AZCOR

SALES AND INVENTORY SYSTEM

Presented by:

1. Banquiray III, Manuel D.

2. Sarmiento, Florence Eric D.
3. Sola, Adrian Micheal B.
4. De Guzman, Genefred
5. De Asis, Tyrone N.

Professor:

Ms. Cherneline Anne Carganilla

February 2017
Table of Contents

1.0 Introduction

-1.1 Background of the Study

-1.2 Statement of Objectives

~1.2.1 General Objective

~1.2.2 Specific Objective

-1.3 Significance of the Study

-1.4 Scope and Limitation of the Study

2.0 - Methodology of the Study

3.0 - Data Gathering Procedures and Output

4.0 - The Existing System

-4.1 Company Background

-4.2 Description of the System

-4.3 Problem Areas

5.0 - The Proposed System

-5.1 System Overview

-5.2 Process Specification

~5.2.1 Data Flow Diagram

~5.2.2 Data Dictionary

-5.3 Data Specifications

~5.3.1 Entity Relationship Diagram

~5.3.2 Tables/Files Layout

-5.4 Screen Layout/Specifications

-5.5 Report/Form Specifications

-5.6 Program/Module Specifications

1.0 Introduction

1.1 Background of the Study

Sales and Inventory system is a software-based business solution used to simultaneously track
sales activity and inventory. Manufacturers and trade resellers can both benefit from a thorough
solution, where single transaction entry records necessary details on the customer, products
purchased, price and date while also updating inventory levels. Using computerized sales and
inventory systems allows for much greater accuracy in stocking and product management. They
encourage ease of interaction between employees and shoppers as transactions are processed and
items move from the business to the consumer. Computerized sales help provide better insight
into which products are most popular. !t also allows for enhanced marketing, stocking and
oversight of critical sales objectives. Computerized sales and inventory systems save time for
businesses by speeding up transactions while raising accuracy. This allows for confidence in
accounting and accountability among employees as it is easy to verify how much money and
what time transactions took place. They also allow for consistent experiences in terms of
customer service. People know there is always a uniform interaction at the register that requires
tendering payment, taking a receipt and transition of ownership of products and services. This
generates confidence in a business and ensures on going consumer relationships. Computerized
systems are the most common method of inventory control and sales processing in retail markets.

1.2 Statement of Objectives

1.2.1 General Objective

To design. develop and implement a Sales and Inventory system to ascertain stock level, when to
order for more goods, keep status and updates of transactions, thereby helping managerial
decisions, progress level and stock taking.

1.2.2 Specific Objective

To develop a module that will be used for keeping and storing the entire item's information.
To develop a module for counting all the sales of the sold items.
To develop a module to generate or produce a sales report of the sold items.
1.3 Significance of the Study

Stock management, maintenance and control are a vital tool in any business. The tools which
management use in its control is of vital importance. To know when to place order for a new item and
update current status will depend on how information processing is handled. This paper help provides
such tools and helpful in management, control and effectiveness.

1.4 Scope and Limitation of the Study

The Scope:

The scope of an inventory system defines which needs it addresses, including valuing the inventory,
measuring the change in inventory and planning for future inventory levels. The value of the
inventory at the end of each period provides a basis for financial reporting on the balance sheet.
Measuring the change in inventory allows the company to determine the cost of inventory sold during
the period. Together, inventory values and level changes allow the company to plan for future
inventory needs.

Regardless of which type of inventory system a company uses, the scope of the inventory may change
based on the strategic targets of the business. Scope may refer to different aspects of how inventory
counts are conducted or to the way inventory information is used. A manufacturer of durable goods
may use inventory information to control the costs of raw materials and to maximize margins, while a
food manufacturer may prioritize fast turnover of inventory to ensure freshness. The importance of
inventory counts in those examples may require staff dedicated to inventory management, while a
small cleaning business may not need more than an occasional scan of its cleaning supplies inventory
to function efficiently.

Limitations:

The limitations of the system include not knowing an exact inventory level in the middle of the period
and running the risk of stock outs. With the periodic system, the company knows the inventory level
with certainty only when it physically counts the inventory at the end of each period. Throughout the
period, the company takes customer orders without knowing the exact inventory count or whether
enough products are available to meet customer demand.
 It also includes a false sense of reliability and dependence on human entry. Although a perpetual
system updates each time a transaction enters the system, it might lack information regarding stolen,
damaged or scrapped units. The company remains unaware of the theft or waste, known as shrinkage,
until it performs a physical count at least once per year. The other limitation is that an employee
might enter data incorrectly, introducing inaccurate information that can compromise decision-
making.

