Stock Management System (SMS)

Project Overview

A comprehensive web-based Stock Management System developed for StockHub Ltd, Kigali, Rwanda. This system digitizes and automates stock movement tracking, inventory management, and report generation.

Technology Stack

Backend

• Runtime: Node.js
• Framework: Express.js
• Database: MongoDB
• ODM: Mongoose
• Authentication: JWT (JSON Web Tokens)
• Password Hashing: bcryptjs

Frontend

• Framework: React.js 18
• Routing: React Router DOM v6
• Styling: Tailwind CSS
• HTTP Client: Axios
• Build Tool: React Scripts

Features

1. Authentication System

• User registration and login
• JWT-based authentication
• Protected routes
• Session management

2. Product Management

• Add new products with details (code, name, category, quantity, price, supplier, date)
• View all products in a responsive table
• Real-time stock quantity tracking
• Low stock alerts (products with quantity < 10)

3. Warehouse Management

• Create warehouses with code, name, and location
• View all warehouses in a card-based layout
• Track warehouse information

4. Stock Transaction Management

• Record stock IN and stock OUT transactions
• Link transactions to products and warehouses
• Automatic inventory quantity updates
• Full CRUD operations (Create, Read, Update, Delete)
• Transaction validation (prevent negative stock)

5. Reports & Analytics

• Dashboard: Overview with key metrics, low stock alerts, recent transactions
• Available Stock Report: Current inventory with total values
• Stock IN Report: Filtered by daily, weekly, monthly, or custom date range
• Stock OUT Report: Filtered by daily, weekly, monthly, or custom date range
• Print-friendly report layouts
• Summary statistics (total quantity, total value, transaction count)

6. Responsive Design

• Mobile-friendly interface
• Adaptive layouts for all screen sizes
• Touch-friendly navigation

Project Structure

├── backend-project/
│   ├── config/
│   │   ├── database.js          # Database connection
│   │   └── initDatabase.js      # Database initialization
│   ├── middleware/
│   │   └── auth.js              # JWT authentication middleware
│   ├── routes/
│   │   ├── auth.js              # Authentication routes
│   │   ├── products.js          # Product routes
│   │   ├── warehouses.js        # Warehouse routes
│   │   ├── transactions.js      # Transaction routes
│   │   └── reports.js           # Report routes
│   ├── .env                     # Environment variables
│   ├── package.json             # Backend dependencies
│   └── server.js                # Express server entry point
│
├── frontend-project/
│   ├── public/
│   │   └── index.html           # HTML template
│   ├── src/
│   │   ├── components/
│   │   │   ├── Auth/
│   │   │   │   ├── Login.js
│   │   │   │   └── Register.js
│   │   │   ├── Dashboard/
│   │   │   │   └── Dashboard.js
│   │   │   ├── Layout/
│   │   │   │   └── Layout.js
│   │   │   ├── Products/
│   │   │   │   └── Products.js
│   │   │   ├── Warehouses/
│   │   │   │   └── Warehouses.js
│   │   │   ├── Transactions/
│   │   │   │   └── Transactions.js
│   │   │   └── Reports/
│   │   │       └── Reports.js
│   │   ├── services/
│   │   │   └── api.js           # API service layer
│   │   ├── App.js               # Main app component
│   │   ├── index.js             # React entry point
│   │   └── index.css            # Global styles
│   ├── package.json             # Frontend dependencies
│   ├── tailwind.config.js       # Tailwind configuration
│   └── postcss.config.js        # PostCSS configuration
│
├── ERD_DESIGN.md                # Entity Relationship Diagram documentation
└── README.md                    # This file

Database Schema

Collections

1. User: User authentication
2. Product: Product inventory
3. Warehouse: Warehouse locations
4. StockTransaction: Stock movement records

See ERD_DESIGN.md for detailed schema and relationships.

