Kahit_Ano

COMPUTERIZED SALES AND INVENTORY SYSTEM FOR MIX N’ MATCH A project presented to the Faculty of STI College Caloocan In partial fulfillment of the requirements For the subject Software Engineering. Submitted By: Cortez, Russel John De Leon, Eirra Marvie Roze Manuzon, Paul Angelo Resurreccion, Dianne Submitted to: Ms. Ruvina Teope (Subject Instructor) June 2013 1.0 Introduction 1.1 Background of the Study Information System are a means by which organizations and people use computers to collect, process, store, use (analyze) and distribute information. It is also a combination of hardware, software, infrastructure and trained personnel organized to facilitate planning, control, coordination, and decision making in an organization. An information system commonly refers to a basic computer system but may also describe a telephone switching or environmental controlling system. The IS involves resources for shared or processed information, as well as the people who manage the system. People are considered part of the system because without them, systems would not operate correctly.  (http://www.techopedia.com/definition/24142/information-system-is (http://www.businessdictionary.com/definition/information-system.html) (http://www.commerce.uct.ac.za/informationsystems/) Transaction Processing System an informational scheme for the collection, storage, retrieval and modification of transactions made by an organization. An example of a transaction processing system commonly used in business are the system employed by major credit card companies found in almost every retail store. A transaction processing system (TPS) supports the processing of a firm's business transactions. Transaction processing system keeps on organization running smoothly by automating the processing of the large amount of paper work that must be handled daily. These systems include the accurate recording of transactions as well as the control procedures used in issuing such documents as pay checks, invoices, customer statements, payment reminders, tuition bills, and student schedules unlike other components of management information system, the transaction processing system of an organization extending out of the organization linking together the entire financial system, factory, customers, and suppliers. The movements toward Electronic Data Interchange (EDI) and the establishment of electronic links with suppliers & customers is an example of an extension of an organization's transaction processing system. Sometimes, the term data processing system is used for TPS. The primary purpose of these systems is to effectively process the data that arise from transactions. The transaction processing system of a departmental store can record customer purchases, prepare billing and booking of order from suppliers and inter-relate these tasks into an overall accounting system. The transaction processing system of a college helps performing such tasks as enrolling students in courses, billing students for tuition, and issuing pay cheque. The Function of Transaction Processing System (TPS): Book keeping - Book keeping involves keeping accurate records of firm's business transactions. Every organization is involved with day-to-day business transactions between groups such as customers and suppliers, because these transactions establish linkage among them and are so important as bread & butter for human. For example, banks typically both human tellers and automatic teller machines to record deposits & withdrawals of account holders. Colleges and universities record student registrations and fees paid by students. All of these tasks involve keeping accurate records of the firm's business transactions. Issuance - Issuance refers to the production of such documents as pay cheque, invoices, monthly telephone and credit card bills, and payment reminders. The creation of these documents is absolutely necessary to the effective operation of the company i.e. these documents are not discretionary. (http://basicofcomputer.com/function_of_transaction_processing_system_tps.htm) (http://www.businessdictionary.com/definition/transaction-processing- system.html) Sales and Inventory System - In the past, sales and inventory systems were mutually exclusive systems, with one used to sell merchandise and the other used to track it; modern point-of-sale systems incorporate computerized access to the inventory control system, allowing for real-time updating. An inventory and sales system working in unison effectively tracks product from the moment it enters the store to the moment it leaves, barring losses due to shrinkage. Originally, in the era before computers, sales were tracked with counter ledgers or, later on, mechanically issued receipts from cash registers. Inventories had their own ledger book, meaning that the two systems were entirely separate out of necessity. With the advent of modern computer technology, it has become possible to combine the two systems into one digital process. Originally, in the era before computers, sales were tracked with counter ledgers or, later on, mechanically issued receipts from cash registers. Inventories had their own ledger book, meaning that the two systems were entirely separate out of necessity. With the advent of modern computer technology, it has become possible to combine the two systems into one digital process. While there have been a number of half-and-half systems created that incorporate computer design and sales/inventory control systems using periodic update methods, the most advanced systems use a process known as perpetual inventory systems. In a perpetual inventory system, newly arriving inventory is debited to the computerized inventory account, whereas traditional ledger or half-and-half digital/traditional systems use periodic entries and a purchase account, which is a less efficient process overall and can lead to intermittent reporting inaccuracies. Unfortunately, due to factors such as loss due to spillage and theft, even perpetual inventory systems require periodic total inventory reviews. (http://www.ehow.com/info_7758579_define-sales-inventory-system.html) 1.2 Statement of the Problem General Problem The company uses manual sales and inventory system. This kind of system is giving the company a hard time in determining number of stocks needed to be ordered, what are the current state of the daily and monthly reports, and inaccurate recording of payments and transactions. Specific Problem 1. How would the developers develop a system that will help the company on recording accurate payment transactions' The company is recording all the payments made by purchased orders and payments by customers manually. Recording wrong payment transactions will be a problem in the records of the store. This also affects the sales reports of the store. 