Introduction

Today’s generation, most of the businesses use a computer to manage the control and monitoring aspects of their business, since doing it in a manual way, the data processing could no longer meet the business demands in increasing the quality of any volume of transactions. Upgrading and seeking for continuous improvement using technology, the system becomes useful and its powerful application could make business transactions a lot efficient and easy. The use of technology performances increases efficiency, speed, accuracy, better planning, executing and controlling. It may cause reduction of labour cost, maximum productivity and minimums waste of time and most of all is the proper control of inventory.

Inventory System is basically a process whereby construction supplies materials can be determined right away in their daily transactions. Usually, the minor transaction is done manually and summary and count. In some other way, it is possible to keep an accurate record of material supplies purchased by the business and the material supplies that are being sold. The major importance of this system implies the replacement of human workers with the use of technology.

Sales and Barcoding System inputs sales information from the business transaction. It records and evaluates sales after the product swipe and checked by the barcode reader. The reader states the product information including price, code of an item and exact quantity. All transactions will be recorded in the system database for sales reports.

Background of the study

Company ABC uses manual processes in sales and inventory which takes a longer time for the entire transaction to be finished in the company. Since the current system is encountering difficulties in recording sales and inventory, the proponents decided to propose a system that mainly focused on sales and inventory.

Company ABC business is located in door #1 VCS Building, Rizal St. Bacolod City since July 2011. It is managed by Elinita S. Baya. Based on the gathered information, she’s an employee from LCC hardware. With the help of her experiences and knowledge on how to manage a business, she and her husband Ben Baya decided to create their own hardware business. Selling construction supplies, accessories and other tools in the hardware is their business. They offer wholesale products ever since it started. They practice manual processes in their daily transactions from start to finish.

Based on the interview with the owner of Blue Baux Marketing the main problem is on how to keep the necessary records, secured and easily accessible for future uses and purposes.

The Company ABC has no system in doing Sales and Inventory as well as in purchase order slip of the products. When the time the owner needs to do the inventory report, it is done manually and even in recording sales of entire transactions each day and one of the factors that causes company problems is the absence of a device that could automatically detect the items description such as price, quantity and other product information.

Statement of the objective

Generally, the study aims to:

Develop an automated system that keeps track of the inventory in real time.

Specifically, the study aims to:

  • Lessen the difficulty of recording sales;
  • Track sales record, purchased orders, stocks and supplies, inventory records and any kind of reports;
  • Monitor and take control of sales and purchase items and inventory without loss of documents, fast and organized system that can bring progress to the business.

Conceptual Framework

The conceptual framework shows the flow of the system and how its process. It starts when the user opens the system with the inputs of information to be used in using the system. The process is a step or action that is going to do the system which can be performed by the system in the entire transaction. The output covers the result of the system studied to be implemented in the company that can be beneficial to the management in order to have a high quality of transaction.

Conceptual Framework

Scope and Delimitation of the Study

This section shows the scope that the study covers and delimitation of the proposed system.

Scope

The study covered the stocking in and sticking out of the products, returned order items, managed inventory and generate sales report and monthly report. It also records supplier’s data and stored customer’s data. The system provides official receipt after the transaction and automatically updating the quantity when the product is sold. Only authorized personnel is allowed to access the system.

Delimitation

The study limits on processing an online payment. It is not connected to the internet. The employee’s payroll and timekeeping are not included in the system.

Significant of the Study

The Company. This study is significant to company ABC because it can provide easy to use and easy accessed system and reliable and faster business transactions. It can give more accurate and secure records of sales and list of product. Based on the data of the researchers, the system can provide an accurate reliable list of inventory that can help the company to track stocking in and sticking out of the product for future use. It can also help the company to track its progress.

The Manager. The system can handle the task simultaneously during the operation time with accurate output and can give comfort to the management. Products that are in demand can be monitored instantly. It can provide the accurate report of sales and inventory at the end of the month.

The employee. It provides tangible yet reliable automated system for the authorized person or for the ones responsible for recording off all records and inventory.

The customers. It is beneficial to them because it can save time effort and provide comfort and convenience for the customers.