Installation & Setup

Prerequisites

• Node.js (v14 or higher)
• MongoDB Server (v4.4 or higher)
• npm or yarn package manager

Backend Setup

1. Navigate to backend directory:

cd backend-project

2. Install dependencies:

npm install

3. Configure environment variables in .env:

PORT=5000
MONGODB_URI=mongodb://localhost:27017/SMS
JWT_SECRET=your_secret_key

4. Start MongoDB server and ensure it's running

5. Start the backend server:

npm start

The backend will:

• Connect to MongoDB
• Create the SMS database if it doesn't exist
• Create all required collections automatically
• Start listening on port 5000

Frontend Setup

1. Navigate to frontend directory:

cd frontend-project

2. Install dependencies:

npm install

3. Start the development server:

npm start

The frontend will open automatically at http://localhost:3000

Usage Guide

First Time Setup

1. Register a User Account

   • Navigate to the registration page
   • Create a username and password
   • Login with your credentials

2. Add Warehouses

   • Go to Warehouses page
   • Click "+ Add Warehouse"
   • Fill in warehouse details

3. Add Products

   • Go to Products page
   • Click "+ Add Product"
   • Enter product information

4. Record Transactions

   • Go to Transactions page
   • Click "+ Add Transaction"
   • Select product, warehouse, date, quantity, and type (IN/OUT)
   • Submit to update inventory

5. View Reports

   • Go to Reports page
   • Select report type
   • Apply filters for date ranges
   • Print reports as needed

API Endpoints

Authentication

• POST /api/auth/register - Register new user
• POST /api/auth/login - Login user

Products

• GET /api/products - Get all products
• GET /api/products/:productCode - Get single product
• POST /api/products - Create product

Warehouses

• GET /api/warehouses - Get all warehouses
• GET /api/warehouses/:warehouseCode - Get single warehouse
• POST /api/warehouses - Create warehouse

Transactions

• GET /api/transactions - Get all transactions
• GET /api/transactions/:id - Get single transaction
• POST /api/transactions - Create transaction
• PUT /api/transactions/:id - Update transaction
• DELETE /api/transactions/:id - Delete transaction

Reports

• GET /api/reports/available-stock - Available stock report
• GET /api/reports/stock-in - Stock IN report (with filters)
• GET /api/reports/stock-out - Stock OUT report (with filters)
• GET /api/reports/dashboard - Dashboard summary

Security Features

• Password hashing with bcrypt
• JWT token-based authentication
• Protected API routes
• Input validation
• SQL injection prevention (parameterized queries)
• CORS enabled for frontend-backend communication

Business Logic

Stock Transaction Rules

1. Stock IN: Increases product quantity
2. Stock OUT: Decreases product quantity
3. Validation: Prevents negative stock levels
4. Atomicity: Uses database transactions for data consistency
5. Cascade Delete: Removing products/warehouses removes related transactions

Future Enhancements

• User roles and permissions (Admin, Manager, Staff)
• Product categories management
• Barcode scanning integration
• Email notifications for low stock
• Advanced analytics and charts
• Export reports to PDF/Excel
• Multi-warehouse stock transfer
• Supplier management module
• Purchase order tracking

Troubleshooting

Backend Issues

• Database connection error: Check MongoDB is running and URI in .env is correct
• Port already in use: Change PORT in .env file
• Module not found: Run npm install in backend-project

Frontend Issues

• Cannot connect to API: Ensure backend is running on port 5000
• Module not found: Run npm install in frontend-project
• Tailwind styles not working: Restart the development server

Development Team

Developed as part of the Integrated Assessment Project for StockHub Ltd.

License

This project is developed for educational purposes.

Support

For issues or questions, please refer to the project documentation or contact the development team.

Note: This system successfully addresses StockHub Ltd's challenges by:

• Eliminating manual paper-based processes
• Reducing errors through automated calculations
• Providing real-time stock visibility
• Enabling quick report generation
• Improving operational efficiency