Sales and Inventory System of Graph Image Paint Center

I. INTRODUCTION 1. 1 RATIONALE OF THE STUDY stemma strategys argon tracking ashess that inform the summate of raw materials, supplies or final carrefours deport readily avail qualified. Updated individually term you sell an item or use raw materials to create and to bang what you available for the following day or week. This type of musical arrangement all(prenominal)ows ordination wares in advance, so you have everything you need at all times. 1. 2 STATEMENT OF THE PROBLEM How burn d receive the proposed transcription monitor the gross sales memorial of the traffic * How can the proposed system provide an accurate sales calculation * How can the proposed system make a better sales study for each vagabond transaction 1. 3 SYSTEM OBJECTIVES * To develop a Sale and Inventory body for represent kitchen stove headst cardinal shopping centre that de function give solutions to the problems encountered in their manual business processes. * To avoid tautologic h istory and stock outs by using the sales enumeration system * To produce appropriate reports of the sales 1. 4 SYSTEM SCOPE AND LIMITATIONScope * translates the guests order transactions * generate the customers order transaction report. * view the previous sales record * can add, edit, essay or delete orders to be delivered * stain a receipt * can view armoury record in daily basis * determines the lead rate of reorder Limitations * limited in cash- base retribution * doesnt accept a credit card stipend * cannot perform the crediting of the custom II. Comp any Background Graph examine key fruit nerve centre is located at Salcedo Rosario, Cavite that sells different kinds of paint and picture materials.The retentivity 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 line of descent manually. 2. 1 Organizational Chart Gary Palima Armie Palima OWNER Alice Saqui CASHIER Mar k Villegas gross revenueman 2. 4 ORGANIZATIONAL FUNCTIONS 1. Manager * updates the records of the proceedss * responsible for the entire paint harvest-festivals and different painting materials retailing and wholesaling business * in charge of annual inventory 2. vote counter * responsible for the monetary transactions * updates the transaction records in charge of receiving environ call orders from the customer 3. Sales Man * in charge of delivering the carrefours to the customers * receives stipend from the customers where the products were delivered 2. 3 SUPPLIERS * Davies Paints Philippines Inc. 1887 Mercedes Ave. , San Miguel Pasig City * Asian Coatings Philippines Inc. 48 Amang Ave. , Santolan Pasig City * Super terra firma Inc. 08 Luis Street, Barangay San Miguel, Pasig City III. CURRENT SYSTEM DOCUMENTATION 3. 1 USER OVERVIEW OF THE animated SYSTEM The alert system of Graph trope Paint sum of money is a manual sales and inventory transaction process.The process h as its primary listing of transactions and issuing of improvement. Everything is manually operated. Their inventory is organism checkered every end of ac find period or in a Periodic basis. However, the system cannot easily search for a particular product if they wish to see the quantity available. Sales report is unsecured and not presentably recorded. entirely their products are just listed in and compiled in a clear book. If the records are lost, in that location is no backup storage that leave alone recover their transactions. 3. 2 brisk FLOW PROCESS plot imbibe customer companionship Yes another(prenominal) ordering? No Sell the crossing? cut down request No Yes Prepare the ware B Payment from customer Another Order? No Yes Copy information to criminal record Book All Payments eternaliseed? A No client Transaction continuance D A Yes End of the Day? Daily Sales make k instantern encipher for Daily Total Sales No D Yes End of the calendar week? periodic S ales identify Compute for periodic Total Sales D No Yes End of the Month? Monthly Sales typography Compute for Monthly Total Sales B D No c assuagement The start of the existing flow process transaction is from the merchandising of the product.There is a finish box that indicates the cancel order and preparation of the product. If there is another order hence the transaction is back to the customers order. If no, so the customers pay and the information are copied in the information record book. and so another decision box bequeath ask if all the payments are recorded. If no, and then it is back to copying information to record book. thusly 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 cashier will compute for the daily center sales. Then daily sales report will be generated and ends the process. 3. 