proposed system powerpoint
TRANSCRIPT
PROPOSED SYSTEM
Presented by:Caberio, Rizza Hennesyl T.Gatdula, Sarah Jane P.Manguba, Mary GraceSongalia, Stephanie S.
LP GATDULA STORE
System Analysis And Design
COMPANY BACKGROUND
LP Gatdula Store, a general merchandise wholesaler, has been in the industry for almost 14 years. It is situated in Pala-pala, Dasmarinas Cavite.
It resells different kinds of merchandise but focuses on whole selling rice and beverages. It maintains a bodega for storage purposes. It also keeps 4 delivery vehicles; an elf truck and 4 tri-mobiles, for free transportation of goods to customers.
PURPOSE OF THE STUDY
STATEMENT OF THE PROBLEM
The “Improper management of receivables” is the problem that LP Gatdula store is trying to solve since then. And in view of the fact that offering credits to their customer heightens the profit of the business for years, solving this problem would greatly help the business to be realigned to its goal of improving profitability and service to its customers.
PROPOSED SOLUTION
The researchers recommend that there must be a computer system that could automatically determine monitor the balance of each of their debtor’s account.
Customer
Order Information
OrderList
2
Look Up Item Prices
4
DeliverOrderedGoods
D1 PriceMaster
Priced Order List
SalesInformation
PriceRecord
PrepareCustomer
Order
Prepared Order
Update Credit
Balance
Credit Master
CreditRecord
StorageDepot
DuplicateOrder Slip
1
FileCustomer
Order
AvailableOrder List
3
D2 SalesMaster
5
PartialCashPaymentRemit
ReceivedCash
Cash Invoice
SignedCashInvoice
ProduceOfficial Receipt
Sales ReturnInformation
FullPaymentInformation
Official Receipt
6
7
Customer Information
NewCredit
Balance
Delivery Receipt
D3
Current Data Flow Diagram DIAGRAM 0: Order Processing System
4.1
CheckPrepared
Order
Priced Order List
4.2
ProduceOrder
Invoices
Prepared Order
Cash Invoice
Checked Order List
Sales Information
Delivery Receipt
Current Data Flow DiagramChild Diagram
THE PROPOSED DATA FLOW DIAGRAM
Customer
Order Information
Customer Order List 2
Look Up Item Prices
D1ItemMaster
Price Record
PrepareOrderedGoods
Available PricedItem List
1
ValidateCustomer
Record
Customer Information
D3CustomerMaster
New Customer Information
Available ItemInformation
3
Credit Master
Credit Record
D2
5
DeliverOrderedGoods
Checked Order ListCheck
PreparedOrder
4
Prepared Order List
CreditReport
Sales Invoice Discounted
Delivery Receipt
Due Payment Invoice
6
Remit ReceivedCash
SignedInvoices
UpdateCredit
Balance
Official Receipt
7
New Credit Information
CashPayment
Credit Record
D4 Sales Master
Sales Information
Sales ReturnInformation
SignedDelivery Receipt
1.2
UpdateCustomer
Record
Customer Information
New Customer Information
Child Diagrams:
Child Diagram: Process 1
D1CustomerMaster
Customer Order
1.4
Check Credit
Record
Customer Information Create
CreditReport
Credit Information
1.5
Credit Master
Credit Record
D2
UpdatedCustomer Information
1.3
CreateOrderList
Customer Order List
CreditReport
1.1
ReceiveCustomer
OrderOrder Slip
Order Information
5.1
ProduceOrder
Invoices
Checked Order List
ComputeDiscountAmount
Sales Invoice
Delivery Receipt
Sales Invoice Discounted
Child Diagram: Process 7
5.3
Contact
Delinquent
Customer
Credit Report
CreatePaymentInvoice
Payment Information
Due PaymentInvoice
CustomerMaster
New Credit Information
5.2
5.4
D2
7.1
CheckCash
Payment
Credit Record
7.2 Signed Invoice Official Receipt
Validated Invoice
Full Payment Information
ProduceOfficialReceipt
Child Diagram: Process 5
Credit Master
D2
PROCESS SPECIFICATIONS
Process Specifications were formulated to explain the decision making logic and formulas that will transform process input data output.
The systems analysts wish to validate the systems design and obtain a precise description
of what is accomplished by the system by the formulation of process specifications.
