1.

Introduction 1.1 Background of the Study Inventory management is an important part of the business because inventories are one of the largest expenses in business operations. Most companies will use an inventory management system that will track and maintain the inventory required to meet customer demand. The My Shoes business uses a manual way of counting their products every day, a cashier or an inventory clerk is obliged to count the total number of purchase at the end of the day and list the counted purchased products on a logbook. On the evening after they closed they count the products on their physical stocks and whatever number theyve counted they will compare it in the morning when they recount it again for tallying. The business offer footwears specifically shoes for schools, sports, and adventures. 1.2 Statement of the Problem 1.2.1 General Problem How to develop a system that will computerize the transactions of their sales and inventory of shoes? 1.2.2 Specific Problem How to create a module that will computerize sales transactions to the customers? How to create a module that will computerize the inventory of their shoes?

How to create a security module for their business information? How to create an order module for their supplier? How to create a module for their sales and inventory report?

1.3 Statement Of Objectives 1.3.1 General Objective To create a system that will computerize the transactions of their sales and inventory of shoes. 1.3.2 Specific Objectives To create a module that will computerize sales transactions to the customers? To create a module that will computerize the inventory of their shoes. To create a security (Login) module for their business information. To create an oder module for their supplier. To create a module for their sales and iventory report.

1.4 Significance of the Study Developing this system has benefits particularly to the person in charge with the inventory and to the business owner. The importance of creating this software is to keep the inventory more organized, up-to-date and computerized. This inventory system will keep stocks in excellent condition since it is computerized yet protected and secured by a password which can only be access by the inventory clerk or the owner herself. As a whole this

project will replace the manual work by the person in charge with the inventory. 1.5 Scope and Limitations of Study This study focuses on inventory system as an alternative for manual record-keeping of products and sales inventory. This study will not cover employees records and performances. The study will be conducted only with My Shoes, with an interview with the inventory clerk in order to get the monthly inventory of the products and sales. This study involves field-work, interviews on the inventory clerk and the owner and observations of their products. The selection of interviews are only limited to the inventory clerk only. This system will only run on a microsoft software only. Transaction module a module that contain transactions on the customer and supplier. Inventory module a module that will track informations of their products. Security module - a module that will serve as protection from unauthorized personnel. Inventory Report module a module that will generate reports for their sales and inventory.

2.0 Methodology of the Study Modified Systems Development Life Cycle

ANALYSIS

DESIGN

IMPLEMENTATION

MAINTENANCE

Planning Our group are planning on when to conduct data gathering fot the system requirements to solve their problems and to decide which programming language will be used for on making the system.

Analysis Analysis on how long to put up a sales and inventory system for our client. Also the requirements needed for the system.

Design The group designs the components needed to satisfy the requirements of the system.

Implementation Our group will test if the system is working.

Maintenance Our group maintains the reliability of the system by identifying the errors that might occur during the program execution.

3.0 Data Gathering Procedures and Output The business inventory clerk scheduled the interview during her free time. She let us know the flow of their inventory and some list of their products. However, only limited informations are gathered due to the confidentiality of the record of their products.

4.0 The Existing System 4.1 Company Background The My Shoes is located in Session Road, Baguio City. It is open from Monday to Sunday every 9:00 am to 9pm. This kind of business is a sole proprietorship owned and managed by Ms. Rowena L. Go, in which according to her all the profit, decision-making and liabilities lies in her. This business offers different kinds of footwears. 4.2 Description of the System The My Shoes product sales and inventory method is manual and is time consuming and sometimes inaccurate. Our inventory system offers solution for the My Shoes problem in products and sales. It will probably help the inventory clerk to accurately input the products that comes in and out of the store. She will

be able to finally monitor the daily sales of the business using this user-friendly system.

4.3 Problem Areas The My Shoes problems are: Manual counting/listing of the products which is not appropriate for a fastgrowing business. Listing and counting of products manually is time consuming. Listing and counting of the purchased and remaining products might be inaccurate.

