System Requirements Document for wise-regal

1. Introduction

The user requested creation of this system from the attached source document and chose the project name “wise-regal”.

1.1 Source overview

Pleximod Management System

Software Requirements Document

Version: 1.4

Prepared for: Shanil and the Pleximod team

Date: 8 October 2026

Status: Requirements baseline for proposal preparation

1 Purpose and scope

Pleximod prepares the customer quotation, records approval and the required advance, confirms the

sales order, and follows the stock, production, quality, invoice, payment, and dispatch processes.

and responsible organisation.

9 Delivery planning

This requirements baseline defines the software scope used to prepare the implementation proposal.

2. System Overview

2.1 Source overview

This document specifies the business functions, operating rules, access controls, and acceptance

criteria for the Pleximod Management System. It provides the requirements baseline for preparing an

1.1 Business context

Pleximod manufactures modular wardrobes, modular kitchens, beds, side tables, centre tables,

cabinets, TV units, dressing units, luggage racks, and kettle and fridge units. It handles site work and

project work for residential properties, weekend villas, hotels, hospitals, and similar projects.

Franchise expansion starts with approximately three to four franchises in Gujarat and extends across

India. Franchises operate as display studios that accept customer orders. Most inventory remains at the

Pleximod supplies franchises at dealer prices and also sells directly to customers. Each franchise owns

its customer relationship, handles fitting and installation, and invoices its own customers. Goods can be

delivered from the factory to a franchise studio or directly to its customer's site. Goods supplied to a

franchise belong to that franchise.

1.2 System scope

The system must provide one responsive web application for head office, factory, and franchise users

Franchise studios accept orders rather than operate as stocked retail outlets. Keep factory

inventory and franchise-owned goods identifiable by location and owner.

Head office can access the configuration, site address, delivery contact, and supply information needed

to fulfil franchise orders. All head-office business roles are blocked from franchise retail invoices,

prices, customer payment records, and private financial totals.

Installation records must identify the assigned user and capture customer acceptance.

3.6 Profit and fulfilment tracking workflow

Head office cannot view the franchise's retail invoices or private financial totals. Project milestones do

Staff enter production updates through the web application. Live status means the latest recorded

The initial implementation uses entered readings. Machine sensors, controller connections, and

automatic or predictive maintenance are excluded. Maintain machines, components, units, service

rules, reminder points, and opening readings as configuration data.

The portal keeps two separate financial views: Pleximod's invoices to the franchise, and the franchise's

private invoices to its customers. Head office can access only the first view. A franchise PO is a request

Support head-office, factory, and franchise locations from the start.

APP-05

The order can record material readiness, and inventory can record receipts.

Pleximod's totals.

separate.

3. Functional Requirements

3.1 Source overview

factory, and furniture is primarily manufactured to order.

The application covers inventory, configurable product pricing, quotations, sales orders, invoicing and

payments, customer records, projects, production tracking, dispatch and delivery, machinery

maintenance, and franchise operations. Profit reporting covers orders, projects, and monthly Pleximod

results using material costs only. Order fulfilment tracking uses entered target dates and recorded

actual dates.

Franchise customer invoicing and payment tracking are included. Franchise retail invoices, selling

prices, customer payments, and private financial totals must remain inaccessible to head office and

other franchises. Head office retains access to its own transactions with the franchise and the

2 Business rules

ID

Rule

BR-

01

Support both Pleximod-to-franchise sales and direct Pleximod-to-customer sales.

BR-

02

BR-

04

Support partial fulfilment, multiple shipments, and phased project delivery.

BR-

05

Normal factory dispatch requires full payment of the applicable Pleximod invoice. Selected

credit cases require an authorised exception with recorded terms.

BR-

BR-

07

Franchise customer invoices use the franchise's own business identity and remain private to

its authorised users. Head-office owner and administrator business roles must not bypass

this restriction.

BR-

08

Franchise users must not receive Pleximod's material costs, profit figures, or another

franchise's records.

BR-

09

Franchise customer billing and payments must remain separate from Pleximod's invoices,

receivables, and profit reports.

BR-

10

Pleximod's P&L deducts material costs only. Other business expenses must not be deducted

or implied to be included.

BR-

11

Record usage and maintenance for all machinery types and relevant components using

individually configured service rules.

BR-

12

Production speed and capacity-based order forecasts are excluded. Target dates are entered

by authorised users; actual dates and elapsed time are recorded.

