Automated Inventory System and Pos Essay

A lot of companies and organizations needed the help of computers because of its speed, precision and productivity. Moreover, many businesses flourished because production was increased and human errors were lessened and management decisions were facilitated through accurate and reliable information generated by software applications. The business world has become dependent to the massive use of computers and electronics. Nowadays, almost every corporate and company, great or small, enhances their business success rates and profitability through the use of computers. In Inventory System with POS whether automated or manual, comprises of machines, people, and/or methods organized to process, disseminate and transmit data that represent user information. An Inventory System with POS is a system that supports a business in the monitoring of items and sales. Also, it is a computer processing in which the computer responds immediately to user requests. Thus, Malaya and Lumber Construction Supply, the subject of this study, is in need of an inventory and sales software to help them identify inventory requirements, set targets, and report actual and projected inventory status. The introduction of an automated system hopes to optimize the inventory levels and eliminate stock-outs. BRIEF HISTORY Malaya Lumber and Construction Supply has been a recognized name in the Makati Hardware industry for over 40 years. Malaya Lumber and Construction Supply carry a wide range of construction supply to suit every need. The Malaya Lumber and Construction Supply range includes industry renowned hardware equipment’s from leading manufacturers including YELE, CEMEX, ABOY, etc. Malaya Lumber and Construction Supply, supply a range of electrical, sand, cement, steel, plywood, sink, toilets, plumbing and tiles to suit every budget. 1.1 Statement of the Problem Malaya Lumber and Construction Supply are having difficulty in monitoring their inventory and sales. * How to design and develop a module to monitor the availability of their items. * How to generate reports as per client needs, for e.g. Sales Report, Inventory Sales Report. * How to track the return/exchange of the items. 1.2 Current State of the Technology Malaya Lumber and Construction Supply are currently using a labor-intensive process in inventory, calculating of sales and producing reports. Listed below are classifications of internal operations that enable the company to do business with the public. Purchase OrdersSales Inventory Re-OrderBack-OrderReports These classifications are done by hand and most of the information is stored on a ‘Logbook’ and with sales transaction is completed thru a pre-printed numbered blank receipt. The needed reports are mostly encoded by a managerial level employee thru Microsoft Excel. Problems like misplace files of records are minimized and will help them alleviate deluge track of work done by existing age-old use of the hand system and logbook based record keeping. The proposed Inventory System with Point of Sale will make daily operations effective and convenient to use as well. 1.3 Objective 1.3.1 General Objective The proponents aim to develop a computerized Inventory System with Point-of-Sale for the Malaya Lumber and Construction Supply that will aid their daily operations regarding their inventory and sales function. 1.3.2 Specific Objectives * To provide a monitoring module that will track the availability of items in the inventory. * To create a module that will generate reports for Inventory and Sales. * To develop a module that will track the record of the return and exchange of the items. 1.3.3 Scope and Limitations Scope This study is exclusively developed for Malaya Lumber and Construction Supply. This study is concerned to develop an Inventory System with Point of Sale for Malaya Lumber and Construction Supply which covers sale transactions and monitoring stocks. The system provides the following functionalities: 1. Display inventory conditions of the products, including stock, out-of-stock, back-ordered or pre-orderable. 2. Filter product listing to show only those products that are currently available in stock. 3. Decrement inventory levels when orders are processed. 4. Receive notifications when inventory levels reach an out-of-stock threshold. * The system has the capability to keep track customer and supplier information. * A delivery module that monitors products delivered by the supplier and products delivered to the costumers. * The system has the capability to create a back-up copy of database file. * The system has a security to keep all information secured for unauthorized users. * The system has a module that will prompt the user if a particular item has reach its critical level. * The system will be implemented in a LAN based network. * Report Module generates hard copy of record data in a daily, quarterly and annually basis. Limitation * The system will not support bar -coding for items. * The system is incapable of accepting credit cards as payment. * There is no record entry in computation of tax payment for submission in BIR. * The system does not support schedule of delivery for the clients. Chapter 2 THEORETICAL FRAMEWORK 2.1 Introduction Every computer system should be supported by theories. Given that the proponents intend to develop a sales and inventory system, theories concerning inventory control and transaction processing system should be studied. Computer related topics, such as database, GUIs and others, is also studied. These theories will eventually lead to the overall structure and design of a system. The theories mentioned in this chapter will be the foundation of the propose system. 