PANGASINAN STATE UNIVERSITY

San Carlos Campus

San Carlos City, Pangasinan
COLLEGE OF HOSPITALITY MANAGEMENT, BUSINESS ADMINISTRATION, OFFICE
ADMINISTRATION AND COMPUTING
INFORMATION TECHNOLOGY DEPARTMENT

SALES AND INVENTORY MANAGEMENT

John Michael Ferrer

Joshua Cancino
Rosa Camilla Dela Cruz
Kristine Joy Bugayong
I. INTRODUCTION

BACKGROUND OF THE PROJECT

In today's generation, we are engaged in highly computerized technology with the

goal of making individual lifestyles more comfortable and easier, particularly in the
business world. Online transactions are now very common for expanding a company's
target market. It becomes more efficient for the customer because it saves time and is
considered hassle-free. Several companies use the sales system and inventory system
together to create a web-based system.

A sales and inventory system are a software-based business solution used to track
sales activity and inventory at the same time. Both manufacturers and resellers can
benefit from a comprehensive solution where a single transaction entry records the
necessary details about the customer, products purchased, price and date while
updating inventory levels. Sales and Inventory System is a computerized method of
checking and listing the company's sales; it is faster and more reliable than doing it
manually. The system can reduce human errors in editing and be accessed by the
company at any time. The sales and inventory system increases the company's
effectiveness, productivity, and convenience for the company and its customers. The
system is being developed to assist the establishment in displaying more relevant items
to customers. Another advantage of using a computerized inventory system is the
accuracy it provides. When an inventory list is kept by hand, the margin of error grows
larger with each update. A single incorrect mathematical calculation or typo can spell
disaster. Finally, there is the issue of consistency.

In using this computerized sales and inventory system you can establish the benefits
you and your business handling may have. First is time savings. The amount of time
that can be saved by a business is perhaps the biggest benefit of using a computerized
inventory system.
This Sales and Inventory System Management can help the business of Christian
Barlaan Motorcycle parts and accessories, especially in managing their products and
stocks. As we can see also that Christian Barlaan motorcycle parts and accessories
have no system of inventory, and the tendency of it is their business will no longer reach
their sales because they did not monitor their stocks and eventually the employee has
the freedom to steal it because they did not monitor their products and stocks. Also, the
owner of this business will know if they already out of their capital or not. By this Sales
and Inventory system, it will track how their business’s supply chain.

OBJECTIVES OF THE PROJECT

The main objective of this paper is to propose a sales and inventory system and design
for (Christian Barlaan Motorcycle parts and accessories) parts to improve their business
process. These are the specific objectives of the study:

1. Design an information system that will monitor their products and stocks with
notification of restocking level.
2. Design an information system that will record, compute and produce accurate sales
and support.
3. Design an information system that will
Generate sales and inventory reports from the organization.
4. Provide process models and data models for the sales and inventory management
system process of the proposed information system.

SIGNIFICANCE OF THE PROJECT

This study will be helpful and beneficial to the following entities:
Christian Barlaan Motorcycle Parts and Accessories The proposed inventory system will
big help to this company. They will no longer sacrifice their manual records, and it will
surely monitor their products and no more employee theft.
Manager- No more hassle to check their sales and products. All he needs is to log in to
the system and check for it. Customer they will be given good quality service.
Staff - no more manual records. It will be more convenient and less hassle. There will
be no problem in recording since it’s all computerized and no hassle for updating their
stocks.
Owner- the owner will also benefit the system because he can manage the system in
which everything is provided there. All he needs is to access the system, and they will
the records.

SCOPE AND DELIMITATION

The study focuses on the need for existing Sales and Inventory System. The study is
limited to Christian Barlaan Motorcycle Parts and Accessories in Barangay Tarectec,
San Carlos City, Pangasinan.
The major reason of the study is focus on designing the Sales and Inventory System of
Shop of Motor Parts using Computerized Sales and Inventory System. Through this
study, the proposed system will greatly help the company in updating, maintenance of
records of their products and costumer and executing of reports systematically. The
proposed system includes certain processes limited to achieve the purpose including
the product entry, update stocks, sales, report and utilities. The system has admin
account wherein the user is limited to access to the sales modules only.

DEFINITION OF TERMS
Owner - can access the entire system.
Inventory – a complete list of the things that are in a place.
Maintenance – the upkeep of property or equipment.
Stocks – the supply of goods available for sale in a store.
Products – something that is made or grown to be sold or used.
Transactions – the act of process doing business with another person or company.
POS – the time and place where retail transaction is completed and a point at which
a customer makes a payment to the merchant in exchange for goods or after of
service.
Business – the activity of making buying, or selling goods or providing services in
exchange for money.
Employee – a person who works for another person or for a company for salary.
Inquiry – a request for information.
Delivery – the act of taking something to a person or place.