BR-

13

Production inactivity alerts start with a configurable threshold of 24 hours.

BR-

14

Record an audit history for business transactions, corrections, payment exceptions, and

important configuration changes.

management, accounts, and directors. User permissions must be assignable by role and organisation.

3.4 Franchise retail invoicing workflow

An authorised franchise user creates an invoice for its customer using the franchise's own business

details, tax settings, branding, invoice number series, and selling prices. The franchise records

customer payments and views the remaining balance.

3.5 Machinery maintenance workflow

An authorised user registers the machine and its separately maintained components, records opening

readings, and sets usage units, service limits or intervals, and reminder points. Staff update usage and

record service or replacement actions. The system shows approaching and overdue maintenance and

retains service and lifetime history.

Staff record the sales value and estimated material cost when preparing or confirming an order, then

update actual material costs as they become available. The system shows order, project, and monthly

material-based results and marks estimated, actual, and incomplete values.

Authorised users enter target dates for factory completion, dispatch, delivery, and installation. Actual

event dates are recorded, and elapsed time is shown using configured start and end events. Revised

targets retain their history.

4 Functional requirements

Requirement IDs are references for review and acceptance. They are not release priorities.

4.1 Inventory

ID

Required behaviour

INV-

01

Record stock received and stock issued, with item, quantity, unit, date, location, transaction

reference, and responsible user.

INV-

02

Keep separate stock records for head office, factory, and franchise locations. Support the

factory-led stock model and franchise-owned display or project goods without assuming a

stocked retail shop.

INV-

03

Track raw material, work in progress, and finished goods. Link material issues and finished

quantities to the relevant order or project where applicable.

INV-

04

Provide a stock ledger showing inward quantity, outward quantity, running balance, and the

source transaction. Keep an audit history of changes and corrections.

INV-

05

Allow reorder levels to be entered for relevant items and show low-stock alerts.

Store the item's unit with every stock movement and distinguish usable material returns, damaged

goods, and scrap through movement records. Franchise-owned studio stock must remain separate

from Pleximod-owned stock. Full supplier purchasing, barcode scanning, advanced stock valuation, and

automatic material planning are excluded.

4.2 Product configuration and quotations

ID

Required behaviour

QTN-

01

Create quotations for products with dimensions, finish, material, hardware, and quantity.

Keep the selected specification with each quotation line.

QTN-

02

Apply the appropriate dealer or franchise price tier and support direct customer quotations.

Maintain tier values as editable price data.

QTN-

03

Keep quotation versions and validity dates so staff can identify the quotation that was

accepted.

QTN-

04

Generate professional English quotation PDFs using Pleximod's branding.

QTN-

05

Provide configurable price data for product and option selections. Calculate quotations from

entered product rates and selected option additions. Dimensions are recorded as part of the

product specification.

Pleximod maintains the selling rates and material, finish, and hardware choices. The price calculation

must retain the inputs used on the quotation so a later rate change does not silently change an

accepted quotation. Provide settings for dimension units, quotation validity, and amount rounding.

Rates and option additions are entered and maintained by authorised head-office users.

4.3 Sales orders and payment conditions

ID

Required behaviour

ID

Required behaviour

ORD-

04

Record advance and balance payment terms, amounts received, due dates, and outstanding

amounts.

ORD-

05

For Pleximod's factory dispatch, require full payment of the applicable Pleximod invoice

amount for normal dispatch. Permit selected credit cases only through an authorised

exception with entered credit days or due date, reason, and audit history.

Store advance and balance terms on the order. Credit days and due dates are entered for the selected

credit case rather than applied as a standard cycle. Permission to approve a credit exception must be

assigned to authorised head-office roles. For partial shipments, apply the payment condition to the

Pleximod invoice associated with the dispatch.

4.4 Invoicing and payments

ID

Required behaviour

BIL-

01

Generate Pleximod's GST tax invoices for franchise buyers and direct customers using the

accountant-approved tax and document settings.

BIL-

02

Generate Pleximod proforma invoices and credit notes.

BIL-

03

Record payments, advances, outstanding balances, and the allocation of payments and

available credits to invoices.

BIL-

04

Show outstanding and overdue amounts, including selected credit cases. Use configurable

ageing groups and due-date settings.

BIL-

05

Produce invoices and related PDF documents in English with the correct Pleximod branding

and billing details.

BIL-

06

Allow entered billing discounts and the use of available credit while retaining the original

amount, adjustment, final amount, and audit record.

