# Product Requirements Document (PRD) ## Multi-Shop Food & Grocery Store Management Software **Version:** 1.0 **Document Type:** Full Advanced PRD **Status:** Draft for Review --- ## 1. Executive Summary This document defines requirements for a **full-featured, multi-shop grocery and food retail management platform**. The system enables a business owner to manage multiple stores (branches) from a single account, with each shop maintaining its own independent inventory, sales, staff, and financial data, while the owner retains a consolidated, cross-shop view for oversight and decision-making. The platform covers the complete retail lifecycle: procurement, inventory, point-of-sale (POS), employee/staff management, customer relationships, accounting, and analytics — built for grocery, supermarket, and food retail businesses of any size (single shop to large chains). --- ## 2. Goals & Objectives | Goal | Description | |---|---| | Multi-shop operations | Allow one account/owner to run unlimited shops/branches with isolated data per shop | | Independent inventory | Each shop has its own stock, purchase, and product pricing, while sharing a master product catalog | | Staff & role management | Owner can add employees per shop with granular permissions (cashier, manager, stock keeper, accountant, etc.) | | Full retail operations | POS, purchasing, supplier management, returns, expiry tracking, barcode support | | Centralized reporting | Owner/admin sees consolidated + per-shop reports, profit/loss, and stock valuation | | Scalability | Architecture supports growth from 1 shop to hundreds of branches | | Offline resilience | POS continues working during internet outages and syncs later | --- ## 3. Target Users / Personas 1. **Owner / Super Admin** — Owns one or more shops. Full access to all shops, financials, and settings. 2. **Shop/Branch Manager** — Manages a single assigned shop: inventory, staff, sales, day-end reports. 3. **Cashier** — Uses POS to process sales, returns, and payments. Limited access. 4. **Stock/Inventory Keeper** — Manages stock in, stock out, purchase entries, wastage, expiry. 5. **Accountant** — Views/manages financial reports, expenses, supplier payments, dues. 6. **Customer** (optional, for loyalty/online ordering module) — Views purchase history, loyalty points. --- ## 4. Core Architecture Concept ``` ┌─────────────────────────┐ │ Owner / Super Admin │ │ (Consolidated Access) │ └────────────┬─────────────┘ │ ┌────────────────────────┼────────────────────────┐ │ │ │ ┌──────▼──────┐ ┌──────▼──────┐ ┌───────▼──────┐ │ Shop A │ │ Shop B │ │ Shop C │ │ - Own Stock │ │ - Own Stock │ │ - Own Stock │ │ - Own Staff │ │ - Own Staff │ │ - Own Staff │ │ - Own Sales │ │ - Own Sales │ │ - Own Sales │ │ - Own Ledger │ │ - Own Ledger │ │ - Own Ledger │ └──────────────┘ └──────────────┘ └───────────────┘ Shared: Master Product Catalog, Supplier List (optional per shop), Owner-level Reports, User Roles Framework ``` **Key principle:** Products can be defined once in a **master catalog**, but **stock quantity, cost price, selling price, and reorder level are tracked separately per shop**, since each branch may price and stock differently. --- ## 5. Functional Requirements ### 5.1 Multi-Shop Management - Create unlimited shops/branches under one owner account - Each shop has: name, address, contact, logo, tax ID, currency, operating hours - Switch between shops via a shop-selector dropdown (owner/multi-shop staff only) - Shop-level settings: tax rates, invoice format, receipt printer settings, currency - Data isolation: sales, inventory, staff, and reports are scoped to the selected shop by default - Owner dashboard aggregates data **across all shops** (total sales, total stock value, top-performing shop, etc.) - Ability to transfer stock between shops (inter-shop stock transfer with approval workflow) ### 5.2 Inventory & Product Management - Master product catalog: