PROPOSAL ON STOCK MONITORING SYSTEM

A stock monitoring system is a key part of the supply chain and primarily aims to control the
movement and storage of materials within a warehouse and process the associated transactions,
including shipping, receiving, put away and picking. The systems also direct and optimize
warehouse put away based on real-time information about the status of bin utilization.
The objective of a stock monitoring system is to provide a set of computerized procedures to handle
the receipt of warehouse and returns into a warehouse facility, model and manage the logical
representation of the physical storage facilities (e.g. racking etc), manage the warehouse within
the facility and enable a seamless link to order processing and logistics management in order to
pick, pack and ship product out of the facility.
In its simplest form, the stock monitoring system can data track products during the production
process and act as an interpreter and message buffer between existing ERP (Enterprise resource
planning) and stock monitoring systems. Stock monitoring is not just monitoring within the
boundaries of a warehouse today; it is much wider and goes beyond the physical boundaries.
Inventory management, inventory planning, cost management, IT applications & communication
technology to be used are all related to warehouse management. The container storage, loading
and unloading are also covered by warehouse management today. Even production management
is to a great extent dependent on stock management. Efficient stock management gives a cutting
edge to a retail chain distribution company. Warehouse management does not just start with receipt
of material but it actually starts with actual initial planning when container design is made for a
product. Warehouse design and process design within the warehouse (e.g. Wave Picking) is also
part of warehouse management. Warehouse management is part of Logistics and SCM.
Warehouse Management monitors the progress of products through the warehouse. It involves the
physical warehouse infrastructure, tracking systems, and communication between product stations.
Warehouse management deals with receipt, storage and movement of goods, normally finished
goods, to intermediate storage locations or to final customer. In the multi-echelon model for
distribution, there are levels of warehouses, starting with the Central Warehouse(s), regional
warehouses services by the central warehouses and retail warehouses at the third level services by
the regional warehouses and so on. The objective of warehousing management is to help in optimal
cost of timely order fulfillment by managing the resources economically.

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PROBLEM STATEMENT
The majority of the problems that occur in the warehouse occur because of a lack of control: a lack
of inventory control, operational control and or management control. To become a dynamic,
consistent organization, all the operation must be under control. In order to achieve this control,
all the tools and technology available has to be used to get control and manage the warehouse
operation. A control system is a means, mechanism or procedure by which we manage these
operations
Inventory management and distribution typically relies on a traditional process of taking a physical
inventory of products and manually ordering refills, while also eliminating product that is nearing
or passed its expiry.
In the recording of a transaction only a single employee at a time is able to enter the record on a
ledger book and furthermore some goods are not entered in the book but sold directly. Reports are
not generated daily, weekly or monthly but only on a yearly basis and this cause mishandling of
funds among the employees. The warehouse does not have a backup and recovery for the products
of transactions journals made for the inventory items. Security is not there because the users and
the administrators both perform the same tasks.

OBJECTIVES
stock monitoring within warehouses is a challenge given the characteristic value specific nature of
the products. Global visibility of finished and semi-finished products can greatly improve both
inventory turnover and maximize production efficiency. One of the major goals in Stock
monitoring is to track, store and move goods and materials efficiently; keeping inventory levels
down while still always having enough products on hand. Picking and packing, controlling
logistics documents, and in and outbound monitoring are all part of this process. The operations
of this software include the following:
 Lowering Working Capital
 Increase inventory turns
 Managing Fixed Assets & Resources
 Improve physical inventory process,
 Prevent selling expired products.
 To keep track of all transaction to prevent any losses.
 To conduct casual analysis to identify common trends in transaction by means of reports.
 To prevent the company from running out of warehouses.
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SCOPE OF THE STUDY
This project gives a company the convenience of controlling the activity in the warehouse and
thereby giving information to managers to assist in proper decision making the company. The
major modules of the project are:
 User login module:
This module would be the first to appear when a user launches the proposed system. These
would help to ensure that un-authorized user don’t have access to the system. At start-up users
would be required to login with their username and password.
 Reports module
This module would be used for managerial staff for proper decision making in the day- to – day
activity of the company.
 Customer module
This module would be responsible in registering a customer into the company database. This
information used during the registration process would then be used during shipping to direct
goods to the appropriate customer
 New item module
This would be responsible for the acknowledgment of goods into the warehouse.
 Warehouse update module
This module would be used during the process of updating the quantity of a particular good in
the warehouse.
 Database: - The new system will be database driven. The database will be implemented

with the Microsoft Access. The database is designed in such a way that control objects are

bounded to the database for the purpose of submission. The stock keeper may only access

the database when they submit data and retrieve information from the database.

 System Flowchart: - The solution when launched will present users with the home page.

The home page allows the stock keeper links to other pages. The pages accessible by the

stock keeper are the details, product, sales and dash board forms. Other links requires

authentication and password, which must be issued by the stock keeper or administrator.

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METHODOLOGY

In this research work, NetBeans 8.0, Xampp, Java programming language, and Javafx are
used as design methodologies. This is because of their basic advantage over other models
or methods; which is their simplicity in nature.

DEFINITION OF TERMS

STOCK: A certificate documenting the shareholder’s ownership in the corporation.

Stock Management: Stock management is the practice of ordering, storing, tracking, and
controlling inventory. Debitoor invoicing software helps small businesses and freelancers
keep track of company assets.

Design: It is a detail plan or arrangement to achieve a particular purpose.

System: It is an assemblage of interrelated elements, which we find interesting to study. It

Program: A set of instructions and procedures tells the computer what to do.

Application: A program designed to perform particular tasks.

User: The user here refers to the people who make use of the application.

Automation/Computerization: It is a process of making a system to carry out its