7.1.

Introduction to the System

This document serves as a user guide for the Shop Management System, a Python-based
application designed to streamline and automate various operations within a retail environment.
The system aims to enhance efficiency, accuracy, and overall control over inventory, sales, and
user management. It provides a user-friendly interface to manage daily shop activities, from
registering new users to generating comprehensive sales reports.

7.2. System Features

The Shop Management System offers a robust set of features to facilitate effective shop
administration:
●​ User Registration and Management: Securely register new users (e.g., employees,
administrators) and manage their access levels. This ensures controlled access and
accountability within the system.
●​ Inventory Management: Efficiently add, update, and track product inventory. This
includes crucial details like product name, price, stock quantity, and unique identifiers,
allowing for real-time stock monitoring.
●​ Sales Processing: A streamlined process for handling customer purchases, calculating
totals, applying discounts (if applicable), and accurately recording sales transactions. This
feature aims to speed up the checkout process and minimize errors.
●​ Report Generation: Generate various reports, such as daily sales summaries, inventory
levels, and transaction histories. These reports provide valuable insights into business
performance, aid in inventory forecasting, and support informed decision-making.
●​ Data Persistence: All system data, including user information, inventory, and sales
records, is securely stored. This ensures data integrity, prevents loss of critical
information, and allows for historical analysis.
●​ User-Friendly Interface: The system is designed with an intuitive interface, making it
easy for users of all technical proficiencies to navigate and operate the various
functionalities.

7.3. How to Use the System

This section provides step-by-step instructions on how to effectively use the Shop Management
System.

7.3.1. Registering Users

To register a new user in the system:
1.​ Access the User Management Module: Upon launching the system, navigate to the
main menu. Select the "User Management" or "Register User" option. This typically
requires administrative privileges.
2.​ Enter User Details: You will be prompted to enter the following information for the new
user. Ensure all fields are accurately filled:
○​ Username: A unique identifier for the user (e.g., john.doe, admin_user). This will be
used for logging in.
 ○​ Password: A secure password for the user's account. It is recommended to use a
strong combination of uppercase, lowercase, numbers, and symbols.
○​ Role/Access Level: Assign an appropriate role to define their system permissions.
Common roles might include "Administrator" (full access), "Sales Staff" (limited to
sales and basic inventory viewing), or "Inventory Manager" (focused on inventory
updates).
3.​ Confirm Registration: Review all entered details for accuracy. Once satisfied, click the
"Register" or "Save" button to complete the registration. A confirmation message will
appear upon successful registration, indicating the new user account has been created.

7.3.2. Managing Inventory

To manage products within the system's inventory:
1.​ Navigate to Inventory Management: From the main menu, select the "Inventory" or
"Product Management" option. This will display the current inventory or provide options for
managing it.
2.​ Add New Product:
○​ Choose the "Add Product" option.
○​ Enter the following details for the new product:
■​ Product ID (Optional, or Auto-Generated): A unique identifier for the
product. If not auto-generated, ensure it's unique.
■​ Product Name: The name of the product (e.g., "T-Shirt," "Laptop Charger").
■​ Price: The selling price of the product.
■​ Quantity in Stock: The initial number of units available.
○​ Confirm to add the product to the inventory. The system will update the inventory
database.
3.​ Update Existing Product:
○​ Select the "Update Product" or "Edit Product" option.
○​ Enter the Product ID or Name of the product you wish to modify. The system will
retrieve the current details.
○​ You will then be able to modify specific attributes such as its Price, Stock Quantity,
or other relevant details (e.g., description, category).
○​ Confirm the changes to save them to the inventory.
4.​ View Inventory:
○​ Select the "View Inventory" or "List Products" option to see a comprehensive list of
all products, their current stock levels, prices, and other associated details. This
provides an overview of available stock.

7.3.3. Processing Sales

To process a sale transaction:
1.​ Start New Sale: From the main menu, select the "Process Sale" or "New Sale" option.
This will open the sales interface.
2.​ Add Products to Cart:
○​ Enter the Product ID or Name of the item the customer wishes to purchase.
○​ Enter the Quantity of that product.
○​ Press Enter or click "Add to Cart."
○​ Repeat this step for all items the customer is buying. The system will dynamically
 display the current subtotal and a list of items in the cart.
○​ If a product is out of stock or the quantity exceeds available stock, the system will
notify you.
3.​ Complete Sale:
○​ Once all items are added to the cart, select the "Complete Sale" or "Checkout"
option.
○​ The system will display the final total amount due.
○​ Enter the Amount Paid by the customer.
○​ The system will automatically calculate and display any Change Due to the
customer.
○​ Confirm the transaction to finalize the sale. This action will deduct the sold items
from the inventory and record the transaction in the sales history.

7.3.4. Generating Reports

To generate various reports for analysis:
1.​ Access Report Generation: From the main menu, choose the "Reports" option. This will
present a list of available report types.
2.​ Select Report Type: You will be presented with options for different types of reports.
Select the one that best suits your needs:
○​ Daily Sales Report: Shows all sales transactions that occurred on the current day,
including product details, quantities, and total revenue.
○​ Inventory Report: Provides a detailed list of all products currently in stock, their
quantities, and potentially their reorder levels. This helps in managing stock
efficiently.
○​ Sales History by Date: Allows you to specify a custom date range (e.g., "last
week," "last month," or custom start and end dates) to view sales transactions
within that period.
○​ Product Sales Performance: (Optional) A report showing which products are
selling best over a given period.
3.​ Generate Report: Select the desired report type and any required parameters (e.g., start
and end dates for a sales history report). The system will then generate and display the
report in a readable format. Depending on the system's capabilities, you may have
options to:
○​ Print: Print a hard copy of the report.
○​ Export: Export the report data to a file format such as CSV (Comma Separated
Values) for use in spreadsheets or PDF for easy sharing.