name, SKU, barcode, category, brand, unit (kg/litre/piece/pack), tax class - Per-shop stock ledger: quantity on hand, cost price, selling price, discount, reorder level - Barcode generation & scanning support - Batch/lot tracking with **expiry date management** (critical for food items) - Low-stock and expiry alerts (push/email/SMS notifications) - Stock adjustment (damage, wastage, theft, manual correction) with reason codes and audit trail - Unit conversion (e.g., purchase in cartons, sell in pieces/kg) - Perishable goods handling: FIFO/FEFO (First-Expiry-First-Out) suggestions - Multiple pricing tiers (retail, wholesale, member price) - Product variants (size, weight, packaging type) ### 5.3 Purchase & Supplier Management - Supplier database (shared or per-shop) with contact, payment terms, ledger - Purchase Orders (PO) → Goods Received Note (GRN) → auto stock-in - Purchase returns to supplier - Supplier due/payment tracking, partial payments - Purchase price history per product per supplier ### 5.4 Point of Sale (POS) - Fast, touch-friendly checkout screen with barcode scanning - Multiple payment methods: cash, card, mobile wallet (bKash/Nagad-style), split payment, credit/due - Discounts: item-level, bill-level, promotional/coupon codes - Hold/park sale and resume later - Sales return & refund processing - Receipt printing (thermal printer support) and digital receipt (SMS/email) - Offline mode: POS works without internet, syncs when reconnected - Cash drawer management, day-open/day-close (Z-report), cash reconciliation ### 5.5 Employee / User Management - Add unlimited employees, assign to one or multiple shops - **Role-Based Access Control (RBAC)**: Owner, Manager, Cashier, Stock Keeper, Accountant + custom roles - Permission matrix per module (view/add/edit/delete) configurable per role - Attendance tracking (clock-in/clock-out), optionally biometric/QR based - Shift management and shift-wise sales tracking (accountability per cashier) - Salary/payroll module (basic salary, advances, deductions, payment history) - Activity log / audit trail: who did what, when, in which shop ### 5.6 Customer Management (CRM) - Customer database with purchase history - Loyalty points / membership tiers - Customer due/credit management (khata/udhar system) - SMS/promotional campaign support (optional add-on) ### 5.7 Accounting & Finance - Automatic ledger from sales, purchases, expenses - Expense tracking (rent, utilities, salaries, misc.) per shop - Profit & Loss statement (per shop and consolidated) - Cash flow report, due/receivables report - Tax/VAT calculation and tax reports - Multi-currency support (for cross-border chains, optional) ### 5.8 Reporting & Analytics - Per-shop reports: daily/weekly/monthly sales, best-selling items, slow-moving stock - Consolidated multi-shop dashboard for owner: revenue comparison, shop ranking - Inventory valuation report (per shop and total) - Employee performance report (sales per cashier) - Expiry & wastage report - Exportable reports (PDF, Excel) - Visual dashboard: charts/graphs for revenue, stock, and category performance ### 5.9 Notifications & Alerts - Low stock alert - Expiry alert (e.g., items expiring within 7/15/30 days) - Daily sales summary to owner (auto email/SMS) - Supplier payment due reminders - Customer due payment reminders ### 5.10 Settings & Administration - Business profile & branding (logo, invoice template) - Tax configuration per shop - Printer & hardware configuration (barcode scanner, receipt printer, cash drawer) - Backup & data export - Multi-language support (optional) - Subscription/billing management (if SaaS model) --- ## 6. Non-Functional Requirements | Category | Requirement | |---|---| | Performance | POS checkout response time < 1 second per transaction | | Scalability | Support 1 to 500+ shops and thousands of SKUs per shop | | Availability | 99.9% uptime for cloud/server component | | Offline Support | POS