Comprehensive ERP Management System
Budget: $30 – $250 USD
SOFTWARE REQUIREMENTS SPECIFICATION (SRS)
ERP MANAGEMENT SYSTEM
Version 1.0
⸻
1. INTRODUCTION
1.1 Project Name
ERP Management System
1.2 Purpose
The purpose of this ERP system is to provide a centralized platform for managing inventory, purchases, sales, quotations, expenses, employees, salaries, customers, suppliers, warehouses, cash flow, and business reporting.
The system will ensure accurate inventory tracking, financial transparency, employee management, and complete traceability between purchases and sales.
1.3 Technology Stack
Frontend
* HTML5
* CSS3
* JavaScript
Backend
* Laravel (PHP Framework)
Database
* MySQL
* phpMyAdmin
Architecture
* MVC Architecture
⸻
2. SYSTEM OBJECTIVES
The ERP system shall:
* Manage inventory using FIFO inventory methodology.
* Support GRN-based stock management.
* Allow negative stock and pending stock settlements.
* Maintain complete GRN-to-sale traceability.
* Manage quotations and sales.
* Manage customers and suppliers.
* Manage employees and salaries.
* Manage expenses and cash flow.
* Support warehouse management.
* Generate detailed reports and analytics.
* Maintain audit logs for all critical activities.
⸻
3. USER ROLES
3.1 Super Administrator
Full system access.
3.2 Administrator
Manage operational activities.
3.3 Manager
Manage inventory, sales, and reports.
3.4 Cashier
Sales and quotations.
3.5 Store Keeper
Inventory and warehouse operations.
3.6 HR Officer
Employee and salary management.
3.7 Accountant
Expenses, salaries, and financial reports.
⸻
4. INVENTORY MANAGEMENT MODULE
4.1 Item Management
System shall allow:
* Create Item
* Edit Item
* Delete Item
* Item Categories
* Item Images
* Barcode Assignment
* Minimum Stock Levels
Item Fields:
* Item Code
* Item Name
* Category
* Brand
* Unit
* Cost Price
* Selling Price
* Barcode
* Status
⸻
4.2 Goods Received Notes (GRN)
System shall allow:
* Create GRN
* Edit GRN
* Delete GRN
* View GRN History
GRN Fields:
* GRN Number
* Supplier
* Invoice Number
* Date
* Notes
GRN Item Fields:
* Item
* Quantity
* Cost Price
* Selling Price
* Batch Number
System shall automatically increase stock levels.
⸻
4.3 Stock Management
Features:
* Current Stock
* Available Stock
* Reserved Stock
* Negative Stock
* Stock Valuation
* Warehouse Stock
⸻
4.4 Pending GRN Settlement
System shall support inventory shortages.
Example:
Available Stock = 10
Sold Quantity = 20
Shortage = 10
System shall:
* Complete sale
* Create pending allocation
* Automatically settle when future GRN arrives
⸻
4.5 FIFO Allocation
Inventory shall be allocated using FIFO.
The system shall maintain complete mapping between:
* GRN Items
* Sale Items
⸻
5. SALES MANAGEMENT MODULE
5.1 Sales
Features:
* Create Sale
* Edit Sale
* Void Sale
* Print Invoice
Invoice Fields:
* Invoice Number
* Customer
* Date
* Payment Method
* Tax
* Discount
* Total
⸻
5.2 Quotation Management
Features:
* Create Quotation
* Edit Quotation
* Print Quotation
* Email Quotation
Statuses:
* Draft
* Approved
* Expired
* Converted
⸻
5.3 Quotation Conversion
System shall convert quotations directly into invoices.
