sales and inventory system documentation

INTRODUCTION Overview of the Report The main objective of the study is to create an sales and inventory system for WMV Enterprises. With the use of the system, the retrieval process will speed-up. To be able to generate immediate sales report. With the use of the system, the incomes are classified as product sales. The total sales are automatically computed and sales report is generated. In addition, the user can also view the total sales daily, weekly,monthly and yearly. In this way, it can produce an immediate sales report. To provide an efficient monitoring of stocks and re-ordering. By checking in the system, it will be easy to identify the number of available and lessening product and which is need to re-order. In addition, the expiration of the product is also monitored in the system.

Brief Description of the System Information Technology or I.T is endless important to a business due to its plethora of function. Firstly I.T can be used to enhance your customers experience with your company, through use of a well-designed website. This allows you to connect with people that you may not have previously been able to reach, due to them living away from cities or even branching out overseas. This is profitable for a business as quite simply, it brings in more customers and therefore more money. The used of automated system nowadays has a great impact in many different fields, especially in businesses. In this dynamic environment, the information processing of the business operations relies on the information systems and technology. It paved the way to improvement and development of the business process. One of the most common used automated systems today

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is sales and inventory system. Its objective is oriented toward developing a rhythm for keeping records, selling and inventory monitoring. The DRRS (Darwin,Rose,Rio and Sarah) group performed the investigation at WMV Enterprise. Rose and Sarah interview the owner and the staff of the company while Darwin and Rio observed the flow of thier transaction or what they do. WMV Enterprises started operating since September 12, 2010, until now with Ms. Riza Joy Villanueva the proprietor of this establishment. It is located at Purok Atis, Sto. Niño, Panabo City but they are now currently living in Purok 3, Barangay New Visayas , Panabo City. In 2010 Ms. Villanueva is the one, who handled her own business until she got the excellent management of it, and because of this, their business had expanded, they can serve and give what the customers need. In order to be competent in the business world, the company needs to improve its way in servicing the customers and increase its number of stocks and commodities to cater the growing number. Regarding this, WMV Enterprises must adapt a better way about the processes that should take place within the company, especially in sales and inventory system. We used interview method to collect information regarding to their current system since it is the convenient and easy way among others. The company will now have exerted less effort and time to perform its tasks. Accurate and lesser time in calculating , fast and efficient flow of business is the other thing that the company will be experiencing while implementing this system. And most of all, giving the customer`s needs and convenience, and meeting its expectations would probably the best thing the company could ever do.

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System Request Summary WMV Enterprises encountered the most tedious things to do having the current/manual system were the paperworks, sorting, tracking inventory, getting reports, looking for records and items. Every work takes too much time. WMV Enterprises want to automated their system to provide a better services to the customers, to provides timely and accurate reliability and quantity reports (financial, sales, and inventory). To gets rid of the tedious work brought about manual system.

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FINDINGS

SCOPE AND LIMITATIONS The scope of this system is to provide user efficient working environment and more output can be generated through this. This system provides user friendly interface resulting in knowing each and every usability features of the system. Specifically, in sales, it involves computation of the daily sales, weekly, monthly and yearly, it shows inventory transaction of purchase, it can add new stock products and it secures the storage of records and its maintainability. The system will not cover the entire enterprises needs, the said system will help to ease only some of the difficulties of the enterprises. The system generates only reports, calculate and adding stock and securing the data which always been lost during the manual report. Th system can’t generate a report through email or cannot add another system to another computer, in other words can’t connect to another computer to review the data.

REQUIREMENT SPECIFICATION

Operational Feasibility The new proposed system when implemented in the store, in every transaction of the store usually using manual works to compute all the item purchase by the customers. The difficult works of using manual process would all be reduce to this proposed system. 4

Fishbone Diagram

Resources

Items

Calculator

No proper list of prices Availability

Slow process in transaction

Record Book

Preparing of Reports

Cannot accommodate all customers Miscalculation

Employee

Impatient Customers

Figure 1

TECHNICAL FEASIBILITY For the system to used by the computer they will need at least a computer with high quality hardware in order to perform the desire output. Basic computer fundamentals including some technical aspects must be given attention for technical feasibility. If the result is handled properly, it is capable enough to serve future needs. The system will be able to adjust and handle time and effort for the transactions. This system is essential for the future because the computerization of our generation is one of the common goals of most of the companies in order to lessen the workload of the people.

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Hardware 

Processor: Intel (R) Pentium(R) CPU 987 @2.4GHz

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RAM: 2.00 GB

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System type: 32 or 64-bit Operating System

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HDD: 500 GB

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Display Adapter: NVIDIA GeForce GT 630M

Software 

Operating System: Windows XP, Windows 7

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Visual Basic 2010

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MySQL, SQLyog for database.

