Core Features of Inventory Management System (IMS)

Feature Category Feature Name Description

Inventory Tracking Real-Time Stock Automatically update stock levels when

Updates sales, purchases, or adjustments occur.

Multi-location Support Track inventory across multiple warehouses

or store locations.

Batch and Serial Manage products by batch, lot, or unique

Tracking serial numbers for traceability.

Stock Movement Maintain a log of all stock movements

History (inflow, outflow, adjustments).

Product Product Registration Add, update, or remove products with details

Management like SKU, category, and price.

Barcode Integration Generate and scan barcodes for quick

product identification.

Categorization Organize products into categories or groups

for easier management.

Unit of Measure Manage inventory with various units (e.g.,

Support boxes, pieces, kg).

Order Management Purchase Order Create, track, and manage purchase orders
Management from suppliers.

Sales Order Process customer sales orders and link

Management them to inventory.

Reorder Point Alerts Receive alerts when stock levels drop below
a defined threshold.

Supplier and Vendor Maintain supplier details and purchase

Management history.

Stock Control Stock In/Out Record inventory inflows (purchases) and

Transactions outflows (sales).

Stock Transfers Move stock between different locations or

warehouses.

Stock Adjustment Adjust stock levels due to shrinkage,

 damage, or other factors.

Reporting and Inventory Valuation Generate real-time reports on the total value
Analytics of inventory.

Stock Movement Track historical data on stock inflow/outflow

Reports and adjustments.

Sales and Purchase Analyze sales trends, purchase history, and

Reports supplier performance.

Demand Forecasting Predict future inventory needs based on

historical data.

User Management Role-Based Access Define user roles (Admin, Manager, Staff)
Control with specific permissions.

User Authentication Secure login with password encryption.

Audit Logs Track and log user actions for accountability.

Integration and Accounting Integration Sync inventory data with accounting

Automation systems like QuickBooks or Xero.

E-commerce Integrate with platforms like Shopify or

Integration WooCommerce for real-time updates.

Email and Notifications Send alerts and updates via email or in-app
notifications.

Security and Data Encryption Protect sensitive data with encryption during
Compliance storage and transmission.

Backup and Recovery Implement automated backups and disaster

recovery plans.

Compliance Support Ensure compliance with industry regulations

(e.g., GDPR, ISO).

Database Design Tables

Table Name Field Name Data Type Constraints Description
Products ProductID INT PRIMARY KEY, Unique identifier for
IDENTITY(1,1) the product

Name NVARCHA NOT NULL Name of the product

R(100)

SKU NVARCHA UNIQUE, NOT Stock Keeping Unit

R(50) NULL (SKU)

Category NVARCHA NULL Product category

R(50)

Quantity INT DEFAULT 0 Current stock

quantity

UnitPrice DECIMAL(1 NULL Price per unit

0, 2)

Barcode NVARCHA NULL Barcode for the

R(50) product

CreatedAt DATETIME DEFAULT Timestamp when

GETDATE() the product was
added

UpdatedAt DATETIME DEFAULT Timestamp when

GETDATE() the product was last
updated

Suppliers SupplierID INT PRIMARY KEY, Unique identifier for

IDENTITY(1,1) the supplier

SupplierNam NVARCHA NOT NULL Name of the

e R(100) supplier

ContactName NVARCHA NULL Supplier contact

R(100) person
 Phone NVARCHA NULL Supplier phone
R(15) number

Email NVARCHA NULL Supplier email

R(100) address

Address NVARCHA NULL Supplier address

R(255)

PurchaseOrders PurchaseOrd INT PRIMARY KEY, Unique identifier for

erID IDENTITY(1,1) the purchase order

SupplierID INT FOREIGN KEY Linked supplier for

REFERENCES the order
Suppliers(SupplierI
D)

OrderDate DATETIME DEFAULT Date when the order

GETDATE() was placed

Status NVARCHA CHECK (Status IN Order status

R(20) ('Pending',
'Completed',
'Cancelled'))

TotalAmount DECIMAL(1 NULL Total amount for the

0, 2) purchase order

PurchaseOrderD PODetailID INT PRIMARY KEY, Unique identifier for

etails IDENTITY(1,1) order detail

PurchaseOrd INT FOREIGN KEY Linked purchase

erID REFERENCES order
PurchaseOrders(Pu
rchaseOrderID)
 ProductID INT FOREIGN KEY Linked product in
REFERENCES the order
Products(ProductID
)

Quantity INT NOT NULL Quantity ordered

UnitPrice DECIMAL(1 NOT NULL Price per unit

0, 2) ordered

SalesOrders SalesOrderID INT PRIMARY KEY, Unique identifier for

IDENTITY(1,1) the sales order

CustomerNa NVARCHA NULL Customer name

me R(100)

