Journal of Artificial Intelligence and Engineering Applications

Website: https://ioinformatic.org/
th
15 June 2024. Vol. 3. No. 3; e-ISSN: 2808-4519

Analysis and Design of Inventory, Purchase, and Sales

Information System at UD. Dicky
Agnes Rebecca Tambunan1, Juin Frandi Sinurat 2, Salsalina Br Sembiring 3*, Tri Wulandari Ginting4
1,2,3,4Universitas
Mikroskil
salsalina@mikroskil.ac.id*

Abstract

Technology is currently developing rapidly, so every business such as sales needs to implement an information system. UD.Dicky is a
business that operates in the field of selling basic necessities in the form of rice, edible oil, sugar and other necessities located at Jl. Captain
Muslim No.120, Dwi Kora, Kec. Medan Helvetia, Medan City, North Sumatra 20123. The problem with the ongoing business process at
UD.Dicky is that there is no processing and storage of data on sales, purchases and inventory of goods so that errors often occur in recording
transactions carried out and also making reports. The methodology used is SDLC (System Development Life Cycle). The results obtained
from this research are a sales, purchasing and inventory information system design, if continued to the system development stage it can be
used as a basis for developing the proposed system.

Keywords: Information System, SDLC, Inventory System, Purchase System, Sales System

1. Introduction
The development of science, especially in the field of computers, has become increasingly sophisticated and even all fields use computer
devices as supporting tools to search for some of the information needed [1]. With today's computerized technology, information
management makes all work more efficient and faster. Information systems can be interpreted as part of an organizational system from a
combination of existing resources and users such as information control media with the aim of obtaining communication channels,
conveying signals to management levels as a basis for information in decision making [2].
UD. Dicky is a business located on Jl. Captain Muslim No.120, Dwi Kora, Kec. Medan Helvetia, Medan City, North Sumatra 20123 which
operates in the sales of basic necessities in the form of rice, edible oil, sugar and other necessities. However, in its business process,
UD.Dicky does not yet have an information system, so there are several problems, namely the owner has difficulty finding information on
sales, purchases and inventory, making reports takes a long time, and difficulty knowing the stock of goods. From the problems that have
been found, the aim achieved in this final assignment is to design an information system for inventory, sales and purchases of goods that
can help owners to find out information about sales, purchases and inventories, create reports and find out inventory stock effectively and
efficiently. .
The aim of this research is to design an inventory, sales and purchase information system that can help owners find out sales, purchase and
inventory information, create reports and find out inventory stock effectively and efficiently. The benefits are that the system built can
speed up and make it easier for the owner to find out information about inventory, sales and purchases of goods, help the owner in making
the required reports, and make it easier for the owner to find out and check the availability of goods for sale so that they do not experience
losses.

2. Research Methods
The methodology used in this research is SDLC (System Development Life Cycle) which is a gradual approach in analyzing and designing
systems that are developed through the use of specific analysis and user activities [3].
Development stages with SDLC as shown in the figure below:
Journal of Artificial Intelligence and Engineering Applications 683

Fig. 1: System Development Life Cycle

There are seven stages in the system development life cycle as follows:
1. Identify problems, opportunities and goals
In the first phase, the analyst must look properly to identify problems, opportunities, and goals. This phase is very important for the
success of a project in dealing with a problem. The people involved in this phase are users, analysts, and system managers who
function to coordinate the project.
2. Determine information requirements
In this phase, to analyze a system it is necessary to know the details of the system's functions, namely who (people involved), what
(business activities), where (work environment), when (time), and how (business being studied). Analysts will use interactive methods
such as interviews, sampling, investigating raw data, creating questionnaires, observing decision maker behavior, and prototyping.
3. Analyze system requirements
In this phase, the analyst also analyzes a structured decision that is made. To analyze a structured decision, there are three main tools
needed, namely decision trees, decision tables and structured English. The tool used to describe the system in structured graphic form
is data flow (DFD) which functions to compile input, process and output data.
4. Design the recommended system
In this phase, the analyst designs a procedure to help them input data accurately so that the data enters the correct information system.
The analyst must design backup procedures and a control that aims to protect the system, data and produce a specification package
for each programmer.
5. Develop and document software
In this phase, the analyzer works with the programmer to develop the required software. As a programmer, you have the task of
designing, removing syntax from program code and creating code. Users can find out how to use the software and software problems
from the documentation.
6. Test and maintain the system
In this phase, testing activities can be carried out in several stages either by the programmer himself, together with system analysts
and can even be tested starting from using example data to actual data from the existing system.
7. Implement and evaluate the system
In the final phase of system development, the analyst implements the system that has been developed. This process includes converting
files from the old format to the new format, creating a database, and installing a new tool [4].