⸻
5.4 Payment Methods
Supported Methods:
* Cash
* Bank Transfer
* Card
* Koko
* Cheque
* Other
⸻
6. CUSTOMER MANAGEMENT (CRM)
6.1 Customer Registration
Fields:
* Customer ID
* Customer Name
* Company Name
* Phone Number
* Email
* Billing Address
* Shipping Address
⸻
6.2 Customer History
Display:
* Purchases
* Quotations
* Payments
* Last Purchase Date
⸻
6.3 Customer Reports
* Top Customers
* Sales by Customer
* Customer Trends
⸻
7. SUPPLIER MANAGEMENT
7.1 Supplier Registration
Fields:
* Supplier ID
* Supplier Name
* Contact Person
* Phone
* Email
* Address
⸻
7.2 Supplier History
Display:
* Total Purchases
* GRNs
* Purchase Orders
⸻
7.3 Supplier Reports
* Purchase Analysis
* Supplier Performance
* Supplier Item Reports
⸻
8. PURCHASE ORDER MANAGEMENT
8.1 Purchase Orders
Features:
* Create PO
* Edit PO
* Approve PO
* Print PO
Statuses:
* Draft
* Approved
* Sent
* Partially Received
* Completed
* Cancelled
⸻
8.2 PO to GRN Conversion
System shall convert approved purchase orders into GRNs.
Partial receiving shall be supported.
⸻
9. RETURNS MANAGEMENT
9.1 Sales Returns
Features:
* Customer Returns
* Replacement
* Refund
⸻
9.2 Purchase Returns
Features:
* Return Items to Supplier
* Stock Adjustment
⸻
9.3 Return Reports
* Return Value
* Return Reasons
* Supplier Returns
⸻
10. EXPENSE MANAGEMENT
10.1 Expense Categories
Examples:
* Rent
* Fuel
* Utilities
* Internet
* Maintenance
* Salaries
⸻
10.2 Expense Entry
Fields:
* Expense Number
* Category
* Description
* Amount
* Date
* Payment Method
Saving an expense shall automatically create a cash out transaction.
⸻
11. EMPLOYEE MANAGEMENT
11.1 Employee Records
Fields:
* Employee ID
* Name
* NIC
* Address
* Phone
* Email
* Department
* Position
* Join Date
⸻
11.2 Employment History
Track:
* Position Changes
* Salary Revisions
* Notes
⸻
12. SALARY MANAGEMENT
12.1 Salary Payments
Fields:
* Employee
* Month
* Basic Salary
* Allowances
* Deductions
* Net Salary
⸻
12.2 Automatic Expense Creation
Upon salary payment:
* Salary Record Created
* Expense Record Created
* Cash Out Transaction Created
No duplicate entry required.
⸻
12.3 Salary Reports
* Employee Salary History
* Monthly Salary Cost
* Annual Salary Cost
⸻
13. CASH FLOW MANAGEMENT
13.1 Cash In
Sources:
* Sales
* Customer Payments
* Other Income
⸻
13.2 Cash Out
Sources:
* Expenses
* Salaries
* Refunds
* Purchases
⸻
13.3 Cash Ledger
System shall maintain complete transaction history.
Fields:
* Date
* Description
* Type
* Amount
* Balance
⸻
14. STOCK ADJUSTMENTS
14.1 Inventory Corrections
Adjustment Types:
* Increase
* Decrease
Reasons:
* Damage
* Theft
* Expiry
* Counting Errors
* Manual Correction
⸻
14.2 Audit Trail
Every adjustment shall record:
* User
* Date
* Quantity Before
* Quantity After
* Reason
⸻
15. BARCODE MANAGEMENT
15.1 Barcode Generation
Supported Formats:
* Code 128
* EAN-13
* UPC
⸻
15.2 Barcode Scanning
Support:
* USB Scanners
* Camera Scanners
Functions:
* Product Search
* Sales Entry
* GRN Entry
⸻
16. MULTI-WAREHOUSE MANAGEMENT
16.1 Warehouse Creation
Fields:
* Warehouse Name
* Location
* Contact Details
⸻
16.2 Warehouse Stock
Maintain stock separately by warehouse.