BIL-

07

Let authorised franchise users create customer tax invoices using the issuing franchise's

own business and GST details, branding, separate invoice number series, and English PDF

output.

BIL-

08

Let the franchise enter its own customer selling prices and invoice details and link the invoice

to its own customer and project.

ID

Required behaviour

BIL-

09

Let the franchise record customer payments and view its customer invoice balances. Keep

these separate from invoices and payments between Pleximod and the franchise.

BIL-

10

Restrict franchise retail invoices, prices, customer payments, and documents to authorised

users of that franchise. Block all head-office business roles and other franchises from this

information.

Franchises can view and download Pleximod's invoices to them and issue private invoices to their own

customers. Requirements BIL-01 through BIL-06 describe Pleximod billing; BIL-07 through BIL-10 cover

franchise retail billing. Maintain separate issuer profiles with business details, accountant-approved tax

settings, branding, and document numbering. Generate documents using the correct issuer profile.

Pleximod's payment-before-dispatch condition checks the amount owed to Pleximod. It does not

depend on the private payment balance between the franchise and its customer.

4.5 Customers

ID

Required behaviour

CRM-01

Maintain customer records with contact details and addresses.

CRM-

02

Keep billing and site addresses separately.

CRM-03

Support individual, company, and institutional customer types.

CRM-

04

Keep communication and order history for the customer, within the user's permitted

access.

Pleximod's direct customers belong to Pleximod. Franchise-created customers belong to that

franchise. Head office accesses only the franchise customer details needed for the supply or delivery

record, rather than a general franchise customer database.

4.6 Projects

ID

Required behaviour

PRJ-

01

Manage each project as one job from order through installation, with its own customer, site,

ID

Required behaviour

PRJ-

02

Link related orders, production records, dispatches, and Pleximod billing to the project. A

franchise can also link its own retail invoices privately to its project.

PRJ-

03

Show project progress and the status of its linked orders and deliveries. Use recorded

production, delivery, installation, and project milestone status to present progress.

PRJ-

04

Show Pleximod's project sales value, assigned material cost, and the difference between

them for authorised head-office users. Other expense categories are excluded.

PRJ-

05

Support long-duration projects with phased orders and deliveries.

PRJ-

06

Support milestone billing when the project has an agreed payment schedule.

not override the payment-before-dispatch rule unless the applicable credit exception is authorised.

4.7 Dispatch delivery and installation

ID

Required behaviour

DSP-

01

Generate packing lists and delivery challans linked to the order and dispatch.

DSP-

02

Record transporter and LR details.

DSP-

03

Support partial dispatches with quantities and destinations for each shipment.

DSP-

04

Capture proof of delivery and link it to the correct shipment.

DSP-

05

Record installation sign-off and final customer acceptance. Franchise jobs are signed off

through the franchise. For direct jobs, record the assigned installation user and the

customer's acceptance.

DSP-

06

Let the order specify delivery to the franchise studio or the customer site. Show the

complete destination and contact details. Record applicable Pleximod delivery charges for

billing.

The delivery destination does not change the franchise buyer on a franchise order. Sending goods

directly to its customer site must still result in Pleximod billing the franchise.

4.8 Production tracking

ID

Required behaviour

PRD-

01

Track orders through configurable production stages. Support routes containing cold

hydraulic pressing, cutting, edge banding, multi-boring, quality checking, and packing.

Stages and their sequence are configurable for the work.

PRD-

02

Show the latest recorded production status to authorised users and show a franchise the

status of its own orders. Display the last update time.

PRD-

03

Include a quality-check stage with photo capture and the responsible user's record. Record

check details, results, and the user responsible.

PRD-

04

Alert when an order has no production progress for 24 hours initially. Make the inactivity

limit, non-working-time treatment, and on-hold treatment configurable.

4.9 Machinery usage and maintenance

ID

Required behaviour

MCH-

01

Register all types of machinery and relevant components, with an identifier, type, location,

current reading, and maintenance details.

MCH-

02

Configure each machine or component's usage unit and service rule. Support relevant

measures such as sheets, cuts, cycles, pieces, operating hours, or a calendar interval.

MCH-

03

Record usage and show usage since the relevant service, the configured service limit,

remaining usage where applicable, and approaching or overdue maintenance reminders.

MCH-

04

Record service and replacement history, dates, actions, readings, and machine availability.

Restart only the relevant service counter while keeping prior and lifetime history.

