Megans Confectionery and Baking Supplies

Inventory System
User Manual
Overview
Megans Confectionery and Baking Supplies
Inventory System is designed to allow ease of access,
control and monitoring with the establishments
products. It will generate appropriate reports
automatically to lessen the burden of manually
checking which of the products have been sold or have
been delivered as supply. Moreover, it will be
convenient for the owner to keep track of hisher
records because of the database management the
system covers.
Purpose
!he general purpose of this user guide is to
provide brief information and instructions on how the
system can be used. "hether the user is the owner or
the shops caretaker, it is necessary that they can be
noti#ed and trained about the systems capabilities.
System Requirements
Windows Operating System Installed in
PC!aptop. !he system can only run into computers
with "indows $S. It is recommended to install the
newest versions of the operating system such as
"indows %ista, & or ' to ensure ma(imum
performance.
CPU Processor not later t"an Pentium #
wit" $%&MB '(M. !o avoid system lagging, the least
possible processor and )*M si+e is indicated.
$)) MB (vaila*le +isk Space on ,ard
+rive. Since the system will generate many records
which must be saved in the memory of the computer,
disk space should be su,cient enough.
My S-! Work*enc". It is also re-uired to
install My S./ for it will serve as the database for the
system. 0evelopers will setup the database for the
client.
Printer. *ny printer will do, as long as it is
properly installed 1printer driver2 in the computer or
laptop to be used. It will print for the Sales )ecords
and the receipt.
Getting Started
3pon opening the computer, install the program
by double4clicking on the setup.exe application
delivered by the developers. Installation will include all
necessary #les needed to be established by the
program in order to run. !hese may include source
code, pictures, forms and the like. *fter this process,
the program should now be present on the directory
you placed it into. 0ouble click it to launch the
Inventory Systems /ogin 5age.
$n its #rst run, the program has not recorded
any username and password yet so the system will
prompt the user that the database is still empty.
Signing-up for an Account
!o access the program, the user must input a
username and password for security purposes. In order
to do this, as the user, you must sign4up for an
account. !he #rst *ccount to be registered will serve
as the *dmin *ccount.
Steps for Signing4up an *ccount6
7. !ype your 3sername and 5assword to their
appropriate #elds. !he username has a
minimum of . c"aracters and ma/imum
of %& while the password has a minimum
lengt" of # c"aracters and ma/imum of
.. 8or security, make a password that
consists of an uppercase letter0 num*er
and special c"aracter com*inations.
Password strengt" is provided to check
the security 1)ed for a "eak password,
9ellow for Medium and :reen for a password
with ;igh password strength2.
<. !o ensure your password, you must re4type it
again to the )e4type 5assword #eld. !his will
authenticate your password before saving
your credentials to the *ccounts database.
1*lso applicable in changing password, =dit
*ccount details2
>. Click the Sign1Up button to continue. !he
system will tell if it has been added to the
database by seeing this con#rmation6
2ote3 !he #rst time Sign4up process is for the #rst
*dmin account which will then redirect you to the
*dmin 5age.
?. @oticed the button from the lower right
cornerA !his is the ,ome button6 . By
clicking this, you will return to the /ogin page
without saving anything you typed on the
Sign4up page.
2ote3 you will also be seeing this in other pages all
throughout the system. *s the image implies, every
time you click this you will be sent home to your home
page. 1If logged4in as *dmin B *dmin 5age, if logged4in
as a user B 3ser page2.
Administrator Privileges
*s an administrator, you have full control of the
system6 editing your account details, adding your
preferred users and other adminsC adding, updating
and deleting products in the inventory as well as
printing your sales recordsC and performing sales
operations as well as receipt printing. 9ou can be the
president, manager or the owner of the business.
Adding Other sers
Sometimes as an administrator, you might get
busy in facilitating the business. If so, then you may let
your trusted people to access the program
themselves. *ll you have to do is to make an account
for them.
By clicking the (ccounts button6 , you will see
this6
9ou have the authority to choose whether a
person could access the system e(actly like how you
can access it or make limitations. !hus, he may (dd
(dmin (ccount andor (dd User (ccount the same
way as how your #rst account was created
2ote3 3pon signing4up for a new 3ser or *dmin
*ccount, the system will automatically prompt a
comment to indicate if a 3sername is already taken
and used by another 3ser or *dmin. ;ence, it must be
replaced by another 3sername who is not yet used in
the database. 1/ist of usernames for *dministrators is
diDerent from the list of usernames for 3sers2.
