Marvelous College of Technology, Inc.

M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato

Tel. # +63(083) 228-8756/ Email: [email protected]

ADVISER’S RECOMMENDATION SHEET

This Project Proposal entitled

Essenxia Computer Centre

Point of Sales and Inventory System

By:

Panes, Aljon

Cabrido, Bryan

Agsaluna, Kate

And submitted in partial fulfilment of the requirement of the

Bachelor of Science in Information Technology has been examined

And is recommended for acceptance and approval

MR. Deo Victor Pantoa

Project Adviser
 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]
 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]
 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]

Table of Content

Chapter1: Introduction

1.1 Background of the study

1.2 Statement of the problem

1.3 Current state of technology

1.4 Review of Related Literature

1.5 Objectives

1.5.1 General Objectives

1.5.2 Specific Objectives

1.6 Significance of the study

1.7 Definition of terms

1.8 Scope and Limitation

Scope:

Limitation:

Chapter2: The existing System

2.1 Company Background

2.2 Description of the System

2.3 Problem Areas

 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]

Chapter3: Theoretical Framework

3.1 Introduction

3.2 Database Management System

3.3 Local Area Network

3.4 Summary

Chapter4: Propose System

4.1 Introduction

4.2 System Design Specification

4.2.1 Enterprise Data Model

4.2.2 Data Flow Diagram

4.2.2.1 Context Diagram

4.2.2.2 Diagram 0, With Diagram

Diagram 0

Child Diagram 1

Child Diagram 2

Child Diagram 3

4.2.3 Entities

4.2.4 Definition of Relationship

4.2.5 Data Dictionary

4.2.6 Operational Constraints

 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]

4.2.7 Entity Relationship diagram

4.2.8 Indexes

4.2.9 The Working System

4.2.10 The Hardware and Software requirements

4.2.10.1 Hardware

4.2.10.2 Software

4.3 Summary

Chapter 5: Performance Analysis

5.1 Introduction

5.2 Experimental

5.3 Summary

Chapter 6: System Implementation Plan

6.1 Human Resource Requirements

6.2 Site Preparation

6.3 Personnel Training

6.4 Implementation Schedule

Chapter 7: System Maintenance Plane

7.1 Contract

7.2 Maintenance

7.3 Level of Support

7.4 Organizational and Maintenance Activities

 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]

Chapter 8: Conclusion

Bibliography

Resource Person

Appendices

Appendix A – Raw Data

Appendix B – Source code

User Manual

Personal Technical Vitae

 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]

CHAPTER 1

INTRODUCTION

1.1 Background of the study

In an early age when the most of the companies are still using the manual

system in the sales and inventory, most of the companies encountered so many

problems and this is because of the process of the existing system which is too

slow and too long. Manual inventory management system can help sales and

production managers control costs by identifying lost sales due to inventory

shortages; inventory overrides on products that are not selling; losses due to

employee’s theft or damage.

Pointed out that manual sales systems are time consuming, it is very

tedious, lots of paper works, slow data processing, it is not user-friendly

environment and it is difficult to find records due to poor file management system.

Implementing an inventory management system can take a large amount of time

depending on the size and diversity of inventory. ERRORS! Beyond it being time

consuming, inventory counts and incorrect sales figures can be detrimental to

your business.
 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]

To overcome the deficiencies of manual system, many companies have

automated their inventory system. This system is used to track or monitor the

merchandise and goods of a retail store. With an automated Sales and Inventory

System, business rely on computers to do tasks that were once performed

manually, such as inventory check and product sales. Automated Sales and

Inventory System process can be handled in a timely manner and also be more

accurate and reliable than ever before. It provides greater accuracy and more

flexibility in the types of information and reports that can be generated by the

system.

Point-of-sale systems have replaced traditional cash registers, largely for

functionality reasons. POS systems, as they are sometimes called, are relatively

easy to use and help provide valuable data for important decision makers. In

order to keep up with the record-keeping needs of small and mid-sized

businesses, a good Point-Of-Sale system is a must.

The best thing about having a computerized POS System in your retail

business is: as new stocks arrives and as it is sold, it keeps the stock levels

current and updated, hence making it is easier to identify which items are selling

and which items are not. If one is still counting the inventory manually on the

shelves or in the warehouse, one should think twice about the method, for there

are many advantages in using a POS System.

 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]

One of the biggest, and probably one of the most important, advantages of

an automated sales and inventory system is that it helps businesses focus on

their biggest goal, to improve the customers experience at the store. With this

system, companies can have a better understanding of customer demand

through the analysis of their sales and inventory. The inventory system enables

to get a complete control over the business and it helps to perform each and

every task in a quick manner and this system makes your business to obtain a

competitive edge over your competitors.