2. How would the developers develop a system that will alert the admin if the products are in critical level' The company or the inventory clerk will know if the products are on critical level by counting on the products that the boutique has. This counting will be a hard time for knowing if the company needs to order in the supplier or not. 3. How would the developers develop a system that will help the admin to generate the daily and monthly reports' The store is recording the reports of every transactions and payments everyday and every month. The generating of the reports will consume lot of time because of too many transactions. Recording of wrong transaction in daily reports will be a trouble in their monthly reports. 1.3 Objectives of the Study General Objective To develop a computerized inventory system and point of sales, to provide faster and easier transactions with customers, to provide monthly and daily reports and to avoid consuming lot of time in terms of recording. Specific Objective 1. To be able to record an accurate payment transactions. The proposed system will record accurate payment transactions. As a result, the store will never be confused about the transactions of the payments. 2. To be able to know if the products is on critical level. The proposed system will give an alert to the store administrator if the products are running low. As the result, the store will know what to order. 3. To be able to generate daily and monthly reports. The proposed system will generate daily and monthly reports. As the result, the store will know if their sales is increasing or decreasing. 1.4 Significance of the Study 1.4.1 Owner The owner of the business or company itself would know how the business runs, if the sales are decreasing or increasing, monitor the products by importing and exporting by other suppliers since the inventory is more convenient, efficient and accurate in giving information and monitoring how the process to be done at the end of the day. 1.4.2 Workers The employee will avoid committing errors in using the system and generate it properly, also experience faster transactions than manual they use for providing reports about products. Aside from that, the employee or the inventory clerk will accommodate more customers since the inventory was upgraded to speed up more. 1.4.3 Customer By using the inventory system, the benefits of the customers are good services that the Mix N’ Match can provide full detailed information about certain items or products that the Mix N’ Match has, the price, the availability of product, the cost, and other information that will need to know of the customers. 1.4.4 Supplier The supplier’s advantage is valuable contact information, which is necessary use for maintaining relationships in different supplier to communicate for preorders, backorders and other concern of the business owner by its supplier. 1.5 Scope and Limitation 3.0 Data Gathering Procedures and Outputs The proponents used the following techniques for gathering information in the study I. Interview Interview is a direct conversation using questions and answers format. This is one of the most effective ways to gather data or information in the study. The proponents prepared questions and conduct an interview to Mix N’ Match boutique and the interviewee gives information about their company, history, and detail every transaction that will happen in any circumstances. As go along, if the study is not yet finish, the follow up interview will follow to update, to add the knowledge since the interviewee can’t answer all the questions in just one day. II. Internet Research Internet is vital in gathering data for this research. The proponents do an internet research to be able to know information’s and enlarge knowledge concerning the system moreover from the answer given by the interviewee by conducting an interview and follow ups. Seriously, can’t provide questions in several day, there is one question that you leave unknown and reminding it once the interview is done. So, to add knowledge though there are different sites and blogs by searching information, surely will come up with more information that can apply by processing the system and it has a lot contributed your knowledge about the topics. II. Observation The proponents personally observed the nature of the existing system of Mix N’ Match and also do an observation to other business that can able to add to the proposed system. 2.0 Methodology of the Study The Prototyping Model is a Systems Development Method (SDM) employed when it is very difficult to obtain exact requirements from the customer. The proponents use the Prototype model because it is easier to use compare to the other types of model. There are advantages for using this prototype in software development. Reduced time and costs and improve the quality of requirements and specifications provided by the client time to time after the interview. The user really wants can result in faster and less expensive software. Some quicker user feedback is available leading to better solutions and incorporated in the prototype to result in a useable system. The errors can be detected much earlier andIt can reduced time and costs. Best in scenarios is being not able to get the project requirements detail ahead of time so the follow up interview will be done. They usually are not good at specifying their requirements, nor can tell properly about what they expect from the software. Sometimes it helps to demonstrate the concept to prospective investors to get funding for project. When client is not confident about the developer's capabilities, he asks for a small prototype to be built. Based on this model, he judges capabilities of developer and tell a day of time if the proposed project will exceed their expectations or not. Customer Evaluation Design Initial Requirements Maintain Test Review & Updating Development PROTO TYPING Customer Satisfied 4.0 Documentation of the Current System 4.1 Background of the company “Mix N’ Match General Merchandise” is an establishment located at Maristel 2 Bldg. Marulas Valenzuela City. Mix N 'Match started in year 2003 and its owner was Arlene I. De Leon. In the beginning it is only one loading station and they sell school supplies and after only a few years you have are to build a boutique. And felt impressed again in the year 2012 they build boutique in Iloilo city and they named it Pink Lemonade. Also been successful in the following years and until now still continue the business they continued it until they having a bazaar in different areas such as Quezon City, Manila, Manila and other areas. 4.2 Description of the System The current system of Mix N’ Match