sales management system

8/7/2019 sales management system

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BANASTHALI UNIVERSITY

MASTER OF BUSINESS ADMINISTRATION

[1st year (Batch - A)]

PROJECT IN

SYSTEM, ANALYSIS, DESIGN AND MIS

TOPIC

Sales Management System

Submitted to : Submitted by :

MS. ISHA MITTAL Divya mehtaNupur

Anupama (7149)Meeta khaturia (7209)

Kritika makhijani (7201)

Kavita (7198)Apoorva Gupta (7151)


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TABLE OF CONTENTS

Chapter 1 Page#

1.0 Introduction

1.1 Scope

1.2 Objective

1.3 Preliminary investigation

1.4 Problems of the current system

1.5 Proposed solutions to the problems

1.6 Benefits of the proposed system

1.7 Conclusion

Chapter 2 Page#

2.0 Feasibility2.1 Technical Feasibility

2.2 Operational Feasibility

2.3 Economic Feasibility

2.3.1 Cost-Benefits Analysis

2.3.2 Pay Back Analysis Graph

2.3.3 Pay Back Analysis

2.4 Schedule feasibility

2.4.1 Task Description

2.5 Conclusion

Chapter 3 Page#

3.0 Data Flow Diagrams

3.1 Context Diagram

3.1.1 Explanation of Context Diagram

3.2 Data Dictionary

3.2.1 Data Flows

3.2.3 Data Store

3.2.4 Processes

3.2.5 Entities


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ACKNOWLEDGEMENT

We would like to take this opportunity to express our gratitude towards all the people who have

in various ways, helped in the successful completion of our project.

We convey our gratitude to Miss Esha Mittal for giving us the constant source of inspiration and

help in preparing the project, personally correcting our work and providing encouragement

throughout the project.

We would also like to thank all our friends for steering us through the tough as well as easy

phases of the project in a result oriented manner with concern attention.


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Introduction

This project is about Sales Management System for apparels outlet. Being expertise in the

apparels business, this apparel outlets offer great deal for their customer and provide a

competitive edge for their competitors. In this project we are required to do the work of the

system analyst and go through each process which the system analyst performs. We know thatfor optimal sales management processes, we need robust functionality for managing sales

facilities.

Support for sales management helps the Apparel Store record and track materials on the basis ofboth quantity and value. Sales management functions cover internal warehouse movements and

storage. Using this software we can reduce costs for warehousing, transportation, order

fulfillment, and material handling while improving customer service. You can significantlyimprove inventory turns, optimize the flow of goods, and shorten routes within your warehouse

or distribution center. Additional benefits of sales management include improved visibility, and

decision making. This software is user friendly and hence easy to use.

Scope

As we all know that the retail industry is advancing and will be at boom in the upcoming years.

Due to this increase in demand for fast and effective Sales data are required. Thus the need fornew Sales Management System has increased in Retail industry.

Now days old systems are being replaced by new system, the reason behind

this is that the organization demands excellent quality work more profit to be earned in shortterm and to gain more market share as quick as they can and to kick their competitors out of the

market.

New system is:

User Friendly

Simple to understand

Cost effective

More Efficient

Faster

Time Saving

Accurate

Only 5% manual work.

Reduces work load.

Connected via internet to send emails to customers.

As mentioned above that what the new system does, our prime target is to create a new andreliable system for Apparel Outlets for managing their Sales, as it is assist in billing with Sales

Management as soon as the sales is being made. Immediate information will not only assist the

respective Apparel Store but also its corporate office to keep track of its inventory. As it sendsimmediate updates, it helps in deciding the Re-Supply in timely manner.


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Objective

Our objective is to make useful and user friendly system, so that non technical person can alsounder stand it making the system very effective and efficient for both company and store. It is

easy for the apparel outlets to use the system, as it will be plugging in with the existing billing

system. The system, that would be designed for the outlets will consists of high security softwareand installing latest version of antivirus (Quick heal) so the system is virus free and the data issecured. Last but not least it helps in auto recovery of data, if required.

Preliminary investigation

Our team started its work with the very basic step that was searching for the problem of the

Apparel Stores in managing their sales. After the problem recognition by the team members wegathered information regarding the problem.

Problems In existing system

As we know that the existing system is quite tedious, time consuming and less efficient and

accurate in comparison to the new system.

So following are some disadvantages of the old system:

Demand forecast

As in the Apparel Industry the consumer buying trends keeps on changing. We, thus,

need a system with which we can track the exact pace and place of sales. The currentsystem does not assist in Demand Forecasting of stock which leads to overload of stock

and sometimes unavailability of product during peak seasons.

Supply

Every store has to reorder its products as the sales proceeds. This reorder is far before all

the stock gets sold off. The existing system is inefficient and there cannot help inplanning the supply of products. (Apparel in this case)

Piling up of Sales Report

The Sales Reports are usually made weekly or monthly. This leads to piling up of

everyday sales data which is utilized at the end of month. This is problem with existingsystem that it cannot provide daily updates on sales instead keep on adding sales reportfor its utilization later on.