⸻
16.3 Stock Transfers
Features:
* Transfer Requests
* Approval Process
* Transfer History
⸻
17. DASHBOARD ANALYTICS
17.1 Executive Dashboard
Display:
* Today’s Sales
* Today’s Purchases
* Cash In
* Cash Out
* Stock Value
* Profit
* Pending GRNs
⸻
17.2 Sales Analytics
Charts:
* Daily Sales
* Monthly Sales
* Top Selling Products
⸻
17.3 Inventory Analytics
Display:
* Fast Moving Items
* Slow Moving Items
* Low Stock Alerts
* Negative Stock
⸻
17.4 Financial Analytics
Display:
* Revenue
* Expenses
* Salaries
* Profit
⸻
18. EMAIL NOTIFICATIONS
18.1 Automated Emails
Triggers:
* Quotation Created
* Invoice Created
* Purchase Order Sent
* User Created
* Salary Slip Generated
⸻
18.2 Stock Alerts
Notify administrators when:
* Stock Below Minimum Level
* Negative Stock Detected
* Large Pending GRNs
⸻
18.3 Scheduled Reports
System shall email:
* Daily Reports
* Weekly Reports
* Monthly Reports
Formats:
* PDF
* Excel
⸻
19. REPORTING MODULE
19.1 Sales Reports
Filters:
* Date
* Customer
* User
* Item
⸻
19.2 Item Reports
Display:
* Quantity Sold
* Revenue
* Profit
⸻
19.3 GRN Reports
Display:
* Purchases
* Costs
* Suppliers
⸻
19.4 Inventory Reports
Display:
* Current Stock
* Warehouse Stock
* Stock Value
⸻
19.5 Cash Flow Reports
Display:
* Cash In
* Cash Out
* Balance
Filter by payment method and date.
⸻
19.6 Expense Reports
Display:
* Category Wise Expenses
* Monthly Expenses
* Annual Expenses
⸻
19.7 Salary Reports
Display:
* Employee Salary Reports
* Department Salary Reports
⸻
19.8 Customer Reports
Display:
* Top Customers
* Customer Revenue
⸻
19.9 Supplier Reports
Display:
* Supplier Purchases
* Supplier Performance
⸻
19.10 Profit & Loss Report
Formula:
Profit = Revenue − Cost of Goods Sold − Expenses − Salaries
⸻
19.11 Comprehensive ERP Report
Executive Summary:
* Sales
* Purchases
* Expenses
* Salaries
* Stock
* Cash Flow
* Profit
⸻
20. USER & PERMISSION MANAGEMENT
20.1 User Management
Features:
* Create User
* Edit User
* Disable User
* Reset Password
⸻
20.2 Permission Management
Permissions per module:
* Inventory
* Sales
* Expenses
* Employees
* Salaries
* Reports
* Settings
⸻
20.3 Login Monitoring
Track:
* Login History
* Failed Logins
* Active Sessions
⸻
21. AUDIT LOGS
System shall maintain logs for:
* GRN Creation
* GRN Editing
* GRN Deletion
* Sales Creation
* Expense Changes
* Salary Payments
* User Changes
Audit Fields:
* User
* Date
* Time
* Action
* Previous Value
* New Value
⸻
22. DATABASE STRUCTURE
Core Tables:
* users
* roles
* permissions
* customers
* suppliers
* employees
* salaries
* items
* item_categories
* warehouses
* stock_movements
* purchase_orders
* purchase_order_items
* grns
* grn_items
* sales
* sale_items
* quotations
* quotation_items
* returns
* return_items
* expenses
* expense_categories
* cash_ledger
* pending_grn_allocations
* sale_item_grn_references
* notifications
* audit_logs
⸻
23. NON-FUNCTIONAL REQUIREMENTS
Performance
* Support 100,000+ inventory transactions.
* Reports generated within 10 seconds.