2.2 Inventory Control System Some of the best inventory management software is equipped with a low-level warning system that will alert you when your stock is getting low so you don’t run out of something that is selling well. You also have the ability to see in real time what stock you have on hand at another location and keep track of it. If you offer item kits it’s important to use a program that will allow you to keep an eye on your sales and inventory so that your kits are all accounted for. [TOPT2013] 2.3 Software Prototyping Prototyping is the process of building a model of a system. In terms of an information system, prototypes are employed to help system designers build an information system that intuitive and easy to manipulate for end users. Prototyping is an iterative process that is part of the analysis phase of the systems development life cycle. [UMSL2012] 2.3 Transaction Processing System A transaction process system (TPS) is an information processing system for business transactions involving the collection, modification and retrieval of all transaction data. Characteristics of a TPS include performance, reliability and consistency. [TECH2013] 2.4 Graphic User Interface A graphical user interface (GUI) is a human-computer interface (i.e., a way for humans to interact with computers) that uses windows, icons and menus and which can be manipulated by a mouse (and often to a limited extent by a keyboard as well). GUIs stand in sharp contrast to command line interfaces (CLIs), which use only text and are accessed solely by a keyboard. The most familiar example of a CLI too many people is MS-DOS. Another example is Linux when it is used in console mode (i.e., the entire screen shows text only). [LINF2004] 2.5 Database A database is a set of data that has a regular structure and that is organized in such a way that a computer can easily find the desired information. Data is a collection of distinct pieces of information, particularly information that has been formatted (i.e., organized) in some specific way for use in analysis or making decisions. A database can generally be looked at as being a collection of records, each of which contains one or more fields (i.e., pieces of data) about some entity (i.e., object), such as a person, organization, city, product, work of art, recipe, chemical, or sequence of DNA. For example, the fields for a database that is about people who work for a specific company might include the name, employee identification number, address, telephone number, date employment started, position and salary for each worker. [LINF2006] 2.6 Database Normalization Normalization is the process of organizing data in a database. This includes creating tables and establishing relationships between those tables according to rules designed both to protect the data and to make the database more flexible by eliminating redundancy and inconsistent dependency. [MICR2013] 2.7 Computer Network A computer network is a group of computer systems and other computing hardware devices that are linked together through communication channels to facilitate communication and resource-sharing among a wide range of users. Networks are commonly categorized based on their characteristics. [TECH2013] 2.8 Back-up In the computer world, a backup is a copy of some data. This copy could be used to restore the original data when the original information is lost or damaged. You can make backups of your data manually, by copying your files to another place: a CD, another disc, another machine, to a tape device, etc. Ideally, the copy should be stored on another physical place and should not be stored on the same room where the original is. In case of disaster, like a fire, having both the original data and the backup on the same physical place could be fatal. I recommend you to make multiple copies of your valuable data: for example, you can have a copy stored on another hard drive and another copy on some remote FTP server, for maximum security. [COBI2009] 2.8 Summary Different theories the proponents have taken to consideration to develop our sales and inventory system. The proponents studied the inventory and transaction theory so that we can have of idea on how this concept works. The software prototyping will help the proponents and the customer to have overview of the outline of the system. The database normalization theory will play a huge role in an inventory system. The inventory system will handle numerous amounts of data so it will be hard to have the database normalized properly. Back-up theory will help to ensure the safety of the data. For internal cooperation on the company, the system will be implemented in a LAN environment. The graphical user interface theory will help in making the design more user-friendly. Chapter 4 Performance Analysis 4.1 Introduction This chapter gives the procedures on how the proponents used to analyze and test the performance of the system. The proponent’s objective was to provide a monitoring module and to create a module that generate reports and to develop a module that will tract the record. The group conducted proper testing procedures to prove that the system is capable of doing necessary requirements. The intended users of the system are the sales representative, purchaser, cashier and the administrator. The sales representative manages all the walk-in orders and delivery orders. The purchaser manages all the transaction in ordering products and monitoring of inventory. The cashier manages the payment of the customers. The administrator is the one who updates the file maintenance, process the access level, makes backup and restores the database of their system. 4.2 Experimental List of testing procedures below are the aspects used by the proponents to measure all functions accurately according to the specific objectives of the systems. 