Sales and Inventory System of Graph Image Paint Center

I. INTRODUCTION 1. 1 RATIONALE OF THE STUDY blood line placements be trailing systems that inform the measure of raw materials, supplies or final crossways have readily avail suitable. Updated each snip you sell an particular proposition or use raw materials to produce and to know what you available for the following day or week. This type of system allows stateing products in advance, so you have everything you need at all times. 1. 2 STATEMENT OF THE PROBLEM How tooshie the proposed system monitor the gross sales stock-taking of the dealings * How can the proposed system leave an accurate sales computation * How can the proposed system make a better sales remember for each order relations 1. 3 SYSTEM OBJECTIVES * To develop a Sale and Inventory establishment for graph get a line cay Center that allow for give solutions to the problems encountered in their manual business processes. * To avoid excess p arentage and stock outs by using the sales inventory system * To produce appropriate reports of the sales 1. 4 SYSTEM SCOPE AND LIMITATIONScope * records the clients order transactions * give back the customers order transaction report. * view the previous sales record * can add, edit, search or delete orders to be delivered * print a receipt * can view inventory record in daily basis * determines the lead point of reorder Limitations * limited in cash-based allowance * doesnt accept a credit tantalize payment * cannot perform the crediting of the custom II. Comp all Background Graph Image blushing mushroom Center is located at Salcedo Rosario, Cavite that sells different kinds of paint and painting materials.The computer memory is owned by Mr. Gary Palima and Armie Palima. The business operates every Mondays to Saturdays from 8am to 5pm. The company is doing their annual inventory manually. 2. 1 Organizational Chart Gary Palima Armie Palima OWNER Alice Saqui CASHIER Mark Villegas salesman 2. 4 organizational FUNCTIONS 1. Manager * u pdates the records of the products * responsible for the entire paint products and other painting materials retailing and wholesaling business * in charge of annual inventory 2. Cashier * responsible for the monetary transactions * updates the transaction records in charge of receiving phone call orders from the customer 3. Sales Man * in charge of delivering the products to the customers * receives payment from the customers where the products were delivered 2. 3 SUPPLIERS * Davies samaras Philippines Inc. 1887 Mercedes Ave. , San Miguel Pasig City * Asian Coatings Philippines Inc. 48 Amang Ave. , Santolan Pasig City * Super Globe Inc. 08 Luis Street, Barangay San Miguel, Pasig City III. CURRENT SYSTEM DOCUMENTATION 3. 1 USER OVERVIEW OF THE EXISTING SYSTEM The existing system of Graph Image Paint Center is a manual sales and inventory transaction process.The process has its simple listing of transactions and issuing of receipts. Everything is manually operated. Their inventory i s being checked every end of accounting period or in a Periodic basis. However, the system cannot easily search for a particular proposition product if they wish to see the step available. Sales report is unsecured and not presentably recorded. All their products are just listed in and compiled in a clear book. If the records are lost, there is no backup storage that will recover their transactions. 3. 2 EXISTING FLOW movement DIAGRAM START customer Order Yes other(prenominal) Order? No Sell the Product? efface Order No Yes Prepare the Product B Payment from customer Another Order? No Yes Copy data to Record Book All Payments Recorded? A No Customer Transaction Continuation D A Yes End of the twenty-four hours? everyday Sales state count for Daily Total Sales No D Yes End of the Week? Weekly Sales makeup Compute for Weekly Total Sales D No Yes End of the Month? monthly Sales Report Compute for Monthly Total Sales B D No END The start of the existing flow process transactio n is from the selling of the product.There is a decision box that indicates the cancel order and proviso of the product. If there is other order accordingly the transaction is back to the customers order. If no, then the customers pay and the learning are copied in the information record book. Then another decision box will ask if all the payments are recorded. If no, then it is back to copying information to record book. Then the information is saved at the customers transaction. If yes, there are decision boxes that will ask if what mode of report view will be, if it is daily, weekly and monthly. If es, the abolish will compute for the daily total sales. Then daily sales report will be generated and ends the process. 