Maintenance units and limits are configured separately for each machine or component. The application

uses them for service reminders and remaining service allowance, independently of order completion

dates.

4.10 Material-based profit reports

ID

Required behaviour

PNL-

01

At sales-order preparation or confirmation, show the order's sales value, entered estimated

material cost, and the difference between them. Keep revisions to the estimate.

PNL-

02

Show actual material cost from entered cost records and their linked inventory references,

and compare it with the estimate. Clearly flag missing or partly entered costs.

PNL-

03

Provide a monthly Pleximod business report showing sales value, assigned material cost, and

the resulting material-based profit using the configured reporting dates and recorded sales

and material-cost entries.

PNL-

04

Clearly label order, project, and monthly reports as material-based P&L. State that labour,

electricity, machine running costs, maintenance, transport, installation, rent, and other

expenses are excluded.

Calculation: material-based profit = sales value - assigned material cost.

Pleximod's revenue on a franchise order is the amount charged by Pleximod to the franchise. The

franchise's selling price to its customer does not enter Pleximod's report. Private franchise retail

invoices and customer payments must not appear in Pleximod's sales totals, receivables, or material-

based P&L. Use accountant-approved report settings for tax, discounts, credit notes, and reporting

dates. Store the material cost and its source with the related order or project. Payment received is

tracked separately from the profit calculation.

The application must never treat a missing material cost as a confirmed zero cost. Estimated, actual,

and incomplete results must be distinguishable. A monthly report must identify incomplete input data

and count each included sale and assigned material-cost entry once, with links to its source records.

allocation, and a complete accounting ledger are excluded. Support manual material-cost entry with an

optional reference to the related inventory record. Retain the quantity, unit cost where entered,

amount, source, and estimated or actual status of the cost.

4.11 Fulfilment dates and elapsed time

ID

Required behaviour

TIM-

01

Allow authorised staff to enter target dates for relevant order steps, including factory

completion, dispatch, delivery, and installation where applicable.

TIM-

02

Record actual dates and show planned versus actual progress and elapsed time between

clearly named events. Allow the fulfilment-time measure to use configured start and end

events from the recorded order timeline.

TIM-

03

Keep the original target and a history of revised targets. Support separate dates for partial

shipments and project phases.

automatic scheduling engine. Machinery maintenance remains visible as operational information,

without automatically recalculating these dates. The 24-hour inactivity alert remains a separate

production tracking function.

4.12 Franchise portal

ID

Required behaviour

FRN-

01

Give each franchise secure access through the same web application.

FRN-

02

Restrict franchise users to their own records, including files, reports, and downloads.

FRN-

03

Let the franchise raise POs to head office with configured product details, project

reference, and delivery destination.

FRN-

04

Let it track its own order and latest recorded production status.

FRN-

05

Let it manage its own customers and projects.

FRN-

06

Let it view its own Pleximod invoices, payments, credits, and outstanding amounts.

FRN-

07

Let it see dispatch, delivery, and relevant installation records for its own orders.

FRN-

08

Prevent access to Pleximod's costs, material-based P&L, and other franchises' information.

ID

Required behaviour

FRN-

09

Let authorised franchise users create and download their own customer invoices and record

customer payments and outstanding amounts.

FRN-

10

Keep the franchise's retail invoice and payment information private from head office and

other franchises, including when viewed through a linked project.

to Pleximod; it does not automatically bypass quotation approval, advance requirements, or order

confirmation.

4.13 Common application requirements

ID

Required behaviour

APP-01

Generate quotations, invoices, and required PDFs in English.

APP-04

Validate related quantities so partial dispatches and deliveries cannot incorrectly exceed or

duplicate the recorded order quantities.

SAF-

08

Record who authorised a credit exception and use it only for the applicable customer,

franchise, or order under the agreed rules.

SAF-

09

Keep component service history separate from lifetime machinery history so a service reset

does not erase earlier usage.

SAF-

10

Mark missing readings, costs, or dates as unknown or incomplete. Do not invent opening

readings, zero costs, or target dates.

SAF-

11

Record material-profit calculation inputs and target-date revisions so staff can explain the

displayed results and changes.

SAF-

12

Enforce the restriction on head-office access to franchise retail invoices and customer

payments across screens, direct record requests, reports, search, files, exports, and audit

details. Owner or administrator business roles must not bypass it.

SAF-

13

Keep the invoice issuer, number series, customer balances, payment allocations, and

revenue totals separate for Pleximod and each franchise. A linked supply order must not

expose private retail amounts or merge the two businesses' accounts.