3 EXISTING condition DIAG drill i n CUSTOMER Defective Payment Product Product Receipt New Replaced Inquiry of Order Product customers Profile SALES AND INVENTORY preservationReceipt Manual Sales and Inventory cover up Shipment Purchase Manager SUPPLIERS Order Payment The come in shows the existing Context Diagram of Graphic fig Paint Center that focuses on their sales and inventory system. The researchers chose that aspect because of the manual operational and checking of their sales and inventory. All of the records and information about their business are ecorded in an excel sheet and record books. The context of use diagram shows how their business flows amongst 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 guidance Order Point Payment Deliver Issue finalproducts bill & usefulness Customer Shipment of Products Pay ment SUPPLIER Purchase Order The figure shows the existing bring in Level diagram of Graphic Image Paint Center that focuses on sales and inventory system.Payment and ordering of products are through with(predicate) personally. Checking of product availability is done manually through physical counting that links the sales and inventory management. IV. ANALYSIS AND FINDINGS The existing system has shown that the un-automated sales and inventory structure hinders the fast and smooth flow of sales and inventory reports. It in like manner indicates that the transactions are time consuming and are scripted in a record book which are unsecured and can be lost. The store is currently managing their inventories in a periodic means in which it is universe checked at the end of each explanation period in a quarterly manner. . 1 SYSTEMS COMPONENTS FOR IMPROVEMENT The researchers have managed to improve the system by installing an automated sales and inventory system that will cater to t he 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 delicate to operate and drug substance abuser friendly. In the proposed system, the inventory checking is being done through perpetual focussing 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 pen 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 social unit and price. The system can search and add another product if the customer wishes to pervert one or more products at the store. Then the total centre is shown with the payoff of units bought by the customer. Receipt is issued with the total amount of products purchased. The cashier now will be able to generat e sales report based on the order transactions and inventory updates. 5. PROPOSED FLOW PROCESS DIAGRAM STORE INVENTORY START PRODUCTS B A SUFFICIENT STOCKS agree PRODUCTTS NO NO ADD PRODUCT TO ORDER LIST inquisition 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 give up 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 stigma 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 find reports? Yes B No Customer Module? C Yes No END A Enter Product delineate 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 summationReceipt and variety show Sales Record D CONTINUATION B Sales Record E Daily Sales make known Daily Sales reputation? 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 S UPPLIERS 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 counsel 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 design 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 look across for additional product purchases. The Add Quantity is a command for adding the unit of the product. There is also the Buy and Remove infusion in which the user can easily 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 loss 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 almost the same 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 shows 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 slender 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 new product to be stored. The X indicates the removal of the product. The theme and pen box is a command that edits the product name and product number. Fig. 5. 4. 7 Custo mers Profile The Customers Info area indicates the customers name, customers address, and customers ID and cope with number. The X it the edit command which manages the customers information. 5. 5 PROPOSED SYSTEM DATA DICTIONARY Table 5. 5. 1 Sales selective information Proposed dodge selective information mental lexicon *Sales Informationselective information share Name fibre length Valid Entries pattern Data Customer_Name Alpha-numeric 30 any tone (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 cubic decimetre Price_per_Case property 12 Php Php2,045. 00 Php610. 00 Quantity Numeric 10 Php 12 5 Total_Price funds 12 Php Php1,128. 00 Php15,600. 0 The Table shows the Proposed formation Data Dictionary of the Graph Image Paint Center, This consists of th e Sales Information of the Retail terminal. 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 Sample 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 pattern 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 plenteous results. Table 5. 5. 3 Payment Information Proposed System Data Dictionary *Payment Information Data Element Name Type Length Valid Entries Sample Data Total_Due Currency 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) 2 3 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 customer, 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 judicial admission The proposed system is being operated through Microsoft Access. Microsoft Access, also known asMicrosoft duty Access, is adatabase management systemfromMicrosoftthat combines the relationalMicrosoft Jet 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 coupled to one another to easily monitor transactions and manage products. 5. 6. 1 MINIMUM SYSTEM REQUIREMENTS Operating System Windows XP or higher central processor Pentium IV or higher Memory 1 gb RAM Video Card 256 mb Application Needed Microsoft Access VI. remnant Theref ore, the proposed sales and inventory system for Graph Image Paint Center is fast and reliable. They can manage inventory in automated way which will lessen the hassle of recording it manually. It may help the user to easily search for a particular transaction for later exhibit of reports.