Reactive rather than proactive

The organizations are ever changing, the customer demands are changing, expectations

are changing and to remain in the market is getting tougher. One of the major problem


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with the existing system is that by the time it conveys you the problem and you takeaction to rectify it, its too late. The action taken is thus Reactive.

Incomplete Statistical Information

Since the reports are prepared at a particular time period, the exact statistical figures arealso available during those time period. For rest of the time period the Store managers

have incomplete or vague answers about their sales. Instead these managers should have

exact statistical figure of sales to be proactive in their approach.

Proposed solutions to the problems

Daily and hourly updating of sales

The new system has a feature of plug-in through internet which can send hourly and daily

updates of sales. This is the most important feature of this system and thus provides

solutions to a lot of problems faced in the older system.

Centralized monitoring of the sales

The centralized system will give timely information of stock movement thus along withstore the corporate offices can also track the stock movement and accordingly plan their

production and sales promotion activities.

Automatic report generator on the bases of daily sales record

The company and the Appeal Store can simultaneously take benefit of automatic report

generator. These benefits include analysis on daily basis, tracking daily sales, which store

is performing the best out of the existing, which store is least performing and how toincrease its sales etc.

Being proactive

Suppose the demand for apparel is lofty during a week and we need to store a lot of

inventory considering the high demand. To cope up with such a situation we need to be

proactive in our approach only then we will be able to meet with existing demand. Alsobeing Proactive pays off.

Exact statistical figures about sales

Whenever the store manager requires information about sales or the available inventorywith him he can check out the data in our system and can give exact statistical figures

regarding sales per day, sales per hour, sales per week, available stock with him at

present, on which days more of the stock is converted into sales and many more suchqueries can be answered promptly.

FEASIBILITY STUDY

As we know each and every project needs to have a feasibility study for the complete

understandability of the project. Feasibility report means to identify the problem and


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summarizing the complete Objectives. It also creates broad data for the management team thatwould decide by looking at the objects whether to move on the new phase or not.

There are 4 types of feasibility report which are mentioned below:

1. Technical

2. Operational

3. Schedule feasibility4. Economical

Technical Feasibility:

Technical Feasibility centers on the existing computer system and to what extent it can supportthe proposed addition. In this, case the question arises whether the plug in system proposed is

technically feasible. This new system requires one fully trained person to install system

perfectly. One administration person to maintain/update database. As our existing system is lessefficient, so we need a onetime investment of Rs 3 Lacs for the purchase of hardware and

software for computers, LAN for all the outlets etc. It requires apprx. 10 Lacks PA as a operating

cost. With the above details our system is technically feasible as it has accumulated benefit ofRs.2580884. Pay back period for this system will be 3 years.

OperationalFeasibility:

Operational feasibility is a measure of how well a proposed system solves the problems, and

takes advantage of the opportunities identified during scope definition and how it satisfies the

requirements identified in the requirements analysis phase of system development.

The new solution is feasible in all sense .It will operationally make the work of report making

more easier for the employees this will also help for the companys headquarters to keep recordof sales warehouse inventory and customers on daily basis. It do not require the user to have

technical knowledge.

Economic Feasibility :

Economic analysis is the most frequently used method for evaluating the effectiveness of acandidate system. More commonly known as Cost-Benefit Analysis, the procedure is to

determine the benefits and savings that are expected from a candidate system and compare them

with costs. Under this feasibility we analysis weather benefits in making the new system aremore then the development cost. Is it profitable to take the task and make it? Will it going to

provide any benefits to the organization.

Cost-benefit analysis:

Economic feasibility is performed by doing the cost-benefit analysis, which is theprocess of identifying the financial benefits and costs associated with the

development of the project.


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Pay Back Analysis Graph

Schedule feasibility

A project will fail if it takes too long to be completed before it is useful. Typically this means

estimating how long the system will take to develop, and if it can be completed in a given time

period using some methods like payback period.

Task completing dates

Feasibility report would be done in 2 days including technical, economical, operational,schedule.

Requirements of users will be done in 2 days.

Analysis of system needs would be done in 2 days.

Development and documenting the software would take 3 days.

Cost benefit analysis would be done in 2days.

Payback analysis would be done in 1 day

All the diagrams e.g. data flow diagrams would be done in 2 days

Data dictionary and Data store would be made in 1 day

All Entities software would be done in 4 days

Making of screenshots in 2 day

Conclusion

While developing the system a conscious effort has been made to create and develop a softwarepackage, making use of available tools, techniques and resources that would generate a proper

System During making the system, an eye has been kept on making it as user-friendly, as cost-effective and as flexible as possible. As such one may hope that the system will be acceptable to

any user and will adequately meet his/her needs.

