PITC Medicine Inventory Flagship

Production-minded medicine inventory software built on the current PHP + MySQL codebase and upgraded without removing the existing working flows for:

• dashboard
• inventory IN
• inventory OUT
• inventory RETURN
• batch history
• alerts
• activity logs
• export center
• regular inventory
• outsourced inventory

This version adds role-based permissions, product master management, correction and reversal workflows, notes, reporting analytics, dashboard filters, chart-based movement analysis, in-app notifications, and barcode-ready label printing while keeping the app compatible with normal shared hosting and cPanel-style deployment.

Overview

The flagship version keeps the original transactional structure centered on:

• inventory
• inventory_outsourced
• out_records
• return_binded_records
• in_log
• users

It extends those tables carefully and introduces supporting tables for product master records, notes, corrections, audits, notifications, and settings.

The result is still a procedural PHP application, but it is now significantly safer for real operational use:

• no silent edits
• no hard-delete transaction reversals
• role-aware UI and server-side guards
• append-only audit trail
• product normalization through product master
• sharable dashboard/report filters
• in-app alert notifications
• barcode label printing for products and batches

Core Modules

Dashboard

• advanced server-side filters for source, stock status, expiry status, manufacturer, distributor, quantity range, and date range
• KPI cards for stock, movements, low stock, expired rows, and health state
• chart widgets for movement trends, stock composition, stock health, and top moved products
• regular and outsourced inventory sections with compact grouped tables
• alerts snapshot and recent activity

Inventory IN

• create a batch from an existing product master record
• create a new product master record and first batch in a single workflow
• regular and outsourced source support
• batch threshold override
• importer and distributor support for outsourced batches
• optional batch and IN notes at creation time

Inventory OUT

• release stock from regular inventory
• customer and document traceability
• transaction note support
• later correction and void workflows for authorized roles

Inventory RETURN

• bind returns directly to the original OUT record
• remaining-return validation
• transaction note support
• later correction and void workflows for authorized roles

Product Master

• reusable medicine profile list
• create, edit, and archive product profiles
• duplicate prevention
• barcode value storage
• low stock threshold control
• product-level notes
• printable barcode label

Batch History

• search by batch number
• show IN source details
• show OUT and RETURN history including voided rows
• show batch status and notes
• IN batch voiding when safe
• correction entry point
• printable batch barcode label

Reports & Analytics

• current stock summary
• low stock report
• expiring soon report
• expired stock report
• movement summary by date range
• top outgoing products
• top returned products
• supplier/distributor summary
• regular vs outsourced stock summary
• movement by user
• exportable CSV analytics

Alerts & Notifications

• low stock alerts
• out of stock alerts
• expiring soon alerts
• expired and critical expiry alerts
• in-app notifications with read/unread tracking
• correction and reversal notifications for higher-trust roles

Exports

• regular inventory export
• outsourced inventory export
• combined inventory export
• batch CSV export
• analytics CSV export
• print-friendly report pages

Role System

The system now supports these roles:

• Admin
• Manager
• Staff
• Viewer

Permission summary

• Admin Full access across inventory, products, corrections, reversals, exports, reports, notes, notifications, and account provisioning.

• Manager View, create, export, correct, reverse or void, manage products, manage notes, and review analytics.

• Staff View the system, create IN/OUT/RETURN transactions, review batch history, view reports and exports, and add notes. Staff cannot reverse or void transactions and cannot manage product master corrections.

• Viewer Read-only access to dashboard, history, reports, alerts, activity logs, exports, product browsing, notes, and notifications.

Permission behavior

• buttons and navigation are hidden when a role is not allowed
• direct page access is guarded on the server
• note edit/delete respects role and note ownership
• correction and reversal actions always require higher permissions and a reason

Correction Workflow

Authorized roles can correct:

• inventory IN batch records
• OUT transactions
• RETURN transactions
• product master details

Every correction:

• requires a reason
• writes the actor, time, old values, new values, and reason to correction_logs
• also writes an audit_logs entry
• recalculates live stock safely before saving

Correction pages

• edit_record.php for batch, OUT, and RETURN corrections
• product_form.php for product master corrections
• correction_logs.php for filtered audit review

Reversal / Voiding Workflow

Authorized roles can void:

• OUT transactions
• RETURN transactions
• IN batches when safe

Rules

• no hard deletes
• original records remain in history and are marked voided
• void actions require a reason
• stock totals are adjusted transactionally
• OUT voiding cascades active linked RETURN rows into voided status
• double reversal is prevented by record_status

Notes / Remarks

Notes are supported on:

• products
• regular batches
• outsourced batches
• IN transactions
• OUT transactions
• RETURN transactions

Notes store:

• target type
• target id
• note text
• author
• timestamps
• active or deleted state

Barcode Support

This version implements barcode support using Code39-friendly values.