4.4 Existing Manual Process

INVENTORY CLERK
Update Record

RECORD
(Record Book)

Process

Incharge

Customer Order

Purchase Product

(MANUAL)

CUSTOMER
Sold Products (Order Receipt)

MYSHOES SALES AND INVENTORY

SUPPLIER
Ordered Products (Order Receipt)

5.0 The Proposed System 5.1 System Overview An inventory system is basically a process whereby a business keeps track of the goods and material it has available. In its simplest sense, it can be done manually by a count at the end of each day. In this way it is possible to keep a record of the stocks coming in to the business and products being sold. However this is only really appropriate for small businesses that do not have a lot of stock. For larger business like that of My Shoes it is more likely that a computerized system will be required. These days a computerized inventory system is the most likely to be used by medium and large businesses although some small businesses may also use this. An inventory system will help the inventory clerk or the owner compile and maintain records of quantity, type, and value of all kinds of stocks and assets within the business. Because of that, the owner will be able to know the business possession and requirements in order for the business to profit well.

5.2 Process Specification 5.2.1 Data Flow Diagram

CUSTOMER
Customer Order Sold Products (Order Receipt)

Sales and Inventory System for MyShoes

Purchase Product

Ordered Product (Order Receipt)

SUPPLIER
5.3 Programming Language We used Microsoft Visual Basic 6.0 for the development of the whole system. It is the easiest and most reliable type of programming language that can be used to develop this system. The feature of visual basic to create a database is important in creating an inventory system.

6.0 Schedule of Activities Activities Planning Deciding what system is to be made Interview the owner System Analysis Requirements Analysis System Design Interface Designing System Development System Building System Coding System Implementation Testing with 07/24 07/25 08/05 08/12 08/13 09/14 09/26 09/27 11/6 11/14

6.0 System Implementation Plan 6.1 Resource Requirements 6.1.1 Hardware Requirements Pentium 4 or higher processor 120GB RAM or higher (Hard disk) Working Computer set with printer CD-ROM or DVD Drive 6.1.2 Software Requirements Microsoft Visual Basic 6.0 Microsoft Office Access Windows XP 6.1.3 Human Resource Requirements My Shoes Inventory Clerk 6.2 Implementation Plan 6.2.1 Site Preparation We have chosen the store itself as a site for the preparation of our project so that we are updated to any changes of stocks that might happen and we can input the precise number of stocks that are coming in and out of the business. 6.2.2 Personnel Training It is relevant for the Owner as well as the Inventory clerk to know the advantage of having computerized inventory system for it will lessen their work while making their work easier for them. They should be trained by

helping them understand the use/ purpose of each button and when they are already familiar with all the buttons, they will finally be trained with the manipulation of the whole system. 6.2.3 System Conversion Product o List of Products and its attributes Sales o Sales transaction Purchase o Purchased transaction 6.2.4 Implementation Schedule The implementation schedule will be held on November 2011. 7.0 System Maintenance Plan The group plans to maintain an accurate sales inventory since it may be the most important attribute of an inventory control system. However, the data must also be accumulated in a timely manner to be most effective. This means updating sales data on a daily or at least weekly basis. This inventory can also be posted with current price information as an aid in quoting prices to customers. The owner/ manager must adjust the inventory system to the situation and develop it to provide the control and information necessary to make managerial decisions.

5.4 Software Design

A textbox for username.

A textbox for password.

A button used to clear text boxes.

A button in order the user can access the system.

A button to cancel user s access.

A button for exit.

A button for clear.

A grid for displaying product information. A textbox for product search.

To compute for sales.

To cancel transaction.

To process and save transactions.

A button use to update inventory upon finishing transactions.

A button that allows you to add products.

The ADD button use to add products.

The EDIT button use to edit products.

The DELETE button use to delete products. The EXIT button use to exit the window. The FIRST button allows you to move on the very first of the product.. The LAST button allows you to move to the very last of the product. The PREVIOUS button allows you to move previous upon viewing the product information. The NEXT button allows you to view next information about the product.

The main menu of the system where you can manage the whole system.

Computerized Sales and Inventory for My Shoes

By:

Mark Jumhel Cale Joemar Martinez Rommel John Manalo

Ramir Balangue Adviser

October 2011