SRS fOR CASHIER PAYMENT TRANSACTION APPLICATION : A DIGITAL SOLUTION FOR MODERN BUSINESSES


INTRODUCTION 

In the rapidly growing digital economy, transaction management is no longer a luxury—it is a necessity. Retailers, restaurants, and service providers all rely on efficient, accurate, and secure cashier systems to deliver fast customer service while keeping financial data safe.

The Cashier Payment Transaction Application, specified in the Software Requirement Specification (SRS), is designed as a modern Point of Sale (POS) system that integrates payment processing, inventory tracking, and reporting. This blog explores its objectives, requirements, design overview, and supporting components, providing a clear picture of how the system works.


Purpose of the Application

The primary objectives of the Cashier Payment Transaction Application are:

  • Transaction efficiency: Reduce cashier workload with barcode scanning, auto-totaling, and quick payment processing.

  • Error reduction: Eliminate manual calculation errors through system automation.

  • Financial visibility: Provide real-time reports for managers and owners.

  • Customer satisfaction: Deliver faster checkout processes with multiple payment options.

  • Security and reliability: Store transaction records securely and prevent data loss.

By achieving these goals, the application becomes a powerful digital assistant for small shops, supermarkets, restaurants, and service businesses.


Functional and Non-Functional Requirements

Functional Requirements (What the system does)

Functional requirements are the features and services that the system must provide to meet business objectives.

Key Functional Requirements:

  1. Transaction Processing:

    • Accept product inputs via barcode scanner or manual entry.

    • Automatically calculate total amounts including tax and discounts.

    • Support multiple payment methods: cash, credit/debit card, QRIS, e-wallet.

  2. Receipt Management:

    • Generate receipts in both digital (PDF/Email) and printed formats.

    • Include transaction ID, item list, and payment details.

  3. Database Management:

    • Store all transactions in a centralized SQL database.

    • Maintain customer purchase history for reporting and analysis.

  4. User Management & Roles:

    • Cashier: Can only register transactions.

    • Supervisor: Can approve refunds, void transactions, and generate reports.

    • Owner/Manager: Has full access, including dashboards and system settings.

  5. Reporting:

    • Generate daily, weekly, monthly, and custom reports.

    • Export data to Excel or PDF for accounting purposes.



Non-Functional Requirements (How the system works)

Non-functional requirements define the qualities of the system rather than its specific features.

Key Non-Functional Requirements:

  1. Performance: Each transaction should be processed in less than 2 seconds per item.

  2. Security:

    • Data encryption (AES-256 or equivalent).

    • Multi-level user authentication.

    • Compliance with PCI DSS standards.

  3. Reliability:

    • Auto-save transactions during sudden power outages.

    • Operates in both online and offline modes.

  4. Usability:

    • User-friendly interface with minimal training required.

    • Touchscreen support for faster cashier operations.

  5. Portability & Scalability:

    • Runs on Windows/Linux.

    • Easily integrates with inventory or accounting systems.

    • Scalable for single stores or multi-branch businesses.

 System Design Overview

The system is designed as a modular POS application consisting of interconnected objects and components:

1. Actors (Users of the System):

  • Cashier: Registers transactions, prints receipts.

  • Customer: Interacts indirectly by paying and receiving receipts.

  • Supervisor: Monitors cashier activity, approves refunds.

  • Business Owner: Reviews reports and manages settings.

2. Hardware Objects:

  • Barcode Scanner: For product identification.

  • Receipt Printer: For generating printed receipts.

  • Cash Drawer: For handling cash securely.

  • Computer/Tablet: Running the POS application.

3. Software Objects:

  • Transaction Module: Handles product scanning, calculation, and payments.

  • Report Module: Generates sales summaries and financial dashboards.

  • User Authentication Module: Manages role-based access.

  • Database Module: Stores transaction data and customer records.

4. Database Entities:

  • Products Table: Product ID, Name, Price, Stock.

  • Transactions Table: Transaction ID, Items, Total, Payment Method, Timestamp.

  • Users Table: User ID, Role (Cashier, Supervisor, Owner).

  • Reports Table: Summary data for reporting and analytics.



Example Use Case Flow



-Customer → Cashier

The customer comes to make a purchase.

The cashier inputs the items, either using a barcode scanner or manual entry.

-Cashier → POS System

The product data is sent into the POS System.

The POS System automatically calculates the total price, including tax and discounts.

The cashier then selects the payment method (cash, card, QRIS, or e-wallet).

-POS System → Database

All transaction data is stored automatically in the Database.

The database keeps product details, transaction records, user roles (Cashier, Supervisor, Owner), and sales reports.

-POS System → Receipt Printer

Once payment is successful, the POS System sends the transaction details to the Receipt Printer to generate a receipt for the customer.

-POS System → Payment Gateway (non-cash)

For non-cash payments, the POS System communicates with the Payment Gateway (e.g., QRIS, debit/credit cards, e-wallets).



-Database → Supervisor

The Supervisor accesses the Database to monitor transactions, approve refunds, and view daily sales reports.

-Database → Owner

The Owner (business owner) accesses the Database to review full financial reports, monitor dashboards, and oversee branch performance if available.


Additional Relevant Details

  • Business Rules:

    • Cashiers cannot process refunds without supervisor approval.

    • Discounts above a certain percentage require manager authorization.

    • Business owners have unrestricted access.

  • Design Constraints:

    • Must comply with PCI DSS (payment card industry standard).

    • Support both online and offline modes for uninterrupted service.

  • Future Enhancements (TBD):

    • Loyalty program integration for repeat customers.

    • Multi-language interface support.

    • Cloud-based backup and synchronization across branches.


Conclusion

The Cashier Payment Transaction Application, guided by a comprehensive SRS, is more than just a POS system—it is a complete business solution. By combining speed, accuracy, security, and scalability, it empowers businesses to serve customers better and manage finances with confidence.





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