Inventory System Prototype

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Spolier Marketing Inventory System prototype

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Inventory System Prototype

  1. 1. Spoiler Marketing Automated Inventory System Systems Prototype Spoiler Marketing Automated Inventory System Systems Prototype by Arancillo, Wallen Mae Arlanza, Ella Mae Blancaflor, Jay Ann Marie Genegaban, Maureen Guardafavo, Mercy Joy BSIS – 3A West Visayas State University Institute of Information and Communications Technology Lapaz, Iloilo City 5000. October 12, 2010 29
  2. 2. Spoiler Marketing Automated Inventory System Systems Prototype Contents 1. Executive Summary . . . . . . . . . . . . . . . . . . . . . . .3 2. Outline of the Study . . . . . . . . . . . . . . . . . . . . . . . 4 3. Detailed Results of the Study . . . . . . . . . . . . . . . .6 4. System Alternatives . . . . . . . . . . . . . . . . . . . . . . . 8 5. System Analysts’ Recommendations . . . . . . . . . 10 6. Summary …………………………………………….13 7. System Development method and Project roles………………..14 8. Data Flow Diagrams………………………………..15 9. System Flowchart. . . . . . . . . . . . . . . . . . . . . . . . 16 10. Entity Relationship Diagram. . . . . . . . . . . . . . 17 11. Data dictionary………………………………………18 12. Input / Output forms……………………………….19 13. Prototype screenshot ……………………………….20 Executive Summary Spoiler Marketing Automated Inventory System - an optimized and systematic Automated Inventory System 29
  3. 3. Spoiler Marketing Automated Inventory System Systems Prototype The system that we are to developed helps to make the process of data management become more efficient and easier. It is a Solution designed with an optimized and systematic Automated Inventory System that has a user friendly interface as well as a systematic and automated approach for easier handling and improvement of the Data management system. Spoiler Marketing gave us the necessary data to start managing the data efficiently and effectively. The daily input of the data is really vast but the main problem only is encoding the total price of each product because we need to add the E.V.A.T first then compute for the total price of each product which is very sensitive and meticulous. Also human tend to make some typographical error in storing the data. This project demonstrates the efficient and effective data and inventory management. It uses less of time for the accessing data or information about client and at the same time makes the process of business become faster. Spoiler Marketing is owned by Mrs. Josefina C. Que and it is located at Ledesma street Iloilo City. The project team members are: Arancillo, Wallen Mae, Arlanza, Ella Mae, Blancaflor, Jay Ann Marie, Genegaban, Maureen, Guardafavo, Mercy Joy (BSIS – 3A) from West Visayas State University, Institute of Information and Communications Technology in Lapaz, Iloilo City 5000. Outline of the study The Spoiler Marketing is located at Ledesma street Iloilo City. It is owned by a Filipino – Chinese named Josefina C. Que. The Spoiler Marketing gets their stocks from Manila. They pay it by terms e.g. 60 days or 30 days, after a month or more depends on the given deadline of the 29
  4. 4. Spoiler Marketing Automated Inventory System Systems Prototype Agents who distributes the products to them. They are focusing on selling different spare parts and some accessories of different kinds of vehicles’ like tricycle, bicycle, motorcycle, cars and etc. The Spoiler Marketing has some branches at Sara, Leon and Pototan. The products are identified by their coding numbers. In every product they put 22 to 30 percent, 12 percent for the EVAT and 10 to 18 percent for their revenue. Some of the Enterprises that provide their products are VICTORY C/PANA Enterprises, SLV Enterprises, Tigon Head, W.F.W. Enterprises, RTM Enterprises, RMM Enterprises, Trimark Distributors, MB – M/PANB Distributors and SLV M/PANA Enterprises. The products which have factory defect are being back load to the distributors who delivered it via a forwarder. When a customer buys their product, it is being tallied manually in the log book and the customer is given a receipt while they keep a duplicate of that receipt using a carbon paper. The recording of sales, purchases, expenses and inventory of the products is in a manual form. They then kept it in a rack for inventory purposes. They only have one private Accountant (who is base in the Iloilo City Hall) who computes and summarizes their monthly sales, purchases, expenses and inventory of their products. The Accountant then present the total amount of monthly expenses, sales, purchases, revenue and profit as well as the predicted income tax return they will pay. The results of the investigation conclude the dire need of a well organized and automated Inventory System because of the bad outcomes of practicing a manual inventory system. The group has come up with a decision that they will developed an optimized and systematic Automated Inventory System, that could easily track down, manage and even secure their purchases, expenses and inventory records to prevent misplaced records, additional interest rates and lose of profit. It is composed by the following components: I User Friendly This database system is very simple, practical and easy to use. With the user-friendly graphical interface, and many buttons that each represents different task, the user will find that the processes of storing and accessing Data and information are uncomplicated. 29