The researchers. This can be beneficial to the researchers because it can help to expand and improve their knowledge about sales and inventory and the system itself.

Other researchers. The study is beneficial to them in a way that the documentation will help them in their future researches and system presentation.

Definition of Terms

Barcode. Conceptually, the terms refer to a group of thick and thin lines that is placed on a product so that a computer can get the price of the product and other information about it. (Merriam Webster, n.d)

As used in the study, it is a vertical bar that represents numbers.

Code. Conceptually, the terms refer to a system of words, letters, figures, or other symbols substituted for other words, letters, etc., especially for the purposes of secrecy. (Merriam Webster, n. d.) This definition also serves as the operational definition on this study.

CSS. Conceptually, the terms CSS stands for Cascading Style Sheets, it describes how HTML elements are to be displayed on screen, paper, or in other media. (w3schools.com, n.d)

As a used in the study, it is a language that describes the style of an HTML document.

Data. Conceptually, the terms refers to facts or information used usually to calculate, analyze, or plan something; Information that is produced or stored by a computer. (Merriam Webster, n.d)

As a used in the study, it is a raw facts such as alphabets, numbers, or symbols

Information Technology. Conceptually, the term refers to the technology involving the development, maintenance, and use of computer systems, software, and networks for the processing and distribution of data. (Merriam Webster

As used in the study, it is the use of any computers, storage, networking and other physical devices.

JavaScript. Conceptually, the terms refers to is a dynamic scripting language developed by Netscape to enable web developers to create interactive sites. (Reference.com, n.d)

As a used in the study, it is a programming language of HTML and the web.

Local area network. Conceptually, the term refers to a network that allows the computers is in a small area (such as an office) to share equipment (such as printers) and data (Merriam Webster, n.d.)

As used in this study, it is composed of inter-connected workstation in a small area that share files and devices.

PHP (Hypertext Preprocessor).. Conceptually, the terms refers to is a server scripting language, and a powerful tool for making dynamic and interactive web pages. (w3schools.com, n.d)

As a used in the study, it is a computer programming language used in web development.

System. Conceptually, the terms refers to a set of detailed methods, procedures and routines created to carry out a specific activity, perform a duty, or solve a problem. (Reference.com, n.d)

As used in the study, it is an organized, purposeful structure that consists of interrelated and interdependent elements

Review of Related Literature

Local Studies

Computerized Sales and Inventory System for Anthony’s General Merchandise and Construction Supply

The business is located first at Riverside then they transferred to Road BHS near Quezon City Polytechnic University. It is a family owned business by Mrs Herminia Baguino.

Computerized Sales and Inventory System is a product of human knowledge with a use of technology so why not use technology as an advantage and benefit ourselves. This system aims to lighten works and solve the problems involving strict and complex recording and calculations. (Kentwatak, 2013)

Online Sales and Inventory System ofACME Tacloban Hardware

Online Sales and Inventory of Tacloban ACME Hardware is an inventory control system that is designed to enhance the productivity of a Company’s material department. Online Sales and Inventory System of Tacloban ACME Hardware will help them to lessen to eliminate problems on sales, storage and retrieval of inventory data for the inventory status. (Penalosa, 2011)

Foreign Studies

Wal-Mart Sales and Inventory System

This system records the number of items sold as items is purchased. The computer system keeps up with additions or deductions from inventory and tells management what items are on hand.   When the items are purchased by the consumer, the point-of-sale system reduces the inventory from that purchase. Inventory will help clear out store clutter and help Wal-Mart focus on specific brands and products that consumers want. (Jamjam, 2011)

Online Sales and Inventory System

Designed to immediately record any and all sales and inventory transactions. Not only does that mean timely and accurate sales tracking, but this system also lets one readily identify inventory levels, particularly when what you have on the books doesn’t give with actual stock. Little is more maddening to a business owner than watching his or her staff bogged down with inefficient, unproductive responsibilities, from double-checking his inventory disparities to seemingly endless cash-register reconciliation. Perhaps the greatest advantage of a comprehensive point-of-sale network is the freedom it can afford on personnel to devote their energy to what genuinely matters the most helping customers. (Wourio, 2011)

Related System

Table 1: Related System

System Features Blue Baux 1st Local Related Study 2nd Local Related Study 1st Foreign-Related Study 2nd Foreign-Related Study
Stocking in of  products / /
Manage inventory / / /  / /
Sales report / / / /
Monthly report / / /
Records suppliers data /
Stored customer /
Provide receipt / / / / /
Restore back up file /
Update the quantity when a product is sold / / / /
Uses barcode scanner / /

Table 1.0 shows features of the proposed system in the first column, whereas the following columns are the features of the related systems.