1 Validate Customer Record1.1 Receive Customer Order
Process Logic: Structured EnglishIF order received by phone call
THEN Write Customer Name Write Customer Address Obtain Order Items
Do while remaining Order ItemsWrite order item, quantity, description
ENDDOIf Customer asks Total Order Amount
If Order Items less than 4 Then compute Total Order Amount
Else Get Telephone Number and inform customer of Total Order Amount Later
ENDIFELSE IF Customer has other matters regarding order Forward to ManagerELSE IF Recite to the customer the Order items made
IF there is errorTHEN make correction
ELSE thank the customerENDIF
ENDIFENDIF
1.4 dito
1.2 Update Customer RecordName: Update Customer RecordDescription: Adds new record of customer in the
Customer Master List and Makes Changes in the Customer Master
Input Data Flow: Order Information from Process 1Output Data Flow: Order Slip and Updated Customer
Information to Process 1.3Type of Process: OnlineProcess Logic: Structured English Obtain customer information
IF Customer Name is not in the Customer Master
THEN Create Customer record in the Customer Master
ELSE Update Customer record
ENDIF
4 Deliver Ordered Goods4.1 Produce Order Invoices
Name: Produce Order Invoices
Description: Produces order invoices validated or checked from manager
Input Data Flow: Checked Order List from Process 4Output Data Flow: Cash Invoice to Process 5.2
Type of Process: Manual
Process Logic: Structured English
DO receive check ordered list
IF validated by manager
THEN produce Cash Invoice
ELSE cancel customer order
END IF
END DO
4.3 Contact Delinquent Customer
Name: Contact Delinquent CustomerDescription: Informs Delinquent Customer of his
outstanding balanceInput Data Flow: Checked order list from Process 4Customer Information from Customer MasterOutput Data Flow: Payment information to Process
5.4Type of Process: Manual DO read credit report
IF customer’s credit balance is past date of payment in credit record
Contact customer Prepare payment information
END IFEND DO
5 Update Credit Balance5.1 Check Cash Payment
Name: Check Cash PaymentDescription: Checks the payment received after delivering the order to the customer. From this process the
credit balance of the customer will be determined properly.Input Data Flow: Signed Invoice from Process 6 and Credit Record from Credit Master FormOutput Data Flow: Validated Invoice and Full Payment Information to Process 7.2Type of Process: ManualProcess Logic: Structured English DO check cash received
IF Cash Payment is not equal to Total Order Amount on Signed InvoiceIF Cash Payment is less than Total Order Amount
Subtract partial payment to Total Order Amount Add Balance to Credit Balance in Credit Master
ELSE IF Cash payment is greater than Total Order AmountSubtract Total Order Amount to Cash PaymentValidate Fully Paid Signed Invoice from Customer
ELSE Validate only Fully Paid InvoiceEND IF
ELSE IF excess Cash Payment on Total Order Amount equaled Credit Balance in Credit Master
THEN Write Full Payment Information ELSE IF excess Cash Payment on Total Order Amount is less than Credit Balance THEN Collect Deficit on Total Order Amount in Signed Invoice from Delivery Agent
ELSE IF Credit Balance is zero on recent recordTHEN Write as Excess Cash as Advance Payment from Customer on other comments
ENDIFEND DO
5.2 Produce Official ReceiptName: Produce Official ReceiptDescription: Gathers information of full payment on order Invoice and
credit balance. If both are recorded as fully paid then an Official receipt is produced to be sent to thae customer.
Input Data Flow: Validated Invoice and Full Payment Information from Process 7.1
Output Data Flow: Official Receipt to CustomerType of Process: Manual Process Logic: Structured EnglishDO check credit masterObtain Validated Invoice for Full PaymentObtain Full Payment Information on Credit Master
IF balance is equal to zeroTHEN continue
Produce official receipt Send official receipt to customer ELSE update customer’s credit balance
ENDIFEND DO
DATA DICTIONARY
The data dictionary is a reference work of data. From chosen data flows, data structures were made on each data element. Also data structures were
formulated on all the data stores found on the proposed data flow diagram.
DATA FLOW 1: CUSTOMER INFORMATION
Customer Order = Customer Number +
Order Date +
Customer Name +
Address +
Telephone Number +
Available Order Items +
Item Total +
Total Order Amount +
Receiver
Customer Name = First Name +
(Middle Name)
Last Name
Address = Block and Lot Number +
(Building Number) +
Street +
Baranggay +
Other local Description +
City
Telephone = Area Code +
Local Number
Available
Order Item = Quantity +
Unit +
Item Description +
Unit Price +
Gross Total +
Trade Discount +
Net Total
DATA FLOW 2: SALES INVOICE DISCOUNTED Sales Invoice Discounted = Sales Invoice Number+
Delivery Date +Customer name +Customer Address +Quantity+Unit +Item names +Unit price +Order Total +Authorized Signature
Sales Date = Month +
Day + Year
DATA FLOW 3: OFFICIAL RECEIPT Official Receipt = Official Receipt Number +
Payment Date +Customer name +Customer Address +Cash Payment amount +Sales Invoice Number +Authorized Signature
Payment Date = Month +
Day + Year
DATA FLOW 4: OFFICIAL RECEIPT Signed Delivery Receipt = Customer name + Customer Address +
Delivery Date +Sales Invoice Number +Customer’s Signature
Delivery Date = Month +
Day + Year
SCREENS
Te sarah maglagay k d2 ng sumting a
CUSTOMER MASTER SCREEN
ITEM MASTER
CREDIT MASTER
Thank you for listening!