NT ELECTRONICS PTY LTD

Located in the outskirts of Francistown, next to the Botswana Telecommunications and opposite the
Guild filling station is the successful business place of NT Electronics. The company supplies high-
credited retailers in Botswana such as Cell C, Samsung World, and Yash Cell, as well as other technical
electronics shops with a wide range of products including television sets, music systems, mobile
phones, laptops, washing machines, bar refrigerators, and many more. Established in 2016, NT
Electronics was created by Mr Tinao Ntamba after recognizing the value, retailers spent on shipping
electronics outside the country. The company makes purchases of electronic items from outside the
country and maintains records manually in a notebook. The staff comprises thirteen employees,
including the manager to supervise productivity, a supplies accountant to calculate and keep records
of all the supplies made, an inventory accountant to keep track of the purchases made, three drivers
to transport goods supplied, three cleaners to keep the surrounding clean and hygienic, and three
security personnel to keep the place safe and secure. One can contact the business through the
telephone number: +2677597908 and also on their email account [email protected].
The business hours of the establishment include full operation from 11:00 am to 5:00 pm from
Monday to Friday, while on Saturday and Sunday, the business operates from 9:00 am to 1:00 pm.
The records kept in this company include:
 Employee records
 Sales records
 Purchase records
 Supplies records

The area of focus is on the purchase records, as the company purchases electronics from various
technical companies outside the country. Date of purchase, items purchased, quantity of the
electronics purchased, and unit prices are received in the form of a receipt from the companies they
purchased from and are calculated to see how much the company spent by calculating total price by
multiplying unit price by purchase quantity, grand total by adding total price of each product and
recorded in a notebook by the inventory accountant.

Date of Company Items Purchase Unit Total price

purchas name purchased Quantity price
e
17/03/22 Sony HT-AX7 15 P3,999. P59,985.00
Portable 00
home
systems
22/03/22 Hifi Corp Twin tub 10 P5,999. P59,990.00
washing 00
machine
01/04/22 Apple iPhone 15 7 P9,899. P69,293.00
pro 00
GRAND P189,268.00
TOTAL

PROBLEMS ENCOUNTERED USING THE SYSTEM

It is difficult to calculate the grand total as the inventory accountant first has to calculate the total
price then add all the totals which is time consuming
It is complex to identify the most purchased item as one has to go through the record comparing the
items purchased to see the one dominating
It is difficult to know the company that NT ELECTRONICS purchased from frequently as the inventory
accountant has to go through the record looking out for the number of times a company names are
appearing, and the most dominant one is the one that NT ELECTRONICS purchased from more
frequently

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 NT ELECTRONICS

OBJECTIVES
The system should be able to calculate the grand total by adding all the total price of all the
purchased items
The system should be able to calculate the total price by multiplying the unit price and purchase
quantity

DATA SOURCE INPUTS PROCESSES OUTPUTS

 Companies  Date of  Calculating the  report
purchased purchase total price of each
from  Company item purchased
 Inventory name (unit
accountant  Items price*purchase
purchased quantity)
 Purchase  Calculating the
quantity grand total of all
 Unit price the items
purchased (sum of
each total)

DATA FLOW DIAGRAM

COMPANIES PURCHASED FROM

 company name
 Items purchased

 Unit price
 Purchase quantity
 Date of purchase

Capturing record
INVENTOR details
Y
ACCOUNT Calculating total price
ANT of each product PURCHASE RECORD
total price
grand total Calculating the grand
total of all the items
PURCHASE RECORD
purchased
REPORT
Preparing a purchase
record report

BROAD DESCRIPTION OF THE EXISTING SYSTEM

My area of focus is the purchase record. The company is currently in use of the manual system for
making records. The inventory accountant is in charge of making, keeping and managing the records.
After the purchase of electronics has been done and the company receives a receipt from the
companies they were purchasing from, the inventory accountant then records the date of purchase,
the unit price, the items purchased and the purchase quantity. The inventory accountant then
calculates the total price of each product by multiplying the unit price by purchase quantity and the
grand total of all the items purchased by adding all the totals each product then the information is
entered in a notebook by an inventory accountant
PERSPECTIVE
It is difficult to do calculations especially grand total and total price
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NT ELECTRONICS

CONTINGENCY
The system has no backup

EVALUATION OF EXISTING SYSTEM

GOOD POINTS
The system is able to calculate the grand total by adding all the totals of all purchased items
The system is able to calculate the total price by multiplying the quantity of purchased items
and the unit price

BAD POINTS
Difficulty in identifying the most purchased item as the inventory accountant has to first go
through the record one by one looking for the most dominating one
Complexity in calculating the grand total as one first has calculate the total price by which is
time consuming

EVALUATION OF THE ALTERNATING SYSTEM

 Improved manual system

 Fully computerized system

IMPROVED MANUAL SYSTEM

CURRENT SITUATION
The company purchases electronics from various technical companies outside the country. Date of
purchase, items purchased, quantity of the electronics purchased, and unit prices are received in the
form of a receipt from the companies they purchased from and are calculated to see how much the
company spent by calculating total price by multiplying unit price by purchase quantity, grand total
by adding all the totals of each product and recorded in a notebook by the inventory accountant.
PROBLEM IDENTIFICATION
It is difficult to search for a particular company purchased from as the records are not stored under
any particular order
IMPROVEMENT
The company is going to store the records according to the companies that they purchased from. In
other terms meaning that each company purchased from is going to have each notebook
BENEFITS
Makes searching easy as now the records are stored under a particular order that can make the
company have a quick search on a particular company purchased from
COSTS
The company is going to need to buy more books to record and store the records from each company

FULLY COMPUTERISED SYSTEM

CURRENT SITUATION

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NT ELECTRONICS
The company purchases electronics from various technical companies outside the country. Date of
purchase, items purchased, quantity of the electronics purchased, and unit prices are received in the
form of a receipt from the companies they purchased from and are calculated to see how much the
company spent by calculating total price by multiplying unit price by purchase quantity, grand total
by adding all totals of each product purchased and recorded in a notebook by the inventory
accountant.