Business professionals consider sales and inventory system as the key to

better management of business. It is the heart of most businesses and is

designed to aid in good and manageable operation of transaction processing

activities. Most entrepreneurs this day find that computerized sales and inventory

give a far wider range of information with far less effort. Sales and Inventory

System software are numerous in this day and age, which is a testament to its

importance in everyday business.

Operating a product-based sales model without sales and inventory

system is a business suicide, and most small businesses start with very simple

sales and inventory system. This study is concerned in converting the manual

sale of the company into a computerized sale system to ease out problems.
 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]

1.2 Statement of the Problem

This part tackles the problem that leads to the development of the Sales

and Inventory System of Essenxia Computer Centre. Specific problems are:

1. Up-to-date reports for sales are hard to generate on a daily basis.

2. The system do not produce a real-time inventory data.

3. The system consumes a lot of time in conducting an inventory and it is

laborious for the employee assigned.

4. Time consuming in looking for existing item in the warehouse.

5. Unexpected losses of important records.

1.3 Current state of technology

The current system is using manual system with modern approach for

sales and inventory of products. Every time there is a new product, the seller

encodes everything by using Microsoft Excel. The inventory was based on the

products that are left. Inventory takes a lot time to discern the result because

recorded transactions need to be reviewed first since sometimes error cannot be

avoided. Every time there is a buyer, the seller still writes everything from

recording sales to receipts.

 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]

1.5 Objective of the Study

1.5.1 General Objective

The study aims to provide Essenxia Computer Center with an easier and

more modern alternative in doing their sales. Specifically, it aims to:

1. Provide real-time sales data.

2. Develop a system that easily generates reports to user queries.

3. Create a database that would organize necessary details pertaining to

sales.

1.5.2 Specific Objectives

1. To provide a system that would create an inquiry for the products for the

benefit of the seller and buyer.

2. To provide a system that will secure important record.

3. To provide a system that will fasten the generation of inventory report

and updating records, all the data needed in producing those report will be

supplied by the system.

4. Recording of new products by providing an auto-generated product

code for the product to become unique.

 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]

1.6 Significance of the study

This system is important because it will provide the following:

1 System Manager: Manages the adding stocks, updating the inventory, and

determining the users of the system. Data and sales analysis can be

performed with the access of real-time information. Thus, the management

will be able to make better decisions and plan accordingly.

2 Cashier: The over-all system is very advantageous in increasing the

productivity of the cashier. He or she would not have to manually write them

on paper. The system would ensure accuracy and speed in recording sales

transactions.

3 Customer: Have the benefits of the printed receipts right after purchasing an

items

4 Researcher: Student, teacher and programmer can benefit from this system

through a detailed document.

5 Future Researchers: Would see the possibilities of upgrading the system

through a detailed document.

 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]

1.7 Scope and Limitation

Scope:

The researchers aim to develop a cashiers transactions to be needed.

The cashier can hold all the payments for the daily sales report, all the items

purchased and also the remaining items left in the transactions. The cashier

have the authority to view and secured all the files for the sales and inventory

report.

This study focuses only on sales and inventory monitoring system of

Essenxia Computer Center. Along the process, the sales incurred by the said

establishment will be computed and updated automatically and dynamically

during every transaction. This transaction refer to the process and recording of

products will be made accurate, fast and reliable due to the reduction of human

errors accuracy of data provided by the system. The system will also provide

automated and dynamic searching of products to respond to product inquiries.

The system will generate accurate records on the inventory, sales and

transactions and lastly, it will provide system security to protect the business data

stored in the database obliging user to log in and open their specific account,

which in turn, are granted by the system administrator, manager or owner.

 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]

Limitation:

This study doesn’t cover the following features, the uses of barcode

technology for faster purchase, payroll for employees and biometric scanner for

system security. It doesn’t also support online transactions, accepts payments

through checks, credit cards or debit cards and calculates cash flow, including

the total expenditure, and the flow of cost and benefits.

 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]

CHAPTER 2

The Existing System

Essenxia Computer Center current system employs a manual way in

conducting sale transactions. The steps indicated below comprise a summary of

business activities undertaken to process the sales:

1. The clerk lists an official receipt of the customer’s orders, indicating the quantity

and the amount of each product.

2. The customer pays the total amount indicated in the official receipt.

3. The clerk gives a copy of the official receipt to the customer, while another copy is

left to files.

4. All official receipts collected by the clerk from the day are handed for recording

and preparing the daily sales report.

5. When payment is made by the outlet, the record is updated by the clerk and a

copy of cash invoice is prepared to be sent to the outlet.

