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Point of Sale (POS) is where your client makes the instalment for products or administrations that are offered by your organization.

Point of Sale System are frameworks that empower the deal between the customer and the organization to be finished. POS framework is an automated organization that comprises of the primary PC connected with a few checkout terminals and upheld by various equipment highlights beginning from standardized identification scanners and finishing with card instalment terminals. 

As organizations have various profiles, they need different Point of Sale System too. For instance, eateries, retail organizations, and supermarkets all have their strengths and that is the reason they need a POS framework that meets their particular requirements. 

A food store requires a scale at the retail location and a bistro needs to have a chance to redo menus in the event of exceptional offers. 

In any case, as a general rule, there are two essential sorts of organizations that need the retail location framework. These are retail organizations and neighborliness organizations like cafés and lodgings. That likewise implies that there are primarily two reasonable POS frameworks one for retail and the other for café organizations.

A point-of-sale system, or POS, is the place where your customer makes a payment for products or services at your store. Simply put, every time a customer makes a purchase, they’re completing a point-of-sale transaction.

The latest point of sale software goes beyond credit card processing to help retailers and restaurants incorporate mobile POS features and contactless payment options, ecommerce integration capabilities, and more.

At Software Advice, our advisors help small business software buyers find the right retail POS software every day. We asked senior advisor Julia Morton, who helps POS software buyers, about the importance of a good point of sale system


1.1 Purpose

POS (Point of Sale System) is a computer system typically used to manage the communication sales in the mobile shop. It includes hardware components such as a computer, a bar code scanner, a printer and also software to manage the operation of the mobile shop.

The most basic function of a POS is to handle communication sales. When a customer arrives at a POS counter with a product to purchase, the cashier will start a new sale transaction. When the barcode of a product is read by the POS, it will retrieve the name and price of this product from the backend catalogue system and interact with inventory system to deduce the stock amount of this product. When the sale transaction is over, the customer can pay in cash, or check. After the payment is successful, a receipt will be printed. Note that for promotion, the supermarket frequently issues gift coupons. The customer can use the coupons for a better price when purchasing goods. Another function of a POS is to handle returns…

A user must log in to use the POS. The users of a POS are the employees of the mobile shop include cashiers and administrator. Administrator can access the system management functions of the POS including user management and security configuration that cashiers can’t do.

1.2 Scope

POS help the mobile shop’s owners by store the following information with every purchase made by customers: a unique transaction number assigned to every transaction, the items purchased and their prices, the date and time of the transaction, discounts applied to the transaction (if any), and the total price of all the items bought. For the database of items, the system will only store information about the products offered in the supermarket. The product type may be devices or accessories, the system shall be able to store the unique product identification number, the product name, product type, the price the item was bought, and the selling price, for each item in the database. In generating reports on sales, the system can show detailed reports on the sales made on a daily, weekly, monthly, or cumulative basis. The user can view this report any time he wishes. To do so, he or she must input a specific day (for daily), a starting day for a week (for weekly), or a month (for monthly). All transactions are stored by the system for future reference. Each transaction has the items purchased, the discounts applied, and the prices.


2.1 System Functionality
2.1.1 Transactions Module

The Transactions Module provides facilities for the cashier to record and manage customer orders. Including Add order, Cancel order, and Bill out.

 2.1.2 Administration Module

The Administration Module provides facilities for the administrator to manage the menu and item details. Including Add item, edit item, delete item, and create new account.

2.1.3 Reports Module

The reports module provides facilities for the administrator to view sales report, view transactions log, and track cashier performance.

2.2 End User and Character
2.2.1 Administrator

The administrator is one of the two users of the system. In this case, the administrator is the operations manager of the shop. However, there can be more than one administrator. Other users can also become administrators provided that they are qualified and authorized. Administrators can access the administration module and the reports module. They are permitted to add new item, edit and update item details. Moreover, they are also allowed to generate sales and cashier performance reports.

2.2.2 Cashier

The cashier is the second user of the system. The cashiers are responsible for the transactions made with the customers. Thus, they are limited to accessing transaction module only. They can view, add, edit and cancel orders. They use the system for every transaction created.


3.1 Functional Requirement
3.1.1  Client Account

Clients are able to use the system to create a personal user account through the main website. This user account stores all pertinent information including which stores they own and how many stores they own. When a client wants to start using this system they must first make an account on the system providing any necessary banking and store information. This account stores user information in an online database that can be viewed and edited by the account holder at any time. 

3.1.2  Windows Service

Clients with an account gain access to a downloadable windows service package that initializes a client’s store. It also handles the communications between the clients’ local POS and their web store. Clients who have an account are provided with a windows service installer package that obtains store information from the client and local POS (intuit). This service runs in the background of the client’s computer and handles all communications and information transfers with the server. This includes creating the initial web store, handling sync requests and responses, and dealing with log information. 

3.1.3 Web Store

Clients, through the use of their account information and windows service, are provided with a web store or stores. These are hosted by the system that keeps an online database of the client’s stock and allows for customers to buy and search for a client’s items online. Clients are able to create and edit an online web store that is hosted on the system’s servers. This store has 5 or more themes for clients to choose from and clients may create more than one store. This web store is where a client’s customers can buy items and the client can edit their store. 

