, location wise
and item wise.
26

Final Srs SIM

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Software Requirements Specification for Gajraj Developers Pvt Ltd

1. Introduction ………………………………………… Page no.4

1.1. Purpose ……………………………………………… Page no.4

1.2. Scope of Project …………………………………… Page no.4

1.3. Overview of Documents…………………………… Page no.4

2. Requirement Specifications ……………………… Page no.5

2.1. Software Requirements ……………………………. Page no.5

2.2. Hardware Requirements…………………………… Page no.5

3. Data Structure ……………………………………… Page no.6-11

3.1. User Add ……………………………………………. Page no.6

3.2. Category ……………………………………………. Page no.6

3.3. Customer Details ………………………………….. Page no.7

3.4. Customer Other Details …………………………… Page no.7

3.5. Location ……………………………………………... Page no.8

3.6. Suppliers ……………………………………………. Page no.8

3.7 Transfer ……………………………………………… Page no.9

3.8. Order Details ……………………………………….. Page no.9

3.9. Product Details …………………………………….. Page no.10

3.10. Payment …………………………………………… Page no.10

3.11. Item ………………………………………………… Page no.11

3.12. Sales ………………………………………………. Page no.11

4. Functional Analysis ……………………………… Page no.12

4.1. Input …………………………………………… Page no. 12

4.2. Process ………………………………………… Page no.12

4.3. Output …………………………………………… Page no.12

5. Use Case Diagram ………………………………... Page no.13-15

5.1. Admin use case Diagram ……………………… Page no.14

5.2. User use case Diagram ………………………… Page no.15

6. Data Flow Diagram…………………………………. Page no.16-24

6.1. Theory of DFD …………………………………… Page no.16

6.2. Project Related DFD …………………………….. Page no.17

DFD Level 0 …………………………………. Page no.17

DFD Level 1 …………………………………. Page no.18

DFD Level 2 …………………………………... Page no. 19-24

Inventory ………………………………………. Page no.19

Category ……………………………………… Page no.20

Location ……………………………………….. Page no.20

Suppliers ………………………………………. Page no.21

Users …………………………………………… Page no.22

Customers ……………………………………… Page no.23

Transfer ………………………………………….. Page no.24

Sales …………………………………………….. Page no.24

7. Entity Relationship Diagram …………………………. Page no.25

8. Summary ……………………………………………… Page no.26

The purpose of this SRS is to design a Sales and Inventory Management

1.2 .Scope of the Project-

1.3. Overview of Documents-

 The aims and objectives of SIM from admin point of view.

2.1 Software Requirements-

Database: Oracle 10g.

2.2. Hardware Requirements-

3.1 User Add-

The table contains information about User.

Field_Name Data Type Description

FIELD NAME DATA TYPE DESCRIPTION

3.3 Customer Details-

Field Name Data Type Description

3.4 Customer Other Details-

Field Name Data Type Description

The table contains information about Location.

FIELD NAME DATA TYPE DESCRIPTION

FIELD NAME DATA TYPE DESCRIPTION

FIELD NAME DATA TYPE DESCRIPTION

3.8. Order Details-