Secure user login is required. The deployment design, hosting, backup and support arrangements, and

6 Configuration requirements

The following business values must be maintained as configuration or transaction data. Numeric limits

and commercial terms must not be hard-coded as universal rules.

ID

Configuration requirement

CFG-

01

Maintain business and location profiles with company names, addresses, GST details, invoice

branding, document number series, and stock ownership. Keep Pleximod and franchise

issuers separate.

CFG-

02

Maintain item units, opening stock, product categories, and material, finish, and hardware

choices. Record the applicable unit on stock and order transactions.

CFG-

03

Maintain entered product rates, option additions, dealer tiers, dimension units, quotation

validity, and rounding settings. Preserve the rates used on accepted quotations.

CFG-

04

Record advance and balance terms, billing milestones, invoice due dates, selected credit

days, authorised credit roles, and outstanding ageing groups.

CFG-

05

Configure production routes, stage sequence, quality-check details, inactivity thresholds,

alert recipients, and non-working-time or on-hold treatment for inactivity alerts.

CFG-

06

Maintain each machine and component's usage unit, opening reading, service limit or time

interval, reminder point, service history, and the counter affected by a service or

replacement.

CFG-

07

Assign users to roles and organisations, including permissions to view, create, update, and

authorise relevant transactions. Enforce franchise retail privacy regardless of head-office

role.

Maintain material-cost entries and report settings for sales dates, cost dates, discounts,

credit notes, and tax treatment. Keep estimates, actual costs, and missing inputs

identifiable.

CFG-

09

Configure the recorded start and end events used for fulfilment-time measures. Store target

and actual event dates separately for orders, partial shipments, and project phases.

Area

Current boundary

Franchise retail

quotations

A separate franchise-to-customer quotation builder is excluded. Franchise

customer invoicing and its private payment records are included.

Area

Current boundary

Head-office retail

visibility

Head office cannot view franchise retail invoices, prices, customer payments,

private financial totals, or wider private customer business. Pleximod's own

invoices to the franchise and necessary supply details remain visible.

and scheduling

No production-speed inputs, automatic capacity-based ETA, machine

scheduling optimiser, or automatic rescheduling of target dates.

Other profit costs

No labour, power, running cost, maintenance, freight, installation, rent, or

overhead deduction in P&L. No full business net-profit calculation.

Accounting suite

No complete general ledger, balance sheet, payroll, or automatic accounting-

software integration.

Supplier

purchasing

No complete supplier PO, procurement approval, or supplier payment module.

Automatic

material costing

No automatic bill-of-material generation, automatic consumption calculation,

or cutting optimisation. Material-cost entry and any agreed stock-based lookup

are sufficient.

Machine

integration

No sensors, CNC or controller connections, automatic readings, or predictive

maintenance.

Receive and issue stock at the required locations and reconcile ledger quantities for raw

material, work in progress, and finished goods.

AC-02

Enter a reorder level and show a low-stock alert when the balance reaches the configured

condition.

Quote a configured product with entered rates and option additions, the correct dealer or

direct price, version history, validity, and a branded English PDF.

AC-04

Raise a franchise PO, issue the Pleximod quotation, record approval and advance, and create

the linked sales order without losing specifications.

AC-05

Create a direct customer quotation, sales order, and Pleximod invoice.

AC-06

Fulfil an order in two dispatches and show accurate shipped and remaining quantities.

AC-07

Demonstrate that normal dispatch requires the required payment, then allow a selected

credit exception only through the authorised process and record it in the audit trail.

AC-08

Generate accountant-approved Pleximod invoice documents, apply a discount or available

credit, allocate payment, and show outstanding and overdue amounts.

AC-09

Keep billing and site addresses, customer type, communication history, and linked orders

under the correct customer ownership.

AC-10

Link orders, production, dispatches, and billing to a project and demonstrate phased

delivery and milestone billing.

AC-11

Dispatch to either a studio or customer site, produce the packing list and challan, and

capture transporter details and proof of delivery.

AC-12

Record franchise installation acceptance and record the assigned installer and customer

acceptance for direct orders.

AC-13

Update production stages, record quality photos, and show an alert after the configured 24-

hour inactivity condition.

AC-14

Use two franchise accounts to demonstrate that each sees only its own data and cannot

retrieve the other franchise's records or Pleximod's material costs and profit figures.

