PROPOSED POS & INVENTORY SYSTEM

(Multi-Branch Bakery with Online Orders, Inventory Control, and Flexible Sales Reports)

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1. PURPOSE

This system is designed to help the bakery:
	•	Track walk-in and online orders efficiently
	•	Deduct ingredients automatically in real-time
	•	Notify staff when stock is low
	•	Generate daily, monthly, and yearly sales reports for each branch
	•	Maintain strict accountability—branch workers cannot manipulate inventory
	•	Streamline communication between cashier, kitchen, and social media manager
	•	Ensure online orders are tracked even if not yet picked up or delivered

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2. USERS & ROLES

User	Role
Owner/Admin	Monitors all branches, approves stock-in, views sales reports
Cashier	Handles walk-in orders, prints temporary/final receipts
Social Media Manager	Inputs online orders, assigns them to branches, notified when order is ready
Kitchen Staff	Views orders on tablet, updates status (Preparing → Done → Pending Pickup/Delivery → Completed)
Inventory Staff / Stock Facilitator	Updates ingredient stock, responds to low-stock alerts


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3. ORDER FLOW

Walk-in Orders
	1.	Customer orders → Cashier enters order in POS
	2.	Temporary receipt printed → serves as order reference
	3.	Order sent to kitchen tablet → Status: Preparing → Done → Ready
	4.	Ingredients deducted automatically
	5.	Customer pays → Final receipt printed → Order completed

Online Orders
	1.	Customer places order via social media
	2.	Social Media Manager encodes order → Assigns branch → Order appears on kitchen tablet
	3.	Kitchen Tablet shows Online Order Slip:
	•	Customer Name
	•	Contact
	•	Pieces/Boxes
	•	Pick-Up / Delivery
	•	Time & Date
	•	Special Instructions
	4.	Kitchen staff starts preparation → Status = Preparing
	5.	Ingredients automatically deducted from inventory
	6.	Order finished → Status updated to Done / Ready
	7.	Order not yet picked up or delivered → Status = Pending Pickup / Pending Delivery
	8.	Customer or delivery rider picks up order → Status updated to Completed
	9.	Sale automatically recorded → Included in daily/monthly/yearly sales reports

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4. INVENTORY CONTROL (STRICT)
	•	Ingredients deducted automatically during Preparation stage
	•	Low-stock alerts notify owner & stock facilitator when threshold is reached
	•	Only authorized users (owner or stock facilitator) can add or adjust stock
	•	All stock activity is logged for accountability
	•	Prevents branch workers from manipulating stock

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5. FLEXIBLE SALES REPORTS
	•	Reports generated for each branch:
	•	Daily: Sales of the day
	•	Monthly: Sales trends, best-selling items
	•	Yearly: Annual performance overview
	•	Includes:
	•	Total sales (₱)
	•	Number of items sold per product
	•	Walk-in vs online orders
	•	Peak hours/days
	•	Can be exported as PDF or Excel for owner and business partners

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6. DEVICE SETUP

Station	Device	Function
Cashier	POS Tablet/Desktop	Encode walk-in orders, print temporary/final receipts, send orders to kitchen
Kitchen	Tablet on table	View orders (walk-in & online), update status (Preparing → Done → Pending Pickup/Delivery → Completed), see online order slip
Social Media	Laptop/Tablet	Encode online orders, notify customers when ready
Inventory	POS/Tablet	Monitor ingredients, restock, view low-stock alerts


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7. LOW-STOCK ALARM
	•	Each ingredient has a minimum threshold
	•	Alert triggers for owner & stock facilitator
	•	Only authorized users can restock
	•	Prevents running out of ingredients

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8. ONLINE ORDER STATUS FLOW

New Order Received → Pending Preparation
          ↓
Preparing (Kitchen staff making the order)
          ↓
Done / Ready (Kitchen finished preparation)
          ↓
Pending Pickup / Delivery (Customer or Rider has not collected)
          ↓
Completed (Order picked up or delivered)


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9. FULL SYSTEM FLOWCHART (Simplified)

Customer Orders
   ↓
Cashier / Social Media Manager
   ↓
Temporary Receipt (Walk-in) / Online Order Slip (Online)
   ↓
Kitchen Tablet → Preparing → Done → Pending Pickup/Delivery → Completed
   ↓
Ingredients Deducted Automatically
   ↓
Sale Recorded → Flexible Sales Reports Generated (Daily / Monthly / Yearly)
   ↓
Owner / Business Partners View Reports
   ↓
Low-Stock Alerts → Stock Facilitator / Owner Restock


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10. ADVANTAGES
	•	Centralized system for all branches
	•	Accurate inventory tracking and deduction
	•	Online orders are tracked until customer pickup/delivery
	•	Kitchen tablets reduce errors and miscommunication
	•	Flexible sales reports allow owners and partners to monitor performance daily, monthly, and yearly
	•	Clear accountability: only authorized users manage inventory