  5. 5. Spoiler Marketing Automated Inventory System Systems Prototype S Automation The system will automate some of the processes that user suppose to do it manually such as to compute the total bill of a customer, finds records and so on. t Faster All finding records activities will be done by the system. The customers wouldn’t have to wait too long. w Backup and recovery To prevent from losing Data and information, the system will have its own backup system that will be updated daily. Detailed results of the study The Spoiler Marketing is located at Ledesma street Iloilo City. It is owned by a Filipino – Chinese named Josefina C. Que. The Spoiler Marketing gets their stocks from Manila. They pay it by terms e.g. 60 days or 30 days, after a month or more depends on the given deadline of the Agents who distributes the products to them. They are focusing on selling different spare 29
  6. 6. Spoiler Marketing Automated Inventory System Systems Prototype parts and some accessories of different kinds of vehicles’ like tricycle, bicycle, motorcycle, cars and etc. The products are identified by their coding numbers. In every product they put 22 to 30 percent, 12 percent for the EVAT and 10 to 18 percent for their revenue. The following are the problems in their existing system: 1. Less efficient and effective Data management - Data and information (e.g. sales, purchases, expenses and inventory records) about the clients is saved into a file folder and next to be put into a rack or drawer. 2. Not a user friendly - User need to input the data manually by using materials such as pens and papers. It sometimes can lead errors while fulfill the Data. 3. High cost for data storing - The Company needs the cover the cost of pens, papers, drawers/racks and other materials to store data about their customer and suppliers / distributors. 4. Takes a lot of time - Process of finding and processing Data and information (e.g. sales, purchases, expenses and inventory records) will take a lot of time and sometimes error can be occur during the processes. 5. No Backup and Recovery - Since storing data is only using physical materials, there will no backup system for the data if disaster happens. 6. Inconsistent Data - When the same data are stored in multiple locations, inconsistencies data are inevitable. For example, several of the files are piled up only in one rack. Suppose that there is an address change for one of the suppliers. If the files are to be consistent, this change must be made simultaneously (and correctly) to each of the file containing the supplier address data item. Since the files are controlled by different users, there is a strong likelihood that some files will reflect the old address, while others reflect the new address. The following solutions were found during the investigation: 1. The group has come up with a decision that they will developed an optimized and systematic Automated Inventory System, that could easily track down their purchases, expenses and inventory records to improve cash flow, visibility, and decision making. 29
  7. 7. Spoiler Marketing Automated Inventory System Systems Prototype 2. This will provide a user friendly graphical interface as well as a systematic and automated approach for easier handling and managing their sales, purchases, expenses and inventory records. 3. In the new system the items will still be coding numbers but we will create an automated and systematic way of clustering and tracking down their purchases, expenses and inventory records. 4. It will optimize the security and validity of the number of supplies, sales, purchases, expenses every month. 5. It support for inventory management that helps you record and track materials on the basis of both quantity and value. 6. Try to reduce the operation cost for a long time period. 7. Uses less of time for the accessing data or information about client and at the same time makes the process of business become faster. 8. All data or information that currently stored in the drawers or racks will be transfer to the database system that will be safely saved in the computer. System alternatives The following are the proposed system alternatives: 29