AC-15

Show that all head-office business roles, including owner and administrator, can view their

own supply transactions but cannot retrieve franchise retail invoices, prices, customer

payments, private PDFs, or financial totals through screens, direct requests, reports,

searches, files, exports, or audit details.

transaction audit history.

Check

Expected demonstration

AC-17

Configure two different machinery types with different usage units and service rules and

show usage, remaining service allowance where applicable, and reminders.

AC-18

Record maintenance or component replacement, restart the correct counter, and retain

earlier service and lifetime history.

AC-19

Show order and project sales value minus material costs, comparing estimated and actual

material costs and clearly identifying incomplete inputs.

AC-20

Produce a monthly material-based P&L with the configured reporting dates and traceable

sales and material costs. Show that excluded expenses are not deducted, the scope is

clearly labelled, and franchise retail invoices and customer payments are not counted in

AC-21

Enter and revise target dates, record actual dates for partial shipments or phases, and show

elapsed time using configured start and end events without production-speed calculations.

AC-22

Create a franchise customer invoice using that franchise's issuer details, price, number

series, and English PDF. Record a customer payment and remaining balance, show these

only to that franchise, and confirm that the amount the franchise owes Pleximod remains

4. User Personas

4.1 Source overview

3 Users and workflows

3.1 Users and responsibilities

The application supports head-office management, accounts and sales users, factory users, and

franchise users. The initial operational user group is approximately ten people, including factory

Head office handles direct customers, franchise requests, quotations, order confirmation, Pleximod

invoices, collections, and authorised reports. Factory users handle stock, production updates, quality

checks, machine usage, maintenance, packing, and dispatch. Responsibilities may be assigned to the

same user where required.

Franchise users handle their own customers, projects, POs, retail invoices, customer payments, and

installation records. They can view Pleximod's invoices to them and the status of their own orders and

deliveries.

Franchises manage their own projects, retail invoices, customer payments, and installation updates.

5. Core User Flows

5.1 Source overview

BR-

03

Franchise orders follow PO submission, Pleximod quotation, approval, required advance,

material readiness, production, quality checking, invoicing, dispatch, and delivery.

ID

Rule

06

Pleximod may deliver to the franchise studio or customer site and bill the franchise for

applicable delivery charges. The franchise handles installation and customer acceptance for

its projects.

3.2 Franchise supply workflow

1. The franchise selects its customer and project and submits a PO with the product specifications

and delivery destination.

2. Pleximod reviews the PO and prepares a dealer-price quotation.
3. Quotation approval, the confirmed sales order, and the required advance are recorded.
4. Staff record material readiness and update production, quality checks, and relevant machinery

usage.

5. The dispatch quantity, packing documents, delivery destination, and Pleximod invoice are

recorded.

6. Accounts verifies full payment or records an authorised credit exception before factory dispatch.
7. Transport details and proof of delivery are recorded for each shipment.
8. The franchise records installation and final customer acceptance.

3.3 Direct customer workflow

ORD-

01

Convert an accepted quotation into a sales order, preserving the customer or franchise,

product specifications, prices, project, and delivery destination.

ORD-

02

Track the order from confirmation through production, quality checking, packing, dispatch,

and delivery. Show the current stage and history.

ORD-

03

Support partial fulfilment and multiple dispatches. Show ordered, manufactured,

dispatched, delivered, and remaining quantities without double counting.

6. Visuals Colors and Theme

[Design proposal; unspecified choices are defaults.]

Muse: Erik Spiekermann. Pleximod is an operational system for a Gujarat-based modular-furniture manufacturer expanding through franchise studios across India. Its visual language is trustworthy, legible, traceable and Indian-business-professional—not luxurious, playful or bureaucratic.

Palette and role coding: warm paper background #F4F1EB; white document surfaces #FFFFFF; primary text #1A1A1A; forest green #1F3D2E for primary actions and head office; deep ochre #B07A22 for factory; slate blue #2E4A6B for franchise; burnt vermilion #E8552B for urgency; muted metadata #8A857C; hairlines #DCD6CB. Vermilion is reserved for overdue payments, maintenance exceptions, unapproved credit exceptions and active production urgency, never for organisation identity. Do not introduce generic indigo or blue-on-white SaaS styling.

Typography: Fira Sans Condensed 600/700 for headings, numerals and financial amounts, with tabular figures; Fira Sans 400 for body copy. Use a 1.25 modular scale on a 4px baseline: display clamp(2.125rem, 5vw, 3.5rem), h1 28–40px, h2 22–28px, h3 18–20px, body 16px/1.6, small 14px and micro-labels 11px uppercase with +0.09em tracking. Headings use sentence case and slightly tight display tracking.