3. 3 EXISTING CONTEXT DIAGRAM node Defective Payment Product Product Receipt New Replaced Inquiry of Order Product Customers Profile SALES AND INVENTORY speechReceipt manual(a) Sales and Inventory Report Shipment Purchase Manager SUPPLIERS Order Payment The fi gure shows the existing Context Diagram of Graphic Image Paint Center that focuses on their sales and inventory system. The researchers chose that aspect because of the manual operating and checking of their sales and inventory. All of the records and information more or less their business are ecorded in an excel sheet and record books. The context plot shows how their business flows between customers, suppliers and the owner. The transactions are made personally like shipping of the products, payment, reports, and customer orders and inquiry. 3. 4 EXISTING TOP-LEVEL DIAGRAM SALES Checking of products availability INVENTORY MANAGEMENT Order Point Payment Deliver Issue finalproducts bill & receipts Customer Shipment of Products Payment SUPPLIER Purchase Order The figure shows the existing Top Level diagram of Graphic Image Paint Center that focuses on sales and inventory system.Payment and ordering of products are through personally. Checking of product availability is done manual ly through physical counting that links the sales and inventory management. IV. ANALYSIS AND FINDINGS The existing system has shown that the un- alter sales and inventory structure hinders the fast and smooth flow of sales and inventory reports. It also indicates that the transactions are time consuming and are written in a record book which are unsecured and can be lost. The store is currently managing their inventories in a periodic way in which it is being checked at the end of each accounting period in a quarterly manner. . 1 SYSTEMS COMPONENTS FOR service The researchers have managed to improve the system by installing an automated sales and inventory system that will cater to the needs of the store to be able for them to handle inventory management at ease. The proposed system is made through Microsoft Access which is easy to operate and user friendly. In the proposed system, the inventory checking is being done through perpetual way that updates inventory accounts after each purchase or sale. V. SYSTEM DESIGN 5. 1 OVERVIEW OF PROPOSED SYSTEM The proposed system will provide the needs of Graph Image Paint Center.The system has initial customer profile that needs to save the customers name in order to save the transaction. The system now looks for the product that is being asked then the item will be shown with unit and price. The system can search and add another product if the customer wishes to buy one or more products at the store. Then the total amount is shown with the chip of units bought by the customer. Receipt is issued with the total amount of products purchased. The cashier now will be able to generate sales report based on the order transactions and inventory updates. 5. PROPOSED FLOW PROCESS DIAGRAM STORE INVENTORY START PRODUCTS B A SUFFICIENT STOCKS ADD PRODUCTTS NO NO ADD PRODUCT TO ORDER LIST take care PRODUCT YES YES ALL STOCKS CHECKED NO ADD NEW PRODUCTS A YES ADD AGAIN YES CHECK ORDER SLIP /LIST NO B PRINT ORDER SLIP/LIST GENERATE REPORTS END The start of the proposed flow process diagram of store inventory is from the data of the products then a decision box for adding a product. If no, then search a product then search a product. again, a decision box for sufficient stocks. if no, then add product to order list. If yes then a decision box for all stocks checked. f no, then it will go back again at the search product. If yes, then it will show the checked order slip list. Then goes to print order slip/list. Then it will generate reports. After generating reports, that will be the end of the process. PROPOSED FLOW PROCESS DIAGRAM Sales START Z Start order transaction Yes A No Generate reports? Yes B No Customer Module? C Yes No END A Enter Product send for to Search Engine Cancel Transaction Yes No Yes No Yes Customer Order Z Continuation D Another Order? Found Product? Another Order? No Payment for the Ordered Product Calculate the Total AmountReceipt and Change Sales Record D CONTINUATION B Sales Record E Daily Sales Report Daily Sales Report? Yes Create daily sales report Sales Record E No Weekly Sales Report Weekly Sales Report? Yes Create weekly transaction report No Sales Record E Monthly Sales Report? Monthly Sales Report Yes Create weekly transaction report No Z E C Z No Yes Add another Customer? Customers Contact No. Customers Address Customers Name CONTINUATION Customer Record 5. 