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Adobe Photoshop CS5 for editing pictures

SCHEDULE FEASIBILITY Illustrate the start and finish dates of the terminal elements and summary elements of a project. As shown below, the graph clearly shows the schedule and time frame of WMV Enterprises sales and inventory system. In every task there is a corresponding month/s to be completed.

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Gantt chart

Schedule Feasibility Months

Aug.

Sept.

Oct.

Nov.

Dec.

System Planning

System Analysis

System Design

System Implementation System Operation, Support and Security Figure 2

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RECOMMENDATIONS Our group/team recommend to implement the automated sales and inventory system to help their transaction sufficient and fast. To make unique to the size and function of their business. Automated sales and inventory system is one of the secured things to do in order to minimize the errors of the staff and also to ease lose record or information.

PROJECT ROLES The people who participate in the project are the follows; 

Sarah C. Calimbo - database designer.

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Rio Ross G. Piñar- encoder.

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Darwin Bryl P. Pagalan - programmer.

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Rose G. Peligro –system analyst.

TIME AND COST ESTIMATES As we have planned we decide to finish our project in five months so that the system will be accurate to the said problem. For WMV Enterprises sales and inventory system, a set of computer is needed for the operation to be successful. It will cost around 20,000.00Php for the computer set and 2,000.00Php for the printer and the cost of our system is around 10,000.00Php.

EXPECTED BENEFITS The benefits of this project are to lessen the workload of the owner and staff, to easily get the reports, and the lessen time consumed on computing the sales. That is why there are so many benefits in the automated sales and inventory system than manual system that they write it on a record book. 8

DATA FLOW DIAGRAM Context Diagram

Purchase Product

Inquire Data

Payment Customer

Invoice

0

Manager

Summary Report

Sales and Inventory System

Order Details

Order Product

Deposit

Supplier

Bank

Figure 3

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Diagram Ø Ordering product Customer Reject order notice

Checking Availability

1 Purchase product

Product Available

Request order

Inventory Reports

Cash Paid Product

3 Payment 2 Request Receipt

4 Invoice

Sales Receipt Sales

5 Savings Account

List of Added Products

Add Stocks

Summary Report Sales Report s

Sales and Inventory reports

Inquire Data

Sales Income

Order Requested

Manager

Deposit

Request Order 6

Bank

Stocks

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Receipt

D2

D1

Order Product

Order list Supplier

Figure 4 10

APPENDIX

Questions and Answers during of our interview; 1. Why do you want to computerize the system in your store? What do you hope to accomplish with the new system?  As startup enterprise, it is crucial to take advantage of innovations like automated system. This advancement in technology has many benefits such as;  It provides timely and accurate reliability and quality reports (financial, sales, inventory).  Gets rid of the tedious work brought about manual system.  Addresses data management deficiencies.

2. On a scale from 1 to 5, where 5 is most satisfied and 1 is not satisfied at all, how satisfied are you with the current system or the manual that you are using?  On a scale of 1 to 5 where 5 is “most satisfied “, I would rate our current system with 2. I’ve never been satisfied with the manual system.

3. How satisfied are you staff with the current system?  Our staffs are used to the current system. They’re fine about it.

4. Do you have somebody in your staffs who knows how to work with database applications?  None of the staff has tried to work with any data applications.

5. Do you have e-mail address of your store? What is it?  The business e-mail address is not yet available.

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6. How important are your store to the needs of your customers?  The store sells NFA rice which addresses one of the human basic needs. Thus, it is very important especially to those who cannot afford expensive rice.

7. Do you have any comments about our system or how we go about developing a new system of this sort?  The idea of developing new system which aims to computerize the manual system of small enterprise is a great idea. I will surely help many businesses with their productivity and efficiency.

8. Do you think this might be a problem for you if we develop a new system in your store? Why?  Innovations have many benefits; however, there are also some drawbars. First, the adaptation of the new system can be a problem considering the fact that the store personnel are used to the manual system and haven’t tried the automated system. Second, it will be costly. The new system needs computer and it has to be updated and maintained. These problems that will be brought by the change are only short term. Staff can undergo training and the cost can be an investment in the long run.

9. What is the most tedious or unpleasant about the current system that you using?  The most tedious things to do having the current/manual system were the paperwork, sorting, tracking inventory, getting reports, looking for records, items. Every work takes too much time.

10. How do you handle your business?  Being a small business enterprise, there are challenges that are unique to the size and function of the business. The business owner has to handle all the challenges of organizing, selling, purchasing, financing, managing, networking, licensing, and growing with little staff. 12

11. What do you think are the most important skills in succeeding in sales?  One of the misconceptions in selling is that to be a good sales person one must possess great communication skills which in my opinion, having excellent communication skills are not enough. One of the most important skills in selling is interpersonal skills or people skills. Having different types of customers, it is important that you can connect, relate, and establish customer relationship with specific clients. Also, your ability to listen and learn. Product knowledge is crucial in selling. It is important that you know what you are selling with product knowledge, great customer relation, and choosing the right words in product promotion, you can sell anything.

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