for a boiler manufacturing company

..... '~

Sales and Inventory Information System for a Boiler Manufacturing Company

by Ms. Pimolpun Thanyapitak

A Final Report of the Three-Credit Course CS 6998 System Development Project

Submitted in Partial Fulfillment of the Requirements for the Degree of

Master of Science in Computer Information Systems

Assumption University

March 2001

,,

Project Title

Name

Project Advisor

Academic Year

Sales and Inventory Information System for a Boiler Manufacturing Company

Ms. Pimolpun Thanyapitak

Assoc.Prof.Dr. Suphamit Chittayasothom

March 2001

The Graduate School of Assumption University has approved this final report of the three-credit course, CS 6998 System Development Project submitted in partial fulfillment of the requirements of the degree of Master of Science in Computer Information Systems.

Approval Committee: £.'- J /-~? '-' f' ..... <?<t----- .

(Assoc.Prof.Dr. Suphamit Chittayasothom) Advisor

(Air Marshal Dr. Chulit Meesajjee) Dean and Co-Advisor

(Prof.Dr. Srisakdi Charmonman) Chairman

(Asst.Prof.Dr. Vi chit A vatchanakom) Member

(Assoc.Prof. Somchai Thayamyong) MU A Representative

March 2001

ABSTRACT

This system development project presents the analysis, design, and

implementation of the Sales and Inventory Information System for a boiler

manufacturing company. Chong Charoen Charkkol (1991) Co., Ltd. is one of the 200 -

8000 kg/hr. boiler manufacturers and distributors in Thailand. It also provides

maintenance services and system upgrading according to the requirements of customers.

Spare parts are also supplied. Comprising hundreds of parts, and several kinds of tools

and materials, boiler manufacturing is a complex task. Therefore, this project is to

develop the effective information system to manage sales and control inventory.

The existing Sales and Inventory Information System is mostly done manually.

Large amounts of documents are arranged in separated folders. This method consumes

much time to retrieve the information that requires deep searching. The lack of

database created leads to the problem of gathering information for decision making that

is complex and time consuming. In worse cases, some information cannot be obtained.

The new proposed information system will be developed to capture the data and

transactions concerning sales and inventory requisition and purchasing in order to

support the decision making of the management level. The new system requires the

computerization information system, the hardware and software use are based on client

server architecture. MS Access is the DBMS software used to manage data efficiently

while the MS Visual Basic 98 is used to develop the application. The Graphic User

Interface (GUI) will allow management teams to monitor and analyze information

through their workstations without waiting for the reports generating from the

operational level.

ACKNOWLEDGEMENTS

The writer is indebted to many people for their contributions in the development

of this project and would like to acknowledge them here.

First, the writer wishes to thank Assoc.Prof.Dr. Suphamit Chittayasothorn, her

advisor, for his invaluable advice and suggestions in the preparation of this project. She

considers herself fortunate to be his advisee student and have an opportunity to study

with him for three courses in ABAC.

She would like to thank Air Marshal Dr. Chulit Meesajjee for checking the format

of her report and Dr. Pimporn for checking her grammar in the project. She also thank

all project committee members of the Graduate School of Computer Information

Systems at Assumption University, for providing this course.

She would like to thank her friends, Mr. Phalakorn, Mr.Ekasit, Mr. Tithi, Ms.

Cholticha, Ms. Suwipa, Ms. Walitsporn, Ms. Valisara, and Ms. Nalinee for their help,

support, and inspiration extended to her during the entire course of this project.

She would like to thank the management team of Chong Charoen Charkkol

( 1991) Co., Ltd. for the contribution of their time and valuable information of their

company for this project.

Finally, thanks to her parents for their love and support and to all the others who

help her to complete this project.

11

St: Gabriers Library

TABLE OF CONTENTS

Chapter Page

ABSTRACT

ACKNOWLEDGEMENTS 11

LIST OF FIGURES v

LIST OF TABLES IX

I. INTRODUCTION 1

1.1 Background of the Project 1

1.2 Objectives of the Project 1

1.3 Scope of the Project 2

1.4 Deliverables 2

1.5 Expected Result 3

1.6 Project Plan 3

II. THE EXISTING SYSTEM 5

2.1 Background of the Organization 5

2.2 Description of the Existing System 7

2.3 Existing Problems 13

III. THE PROPOSED SYSTEM 14

3.1 User Requirements 14

3.2 System Design 16

3.3 Hardware and Software Requirement 32

3.4 Network Specification 34

3.5 Security and Control 36

lll

Chapter Page

IV. PROJECT IMPLEMENTATION 48

4.1 Construction Phase 48

4.2 Delivery Phase 49

V. CONCLUSIONS AND RECOMMENDATIONS 51

5.1 Conclusions 51

5.2 Recommendations 53

APPENDIX A THE ENTITY RELATIONSHIP DIAGRAM 54

APPENDIX B DATA DICTIONARY 55

APPENDIX c USER INTERFACE DESIGN 58

APPENDIX D OUTPUT AND REPORTS 77

APPENDIX E DAT ABASE DESIGN 90

APPENDIX F PROCESS SPECIFICATION 98

APPENDIX G USER'S MANUAL 109

APPENDIX H STRUCTURE CHART 132

BIBLIOGRAPHY 136

lV

LIST OF FIGURES

Figure Page

1.1 Project Plan of Sales and Inventory Information System 4

2.1 The Organization Chart of Chong Charoen Charkk:ol (1991) Co., Ltd. 6

2.2 Context Level Existing Data Flow Diagram of CCC Sales and Inventory System 9

2.3 Level 0 Existing Data Flow Diagram of CCC Sales and Inventory System 10

2.4 Level 1 Existing Data Flow Diagram of Sales Subsystem 11

2.5 Level 1 Existing Data Flow Diagram of Inventory Subsystem 12

3.1 Context Level Proposed Data Flow Diagram of CCC Sales and Inventory System 20

3.2 Level 0 Proposed Data Flow Diagram of CCC Sales and Inventory System 21

3.3 Level 1 Proposed Data Flow Diagram of Sales Subsystem 22

3.4 Level 2 Proposed Data Flow Diagram of Process Billing and Report of Sales Subsystem 23

3.5 Level 1 Proposed Data Flow Diagram of Inventory Subsystem 24

3.6 Level 2 Proposed Data Flow Diagram of Handle Inventory of Inventory Subsystem 25

3.7 Level 2 Proposed Data Flow Diagram of Generate Purchase Order of Inventory Subsystem 26

3.8 Level 2 Proposed Data Flow Diagram of Process Inventory Received of Inventory Subsystem 27

3.9 Level 3 Proposed Data Flow Diagram of Update Inventory Information of Process Inventory Received oflnventory Subsystem 28

3.10 Network Configuration of the Proposed System 35

3.11 Cost Comparison between Manual and Proposed System 45

v

Figure Page

3.12 Payback Analysis Chart 47

A.1 The Entity Relationship Diagram 54

C.1 Security Authorization Screen 58

C.2 Main Menu Screen 58

C.3 Data Maintenance Screen 59

C.4 Customer Information Screen of Data Maintenance Menu 60

C.5 Supplier Information Screen of Data Maintenance Menu 61

C.6 Boiler Information Screen of Data Maintenance Menu 62

C.7 Spare Part Tab of Inventory Information Screen of Data Maintenance Menu 63

C.8 Part Category Tab oflnventory Information Screen of Data Maintenance Menu 64

C.9 Tool Tab of Inventory Information Screen of Data Maintenance Menu 65

C.10 Material Tab oflnventory Information Screen of Data Maintenance Menu 66

C.11 Supply Information Screen of Data Maintenance Menu 67

C.12 Transaction Recording Screen 68

C.13 Order Tab of Order Entry Screen of Transaction Recording Menu 69

C.14 Customer Tab of Order Entry Screen of Transaction Recording Menu 70

C.15 Part Tab of Order Entry Screen of Transaction Recording Menu 71

C.16 Boiler Tab of Order Entry Screen of Transaction Recording Menu 72

C.17 Job Information Screen of Transaction Recording Menu 73

C.18 Requisition Screen of Transaction Recording Menu 74

C.19 Purchase Order Screen of Transaction Recording Menu 75

C.20 Report Screen 76

Vl

Figure Page

D.l Part Report 77

D.2 Tool Report 78

D.3 Material Report 79

D.4 Boiler Report 80

D.5 Sales by Boiler by Year Report 81

D.6 Sales by Part by Month Report 82

D.7 Sales Report 83

D.8 Supplier by Material Report 84

D.9 Supply History by Part 85

D.10 Purchase by Month Report 86

D.11 Purchase Order Report 87

D.12 Sales by Customer by Boiler Report 88

D.13 Invoice 89

G.l Security Authorization Screen 109

G.2 Main Menu Screen 110

G.3 Data Maintenance Screen 111

G.4 Customer Information Screen of Data Maintenance Menu 112

G.5 Supplier Information Screen of Data Maintenance Menu 113

G.6 Boiler Information Screen of Data Maintenance Menu 114

G.7 Spare Part Tab oflnventory Information Screen of Data Maintenance Menu 115

G.8 Part Category Tab oflnventory Information Screen of Data Maintenance Menu 116

G.9 Tool Tab oflnventory Information Screen of Data Maintenance Menu 117

Vil

Figure Page

G.10 Material Tab oflnventory Information Screen of Data Maintenance Menu 118

G.11 Supply Information Screen of Data Maintenance Menu 119

G.12 Transaction Recording Screen 120

G.13 Order Tab of Order Entry Screen of Transaction Recording Menu 122

G.14 Customer Tab of Order Entry Screen of Transaction Recording Menu 123

G.15 Part Tab of Order Entry Screen of Transaction Recording Menu 124

G.16 Boiler Tab of Order Entry Screen of Transaction Recording Menu 125

G.17 Job Information Screen of Transaction Recording Menu 126

G.18 Requisition Screen of Transaction Recording Menu 127

G.19 Purchase Order Screen of Transaction Recording Menu 128

G.20 Report Screen 130

H.1 Structure Chart of Order Entry of Sales Subsystem 132

H.2 Structure Chart of Prepare Sales Report of Sales Subsystem 133

H.3 Structure Chart of Handle Inventory oflnventory Subsystem 134

H.4 Structure Chart of Process Inventory Received of Inventory Subsystem 135

Vlll

3.1

3.2

3.3

3.4

3.5

3.6

5.1

B.1

E.l

E.2

E.3

E.4

E.5

E.6

E.7

E.8

E.9

E.10

E.11

E.12

E.13

E.14

LIST OF TABLES

The Estimated Cost of the Existing System

The Estimated Cost of the Proposed system

Five Years Accumulated Manual Cost

Five Years Accumulated Computerized Cost

The Comparison of the System Cost

Payback Analysis

The Degree of Achievement of the Proposed System

Data Dictionary of the Entity Relationship Diagram of Sales and Inventory System

Structure of Customer Table

Structure of Part On Order Table

Structure of Sales Order Table ·

Structure of Boiler On Order Table

Structure of Boiler Table

Structure of Part Table

Structure of Material Table

Structure of Tool Table

Structure of Inventory Table

Structure of Requisition Table

Structure of Supplier Table

Structure of Supply Table

Structure of Purchase Order Table

Structure of PO details Table

IX

39

41

44

44

44

46

52

55

89

89

90

90

91

91

91

92

92

93

93

94

94

95

Table Page

E.15 Structure of Category Table 95

E.16 Structure of Job Table 96

F.l Process Specification of Process l 97

F.2 Process Specification of Process 1.1 97







F.9 Process Specification of Process 1.7. l 99

F.10 Process Specification of Process l. 7.2 100

F.11 Process Specification of Process 1.7.3 100

F.12 Process Specification of Process l. 7.4 100

F.13 Process Specification of Process 2 101


F.15 Process Specification of Process 2.2 l 01

F.16 Process Specification of Process 2.2. l 102







x

Table Page








F.30 Process Specification of Process 2.4.4.1 107

F.31 Process Specification of Process 2.4.4.2 107



G.1 The Button Description of Sales and Inventory System 131

Xl

I. INTRODUCTION

1.1 Background of the Project

The boiler manufacturing industry is a vital link to power generation, industrial

processes, commercial heating and overall environmental awareness all over the world.

Today's process and heating applications continue to be powered by steam and hot

water. The mainstay technology for generating heating or process energy is the

packaged firetube boiler. A firetube boiler is a cylindrical vessel, with the flame in the

furnace and the combustion gases inside the tubes. The furnace and tubes are within a

larger vessel, which contains the water and steam. The packaged firetube boiler has

proven to be highly efficient and cost effective in generating energy for process and

heating applications such as humidification, process heat, hot water, dry cleaning, steam

bathrooms, food processing and yam dyeing industries.

1.2 Objectives of the Project

(1) To study the sales and inventory information system of boiler

manufacturing industry and identify problems and opportunities.

(2) To analyze the current processes and procedures of boiler manufacturing

business in order to assist and support management requirements as well as

operation performance.

(3) To automate the record keeping task and provide timely and accurate

reports.

(4) To develop and test the new program for the information system of a boiler

manufacturing industry.

1

1.3 Scope of the Project

1.4

(1) To record sales so that the system can make sales performance evaluation.

(2) To keep track of inventory level.

(3) To maintain data about the company's products, inventory, sales, purchase

order, supplier and customer.

(4) To provide exceptional reports to assist management in making the right

decision.

Deliverables

(a) The input screen

(1) Security Authorization

(2) Main Menu

(a) Data Maintenance

(1) Customer

(2) Supplier

(3) Product

(4) Inventory

(5) Supply

(b) Transaction Recording

(1) Order Entry

(2) Job

(3) Requisition

(4) Purchase Order

(b) The report

(1) Report

(a) Boiler List

2

(b) Part List

(c) Tool List

(d) Material List

(e) Supplier by Item Report

(f) Supply History

(g) Purchase Report

(h) Purchase Order

(i) Sales Report

(j) Sales by Part monthly report

(k) Sales by Boiler annually report

(1) Sales by Customer by Boiler report

(m) Invoice

1.5 Expected Result

(1) Management can control the operation of the business effectively· by

analyzing the information provided by the new system.

(2) The accountant can record the transaction easily by the summarized report

provided by the new system.

(3) More and effective reports are generated suitable for the need of each user.

(4) Reduce time and cost in inventory management by at least 20%.

1.6 Project Plan

This project has been surveyed since October 2000. It will be delivered to the

managing director in January 2001. The system development plan presented by Gantt

Chart can be seen on the following page (Figure 1.1).

3

No.

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Oct

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20

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Dec

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13

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16

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17

Con

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ure

1.1.

P

roje

ct P

lan

of S

ales

and

Inv

ento

ry I

nfor

mat

ion

Sys

tem

.

II. THE EXISTING SYSTEM

2.1 Background of the Organization

Chong Charoen Charkkol (1991) Co., Ltd. (CCC) is the manufacturer and supplier

of steam boilers for use in industrial applications. It is located at Suksawad Road,

Phrapradaeng, Samutprakam. The capacity of boilers produced range from 200-8000

kg/hr. The machine is customized according to the requirements of each customer

running the different type of business. Every boiler sold out is inspected and certified by

the engineer before delivery. It is also guaranteed for any maintenance cost occurred

within the first 12 months. The after-sales services provided include worker training,

technical consulting and maintenance service. Moreover, the company also supplies the

spare parts and accessories for boiler system upgrades to both current customers and

new customers. The organization chart is shown on the Figure 2.1.