2 PROPOSED CONTEXT DIAGRAM CUSTOMER Product Payment Receipt New Replaced Product Defective ProductInquiry ofProduct SALES AND INVENTORY Customers Profile Delivery Receipt Copy of Automated Shipment Purchase Sales and Inventory SUPPLIERS Order Reports MANAGER Payment Purchase Order The figure shows the proposed context diagram of Graphic Image Paint Center. The proponents chose to improve the sales and inventory management for proper and safe recording of information and data with ease and effectiveness. The proposed system consists of automated sales and inventory reports and customers profile and transactions recording. 5. PROPOSED TOP-LEVEL DIAGRAM SALES Automated checking of products availability INVENTORY MANAGEMENT Order Point payment Deliver Issue finalproducts Customer bills and receipts Shipment of Products Payment SUPPLIER Purchase Order The figure shows the proposed Top Level Diagram of Graphic Image Paint center that focuses on automation of sales and inventory management. The checking of the availability of the products are done automatically using a inventory system function software for easy tracking of products. 5. 4 LAYOUT DESIGN Fig. 5. 4. 1 Sales TransactionThe sales transaction is composed of customers name, the search engine for product category, product number, product, price, quantity, amount, total price purchased and the output transaction. The system has the Add to Cart restrain for additional product purchases. The Add touchstone is a command for adding the unit of the product. There is also the Buy and Remove selection in which the user can easil y remove and approve the products that will not be purchased and will be acquired. There is also the Previous Transactions selection for easy tracking of customers transaction.Fig. 5. 4. 2 Payment The payment area of the system shows the total amount purchased, amount tendered, and the change is being calculated for faster computation. The Purchase command serves as the finish button transaction. Fig. 5. 4. 3 Daily Report of Sales The daily report part of the system shows the 24 hour transaction made. The date is being displayed as selected in Display Report command. The transaction number, product purchased, product price, quantity, total price and date purchased are displayed. The total profit Fig. 5. 4. 4 Weekly ReportThe weekly report part of the system is close to the selfsame(prenominal) with the daily report display the difference is it is viewed weekly from the chosen date to a specified date with 7 days range. Fig. 5. 4. 5 Monthly Report The monthly report of the system s hows the monthly transaction of Graph Image Paint Center and has the same features with daily and weekly report system. Fig. 5. 4. 6 Inventory Record The inventory record system serves as the product storage management in which it shows the quantity available in the store. The critical quantity is included in order to monitor the order point of the store.The price of all the products is also shown. The + command indicates the adding of another product when there is a sunrise(prenominal) product to be stored. The X indicates the removal of the product. The paper and pen box is a command that edits the product name and product number. Fig. 5. 4. 7 Customers Profile The Customers Info area indicates the customers name, customers address, and customers ID and contact number. The X it the edit command which manages the customers information. 5. 5 PROPOSED SYSTEM DATA DICTIONARY Table 5. 5. 1 Sales Information Proposed System data Dictionary *Sales InformationData Element Name graphic symbol Length valid Entries Sample Data Customer_Name Alpha-numeric 30 any piece (A-Z,0-9) Juan dela Cruz Juana Miller Category Alpha-numeric 16 any character (A-Z,0-9) Gloss Latex Enamel Product_Number Numeric 10 any number (0-9) 1005 206 Product_Name Alpha-numeric 20 any character (A-Z,0-9) Nation-Gallons Davies-1/4 Liter Price_per_Case Currency 12 Php Php2,045. 