Sad_Inventory_System

TABLE OF CONTENTS Chapter 1: Introduction 1.1 Background of the Study 1.2 Statement of the problem 1.3.1 General Problem 1.3.2 Specific Problem 1.3 Objective of the Study 1.4.3 General Objective 1.4.4 Specific Objective 1.4 Significance of the Study 1.5 Scope and Limitation 1.6 HIPO 1.7 Network Diagram 1.8 Definition of Terms 1.1 Background of the Study Avon, the company for women, is a leading global beauty company, with $10 billion in annual revenue. As the world's largest direct seller, Avon markets to women in over 100 countries through its significant number of independent sales representatives. Its product line include beauty products, fashion jewelry, and apparel, and it features well-recognized brand names such as Avon Color, Anew, Skin-So-Soft, Avon Solutions, Advance Techniques, Avon Naturals, Anti-Marks, and Avon Wellness. Avon has a handful of branches operating all over the Philippines, and one of which is the Imus Branch established in 1995. In counting, Avon Philippines – Imus Branch has been operating for 18 years now. Mrs. Soledad Pena who is part of the General Manager Advisory Council looks after the said local outlet. In a retail company like Avon, multiple transactions are made on a daily basis. These may range from marketing, product development, monitoring of cash flows, promotion, beginning and ending inventory to clerical work. All these require manpower which may mean a slash on the cash budget and the possible outpour of workload. The proponents have come up with a proposed study to develop their existing manual system through computerization, design, create a link database system in their inventory functions to easily process their transaction and avoid the common problems that they encounter. This system is effective and efficient for it will alert them to any stock-out, overstock and missing items. Inventory clerks will be able to anticipate and calculate their replenishment lead time and inventory controlling will be much easier as the items are stacked systematically. 1.2 Statement of the problem 1.2.2 General Problem Considering the multiplicity of transactions in a retail company, the manual system doesn’t work well anymore because of the legitimate repercussions that it may cause like time consuming and being susceptible to errors. It is through this real-life situation that the researchers want to focus on putting up a system that will unload the work and definitely help the company save files and process transactions, specifically in the preparation of sales and inventory reports, in a more convenient way. 1.2.2 Specific Problem * How can this system easily facilitate transactions in terms of : a. saving, finding, organizing, and processing files; and b. providing accurate sales and inventory reports. c. providing information when products are out of stock or in critical stocks state. d. Easily record newly received items for sales, inventory and reports use. 1.3 Objective of the study 1.3.1 General Objective To create a system for Avon Philippines – Imus Branch that will easily process, find, organize, and save company files. The system will also speed up every transaction providing accurate sales and inventory reports. 1.3.2 Specific Objectives * To create a directory for all transactions and company files that will make finding and organizing easier. * To put up a system that will speed up every transaction. * To generate an accurate report that can be used for sales and inventory monitoring purposes. 1.4 Significance of the study The study will definitely benefit the following: a. Employees. This system will minimize their workload for the efficiency that it will bring. It will give them a systematic way of preparing sales and inventory reports. b. Employers. Since the system will now generate accurate reports, monitoring the operation of the company becomes easier. c. Customers. This system will definitely benefit the customers since the company can now serve them better and a faster way. d. Future Researchers. This system will benefit future researchers in terms of information about sales and inventory system for projects or thesis use. 1.5 Scope and Limitation Scope Study only revolves in the scope of planning sales and inventory control. The study of sales and inventory is only within Avon – Imus Branch. The proponents will also incorporate data reporting by producing hard copies. The system has three different types of level access. First, is the Administrator or Admin account, second is the Inventory account, and the third is Cashier account. Modules: * File – 3 sub menus: Sales, Inventory and Logout. a) Sales – Admin or Administrators and Cashier accounts use this for sales transactions. The edit sub menu is only enabled for Admin accounts. b) Inventory – Admin or Administrators and Inventory accounts use this. This will provide the user to add, edit, delete or search items for products. c) Logout – Logs out the current user logged in. * View Reports – 2 sub menus: Sales and Inventory. This module is disabled for Cashier accounts. a) Sales – Able to view and print daily, weekly, monthly and annual sales reports. b) Inventory – Able to view or check critical stocks, empty stocks, and available stocks in inventory. Can also