!ogging-in "nto the System
2ote3 @oticed this buttonA By clicking this,
the logged in user will be logged out of the system and
will be shown the /og in page wherein you may choose
from logging in as an *dministrator or
as a 3ser.
3pon clicking the (dmin button6 on the /ogin
5age6
8or the User button6 below the *dmin button6
If ever you have entered an incorrect 3sername
andor 5assword, a message stating that your
inputs are invalid will be prompted.
#diting Account $etails
!he =dit *ccount 0etails button found in the
*ccounts page is used if you want to edit your own
account detailsC 3sername andor 5assword.
Click this button6 to change your
3sername and click this button6 to change the
5assword.
9ou must input your current 3sername andor
5assword correctly to be able to update it with new
details, else it will prompt a message bo( saying that
the 3sername or 5assword that you entered is
incorrect.
2ote3 * comment will also be shown if youve entered
a @ew 3sername that is already in use by another
user.
"nventory
!his is the page wherein you may add new
products with the number of -uantities delivered or
bought from the supplier, delete products that are not
being sold anymore and update their prices. 8rom the
*dministrator page, click this6 to go to the
Inventory page.
!he inventory includes a database wherein you
may see all your products. Moreover, you can also
keep track on your stocks, the .uantity column
provides details on how much more of an item is left in
your inventory. ;ence, you may know if you need to
purchase new stock so it will not run out. 9ou can also
see your total income per product on the inventory.
!his page contains four buttons namely6 (dd
2ew Product, 4dit Product, +elete Product and
Print 'ecord.
Adding Products
Click the (dd 2ew Product button in the
Inventory page to navigate you to this form6
In adding a new product, you must #ll in all
#elds in this form. Be sure to type the correct names
and values. *fter this procedure, click the *dd 5roduct
button to save.
2ote3 Inputting a character, rather than a number, in
the prices and -uantity #elds will result an
unsuccessful transaction.
pdating Products
Before updating any product, you must #rst
select an entire row of the product in the record table
by clicking on the #rst column of the record tableC it
will highlight the entire row.
By clicking the 4dit Product button, you will
see the =dit 5roduct form. !he te(t #elds of the form
are #lled with the current details of the product you
selected in the table.
*ny changes will be updated if you altered the data.
Click =dit 5roduct button to #nish.
$eleting Products
Same with the updating process, you must
select #rst an entire row of product record before
deleting it. *fter selection, click the +elete Product
button. * Message Bo( will then be prompted in the
screen.
!he system will ask if you really want to delete the
selected record. Click yes if you are sure you want to
delete it, otherwise, click 2o. )emember that once you
delete a record, you cannot bring it back so make sure
that you wont need in the future any of the details
you will be deleting.
%art
Sales $perations and altering of the inventory of
the store is done through the 5roduct Cart.
By clicking this button6 you will be able to
access the 5roduct Cart page. 1!his button can be
found in both the *dmin and the 3ser page2
5roducts that will be purchased by the customer
must be inputted here. In the 5roduct te(t #eld, you
must input the name of the product to be purchased.
2ote3 !he 5roduct te(t #eld is especially programmed
to make information input easier. 9ou may click the
little arrow on the side to show the list of all the
products that you have in your inventory.
$r manually type the product name. !he product te(t
#eld will auto complete and suggest append what you
are typing based on the products in you inventory to
make 5roduct input less time consuming.
*fter selecting the 5roduct that will be
purchased by the customer, the 5rice te(t #eld will
automatically be generated with the Selling 5rice of
the 5roduct selected listed in your inventory. !he total
amount of the 5urchased 5roducts will also be
automatically summed up and shown in the *mount
te(t #eld.
@e(t you will be asked to input the -uantity of
the 5roduct to be purchased then click6 to add
it on the table of 5urchased products.
If ever your customer changed their mind
towards details on their 5roducts to be purchased list,
you may freely edit the data table, Eust click the #rst
column of the row that you want to delete and click
yes to remove from cart.
*s soon as you #nished inputting all the products that
your customer will be buying, click this6 It will
then prompt the printer details to print the receipt of
the transaction. 1Sales Invoice2
*fter printing, a message bo( will be prompted
indicating a Successful !ransaction. *lso the inventory
will be automatically altered due to the changes made
by the Cart.