Security
* Laravel Authentication
* Password Hashing
* Role-Based Access Control
Backup
* Daily Automatic Backups
* Manual Backup Option
Compatibility
* Desktop
* Tablet
* Mobile Responsive
⸻
24. FUTURE SCALABILITY
Future Modules:
* Mobile App
* Online Store Integration
* WhatsApp Integration
* SMS Gateway
* Accounting Module
* Tax Management
* Fixed Asset Management
* Service Management
* Project Management
* Multi-Company Support
* Public API Integration
ERP MANAGEMENT SYSTEM
Version 1.0
⸻
1. INTRODUCTION
1.1 Project Name
ERP Management System
1.2 Purpose
The purpose of this ERP system is to provide a centralized platform for managing inventory, purchases, sales, quotations, expenses, employees, salaries, customers, suppliers, warehouses, cash flow, and business reporting.
The system will ensure accurate inventory tracking, financial transparency, employee management, and complete traceability between purchases and sales.
1.3 Technology Stack
Frontend
* HTML5
* CSS3
* JavaScript
Backend
* Laravel (PHP Framework)
Database
* MySQL
* phpMyAdmin
Architecture
* MVC Architecture
⸻
2. SYSTEM OBJECTIVES
The ERP system shall:
* Manage inventory using FIFO inventory methodology.
* Support GRN-based stock management.
* Allow negative stock and pending stock settlements.
* Maintain complete GRN-to-sale traceability.
* Manage quotations and sales.
* Manage customers and suppliers.
* Manage employees and salaries.
* Manage expenses and cash flow.
* Support warehouse management.
* Generate detailed reports and analytics.
* Maintain audit logs for all critical activities.
⸻
3. USER ROLES
3.1 Super Administrator
Full system access.
3.2 Administrator
Manage operational activities.
3.3 Manager
Manage inventory, sales, and reports.
3.4 Cashier
Sales and quotations.
3.5 Store Keeper
Inventory and warehouse operations.
3.6 HR Officer
Employee and salary management.
3.7 Accountant
Expenses, salaries, and financial reports.
⸻
4. INVENTORY MANAGEMENT MODULE
4.1 Item Management
System shall allow:
* Create Item
* Edit Item
* Delete Item
* Item Categories
* Item Images
* Barcode Assignment
* Minimum Stock Levels
Item Fields:
* Item Code
* Item Name
* Category
* Brand
* Unit
* Cost Price
* Selling Price
* Barcode
* Status
⸻
4.2 Goods Received Notes (GRN)
System shall allow:
* Create GRN
* Edit GRN
* Delete GRN
* View GRN History
GRN Fields:
* GRN Number
* Supplier
* Invoice Number
* Date
* Notes
GRN Item Fields:
* Item
* Quantity
* Cost Price
* Selling Price
* Batch Number
System shall automatically increase stock levels.
⸻
4.3 Stock Management
Features:
* Current Stock
* Available Stock
* Reserved Stock
* Negative Stock
* Stock Valuation
* Warehouse Stock
⸻
4.4 Pending GRN Settlement
System shall support inventory shortages.
Example:
Available Stock = 10
Sold Quantity = 20
Shortage = 10
System shall:
* Complete sale
* Create pending allocation
* Automatically settle when future GRN arrives
⸻
4.5 FIFO Allocation
Inventory shall be allocated using FIFO.
The system shall maintain complete mapping between:
* GRN Items
* Sale Items
⸻
5. SALES MANAGEMENT MODULE
5.1 Sales
Features:
* Create Sale
* Edit Sale
* Void Sale
* Print Invoice
Invoice Fields:
* Invoice Number
* Customer
* Date
* Payment Method
* Tax
* Discount
* Total
⸻
5.2 Quotation Management
Features:
* Create Quotation
* Edit Quotation
* Print Quotation
* Email Quotation
Statuses:
* Draft
* Approved
* Expired
* Converted
⸻
5.3 Quotation Conversion
System shall convert quotations directly into invoices.
