Point of Sale System
Detailed Use Case Descriptions
Use Case 1: User Login
Actor: Cashier / Manager
Steps:
1. User accesses the POS terminal.
2. Enters credentials (ID/password or biometric).
3. System authenticates the user.
4. Access granted based on role.
Use Case 2: Add Item to Cart
Actor: Cashier
Steps:
1. Cashier scans item barcode or enters product code.
2. System retrieves item details and price.
3. Item is added to the current transaction cart.
4. Quantity can be adjusted if required.
Use Case 3: Apply Discount
Actor: Cashier / Manager
Steps:
1. Cashier selects item or entire bill.
2. Applies pre-configured discount or gets manager override for manual discount.
3. System recalculates total with discount.
Use Case 4: Calculate Total
Actor: System / Cashier
Steps:
1. System automatically sums up all items.
2. Adds applicable taxes and deducts discounts.
3. Displays final payable amount.
Use Case 5: Process Payment
Actor: Cashier / Customer
Steps:
1. Customer selects payment method (cash, card, wallet, split).
2. Cashier enters amount received.
3. System processes the transaction.
4. Confirms successful payment or shows error.
Use Case 6: Print or Email Receipt
Actor: System
Steps:
1. Upon successful payment, system generates receipt.
2. Cashier prints or emails it to the customer.
3. A copy is saved in the system for records.
Use Case 7: Handle Returns & Refunds
Actor: Cashier / Manager
Steps:
1. Customer requests return.
2. Cashier verifies purchase (via receipt or ID).
3. Product is returned to inventory.
4. Refund or credit is issued based on policy.
Use Case 8: Manage Products & Pricing
Actor: Manager
Steps:
1. Manager logs in with elevated privileges.
2. Adds new products or edits existing ones.
3. Updates pricing, tax, category.
4. Saves changes to product database.
Use Case 9: Manage Inventory
Actor: Manager / Inventory Staff
Steps:
1. Access inventory module.
2. View real-time stock levels.
3. Receive low-stock alerts.
4. Add stock manually or through automated purchase orders.
Use Case 10: Generate Sales Reports
Actor: Manager / Admin
Steps:
1. Select report type: daily, weekly, monthly, product-wise.
2. Choose filters (e.g., category, cashier).
3. System generates report with visualizations.
4. Export report as PDF or spreadsheet.
Use Case 11: Open/Close Register
Actor: Cashier / Manager
Steps:
1. At shift start, open register with starting cash amount.
2. During day, system logs all transactions.
3. At shift end, count cash and reconcile with system data.
4. Save closing summary.
Use Case 12: Manage Customers (Loyalty)
Actor: Cashier / Manager
Steps:
1. Register a new customer with contact info.
2. Track purchase history.
3. Assign loyalty points or discounts.
4. Customers can redeem points on future purchases.
