1. Company profile
"Trendz Apparel" (fictional): 12 stores across Gujarat, a central warehouse, a Shopify-like website, Amazon/Flipkart presence.
- Fashion with variants (size × colour), 8,000 variants, seasonal collections.
- Loyalty programme; gift cards; returns at any store.
2. Pain points
Stock per store unknown online; transfers on WhatsApp; the loyalty card is separate; store cash reconciliation takes a day.
3. Apps
Point of Sale, Inventory, Purchase, Sales, eCommerce/Website, Accounting, Loyalty (Discount & Loyalty), Marketing (Email/SMS/WhatsApp), Barcode, Employees + Attendance (store staff; Light Users in v20).
4. Design decisions
| Topic | Decision |
|---|---|
| Warehouses | One warehouse per store (stock visible per store) + central DC; stores resupplied from DC (inter-warehouse route) |
| Products | Templates with attributes Size/Colour → variants; barcode per variant |
| POS | One POS config per store (multiple counters = multiple configs or one shared); payment methods Cash, Card terminal, UPI |
| Pricing | Pricelist for store vs online; promotions (Buy 2 get 1) and loyalty points shared across POS and eCommerce; gift cards and eWallet |
| eCommerce | Show "available in stores" via Click & Collect (v19 naming) + Pay on Site; ship from DC |
| Returns | POS refund with the original receipt; online returns via customer portal returns (v20) |
| Replenishment | Min/max per store warehouse, source = DC; DC buys from vendors |
| Accounting | One POS journal per store; session closing posts a summary entry; daily bank deposit reconciliation |
| Staff | Employees log into POS with badge/PIN; minimal-rights profile (v19) |
5. Configuration steps
- Inventory: warehouses STR01…STR12 + DC; on each store warehouse Resupply From DC.
- Products: import templates + variants + barcodes (v19+: variant import with attribute values).
- POS settings per store: warehouse/operation type, pricelists, payment methods, receipt header/footer, Loyalty programs, gift cards, product categories shown, IoT box (printer, cash drawer, scale if needed), offline-capable devices.
- Loyalty: Discount & Loyalty > Loyalty card program: 1 point per ₹100, reward ₹50 per 100 points; available on POS and website.
- eCommerce: product pages, filters by attribute, Click & Collect pickup sites per store, payment provider (Razorpay/Stripe), delivery methods.
- Marketing: customer segments from POS sales, SMS/WhatsApp campaigns.
- Accounting: POS journals, cash difference account, bank accounts per store.
- Reports: POS analysis by store/cashier, stock per variant per store, sell-through %, ageing (v20 stock aging).
6. To-be process
- Store sale: scan → loyalty customer (phone) → payment → receipt; stock moves from the store warehouse at session close (or in real time, per setting).
- Online order with store pickup: customer chooses the store → SO reserved from that store's warehouse → customer pays at pickup.
- Inter-store transfer: request → DC/other store ships → receipt in store.
- Closing: cashier counts cash → close session → difference posted → accounting entry.
7. KPIs
Sales per store per sq.ft, average basket, sell-through by collection, stock turns per store, loyalty redemption rate, cash differences.
8. Pitfalls
- Too many POS configs make maintenance heavy; standardise.
- Barcode duplicates across variants break scanning; validate on import.
- Connectivity: test offline mode (POS has always worked offline for sales; v20 adds a general offline mode for the backend).
9. Version notes
| v18 | v19 | v20 |
|---|---|---|
| Self-order kiosk/QR, combos, loyalty | POS presets, global invoice per customer, minimal-rights profile, one-click payment validation | Multi-currency checkout, service fees, product snooze, simpler end-of-session accounting, POS without the full Inventory app, eCommerce returns portal & pay on invoice, AI product editing |