CHAPTER II.
METHODOLOGY
In this study, the method is one of the most important to understand and analyze the
process. And to show the different tools that the researchers used.

Sales and Inventory Management System is relevant to Christian Barlaan

Motorcycle parts and Accessories as the store that offers an automotive facility
where you can have auto maintenance and auto repairs. In fact, Christian Barlaan
Motorcycle parts and Accessories is the second newest motor shop in the area. Of
Tarectec San Carlos City for more than two years of operation. However, until now,
they do not use any computerized system to help them with sales and inventory
control. That explains the need for having a systematic inventory control system.

Agile Methodology
The system development method proposed to be used in this project is Agile
Methodology. Due to its potential to move rapidly and simply in terms of software
development. The proposed system that will use is Agile Methodology. Agile would
imply a flexible approach that responds rapidly to changes, and this is accurate,
allowing a developer to go back to a previous stage and make essential
adjustments, thereby refining the software without much delay.

Phase 1: Requirements
Before starting a designing project, it will need to create the initial documentation
that will list the initial requirements needed for Inventory Management System.

Phase 2: Design
There are two ways in designing the software development of the proposed system:
visual design and architectural structure.
During the first iteration, the Project Manager assembles the development team and
introduces the following requirements that have been created. The team will discuss
what they will do with these requirements and propose the tools that will be required
to achieve the best result. The developers create a smooth and simple UI for the
proposed system.

Phase 3: Development and Coding

The development phase is about writing code and converts design documentation
into actual Software.
Phase 4: Integration and Testing
This stage aims to ensure that the software for the proposed system is bug-free and
compatible with everything else the developers have already produced. The Quality
Assurance team runs a series of tests to guarantee that the code is valid and that
the business goals of the solution are accomplished.
Phase 5: Implementation and Deployment
The system is implemented on servers and made available to users either for
demonstration or practical use. Further iterations update the previously installed
software, adding new features and fixing bugs.
Phase 6: Review
Once all the phases have been completed, The Project Manager adjourns the
Development team and reviews the progress made toward completing requirements.
The team presents their ideas for resolving the problems that arose during the
previous phases, and the Project Manager considers their proposals.

Data Gathering Tools

For the purposes of this research. In depth interviews are personal and unstructured
interviews, whose aim is to identify participant’s emotions, feelings, and opinions
regarding a particular research subject. Also, the proponents will use the agile
system development method to do the system analysis and design. Agile software
development is a collection of methods for creating software.
 Methods of software development in which solutions emerge from collaboration
among self-organizing, cross-functional teams. It supports adaptive planning,
evolutionary development, early delivery, continual improvement, and quick and
flexible change response. Furthermore, using this strategy improves software
development clarity.

CHAPTER III.

OVERVIEW OF THE EXISTING SYSTEM

Barlaan Motorcycle Parts and Accessories doesn't have one sales and inventory system
that can track can track sales, stocks. They use paper based to write all down all of the
sales and stocks. Managing efficiently this growing amount of paper documents needs a
paper-based document management system.

Disadvantage

 Lack of storage space - Paper documents can take up a significant amount of

space, and the quantity of paper will increase day by day.
 Security issues - Regardless of size, for any organization is important to protect
its data and other valuable assets. One of the biggest information security risks
for businesses is paper because printed documents can be easily lost,
mishandled or damaged while digital data could be encrypted and safely keep in
hard disks or electronic devices.
 Prone to damage - Manual documents can be easily damaged, lost, misplaced
or stolen. A fire or natural disaster could mean the loss of essential information. If
you don’t have any copies, once the files are gone, there is no way of getting the
information back.
 Editing problems - If you want to make changes to a paper-based document,
you will need to write all the content again. This will need to be repeated every
time you want to make more corrections. You should make a copy of the original
document to distinguish all the amendments that have be done.
 High costs - One of the biggest drawbacks of paper-based document
management systems is the associated costs.
 Limit communication and collaboration - When working with paper
documents, collaboration is extremely difficult. If several department heads need
to create a common document, they must have multiple copies printed, make all
the necessary amendments separately and then share their version with each
other before start working on the ultimate version.
OVERVIEW OF THE PROPOSED SYSTEM

We have the option in our proposed program to incorporate descriptions of the

Inventory by themselves. Another advantage of the system is that editing the Inventory
details and deleting an Inventory is very easy when it's found unnecessary. The
Inventory marks are added in the database, so Inventory can also view the marks
whenever it wishes.

Our proposed system has several advantages

 User-friendly interface
 Rapid access to the database
 Less error
 More storage capacity
 Search facility
 Search and feel environment
 Rapid transaction
 All manual difficulties in managing the sales and inventory transaction every day.

Problems and Weaknesses of the Current System

The proposed system has some weakness:
 System Crash

The potential for a system crash is one of the biggest problems with any computerized
system. A corrupt hard drive, power outages and other technical issues can lead to the
loss of the data required. Companies are interrupted, at least, when they protect against
data loss.

