Software Requirements Specification (SRS)

Smart Expiry & Refill Intelligence System

1. Introduction

1.1 Purpose

The purpose of this document is to define the software requirements for the Smart Expiry & Refill Intelligence
System, a mobile and cloud-based software solution designed to reduce financial losses caused by expired and
slow-moving inventory.

This document serves as a formal reference describing the system’s functionality, operational behavior,
constraints, and performance expectations, and provides a clear and consistent basis for system design,
development, testing, deployment, and future enhancement.

1.2 Product Scope

The Smart Expiry & Refill Intelligence System is a business-focused inventory intelligence application that aims
to prevent inventory-related losses rather than merely tracking stock levels.

The system is designed to:

• Track expiry dates of products such as medicines, food items, FMCG products, cosmetics, and
household goods

• Identify inventory items at risk of expiry

• Calculate potential financial loss caused by expiring or slow-moving stock

• Recommend corrective actions to minimize or prevent expiry-related losses

• Provide intelligent refill and reorder reminders

• Generate analytical reports highlighting savings and operational efficiency

The system operates as an add-on intelligence layer and does not replace existing billing, POS, or ERP
systems. It integrates with existing workflows to improve inventory decision-making.

2. Overall Description

2.1 Product Perspective

The Smart Expiry & Refill Intelligence System is a standalone, mobile-first application supported by a scalable
cloud backend. It can operate independently or alongside existing inventory, billing, or POS systems.

At a high level, the system consists of:

• Cloud backend services

• Centralized database for inventory, analytics, and reporting

• Notification services (push notifications, SMS, WhatsApp)

• Optional integration mechanisms for POS/ERP systems through CSV files or APIs

The system is designed for gradual adoption, allowing businesses to start with minimal data entry and expand
usage over time.

2.2 User Characteristics

Users of the system are expected to have basic smartphone proficiency.

2.3 Product Functions

The major functions of the system include:

• Inventory entry and management using barcode scanning, manual entry, invoice uploads, or bulk
imports

• Expiry date monitoring and classification

• Sales velocity estimation and expiry risk analysis

• Financial loss calculation for at-risk inventory

• Automated expiry alerts and escalation notifications

• Intelligent refill and reorder reminders

• Preventive action recommendations (discounts, bundling, shelf prioritization)

• Supplier return window tracking and credit recovery

• Daily, weekly, and monthly reporting and analytics

• Multi-user and multi-location inventory management

3. System Requirements

3.1 Functional Requirements

• The system shall support secure user registration and authentication.

• The system shall enforce role-based access control.

• The system shall restrict access to features based on assigned roles.

FR-2: Inventory and Batch Management

• The system shall allow inventory entry through barcode scanning, manual entry, invoice image upload,
or CSV import.

• The system shall support batch-level inventory tracking.

• Each inventory record shall include quantity, expiry date, pricing, supplier, and location information.

FR-3: Expiry Monitoring

• The system shall continuously monitor expiry dates for all inventory items.

• The system shall classify inventory into predefined categories such as Safe, Expiring Soon, and Expired.

• The system shall allow configurable expiry thresholds.

FR-4: Expiry Risk and Loss Analysis

• The system shall estimate sales velocity using historical data.

• The system shall calculate the quantity likely to remain unsold before expiry.

• The system shall compute the monetary value of potential expiry-related loss.

FR-5: Notifications and Alerts

• The system shall generate expiry and risk alerts at configurable intervals.

• Alerts shall be delivered through push notifications and optional messaging services.

• The system shall escalate alerts if no action is taken.

FR-6: Action Recommendation Engine

• The system shall recommend preventive actions for high-risk inventory items.

• Recommendations may include discounting, bundling, shelf prioritization, or supplier return.

FR-7: Refill and Reorder Intelligence

• The system shall predict stock depletion dates based on consumption patterns.

• The system shall issue refill reminders when appropriate.

• The system shall suppress refill recommendations if expiry risk is detected.

FR-8: Supplier Return Management

• The system shall track supplier return eligibility and deadlines.

• The system shall notify users before return windows expire.

• The system shall record recovered credits for reporting purposes.

FR-9: Reports and Analytics

• The system shall generate periodic analytical reports.

• Reports shall include expiry risk, loss prevented, actual loss, and credits recovered.

• The system shall support report export in standard formats.

FR-10: Multi-Store and Warehouse Support

• The system shall support multiple locations under a single account.

• The system shall allow inventory transfers between locations.

• The system shall provide centralized dashboards and reports.

3.2 Non-Functional Requirements

NFR-1: Performance

• The system shall respond to user actions within acceptable latency under normal operating conditions.

• Inventory analysis calculations shall complete efficiently for large datasets.

NFR-2: Scalability

• The system shall support scaling to accommodate increasing users and inventory volumes.
 • The system architecture shall support horizontal scaling.

NFR-3: Security

• Sensitive data shall be encrypted in transit and at rest.

• Authentication and authorization mechanisms shall follow industry best practices.

• Audit logs shall be maintained for critical operations.

NFR-4: Usability

• The system shall be intuitive and easy to use for non-technical users.

• The user interface shall be mobile-friendly and support local languages.

• Manual data entry shall be minimized where possible.

NFR-5: Reliability and Availability

• The system shall maintain high availability.

• The system shall support offline operation with automatic synchronization when connectivity is
restored.

NFR-6: Compatibility

• The system shall be compatible with Android and iOS platforms.

• The system shall support integration with commonly used POS and ERP systems.

NFR-7: Maintainability

• The system shall be modular and maintainable.

• Enhancements and updates shall be deployable without major service disruption.

NFR-8: Legal and Compliance

• The system shall not provide medical or diagnostic advice.

• The system shall comply with applicable data protection and privacy regulations.

• The system shall maintain compliance-related audit records.

• Accurate system output depends on correct inventory and expiry data input.

• Internet connectivity may be intermittent.

• External system integrations depend on third-party data availability.

5. Conclusion

This Software Requirements Specification defines a scalable, secure, and business-oriented system designed
to reduce inventory-related financial losses and improve operational efficiency. The Smart Expiry & Refill
Intelligence System is suitable for real-world commercial deployment and long-term growth across retail,
pharmacy, and supply-chain environments.