In this project, we are interested in sales and inventory system for boiler

manufacturing industry. Whenever a machine is ordered, there will occur a lot of raw

materials, tools and equipment, and spare parts to be purchased. Some materials are in

stock but some are not since the price is subjected to change frequently. At present, the

company records the sales transaction, inventory level and purchase transaction by

using a manual system. This causes problems to operation and management of CCC,

therefore management team decides to employ the system analyst to analyze, identify

problems and opportunities, and develop a new system to utilize the capability of

computer and information technology.

5

0\

I

Sale

s an

d M

arke

ting

Man

ager

>----<

S

ales

Eng

inee

r

L--

J S

ales

Coo

rdin

ator

I M

anuf

actu

ring

Sup

ervi

sor

f-

Wor

ker

Wor

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'----'

Wor

ker

Man

agin

g D

ire

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r

Gen

eral

Man

ager

Acc

ount

ing/

Fin

ance

M

anag

er

Acc

ount

Exe

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I E

ngin

eerin

g M

anag

er

f-

Eng

inee

r

'----'

Qua

lity

Insp

ecto

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Fig

ure

2.1.

T

he O

rgan

izat

ion-

Cha

rt o

f C

hong

Cha

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991)

Co.

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Man

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2.2 Description of the Existing System

The current interested system is divided into 2 subsystems, which are sales

subsystem and inventory subsystem (see Figures 2.2 - 2.5). These two systems can be

briefly described as follows:

Sales Subsystem

(1) The customer inquires the product specifications and price according to his

requirements. The company quotes the price and specifications in details.

(2) When the purchase order is placed, the quotation details are recorded as

product sales. There can have both of the boiler and part sales in the same

order. For the boiler entry, the sales order will be copied and forwarded to

the manufacturing section. But for the parts entry, the requisition will be

made to the inventory subsystem in order to check for availability.

(3) When the boiler is completed and ready for delivery, the engineer will issue

the inspection certificate to ensure the security to the customer.

(4) The product is delivered with the delivery bills. The invoice is placed at the

end of each month. The receipt is generated when the customer pays the bill.

The payment will then be informed to the accounting section.

(5) At the end of each month, the sales transactions are informed to the

accounting section and sales reports are also generated to the manager.

Inventory Subsystem

(1) The inventory can be requisited by the manufacturing section, service team

and the product sales subsystem. Therefore, its availability is checked first

before giving response to the request.

(2) The store controller detem1ines low-level stock inventory.

7

(3) The purchasing/store manager searches for the appropriate supplier and

creates purchase order to the selected supplier.

(4) The supplier delivers the item purchased with the delivery bills and invoice.

After the delivery items are checked, the delivery bills are signed by the

store controller and sent to the manager. The payment date is appointed in

the invoice. The receipt is received when the invoice is paid.

(5) The inventory is kept. The store controller updates the amount of inventory

in stock.

8

I e

a·

Customer Quotation, Bills,

Inspection Certificate

Inquiry, Quotation Confirm, Purchase Order

~

b

Management

Sales and Purchasing Report

PO

Inquiry, Purchase Order, Payment

Price List, Bills ~

~ Inventory Requisition

Supplier

g

I~ Sales and Purchasing Bill I Accountant Requisition Response Service Team

I Existing ~

I CCC Sales & Inventory

~

Inventory Requisition

Order, Requisition Response Manufacturing 14::1------------~

system

~


d

Boiler Inspection Request

Engineer

Figure 2.2. Context Level Existing Data Flow Diagram of CCC Sales and Inventory System.

9

Customer

Quotation, Bills, Machine Inspection Certificate

Inquiry, Customer Address ~ .

Sales Order

e

Accounting

••

Sales Information

Pl

Sales Subsystem

/

Sales Report


Boiler Inspection Request

Part Requisition Requisition Response d

'

P2 Inventory Requisition

b

~ Management

"

Engineer

I Manufacturing Requisition Response Inventory

Subsystem Purchasing and Inventory Repo~ ~~1--~~~~~~~~~--j

,,

Supplier

Figure 2.3.

••

Inquiry, P/O Requisition Response g

Price list, Bills Inventory Requisition Service Team

Purchasing Information

r

e

Accountant

Level 0 Existing Data Flow Diagram of CCC Sales and Inventory Subsystem.

10

MS (CIS)

St. Gabriers Library. Au

Customer

I D4 I Product

Dl I Customers

t g•

Engineer , ....

I Dl I Customers

a ~

' Customer

Inquiry, Customer Address

Quotation

Quotation Confirm ;;

Product Information ;;

Current Customer Information . .

New Customer Information


Boiler Inspection Request.

Customer Information ;;


Pl.1

Create Quotation

Pl.2

Process Order

. J

,, Pl.3

Issue Inspection Certificate

-.~

Payment

Pl.4

. ~ . b

Billing Process

Sales Repo_rt__ Billing Management ' And Report

Quotation Details r-------___,., D3 Quotations

P2

Part Requisition ;; Inventory

Requisition Reponse Subsystem

Product Sold • I DS I Sales Details ~ ·1

Ocdec lnfocmotio -I ;; \ D2 \ Sales Orders

f

Boiler Order • Manufacturing

: i

\

Order Information ~

Boiler Sold ' ~

Order and Payment Information

e

Purchasing Bill ;; Accountant

Figure 2.4. Level I Existing Data Flow Diagram of Sales Subsystem.

11

Inventory Requisition P2.l I Service Team Requisition Response Tool's stock quantity ~

~ 1 D6 j Tools

f • Check Inventory ~

Material's stock quantity D?j Materials Inventory Requisition Availability

~

Manufacturing Requisition Response ~

Part's stock quantity Ds j Parts

~

Requisition Response Inventory Quantity

~ ,, Pl P2.2

Sales Determine

Subsystem Low-level Inventory

Purchased List

'" Supplies History P2.3

I D9 I Supplies Price List I c

Current Supplier ~ Search Inquiry Supplier

ID101 Suppliers ~ Supplier r

... I, •• i I . i I Appropriate Supplier

I I

T Purchase Order

~

I P2.4 ~

I Current Supplier r P/0 Information

Generate ~:Dlll Purchase Orders

New Supplier Purchase P/0 Details Order ~:D121 P/0 Details ---------··

l_____Purchase Order

Inventory and Quantity Purchased l

P2.6 Payment

Payment Delivery Bill,

~ Invoice, Receipt • ~

P2.5 Updated Tool's Quantity

;cl D6 j Tools

Update Inventory

Updated Material's Quantity~ I D? j . 1

1 Matena s

l Quantity Updated Part's Quantity

~: Ds j .Parts

Figure 2.5. Level 1 Existing Data Flow Diagram of Inventory Subsystem.

12

2.3 Existing Problems

(1) Gathering information for management to make decision is complex and

time consuming.

(2) Less report is generated and not timely enough to support decision making.

(3) The inaccuracy of information due to the manual system.

(4) No database of inventory in stock leads to the lack of inventory control

problem.

(5) No sharing data between the sales and purchasing/store department. This

. . causes usmg excessive resources.

( 6) The current system has insufficient protection from unauthorized persons

and catastrophic events.

13

III. THE PROPOSED SYSTEM

The proposed computerized system will facilitate the day-to-day operation and set

up information base for management instead of manual system. The proposed system

will serve all user requirements, utilize existing resources and increase effectiveness in

sales and purchasing/store department. Moreover, the proposed system can avoid an

increase in administrative staff.

3.1 User Requirements

The user requirements are obtained from the users themselves and also the

existing system evaluation. Actually, the existing system can serve the user

requirement to some extents. But user still needs further development for more system

function as well as improvement within the existing system operating scope. The main

development and improvement includes query capability volume report and sales report,

database storage, security, etc. The user requirements are concluded as follows:

/(a) Input Requirements

(1) Only authorized users can access the system.

(2) The system must alert the user when the duplicate data is entered or

the data is in wrong format.

(3) The user should take less time to enter the required information.

( 4) The system must verify that the correct data type is entered into the

database.

(5) The system must provide appropriate default value for each data field

for easy data input.

14

(b) Processing Requirements

(1) The system must correctly calculate the total amount of each Purchase

Order and Bill of each customer.

(2) The system must provide data sharing between sales & marketing and

purchasing/store department.

(3) The user must be able to add, update, and delete the information in the

database.

(4) The user must be able to search for the required information.

( 5) The system must process the Purchase Order and add the quantity to

the stock when the items are received.

( c) Output Requirements

(1) The system must generate date and time to be recorded for a

transaction automatically.

(2) The store controller must be able to view the current stock level of

each product from the computer screen at any time.

(3) Take less time to obtain the required infonnation such as customer

details, supplier details, inventory details, etc.

(4) The interface has to be well-organized and be more user-friendly.

(5) The system must be able to show historical data about the quantity

ordered and received on each day.

(6) The system must generate accurate monthly and yearly reports as well

as exceptional reports such as the name and transaction of company's

regular customers, most popularity of part sold, etc.

15

3.2 System Design

(a) The Proposed Functions

The major functions of the proposed system can be summarized as follows:

Sales Subsystem

The purpose is to make ease of each sales transaction and manufacturing order.

The system also provides the sales statistics data for analysis and comparison. The

desired information can be printed on request.

Process 1 Respond to Part Order

There are two kinds of sales order; Part Order and Boiler Order. This process is

to make response after receiving the Part Inquiry from the customer. Its function is to

check whether the inquired part is available in the inventory or not. If the answer is

"yes", that inquiry is accepted and passed to process the quotation. If the answer is "not

available", that inquiry is refused or postponed to the next order.

Process 2 Create Quotation

The boiler or part specifications, selling pnce, and other sales conditions ·are

included in the quotation created according to the customer's inquiry.

Process 3 Sales Order Entry

All sales transactions are recorded in the computer databases for processing. Each

transaction will be calculated for the total amount and quantities.

Process 4 Generate Job Order

Each boiler order is assigned the job no. for the ease of manufacturing and cost

calculation. The job start date, projected end date and the exact end date are recorded in

the database.

16

Process 5 Update Job Status

The job status can be "work in progress", "complete", "delivery", "installation",

and "test-run". The job progress is recorded and updated to keep track of boilers

produced.

Process 6 Issue Inspection Certificate

The boiler inspection is always done after the job is completed and before the

boiler is delivered to the customer's plant. The engineering department has

responsibility to inspect and return the result to the sales department. The system will

retrieve the ordinary sales and boiler information in order to generate the inspection

certificate to the customer.

Process 7 Process Billing and Report

When the product is ready for delivery, its order information is retrieved in order

to issue the delivery bills, tax invoice, and receipt to the customer. The sales reports are

also generated to the manager and the accounting section. The report can be a summary

of sales by month, by year, by product, by customer, etc.

Inventory Subsystem

The purpose is to provide updated data concerning the status of stock at any time

and to make available data to sales analysis application for reporting.

Process 8 Process Inventory Request

The inventory is generally requested from the manufacturing, engmeermg, and

service team. The response to the requisition will be delivered to each of them. If the

requisition is accepted, the job no. is retrieved to record the inventory requested by that

job.

17

Process 9 Handle Inventory

The store controller is in charge of checking and updating the inventory status

whenever the requisition is made. He determines the item to be purchased manually by

looking at the inventory quantities in stock, their minimum level, and reorder level from

the inventory report. The supplier and supply history information help in searching for

the appropriate supplier. The inquiry is submitted to the selected supplier, and he

informs the price list of the item inquired in return.

Process 10 Generate Purchase Order

A Purchase Order must be approved by the purchasing manager before submitting

to a supplier. The purchase list and the supplier information will be used to generate the

purchase order. The purchasing details are recorded in the database and also forwarded

to Prepare Report Process. Then, it will be printed and sent to the supplier.

Process 11 Process Inventory Received

When the items ordered arrive, the store controller will check the merchandises

physically to see whether they are damaged or not. The purchase order information is

retrieved to make sure the merchandises delivered are matched. If the merchandises are

received correctly, that purchase order is closed. Then supply history is recorded in the

Supplies database. The quantity in stock is also updated. The delivery bills from the

supplier are kept in the file physically for future reference.

Process 12 Payment

This process is to pay a check or cash for the invoices foimerly placed by the

supplier. The receipt is also issued by the supplier to confirm the payment.

18

Process 13 Prepare Purchase and Inventory Report

This process will retrieve Purchasing Order data to prepare purchasing report and

inventory report to management. The report about purchasing can be a summary of

purchasing by item, by month, by category, by supplier, and etc.

The proposed functions of the new system can be seen on the data flow diagram

on the following page (Figure 3.1 - Figure 3.9).

19

b

Management

Report

I /

Customer Quotation, Bill,


Supplier

e J

Inquiry, Order, Payment

Customer Payment, Report

PO

Inquiry, Purchase Order, Payment

Price list, Delivery Bill, Invoice, Receipt

Inventory Requisition g

Accounting "<11·------------j Requisition Response Proposed Service Team

CCC Sales & Inventory system

Inventory Requisition, ~- Inventory Requisition, Machine Inspection Result Fulfilled Job Order ~--------~

Requisition Response, Job Order Manufacturing -

Requisition Response, Job Order ~------------~~ Engineering

Figure 3.1. Context Level Proposed Data Flow Diagram of CCC Sales and Inventory System.

20

Customer

Quotation, Bills, • Machine Inspection Certificate ~

e

Accounting

Pi

Sales Report, Customer Payment Information

/

Sales Report

lb

Inquiry, Order, Payment 1------'-'-'--------.i;:. Sales Subsystem

,___ __________ ___;;.~ Management

Fulfilled Job Order Machine Inspection Result

Job Order Job Order

Part Name Part Order Response

,. Inventory Requisition

d P2

Inventory Requisition Requisition Response

Engineering

Manufacturing Requisition Response Inventory Subsystem

Inquiry, P/O, Payment

Price List, Delivery Bill, Invoice, Receipt

,,.

Supplier

Purchasing and Inventory Report

Requisition Response g '-----------------'.~'


Purchase and Inventory Report

e

Accounting

Service Team

Figure 3.2. Level 0 Proposed Data Flow Diagram of CCC Sales and Inventory Subsystem.

21

I

Inquiry Pl.1 Part Inquiry Response

Customer Postponed or Refused Part Inquiry Respond to Part Inquiry

~- --- --- --- - l

J l

Pl.2 Accepted Part Inquiry Part name

P2

Inventory Subsystem

Part Order Information

r--------j""' Quotation details I Create >-----------~ D15 Quotations

Quotation

' Current Customer Address

Customer Address, Order details I D2 Sales Orders

Sales Information

Dl I Customers New Customer Address

Pl.3

Order Entry

j Part Sold I

~I D3 Part Orders

Model

DS / Boilers Boiler Specification ~

d

Job Details

Pl.4

Generate Job order

1----B_o_il_er_s_o_ld'----~.i. I D4 Boiler Orders I

Order Information

Job No.