Synthesis

Related studies show that both foreign and local studies focus on eliminating the problem in the inventory status, making it easy to control the inventory and keep track of the progress of the business. It also shows which features are available in the system and features that are not available to others.

Researching on the related systems stated above, the proponents noticed that all of the related systems do not have the supplier’s data features and stored customers. All related system do not have back up file. In stocking in and sticking out of the products, the Online Sales and Inventory System does not have, while the other related system does have.

Therefore, the proponents took the features that were missing in the related systems and incorporated it to the proposed system so that it would gain dominance, making it more likely to be profitable and beneficial to its users. It can provide the company records for future use.

Methodology

The purpose of this chapter is to explain the methods and procedures followed in the research project. This chapter reviews the research questions of the study, the research approach used to carry out the study, the research respondents, and the research methods used for conducting the study. It also includes an overview of how research data gathered are treated by the researchers.

Incremental Model

Communication Phase

This phase includes initiation process. The members of the group formally accepted each responsibility and assigned roles before conducting the system study.   It is very important in the way that everyone can send and exchange information and give ideas/feedbacks. Building strong relationship is very important in accomplishing the main goal.

Planning Phase

The researchers began searching a company as a subject of the study by conducting system proposals within Bacolod City area. The researchers asked information about the problem encountered by the company. After recognizing the problem, the proponents set a meeting and discuss every information gathered. The researchers determine the solution/objective overcome the difficulties and problem that can improve the company`s quality of transactions.

Modeling Phase

In this phase, the researchers analyzed the system and how it will work. They determine the basis of how the system could possibly help solve the difficulties being countered by the company using the proposed system. The researchers ensure that business and user requirements are taken into consideration. Prior to the start of the design comprehensive approach was provided in order to meet the business’s and user’s requirement in implementing the system.

Construction Phase

Testing the code is very important. The proponents tested the codes to know if the system is running. If it is not running the researchers, will fix the code errors occurred in the system, then test it again.  In this phase, the functionality of the system is known. The researchers should know how to fix the errors and know how to troubleshoot the problem in the system for it to be successful and to ready to be used by the users.

Deployment Phase

In this phase involves continuous evaluation of the new system to recognize what is the process to be done in order to finish the requirements needed by the system to be implemented. Includes monitoring of usability objectives and providing maintenance. It is important to know the feedback from the users and know the acceptance of the system.

Population of the Study

The main target user of the Sales & Inventory System Barcode was the company ABC Administration, employees of the company, and the clients. The study aimed to the customer to develop the process of monitoring the production of the said company.

Requirement Specifications

Operational Feasibility         

Based on the researchers’ information at hand, the Blue Baux Marketing is currently using the old method which is manual process even in different transactions such us taking orders in hand process. The proposed system will take over to increase the quality of sales and inventory and to expand demand of the system to reach the satisfaction of the users. The system will surely be beneficial to the company.

Program Environment

Front End

In this study, the proponents used PHP language for scripting, while HTML, BOOTSTRAP and JavaQuery for user interphase. The proponents used CSS codes for the design.

CSS is a style sheet language used for describing the presentation of a document written in a markup language.

Back End

PHP is a server-side scripting language designed for web development but also used as a general-purpose programming language and executes database to the front end.

The Backend is the Server side of the system. In this study, the proponents used PHP for the server scripting language and MySQL for the database.