  8. 8. Spoiler Marketing Automated Inventory System Systems Prototype S Point of Sale System We propose Point of Sale System to provide the following benefits to Spoiler Marketing: 1. Security protection (enabled password lock system) 2. Inputs the product and price easily and faster using bar coding system 3. Automatically prints receipt for the customer By using the POS (point of sale system) System, the Spoiler Marketing personnel easily computes the product price and quantity using the bar coding system. The personnel will scan or input the barcode of the product and print out the receipt with the total amount purchased by the customer. Each product is scanned using its barcode that is read by the barcode scanner. The barcodes of each product are stored in the database. Table 1 Cost Assumptions of Point of Sale System Software Developer Php 1000.00 / day Tester Php 800.00 / day Network Administrator Php 800.00 / day POS Expert Php 40,000.00 Metrologic MS3580 QuantumT Scanner Php 14000.00 POS Receipt Thermal Printer Php 8,736.00 Computer sets (two) Php 20,500.00 each One Additional personnel(computer literate) Php 250.00 / day D-Link DI-804HV 4-Port Broadband Php 3,300.00 - Php 3,500.00 Router (Ethernet Broadband VPN Router with 4-Port Switch) P Retain to Manual Inventory System The second proposed system would be to continue using the Manual Inventory System. However, this would not rectify any of the problems faced by Spoiler Marketing. If these problems are not resolved, Spoiler’s Marketing efficiency will stagnate and will be impossible to achieve the growth and expansion required. 29
  9. 9. Spoiler Marketing Automated Inventory System Systems Prototype Table 2. Cost Assumptions of Retaining to Manual Inventory System Receipt stub and Stamps Php 100.00 File rack and cabinets Php 20000.00 Carbon papers Php100.00 Bond papers and folders Php 1000.00 Alternative Matrix Evaluation Relative Alternative 1. Score Weighted Alternative 2. Score Weighted Importance Point of Sale Retain to Manual Criteria (Weight) system (1 -5 ) Score Inventory System (1 -5 ) Score Technical Issues Accuracy 5 4 4.5 2 3.5 Consistency 5 4 4.5 3 4 Relaiility 5 4 4.5 3 4 Economic Issues Cost 5 3 4 4 4.5 (expensive) Availability 5 4 4.5 2 3.5 Organizational Issues Communication 5 4 4.5 3 4 Organize 5 5 5 3 4 Workflow 5 4 4.5 3 4 Total 25 32 36 20 31.5 Systems Analysts’ Recommendations The Systems Analyst recommends that the use of Point of Sale System is better than to retain the Manual Inventory System. In the Point of Sale System the products are easily identified using the barcode scanner and the amount is exactly computed. With the use of Point 29
  10. 10. Spoiler Marketing Automated Inventory System Systems Prototype of Sale System the computing process is faster and easier. This system lessens the time for accessing data. The Point of Sale System also provides readymade receipts and accurate data for the customers. By using the POS (point of sale system) System, the Spoiler Marketing personnel easily computes the product price and quantity using the bar coding system. The personnel will scan or input the barcode of the product and print out the receipt with the total amount purchased by the customer. Each product is scanned using its barcode that is read by the barcode scanner. The barcodes of each product are stored in the database. Functions of the software 1. Security protection (enabled password lock system) 2. Inputs the product and price easily and faster using bar coding system 3. Automatically prints receipt for the customer 4. Will ensure consistency in terms of maintaining accurate inventory controls at each location Performance and other nonfunctional constraints of the software a. Operational Requirements Technical Environment The system will work over the three-tiered client – server Requirements environment. The client and database server will always on network connection to maximize data updated. System Integration The system must be able to import and export in PDF format. Requirements The system will read and write to the main inventory database in the inventory system. Portability Requirements The system must be connected to the barcode scanner automatically. Maintainability Requirements There will be backup procedure to maintain records. b. Performance Requirements Speed Requirements Response time must be completed within 1/5th second. 29
  11. 11. Spoiler Marketing Automated Inventory System Systems Prototype The inventory database must be updated in real time. Capacity Requirements Application should support to simultaneous transactions. A transaction will require transmission of 50K of data. The system will store data approximately 1,000 code of stocks for a total of about 2MB of data. Availability and Reliability The system should be available 24 hours. Requirements The system will have 99% uptime performance. c. Security Requirements System Value Estimates A complete loss of all system data is estimated to Php 100,000. Access Control Requirements Only the manager will be able to change inventory items. Encryption and Authentication Only the authorized persons can access the client and Requirements database servers. Virus Control All files are always check for virus. d. Cultural/Political Requirements Multilingual Requirements The system will only available in English. Customization Requirements Only manager/s will be able to define new fields in the database. Making Unstated Norms All data fields will be explicitly identified as using the Explicit month-day-year format. The currency that will explicitly use is Philippine Peso. Hardware and Software Specification Standard Standard Database Standard Application Server Server Client Operating system Windows XP Windows 2003 Windows XP server Edition Special Adobe Acrobat Reader Microsoft SQL Visual Basic.Net Antivirus Server 2008 29