Job Details Engineering

J Jofonmtio~ :~D6-~,-Jo-.~-s--

Customer

Job Status

Inspection Result

'r

Pl.5

Update Job Status

~

Pl.6 Inspection Certificate >-------< ~

Issue ~

Job Status "

Job Status ,..~·-----------<Manufacturing

. Sales Information

: D2 j Sales Orders

Customer Information · I Dl I Customers

Inspection Certificate Boiler Order

: D4 j Boiler Orders ~

~ ~l I Poymeot'

Pl.7 Boiler Order and Payment ~--~1------__j~

LB1ll1ng Part Order and Payment

b

Sales Report Management 14---------1

Process Billing

And Report Customer Payment Information, Sales Report ~

e

Accounting

Figure 3.3. Level 1 Proposed Data Flow Diagram of Sales Subsystem.

22

( I a

Customer

'" ~

b'

Management -

Figure 3.4.

P1.7.1

Delivery Bill Order Information -Generate -

Delivery Bill

Bill Information I D2 I Sales Orders

) ,. f Order Information

P1.7.2

Invoice Payment i D3 I Part Orders Generate -Invoice Terms - D4 I Boiler Orders ~

Invoice Information Payment

••• P1.7.3 Customer Payment e

Information ~ Accounting Generate -

Receipt Receipt

'"'

Sales Report

( P1.7.4

Sales Information ~

Sales Report -Part Order Prepare - : D3 Part Orders

Sales Report -~

Boiler Order 1 D4 Boiler Orders ~

I

Level 2 Proposed Data Flow Diagram of Process Billing and Repori of Sales Subsystem.

23

Manufacturing

I D6 I Jobs

d


Requisition Response

Job information


P2.l

Process Inventory Request

Engineering Requisition Response

Tool's Stock Quantity

Material's Stock Quantity

Part's

•1 Ds J .·I Tools

: D9 J Materials

Stock Quantity. 1DlOJ ·1 Parts

Tool's Quantity Information ..

Material's Quantity Information . .

Part's Quantity Information ..

P2.3

Inventory Requisition g

Requisition Response Service Team

Inventory Request

D7 Requisitions


Part Inquiry Response

Part name

P2.2

Inquiry

Handle Price List Inventory ....

'

Pl.1

Respond to Part

Inquiry

c .......

Supplier

~ Supplier Information IDl2I Suppliers

Generate P/O Details • iDllJ P/O details Purchase Order

P/O (P/O)

P2.4 ~

~ P/O Heading

Process Inventory Information

-

'" Inventory , P/0 Closed Information D14 Purchase Order Received ~

' P/0 Details

P/0 Heading

Delivery Bill ,, P2.5 P2.6

c'

Prepare ~

Supplier ~ Payment . Purchase and

Payment Inventory

Report i b

j l !

Invoice, Receipt Report • i Management . '

Figure 3.5. Level 1 Proposed Data Flow Diagram oflnventory Subsystem.

24

jo 31

I

I

00 s uant1ty Tool's Stock Quantity

;;..\ D8 Tools Information - P2.2.1 -T I' Q

Material's Stock Quantity Material's Quantity

:::-: D9 Materials Information - Check -Part's Quantity

Inventory

Part's Stock Quantity 1

Status

Parts Information -·;::

1

D10. -j

Pl.1 Part Name

Respond to Part Inquiry Response Part

Inquiry ..:::

P2.2.2 Quantity Information -::::

Update Stock Quantity

Qty Ordered (Stock Qty - Inventory Requisitions I D7 I Requisitions Part Orders ;;.. Qty Used - ~

Qty Ordered)

Updated Stock Quantity

P2.2.3

Define Inventory Purchase

Purchase List

1'

Current Supplier Informati<?_n P2.2.4 Suppliers

~

..... Inauirv - c

New Supplier Information Consider -the Supplier

Supplies Appropriate ~ Price List

;;.. Supplier ~

Supply History

Figure 3.6. Level 2 Proposed Data Flow Diagram of Handle Inventory of Inventory Subsystem.

25

12j

I

[6

Ds I

D9 I

\D 101

P2.2

Handle Inventory

Suppliers

Tools

Materials

Parts

c'

Supplier

Figure 3.7.

P2.3.1

Purchase List with Supplier P/O Heading . _ \Dt4\ Purchase Orders Generate

P/O No & Date

P/O Heading

1t'

P2.3.2

Supplier Address

- Enter Supplier address

P/0 Heading & Supplier Address

' Tool Information . P2.3.3 -

Material Information . Enter Item

Part Information purchased

-

Inventory Purchased Details

1J

P2.3.4

Purchase Order Purchase Details~ I Dll I ~ P/O Details ~ Enter

P/0 Details

Level 2 Proposed Data Flow Diagram of Generate Purchase Order of Inventory Subsystem.

26

P2.4.1 ~ P/O Heading [D14[ Purchase orders -

~ ~

Retrieve P/O Details

Purchase Order _ Information [D1:[ Information - P/O Details

.....

Incorrect Inventory delivered c ... -...

Delivery Bill Supplier ormation P/0 Inf

Figure 3.8.

P/O status

' '. P2.4.2

Supply Information ; :D13 Supplies

Check Physical Correct inventory delivered

inventory

• P2.4.3

Close P/O

Inventory Received Information

... P2.4.4

Updated Tool's stock quantity ;; : Ds j Tools

Update Updated Material's stock quantity _ 1 l

... -1 D9 Materials Inventory

Information Updated Part's stock quantity

• :D1cil Parts

Level 2 Proposed Data Flow Diagram of Process Inventory Received of IElventory Subsystem.

27

P2.4.2 P2.4.4.1

Check Inventory Received Informati~n Retrieve Inventory

Code and Physical

Quantity inventory Received

Quantity Received

'r Current

I os ! Tools Tool Stock Quantity - P2.4.4.2 Tool Quantity

... 11 os ! Tools

Material Stock Quantity Calculate Current Current Material Quantity

I og I Materials ~: 09 j Materials Stock Quantity Current

Part Stock Quantity (Stock Quantity + Part Quantity 10101 Parts - :0101 Parts ~ Quantity Received)

Figure 3.9. Level 3 Proposed Data Flow Diagram of Update Inventory Information of Process Inventory Received oflnventory Subsystem.

28

/b) The Entity Relationship Diagram

The entity relationship diagram defines how each data entity relates to

the others. In other words, it is a data modeling that depicts data in terms of

the entities and relationships described by the data. The entity relationship

diagram is represented in Appendix A.

Data Dictionary

Data dictionary defines the meaning of each attribute in the entity

relationship diagram of Sales and Inventory Information System. Data

dictionary is represented in Appendix B.

( d) User Interface Design

The user interface designs are the design of the entire interface screens

for the proposed system. The author tries to design the input screen to meet

the user's requirements and also can satisfy the objectives of accuracy,

effectiveness, consistency, ease of use, and simplicity. The following user

interface design is represented in Appendix C.

(1) Security Authorization Screen will be used for login security reason.

The correct user name and password are a must to log in to a system.

(see Figure C.1).

(2) Main Menu Screen is to show the main function of the system that

provides convenience for user interface (see Figure C.2). The main

menu includes Data Maintenance, Transaction Recording and Report

functions.

(3) Data Maintenance Screen is to enter the facts of data as well as the

routine updates to stored data (see Figure C.3). This screen contains

29

the five operations; Customer Information, Supplier Information,

Product Information, Inventory Information, and Supply Infonnation.

( 4) Customer Information Screen is designed to keep, view, add, update

and delete the customer information of the company (see Figure C.4).

(5) Supplier Information Screen is designed to view, create, add, update

and delete supplier information (see Figure C.5).

(6) Product Information Screen is designed to create, view, add, update

and delete the boiler information (see Figure C.6).

(7) Inventory Information Screen is designed to create, view, add, update

and delete Spare Part, Tool, and Material information (see Figures

C.7, C.8, C.9, C.10).

(8) Supply Information Screen is to record and modify the inventory

supply history of each supplier (see Figure C.11).

(9) Transaction Recording Screen is to process the data of routine

transactions. The user can respond to the business transactions which

are Order Entry, Job assignment, Requisition, and Purchase Order (see

Figure C.12).

(10) Order Entry Screen is to process either the part or boiler order as soon

as the purchasing order is issued from the customer (see Figures C.13,

C.14, C.15, C.16).

(11) Job Screen is to add, update, and delete the job infomrntion which is

assigned by each boiler order (see Figure C.17).

(12) Requisition Screen is to record or modify the inventory requisition of

the job (see Figure C.18).

30

(13) Purchase Order Screen is to record, update, delete the purchase order

information which is approved by the purchasing/store manager (see

Figure C.19).

(14) Report Screen shows the list of reports generated by the system. The

selected report will be displayed on the screen and also printed out if

the user wishes. Some report options contain the sub-menu for the

user to query the desired information. (see Figure C.20)

(e) Output Reports

The output reports are the reports generated by the proposed system.

The following output reports are represented in Appendix D.

(1) BoilerList (seeFigureD.1)

(2) Part List (see Figure D.2)

(3) Tool List (see Figure D.3)

(4) Material List (see Figure D.4)

(5) Supplier by Item Report (see Figure D.5)

(6) Supply History (see Figure D.6)

(7) Purchase Report (see Figure D.7)

(8) Purchase Order (see Figure D.8)

(9) Sales Report (see Figure D.9)

(1 O) Sales by Part monthly report (see Figure D.10)

(11) Sales by Boiler annually report (see Figure D.11)

(12) Sales by Customer report (see Figure D.12)

(13) Invoice (see Figure D.13)

31

(f) Database Design

The database design includes decisions about the nature and contents

of the database. It shows field name, field type, index, unique, nullable,

foreign key to table, check, and key type, length of the field name. The

database design is represented in Appendix E.

(g) Process Specification

It shows the processing details of the Sales and Inventory Data Flow

Diagram (Figures 3.1-3.9). The details include Process No., Process Name,

Data In, Data Out, Process, and Attachment. The process specification is

represented in Appendix F.

(h) User's Manual

The user's manual is a guide written to help the users to operate the

proposed system. In the application, the online reference is also provided to

help the user to use the application created in Microsoft Visual Basic 6.0.

This user's manual explains step by step the operation of how to create, add,

delete, and modify records. It is represented in Appendix G.

3.3 Hardware and Software Requirements

The proposed specification consists of two parts that are hardware and software

specifications.

(a) Hardware Requirements

(1) File server 1 set

(a) CPU Intel Pentium III 800

(b) SD RAM 128 MB Bus 133 MHz

(c) Harddisk 20.5 GB 7200 RPM Quantum

( d) Medium Tower Case

32

(e) Floppy Drive 1.44 MB

(f) CD ROM 50x

(g) Monitor 17" Digital

(h) Keyboard 108 keys support Windows98

(2) Workstation 3 sets

(a) CPU Intel Celeron 633 MHz

(b) SDRAM64MB

(c) Harddisk 10.2 GB 7200 RPM Quantum

(d) Medium Tower Case

(e) Floppy Disk Drive 1.44 MB

(f) CDROM50x

(g) Monitor 15" Digital

(h) Keyboard 108 keys support Windows 98

(3) Printer 1 set

(a) Laser Printer (HP LaserJet 1100)

( 4) Print Server 1 set

(5) Scanner

(a) AcerScan Prisa 640U

(6) UPS (Uninterruptible Power Supply)

(a) SYNDOME UPS Rating 1,200 VA

(7) Network Peripheral

(a) UTP Cable

(b) Lanbit Multi Switching (Hub) 8 port

( c) Ethernet LAN card I 01100 Mbps

33

(b) Software Requirements

(1) Network Operating System

(a) Microsoft Windows 2000 Server

(2) Operating System

(a) Microsoft Windows 2000 Professional

(3) System Development Software

(a) Microsoft Visual Studio 98

(b) Microsoft Office 97 Professional Edition

3.4 Network Specification

The objectives of this network are sharing resources such as database or files or

printers, multiple users can access to the system at the same time, controlling or using

the system at different place in the organization.

This system is designed to use Star Topology that uses Hub to be the center of the

connecting workstations (Figure 3 .10).

The components of the network configuration are defined as follows:

(1) Network Topology Star Topology

(2) Interconnection Hub 8 ports

(3) Wiring and cable UTP 4 pairs Category-5

(4) Server PCs File Server

(5) Workstation PCs

(6) Network operation Microsoft Windows 2000 Server

(7) Network interface card Ethernet LAN card 1Oil00 Mbps

34

w

Vi

Pur

chas

ing/

Sto

re D

ep

art

me

nt

File

Ser

ver

i --e llQ

=:

;,,,.

1

Sca

nner

1

I~~~ D

DH

DD

-

Lase

r pr

inte

r P

rint

Ser

ver

U.P

.S.

D

Wor

ksta

tion

Wor

ksta

tion

Wor

ksta

tion

Fig

ure

3.10

. N

etw

ork

Con

figu

rati

on o

f the

Pro

pose

d S

yste

m.

V; ~

~

re)

'"'""

\.~·"

~~:,

~,-·~.

C:.:J

1·-~

-.~

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.,. ~-~ ..

"= ~

':.~I

.. :) ..

3.5 Security and Control

(a) User-Oriented Access Control

(1) The user identification (user ID) and password are assigned only to the

authorized persons. When users sign on to the system, they are

required to supply, not only their user ID, but also a password. The

password is subjected to change every 3 months to keep security.

(2) The system allows a user to logon only if that password is known to

the system and to legitimate users of the user ID concerned.

(3) Different users will typically have different privileges (UPDATE,

RETRIEVE, DELETE, etc.) on the same object. Only a few users,

such as the managing director and the general manager, have

authorizations to update the boiler price and the specifications in the

database while the sales coordinator cannot. Instead, the sales

coordinator can only read the boiler file.

( 4) The system can support the user group 'Jy sharing the same group

"user ID". This provides a way of allowing everyone concerned in the

same system to share the same privileges.

(b) Physical Security

(1) The failure of the main electricity supply causes interruption to the

function of the computer facility or telecommunication network. UPS

(Uninterruptible Power Supply) is used to supply power in case of

main electricity supply shortage. Special detectors combined with

removal or extractor fans and filters in the computer room and

surrounding area are installed in order to protect against dust and

smoke.

36

(2) The staffs are not allowed to eat, drink, or smoke while working with

the computer. These actions can cause damage to the computer.

(3) Workers and outsiders are not allowed to enter the computer section to

prevent any harm to the computer.

(c) Other Security

(1) The system must provide message or solutions to the users when the

error occurs. The error should be corrected immediately after it is

recovered on report.

(2) The confidential reports must be kept m categorized file for

managerial planning.

(3) Staffs have to backup file everyday for the ease of data recovery in

case when risk occurred. Risks can occur intentionally and

unintentionally, such as theft, earthquake, fire, human error, etc.

( 4) A virus-checking program will be installed for scanning virus before

runmng any program. The staff will update the virus-checking

program every 6 months.

3.6 Cost-Benefit Analysis

(a) Cost Analysis

First, we will analyze the cost of the existing system which is based

on the manual system. The cost is divided into two categories: fixed cost

and armual operating cost. Fixed cost incurs only in the first year of

operation, in the contrary, operating cost recurs and increases by 20% each

year. The estimated existing system cost in details is shown in Table 3.1.

The proposed system cost is classified into two categories. There are

development cost and annual operating cost. Development costs are costs

37

associated with developing a system. They are onetime costs that will not

recur after the project has been completed. Operating costs are costs

associated with operating a system which recur throughout the lifetime of

the system. Table 3.2 shows the estimated cost of the proposed system in

details.

(b) Benefit Analysis

We classify benefits of the proposed system into tangible and

intangible benefits.