Barcode features

• barcode value on product master
• printable barcode labels for products
• printable barcode labels for batches
• barcode value included in dashboard and product search inputs
• scanner-friendly workflows because common barcode scanner hardware can type directly into search fields

File Guide

Main pages

• dashboard.php
• form_in.php
• form_out.php
• form_return.php
• batch_history.php
• products.php
• product_form.php
• reports.php
• alerts.php
• activity_logs.php
• correction_logs.php
• notifications.php
• transaction_detail.php
• edit_record.php
• label_print.php
• export_center.php

Shared logic

• includes/common.php
• includes/domain.php
• assets/app.css
• assets/app.js

Note and export handlers

• notes_action.php
• note_edit.php
• export_inventory.php
• export_report.php
• export_batch_excel.php
• export_batch_pdf.php

Authentication

• login.php
• signup.php
• logout.php

Database Migration

Run the migration file:

• migrations/20260331_flagship_upgrade.sql

What the migration does

• upgrades user roles to admin, manager, staff, viewer
• adds user activity columns
• creates products
• links inventory and inventory_outsourced to products
• extends inventory, inventory_outsourced, out_records, return_binded_records, and in_log with status and audit fields
• backfills product links
• backfills and normalizes in_log
• creates correction_logs
• creates audit_logs
• creates notes
• creates notifications
• creates app_settings

Setup Instructions

1. Place the project in your PHP web root

Examples:

• XAMPP: htdocs
• WAMP: www
• Laragon: www
• cPanel: public_html or a subdirectory

2. Configure the database connection

Update db.php:

$host = 'localhost';
$user = 'root';
$pass = '';
$dbname = 'inventory_db';

3. Apply the SQL migration

Import:

• migrations/20260331_flagship_upgrade.sql

You can use:

• phpMyAdmin
• MySQL command line
• cPanel database tools

4. Open the application

Example:

http://localhost/Medicine-Inventory-Software-main/

5. Bootstrap the first account

If there are no users yet:

• open signup.php
• create the first Admin account

If users already exist:

• sign in through login.php
• only an admin can use signup.php to create additional users

Shared Hosting Notes

This project stays compatible with normal shared hosting because it uses:

• procedural PHP
• no Composer dependency requirement
• no queue workers
• no daemon process
• MySQL-compatible schema changes
• browser-side chart rendering with plain JavaScript

Operational Workflows

New product + batch

1. Open form_in.php
2. Switch to New Product
3. Fill product master details
4. Fill batch details
5. Save the IN record

Existing product + new batch

1. Open form_in.php
2. Keep Existing Product
3. Select the product master entry
4. Enter batch details
5. Save the IN record

Correct a live record

1. Open a batch, OUT, RETURN, or product record
2. Click the correction entry point
3. Update the values
4. Enter a required reason
5. Save the correction

Void a record

1. Open the transaction or batch detail page
2. Enter a required void or reversal reason
3. Submit the action
4. The system updates status and stock safely without deleting history

Screenshots

Suggested screenshots for the repository:

• login page
• dashboard with filters and charts
• product master list
• product detail with barcode label
• inventory IN
• inventory OUT
• inventory RETURN
• batch history
• alerts center
• notifications center
• correction log
• reports and analytics

Post-Migration Checklist

After applying the migration:

1. Sign in with an admin or manager account.
2. Review the products table and verify legacy products were backfilled.
3. Open the dashboard and confirm inventory rows still load.
4. Create a test IN, OUT, and RETURN transaction.
5. Correct one OUT or RETURN transaction and verify the correction log updates.
6. Void a test RETURN transaction and verify stock recalculates.
7. Open notifications.php and confirm alert rows generate notifications.
8. Open label_print.php through a product or batch page and verify barcode output.

Notes About Email Alerts

This flagship iteration ships with in-app notifications as the default alert delivery mechanism.

Why:

• shared-hosting friendly
• no hardcoded credentials
• no SMTP dependency
• safer first deployment path

If you later want email delivery, the correct next step is to add a mail transport configuration page and use app_settings for non-hardcoded SMTP or mail() settings.

Author

Shreyansh Jain

GitHub: shreyanshjain1

License

This project is for portfolio, educational, and internal operational enhancement purposes unless otherwise specified.