As in case of any system development processes where there are a number of shortcomings,

there have been some shortcomings in the development of this system also. The project is stillunder modification.


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DATA FLOW DIAGRAM

Data flow is known as a geographical figure of the data. DFD denotes the process which takes

place in a system .it even shows how data evolve around through an information system.

Context diagram


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Data dictionary

Date dictionary is just like a dictionary which contains meanings of words. Data dictionary is

made by the analysis to keep track and record of the information and thus it could be use furtherin future if required changes in the system. Data dictionary contains the meanings of words

which are used in the system and data flow diagrams. It helps to

Deplete redundancy Compose data flow in a constructive manner

Provide aid on data stored files and save it

Create deductive data flow processesThe data dictionary for this project is given below:

Data Flows

Name customer details

Description details of new customersSource customer

Destination customer infoData Structure customer name+ DOB + address + email

Name placement of order

Description details of new orderSource customer

Destination verify order

Data Structure Product name + Product ID+ Product type + order ID

Name Verification of order Description Verifying the new order

Source Verify order

Destination Data store of outletData Structure Product name + Product ID+ Product type + order ID

Name Availability status

Description Sending availability infoSource Data store of outlet

Destination verify order

Data Structure Product name + Product ID+ Product type + order ID

Name If available

Description Availability of products conformed

Source Verify order Destination Selling

Data Structure Product name + Product ID+ Product type + sale code + order ID

Name If not available

Description Non availability of productSource Verify order


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Destination RejectData Structure Order canceled + product ID

Name Payment

Description Details of payments

Source Customer

Destination Sales accountData Structure Amount of payment + mode of payment +customer ID +.order ID

Name ReceiptDescription Receipt of the payment made

Source Selling account

Destination Customer

Data Structure Customer ID + Order ID + receipt ID + amount paid

Name Sales info

Description Updates the sales records

Source SellingDestination Data store of sales report

Data Structure Sales ID + product ID + date and time of sale

Name Amount updation

Description Updations of sales amountSource Selling account

Destination Sales

Data Structure Amount paid+ receipt ID+ customer ID + order ID

Name Sales report updation

Description Updation of sales detailSource SalesDestination Data store of sales report

Data Structure Sales ID + product ID + date and time of sale + Amount paid+ receipt

ID+ customer ID + order ID

Name Sending info about rejected productDescription Details of rejected product

Source Reject

Destination Warehouse of branchData Structure Product ID + Product name + Product type + quantity

Name Demand

Description Demand for stockSource Warehouse of the branch

Destination Central branch

Data Structure Product ID + Product name + Product type + quantity

Name Supply

Description Supply of demanded stock


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Source Central branchDestination Warehouse of branch


Name Update of new stockDescription Details of new stock

Source Warehouse of branch

Destination Data store of outletData Structure Product ID + Product name + Product type + quantity

Name Updated data store of outlet

Description Data store info updated at main branchSource Data store of outlet



Name Updation at main branch about sales reportDescription Updating about sales report

Source Data store of sales report

Destination Central branchData Structure Sales ID + product ID + date and time of sale + Amount paid+ receipt


Name Update about inventoryDescription Inventory updation

Source Warehouse of branchDestination Inventory reportData Structure Product ID + Product name + Product type + quantity

Name Updation at main branch about inventory

Description Updating about inventorySource Inventory report



Data store

Name Data store of customer info

Description All the details of a customerInput Data Flow Customer details

Output Data Flow No outflow

Data Structure Customers name + customer ID + DOB + email ID


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Name Data store of outlet of particular branch

Description All the details of products of the outletInput Data Flow Availability status, update of new stock

Output Data Flow Updation at main branch about stock

Data Structure Product ID + Product name + Product type + quantity+ order ID

Name Data store of sales report of particular branch

Description All the details of sales of the outletInput Data Flow Sales report updation

Output Data Flow Updation at main branch about sales report

Data Structure Sales ID + product ID + date and time of sale + Amount paid+ receipt


Processes

Name Verify order

Description Registering new customers and placement of new order

Input data flow Placement of orderOutput data flow If available, if not available, availability status

Process specification Receives customer order, check availability of the products ordered

in data store of outlet.

Name Sales

Description Details of the sales in hourly basesInput data flow Sales info, amount of sales updation

Output data flow Sales report updationProcess specification Receives customer sales info, updates the data store of sales record

of outlet as when sales happen.

Name Warehouse of the particular branch

Description Records and updates the product details in the warehouseInput data flow Supply

Output data flow Send info about rejected product, Update of new stock, update

about inventory

Process specification It checks the availability and if not available send demand at mainbranch

Name Inventory reportDescription It generate and update inventory report

Input data flow Update about inventory

Output data flow Update at main branch about inventory

Process specification Updating inventory record of each outlet at central branch

sales management system

Documents