 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]

2.1 Company Background

Essenxia Computer Center started in 2008 as an IT products retailer. They

mainly sell computer sets, accessories and components. It then grew from a being

an IT products retailer with a lone store in general santos and Koronadal to a chain

of computer. From 2008 to 2016, Essenxia became the local reselling partner to

various global technological brands such as Acer, Hewett-Packard, Logitech and

Seagate.

With high sales from Essenxia within that year, the company was given citations

such as the Acer's Excellent Major Account Development Award in 2013 and Cisco's

Retail Store of the Year in 2015. Upon their development to attain nationwide reach,

Essenxia opened their subsidiary store, Micro Valley Computer Center, Micro Valley

are focused more on computer parts and accessories, and also offers extended

computer repair services.

Meanwhile, from IT products expanded their sales to computer accessories,

gadgets, android phones and tablets, and digital printers. In 2012, they became the

country's retailer of Korean manufacturer of computer components. Despite the

aggressiveness of their competitors, Essenxia Computer Center became the

predominant in the computer retail versus its closest rival Silicon Valley Computer

Group Philippines with 51 branches and Gaisano Interface Computer Systems with

20 branches.
 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]

2.2 Description of the System

As mentioned in the current state of technology, Every time there

is a new product, the seller encodes everything from recording to sales by using

Microsoft Excel. The inventory was based on the products that are left. In sales

transaction, the seller ask the customer if what are the products he or she wants

to purchase, after the seller asked for it, the seller will look for the product

manually if it is available or not. After purchasing the produc,t the seller will

provide a receipt which is manually written.

 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]

2.3 Problem Areas

 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]

CHAPTER 3

Theoretical Framework

3.1 Introduction

3.2 Database Management System

A database management system (DBMS) is computer software

designed for the purpose managing database. It is responsible to perform a

program that organizes data in a database, providing information storage and

Organization, retrieval capacities. The database management system or the

database itself service as the foundation of Essenxia Computer Center. Without

these, the record of every transaction will not be recorded.

3.3 Local Area Network

A local-area network (LAN) is a computer network that spans a

relatively small area. Most often, a LAN is confined to a single room, building or

group of buildings, however, one LAN can be connected to other LANs over any

distance via telephone lines and radio waves. A system of LANs connected in

this way is called a wide-area network (WAN). The difference between a LAN

and WAN is that the wide-area network spans a relatively large geographical

area. Typically, a WAN consists of two or more local-area networks (LANs) and

are often connected through public networks

 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]

3.4 Summary
 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]

CHAPTER 4

Propose System

4.1 Introduction

4.2 System Design Specification

4.2.1 Enterprise Data Model

4.2.2 Data Flow Diagram

4.2.2.1 Context Diagram

4.2.2.2 Diagram 0, With Diagram

Diagram 0

Child Diagram 1

Child Diagram 2

Child Diagram 3

4.2.3 Entities

4.2.4 Definition of Relationship

4.2.5 Data Dictionary

4.2.6 Operational Constraints

4.2.7 Entity Relationship diagram

4.2.8 Indexes

4.2.9 The Working System

 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]

4.2.10 The Hardware and Software requirements

The list of requirement of hardware and software are enough to

operate the proposed system.

4.2.10.1 Hardware

This list of requirements of hardware specification for the Essenxia Computer

Center

 Computer

 4GB OF RAM

 Monitor – VGA or higher resolution of monitor

 Mouse PS/2 Optical mouse or USB

 Keyboard PS/2 Optical keyboard or USB

 Printer – Epson

 DVD/CD writing back-ups

 UPS (Uninterrupted Power Supply) – in case of power interruption or

brownout.

 Transmission Medium

 RJ-45

 Router

 UTP – Unshielded Twisted Pair Cable

 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]

4.2.10.2 Software

There are the list of software requirement for the Essenxia Computer Center.

Operating system software

4.3 Summary

CHAPTER 5

Performance Analysis

5.1 Introduction

5.2 Experimental

5.3 Summary

CHAPTER 6

System Implementation Plan

6.1 Human Resource Requirements

6.2 Site Preparation

6.3 Personnel Training

6.4 Implementation Schedule

 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]

CHAPTER 7

System Maintenance Plane

7.1 Contract

7.2 Maintenance

7.3 Level of Support

7.4 Organizational and Maintenance Activities

 Marvelous College of Technology, Inc.
M.H. Del Pilar St., Brgy. Zone IV,City of Koronadal,South Cotabato
Tel. # +63(083) 228-8756/ Email: [email protected]

CHAPTER 8

Conclusion

Bibliography

Resource Person

Appendices

Appendix A – Raw Data

Appendix B – Source code

User Manual

Personal Technical Vitae