(1) Tangible Benefits

Reduction of office supplies cost

Reduction of sales and inventory loss

Saving on personnel not needed

Reduction of the overtime salary expense

Reduction of fringe benefit for those employees

Total Tangible Benefits

(2) Intangible Benefits

Baht

2,400

50,000

58,000

288,000

49,100

447 500

These benefits are difficult to quantify in value. The proposed

system provides the intangible benefits, which are summarized as

follows:

(1) Providing faster order processing time.

(2) Better customer relation.

(3) Providing timely and accurate reports to support decision

making especially for the management level.

( 4) Facilitating the ease of work for the employee.

(5) Better communication between manager and staffs.

38

w

\D

Tab

le 3

.1.

The

Est

imat

ed C

ost o

f the

Exi

stin

g S

yste

m,

Bah

t.

Cos

t Ite

ms

Fix

ed C

ost:

Har

dwar

e C

ost:

Per

sona

l C

ompu

ter

Pri

nter

(H

P L

aser

Jet

1100

) T

otal

Har

dwar

e C

ost

Sof

twar

e C

ost:

Mic

roso

ft W

indo

ws

98

Mic

roso

ft O

ffic

e 97

T

otal

Sof

twar

e C

ost

Tot

al F

ixed

Cos

t

Ann

ual

Ope

rati

ng C

ost:

Sala

ry:

Sale

s M

anag

er

1 pe

rson

@15

,000

/mon

th

Sale

s C

oord

inat

or

1 pe

rson

@8,

000/

mon

th

Sale

s E

ngin

eer

l pe

rson

@10

,000

/mon

th

Pur

chas

ing/

Sto

re M

anag

er

1 pe

rson

@15

,000

/mon

th

Sto

re C

ontr

olle

r 1

pers

on@

8,00

0/m

onth

R

ecei

ving

Cle

rk

1 pe

rson

@6,

000/

mon

th

Ove

rtim

e Sa

lary

Exp

ense

6

pers

ons

@4,

000/

mon

th

Tot

al A

nnua

l S

alar

y C

ost

1 8,00

0.00

4,

000.

00

12,0

00.0

0

2,00

0.00

4,

000.

00

6,00

0.00

18,0

00.0

0

180,

000.

00

96,0

00.0

0 12

0,00

0.00

18

0,00

0.00

96

,000

.00

72,0

00.0

0 28

8,00

0.00

1,

032,

000.

00

Yea

rs

2 3

4 5

8,00

0.00

8,

000.

00

8,00

0.00

8,

000.

00

4,00

0.00

4,

000.

00

4,00

0.00

4,

000.

00

12,0

00.0

0 12

,000

.00

12,0

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0 12

,000

.00

2,00

0.00

2,

000.

00

2,00

0.00

2,

000.

00

4,00

0.00

4,

000.

00

4,00

0.00

4,

000.

00

6,00

0.00

6,

000.

00

6,00

0.00

6,

000.

00

18,0

00.0

0 18

,000

.00

18,0

00.0

0 18

,000

.00

216,

000.

00

259,

200.

00

311,

040.

00

373,

248.

00

115,

200.

00

138,

240.

00

165,

888.

00

199,

065.

60

144,

000.

00

172,

800.

00

207,

360.

00

248,

832.

00

216,

000.

00

259,

200.

00

311,

040.

00

373,

248.

00

115,

200.

00

138,

240.

00

165,

888.

00

199,

065.

60

86,4

00.0

0 10

3,68

0.00

12

4,41

6.00

14

9,29

9.20

34

5,60

0.00

41

4,72

0.00

49

7,66

4.00

59

7,19

6.80

1,

238,

400.

00

1,48

6,08

0.00

1,

783,

296.

00

2,13

9,95

5.20

.j::

. 0

Tab

le 3

.1.

The

Est

imat

ed C

ost

of t

he E

xist

ing

Syst

em, B

aht

(Con

tinue

d).

Cos

t It

ems

1 E

xpen

ses:

S

oftw

are

Mai

nten

ance

and

Upg

rade

4,

000.

00

Har

dwar

e M

aint

enan

ce:

Par

t and

Lab

or

2,00

0.00

T

otal

Exp

ense

s 6,

000.

00

Uti

lity

Cos

t: E

lect

rici

ty

2,00

0.00

T

elep

hone

1,

500.

00

Wat

er

500.

00

Tot

al U

tility

Cos

t 4,

000.

00

Off

ice

Supp

lies

Cos

t: S

tati

onar

y 1,

200/

mon

th

14,4

00.0

0 A

4 P

aper

15

0/m

onth

1,

800.

00

Ton

er C

artr

idge

2

unit

s @

2, 1

00

4,20

0.00

D

iske

tte

5 bo

xes

@12

0 60

0.00

P

repr

inte

d Fo

1m

3,00

0.00

T

otal

Ann

ual

Off

ice

Sup

plie

s C

ost

24,0

00.0

0

Tot

al A

nnua

l O

pera

ting

Cos

t 1,

066,

000.

00

Yea

rs

2 3

4 5

4,80

0.00

5,

760.

00

6,91

2.00

8,

294.

40

2,40

0.00

2,

880.

00

3,45

6.00

4,

147.

20

7,20

0.00

8,

640.

00

10,3

68.0

0 12

,441

.60

2,40

0.00

2,

880.

00

3,45

6.00

4,

147.

20

1,80

0.00

2,

160.

00

2,59

2.00

3,

110.

40

600.

00

720.

00

864.

00

1,03

6.80

4,

800.

00

5,76

0.00

6,

912.

00

8,29

4.40

17,2

80.0

0 20

,736

.00

24,8

83.2

0 29

,859

.84

2,16

0.00

2,

592.

00

3,11

0.40

3,

732.

48

5,04

0.00

6,

048.

00

7,25

7.60

8,

709.

12

720.

00

864.

00

1,03

6.80

1,

244.

16

3,60

0.00

4,

320.

00

5,18

4.00

6,

220.

80

28,8

00.0

0 34

,560

.00

41,4

72.0

0 49

,766

.40

1,27

9,20

0.00

1,

535,

040.

00

1,84

2,04

8.00

2,

210,

457

.60

Tab

le 3

.2.

The

Est

imat

ed C

ost

of t

he P

ropo

sed

Syst

em,

Bah

t.

Cos

t Ite

ms

Yea

rs

1 2

3 4

5

Dev

elop

men

t Cos

ts:

Har

dwar

e C

ost:

Fil

e S

erve

r (1

set

) 12

,000

12

,000

12

,000

12

,000

12

,000

W

orks

tati

on (

3 se

ts)@

50,

000

30,0

00

30,0

00

30,0

00

30,0

00

30,0

00

Pri

nt S

erve

r ( 1

set

) 2,

000

2,00

0 2,

000

2,00

0 2,

000

Las

er P

rint

er (

1 se

t)

4,09

0 4,

090

4,09

0 4,

090

4,09

0 S

cann

er

900

900

900

900

900

UPS

120

0VA

(1 s

et)

2,50

0 2,

500

2,50

0 2,

500

2,50

0 N

etw

ork

Per

iphe

ral

3,50

0 3,

500

3,50

0 3,

500

3,50

0 T

otal

Har

dwar

e C

ost

54,9

90

54,9

90

54,9

90

54,9

90

54,9

90

Sof

twar

e C

ost:

Net

wor

k O

pera

ting

Sys

tem

12

,000

12

,000

12

,000

12

,000

12

,000

+:>

. _.

W

orks

tati

on O

pera

ting

Sys

tem

3

sets

@

15,0

00

9,00

0 9,

000

9,00

0 '9

,000

9,

000

Mic

roso

ft V

isua

l St

udio

98

4 se

ts

@34

,000

27

,200

27

,200

27

,200

27

,200

27

,200

M

icro

soft

Off

ice

97 P

rofe

ssio

nal E

diti

on 4

set

s @

26,2

00

16,9

60

16,9

60

16,9

60

16,9

60

16,9

60

Tot

al S

oftw

are

Cos

ts

65,1

60

65,1

60

65,1

60

65,1

60

65,1

60

Peo

plew

are

Cos

t: S

yste

m A

naly

sis

and

requ

irem

ent

dete

rmin

atio

n 40

hou

rs

20,0

00

20,0

00

20,0

00

20,0

00

20,0

00

Sys

tem

Des

ign

(80

hour

s)

56,0

00

56,0

00

56,0

00

56,0

00

56,0

00

Tot

al P

eopl

ewar

e C

ost

86,0

00

86,0

00

86,0

00

86,0

00

86,0

00

Impl

emen

tati

on C

ost:

Sof

twar

e de

velo

pmen

t an

d tr

aini

ng c

ost

100,

000

100,

000

100,

000

100,

000

100,

000

Tot

al D

evel

opm

ent C

ost

297,

150

297,

150

297,

150

297,

150

297,

150

+:>.

N

Tab

le 3

.2.

The

Est

imat

ed C

ost

of t

he P

ropo

sed

Syst

em,

Bah

t (C

onti

nued

).

Cos

t It

ems

1 P

roje

cted

Ann

ual

Ope

rati

ng C

osts

: Pe

rson

nel:

Sale

s M

anag

er

1 pe

rson

@15

,000

/mon

th

180,

000.

00

Sale

s E

ngin

eer

1 pe

rson

@l 0

,000

/mon

th

120,

000.

00

Pur

chas

ing/

Sto

re M

anag

er

1 pe

rson

@15

,000

/mon

th

180,

000.

00

Stor

e C

ontr

olle

r 1

pers

on @

9,00

0/m

onth

10

8,00

0.00

P

art-

Tim

e P

rogr

amm

er/A

naly

st

1 pe

rson

@

5,00

0/m

onth

60

,000

.00

Ope

rato

r 1

pers

on

@8,

000/

mon

th

96,0

00.0

0 T

otal

Per

sonn

el C

osts

74

4,00

0.00

Exp

ense

s:

Sof

twar

e M

aint

enan

ce a

nd U

pgra

de

10,0

00.0

0 H

ardw

are

Mai

nten

ance

: P

art

and

Lab

or

20,0

00.0

0 T

otal

Exp

ense

s 30

,000

.00

Uti

liti

es C

ost:

Ele

ctri

city

6,

000.

00

Tel

epho

ne

1,00

0.00

W

ater

50

0.00

T

otal

Util

ities

Cos

t 7,

500.

00

Off

ice

Supp

lies

Cos

t: S

tati

onar

y 60

0/m

onth

7,

200.

00

A4

Pap

er

400/

mon

th

4,80

0.00

T

oner

Car

trid

ge

4 un

its

@2,

100

8,40

0.00

D

iske

tte

10 b

oxes

@

120

1,20

0.00

T

otal

Off

ice

Supp

lies

Cos

t 21

,600

.00

Tot

al P

roje

cted

Ann

ual

Ope

rati

ng C

osts

79

5,60

0.00

Yea

rs

2 3

4 5

216,

000.

00

259,

200.

00

311,

040.

00

373,

248.

00

144,

000.

00

172,

800.

00

207,

360.

00

248,

832.

00

216,

000.

00

259,

200.

00

311,

040.

00

373,

248.

00

129,

600.

00

155,

520.

00

186,

624.

00

223,

948.

80

72,0

00.0

0 86

,400

.00

103,

680.

00

124,

416.

00

115,

200.

00

138,

240.

00

165,

888.

00

199,

065.

60

892,

800.

00

1,07

1,36

0.00

1,

285,

632.

00

1,54

2,75

8.40

12,0

00.0

0 14

,400

.00

17,2

80.0

0 20

,736

.00

24,0

00.0

0 28

,800

.00

34,5

60.0

0 41

,472

.00

36,0

00.0

0 43

,200

.00

51,8

40.0

0 62

,208

.00

7,20

0.00

8,

640.

00

10,3

68.0

0 12

,441

.60

1,20

0.00

1,

440.

00

1,72

8.00

2,

073.

60

600.

00

720.

00

864.

00

1,03

6.80

9,

000.

00

10,8

00.0

0 12

,960

.00

15,5

52

8,64

0.00

10

,368

.00

12,4

41.6

0 14

,929

.92

5,76

0.00

6,

912.

00

8,29

4.40

9,

953.

28

10,0

80.0

0 12

,096

.00

14,5

15.2

0 17

,418

.24

1,44

0.00

1,

728.

00

2,07

3.60

2,

488.

32

25,9

20.0

0 31

,104

.00

37,3

24.8

0 44

,789

.76

954,

720.

00

1,14

5,66

4.00

1,

374,

796.

80

1,64

9,75

6.16

( c) Cost Comparison

Table 3.3 and Table 3.4 show the accumulated cost of the existing

manual and proposed computerized system when implemented over five

years with the static rate increase in operating cost of 20% annually. Both

of the system cost figures are compared and shown in Table 3.5

Breakeven Analysis Chart is for determining the period of years when

the accumulated cost of the existing system and the proposed system are in

equilibrium. Figure 3.11 illustrates the accumulated cost comparison

between the manual and the computerized system by means of line graph.

From this figure, the break-even point is approximately 0.25 years. The

company has to invest in the computerized system more than in the manual

system, but the cost of both systems will be equal when the system is

implemented for only 3 months. After the equilibrium point, the cost of

computerized system tends to be lower as the year goes by. Therefore, it is

much cheaper in the long term if the computerized system is implemented

by our system.

Payback Analysis. System development costs are incurred long before

benefits begin to accrue, so it will take some time for the benefits to

overtake the costs. This period of time is called the "payback period".

Payback analysis determines how much time will lapse before accrued

benefits overtake accrued and continuing costs. With adjusted costs and

benefits at the discount rate of 12% to account for the time value of money

and the operation and maintenance cost is increased by 20% each year, the

payback period of the proposed system is approximately 2.4 years. (see

Table 3.6 and Figure 3.12)

43

.)::

. .)

::.

Tab

le 3

.3.

Fiv

e Y

ears

Acc

umul

ated

Exi

stin

g C

ost,

Bah

t.

Cos

t It

ems

Yea

r 1

Yea

r2

Fix

ed C

ost

18,0

00.0

0 18

,000

.00

Ann

ual

Ope

rati

ng C

ost

(20%

inc

reas

e)

1,06

6,00

0.00

1,

279,

200.

00

Tot

al C

ost

1,08

4,00

0.00

1,

297,

200.

00

Acc

umul

ated

Cos

t 1,

084,

000.

00

2,38

1,20

0.00

Tab

le

3.4.

F

ive

Yea

rs A

ccum

ulat

ed C

ompu

teri

zed

Cos

t, B

aht.

Cos

t It

ems

Yea

r 1

Yea

r 2

Dev

elop

men

t C

ost

297,

150

.00

297,

150.

00

Ann

ual

Ope

rati

ng C

ost

(20%

inc

reas

e)

795,

600.

00

954,

720.

00

Tot

al C

ost

1,09

2,75

0.00

1,

251,

870.

00

Acc

umul

ated

Cos

t 1,

092,

750.

00

2,34

4,62

0.00

Tab

le 3

.5.

The

Com

pari

son

of t

he S

yste

m C

osts

, B

aht.

Cos

t It

ems

Yea

r 1

Yea

r2

Acc

umul

ated

Exi

stin

g C

ost

1,08

4,00

0.00

2,

381,

200.

00

Acc

umul

ated

Com

pute

rize

d C

ost

1,09

2,75

0.00

2,

344,

620.