Non-Functional Requirement
1. Power requirements
This system should not take more than 5 seconds to load information and
should not delay the user response for more than 2 seconds.
2. Operational Needs
The system must be operated within the computer. Because Christian
Barlaan Motorcycle Parts and Accessories doesn't have one, they must buy to
install the system. It needs to be able to update database based on each
customer's point of sale. In addition, the system can produce daily,
weekly, and monthly sales performance reporting.
3. Security Requirements
Not all staff can access the system apart from the staff who are
responsible at the cashier for processing the sale of customers. The
information about sales is confidential and only accessible by the cashier
and the manager.
Functional Requirements
1. Log In
The made system is eligible to asked some information to log in the system.
2. Sale process
Allow users to scan items each customer purchases. The system displays the
item description and processes the total sales and generates receipts for the
customers.
3. Inventory Level Tracking
Administrator able to track each item's inventory level according to the sales
made.
4. Database Update
Allow admin to update the data from the inventory in the database that will be
used to process the sale.
5. Generate report
Reports will be generated on the store's daily, weekly and monthly sales so
that the owner can view the shop’s performance and take appropriate action.
The ability to record a sale against a client specifying the applicable line
items, quantities, discounts. The ability to receive the sale as an account or as
cash sale. The ability to merge detailed lines into the invoice to restrict the
granularity visible to the customer but to retain the details for inventory and
reporting / inquiry purposes. The ability to generate a purchase order or purchase
order recall automatically when stock levels are insufficient to fulfill the order.
Process Modelling

This chapter describes data flow diagramming, one of the most commonly used
process modeling techniques.

Use Case Diagram

SALES MANAGEMENT SYSTEM FOR

CHRISTIAN BARLAAN MOTORCYCLE PARTS
AND ACCESSORIES
Calculate Transaction
Total Receipt
Add Sale
Item
Amount
Scan
Sign in Received
Item

STAFF CUSTOMER
Check out

Product
Information
Update
Database

Update
an Item

Print Report
Admin
The functions that operate at the front end are basically handled by the use and the back end or the adding
of information is done by the admin. Customer present to support user-connecting function.

Data Modelling
Data modeling is often the first step in database design and object-oriented programming as the
designers first create a conceptual model of how data items relate to each other. Data modeling
involves a progression from conceptual model to logical model to physical schema.

EMPLOYEE

EMPLOYEE ID
FIRST NAME SALES
LAST NAME
HONE NUMBER SALES ID
ADDRESS JOB EMPLOYEE ID
CUSTOMER ID PRODUCT ID
PRODUCT
CUSTOMER NAME
ID QUANTITY
SALES ID TOTAL
AMOUNT
CHANGE
PRODUCT
DATE
PRODUCT ID
PRODUCT
NAME
SUPPLIER ID
DESCRIPTION

SUPPLIER
JOB
JOB ID
JOB PRODUCT
SUPPLIER ID
TITLE COMPANY
PRODUCT ID
SALARY NAME
PRODUCT
ADDRESS
NAME
PHONE
SUPPLIER ID
NUMBER
DESCRIPTION
System pseucode
 Step 1: Program Start
 Step 2: Initialize sales of new transactions and inventories
 Step 3: Decide whether to update new transaction
 Step 4: If yes: print "name of item, price of item, quality, received amount"
 Step 5: If no, back-click
 Step 6: Calculate the price * quality of the item-the amount received
 Step 7: Click here to submit
 Step 8: Print Change
 Step 9: Decide which transaction to save
 Step 10: If yes, proceed to Sales in Inventory
 Step 11: If no, back-click
 Step 12: Decide on transaction deletion
 Step 13: If yes: Print "Delete all”
 Step 14: If no, click Data Save
 Step 15: Stop the program

Data Dictionary:
TABLE FIELD TYPE DESCRIPTION
People Username_Id INT Identification for the user address
Address VARCHAR Address of the user
Contact_Info INT Contact of the user
Admin Admin_Id INT Primary key for the admin
Username VARCHAR Name of the admin user
Password VARCHAR Security password of the admin user
Employee Employee_Id INT Identification for the user
Emp_Name VARCHAR Name of the employee
Password VARCHAR Security password of the employee
Job_Id INT Specific job for employee
Customers Transaction_Id INT Unique combination of numbers assigned to
each transaction
Date VARCHAR Date of transaction
Payment Total VARCHAR Total amount of item purchased
Amount_paid VARCHAR Total amount of paid by the customer
Balance INT Balance for the customer if there is any
Products/Item Product_Id INT A unique assign combination for each item
Price INT Cost of the purchased item
Quantity INT Number of items
Supplier VARCHAR Name of the supplier of you bought item
Update Form Name VARCHAR Name of the update details
Password VARCHAR Updated password
Job_Id INT Updated job tittle