PROBLEM IDENTIFICATION
It is difficult to calculate the grand total and the total price

IMPROVEMENT
The company is going to use the database software and a query in it for calculating the total price of
each product by multiplying purchase quantity by unit price and the grand total by adding all the total
prices

BENEFITS
Calculations will be made faster hence saving time
COSTS
The initial set up will be expensive as software is expensive

Date of Company Items Item ID Purchase Unit Total price

purchas name purchased Quantity price
e
i i I i i i Po
GRAND Po
TOTAL

SPECIFIC OBJECTIVES OF PROPOSED SYSTEM

The proposed system will be developed using Microsoft Access database software to achieve the
following objectives:
 To automatically calculate the total price of the purchased electronics using
a query in the database software
 To automatically calculate the grand total of the purchased electronics using
a report in the database software
 To generate a report for the company after purchasing electronics showing
the total price and grand total using a report object in the database
software

CLARITY OF PLAN OF ACTION

The system will be developed using a Microsoft Access database software. The software is used
because it has the following objects that enable the system to do what it is intended to do: query,
form, table and report.
The inventory accountant will use a form to capture the following details which are the Date of
purchase, Company name, items purchased, Item ID, Purchase Quantity and Unit _Price. Then these
are stored in the NT ELECTRONICS purchase table
The validating will apply for the following fields: Item ID and the date of purchase. Firstly, the Item ID
is validated such that the entered data has to start with SKU and is followed by four numbers ranging
from ID: >=1000 and <=2000 also the date of purchase that the entered date actually exists.
The processes is to automatically calculate the Total price of each item purchased by entering the
following formulas in a query total cost= (unit_ price* purchase_ quantity) and calculating the grand
total by entering the following formula in a query =sum([total price of each item ])

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NT ELECTRONICS
Lastly a report is going to be designed for the company on the latest purchase showcasing date of
purchase, company name, items purchased, item ID, unit price, total price and the grand total using a
report object
FILE STRUCTURE

FIELD NAME VARIABLE NAME DATA TYPE VALIDATION VALIDATI

RULE ON TEXT
DATE OF DATE_OF_PURCH DATE =now The date
PURCHASE ASE entered
should
correspon
d with the
time at
which the
purchase
was
made
COMPANY COMPANY_NAME SHORT - -
NAME TEXT

ITEM ITEM_PURCHASED SHORT TEXT - -

PURCHASED

ITEM ID ITEM_ID SHORT TEXT Like The item

“SKU####” ID must
>=1000 but have SKU
<=2000 and must
also have
four
numbers
that
range
between
1000 and
2000
UNIT PRICE UNIT_PRICE CURRENCY Like”P#### -
#.##

TOTAL PRICE TOTAL_PRICE CURRENCY Like”P#### -

#.##

GRAND GRAND_TOTAL CURRENCY Like”P#### -

TOTAL #.##

Input process and output

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NT ELECTRONICS
FIELD DESCRIPTION

Date of purchase This is the data entered is going to be the date that
the purchase was made

Company name This holds the names of the company that was
purchased from
Items purchased The inventory accountant is going to enter the
names of the items purchased

Items ID The standard ID for all the items that are purchased
is written here

Unit price The standard price for an item is written here

Total price This holds the total price of each item purchased

Grand total The grand total of all the items purchased is entered
here

Input format
Date of Company Items Item ID Purchase Unit Total price
purchas name purchased Quantity price
e

GRAND
TOTAL

Output format
Date of Company Items Item ID Purchase Unit Total price
purchas name purchased Quantity price
e
22/04/25 Sony Sony i6 SKU-1001 10 P6,000. P60,000.00
phone 00
HXT-7 SKU-1002 7 P11,990.00
home P83,930.00
theatre
system
GRAND P143,930.00
TOTAL

Input process and output

Component input process output
Table: NT Electronics Date of purchase, Date of purchase,
purchase record Company name, Company name,
Items Items
purchased, Item purchased, Item ID,
ID, Purchase Purchase Quantity,
Quantity, Unit Unit price
price
Query: calculating the Date of purchase, Total price= (unit Total price
total price Company name, price*purchase
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NT ELECTRONICS
Items quantity)
purchased, Item
ID, Purchase
Quantity, Unit
price
Query: calculating the Date of purchase, =sum ([total price of Grand total
Grand total Company name, each item])
Items
purchased, Item
ID, Purchase
Quantity, Unit
price, Total price
Report

INPUT FORM

NT ELECTRONICS PURCHASE RECORD

DATE_OF PURCHASE Search Next

record
ITEM_ID
delete Previous
ITEMS_PURCHASED
record
COMPANY_NAME
close New
PURCHASE_QUANTITY record
UNIT_PRICE Save
TOTAL PRICE

GRAND TOTAL

OUTPUT FORMAT

NT ELECTRONICS PURCHASE RECORD

DATE_OF PURCHASE

ITEM_ID

ITEMS_PURCHASED

COMPANY_NAME

PURCHASE_QUANTITY

UNIT_PRICE

TOTAL PRICE

GRAND TOTAL

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