00

Yea

r 3

Yea

r4

Yea

r 5

18,0

00.0

0 18

,000

.00

18,0

00.0

0

1,53

5,04

0.00

1,

842,

048.

00

2,21

0,45

7.60

1,55

3,04

0.00

1,

860,

048.

00

2,22

8,45

7.60

3,93

4,24

0.00

5,

794,

288.

00

8,02

2,74

5.60

Yea

r 3

Yea

r4

Yea

r 5

297,

150.

00

297,

150.

00

297,

150.

00

1,14

5,66

4.00

1,

374,

796.

80

1,64

9,75

6.16

1,44

2,81

4.00

1,

671,

946.

80

1,94

6,90

6.16

3,78

7,43

4.00

5,

459,

380.

80

7,40

6,28

6.96

Yea

r 3

Yea

r4

Yea

r 5

3,93

4,24

0.00

5,

794,

288.

00

8,02

2,74

5.60

3,

787,

434.

00

5,45

9,38

0.80

7,

406,

286.

96

9,00

0,00

0.00

8,00

0,00

0.00

7,00

0,00

0.00

:E

6,00

0,00

0.00

co co

------

··--

---·

-...

..

-+-A

ccu

mu

late

d C

ompu

teriz

ed C

ost

Ci)-

5,00

0,00

0.00

0 0 "O

Q

) --

£!-

Acc

um

ula

ted

Man

ual

Cos

t Cil

4

,00

0,0

00

.00

:3

E

N

ote:

Yea

r 1

is t

he S

tart

ing

Poi

nt

.j::..

::

l ()

Vl

()

<t:

3,00

0,00

0.00

1

Bre

ak-e

ven

Poi

nt

\

2,00

0,00

0.00

1,00

0,00

0.00

0.

25 y

ears

, O

pe

ratio

n

0.00

0 2

3 4

5 Y

ears

Fig

ure

3. 1

1.

Cos

t C

ompa

riso

n be

twee

n E

xist

ing

and

Pro

pose

d S

yste

m.

.j::..

°"

Tab

le 3

.6.

Pay

back

Ana

lysi

s, B

aht.

Cos

t Ite

ms

Dev

elop

men

t co

st:

Ope

rati

on a

nd m

aint

enan

ce c

ost:

Dis

coun

t fa

ctor

s fo

r 12

%:

Tim

e-ad

just

ed c

ost (

Adj

uste

d to

Pre

sent

Val

ue):

Cum

ulat

ive

tim

e-ad

just

ed c

osts

ove

r lif

etim

e:

Ben

efit

s de

rive

d fr

om o

pera

tion

of n

ew s

yste

m:

Dis

coun

t fa

ctor

s fo

r 12

%:

Tim

e ad

just

ed b

enef

its

(adj

uste

d to

pre

sent

val

ue):

Cum

ulat

ive

tim

e-ad

just

ed b

enef

its

over

life

time:

Cum

ulat

ive

life

tim

e ti

me-

adju

sted

co

sts+

ben

efit

s:

Yea

rO

-570

,750

1.00

0

-570

,750

-570

,750

-

1.00

0

- -

-570

,750

Yea

r 1

Yea

r2

-193

,500

-2

32,2

00

0.89

3 0.

797

-172

,796

-1

85,0

63

-743

,546

-9

28,6

09

447,

500

537,

000

0.89

3 0.

797

399,

618

427,

989

399,

618

827,

607

-343

,928

-1

01,0

02

Yea

r 3

Yea

r4

Yea

r 5

-278

,640

-3

34,3

68

-401

,242

0.71

2 0.

636

0.56

7

-198

,392

-2

12,6

58

-227

,504

v·

f"I

""?

-1,1

27,0

01

-1,3

39,6

59

-1,5

67, 1

63

. c;,

"''"'

644,

400

773,

280

927,

936

Vi"

, .. : .. r:. .. ~

0.71

2 0.

636

0.56

7 c

.,

·-~~

~ .

. ·,,

458,

813

491,

806

526,

140

r ..... ,

,:"

'· "'-~

t~

1,28

6,41

9 1,

778,

225

2,30

4,36

5 - '--<

159,

419

438,

567

737,

202

1000

000

8000

00

6000

00

I P

ayba

ck P

erio

d =

2 .4

yea

rs

4000

00

:E

C<l

co u5

2000

00

0 0 Q)

.2:: ro

0 :;

E

::J

.j:::.

. 0

3 5

Yea

rs

4 -..

..)

-200

000

-400

000

-600

000

-800

000

1 i--+-

-Cu

mu

lativ

e l

ifetim

e-a

dju

ste

d c

ost

s+b

en

efi

ts

I .

. ...

·---

---

...

-

Figu

re

3.12

. Pa

ybac

k A

naly

sis

Cha

rt.

IV. PROJECT IMPLEMENTATION

The system implementation is the construction of the new proposed system and

the delivery of the new system into operation. The construction phase is actually part of

a design/construction loop that implements rapid application development. After

several iterations of the design/construction loop, we will have built the functional

system to be implemented. The purpose of the delivery phase is to smoothly convert

from the old system to the new system. In order to achieve the purpose of the

construction and delivery phase, we must accomplish the following activities:

4.1 Construction Phase

(a) Build and Test Network

The purpose is to test the new computer networks after we built the

network according to the network design requirements.

This activity can be summarized as follows:

(1) Review the network design requirements outlined m the technical

design statement developed during system design

(2) Construct and then test new network.

(3) Revise network specifications for future reference.

(b) Build and Test Database

This task must immediately precede other programmmg activities

because databases are the resources shared by the computer programs to be

written.

(1) Review the technical design statement for database design

requirements.

48

(2) Locate production databases that may contain representative data for

testing database tables. Otherwise, generate test data for database

tables.

(3) Build the database

(4) Load tables with sample data

(5) Revise database schema as necessary for future reference.

(c) Write and Test New Program

The program will be developed in-house and tested at the stub testing

level, unit testing level, to the system level testing which will be done on the

delivery phase.

This activity can be summarized as follows:

(1) Review the design specifications.

(2) Develop the detailed programming plan.

(3) Coding

( 4) Conduct stub and unit testing

(5) Update program documentation for future reference.

(6) Place the reusable components in the software library.

4.2 Delivery Phase

(a) System Testing

All software packages, custom-built programs, and any existing

programs that comprise the new system must be tested to ensure that they all

work together.

( 1) Obtain system test data

49

(2) Ensure that all software packages, custom-built programs, and any

existing programs have been installed and that unit testing has been

completed.

(3) Perform tests to check that all programs work properly together,

making appropriate revisions as needed and testing again.

(4) Record any modifications.

(b) Training

After testing, users will be given on-the-job training for the use of the

new system and the activities needed to perform the system. The team also

provides hand-on and handout to the users for their reference of the new

system. The purpose is to provide training and documentation to system

users to prepare them for a smooth transition to the new system.

( c) Conversion Plan

The conversion strategy employed by this project will be parallel

convers10n. Under this approach, both the old and new systems are

operated for some period of time until all maJor problems in the

computerized system have been solved before the manual system is

discarded. This strategy minimizes the risk of major flaws in the new

system causing irreparable harm to the business. However, the duplication

of efforts for users are required. During this critical phase, the development

team may continue training the users on an as-needed basis. The team will

also anticipate the problems and prepare to correct them.

50

V. CONCLUSIONS AND RECOMMENDATIONS

5.1 Conclusions

The existing Sales and Inventory Information System for Chong Charoen

Charkkol (1991) Co., Ltd. is mostly based on a manual system. The main problems are

the complex and time-consuming in gathering the information, no data sharing between

departments, the reports are not generated timely and accurately as needed, and the

insufficiency of existing security system. Therefore, the system development team has

been set up to be responsible for developing the new computerized system to solve

those existing problems.

The existing data flow management is improved by assigning each boiler order a

job number and recording the job requisition transactions for the efficiency of cost

controlling. In addition, the handling of inventory is done with more sophisticated

process. The proposed system offers better services to customers such as the faster

order processing time, and the on-time manufacturing. The sales, purchasing and store

staffs gain high morale and can produce high productivity from the system efficiency.

The Client/Server architecture is developed. The specifications of the servers are

Pentium III 800 MHz, Microsoft Windows 2000 Server and three of the workstations

use Pentium III 633 MHz, Microsoft Windows 2000 Professional. The software tools

needed to design and build is Microsoft Visual Basic that is matured in technology. The

Database Management System developed to manage data is MS Access. The cost of

developing the proposed system is approximately 297,150 baht with the first year

operating cost of 795,600 baht. The operating cost will be increased by 20% annually.

However, the new system investment cost will be recouped after the 2.4 years of

implementation. The benefits obtained are the reduction of office supplies cost, the

51

reduction of salary, overtime, and fringe benefits of two unneccessary staffs, and the

most importantly, the reduction from sales and inventory control loss.

Table 5.1 shows the time performance on each process of the proposed system

compared with the existing system.

Table 5.1. The Degree of Achievement of the Proposed System.

Process Existing System Proposed System

Order Entry Process 30 mins. 10 mins. Report Generating Process 1 hr. 30 mins. Inventory Updating Process 2 hrs. 5 mins. Response to Inventory Requisition Process 15 mins. 5 mins.

Total 3 hrs. 45 mins. 50 mins.

Order Entry Process: With the existing system, the data entry officer has to check

the inventory availability manually for 15 minutes, search the inventory code for 5

minutes, and type and print the sales order for 5 minutes. On the other hand, the officer

can check the inventory availability immediately on her computer and print out the sales

order for the total of 10 minutes with the proposed system.

Report Generating Process: The reports are usually collected and generated

manually by looking in the past document. By operating the proposed system, the

reports can be generated automatically from the database.

Inventory Updating Process: The store controller usually updates the stock at the

end of each working day by calculating from the requisition records. The new

proposed system can update the stock immediately at the time of inventory requisition

or shipment by the supplier.

Response to Inventory Requisition Process: With the existing system, the

inventory availability has to be physically checked in the warehouse before allowing

52

requisition. By operating the proposed system, the inventory checking can be done

immediately at the user's computer.

5.2 Recommendations

The developed system is essentially required all appropriate documentation. As

the new information system will require some expandable uses in the future, the Joint

Application Development (JAD) technique should be used frequently as the

participative development among system owners, users, designers, and builders. The

development team needs to pay serious attention to the information system and its use

by the users and be prepared to maintain, fix and enhance it as the need and opportunity

become available.

The development team should foresee the problems, that may arise anytime, and

prepare to correct them. The team should also monitor the user's usage of the

information system, taking note of what the users like and dislike, patterns of user

usage, shortcut opportunities to improve the system's effectiveness, and so on. The

team should set up hotline help desk to support and answer any users' problems.

Training schedule should also be conducted to the users on an as-needed basis. The

database should be revised and redesigned regularly in order to cope with the increasing

volume of the information.

The sales and inventory information system may be combined with another

system, for example, accounting system, in order to give more power to the current

system. Moreover, the system can be developed based on the E-Commerce technology.

For example, the customers can order our products and also keep track of their orders

through our official web site. However, these activities must be approved by the

managing director.

53

APPENDIX A

THE ENTITY RELATIONSHIP DIAGRAM

Vl

.j:::.

.

Pur

chas

e_ o

rder

PO N

o <

PK

>

PO D

ate

PO T

ype

PO

Sta

tus

Sup

plie

r Id

<

FK

>

has

PO

_det

ails

PO n

o In

vent

oryC

ode

Qty

Ord

ered

U

nitC

ost

Buy

er

l;M-s

11pp

lies

to-+

<PK

> 

sup

plie

r S

ales

_ Ord

er

se

lls---------H

O

rder

No

<PK

> C

usto

mer

ID

< F

K>

Ord

erD

ate

<PK

> O

rder

No

Mod

el

Qty

.

e S

ellin

gPnc

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erm

s R

emar

k Jo

bNo

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> 

<F

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so

ld a

s

ft er

odel

pe

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city

ss

ure

Su

pp

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d

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upP

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el

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upH

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gene

rate

s F

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uses

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Figu

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The

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hip

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APPENDIX B

DATA DICTIONARY

Table B. l. Data Dictionary of the Entity Relationship Diagram of Sales and Inventory System.

Field Name Definition

Amount/Unit The total number of pieces contained in a unit of inventory.

Bill City The city of the customer to which the bill is placed.

BillPostalCode The postal code of the province to which the customer wants the bill to be placed.

BillProvince The province of the customer to which the bill is placed.

BillStreet The street address of the customer to which the bill is placed.

BusinessType A kind of industry that the customer performed. Buyer The staff who issues the purchase order. Capacity The boiler efficiency measured by kg/hr. CateDescription The explanation of category Category Id The identification of spare part category. CategoryName The category of each spare part. CustHomePage URL address of the customer CustomerContact The staff of customer whom sale department can contact. CustomerFax The facsimile no. of the customer billing address.

Customer Id The identification number of each customer in an ascending order.

Customer Name The company name of the customer. CustomerTel The telephone no. of the customer billing address CustomerTi tle The title of contacted staff.

Delivery The number of days the product will be shipped to the customer.

Description The inventory name and its description EndDate The exact date that the job completes.

FuelType The type of fuel consumed by boiler. It can be heavy oil, light oil, LPG Gas, Chaff.

Grade The quality grade of metal

InventoryCode The code of inventory which is classified into part, tool, and material.

JobNo The identification number of the job generating from each boiler order.

Manufacturer The manufacturing origin of spare part.

Max The maximum quantity that the inventory should have in stock.

Min The minimum quantity that the inventory should have in stock.

Model The code of each boiler specifications. Order Date The date that the sales order is generated.

OrderNo The identification number of each sales order in an ascending order.

Order Type The type of order can be tool, part, or material.

55

Table B.1. Data Dictionary of the Entity Relationship Diagram of Sales and Inventory System (Continued).

Field Name Definition Payment The terms of payment which are cash or credit (Net 30). PO Date The date of purchase order. PONo The no. of purchase order issued. POStatus The status of PIO can be "closed" or "opened" PO Type The type of purchase order; part, tool, material. Pressure The working pressure that can be produced by a boiler ProjEndDate The expected date that the job will complete. Qty The number of boiler sold in each sales order. QtyOrdered The quantity of item needed to be purchased. QtyOrdered The number of item purchased. QtyUsed The number of inventory requested.

Remark Additional information informed to the customer on each order.

Reorder The warning level that the inventory should be reordered. ReqDate The date that the inventory is requested. ReqNo The identification number of each requisition. SellingPrice The boiler selling price. ShipCity The city of customer to which the product is shipped.

ShipPostalCode The postal code of the customer province to which the product is shipped.

ShipProvince The province of customer to which the product is shipped.

Ship Street The street address of customer to which the product is shipped.

StartDate The date to begin the job. The progress of each job. The job status can be "work in

Status progress", "complete", "deli very", "installation", and "test-run".

StockQty The quantity of inventory in stock. Sub Total The total price of all products ordered excluding VAT 7%. SupHomePage The URL address of supplier.

Supplied Qty The overall quantity that each supplier supplied each inventory to the company.

Supplied Type The product type supplied by supplier. It can be part, tool, and material.

SupplierCity The city of supplier address.

SupplierContact The staff of the supplier whom purchasing officer can contact.

SupplierFax The facsimile number of supplier. Supplierld The supplier identification number. SupplierN ame The supplier company name. SupplierProvince The province of supplier address. SupplierStreet The office no. and street of supplier address. SupplierTel The telephone number of supplier. SupplierTitle The title of staff to be contacted.