Technical Feasibility

Hardware Specifications (Minimum Requirements)

The proposed Sales & Inventory System Barcode of company ABC needs the following hardware requirements in developing the system:

  • Computer Set
  • Printer
  • Barcode Scanner
  • 250gb hard drive
  • 2gb RAM
  • Mouse & Keyboard

Software specifications (Minimum Requirements)

The proposed Sales & Inventory System Barcode of company ABC needs the following hardware requirements in developing the system:

  • Google Chrome Version
  • Mozilla Firefox
  • MS Windows XP Professional

System Architecture

Figure 3.0 displays the structural design of the system wherein the client purchase a product then scanned by barcode enters (Sales and Inventory System with Barcode)

The process display when the customer will order they need to inquire about the product availability by searching in the product list in the salesman server side. The process by which the product is ready to be ordered, the customer may proceed to the cashier in order to pay the amount due to the product scanned by the barcode reader, issue the receipt and every transaction performed by the system will automatically appear and record in the admin server side which enables for the admin to make reports.

Feasibility Schedule

The feasibility schedule contains the record of the amount of time the proponents spent on the system.

Gantt Chart

The following figures show the Gantt chart of the tasks that were done by the proponents with the time allotted for the establishment of the entire system.

Gantt Chart

Gantt Chart

Gantt Chart

Gantt Chart

Gantt Chart

Gantt Chart

Cost Benefit Analysis

Cost-Benefit Analysis or CBA estimates and sums up the equivalent money value of the benefits & costs of the system in order to determine whether it is profitable or worth the investment.

Table 2.0: Developmental Cost

Duration Monthly Cost Total Amount
Programmer 5 months  5,000.00 Php 25,000.00
Electricity 5 months     100.00             500.00
Barcode Scanner             500.00
Laptop       20,000.00
Total Php 46,000.00
 

Table 2.0 shows the developmental cost of the researched system that consists of the personnel and the other expenses.

Table 2.1: Operational Cost

Operational Cost Duration Monthly Cost Total Amount
Electricity 12 months 1,000.00 Php 12,000.00
Barcode Scanner 1,500.00
Computer Set 25,000.00
Receipt Printer 2,000.00
Thermal Paper 12 months 500.00 6,000.00
Total        Php 46,500.00
       

Table 2.1 shows the operational cost of the researched system. The operational cost includes the maintenance cost and expenditures in using the researched system.

Table 2.2: Total Developmental and Operational Cost

  Total Amount
Total Developmental Cost Php 46,000.00
Total Operational Cost Php 46,500.00
Total Php 81,540.00

Table 2.2 shows the developmental and the operational cost of the researched system.

Table 2.3: Benefits of the System

Benefits of the System (Annually) Amount/Value
The efficiency of work/output of Employee Php 40,000.00
Security of Data 7,000.00
Confidentiality of data 8,000.00
Work management of Employee 45,560.00
Toner 1,500.00
Total Php 102,060.00

Table 2.3 shows the computed amount the company may benefit if the system will be implemented.

Table 2.4 shows the cost-benefit analysis of the system. Each figure has corresponding data as shown in the table.

Cost Benefit Analysis

Database Model

Entity Relation Diagram

Entity Relationship Diagram explains every relationship between table’s entity and attributes.  Each table has a definition that connects every table, both its primary key and foreign key.  Use foreign key if the attributes of the one table have a unique id and foreign key will be identified when the other attributes are in the other table. Each attribute connects in performing every process.

Entity Relation Diagram

Data Flow Diagrams

The flow of the system begins when the customer inquires a product to be purchased; search a product order to the salesman side; bring the product to the cashier to be scanned through the barcode reader so that the product information will automatically be detected including the price. Next is to pay the amount due, and the cashier gives the receipts and change due to the customer. By the time that the receipts are printed, it will automatically enter into sales transactions. The purchased product will be deducted to the warehouse and go to the inventory of products sold. Then, the admin generates reports at the end of any transaction that will be used in making monthly reports.