OrderDate DATETIME DEFAULT Date when the sales

GETDATE() order was placed

Status NVARCHA CHECK (Status IN Sales order status

R(20) ('Pending',
'Shipped',
'Cancelled'))

TotalAmount DECIMAL(1 NULL Total amount for the

0, 2) sales order

SalesOrderDetail SODetailID INT PRIMARY KEY, Unique identifier for

s IDENTITY(1,1) sales order detail

SalesOrderID INT FOREIGN KEY Linked sales order

REFERENCES
SalesOrders(Sales
OrderID)

ProductID INT FOREIGN KEY Linked product in

REFERENCES the sales order
Products(ProductID
 )

Quantity INT NOT NULL Quantity sold

UnitPrice DECIMAL(1 NOT NULL Price per unit sold

0, 2)

StockMovements MovementID INT PRIMARY KEY, Unique identifier for

IDENTITY(1,1) stock movement

ProductID INT FOREIGN KEY Linked product in

REFERENCES the stock movement
Products(ProductID
)

MovementTy NVARCHA CHECK Type of movement

pe R(20) (MovementType IN
('IN', 'OUT',
'ADJUSTMENT'))

Quantity INT NOT NULL Quantity moved

MovementDa DATETIME DEFAULT Date of the

te GETDATE() movement

Description NVARCHA NULL Description of the

R(255) movement

Users UserID INT PRIMARY KEY, Unique identifier for

IDENTITY(1,1) the user

Username NVARCHA UNIQUE, NOT User’s username

R(50) NULL

PasswordHas NVARCHA NOT NULL User’s hashed

h R(255) password

Role NVARCHA CHECK (Role IN Role of the user in

R(20) ('Admin', 'Manager', the system
'Staff'))
 CreatedAt DATETIME DEFAULT Timestamp when
GETDATE() the user was
created

AuditLogs LogID INT PRIMARY KEY, Unique identifier for

IDENTITY(1,1) the log entry

UserID INT FOREIGN KEY Linked user

REFERENCES performing the
Users(UserID) action

Action NVARCHA NOT NULL Action performed

R(100)

TableAffected NVARCHA NULL Table affected by

R(50) the action

ActionTime DATETIME DEFAULT Timestamp of the

GETDATE() action

Description NVARCHA NULL Additional

R(255) description of the
action

Categories CategoryID INT PRIMARY KEY, Unique identifier for

IDENTITY(1,1) the category

CategoryNam NVARCHA UNIQUE, NOT Name of the

e R(100) NULL category

Description NVARCHA NULL Description of the

R(255) category

User Interface (UI) Components for Inventory Management System (IMS)

 UI Component Description Key Features

Dashboard Central overview displaying key Real-time stock levels, low stock
metrics and summaries. alerts, sales and purchase
summaries.

Product Interface for adding, editing, and Product details, barcode

Management deleting product information. generation, category selection.

Inventory Tracking Displays detailed stock Stock levels by location,

information for each product. batch/serial tracking, recent stock
movements.

Purchase Order Module to create and manage Order creation, supplier selection,
Management purchase orders from suppliers. order status tracking.

Sales Order Interface for processing customer Customer details, order status
Management orders. updates, sales tracking.

Stock Movement UI for recording stock inflows, Record movements by type (IN,
outflows, and adjustments. OUT, ADJUSTMENT), movement
history.

Supplier Manage supplier information and Supplier contact details, order

Management purchase history. history, vendor ratings.

Customer Maintain customer information for Customer profiles, order history,

Management sales orders. contact information.

Reports and Generate reports and visualize Inventory valuation, sales trends,
Analytics data for better decision-making. stock movement analytics.

Reorder Alerts Display alerts when stock falls Automatic notifications, reorder
below minimum levels. suggestions, supplier links.

User Management Manage system users, roles, and Role-based access control,
permissions. add/remove users, user activity
logs.

Audit Logs Track user actions within the View user actions, timestamps,
system for accountability. affected modules.

Barcode Scanning Interface for barcode scanning Quick stock entry, product lookup,
UI and product identification. and inventory updates.

Notifications Display system notifications and Stock alerts, order status changes,
Center alerts for users. system messages.
Settings and UI for configuring system settings Adjust roles, set reorder
Configuration and preferences. thresholds, configure integrations.

Login and Secure login screen for user Username, password input,
Authentication access to the system. password reset, multi-factor
authentication.

Backup and Interface to manage data Manual/automatic backup options,

Restore UI backups and restoration restore functionality.
processes.

Integration Manage integrations with external API keys, sync status, integration
Settings systems like e-commerce or logs.
accounting tools.

Help and Support Provide users with system help User manuals, FAQs, contact
and support options. support form.