3.1.4 Online inventory

As items are sold the online inventory is updated. The online stock displayed for each client’s store is a real time reflection of that client’s store’s online inventory. As inventory is updated, either through a sync with the client or an online sale occurring, online stock for the items as well as web carts are updated. Inventory is displayed through the web store according to the theme a client has chosen for their store. Inventory can also be organized and searched for by category and department.

3.1.5  Editable Product Information

All product information in the online inventory database is editable. Pictures may also be added or edited for product in the database. Clients are able to view all product information and edit this information online. This online product information, including pictures, is not synced with local POS product information except on first sync.

 3.1.6 Web Cart

Customers on a web store are able to add/remove items to a virtual web cart and purchase all items in the cart at checkout. A customer can select a product that is not out of stock and add any valid number of the product to their web cart. This web cart can be used to monitor items you want or for buying groups of items. Items are subtracted from the inventory list upon checkout and not upon adding to the cart.

3.1.7 Online Sales

A client’s web store is capable of online purchases and transactions with customers. A customer can inspect items online, add them to a web cart and can purchase the item. Before paying for an item or adding an item to a web cart, the system checks the current inventory to make sure the item is not out of stock.

3.1.8 Payment Processing

The system must process payments when a customer checks out. This feature shall be considered complete if all of its high priority requirements are met. It is a high priority feature. A customer is able to check out via PayPal. After checking out, the store owner receives payment equal to the total value of the items in a customer’s cart credited to their PayPal account. A customer is able to check out via After checking out, the store owner receives payment equal to the total value of the items in a customer’s cart credited to their account.

3.1.9 Shipping and Label Information

The server must notify a client when an item is sold providing information about the sale. Shipping information and a formatted ready to print shipping label are provided. A client upon syncing is informed of all sales/transactions made since the last sync. Shipping information and a ready to print label are prepared for users with printers.

3.1.10 Conflict Resolution

As conflicts occur with sales or inventories either online or offline the system handles each kind of conflict as well as it is capable of doing. All conflicts resulting from online to online interactions are handled by the server immediately. This prevents duplicate stock from being sold or informs the user(s) that a conflict has occurred and that their transaction will not be processed or it will be refunded. All conflicts resulting from online to offline inventory deficiencies are handled in sync with the client. Local customers and inventory takes priority over online sales and any conflict resulting from online sales notifies and refunds the online customer.

4.1.11 Information Reporting

As information regarding sync conflicts or completed transactions occur they are logged for debugging and providing information to clients. All conflicts that occur for an individual web store are logged with any action taken, such as informing a customer of a deficiency in products, and saved in the database for a limited amount of time under the web store owner’s account. A log of all sales for an individual web store are recorded online and saved on the associated client’s computer at next sync. This log is shown to the user at sync to inform them of recent sales as well as what actions should be taken. This information is also available online and saved in a text file on the client’s computer.

4.1.12 Inventory Management

A client’s inventory is handled through their local POS (intuit) and then synced with the system’s online inventory. A client may also edit their inventory either online/offline through the system. Clients can create, read, update, and delete from a simple Graphical User Interface (GUI) on their local machines. These changes are reflected in the local POS (intuit) as well as the online inventory upon sync.  Clients can create, read, update, and delete from an online interface that immediately updates the online inventory. Local inventory is updated on sync.

3.1.13  Syncing

Web stores as well as a client’s local POS inventory are updated by the windows service. This happens automatically after Local POS inventory and online inventories are periodically compared and resolved into a master inventory list. This list is then sent to both the local POS and online inventory so that they can be updated. This sync logs conflicts and notifies clients and customers with the appropriate information when the conflicts occur. Clients can force a sync at any time on their local machine and immediately see sync results.

3.1.14 POS Interaction

The windows service (See requirement 2) can interact with a user’s POS as well as any MySQL localhost databases. This interaction includes creating, reading, updating, and deleting inventory in the local POS or MySQL database. The windows service can interact with Intuit POS. The windows service can interact with a generic MySQL database. 

4.1.14 Web UI Requirements

Various actions that must be taken when a user interacts with various portions of the user interface on web sites hosted by POS connect are listed in this section. All requirements in this section refer to the screenshots labeled with requirement numbers in the External Interface Requirements section of this document.

3.2 Non-Functional Requirement


  1. Reliability: The Operational Interface shall have a Mean Time Between Failures of no less than 7 days
  2. Availability: The system shall be available 99.5% of the time.
  3. Security: All users of the system shall login using some form of unique identification (e.g., username anjnjnnd password).
  4. Maintainability: All source code and development related documents shall be controlled under a version control system; all source code shall adhere to an agreed upon and well-defined set of coding standards for each development language used. A standard naming convention for classes, variables and packages shall be agreed upon and adhered to.
  5. Usability: The system’s user interface intuitive, easy to use and provide an overall positive user experience. It does what the user expects it to do, Tell the user of its current state, and when something goes wrong it explain the problem in a meaningful context that is understandable by the user and guidance toward correcting the problem


The user interface with the POS Connect system annotated with requirement numbers associated with particular UI components. According to client’s preference developer can make the user interface.



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