⸻
5.4 Payment Methods
Supported Methods:
* Cash
* Bank Transfer
* Card
* Koko
* Cheque
* Other
⸻
6. CUSTOMER MANAGEMENT (CRM)
6.1 Customer Registration
Fields:
* Customer ID
* Customer Name
* Company Name
* Phone Number
* Billing Address
* Shipping Address
⸻
6.2 Customer History
Display:
* Purchases
* Quotations
* Payments
* Last Purchase Date
⸻
6.3 Customer Reports
* Top Customers
* Sales by Customer
* Customer Trends
⸻
7. SUPPLIER MANAGEMENT
7.1 Supplier Registration
Fields:
* Supplier ID
* Supplier Name
* Contact Person
* Phone
* Address
⸻
7.2 Supplier History
Display:
* Total Purchases
* GRNs
* Purchase Orders
⸻
7.3 Supplier Reports
* Purchase Analysis
* Supplier Performance
* Supplier Item Reports
⸻
8. PURCHASE ORDER MANAGEMENT
8.1 Purchase Orders
Features:
* Create PO
* Edit PO
* Approve PO
* Print PO
Statuses:
* Draft
* Approved
* Sent
* Partially Received
* Completed
* Cancelled
⸻
8.2 PO to GRN Conversion
System shall convert approved purchase orders into GRNs.
Partial receiving shall be supported.
⸻
9. RETURNS MANAGEMENT
9.1 Sales Returns
Features:
* Customer Returns
* Replacement
* Refund
⸻
9.2 Purchase Returns
Features:
* Return Items to Supplier
* Stock Adjustment
⸻
9.3 Return Reports
* Return Value
* Return Reasons
* Supplier Returns
⸻
10. EXPENSE MANAGEMENT
10.1 Expense Categories
Examples:
* Rent
* Fuel
* Utilities
* Internet
* Maintenance
* Salaries
⸻
10.2 Expense Entry
Fields:
* Expense Number
* Category
* Description
* Amount
* Date
* Payment Method
Saving an expense shall automatically create a cash out transaction.
⸻
11. EMPLOYEE MANAGEMENT
11.1 Employee Records
Fields:
* Employee ID
* Name
* NIC
* Address
* Phone
* Department
* Position
* Join Date
⸻
11.2 Employment History
Track:
* Position Changes
* Salary Revisions
* Notes
⸻
12. SALARY MANAGEMENT
12.1 Salary Payments
Fields:
* Employee
* Month
* Basic Salary
* Allowances
* Deductions
* Net Salary
⸻
12.2 Automatic Expense Creation
Upon salary payment:
* Salary Record Created
* Expense Record Created
* Cash Out Transaction Created
No duplicate entry required.
⸻
12.3 Salary Reports
* Employee Salary History
* Monthly Salary Cost
* Annual Salary Cost
⸻
13. CASH FLOW MANAGEMENT
13.1 Cash In
Sources:
* Sales
* Customer Payments
* Other Income
⸻
13.2 Cash Out
Sources:
* Expenses
* Salaries
* Refunds
* Purchases
⸻
13.3 Cash Ledger
System shall maintain complete transaction history.
Fields:
* Date
* Description
* Type
* Amount
* Balance
⸻
14. STOCK ADJUSTMENTS
14.1 Inventory Corrections
Adjustment Types:
* Increase
* Decrease
Reasons:
* Damage
* Theft
* Expiry
* Counting Errors
* Manual Correction
⸻
14.2 Audit Trail
Every adjustment shall record:
* User
* Date
* Quantity Before
* Quantity After
* Reason
⸻
15. BARCODE MANAGEMENT
15.1 Barcode Generation
Supported Formats:
* Code 128
* EAN-13
* UPC
⸻
15.2 Barcode Scanning
Support:
* USB Scanners
* Camera Scanners
Functions:
* Product Search
* Sales Entry
* GRN Entry
⸻
16. MULTI-WAREHOUSE MANAGEMENT
16.1 Warehouse Creation
Fields:
* Warehouse Name
* Location
* Contact Details
⸻
16.2 Warehouse Stock
Maintain stock separately by warehouse.