  12. 12. Spoiler Marketing Automated Inventory System Systems Prototype Software Hardware 80gb disk drive, 1.8ghz, 100gb disk drive, 320gb disk drive, Intel DVD-writer, 14.1” LCD 2gb DDR2, Intel core-duo, 2ghz, Intel Monitor, Metrologic core-duo, 2ghz, D- graphics media MS3580 QuantumT, POS Link DI-804HV 4- accelerator 950,64mb Receipt Thermal Printer Port Broadband videocard Router Network 80 Mbps, Ethernet, 100 Mbps, 100 Mbps, Ethernet, Ethernet Broadband VPN Ethernet Ethernet Broadband Router with 4-Port Switch Broadband VPN VPN Router with 4- Router with 4-Port Port Switch, Switch Summary Spoiler Marketing is owned by Mrs. Josefina C. Que and it is located at Ledesma street Iloilo City. The Spoiler Marketing encounters problems in their existing system such as the Manual Inventory System: I Less efficient and effective Data management L Not a user friendly N High cost for data storing H Takes a lot of time 29
  13. 13. Spoiler Marketing Automated Inventory System Systems Prototype S No Backup and Recovery N Inconsistent Data With the said problems, the group proposed an Automated Inventory System that will lessen and eliminate the problem and work load of the Spoiler Marketing. The Automated Inventory System starts from storing the coding numbers of each product into a database file. It will automate the inventory system as displaying the number of products purchased and it automatically save the number of products sold. The Automated Inventory System that we are to develop helps to make the process management become more efficient and easier. It is a Solution designed with an optimized and systematic Automated Inventory System that has a user – friendly interface as well as a systematic and automated approach for easier handling and this improvement of the Data Management System. This project demonstrates the efficient and effective data and inventory management. It uses less of time for accessing data or information about the client and at the same time makes the process become faster. The objectives of the study are the following: make the management system more efficient, data consistency, and provide a comfortable and easily services for clients. System Development method The system development that we will use is Throw away prototyping method. Throw-away prototypes are useful way in exploring ideas, and gaining feedback from the client and/or end- user. We used the throw-away prototype because of its speed of development and its potential to catch misinterpretations or missing features at an early stage can help to make a cost effective approach. It can also provide a useful and meaningful way for a developer to walk the client and/ or end-user through the system requirements as interpreted by the developer. The reliability of the system is one of our top priorities in developing the Automated Inventory System and because of this; Throw away prototyping method can significantly reduce 29
  14. 14. Spoiler Marketing Automated Inventory System Systems Prototype requirements risk for building our system. The prototype of the system will be developed from an initial specification, delivered for experiment then discarded to make the system easier and faster for the end-users. It is appropriate to use for forecasting and deciding at an early stage the final user requirements. It fits to analyze and design the system reliability, bound for short time schedules and good to use to recognize the risk factor and keep expectations high. The project roles Business Analyst Analyze the key business aspect of the system Systems Analyst Design and identify how the system will improve the business processes Programmer/encoder/debugger Program, encodes and debugs the system Project manager Monitor and develop project plan, assign resources and manage the whole team Data Flow Diagram Context diagram 0 Order Payment Customer Automated Cashier Inventory System 29
  15. 15. Spoiler Marketing Automated Inventory System Systems Prototype Level O Data flow diagram System Flowchart Check order Customer status YES N O Purchase Transaction 29
  16. 16. Spoiler Marketing Automated Inventory System Systems Prototype Cashier Received Create payments receipts Record payment And item quantity. Issue receipt Entity Relationship Diagram Product Order Customer *Order_num Compose Orders Prod_name Order_name *Cust_id Prod_description Order_date Cust_name Ordered by Prod_qty Cust_address #*Cust_ID Prod_price Contains Cust_phone *Prod_barcode #*Prod_barcode #*Order_num Prod_type Prod_size 29
  17. 17. Spoiler Marketing Automated Inventory System Systems Prototype Is paid by/pays Payment Total Amount Payment Gross selling price Date #*Order_num 29
  18. 18. Data Dictionary Security- File Menu (Login Table) Column Name Data Type Size Remarks Description USER_NAME Text 50 User name of the ADMIN/ OPERATOR PASSWORD Text 50 Password of the ADMIN/ OPERATOR supplier_maintenance(suppliers’ Detail Information) Column Name Data Type Size Remarks Description Sup_id Num 8 Primary key Suppliers’ id Sup_name Varchar 8 Foreign key Name of Supplier Prod_line Varchar 6 Kind of product Sup_add Varchar 11 Address of Supplier Sup_contact_p Varchar 11 Head of the supplier errson Sup_contactnu Num 11 Suppliers’ contact number mber Supplier_dev(suppliers’ Delivery Information) Column Data Type Size Remarks Description Name Prod_id Num 10 Primary and foreign key Product id Date Varchar 8 Date Sup_Name VarChar 4 Suppliers’’ name Address Num 6 Primary key Address of supplier Prod_qty num 6 Quantity of product