The stages of system analysis and design in this research are [5], [6]:
1) Identify problems, opportunities and goals
At this stage what is done is:
a. Found the problems faced by UD. Dicky using a fishbone diagram
b. Identify what could be an opportunity if the problem can be resolved.
c. Define the goals to be achieved by designing this system.
2) Determine information requirements
What is done at this stage is:
a. Understand the profile and organizational structure of the company along with UD's responsibilities. Dicky
b. Collect documents used in the system to be designed.
c. Model the process by analyzing input documents and output documents in the running system using Data Flow Diagrams (DFD)
3) Analyze system requirements
This phase is used to determine the extent of system requirements, both functional and non-functional requirements. The tool used to
describe the system in structured graphic form is the Data Flow Diagram which functions to describe the flow of input, process and
output
4) Design the recommended system [7], [8]
At this stage, the researcher designs a procedure to help when inputting data accurately so that the data enters the correct information
system. The activities carried out are:
a. Describe the proposed system using a Data Flow Diagram (DFD).
b. Design a proposed data dictionary.
c. Designing Input and User Interface using Microsoft Visual Studio 2015.
d. Designing Output Using Crystal Report
e. Normalize
f. Design a database using Microsoft SQL Server 2014.
684 Journal of Artificial Intelligence and Engineering Applications

3. Results
3.1. Proposed System Analysis

Pelanggan

Data Pembayaran Piutang

Faktur Pembayaran Piutang

Bukti Pembayaran
Faktur Penjualan
Data Pelanggan
Data Penjualan
Data Pembayaran Hutang
Data Penyesuaian
0 Data Persediaan Barang
Data Retur Pembelian
Data Faktur Pembelian Sistem Informasi Data Barang
Supplier Data Faktur Pembayaran Hutang Persediaan, Pembelian Data Pembelian Pemilik
Data Supplier Laporan Supplier
dan Penjualan Pada Laporan Pembayaran Hutang
Data Faktur Retur Pembelian UD.DICKY

Laporan Retur Pembelian

Informasi Pembelian Barang Laporan Pembayaran Piutang
Informasi Retur Pembelian Laporan Penyesuaian
Laporan Persediaan
Informasi Pembayaran Hutang Laporan Pembelian
Laporan Pelanggan
Laporan Penjualan

Fig. 2: Proposed System Context Diagram

The picture above is a proposed system for inventory, purchasing and sales information systems at UD. Dicky.

3.2. System Design

Based on the analysis of the proposed system, the researcher designed the system input and output display. Some of the main displays are
as shown in the following figure:
1. Master Data Form
In the master data form there is customer, supplier and goods data. The master data is as shown in the following figure:

Fig. 3: Master Data Form

2. Sales form
This sales form is used to input sales transactions at UD. Dicky. The display is as follows:
Journal of Artificial Intelligence and Engineering Applications 685

Fig. 4: Sales Form

3. Purchase Form
This sales form is used to input sales transactions at UD. Dicky. The display is as follows:

Fig. 5: Purchase Form

4. Purchase Return Form

This purchase returns form is used to return damaged or expired goods to the supplier.

Fig. 6: Purchase Return Form

686 Journal of Artificial Intelligence and Engineering Applications

5. Inventory Data
This Inventory Form is used to view the current inventory of goods

Fig. 7: Inventory Data

6. Sales Report
This sales report displays sales transactions based on a certain time period based on UD Dicky's needs.

Fig. 8: Sales Report

7. Purchase Report
This purchase report is used to display purchase transactions based on a certain time period.

Fig. 9: Purchase Report

8. Inventory Report
This inventory report is used to display the inventory amount of each item in a certain period.
Journal of Artificial Intelligence and Engineering Applications 687

Fig. 10: Inventory Report

4. Discussion
The advantage of the running system is that it does not require large costs because the work is carried out without using the system.
While the shortcomings of the current system are:
1. Sometimes it is difficult to search for sales, purchase and inventory transaction data because you have to look for invoices for each
transaction due to the lack of structured management
2. There are no reports such as inventory, sales or purchase reports per time period.

The advantages of the proposed system are:

1. The information system designed can make it easier for the owner to find out up to date inventory information so that the owner can
manage the inventory of goods for sale or needed to make purchases
2. The information system designed can help the owner to create sales, purchase and inventory reports per required time period so that
they can be used for decision making or business development planning for the next period
3. The information system is designed to store data in an organized manner so that it is easy for owners to search for the data they need.

The weakness of the proposed system is that there is no barcode feature to facilitate the transaction process and input of item details.

5. Conclusion
Based on the results of Analysis and Design of Information Systems at UD. Dicky, the conclusions obtained from the author are as follows:
1. With the information system designed at UD.Dicky, it will make it easier for owners to store and print transaction data quickly and
accurately.
2. With the information system designed at UD.Dicky, it makes it easier for owners to make the required reports.
3. With the information system designed at UD.Dicky, it will make it easier for owners to find out the stock of goods in the warehouse.

In this section you should present the conclusion of the paper. Conclusions must focus on the novelty and exceptional results you acquired.
Allow a sufficient space in the article for conclusions. Do not repeat the contents of Introduction or the Abstract. Focus on the essential
things of your article.

Acknowledgement
Thank you to UD Dicky and the Research Team for our collaboration so that this research can be completed well.

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