00 Php610. 00 Quantity Numeric 10 Php 12 5 Total_Price Currency 12 Php Php1,128. 00 Php15,600. 0 The Table shows the Proposed System Data Dictionary of the Graph Image Paint Center, This consists of the Sales Information of the Retail Store. Data Element, Type, Length, Valid Entries and Sample Data. Data Element involves the names, category, number, quantity and price of the product that the Retail Store has. Table 5. 5. 2 Daily/Weekly/Monthly Report (Transactions) Proposed System Data Dictionary *Daily/Weekly/Monthly Report (Transactions) Data Element Name Type Length Valid Entries Samp le Data Transaction_Date Alpha-numeric 13 Valid Dates 20130101 1-Jan-13Transaction_Number Numeric 5 any number (0-9) 32 15 Product_Name Alpha-numeric 20 any character (A-Z,0-9) Nation-Gallons Davies-1/4 Liter Product_Price Currency 12 Php Php2,045. 00 Php610. 00 Quantity Numeric 10 any number (0-9) 12 5 Total_Price Currency 12 Php Php1,128. 00 Php15,600. 00 Total_Sales Currency 12 Php Php18,900. 00 Php6,700. 00 The Daily/Weekly/Monthly Report Transactions of the Retail Store which is the Graph Image Paint Center is discussed in the table and also the proposed systems dictionary.The same concept is shown in the table. With Data Element, Type, Length, Valid Entries and Sample Data are the one being discussed. This Table gives summarization for the store to have easy and nut-bearing results. Table 5. 5. 3 Payment Information Proposed System Data Dictionary *Payment Information Data Element Name Type Length Valid Entries Sample Data Total_Due Curr ency 12 Php Php6,500. 00 Php15,250. 00 Amount_Tendered Currency 12 Php Php7,000. 00 Php15,500. 00 Change Currency 12 Php Php500. 00 Php250. 00The Payment Information of the retail store, Graph Image Paint Center is given in the table shown below, this has the same content because this is a Proposed System Data Dictionary, This table discussed the Total Due, Amount Tendered and Change of the store. Table 5. 5. 4 Customers Profile Proposed System Data Dictionary *Customers Profile Data Element Name Type Length Valid Entries Sample Data Customers_ID Numeric 12 any number (0-9) 23 32 Customers_Name Alpha_Numeric 12 any character (A-Z,0-9) Ana Gonzales Juan dela CruzCustomers_Address Alpha_Numeric 12 Php Lagundi, MorongRizal Pandacan, Manila Contact_Number Numeric 15 any number (0-9) 2345678 9108766543 The Table shows the Customers Profile Proposed System Data Dictionary of Graph Image Paint Center. The Data Element Name shows the information about the c ustomer, it discussed the names, contact numbers, customers ID and address. Table 5. 5. 5 Inventory Information Proposed System Data Dictionary *Inventory Information Data Element Name Type Length Valid Entries Sample Data Product_Number Numeric 10 any number (0-9) 1005 206 Product_Name Alpha-numeric 20 any character (A-Z,0-9) Nation-Gallons Davies-1/4 Liter Quantity Numeric 10 any number (0-9) 12 5 Critical_Quantity Numeric 10 any number (0-9) 200 150 Product_Price Currency 12 Php Php2,045. 00 Php610. 00 The proposed System Data Dictionary of an Inventory information is shown in the table and the data element name discussed all about the paint products of the retail store, which are the item number, name and quantity. . 6 PROPOSED SYSTEM SPECIFICATION The proposed system is being operated through Microsoft Access. Microsoft Access, also known asMicrosoft Office Access, is adatabase management systemfromMicrosoftthat combines the relativeMicrosoft natural spring Database Enginewith agraphical user interfaceand software-development tools. Microsoft Access stores data in its own format based on the Access Jet Database Engine. It can also import or link directly todatastored in other applications and databases.The proposed system is a combination of sales and inventory which are linked to one another to easily monitor transactions and manage products. 5. 6. 1 MINIMUM SYSTEM REQUIREMENTS Operating System Windows XP or higher mainframe Pentium IV or higher Memory 1 gb RAM Video Card 256 mb Application Needed Microsoft Access VI. CONCLUSION Therefore, the proposed sales and inventory system for Graph Image Paint Center is fast and reliable. They can manage inventory in automated way which will diminish the hassle of recording it manually. It may help the user to easily search for a particular transaction for later viewing of reports.