Data Flow Diagrams

Data Flow Diagrams

Data Dictionary

Table 3.0: Product_table

Data Dictionary

Table 3.1: category_table

Data Dictionary

Table 3.2: Brand_table

Data Dictionary

Table 3.3: Payment_table

Data Dictionary

Table 3.4: stocks_table

Data Dictionary

Table 3.5: User_table

Data Dictionary

Table 3.6: Unit_table

Data Dictionary

Table 3.7: Return_replacement

Data Dictionary

Table 3.8: Product_counter

Data Dictionary

Table 3.9: norm_transaction

Data Dictionary

Presentation, Analysis and Interpretation of Data

This chapter exhibits the results of the User’s Survey conducted for the system to the company ABC administrator and clients.

Presentation

The proponents demonstrate the system’s functionality to the randomly selected respondents. The proponents observed the respondents on how they respond to the system. The respondents were evaluated using the User Acceptance Survey in order for the respondents to distinguish the level of acceptability of the proposed system.

Data Analysis

This section presents the analysis of the data collected and gathered from the respondents of company ABC Administration and the clients.

Interpretation of Data

The instrument wished to access the perception of the users in terms of five (5) categories namely: Effectiveness, Efficiency, Quality, Timeliness and Productivity. The first category was composed of four (4) items, the second category was composed of three (3) items, and the third, fourth and last categories were composed of four (4) items. The rating scale was 1 to 5 with 1 as very dissatisfied, 2 as dissatisfied, 3 as neutral, 4 as satisfied and 5 as very satisfied.

Table 6.0: Rating Scale

A range of Mean Verbal Interpretation
4.21 – 5.00 Very Satisfied
3.41 – 4.20 Satisfied
2.61 – 3.40 Neutral
1.81 – 2.60 Dissatisfied
1.00 – 1.80 Very Dissatisfied

Table 6.0 shows the range of mean and its verbal interpretation.

Table 7.0: Survey Result for Effectiveness       

Effectiveness

 Question 1 Question 2 Question 3 Question 4 TOTAL
Mean 4.3 4.5 4.4 4.3 4.375

Table 7.0 shows that the user’s survey result for the effectiveness of the system came back with a total mean of 4.375 interpreted as satisfied with the system’s effectiveness after testing it

Table 7.1: Survey Result – Efficiency

Efficiency

Question 1 Question 2 Question 3 TOTAL
Mean 4.4 4.5 4.3 4.4

Table 8.0 shows that the user’s survey result for the system’s efficiency came back with a total mean of 4.4 interpreted as very satisfied with the efficiency of the system after testing it.

Table 7.2: Survey Result for Quality

Quality

Question 1 Question 2 Question 3 Question 4 TOTAL
Mean 4.3 4.4 4.4 4.4 4.375

Table 7.2 shows that the user’s survey result for the system’s quality came back with a total mean of 4.375 interpreted as very satisfied with the system’s quality after testing it.

Table 7.3: Survey Result for Timeliness

Timeliness

Question 1 Question 2 Question 3 Question 4 TOTAL
Mean 4.4 4.4 4.2 4.5 4.375

Table 7.3 shows that the user’s survey result for the system’s productivity came back with a total mean of 4.375 interpreted as very satisfied with the system’s productivity after testing it.

Table 7.9: Survey Result for Productivity

Productivity

Question 1 Question 2 Question 3 Question 4 TOTAL
Mean 4.2 4.3 4.5 4.5 4.33

Table 7.9 shows that the user’s survey result for the system’s productivity came back with a total mean of 4.33 interpreted as very satisfied with the system’s productivity after testing it.

Based on the tables above, the result of the study’s User’s Survey is above average. There’s no rating below 3. Therefore, it shows attest it is a good survey and it is a good system.

User’s Acceptance Survey

Introduction:

End-User Satisfaction is the primary goal of process improvement for software development programs. Your opinion, therefore, is of primary importance. Please take time to fill up this survey questionnaire.

This survey can provide both management and the software developers with the information they need to determine their end-user’s level of satisfaction with their software products and with the services associated with those products. The information provided by the survey can help identify opportunities for ongoing process improvements and to monitor the impact of those improvements.

This survey is based on the de facto McCall’s Quality Standard and the ISO 9126 standard: Information Technology – Software Product Evaluation – Quality Characteristics and Guidelines for Their Use, which defines quality characteristics for software product evaluation.