Use honest rectangles: 4px radius on controls, 2px on cards, no pills, gradients, glass, glow or drop shadows. Establish hierarchy with 1px hairlines and 3px role-colour left rules. Record cards are ruled panels with an ID header and strict two-column label/value grid. Document pages are white paper sheets with a 1px border, 40px inner padding, Pleximod wordmark and a 6px role-colour top band. Desktop uses a persistent 240px module rail and a 12-column grid with 24px gutters, capped at 1440px; tablet collapses to 64px icons and mobile uses a labelled Modules bottom sheet. Readable text and controls must remain whole at 375px, 768px and 1280px.

Use ledger rows with identifiers left and tabular amounts right; role tags and left rules on applicable records; paper-rendered Pleximod quotations and invoices; a ruled production-stage gauge; and machinery service gauges with retained history. Imagery is diagrammatic and documentary: product line drawings, a desaturated factory-floor login photograph, engineering maintenance diagrams and timestamped 4:3 quality-check evidence photos. No stock lifestyle imagery or 3D renders.

7. Signature Design Concept

[Design proposal; unspecified choices are defaults.]

Signature Design Concept: One Traceable Line. Treat the system as a shared accounting and production ledger linking quotation, approval, order, material readiness, production, quality, invoice, payment, dispatch, installation and customer acceptance. Every record exposes its responsible organisation before its details: forest green for head office, ochre for factory and slate blue for franchise. Franchise-private customer invoices use the franchise identity and a lock marker, making financial separation visible without exposing restricted totals.

The public entry is a working document rather than a marketing hero. On the full-bleed #F4F1EB ground, place the left-aligned headline “From quotation to customer acceptance, one traceable line.” in oversized Fira Sans Condensed forest green, with “one traceable line” in #E8552B. Beneath it, place one ruled band listing HEAD OFFICE, FACTORY and FRANCHISE STUDIOS with their role rules and live open-order counts in tabular numerals. Put the forest-green, 4px-radius “Sign in to your organisation” control directly below. In the right third, stack three white paper thumbnails: a quotation, a Pleximod invoice and a franchise retail invoice. Give each its top role band; show the final sheet with a slate-blue lock and “franchise-private” label. Keep the composition flush-left and composed, with no centred copy, gradients or decorative card grid.

Carry the same infrastructure through English quotations and invoices, inventory, orders, production, dispatch, billing, projects, machinery and reporting. The result communicates shared operational truth across head office, factory and franchises while private franchise retail financial records remain isolated.

8. Interaction Model & Motion Direction

[Design proposal; unspecified choices are defaults.]

Interaction Model: Static (direction) Motion Tempo: restrained Hero Dimensionality: flat

Landing Hero Motion Brief: The focal subject is the working-document composition: the traceable-line headline, three role-coded operating rows and the stacked quotation and invoice papers. Input → transformation → outcome: a user selects “Sign in to your organisation” → the system transitions into the authorised operational view → the user reaches the correct organisation-scoped records without exposing restricted franchise financial data. Use only accepted sign-in and access behaviour; do not imply forecasting, automated scheduling or predictive maintenance.

Use the direction’s functional motion vocabulary: 140ms ease-out for hover and focus, 180ms for panel or drawer entry, and no bounce, parallax, decorative loops or continuous movement. The hero begins as a composed still frame with the headline, ruled operating band, CTA and document stack fully visible. Elsewhere, production-stage segments may fill left-to-right in 60ms steps when a recorded status advances. P&L and material-cost figures may count up once over 500ms on first view, then remain still.

With prefers-reduced-motion, replace transitions with instant opacity swaps, fill the production tracker in one step and preserve a usable static arrangement. No Canvas, WebGL or 3D scene is required.

9. Non-Functional Requirements

9.1 Source overview

on desktop, tablet, and mobile. The user interface and generated documents must be in English.

These records must remain private to the issuing franchise across screens, reports, searches,

downloads, and audit views. Customer collections must not change the separate amount the franchise

owes Pleximod.

Provide one responsive web application for desktop, tablet, and mobile.

APP-02

Use English throughout the interface.

APP-03

Control access by user role, organisation, and permitted actions.

APP-06

Maintain an audit trail for all business transactions and important changes.

5 Security and data requirements

The system must enforce access controls and preserve accurate transaction history across all modules.