2.0 Methodology of the Study

In the conduct of the system analysis and design, the proponents will use the agile software
development method. Agile software development is a group of software development methods in
which solutions evolve through collaboration between self-organizing, cross-functional teams. It
promotes adaptive planning, evolutionary development, early delivery, continuous improvement,
and encourages rapid and flexible response to change. Further, the use of this method brings
clarity in the software development. Working software is delivered frequently in weeks rather
than months. Regular adaptation to changing circumstances even late changes in requirements are
welcomed in this method we used.

Figure 1 shows the chart of Agile Software Development (ASD). It is an umbrella term for a set
of methods, practices and principles expressed in the Agile Manifesto.
3.0 Data Gathering Procedures and Output

Internet Research

Using the internet to acquire some related information about Inventory System is another way to
collect data, to understand their studies and to know their techniques and sample designs of their
system.

The internet is one of the commonly used references for searching, downloading applications and
images and other materials that could be surfed on the net. Surfing through the net will help alot
in developing the proposed system.

Output: Surfing through the internet gives us an idea where to start creating our documentation
and also about our system.

Observation

Asking for permission to the client to observe on how they do their different ways of transactions
and the computation of the customer's bill in the business; A step by step procedure of how
transactions is being done. The researchers understands the process of the observation during
different transactions.

Output: According to our observation, the store is having some difficulties with their
transactions and also they have their own delivery service.

Interview

This is one of the best ways of gathering information. It will be very easy for the interviewer to
gather information because the counterpart or the officer-in-charge for the interview orally
delivers the information about the things or the system. The interviewer will understand it and it
will be very easy for us to accomplish the processing of the proposed system because of the
gathering information that will be used for the system processing.

Output:
4.0 The Existing System

4.1 Company Background

Azcor Lighting Systems, Inc. (est. 1981) is a Filipino lighting manufacturer that specializes in
made-to-order decorative lighting fixtures. From its humble beginnings in a garage with one
employee, Azcor has become the largest decorative lighting manufacturer in the Philippines, with
a factory area of over 2000 square meters and a combined work force of more than 200 skilled
Filipino craftsmen and craftswomen.

Azcors attention to detail, adherence to the strictest quality standards and compliance to CE, UL
and ROHS manufacturing practices has earned Azcor the GOLDEN SHELL AWARD for
manufacturing excellence given by the Philippine Government. Azcors years of experience and
reliability in manufacturing has made it the leading choice of interior designers, architects and
discriminating clients around the world whose unique projects and requirements deserve
specialized attention.

Azcor believes that every Filipino household should own a lighting fixture proudly made by the
leading quality decorative lighting manufacturer in the country, Azcor Lighting Systems Inc.

Government registration:

-Board of Investments (BOI)

-Securities and Exchange Commission (SEC)

Affiliations:

-Chamber of Furniture Industries of the Philippines (CFIP)

-European Chamber of Commerce of the Philippines (ECCP)

-Philippine Exporters Confederation, Inc. (PHILEXPORT)

-Pampanga; Chamber of Furniture Industries of the Philippines

 4.2 Description of the System

A sales and inventory system is a software-based business solution used to simultaneously track
sales activity and inventory. Manufacturers and trade resellers can both benefit from a thorough
solution, where a single transaction entry records necessary details on the customer, products
purchased, price and date while also updating inventory levels.

4.3 Problem Areas

General Problem:

-How to Design, develop and implement a Sales and Inventory System.

Other Problems:

-How to develop a module that will be used for keeping and storing the entire item's information.

-How to develop a module for counting all the sales of the sold items.

-How to implement a module to generate or produce a sales report of the sold items.

5.0 The Proposed System

System Overview

The Sales and Inventory System provides a complete set of methods to support inventory
handling. All users of the Inventory System need the same functionality to complete their varied
tasks. Our propose system allows them to Add/Update/Remove items from inventory, notify the
store of a customers intent to purchase an item that is not currently in stock. (backorder), notify
the store of a customers intent to purchase an item that has never been in stock. (preorder)

The administrator of the store uses the inventory system to place a specific number of items on a
shelf for customers to purchase, backorder, or preorder, decrease the number of items available
for purchase, backorder, or preorder, perhaps because of an error in stocking the item and to
determine the number of items available for purchase, backorder, or preorder.