Project overview
This police store management system replaces the registers used in police stores and malkhanas with a web application. Websofy has implemented store management for the Uttar Pradesh Police Radio Headquarters, where it is used by units across the state, and the E-GP Store system for Lucknow Police.
The situation before
Police stores hold uniforms, equipment, communication sets, furniture, vehicle parts and consumables. On paper registers it is difficult to know what is in stock, what has been issued to whom and what is under repair. Overwriting and incomplete entries cause mismatches, and preparing figures for inspection or audit takes days.
Modules
- Stock and inventory: item masters, receipts, current stock and location-wise holdings.
- QR code tracking: each item or lot carries a QR code for quick identification and verification.
- Issue and deployment: items issued to units or personnel, with return tracking.
- Defective, repair, loss and condemnation: the full life of an item is recorded.
- MT module: vehicle and equipment records.
- Warranty and AMC: due dates and service history.
- Reports and login history: stock statements, issue registers and audit trails.
Item life cycle
| Stage | Recorded in the system |
| Receipt | Item, quantity, source and QR code. |
| Storage | Location and current balance. |
| Issue | Unit or person, date and authority. |
| Return or repair | Condition and action taken. |
| Condemnation | Approval and removal from stock. |
| Audit | Reports for inspection at any time. |
Access, security and audit
Store in-charges, issuing staff and supervising officers each have their own login and permissions. Issues and write-offs require the correct authority, and login history is kept. Because every entry carries a date, user and reference, the store can be inspected against the system at any time, and differences between physical and recorded stock are found quickly by scanning items.
How Websofy delivered it
Item categories, units and existing stock were loaded first so that the system started with an accurate opening balance. QR labels were then generated for items, staff were trained at the store and reports were matched with the formats used for departmental inspection. The system is web-based, so headquarters can review the position of stores in other locations without waiting for returns.
What changed
Stock position is available in real time, physical verification is faster because items are scanned rather than searched for, and inspection reports are generated in minutes. Role-based access ensures that only authorised staff can issue or write off items. A similar system can be configured for any department store; see government systems and custom software development.
How we approach engagements like this
- Requirement discovery mapped to the real workflow, users and data involved
- Solution architecture and module planning before any code is written
- Secure, tested engineering with clear documentation
- Structured handover, training and post-launch support