MOBILE POS MODULE WITH CRM FOCUS

Requirement Sheet for Software Development.
POS (Point of Sale) Module The POS Module will cater to the restaurants, bars, and other outlets in the hotel, allowing seamless order processing, billing, and inventory management.
This system aims to enhance guest experiences and streamline staff operations, improving efficiency and revenue tracking.
Key Features and Functionalities 1.
Order Management o Table and Counter Orders.
Supports both dine-in table orders and counter takeaway orders, with customizable table layouts for easy assignment and multi-location support (e.
., restaurant, bar, poolside).
o Order Modification.
Allows real-time modification of active orders, with options to add, remove, or edit items and view modification history.
o Multi-Order Handling.
Manages multiple orders simultaneously, allowing staff to take multiple tables’ orders and track each independently.
o Order Splitting and Merging.
Provides flexibility in splitting orders among guests for separate payments or merging orders for combined billing.
o Guest-Facing Display.
Includes a digital display for guests to confirm orders in real-time, offering transparency and reducing errors.
2.
Menu Management o Digital Menu with Real-Time Updates.
Displays a fully customizable digital menu, with items organized by categories (e.
., drinks, appetizers), detailed descriptions, photos, prices, and options for allergy indicators.
o Modifiers and Add-Ons.
Allows for item customization through modifiers (e.
., extra toppings, sauce preferences), with customizable pricing and selectable add-ons.
o Seasonal & Event-Specific Menus.
Supports multiple menus for different events or seasons, allowing easy switching between active menus.
o Inventory-Based Availability.
Updates the availability of menu items in real time based on stock levels, automatically removing unavailable items.
3.
Billing and Payment Handling o Multi-Payment Options.
Accepts diverse payment modes (cash, credit/debit cards, digital wallets, UPI, room charges) and facilitates split payments.
o Discount and Promotion Handling.
Allows for discounts (fixed/percentage) and promotional codes, including customizable promotions (e.
., happy hour discounts, seasonal offers).
o Automatic Tax Calculation.
Configures tax settings (GST, service charge) according to item categories and location, with automatic application on bills.
o Customizable Receipt Printing.
Supports customizable receipts with branding options, itemized details, loyalty points, and optional digital receipts via SMS or email.
4.
Inventory and Stock Management o Integrated Stock Tracking.
Manages ingredient and item stock levels, automatically updating with each order to maintain real-time inventory accuracy.
o Low Stock Alerts and Restocking Reminders.
Notifies designated staff when stock for essential items reaches below-threshold levels, with options to trigger reorder reminders.
o Recipe and Consumption Tracking.
Allows each menu item to be linked to ingredient consumption, tracking exact amounts per sale and simplifying reorder calculations.
o Wastage Logging and Spoilage Management.
Logs wasted items or spoiled ingredients to maintain accurate stock levels and reduce shrinkage.
5.
Kitchen Display System (KDS) Integration o Real-Time Order Display.
Orders are routed to kitchen display screens, showing details for preparation stations and splitting orders by category (e.
., bar, hot kitchen).
o Order Prioritization and Status Updates.
Orders appear in preparation priority, with real-time updates on status (e.
., in progress, ready), visible to service staff.
o Time Tracking for Order Preparation.
Tracks preparation time for each order, allowing the kitchen to monitor speed and efficiency metrics.
6.
Customer Relationship Management (CRM) o Customer Data Collection.
Collects and stores customer details (name, phone number, purchase history) to support personalized service and marketing.
o Loyalty Program and Points Tracking.
Supports customizable loyalty programs, with automated points calculation on purchases and redemption tracking.
o Customer Feedback Collection.
Provides digital feedback options at the end of service, with an option to attach comments to guest profiles for follow-up.
7.
Reporting and Analytics o Sales and Revenue Reports.
Generates sales reports by period, item, category, and payment method, offering insights on peak hours and popular items.
o Staff Performance Reports.
Monitors staff performance metrics (e.
., average order time, upselling success rate) to encourage efficient service.
o Inventory and Cost Analysis Reports.
Provides inventory cost analysis, tracking wastage, usage trends, and high-cost items.
o Profitability Analysis by Outlet.
Tracks revenue by outlet (e.
., bar, restaurant), offering a detailed breakdown of profitability per location.
8.
User and Access Management o Role-Based Access Control.
Defines access levels for different user roles (e.
., cashier, manager, kitchen staff), securing sensitive information.
o Activity Logs and Audit Trail.
Logs all POS activities, including order modifications, cancellations, and refunds, to maintain accountability.
o Staff Shift and Reconciliation Management.
Tracks staff shifts, facilitating easy reconciliation at the end of each shift and providing a secure handover.
9.
Integration Capabilities o Room and Billing Integration.
Allows restaurant and bar bills to be charged directly to guest rooms, with real-time updates to the Room Management module.
o Accounting Integration.
Syncs financial data with the Accounts module, creating automated revenue entries and expense tracking.
o Digital Ordering Integration.
Supports QR code-based ordering for guests, allowing them to view menus and place orders from mobile devices.
o API Integration for Delivery Platforms (Optional).
Allows integration with third-party delivery platforms (e.
., Zomato, Swiggy) if required, syncing orders directly with the POS.
10.
Hardware Compatibility  POS Terminals and Touchscreens.
Compatible with standard POS hardware, including touchscreens, tablets, and desktop terminals.
 Peripheral Device Support.
Supports thermal receipt printers, kitchen printers, cash drawers, barcode scanners, and card readers for seamless transaction processing.
 Offline Mode Capability.
Supports offline operations for critical tasks, allowing transactions during internet disruptions and auto-syncing when the network reconnects.
11.
Mobile and Remote Access  Mobile-Friendly Interface for Managers.
Provides a mobile-friendly view for managers to monitor POS activities, track sales, and manage inventory remotely.
 Push Notifications and Alerts.
Sends real-time alerts to designated users for critical events (e.
., low stock, high-value sales).
 Mobile Order-Taking App.
Allows waitstaff to take orders from mobile devices, reducing wait times and improving table service.
12.
Enhanced Security and Compliance  Data Encryption.
Ensures all sensitive data (e.
., customer info, payment data) is encrypted to meet compliance standards.
 PCI Compliance for Payment Processing.
Guarantees PCI compliance for secure card payments, with regular updates for evolving security standards.
 Multi-Factor Authentication for Managers.
Option for multi-factor authentication for managers to protect sensitive modules and reports.
Expected Deliverables.
 Fully functional POS Module that meets the above requirements, integrated and tested with the broader hotel system.
 System Documentation including configuration, training materials, and troubleshooting.
 Support for Integration with other hotel modules (e.
., Room Management, Accounts).
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