56

Table B.1. Data Dictionary of the Entity Relationship Diagram of Sales and Inventory System (Continued).

Field Name Definition SupPostalCode The postal code of supplier address.

Terms Two options of payment; 2 installments or 3 installments. The terms are determined according to the boiler price.

Type The boiler types which are horizontal or vertical. UnitCost The cost per unit of item purchased. UnitMeasure The measurement unit of each inventory. UnitPrice The price per unit of spare part sold. VAT The 7% tax is included in the product price or not.

57

APPENDIX C

USER INTERFACE

Security Authorization .

Figure C.1. Security Authorization Screen.

iii;, Main Menu l!!llil El

Chong Charoen Char1dwl (199l)Co.,Ltd.

Figure C.2. Main Menu Screen.

58

Figure C.3. Data Maintenance Screen.

59

,-"'

'· ~f~~;;'t

Figure C.4. Customer Information Screen of Data Maintenance Menu.

60

iii, Supplier · · l!llil Ei

..

Figure C.5. Supplier Information Screen of Data Maintenance Menu.

61

°' Product l!lli! Ei

Boiler iJi!L' ··•:·;']i.>''•,>

Figure C.6. Boiler Information Screen of Data Maintenance Menu.

62

-~- ----------------------------------------------

Figure C.7. Spare Part Tab of Inventory Information Screen of Data Maintenance Menu.

63

Figure C.8. Part Category Tab ofinventory Information Screen of Data Maintenance Menu.

64

IO. lnvenlorp l!!lli!EJ

Jilli] .

Figure C.9. Tool Tab ofinventory Information Screen of Data Maintenance Menu.

65

Figure C.10. Material Tab of Inventory Information Screen of Data Maintenance Menu.

66

iii; Suppl.I' l!lli! £i

Figure C.11. Supply Information Screen of Data Maintenance Menu.

67

Figure C.12. Transaction Recording Screen.

68

Figure C.13. Order Tab of Order Entry Screen of Transaction Recording Menu.

69

Figure C.14. Customer Tab of Order Entry Screen of Transaction Recording Menu.

70

Figure C.15. Part Tab of Order Entry Screen of Transaction Recording Menu.

71

Figure C.16. Boiler Tab of Order Entry Screen of Transaction Recording Menu.

72

iii Job l!llilEi

Figure C.17. Job Information Screen of Transaction Recording Menu.

73

Figure C.18. Requisition Screen of Transaction Recording Menu.

74

iii Purchase Order ll!!llil Ei

Figure C.19.

•. Sub-TotY• I .... ·~ll:JJl,,,i;tf:· 'YAT 1%·~;~i.;·l2:::·~ . . ::m~;~b,;ti•:"· · r ~al : ;:C .J ·< ·•· .. ··• 7.:t:2:Ji~~'.· .

,, [BfO{f "_-,, Purchase Order

Purchase Order Screen of Transaction Recording Menu.

75

Figure C.20. Report Screen.

76

APPENDIX D

OUTPUT AND REPORTS

Par

t Rep

ort

Inve

nto

ry C

ode

Des

crip

tion

C

ateg

ory

ID

Man

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Uni

t of M

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Sto

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Min

M

ax

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1 P

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p C

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120

1 G

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pc.

3 5

10

2

P00

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y V

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N 2

5/40

2

AR

I pc

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5 10

2

P00

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0/65

2

AR

I pc

. 5

5 10

2

P00

4 S

top

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DN

10

0 2

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I pc

. 4

5 10

2

P00

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top

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5 10

2

P00

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ain

er

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D.3

. M

ater

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t.

Boiler Report

Model Type Capacity Pressure Fuel Type

CB 0204 Horizontal 200 10 LPG Gas

CB 0206 Vertical 200 10 Light Oil

CB 0207 Vertical 200 10 LPG Gas

CB 0202 Horizontal 200 10 Light Oil





CB 1008 Vertical 1000 10 Chaff



CB 1005 Vertical 1000 10 Heavy Oil


CB 1001 Horizontal 1000 10 Heavy Oil


CB 1504 Horizontal 1500 10 Chaff








CB 2004 Horizontal 2000 10 Chaff

CB 2008 Vertical 2000 10 Chaff






22 March 2001 Page I of 2

Figure D.4. Boiler Report.

80

Sales by Boiler by Year

For the end of year 2000

Order No Date Shipped Date Model Quantity

CCC8006/4 1010112000 1110312000

CB 6001

CCC 801314 2210212000 0810412000

CB 1503

CCC8020/4 1810312000 0210512000

CB 1501

CCC8025/4 2410412000 0810612000

CB 2002

CCC 802914 1610512000 3010612000

CB 0502

CCC8033/4 1410612000 2910712000

CB 1002

CCC 803914 0811012000 2211112000

CB 1006

CCC 804114 1511012000 2911112000

CB 6002

CCC 805914 0811112000 1711212000

CB 2003

CCC8064/4 2411212000

CB 1502

CCC8068/4 2611212000

CB 0503

22 March 2001

Figure D.5. Sales by Boiler by Year Report.

81

Price

2,400,000.00

860,000.00

780,000.00

900,000.00

560,000.00

710,000.00

530,000.00 .

2,725,000.00

1,010,000.00

860,000.00

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Page I of 1

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ler

29/1

1/20

00

$2,7

25,0

00.0

0 Y

es

CC

C 8

042/

43

18/1

0/20

00

Raj

a U

chin

o C

o.,

Ltd.

P

art

20/1

0/20

00

$9,4

00.0

0 Y

es

CC

C 8

043/

43

19/1

0/20

00

Wor

ld F

ruits

Sup

ply

Co.

, Lt

d.

Par

t 20

/10/

2000

$3

7,50

0.00

Y

es

CC

C 8

044/

43

19/1

0/20

00

Sia

m C

ulto

n C

o.,

Ltd.

P

art

21/1

0/20

00

$2,5

00.0

0 Y

es

,;·,

,(;,;i',J",;r.;:;."r~,~A'"'"~~2;c

~'·"

'°""

~~ ~-

~~:~

·~t:

;:r t:,:,t",~t1mmnnrefl!t?!mJmij~~~mmm.m1wmr,Qmt ~

f'ill.lfilmk~~~~··•w.•@mm11.-·~mmm,~N•.~~~~~n~"';:v'i&7~~1

9 M

arch

200

1 P

age

1o

f1

Fig

ure

D.7

. S

ales

Rep

ort.

Supplier by Material

Name

Buay Kee Ltd., Part.

Eiam Suwan Co., Ltd.

Inventory Code

M05

M06

MO?

MOS

M09

M10

M11

M12

M13

M26

M27

M28

M29

Lao Nguan Seng Ltd., Part.

LPN Steel Plate Co., Ltd.

M14

M15

M16

M17

M18

M19

M20

M01

The Chorese11 Metal Marketing (1975) Co., Ltd.

M02

22 March 2001

Description

Plate Stainless Steel 8 mm* 5' • 10'

Plate Stainless Steel 10 mm• 4' • 8'

Plate Stainless Steel 20 mm • 4' • 8'

Plate Stainless Steel 0.4 mm • 4' • 8'

Round Bars Stainless Steel 3' • 6M. .

Round Bars Stainless Steel 1 1/4' • 6M.

Flat Bars Stainless Steel 4' • 3/8' • 6M.

Flat Bars Stainless Steel 1 1/2' • 1/2' • 6M.

Flat Bars Stainless Steel 1 1/4' • 1/4' • 6M.

Stainless Pipe #10 1 1/2"

Stainless Axle Dia:1 1/4"

Stainless Angle 1 1/4 * 3 mm.

Plate Stainless Steel 1 1/2 * 6 mm.

SGP Pipe 2"

SGP Pipe 2 1/2"

SGP Pipe 3"

SGP Pipe 3 1/2"

SGP Pipe 4"

SGP Pipe 5"

SGP Pipe 6"

Plate Steel 15 mm • 5' • 20'

Plate Steel 4.5 mm • 4' • 8'

Page I of2

Figure D.8. Supplier by Material Report.

84

Supply History by Part

Name Inventory Code Description Category ID Qty

Isaac International Corporation Limited

P002 Safety Valve ON 25/40 2 64


P004 Stop Valve ON 100 2 94

PODS Stop Valve ON 150 2 85

P006 Y-strainer ON 150 2 92

POD? Y-strainer ON 100 2 91

Kamolwan Electric Co., Ltd.

P026 Contact A40-30-10 220V 7 120

P027 Overload T A250U6.5 7 100

P028 Baker S271 6A 7 95

P029 Baker S273 3P 20A 7 122

P030 Wire VSF 1.5 SQMM 7 84

P033 Switch WBST-222 7 90

P034 Proximity E2F-X5Y1 7 88

KC Mahanakorn Co., Ltd.


P017 Regulating nozzles 6 34

P036 Stainless Ball Valve UTKM 600P 2 45

P046 Swing Check Valve R 12 P 3" 2 59

Kraftic Ltd., Part.

P022 Oil Pump TA 3C 4010-SP 6 42

P. Tana Jaroen Engineering Ltd., Part.

P021 Motor 25 hp. 380/660 volt 50 cy 8 26

Shelegel EleKtrokontak (Thailand) Co., Ltd.

P020 Identification Label 7 22

22 March 2001 Page I of I

Figure D.9. Supply History by Part Report.

85

Purchase Report

For Month Ended (December 2000)

PO No Inventory Code Quantity Unit Cost A mount

251

P035 3 $24,900.00 $74,700.00

Summary for 'PO No'= 251 (1 detail record)

Sum 1/374,700.00

252

P048 $390.00 $390.00

P049 $390.00 $390.00

Summary for 'PO No'= 252 (2 detail records)

Sum 1/3780.00

253

M05 $24,650.00 $24,650.00

M09 $20,710.00 $20,710.00

M12 $2,118.50 $2, 118.50

M13 $950.00 $950.00


Sum 1/348,428.50

254

P027 $380.00 $380.00

P031 5 $650.00 $3,250.00


Sum 1/33,630.00

255

22 March 2001 Page 1of2

Figure D.10. Purchase by Month Report.

86

PURCHASE ORDER

PIO No. 15 Date 2/112001

Supplier Kraftic Ltd., Part. PIO Type Part

Inventory Code Description Units Unit Cost Amount

P032 FLAME TUBE

P048 NOZZLE "STEINEN" 1.25*45 9

Sub-Total

VAT7%

Total

6,474.00

390.00

6,474.00

3,510.00

9,984.00

698.88

10,682.88

Authorized by: Phun-On

January 31, 2001 Page 1of10

Figure D.11. Purchase Order Report.

87

Sales by Customer by Boiler Report

(alphabetical ordered by customer)

Customer Model Type Capacity Shipped Date

I Bangkok Textile Finishing Ltd., Part.

CB 3001 Horizontal 3000 20/03/1991

CB 5002 Horizontal 5000 04/10/1996

I Boonyapatr Textile Ltd., Part.

CB 2005 Vertical 2000 19/08/1996

lchue Kia Tai Ltd., Part.

CB. 3001 Horizontal 3000 05/11/1996

I Dechapanich Ltd., Part.

CB 6002 Horizontal 6000 15/10/2000

I F.M. Co., Ltd.

CB1604 Vertical 1600 14/02/1999

I Fudkee Weavir.g Ltd., Part.

CB 1508 Vertical 1500 26/06/1988

Katsuyama Finetech (Thailand) Co.,Ltd.

CB 1504 Vertical 1500 16/06/1996

Khan Kaen Fishing Net Factory Co.,Ltd.

CB 2001 Horizontal 2000 23/07/1987

I K.T.K. Farm Co., Ltd.

CB 1002 Horizontal 1000 12/05/1996

IThai Advance Food (1991) Co., Ltd.

CB 3002 Horizontal 3000 18/06/1986

CB 3004 Vertical 3000 07/08/1995

CB 6001 Horizontal 6000 06/08/1997

CB 1502 Horizontal 1500 24/12/2000

October 3,2000 Page 1 of 6

Figure D.12. Sales by Customer by Boiler Report.

88

,.-~~~~ I [--...J I ' . -----------"

Chong Charoen Charkkol (1991) Co.,Ltd.

GD 4312 Soi Suksawad 47 Phrapradaeng

Samutprakam 10130,

463-4098, 463-4262 fax 464-3901 Invoice No. 2

INVOICE -~ Customer ' /

Name Khon Kaen Fishing Net Factory Co.,Ltd. Date 22/3/01 Address 115 Mitraparb Highway Order No. 2 City Muang Province Khon Kaen Code 40000 Sales Mr. Pisit Phone (043) 221-880-5

\. \.

Qty Description Unit Price TOTAL Firetube Packaged Steam Boiler

1 Firetube Packaged Steam Boiler 2000 kg/hr Refer to the specifications in the quotation no.CCC8002/43 960,000.00 960,000.00

Sub Total 960,000.00 ~ Payment Details ' VAT7% 67,200.00

0 Cash TOTAL 1,027,200.00

0 Check Check no ...................................

Bank .........................................

I Office Use Only

I

Figure D.13. Invoice.

89

APPENDIX E

DATABASE DESIGN

'-D

0

Tab

le E

. l.

Str

uctu

re o

f Cus

tom

er T

able

.

No.

F

ield

Nam

e F

ield

Typ

e In

dex

1 C

usto

mer

ld

Tex

t y

2 C

usto

mer

Nam

e T

ext

y

3 C

usto

mer

Con

tact

T

ext

4 C

usto

mer

Tit

le

Tex

t

5 B

illS

tree

t T

ext

6 B

ill C

ity

Tex

t

7 B

illP

rovi

nce

Tex

t y

8 B

illP

osta

lCod

e T

ext

9 C

usto

mer

Tel

T

ext

10

Cus

tom

er F

ax

Tex

t 11

C

ustH

omep

age

Hyp

erli

nk

12

Bus

ines

sTyp

e T

ext

Tab

le E

.2.

Str

uctu

re o

f Par

t O

n O

rder

Tab

le.

No.

F

ield

Nam

e F

ield

Ty

pe

Inde

x

1 O

rder

No

Tex

t y

2 In

vent

oryC

ode

Tex

t

3 Q

tyO

rder

ed

Nu

mb

er

4 U

nitP

rice

C

urre

ncy

5 P

aym

ent

Tex

t

6 R

emar

k M

emo

Uni

que

Nul

labl

e F

orei

gn K

ey to

tab

le

Che

ck

Key

Ty

pe

y S

ales

Ord

er

Pri

mar

y K

ey

Att

ribu

te

Att

ribu

te

Att

ribu

te

Att

ribu

te

Att

ribu

te

Att

ribu

te

y 00

000

Att

ribu

te

\(99

9")

"000

\-00

09

Att

ribu

te

y \(

999"

) "0

00\-

0009

A

ttri

bute

y

Att

ribu

te

y A

ttri

bute

Uni

que

Nul

labl

e F

orei

gn K

ey t

o ta

ble

Che

ck

Key

Typ

e

y P

rim

ary

Key

P

rim

ary

Key

A

ttri

bute

A

ttri

bute

B

etw

een

30 a

nd 6

0 A

ttri

bute

y

Att

ribu

te

Tab

le E

.3.

Str

uctu

re o

f S

ales

Ord

er T

able

.

No.

