Sales and Inventory System of Graph Image Paint Center
I. INTRODUCTION 1. 1 RATIONALE OF THE STUDY Inventory systems are tracking systems that inform the amount of raw materials, supplies or final products have readily available. Updated each time you sell an item or use raw materials to create and to know what you available for the following day or week. This type of system allows ordering products in advance, so you have everything you need at all times. 1. 2 STATEMENT OF THE PROBLEM How can the proposed system monitor the sales inventory of the transaction * How can the proposed system provide an accurate sales computation * How can the proposed system make a better sales record for each order transaction 1. 3 SYSTEM OBJECTIVES * To develop a Sale and Inventory System for Graph Image Paint Center that will give solutions to the problems encountered in their manual business processes. * To avoid excess inventory and stock outs by using the sales inventory system * To produce appropriate reports of the sales 1. 4 SYSTEM SCOPE AND LIMITATION
Scope: * records the customers’ order transactions * generate 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 payment * doesn’t accept a credit card payment * cannot perform the crediting of the custom II. Company Background Graph Image Paint Center is located at Salcedo Rosario, Cavite that sells different kinds of paint and painting materials.
The store 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 * updates 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 Paints 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 is being checked every end of accounting 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. 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 PROCESS DIAGRAM START
Customer Order Yes Another Order? No Sell the Product? Cancel Order No Yes Prepare the Product B Payment from customer Another Order? No Yes Copy Information to Record Book All Payments Recorded? A No Customer Transaction Continuation D A Yes End of the Day? Daily Sales Report Compute for Daily Total Sales No D Yes End of the Week? Weekly Sales Report 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 transaction is from the selling of the product.
There is a decision box that indicates the cancel order and preparation of the product. If there is another order then the transaction is back to the customer’s order. If no, then the customers pay and the information 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 customer’s 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 total sales. Then daily sales report will be generated and ends the process. 3. 3 EXISTING CONTEXT DIAGRAM CUSTOMER Defective Payment Product Product Receipt New Replaced Inquiry of Order Product Customer’s Profile SALES AND INVENTORY Delivery
Receipt Manual Sales and Inventory Report Shipment Purchase Manager SUPPLIERS Order Payment The figure shows the existing Context Diagram of Graphic Image Paint Center that focuses on their sales and inventory system. The researcher’s chose that aspect because of the manual operating 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 diagram 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 done 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 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 IMPROVEMENT 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 customer’s 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 number 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 SEARCH 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 Name 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 Amount
Receipt 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? Customer’s Contact No. Customer’s Address Customer’s Name CONTINUATION: Customer Record 5. 2 PROPOSED CONTEXT DIAGRAM CUSTOMER Product Payment Receipt New Replaced Product Defective ProductInquiry of
Product SALES AND INVENTORY Customer’s 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 customer’s 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 design software for easy tracking of products. 5. 4 LAYOUT DESIGN Fig. 5. 4. 1 Sales Transaction
The sales transaction is composed of customer’s 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” command for additional product purchases. The “Add Quantity” is a command for adding the unit of the product. There is also the “Buy” and “Remove” selection 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 customer’s 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 Report
The 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 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 new 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 Customer’s Profile The Customer’s Info area indicates the customer’s name, customer’s address, and customer’s ID and contact number. The “X” it the edit command which manages the customer’s information. 5. 5 PROPOSED SYSTEM DATA DICTIONARY: Table 5. 5. 1: Sales Information Proposed System Data Dictionary| *Sales Information|
Data Element Name| Type | Length| Valid Entries| Sample Data| | | | | | Customer_Name| Alpha-numeric| 30| any character (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| Sample Data| | | | | | Transaction_Date| Alpha-numeric| 13| Valid Dates| 20130101| | | | | 1-Jan-13|
Transaction_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 productive 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. 00|
The 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: Customer’s Profile Proposed System Data Dictionary| *Customer’s Profile| Data Element Name| Type | Length| Valid Entries| Sample Data| | | | | | Customer’s_ID| Numeric| 12| any number (0-9)| 23| | | | | 32| Customer’s_Name| Alpha_Numeric| 12| any character (A-Z,0-9)| Ana Gonzales| | | | | Juan dela Cruz|
Customer’s_Address| Alpha_Numeric| 12| Php| Lagundi, MorongRizal| | | | | Pandacan, Manila| Contact_Number| Numeric| 15| any number (0-9)| 2345678| | | | | 9108766543| The Table shows the Customer’s 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, customer’s 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 as Microsoft Office Access, is a database management system from Microsoft that combines the relational Microsoft Jet Database Engine with a graphical user interface and 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 to data stored 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 Processor: 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 lessen the hassle of recording it manually. It may help the user to easily search for a particular transaction for later viewing of reports.