ID

Safeguard

SAF-

01

Check permissions on the server for screens, record access, searches, reports, file

downloads, and changes. Hiding a screen alone is insufficient.

SAF-

02

Keep franchise ownership on its records and prevent another franchise from accessing them

by changing a link or record identifier.

03

Do not send restricted material costs or profit data to a franchise browser or include them in

its PDFs or exports.

ID

Safeguard

SAF-

04

Keep an audit record with user, time, transaction, action, reason where relevant, and

changed values. Preserve earlier entries when correcting transactions.

SAF-

05

Keep accepted quotation prices and configurations, confirmed order quantities, invoice

adjustments, and payment allocations traceable. Later changes must not silently overwrite

accepted values.

Prevent duplicate submission from creating duplicate stock movements, dispatch

quantities, payments, or machine usage readings.

SAF-

07

8 Acceptance criteria

Each delivered module must demonstrate the following applicable results. Acceptance is assessed

against the modules included in the delivery phase.

Check

Expected demonstration

AC-01

Check

Expected demonstration

AC-03

AC-16

Demonstrate English screens and PDFs on desktop, tablet, and mobile, with permissions and

10. Tech Stack

The requirements prescribe one responsive web application serving head office, factory, and franchise users. They do not prescribe implementation technologies. The following are necessary defaults for unspecified required technology layers and remain subject to proposal approval:

• Web application: TypeScript with React, delivered through responsive browser-based layouts. A native mobile application is not required.
• Application/API layer: Node.js with NestJS for authenticated APIs supporting the defined workflows, access controls, status records, inventory, production, quality, fulfilment, invoicing, payments, maintenance configuration, and installation records.
• Database: PostgreSQL for structured records covering users and roles, locations and ownership, quotations, orders, inventory, production, quality, invoices, payments, delivery, installation acceptance, and maintenance configuration.
• Authentication and authorization: Application-managed authentication with role- and organization/location-based authorization. Authorization must preserve the separation between Pleximod’s invoices to franchises and franchise retail invoices, customer payment records, and private financial totals. Head-office business roles must not access franchise retail invoices, customer payment records, or private financial totals.

No delivery platform, document-storage technology, or observability technology is specified by the requirements; none is added here as a product requirement.

Machine sensors, controller connections, automatic maintenance, and predictive maintenance are excluded. Machine readings are entered through the web application, and machines, components, units, service rules, reminder points, and opening readings remain configuration data.

11. Assumptions and Constraints

11.1 Source overview

implementation proposal and selecting delivery phases.

Automated submission to tax portals is excluded.

information; automatic updates from machines are excluded. Production speed, output-per-hour

settings, and capacity-based scheduling are excluded.

Full business net profit, automatic costing from a bill of materials, labour allocation, overhead

Dates are entered by staff, not predicted from machine speed, throughput, production capacity, or an

operating service levels are covered by the implementation proposal.

CFG-

08

7 Scope exclusions

The following items are outside this requirements baseline. Module priorities and delivery phases will be

selected after the proposal.

Production speed

Additional

integrations

Automatic GST portal submission, WhatsApp or SMS integration, transporter

integration, and external customer ordering portals are excluded.

Extra stock and

site tools

Barcode scanning, batch tracking, advanced stock reservation, site scheduling,

drawing tools, warranty tickets, and detailed rework management are excluded.

Separate mobile

applications

The application is responsive on mobile; native Android and iOS applications are

excluded.

The proposal will specify implementation approach, commercial terms, deployment, and delivery

options.

Module priorities and delivery milestones will be selected after the proposal. Each phase must identify

its included requirements and applicable acceptance criteria. This SRD does not assign a module

priority or commit to a software delivery date.

12. Glossary

12.1 Source overview

information required for supply and delivery.

1.3 Terms

Term

Meaning

Head office or HO

Pleximod's team responsible for commercial operations and administration.

Franchise PO

A franchise's purchase order requesting furniture from Pleximod.

Sales order

Pleximod's confirmed record of the products and quantities to be supplied.

Work in progress

Furniture under manufacture that is not yet finished.

Dealer price

The price Pleximod charges a franchise.

Material-based P&L

Sales value minus the material cost assigned to the order, project, or month.

Audit trail

The recorded user, time, action, and changes for a transaction.

Maintenance

counter

Recorded machine or component usage since the relevant service or

replacement.

LR

The transporter's lorry receipt or consignment reference.

SAF-

SAF-

06