4.2.1 Unit Testing Refers to test that verify the functionality of specific section code, usually at the function level. The proponents conducted an intensive testing of all validation rules implemented. Using the system, proponents entered some values to all data entry forms to check all valid, invalid and limit of all input. In addition to that, the proponents checked what are the result, kind of value and attributes will return if it was called. Overall consistency of system’s application is also check on this experimentation. 4.2.2 Integration testing It is any type of software testing that seeks to verify the interfaces between components against a software design. Software components may be integrated in an iterative way or all together. In this part of experiment, the objective of proponents was to expose defects in the interface and interaction between integrated components. The proponents studied all the areas of inventory and sales to make sure if every module and its functions are integrated properly, specially the computation of commission and generations of all necessary reports. 4.2.3 System testing The proponents examined a complete integrated system to verify that it meets its requirements. The accuracy and consistency of the computerize system was very effective rather than the old business process hence the proponents realize the opposite of new process and old convention of their business. 4.2.3 Alpha testing Alpha testing is simulate or actual operational testing by the prospective user or an independent test team at the developers site. Alpha testing was conducted at the developers’ site by the sales rep. to make sure if there’s a problem when using the said system. Therefore, the sales rep. gave some suggestions and comments about the process of the system to enable the proponents to gain more information. 4.3 Results and Analysis The proponents had finished the experimental and proceeds to the analysis of all problems encountered. The following are the errors and the proponents’ actions during the experimental of the system. * Logic Errors The types of errors occur when incorrect judgment and reason used during system development. This usually occurred when loops were not properly terminated, incorrect assignments were done, and incorrect comparison made during filtering operations. * Syntax Errors Syntax errors occur when typographical errors and incorrect usage of object properties and other keywords were used. The group has ensured that all syntax errors have been eliminated. * An updateable Query This error occurred when fields in the tables of the system’s database were being update while the database was currently in a read only mode. * Expected Statement Error (End If without If) This error occurs when the End If of the If Statement is placed wrongly or the If Statement does not have a corresponding End If. * Integrity Constrains This error occurs when a record having child record are being deleted or a record that is being added contains a similar primary key code as an existing record in database. * 4.4 Summary The result of series of testing and analysis proved to be satisfactory for both the proponents and customers. The system was able to perform the processes that it is intended to do. The system was able to efficiently record and monitor sales and products of the company therefor making it for the administrator and the sales representative to monitor items and sales. It also made the sales rep. work easier because the system provided them with a file maintenance module that enables to add, edit, delete and back-up files. The system was also able automatically print all the important reports that customers needed. Shifting the process of Malaya Lumber and Construction Supply from unorganized to well organize system by automating it is a big help out to the company. Since the system has been tested thoroughly, it was able to perform well thus making a processes a lot easier for the Malaya personnel. Chapter 5 CONCLUSION The proponents have to complete all the requirements and specifications of the system which include a monitoring module, report generating and a module that will tract the record. The developers have successfully met the objectives of the study. Specifically, the system was able to secure all the records from unauthorized personnel to maintain data integrity to be generated using Log-in featured of the system. For payment and cashiering, with the use of the system, producing receipts were easier and faster without miscalculating of service rendered of every employee. With the used of Computerized Sales and Inventory for Malaya Lumber and Construction Supply, sales, delivery and inventory of products are efficiently monitored and recorded. Also, fast and accurate generation of reports is provided. Therefore, the proponents conclude that the produce outputs and operation of Computerized Sales and Inventory System for Malaya Lumber and Construction Supply are proven enhance and better than the company’s current labor intensive system. BIBLIOGRAPHY World Wide Web: [TOPT1013]toptenreviews (2013), ‘Inventory Control System’ http://inventory-software-review.toptenreviews.com/ [UMSL2012]umsl (2012), ‘Software Prototyping’ http://www.umsl.edu/~sauterv/analysis/prototyping/proto.html [TECH2013]techopedia (2013), ‘Transaction Processing System’ http://www.techopedia.com/definition/707/transaction-process-system-tps [LINF2004]linfo (2004), ‘Graphic User Interface’ http://www.linfo.org/gui.html [LINF2006]linfo (2006), ‘Database’ http://www.linfo.org/database.html [MICR2013]support.microsoft (2013), ‘Database Normalization’ http://support.microsoft.com/kb/283878 [TECH2013]techopedia (2013), ‘Computer Network’ http://www.techopedia.com/definition/25597/computer-network [COBI2009]cobiansoft (2009), ‘Back-up’ http://www.cobiansoft.com/backuptheory.htm ACKNOWLEDGEMENT APENDICES