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OrderProcessingAndManagement

The Business Requirements Specification (BRS) document outlines the requirements for an eCommerce Order Processing and Management System, detailing functionalities such as order placement, payment processing, inventory management, shipping, and returns. It serves various stakeholders, including business and technical teams, and emphasizes the need for a user-friendly interface and system integrations. Key non-functional requirements include performance, security, scalability, and high availability to ensure efficient order management and customer satisfaction.
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0% found this document useful (0 votes)
4 views

OrderProcessingAndManagement

The Business Requirements Specification (BRS) document outlines the requirements for an eCommerce Order Processing and Management System, detailing functionalities such as order placement, payment processing, inventory management, shipping, and returns. It serves various stakeholders, including business and technical teams, and emphasizes the need for a user-friendly interface and system integrations. Key non-functional requirements include performance, security, scalability, and high availability to ensure efficient order management and customer satisfaction.
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Business Requirements Specification (BRS)

Document for eCommerce Order Processing and


Management System

1. Introduction

1.1 Purpose

The purpose of this document is to outline the business


requirements for the Order Processing and
Management module of the eCommerce application.
This system will allow customers to place orders, process
payments, manage shipping, and handle returns and
refunds. It will ensure that all stages of the order lifecycle
are managed efficiently, from order placement to delivery
and post-purchase support.

1.2 Scope

The Order Processing and Management system will cover


the following areas:

 Order creation (placing an order on the website).


 Order payment processing (integration with payment
gateways).
 Order confirmation and receipt generation.
 Inventory management and stock updates.
 Order shipping, tracking, and delivery.
 Order status management (processing, shipped,
delivered, cancelled).
 Returns and refunds processing.
 Order history and management for customers and
admins.
The system will integrate with the payment gateway,
inventory management, and shipping services.

1.3 Audience

This document is intended for:

 Business stakeholders (product owners, customer


support team, logistics team).
 Technical stakeholders (developers, IT team).
 Project managers.
 Quality assurance team.
 Logistics and operations team.

2. System Overview

2.1 System Description

The Order Processing and Management system will


be an essential part of the eCommerce platform. It will
handle the entire order lifecycle, from placing an order by
the customer to managing payments, inventory, shipping,
and order status updates. The system will ensure efficient
order fulfillment, timely delivery, and smooth handling of
any post-purchase issues like returns or refunds.

2.2 Functional Areas

 Order Creation: Enabling customers to place


orders.
 Payment Processing: Secure payment handling
and confirmation.
 Inventory Management: Updating stock levels
based on order quantities.
 Shipping and Delivery: Integrating with third-party
logistics for shipping and tracking.
 Order Status Management: Providing real-time
order status updates to customers.
 Returns and Refunds: Handling post-purchase
returns, exchanges, and refunds.
 Order Reporting: Analytics and reporting for sales,
order trends, and operational efficiency.

3. Business Requirements

3.1 Customer Requirements

 Order Placement:
o Customers should be able to select products,
add them to the cart, and proceed to checkout.
o The system must calculate the total cost,
including applicable taxes, shipping fees, and
discounts.
 Payment Handling:
o Customers should be able to securely complete
the payment via multiple methods (credit/debit
cards, PayPal, gift cards, etc.).
o Payment must be processed in real time, and
customers should receive instant feedback on
the payment status.
 Order Confirmation:
o Customers must receive an order confirmation
email with order details, estimated delivery time,
and tracking information.
 Order Tracking:
o Customers should be able to track their orders
using tracking IDs provided by the shipping
partner.
 Order History:
o Customers must be able to view past orders,
including status updates, shipping information,
and payment details.
 Returns and Refunds:
o Customers should be able to request a return or
exchange directly from their order history.
o The system must provide clear instructions and
timelines for returning products and receiving
refunds.

3.2 Admin Requirements

 Order Management:
o Admins should be able to view all customer
orders, including order details (products,
payment status, shipping information).
o Admins must have the ability to process orders
manually, update order status, and make
adjustments (e.g., cancel or modify orders).
 Inventory Updates:
o Admins should be able to update stock levels in
real-time when an order is placed or when stock
is received.
 Shipping and Logistics:
o Admins must be able to view shipping details
and tracking numbers.
o Admins should have the ability to manage
shipping logistics, including selecting preferred
shipping providers.
 Returns and Refunds Management:
o Admins should be able to approve or deny
return/refund requests based on company
policies.
o The system must track return statuses and
manage the issuance of refunds.
 Order Reporting:
o Admins should have access to reports on order
statistics (e.g., total orders, pending orders,
returns).
o Admins can filter orders by date, payment
status, shipping status, and customer.

4. Functional Requirements

4.1 Order Placement

 Shopping Cart:
o Customers can add products to their shopping
cart, view the cart’s content, modify quantities,
and remove items.
 Checkout Process:
o The checkout process will include the following
steps:
 Review cart items.
 Enter shipping information.
 Choose a payment method.
 Review order and confirm.
 Payment Confirmation:
o Upon successful payment, customers should
receive an instant confirmation with order
details and estimated delivery.