F

ield

Nam

e F

ield

Typ

e In

dex

Uni

que

Nul

labl

e F

orei

gn K

ey to

tab

le

Che

ck

Key

Typ

e

1 O

rder

No

Tex

t y

y P

rim

ary

Key

2 C

usto

mer

ID

Tex

t F

orei

gn K

ey

3 O

rder

Dat

e D

ate

y dd

/mm

/yyy

y A

ttri

bute

4 O

rder

Typ

e T

ext

y In

("P

art"

, "B

oile

r")

Att

ribu

te

5 S

hipS

tree

t T

ext

Att

ribu

te

6 S

hipC

ity

Tex

t A

ttri

bute

7 S

hipP

rovi

nce

Tex

t A

ttri

bute

8

Shi

pPos

talC

ode

Tex

t y

Att

ribu

te

9 D

eliv

ery

Dat

e dd

/mm

/yyy

y A

ttri

bute

10

Su

b Tot

al

Cur

renc

y A

ttri

bute

11

V

AT

Y

es/N

o A

ttri

bute

\D

.....

....

Tab

le E

.4.

Str

uctu

re o

f Boi

ler

On

Ord

er T

able

.

No.

F

ield

Nam

e F

ield

Typ

e In

dex

Uni

que

Nul

labl

e F

orei

gn K

ey to

tab

le

Che

ck

Key

Typ

e

1 O

rder

No

Tex

t y

Pri

mar

y K

ey

2 M

odel

T

ext

y P

rim

ary

Key

3

Qty

N

umbe

r A

ttri

bute

4

Sel

ling

Pri

ce

Cur

renc

y B

etw

een

100,

000

and

5,00

0,00

0 A

ttri

bute

5

Ter

ms

Tex

t B

etw

een

45 a

nd 6

0 A

ttri

bute

6 R

emar

k M

emo

y A

ttri

bute

7 Jo

bNo

Tex

t F

orei

gn K

ey

"° N

Tab

le E

.5.

Str

uctu

re o

f Boi

ler

Tab

le.

No.

F

ield

Nam

e F

ield

Typ

e In

dex

1 M

odel

T

ext

y

2 T

ype

Tex

t 3

Cap

acit

y T

ext

4 P

ress

ure

Tex

t

5 F

uel T

ype

Tex

t

Tab

le E

.6.

Str

uctu

re o

f Par

t T

able

.

No.

F

ield

Nam

e F

ield

Typ

e In

dex

1 In

vent

oryC

ode

Tex

t y

2 C

ateg

ory I

D

Tex

t 3

Man

ufac

ture

r T

ext

Tab

le E

.7.

Str

uctu

re o

f Mat

eria

l T

able

.

No.

F

ield

Nam

e F

ield

Typ

e In

dex

1 In

vent

oryC

ode

Tex

t y

2 G

rade

T

ext

Uni

que

Nul

labl

e F

orei

gn K

ey to

tab

le

Che

ck

Key

Typ

e

y B

oile

r on

Ord

er

Bet

wee

n 20

0 an

d 80

00

Bet

wee

n 10

and

12

' U

niqu

e N

ulla

ble

For

eign

Key

to t

able

C

heck

K

ey T

ype

y P

rim

ary

Key

F

orei

gn K

ey

y A

ttri

bute

Uni

que

Nul

labl

e F

orei

gn K

ey to

tab

le

Che

ck

Key

Typ

e

y P

rim

ary

Key

A

ttri

bute

\0

w

Tab

le E

.8.

Str

uctu

re o

f Too

l T

able

.

No.

F

ield

Nam

e F

ield

Typ

e In

dex

1 In

vent

oryC

ode

Tex

t y

2 A

mou

nt/U

nit

Tex

t

Tab

le E

.9.

Str

uctu

re o

fln

ven

tory

Tab

le.

No.

F

ield

Nam

e F

ield

Typ

e In

dex

1 In

vent

oryC

ode

Tex

t y

2 D

escr

ipti

on

Tex

t 3

Sto

ckQ

ty

Num

ber

4 U

nitM

easu

re

Tex

t 5

Min

N

umbe

r 6

Max

N

umbe

r 7

Reo

rder

N

umbe

r

Uni

que

Nul

labl

e F

orei

gn K

ey to

tab

le

Che

ck

Key

Typ

e

y P

rim

ary

Key

A

ttri

bute

Uni

que

Nul

labl

e F

orei

gn K

ey to

tab

le

Che

ck

Key

Typ

e

y S

uppl

y , P

O d

etai

ls

Pri

mar

y K

ey

Att

ribu

te

Att

ribu

te

Att

ribu

te

Att

ribu

te

Att

ribu

te

Att

ribu

te

\0

+::-

Tab

le E

.10.

S

truc

ture

of R

equi

siti

on T

able

.

No.

F

ield

Nam

e F

ield

Typ

e In

dex

1 R

eqN

o A

utoN

umbe

r y

2 Jo

b N

o T

ext

3 In

vent

oryC

ode

Tex

t

4 R

eqD

ate

Dat

e 5

Qty

Use

d N

umbe

r

Tab

le E

.11.

S

truc

ture

of S

uppl

ier

Tab

le.

No.

F

ield

Nam

e F

ield

Typ

e In

dex

1 S

uppl

ier I

d T

ext

y

2 S

uppl

ierN

ame

Tex

t y

3 S

uppl

ierC

onta

ct

Tex

t 4

Sup

plie

rTit

le

Tex

t 5

S up

plie

rS tr

eet

Tex

t

6 S

uppl

ierC

ity

Tex

t y

7 S

uppl

ierP

rovi

nce

Tex

t y

8 S

upP

osta

lCod

e T

ext

y

9 S

uppl

ierT

el

Tex

t 10

S

uppl

ierF

ax

Tex

t

11

Sup

Hom

ePag

e T

ext

12

Sup

plie

dTyp

e T

ext

y

Uni

que

Nul

labl

e F

orei

gn K

ey to

tab

le

Che

ck

y

dd/m

m/y

yyy

Uni

que

Nul

labl

e F

orei

gn K

ey to

tab

le

Che

ck

y S

uppl

y, P

urch

ase-

orde

r

y y

0000

0 \(

999"

) "0

00\-

0009

y

\(99

9")

"000

\-00

09

y

In (

"Par

t","

Too

l","

Mat

eria

l")

Key

Typ

e

Pri

mar

y K

ey

For

eign

Key

F

orei

gn K

ey

Att

ribu

te

Att

ribu

te

Key

Typ

e

Pri

mar

y K

ey

Att

ribu

te

Att

ribu

te

Att

ribu

te

Att

ribu

te

Att

ribu

te

Att

ribu

te

Att

ribu

te

Att

ribu

te

Att

ribu

te

Att

ribu

te

Att

ribu

te

C!.l

I"

'+

C)

f>·'•

t:~·~~

~'

' ~.

(.

f ,)

,. ...

, • .t.

(';J

-

t•-l

).l

t" ... ~·

er

~~

~.,

·~-4

ID

Vl

Tab

le E

.12.

S

truc

ture

of

Sup

ply

Tab

le.

No.

F

ield

Nam

e F

ield

Typ

e In

dex

1 S

uppl

ieri

d T

ext

y

2 In

vent

oryC

ode

Tex

t y

3 S

uppl

iedQ

ty

Num

ber

Tab

le E

.13.

S

truc

ture

of P

urch

ase

orde

r T

able

.

No.

F

ield

Nam

e F

ield

Typ

e In

dex

1 P

O N

o T

ext

y

2 P

O D

ate

Dat

e y

3 P

O T

ype

Tex

t y

4 P

OS

tatu

s T

ext

y

5 S

uppl

ierI

D

Tex

t

Uni

que

Nul

labl

e F

orei

gn K

ey to

tab

le

Che

ck

Key

Typ

e

Pri

mar

y K

ey

Pri

mar

y K

ey

Att

ribu

te

Uni

que

Nul

labl

e F

orei

gn K

ey to

tab

le

Che

ck

Key

Typ

e y

Pri

mar

y K

ey

Att

ribu

te

In (

"Too

l","

Mat

eria

l","

Par

t")

Att

ribu

te

Att

ribu

te

For

eign

Key

\D

0\

Tab

le E

.14.

S

truc

ture

of P

O

deta

ils

Tab

le.

No.

F

ield

Nam

e F

ield

Typ

e In

dex

1 P

O N

o T

ext

y

2 In

vent

oryC

ode

Tex

t y

3 Q

tyO

rder

ed

Num

ber

4 U

nit C

ost

Cur

renc

y

5 B

uyer

T

ext

Tab

le E

.15.

S

truc

ture

of C

ateg

ory

Tab

le.

No.

F

ield

Nam

e F

ield

Typ

e In

dex

1 C

ateg

ory I

D

Tex

t y

2 C

ateg

ory N

ame

Tex

t y

3 C

ateD

escr

ipti

on

Mem

o

Uni

que

Nul

labl

e F

orei

gn K

ey to

tab

le

Ch

eck

K

ey T

ype

Pri

mar

y K

ey

Pri

mar

y K

ey

Att

ribu

te

Att

ribu

te

Att

ribu

te

Uni

que

Nul

labl

e F

orei

gn K

ey to

tab

le

Ch

eck

K

ey T

ype

y P

art

Pri

mar

y K

ey

Att

ribu

te

y A

ttri

bute

\0

--...

)

Tab

le E

.16.

S

truc

ture

of J

ob T

able

.

No.

F

ield

Nam

e F

ield

Typ

e

1 Jo

bNo

Tex

t

2 S

tart

Dat

e D

ate

3 S

tatu

s T

ext

4 P

rojE

ndD

ate

Dat

e 5

End

Dat

e D

ate

Inde

x U

niqu

e N

ulla

ble

For

eign

Key

to t

able

C

heck

K

ey T

ype

y y

Boi

ler

On

Ord

er

Pri

mar

y K

ey

Req

uisi

tion

dd

/mm

/yyy

y A

ttri

bute

y

Att

ribu

te

dd/m

m/y

yyy

Att

ribu

te

y dd

/mm

/yyy

y A

ttri

bute

APPENDIX F

PROCESS SPECIFICATION

Table F.1. Process Specification of Process 1.

Process Name: Sales subsystem The function is to manage the sales order from the customer as well

Description: as generate the report to the management level and the accounting department.

Table F.2. Process Specification of Process 1.1.

Process Name: Respond to Part Order

Data In: Inquiry Part Order Response

Data Out: Part Name Accepted/Refused Part Order ( 1) Receive inquiry from the customer (2) Pass the name of part on order to Process 2.2.1

Process: (3) Receive Part Order response from the inventory sub-system (4) If the ordered part is not available, that order is refused.

If the ordered part is available, go to Process 1.2.


Process Name: Create Quotation

Data In: Accepted Part Order Customer Address

Data Out: Quotation ( 1) Retrieve quotation details

Process: (2) Generate quotation with the specifications attached (3) Deliver quotation to the customer by hand or fascimile

98


Process Name: Order Entry New Customer Address or Current Customer Address

Data In: Order Details Model Part or Boiler Sold

Data Out: New Customer Address Sales Information ( 1) Retrieve customer address and order details

Process: (2) Enter the order details (3) Record the sales data to the Sales Orders database ( 4) Record the product sold in Part Orders or Boiler Orders database.


Process Name: Generate Job Order

Data In: Boiler Specification Order Information

Data Out: Job Information ( 1) Get boiler order details and specifications (2) Assigned the job no. and general details to that order

Process: (3) Record the job information in Jobs database ( 4) Deliver the job details to Engineering and Manufacturing

department by hand.


Process Name: Update Job Status Data In: Job Status Data Out: Updated Job Status

( 1) Receive job status informed by the manufacturing department

Process: (2) Record job status in Job database (3) Inform the current job status to the engineering department ( 4) Deliver the job details to Engineering and Manufacturing

99


Process Name: Issue Inspection Certificate Inspection Result

Data In: Sales Information Customer Information Boiler Order

Data Out: Inspection Certificate (1) Receive the inspection result of the boiler completed from

the engineering department. Process: (2) Retrieve sales orders, customer, and boiler order information

(3) Generate the Inspection Certificate (4) Deliver the Inspection Certificate to the customer


Process Name: Process Billing and Report

Data In: Order and Payment Information Customer Payment Bills

Data Out: Customer Payment Information Sales Report (1) Bills to customer (2) Get the customer payment

Process: (3) Pass the payment information to the Accounting department ( 4) Prepare Sales Report to the management level and

the Accounting department

Table F.9. Process Specification of Process 1.7.1.

Process Name: Generate Delivery Bill Data In: Order Information

Data Out: Bill Information Delivery Bill (1) Retrieve the order information from the Sales Order database.

Process: (2) Generate and print out the Delivery Bill (3) Attach the delivery bill with the product shipped to customer (4) Pass bill information to Process 1.7.2

100

Table F.10. Process Specification of Process 1. 7 .2.

Process Name: Generate Invoice Bill Information

Data In: Order Information Terms of payment

Data Out: Invoice ( 1) Get the bill information (2) Retrieve the order information from the Sales Order database. (3) Make sure the bill information matches with the order information

Process: ( 4) Retrieve the payment information from either Part Order or Boiler Order database.

(5) Generate and print out Invoice (6) Send to the customer by hand before the due date.


Process Name: Generate Receipt Data In: Customer payment

Data Out: Receipt Payment Information (1) Get the invoice paid by customer.

Process: (2) Attach the delivery bill with the product shipped to customer (3) Pass the customer payment information to the Accounting

department.


Process Name: Prepare Sales Report

Data In: Sales Information Part/Boiler Order Information

Data Out: Sales Report (1) Query the sales information, such as the order no, customer ID,

order type, subtotal, etc. from the Sales Orders database. (2) Retrieve the Part or Boiler Order details from either Part Orders

Process: or Boiler Orders database that match with the querying sales information.

(3) Generate and print-out the Sales Report (4) Send the sales management report to the Manager

Send the financial sales report to the Accounting department

101

Table F.13. Process Specification of Process 2.

Process Name: Inventory Subsystem The function is to manage and control the inventory which are tools,

Description: materials, and spare parts as well as generate the report to the management level.


Process Name: Process Inventory Request

Data In: Inventory Requisition Job Information

Data Out: Requisition Response Inventory Request (1) Receive the inventory requisition from the Manufacturing or

Engineering department or the service team Process: (2) Retrieve Job information of that inventory requisition.

(3) Hand on the inventory request to the requisitor. ( 4) Record the request into the Requisitions database.


Process Name: Handle Inventory Inventory Quantity Information

Data In: Part Name Inventory Requisition Price List Inquiry

Data Out: Part Order Response Purchase List with Supplier (1) Check the reorder quantity level of tools, materials, and parts (2) Refuse or accept the Part Order

Process: (3) Send the inquiry of inventory needed to be replenished to the supplier

( 4) Consider the price and select the appropriate supplier. (5) Pass the puchase list with the selected supplier name to Process2.3

102


Process Name: Check Inventory Status

Data In: Inventory Quantity Information Part Name Part Order Response

Data Out: Part Requested Inventory Quantity Information (1) Receive the name of part on order from Process 1.1

Process: (2) Check part name and quantity in stock from Inventory database (3) Response to that part order ( 4) Pass on the stock quantity of all inventory to Process 2.2.2


Process Name: Update Stock Quantity Inventory Quantity Information

Data In: Inventory Requisitions Quantity of Part Order

Data Out: Updated Stock Quantity (1) Recieve the current quantity in stock from Process 2.2.1 (2) Retrieve the requisition information from the Requisition database

Process: (3) Retrieve the quantity ordered the Part Orders database ( 4) Calculate the latest stock quantity by using the formula :

Stock Qty- (Qty Used+ Qty Ordered) (5) Record the result into the Tools, Materials, Parts database.