  19. 19. Prod_SRP num 15 Suggested retail price Prod_unitpric Num 6 Product unit price e Prod_totalam Num 10 Total amount of product ount Checked by varchar 15 Name of receiver receipt_master(Item order Master Table) Column name Data Type Size Remarks Description Total Amount Num 8 Amount paid Payment char 4 Mode of payment Value added Num 6 Value added tax to the item tax Gross selling Num 10 The original price from the price supplier Date char 12 The date the payment has occur Product name Varchar 15 Foreign key Name of the Product Product qty Num 11 Quantity of the product Purchase_ master (Purchase Master Table) Column name Data Type Size Remarks Description Date varchar 10 The date of the transaction Barcode num 10 Primary key Alpha- numeric codes of specific product Prod_name char 100 Foreign key Specific name of product Purchase Qty Num 10 number of products ordered
  20. 20. Purchase num 12 Amount of products ordered amount Purchase num 12 Number of products returned return qty to the supplier Purchase num 12 Amount of products returned return amount to the supplier Balance qty num 50 Number f products available Balance num 50 Amount of available amount products Sales_ master(sales Master Table) Column name Data Type Size Remarks Description Date varchar 10 The date of the transaction Barcode num 10 Primary key Alpha- numeric codes of specific product Prod_name char 100 Foreign key Specific name of product Sales Qty Num 10 number of products sold Sales amount num 12 Amount of products sold Sales return num 12 Number of products returned qty to the supplier Sales return num 12 Amount of products returned amount to the supplier Balance qty num 50 Number f products available Balance num 50 Amount of available amount products
  21. 21. Inventory_ master(Inventory Master Table) Column name Data Type Size Remarks Description Date char 10 The date of the transaction Barcode num 10 Primary key Alpha- numeric codes of specific product Prod_name char 100 Foreign key Specific name of product Purchase Qty Num 10 number of products ordered Purchase num 12 Amount of products ordered amount Sales Qty Num 10 number of products sold Sales amount num 12 Amount of products sold Balance qty num 50 Number f products available Balance num 50 Amount of available amount products Stock on hand(transaction table) Column name Data Type Size Remarks Description Search varchar 51 Search engine to find Product products Prod_name varchar 51 Primary key Name of products Prod_qty num 51 Quantity of products Security maintenance
  22. 22. Column name Data Type Size Remarks Description User_id Num 30 Id of the user User_name Varchar 30 Name of user Password Varchar 30 Password of the user Position varchar 30 Position of the user Product_master(product master table) Column name Data Type Size Remarks Description Prod_name Char 50 Foreign key Name of product Prod_type Char 50 Product type Prod_desc Char 50 Product description Prod_size Num 50 Product size Sup_name Char 50 Supplier name Gross selling Num 50 Original price price Value added Num 50 Amount added to the price tax Qty Num 50 Product qty Barcode no Varchar 50 Primary key Identification code Expenses_master(expenses master table) Column name Data Type Size Remarks description Date Varchar 50 Date of expenses Exp_rent num 50 Rent expense
  23. 23. Exp_salaries Num 50 Salaries expense Exp_utilities char 50 Utilities expense Total amount num 50 Total of all expenses Incomingdelivery_master(incoming delivery master file) Column name Data Type Size Remarks description Invoice no Varchar 50 Invoice number Date Varchar 50 Date Cust_name Char 50 Customer name Barcode Varchar 50 Foreign key Identification code Qty Num 50 Item Quantity Prod_name varChar 50 Primary key Product name Prod_type varchar 50 Product type Prod_desc Varchar 50 Product description Prod_size Varchar 50 Product size Gross selling Num 50 Original selling price price Total price num 50 Total amount of product Customerreturn_master(Customer return master table) Column name Data Type Size Remarks Description Cust_id number 50 Foreign key Customer id Date Varchar 50 Date Cust_name Char 50 Customer name Qty Num 50 product Quantity Prod_name Char 50 Product name
  24. 24. amount Num 50 item amount Unit price Num 50 Product Original price Total amount num 50 Total amount of products Customermaintenance_master(Customer maintenance master table) Column name Data Type Size Remarks Description Cust_id Varchar 50 Primary key Customer id Cust_name Char 50 Customer name address Varchar 50 Customer address Contact no varchar 50 Customers’ contact number Input / Output forms
  25. 25. Prototype screenshot
  26. 26. Main menu
  27. 27. System Information Supplier Maintenance (Master Files)
  28. 28. Supplier Delivery Stock on Hand
  29. 29. Splash Screen Shortcut menu
  30. 30. Security maintenance
  31. 31. Security Sales Report
  32. 32. Receipt
  33. 33. Purchase report Progress Bar
  34. 34. Product Maintenance
  35. 35. Inventory Incoming Deliveries
  36. 36. Expenses
  37. 37. Customer Return Customer Maintenance

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