must function offline and auto-sync | | Security | Role-based access, encrypted passwords, encrypted data at rest/in transit | | Data Isolation | Strict per-shop data segregation with owner-level override access | | Backup | Automated daily backups, disaster recovery plan | | Platform | Web-based admin panel + Android/iOS/desktop POS app | | Auditability | Full activity logs, immutable transaction history | --- ## 7. Data Model (High-Level) **Core Entities:** - `Owner/Account` - `Shop` (belongs to Account) - `User/Employee` (belongs to Account, mapped to one or more Shops via `UserShopRole`) - `Role` & `Permission` - `Product` (master catalog) - `ShopInventory` (Product × Shop → stock qty, cost price, sell price, reorder level) - `Supplier` - `PurchaseOrder` → `PurchaseOrderItem` - `Sale/Invoice` → `SaleItem` (scoped to Shop + Cashier) - `Customer` - `StockTransfer` (Shop A → Shop B) - `Expense` - `AttendanceLog` - `AuditLog` --- ## 8. User Roles & Permission Matrix (Sample) | Module | Owner | Manager | Cashier | Stock Keeper | Accountant | |---|:---:|:---:|:---:|:---:|:---:| | All Shops View | ✅ | ❌ (assigned shop only) | ❌ | ❌ | ✅ (view) | | POS / Sales | ✅ | ✅ | ✅ | ❌ | ❌ | | Inventory Edit | ✅ | ✅ | ❌ | ✅ | ❌ | | Purchase/Supplier | ✅ | ✅ | ❌ | ✅ | ✅ (view) | | Employee Management | ✅ | ✅ (own shop) | ❌ | ❌ | ❌ | | Reports (Financial) | ✅ | ✅ (own shop) | ❌ | ❌ | ✅ | | Settings | ✅ | ⚠️ Limited | ❌ | ❌ | ❌ | --- ## 9. Suggested Technology Stack (Reference) - **Frontend (Web Admin):** React.js / Next.js - **POS App:** React Native or Flutter (Android/iOS/Desktop), with offline-first local DB (SQLite) - **Backend:** Node.js (NestJS/Express) or Laravel - **Database:** PostgreSQL or MySQL (relational, for multi-shop data integrity) + Redis for caching - **Sync Layer:** Queue-based sync (e.g., RabbitMQ/Kafka) for offline POS reconciliation - **Hosting:** Cloud (AWS/GCP/Azure) with multi-tenant architecture - **Hardware Integration:** Barcode scanner, thermal receipt printer, cash drawer, weighing scale (for loose grocery items) --- ## 10. Phased Rollout Plan **Phase 1 — MVP (Core Foundation)** - Single & multi-shop setup, master product catalog, per-shop inventory - Basic POS (cash/card), employee login with roles - Basic sales & stock reports **Phase 2 — Advanced Inventory & Purchasing** - Supplier & PO management, batch/expiry tracking, stock transfer between shops - Barcode scanning, low-stock/expiry alerts **Phase 3 — Financial & HR** - Full accounting module, payroll, attendance, expense tracking - Consolidated multi-shop financial dashboard **Phase 4 — CRM & Growth Tools** - Customer loyalty program, SMS marketing, offline-mode POS with auto-sync - Advanced analytics & forecasting (AI-based reorder suggestions) **Phase 5 — Enterprise Scale** - Multi-currency, multi-language, franchise management, API for third-party integration (accounting software, e-commerce) --- ## 11. Success Metrics (KPIs) - Time to complete a POS transaction (< 1 min average) - % reduction in stock discrepancies after adoption - Owner engagement with consolidated dashboard (daily active use) - Reduction in expired/wasted inventory (%) - Employee accountability: % of sales traceable to a specific cashier - Customer retention rate (via loyalty module) --- ## 12. Open Questions / Decisions Needed 1. Will the product catalog be **shared globally** across shops or can each shop create fully independent products? 2. Is this a **single-business tool** or a **multi-tenant SaaS** (sold to many grocery businesses)? 3. Do you need **online ordering / delivery** integration, or is this purely in-store? 4. What payment gateways/mobile wallets are required for your region (e.g., bKash, Nagad, card networks)? 5. Do you need **weighing scale integration** for loose items sold by weight (common in grocery)? 6. Preferred platform priority: Web-first, Mobile-first, or both simultaneously? --- *End of Document*