4.2 Payment Processing

 Integration with Payment Gateways:


o The system will integrate with third-party
payment gateways like PayPal, Stripe, or bank
card processing services.
 Real-time Payment Status:
o The system will notify customers of payment
success, failure, or errors during the transaction
process.

4.3 Inventory Management

 Stock Updates:
o When an order is placed, the system must
update the product stock in real-time.
o Inventory levels should be updated
automatically, ensuring accurate product
availability information for customers.
 Stock Alerts:
o Admins should be alerted when a product
reaches low stock levels, triggering a reorder or
restocking action.

4.4 Shipping and Delivery

 Shipping Methods:
o The system will allow customers to select from
various shipping methods (e.g., standard,
expedited, international).
 Shipping Integration:
o The system will integrate with shipping partners
(e.g., UPS, FedEx, DHL) to generate shipping
labels, calculate shipping costs, and track
deliveries.
 Tracking Numbers:
o After shipping, customers should receive
tracking numbers to monitor their order’s
delivery status.

4.5 Order Status Management

 Order Status Updates:


o Orders should have the following statuses:
 Pending: Order placed but payment not yet
confirmed.
 Processing: Payment confirmed, preparing
for shipment.
 Shipped: Order has been dispatched.
 Delivered: Order successfully delivered.
 Cancelled: Order was cancelled by the
customer or admin.
 Customer Notifications:
o Customers should receive automatic email
notifications when their order status changes
(e.g., "Your order has been shipped").

4.6 Returns and Refunds

 Return Request:
o Customers must be able to submit return
requests via their order history.
 Approval Workflow:
o Admins should have the ability to approve or
deny return requests.
o Return reasons should be tracked (e.g., product
damaged, incorrect order).
 Refund Process:
o Once a return is approved, refunds should be
processed via the original payment method.
4.7 Order Reporting

 Order Summary Reports:


o Admins should be able to generate summary
reports on orders, including total sales, order
statuses, and product performance.
 Refund/Return Reports:
o Admins should be able to track returns and
refunds separately and view trends in customer
returns.

5. Non-Functional Requirements

5.1 Performance

 The order processing system must handle large


volumes of concurrent orders, especially during peak
times (e.g., Black Friday, holiday seasons).

5.2 Security

 The payment processing system must comply with


security standards (e.g., PCI-DSS) to ensure secure
transactions.
 User data, especially payment information, should be
encrypted in transit and at rest.

5.3 Usability

 The order management system should be user-


friendly for both customers and administrators.
 Admin interfaces should provide easy access to key
order data and allow quick action.

5.4 Scalability
 The system must scale to handle an increasing
number of orders and product listings as the
business grows.

5.5 Availability

 The order processing system should be highly


available, with minimal downtime (target: 99.9%
uptime).

6. User Interface (UI) Requirements

6.1 Customer Order Interface

 A clear, step-by-step checkout process with easy


navigation to review cart items, add shipping
information, and make payments.

6.2 Admin Order Management Dashboard

 A centralized dashboard displaying all orders with


filters for order status, shipping, payment, and
customer information.
 Admins should be able to view order details and
update order statuses.

6.3 Return/Refund Interface

 A user-friendly interface for admins to approve or


deny return/refund requests with notes and tracking
of return statuses.

7. System Integration
7.1 Payment Gateway Integration

 Integration with payment processors to handle


transactions and payment status notifications.

7.2 Inventory Management Integration

 Integration with inventory systems to update stock


levels automatically when orders are placed.

7.3 Shipping Provider Integration

 Integration with third-party logistics providers to


generate shipping labels, calculate shipping rates,
and provide tracking numbers.

8. Data Requirements

8.1 Database Schema

 Orders: Order ID, customer ID, product IDs, order


status, payment status, shipping status, payment
method, total cost, date/time.
 Returns/Refunds: Return ID, order ID, product ID,
return status, refund amount, reason for return.
 Payments: Payment ID, order ID, payment method,
transaction ID, payment status.

8.2 Data Security

 All sensitive data, including payment details and


personal information, should be securely stored and
encrypted.
9. System Constraints

 The system should be capable of processing up to


100,000 orders per day without degradation of
performance.

10. Assumptions

 All users will have internet access to place orders via


the eCommerce platform.
 Payment gateway services are operational and
compliant with all regulations.

11. Acceptance Criteria

11.1 Functional Acceptance

 Customers should be able to place orders, make


payments, receive order confirmations, track orders,
and request returns/refunds.
 Admins should be able to manage all aspects of the
order lifecycle, including inventory, shipping, and
returns.

11.2 Non-Functional Acceptance

 The system must handle high-order volumes, ensure


secure payment processing, and provide a seamless
user experience.

12. Glossary
 Order Status: The current state of an order (e.g.,
Pending, Shipped, Delivered).
 Return: A process initiated by the customer to
return purchased products.
 Refund: The reimbursement issued to the customer
when a return is accepted.

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