print Inventory reports. * Accounts – 2 sub menus: Admin and Change Password. The Admin sub menu is disabled for both Inventory and Cashier accounts. a) Admin – enable to add, edit and deactivate user accounts, franchise manager and franchise dealer accounts. b) Change Password – users can change the account password in this sub menu. * Backup – 2 sub menus: Create Backup and Restore Backup. This module is disabled in Cashier account. a) Create Backup – creates backup of database. b) Restore Backup – restores the database prior to the backup created by the user. There are four main menus to use when the Administrator or Admin is logged in to the system. First is the File main menu. Inside, there are three sub menus: the Sales, Inventory and Logout. The Sales sub menu is used to create new sales record, cancel transaction, and edit existing record. The Inventory sub menu is used to put new products, edit existing products, deleted products. The logout sub menu is used when access is no longer needed by the user. The second main menu is View reports. There are two sub menus under it, the Sales Report and Inventory Report. The Sales Report is used to view and print weekly, monthly, and yearly reports. The Inventory is used to view and print critical stocks, empty stocks, and recent stocks. The third main menu is Accounts. There are two sub menus under it, the Admin and Change Password sub menu. The Admin sub menu is used to create, edit and deactivate user accounts, franchise manager accounts and franchise dealer accounts. The franchise manager and dealer accounts are used for records in sales. The Change Password sub menu is to change the password of the current user. The fourth and last main menu is the Backup menu. The Backup menu is used to create and restore backups of the database. For the Inventory Account, there are four main menus. First is the main menu. Inside, there are two sub menus: the Inventory sub menu and the Logout sub menu. The second main menu is the View Reports and there is only one sub menu, the Inventory. The person in charge of the inventory can check the stocks in this menu. The third main menu is the Accounts main menu where the user can change the user password. The last main menu is the Backup menu. The person in charge of the inventory can back up the files to ensure the accuracy on updating stocks and also for recovery of records in case there will be problem with the database. Last account is the cashier, they will be provided a user account by the administrator and there are some features disabled for them for security purposes. The disabled features are: editing an existing Sales Records, adding a product into the inventory, removing a product into the inventory, creating a user account and creating a backup. The proposed system will be using computer units both for the administrator, inventory staff and cashier. The network that will be used is the star topology and the proposed system will be using Visual Basic.Net together with SQL Server. Limitation The system is limited to its point of sales functions such as order acquisition and order reporting. As for the sales and inventory system it is limited to quantity manipulation and item tracking. The system can print sales and inventory reports. The system is intended for sales and inventory use only. The system does not include solving problems hardware problems and malfunction. 1.6 HIPO 1.7 Network Diagram Inventory Computer Administrator/Officer-in-Charge Server Cashier Printers Printer Router The Administrator/Officer-in-charge computer is placed in the Administrator’s office where the Administrators and executive managers always stay, while cashier’s computer will be placed over the counter to do all the sales transaction. The Inventory computer is placed in the warehouse department where the products are there. 1.8 Definition of Terms * Visual Basic .NET (VB.NET). It is the first fully object-oriented programming (OOP) version of Visual Basic, and as such, supports OOP concepts such as abstraction, inheritance, polymorphism, and aggregation. * Network topology. It describes the arrangement of systems on a computer network. It defines how the computers, or nodes, within the network are arranged and connected to each other. * Star Topology. Is a type of topology where all of the computers and devices on the network connect to a central device, thus forming a star. A star topology is best suited to be in small networks and work efficiently when there are limited number of connections. * Database. It is designed to provide an organized mechanism for storing, managing and retrieving data (information). * SQL. It is the abbreviation of “Structured Query Language”. It is a consistent query language for requesting information from a database. * Routers. A Router is a device that connects two networks - frequently over large distances. * Backup. It is the activity of copying files or databases so that they will be preserved in case of equipment failure. * Stockout. A situation in which the demand or requirement for an item cannot be fulfilled from the current inventory. * Inventory Management. Activities employed in maintaining the optimum number or amount of each inventory item. * Outpour. To pour out or overflow.