Process Name: Define Inventory Purchase Data In: Updated Stock Quantity Data Out: Purchase List

Process: (1) Check reorder level of inventory (2) List the inventory to be replenished

103

Table F .19. Process Specification of Process 2.2.4.

Process Name: Consider the appropriate supplier Current Supplier Information

Data In: Supply History Price List

Data Out: Inquiry New Supplier Information (1) Get the inventory purchasing list from process 2.2.3 (2) Consider the current supplier information and supply history

from the database.

Process: (3) Create the inquiry and send to the prospected supplier by hand or facsimile.

(4) Record the address of new supplier into Suppliers database (5) Receive the price list from the supplier (6) Pass the price list and supplier name to Process 2.3.1


Process Name: Generate Purchase Order

Data In: Supplier Infonnation Purchase list with Supplier

Data Out: Purchase order heading Purchase order details (1) Get the inventory purchasing list with the supplier name

from process 2.2.4 (2) Retrieve the supplier information from Suppliers database

Process: (3) Generate and print-out purchase order (4) Send the purchase order to the supplier by hand or facsimile ( 5) Record the purchase heading into Purchase Order database

Record the purchase details into PIO details database (6) Pass the Purchase Order to Process 2.4

104


Process Name: Generate PIO No & Date Data In: Purchase list with Supplier

Data Out: Purchase Order heading PIO heading (1) Get the inventory purchasing list with the supplier name

from Process 2.2.4

Process: (2) Assigned PIO No and input the PIO Date (3) Record PIO No, date, type, Supplier ID in Purchase Orders database ( 4) Pass the PIO heading to Process 2.3.2


Process Name: Enter Supplier Address

Data In: Supplier Address PIO heading

Data Out: Supplier Address

Process: (1) Input the supplier address to the purchase order (2) Pass the supplier address to Process 2.3.3

Attachment: PIO heading


Process Name: Enter Item Purchased

Data In: Tool/ Material/ Part Information Supplier Address

Data Out: Inventory Purchased Details (1) Retrieve the inventory information from the database

Process: (2) Input the inventory code, name in the purchase order (3) Pass the inventory details to Process 2.3.4

Attachment: PIO heading Supplier Address

105


Process Name: Enter PIO Details Data In: Inventory Purchased Details

Data Out: Purchase Order Purchased Details (1) Get the inventory purchased details from Process 2.3.3

Process: (2) Enter the unit cost, quantity, and buyer to the Purchase Order (3) Record the purchase details into PIO Details database. (4) Send the purchase order to the supplier by hand or facsimile.


Process Name: Process Inventory Received

Data In: Delivery Bill Purchase Order Updated Stock Quantity

Data Out: PIO Received Information Inventory Information (1) Make sure the inventory received is correct (2) Update the inventory stock quantity

Process: (3) Record the PIO status into the Purchase Orders database (4) Pass the inventory information to Process 2.6 (5) Pass the received purchase order to Process 2.5


Process Name: Retrieve Purchase Order Information

Data In: Purchase Order heading Purchase Order details

Data Out: PIO Information

Process: Retrieve Purchase Order heading and details from the Purchase Order and PIO details database respectively

106


Process Name: Check Physical Inventory

Data In: PIO information Delivery Bill Supply information

Data Out: Incorrect Inventory Delivered Correct Inventory Delivered (1) Make sure the inventory received matches with the purchase order. (2) If the delivery bill absolutely matches the purchase order, pass the

Process: delivery information to Process 2.4.3 If not, inform the unmatched information to the supplier.

(3) Repeat Step 2 until the purchase order is matched. ( 4) Record the supplier's supply information into Supplies database.


Process Name: Close PIO

Data In: Correct Inventory Delivered Data Out: PIO Status Process: Modify the PIO Status and record to the Purchase Order database.


Process Name: Update Inventory Information Data In: Inventory Received information Data Out: Updated Tool/Material/Part Stock Quantity

(1) Get the received inventory code and quantity. Process: (2) Calculate the current stock quantity

(3) Record the result into Tools/Materials/Parts database.

Table F .30. Process Specification of Process 2.4.4.1.

Process Name: Retrieve Inventory Code and Quantity Received Data In: Inventory Received information Data Out: Quantity Received Process: Get the received inventory code and quantity from Process 2.4.2

107

Table F.31. Process Specification of Process 2.4.4.2.

Process Name: Calculate Current Stock Quantity Data In: Tool/Material/Part Stock Quantity Data Out: Updated Tool/Material/Part Stock Quantity

(1) Retrieve Inventory Stock Quantity from the Tools/Materials/Parts database

Process: (2) Calculate the new stock quantity by using the formula : Stock Quantity+ Quantity Received

(3) Record the calculation result into Tools/Materials/Parts database.


Process Name: Payment Invoice

Data In: Receipt PIO Closed Information

Data Out: Payment

Process: (1) Make sure the purchase order status is closed. (2) Pay for the PIO value to the supplier after receiving Invoice


Process Name: Prepare Purchase and Inventory Report Inventory Information

Data In: Purchase Order Heading Purchase Order Details

Data Out: Report (1) Query the necessary information to generate the report

Process: (2) Generate and print-out purchase and inventory report to the management level.

108

APPENDIX G

USER'S MANUAL

USER'S MANUAL

The user's manual is a guide written to help the users to operate the proposed

system. In the application, the online reference is also provided to help the user to use

the application created in Microsoft Visual Basic 6.0. This user's manual explains step

by step the operation of how to create, add, delete, and modify records.

To Start the Sales and Inventory System on Windows

This application is already compiled into an executable file so that the user can

run the program by double clicking the application icon on desktop area.

When you first start the program, the initial screen displayed is the Security

Authorization screen as shown in Figure G.1.

Security Authorization

Figure G.1. Security Authorization Screen.

109

From the figure, the user has to put in their authorized username and password.

Then, click the Login button to access the system, or click the Cancel button in case you

want to exit the system. If the user fails to identify himself for three times, the system

will automatically quit and return to Windows.

Once the user is able to access the system successfully, the Main Menu Screen

(Figure G.2) will appear on the screen as shown below.

Figure G.2. Main Menu Screen.

This screen is for the user to access the operation comprised of three ma3or

functions; Data Maintenance, Transaction Recording, and Report. The user would use

mouse to point to the button and select the desired operation.

The Exit button is to quit the system and return to Windows.

110

(a) If the user select Data Maintenance function, the system will show sub

menu as in the Figure G.3 below.

Figure G.3. Data Maintenance Screen.

This function is to enter the facts of data as well as the routine updates

to stored data. The system provides for the ability to add and delete the

stored data as well as to change specific facts. The Data Maintenance Menu

will show five sub-menus of data; Customer, Supplier, Product, Inventory,

and Supply. The Exit button is to navigate back to the Main Menu Screen

(Figure G.2).

111

The Five Sub-menus of Data Maintenance are introduced as follows:

(1) Customer

Figure G.4. Customer Information Screen of Data Maintenance Menu.

This screen is to view, create, add, update, and delete the

customer data of the company. Each customer is assigned the

identification number for the ease of reference. The customer details

can be searched or retrieved by Customer Id or Company name.

112

(2) Supplier

Figure G.5. Supplier Infom1ation Screen of Data Maintenance Menu.

This screen is to view, create, add, update and delete the

supplier information. Each supplier is assigned the identification

number for the ease of reference. The supplier details can be retrieved

by the selected supplier ID or company name.

113

(3) Product

Figure G.6. Boiler Information Screen of Data Maintenance Menu.

This screen is to view, create, add, update and delete the boiler

information. Each boiler has its own model code for the ease of

reference. The boiler details can be retrieved by the capacity only.

The result of capacity selected will be shown in the grid.

114

( 4) Inventory

The inventory information screen is to view, create, add, update

and delete the inventory information. The inventory is divided into

three types; spare part, tool, and material. Each of them is separated

by each tab name. The Part Category tab is a complement of the Part

tab as it identifies the category type of each spare part. Figures G. 7

and G. 8 show the inventory information screen if the Spare Part tab

and Part Category tab is selected respectively. Figures G.9 and G.10

show the screen ifthe Tool and Material tab is selected respectively.

Figure G.7. Spare Part Tab oflnventory Information Screen of Data Maintenance Menu.

115

Figure G.8. Part Category Tab oflnventory Information Screen of Data Maintenance Menu.

116

Figure G.9. Tool Tab of Inventory Information Screen of Data Maintenance Menu.

117

Figure G.10. Material Tab ofinventory Information Screen of Data Maintenance Menu.

118

(5) Supply

Figure G.11. Supply Infonnation Screen of Data Maintenance Menu.

This screen is to record and modify the inventory supply history

of each supplier. All types of the inventory, including part, tool, and

material, are involved in this screen. The user can also view the

current inventory information by type of part, tool, or material shown

in the grid. This function is to make ease of recording the data in case

the inventory code is not recognized to the user.

119

(b) The sub-menu of Transaction Recording function is illustrated in the Figure

G.12 below.

Figure G.12. Transaction Recording Screen.

This function is to process the data of routine transaction. The user

can respond to business transactions which are Order Entry, Job assignment,

Requisition, and Purchase Order. The Exit button is for navigating back to

the Main Menu Screen (Figure G.2).

•

120

(1) If Order Entry operation is selected, the next screen is shown in Figure

G.13. This operation is to process either the part or boiler order as

soon as the purchasing order is issued from the customer.

The user needs to enter the order heading information in the

Figure G.14 which are order no. and customer id. Once the customer

id is filled in, the other customer information related to that id will be

retrieved automatically. The user can view the customer information

from the customer tab (see Figure G.15). The user also need to input

the order general information such as order date, order type, shipped

date, and the customer shipping address. If the shipping address of the

customer is the same as the billing one, the user can click at the Same

as Billing Address button to retrieve the recorded billing address

automatically.

121

Figure G.13. Order Tab of Order Entry Screen of Transaction Recording Menu.

122

Figure G.14. Customer Tab of Order Entry Screen of Transaction Recording Menu.

From the figure, this screen is pnmary used to view the customer

information related to the customer id entry. If there is new customer, this screen

can also be used to add the new record of the customer. After the user enters all

new customer information, Add Customer button is needed to be clicked in order

to add the new record in the customer database. The purpose of this button is to

make ease of recording the new customer data immediately without navigating to

the customer information screen of data maintenance menu (Figure G.4).

123

Figure G.15. Part Tab of Order Entry Screen of Transaction Recording Menu.

From the figure, in case of part order, the system requires the part

information such as inventory code, description, category id, etc. There can be

several parts in an order. Therefore, the part information is entered one by one.

After the user enters one part information, the Add to the list button must be

clicked in order to add that part to the list shown in the grid. Then, the user can

enter thP, other part ordered. The Remarks box is provided for taking note

attached to the order, for example "no VAT is included".

124

Figure G.16. Boiler Tab of Order Entry Screen of Transaction Recording Menu.

The boiler order is raised in this example. The system requires the general

information which are boiler model, unit price, and quantity. There can be several

boiler models in an order. Therefore, the boiler information is entered one by one.

After the user enters one boiler information, the Add to the list button must be

clicked in order to add that boiler to the list shown in the grid below. Then, the

user can enter the other boiler ordered. The Remarks box is provided for taking

note attached to the order, for example "no equipment cost is included".

The system automatically calculates the price of the order. The user can

refuse to calculate VAT 7% by enter the zero number in the VAT 7% text box.

Then, the system finally calculated the grand total of that order.

125

(2) If Job operation is selected. The next screen is shown in Figure G.17.

Figure G.17. Job Information Screen of Transaction Recording Menu.

This screen is to add, update, and delete the job information

which is assigned by each boiler order. The user can also view the

current job assigned in which its status has not closed yet, in the other

words, that boiler job is not installed and tested-run. The system also

generates the Model and Customer data of the boiler order related to

the job.

126

(3) If Requisition operation is selected. The next screen is shown in

Figure G.18.

Figure G.18. Requisition Screen of Transaction Recording Menu.

This screen is to record or modify the inventory requisition of

the job. The user needs to enter the requisition No. and Date in the

Requisition frame. The Job information frame needs only Job no. data

input. When the user press Enter button on the keyboard, the system

will generate the Model and Customer data automatically for the

information of the user. When the Inventory Code is entered, the

Description, Quantity in Stock, and Unit of Measure data is retrieved

automatically. The last data entry is Quantity Used data.

127

------- ---------------------------

(4) If Purchase Order operation is selected. The next screen is shown in

Figure G.19.

. . .. . .· I . . ... I ·;;:;~;- I '· ;~aveP/O .•J,!pdate ~

. .

Figure G.19. Purchase Order Screen of Transaction Recording Menu.

This screen is to record, update, delete the purchase order

information which is approved by the purchasing/store manager.

Purchase Order frame requires all input from the user.

Supplier information frame requires the user to select either the

Supplier Id. or Company from the list in combo box, then, the system

will retrieve the rest of supplier information automatically.

Item Selection frame requires the user to select either the

Inventory Code or Description of the purchased item from the combo

128

box. The system will generate the Unit of Measure data automatically.

The user is also required to input the Quantity to be purchased and the

Unit Price in the text box. The next step is to press the Add to the list

button to show each item purchased information in the database grid.

If there still has another item to be purchased, the user can enter the

data in this frame again by following the procedure mentioned above.

Ultimately, the system will calculate the sub-total and total

amount of purchase including VAT 7% automatically.

129

(c) The sub-menu of Report function is illustrated in the Figure G.21 below.

Figure G.20. Report Main Screen.

This screen shows the list of reports generated by the system. The

selected report will be displayed on the screen and also printed out if the

user wishes. Some report options contain the sub-menu for the user to

query the desired information. For example, the Sales by Part and Sales by

Boiler report can be generated by month and by year according to the desire

of the user. These reports are shown in Appendix D.

The Exit button is for navigating back to the Main Menu Screen

(Figure G.2).

130

Table G. l. The button description of Sales and Inventory System.

Button Function Its function is to retrieve the information related to the data entered in its text box. The system will automatically generate the new record of the database. This is called the "Data Control" which is used to view the information of the previous or next record, and the first or last record of the database. Its function is to add new record to the database as the latest one. After the user enters all information on screen, the Add button is needed to be click to save it as the last record of the database. This button is used in case the current record is modified. For example, after the user makes some change of information on the record no. 14 out of20, the Update button is dicked to save the new modified record. This button is used to delete a record in the database. The user needs to select the desired record first, then click Delete button to delete that record from the database. This Clear button is used to reset all the text box input on screen to null value. This allows the user to input all fields again. Its function is to close the current window and return to the previous menu.

131

--~----------------------

St. Gabriel's Librarv

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BIBLIOGRAPHY

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2. Date, C. J. An Introduction to Database Systems, 6th Edition. Menlo Park, CA: Addison Wesley Publishing Company, Inc., 1995.

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b e ~r T eb ~i"CT St. Ga ne1 s x..ti r"'"" 1

for a boiler manufacturing company

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