⸻
16.3 Stock Transfers
Features:
* Transfer Requests
* Approval Process
* Transfer History
⸻
17. DASHBOARD ANALYTICS
17.1 Executive Dashboard
Display:
* Today’s Sales
* Today’s Purchases
* Cash In
* Cash Out
* Stock Value
* Profit
* Pending GRNs
⸻
17.2 Sales Analytics
Charts:
* Daily Sales
* Monthly Sales
* Top Selling Products
⸻
17.3 Inventory Analytics
Display:
* Fast Moving Items
* Slow Moving Items
* Low Stock Alerts
* Negative Stock
⸻
17.4 Financial Analytics
Display:
* Revenue
* Expenses
* Salaries
* Profit
⸻
18. EMAIL NOTIFICATIONS
18.1 Automated Emails
Triggers:
* Quotation Created
* Invoice Created
* Purchase Order Sent
* User Created
* Salary Slip Generated
⸻
18.2 Stock Alerts
Notify administrators when:
* Stock Below Minimum Level
* Negative Stock Detected
* Large Pending GRNs
⸻
18.3 Scheduled Reports
System shall email:
* Daily Reports
* Weekly Reports
* Monthly Reports
Formats:
* Excel
⸻
19. REPORTING MODULE
19.1 Sales Reports
Filters:
* Date
* Customer
* User
* Item
⸻
19.2 Item Reports
Display:
* Quantity Sold
* Revenue
* Profit
⸻
19.3 GRN Reports
Display:
* Purchases
* Costs
* Suppliers
⸻
19.4 Inventory Reports
Display:
* Current Stock
* Warehouse Stock
* Stock Value
⸻
19.5 Cash Flow Reports
Display:
* Cash In
* Cash Out
* Balance
Filter by payment method and date.
⸻
19.6 Expense Reports
Display:
* Category Wise Expenses
* Monthly Expenses
* Annual Expenses
⸻
19.7 Salary Reports
Display:
* Employee Salary Reports
* Department Salary Reports
⸻
19.8 Customer Reports
Display:
* Top Customers
* Customer Revenue
⸻
19.9 Supplier Reports
Display:
* Supplier Purchases
* Supplier Performance
⸻
19.10 Profit & Loss Report
Formula:
Profit = Revenue − Cost of Goods Sold − Expenses − Salaries
⸻
19.11 Comprehensive ERP Report
Executive Summary:
* Sales
* Purchases
* Expenses
* Salaries
* Stock
* Cash Flow
* Profit
⸻
20. USER & PERMISSION MANAGEMENT
20.1 User Management
Features:
* Create User
* Edit User
* Disable User
* Reset Password
⸻
20.2 Permission Management
Permissions per module:
* Inventory
* Sales
* Expenses
* Employees
* Salaries
* Reports
* Settings
⸻
20.3 Login Monitoring
Track:
* Login History
* Failed Logins
* Active Sessions
⸻
21. AUDIT LOGS
System shall maintain logs for:
* GRN Creation
* GRN Editing
* GRN Deletion
* Sales Creation
* Expense Changes
* Salary Payments
* User Changes
Audit Fields:
* User
* Date
* Time
* Action
* Previous Value
* New Value
⸻
22. DATABASE STRUCTURE
Core Tables:
* users
* roles
* permissions
* customers
* suppliers
* employees
* salaries
* items
* item_categories
* warehouses
* stock_movements
* purchase_orders
* purchase_order_items
* grns
* grn_items
* sales
* sale_items
* quotations
* quotation_items
* returns
* return_items
* expenses
* expense_categories
* cash_ledger
* pending_grn_allocations
* sale_item_grn_references
* notifications
* audit_logs
⸻
23. NON-FUNCTIONAL REQUIREMENTS
Performance
* Support 100,000+ inventory transactions.
* Reports generated within 10 seconds.
Security
* Laravel Authentication
* Password Hashing
* Role-Based Access Control
Backup
* Daily Automatic Backups
* Manual Backup Option
Compatibility
* Desktop
* Tablet
* Mobile Responsive
⸻
24. FUTURE SCALABILITY
Future Modules:
* Mobile App
* Online Store Integration
* WhatsApp Integration
* SMS Gateway
* Accounting Module
* Tax Management
* Fixed Asset Management
* Service Management
* Project Management
* Multi-Company Support
* Public API Integration