Survey Demographics:

Please fill out the necessary Information.

Name:                                                                                                                                     

Position(s) Held:                                                                                                                    

Instructions for completing the Survey:

This survey has questions for each of the system quality performance requirements of EFFECTIVENESS (functionality), EFFICIENCY (usage simplicity), QUALITY (information quality), TIMELINESS (expected usefulness), and PRODUCTIVITY (self-efficiency).

Survey Proper:

Please indicate the level of satisfaction and the importance of each of the following characteristics of the system.

On a scale of 1 to 5, ENCIRCLE the appropriate number that indicates how satisfied you are with each of the following items. A score of 1 being VERY DISSATISFIED (VD) and 5 being VERY SATISFIED (VS).

In the Comment section after each question, please include reasons for your satisfaction or dissatisfaction with this item including specific examples where possible. You may include sample forms/ documents to support your need.

(1) Effectiveness:

This is an evaluation measure of the level of functionality of the developed Information System. 

1. Completeness and Accuracy of the System. The ability to Satisfaction
provide correct and complete document contents to the memo VD VS
recipients. 1 2 3 4 5
Comments:
2. Report Generation. The ability to provide correct and complete Satisfaction
documents required by the user with minimum idle time. VD VS
1 2 3 4 5
Comments:
3. Search, Retrieval and Dissemination of Required Satisfaction
Information. The ability to access, create and disseminated VD VS
required information. 1 2 3 4 5
Comments:
4. Report Generation Flexibility. The ability to provide printable Satisfaction
reports in a format required by user. VD VS
1 2 3 4 5
Comments:

 (2) Efficiency:

This is an evaluation measure of the expected usage simplicity of the current or developed Information System. 

1. Ease of Use. Ability of the user to easily perform required tasks. Satisfaction
VD VS
1 2 3 4 5
Comments:
2. Complexity of the Task. User-friendliness or learnability to Satisfaction
perform the task. VD VS
1 2 3 4 5
Comments:
3. Task Accuracy. Ability to perform the tasks or function Satisfaction
without errors or problems. VD VS
1 2 3 4 5
Comments:

 (3) Quality:

This is an evaluation measure of the information quality produced by the current or developed Information System.

1. Report Content. Ability to easily produce accurate and Satisfaction
complete documents to the user. VD VS
1 2 3 4 5
Comments:
2. Report Flexibility. Ability to easily produce documents, in a Satisfaction
format and content useful to the user. VD VS
1 2 3 4 5
Comments:
3. Report Turnaround Time. Ability to easily produce reports in Satisfaction
time to be useful to the user. VD VS
1 2 3 4 5
Comments:
4. Report Consistency. Ability to easily produce documents that Satisfaction
are consistent with other reports. VD VS
1 2 3 4 5
Comments:

 (4) Timeliness:

This is an evaluation measure of the expected usefulness of the developed Information System.

1. System Accessibility. The system is accessible to users Satisfaction
whenever they need it. VD VS
1 2 3 4 5
Comments:
2. System Adaptability. System can easily be altered or adapted to Satisfaction
new conditions and demands. VD VS
1 2 3 4 5
Comments:
3. Data Security. System ensures data security by allowing access Satisfaction
to authorized personnel only. VD VS
1 2 3 4 5
Comments:
4. Achievement of Goals. System provides the necessary Satisfaction
functionality to achieve its purpose in line with the VD VS
organizational goals. 1 2 3 4 5
Comments:

  (5) Productivity:

This is an evaluation measure of the self-efficiency of Information System user in the use of the current or developed Information System.

1. User Assistance. Provides the user with procedural Satisfaction
documentation to minimize operational errors. VD VS
1 2 3 4 5
Comments:
2. Throughput. Ability to provide required documents in the Satisfaction
shortest time possible. VD VS
1 2 3 4 5
Comments:
3. Decision Support. Ability to provide required information Satisfaction
needed for decision making. VD VS
1 2 3 4 5
Comments:
Overall, how satisfied are you with the system? Satisfaction
VD VS
1 2 3 4 5
Comments:

Categories

Recent Posts

Archives