THELMAS GROCERY INVENTORY SYSTEM AND POINT OF SALE SERVICE

A Capstone Project Presented to the Faculty of the College of Information and Computing SciencesSaint Louis College of BulanaoTabuk City, Kalinga

In Partial Fulfillment as a Course Requirement for the DegreeBACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

Submitted By:Sheilla Mae D. WagayaVanessa BwaconAhley BanciloLoyd Atuban

March 2017

ACKNOWLEGEMENT

Almighty and precious God has been awesome and so gracious to everyone through all the years of journey. To him, who always make all things possible and as we pursue doing this project study all together, we bring back all praises, glory and huge thanksgiving to the lamb. Special thanks for the following individuals:Sir Steve Our very supportive and so inspiring adviser, for all the effort and by giving his very best for the fulfillment of our knowledge and the one who shared his skills and time for us to achieve the success of this project study. To Ma'am jizza santos. Maam lawagan heads and faculty, who becomes the foundation of our ideas, ready to give advices and for being part of the completion of this study. To our special someones, friends and close friends whoSupported us in all aspect to make this study reliable, successful and possible justUndying support to us for the whole development of this project study and makes it amazing.To our beloved parents, relatives and guardians for their non-stop, unending love, brilliant encouragement, sacrifice, guidance and the hundred percent of support both financial and moral which inspired us and light up our world throughout the processing level. Also we give a big thanks to all personality whose names we are unable to mention. Guys its been overwhelming to our part that youve shared something that will also build the missing parts of this system and we also want to share with of all you the gladness and joy of knowing that we have not worked in vain and there are always beside us.

DEDICATION We dedicate this project to our group especially to ourselves who give the best thing for us to fulfill our huge mission and that is to complete the requirements needed in our System Analysis and Design. Of course, we also dedicate this great project to each individual inspiration who inspires each member to pursue the fulfillment of this project. For our families who are always there giving their best support and longing for our success in our project. Also to our beloved and caring school Saint Luis College of Bulanao which builds the key to our success and it is a great privilege to be one of the students of Bachelor of Science in Information Technology.

APPROVAL SHEETThis Capstone Project entitled THELMAS GROCERY INVENTORY SYSTEM AND POINT OF SALE SERVICE has been prepared and submitted by ROMY ODIEM, ROSARIO OFOD, and MELANIE ORE, in partial fulfillment of the whole requirements in System Analysis and Design (SAD) has been examined and is recommended for oral presentation.

JIZZA MAE SANTOS, MITAdviser

RONALD U. WACAS, MITChairman, Technical Panel

STEVEN KING T. HERNAEZ JOEF C. CAMPANO Member, Technical Panel Member, Technical Panel

ABSTRACT:

Modern Technology had revolutionized mans way of life in many ways. The development of this technology has a great part in mankind living. As technology had been characterized to its very useful outcome, being reliable in generating tasks and because it is considering on a technology, having an easy and so efficient work can be implemented by every individual. The evolution of computers has progressed and it manifest to the crust with any limit. The computer as the most invented form of technology which gives a very popular role and a great influence to everyones living in the modern cycle of society. One of the main goals of this computer is to do computation having the speed, reliability and other benefits wherein it will help the individual. Computerization of the odd manual system practices is just one of the main goals of the invented computers and because of this Inventory System for Pan-Aw Restaurant can be help. Its mission is to modernize and to computerize the process of inventing. Taken from www.google.com and www.tech-wonders.com: The modern World with Technology which gives a high level of performance to help every institution to remove the gap in performing the process by which to be implemented. All this is preferred for the development of every technological computerized system. It is a great problem for a one business to handle its operation without is standard, high level and being automated system.

TABLE OF CONTENTS PAGETITLE PAGE 1ACKNOWLEDGEMENT 2DEDICATION 3APPROVAL SHEET 4ABSTRACT 5TABLE OF CONTENT 6LIST OF FIGURE 7LIST OF TABLES 8CHAPTER1. INTRODUCTION Background of the Study Company Profile Importance of the Study Objective of the Study Scope and Limitation Definition of Terms 2. Review of Related Literature 3. Technical Background 4. Methodology Data Gathering Tools Software Development Methodology Design Development and Testing 5. RECOMMENDATION 6. APPENDICES Gantt chart References Evaluation Tool

Cost Benefit Analysis Curriculum VITAE

List of Figures Ishikawa Diagram Use case diagram Activity Diagram Class Diagram Menu Diagram Wireframe Diagram

List of Tables

Database structure of the proposed system

CHAPTER I

IntroductionProject Context Bro. Marvin (Jan2012) said, Technology makes works easier, it shortens the time of each tasks and because of this no effort and time will be wasted in each particulars. Shane Filan (2004) stated that As the earth never stop on rotating, technology never stop in upgrading.

Technology results computerization which has been a common part of our everyday needs in this world. Rapid advances in technology have helped to meet these Demands of the society. Computerization has been somehow revolutionize the modern world which what we call the Information Age, Where Knowledge has been accessible and available to everyone .The proponent have witnessed its evolution and even its benefits.

Technology has influence most student life today. Its amazing what technology has done to our society and make as dependent on it. Using computer cut down our work time, we dont have to write everything out by hands or type on a typewriters.

Each Technology gives a high level of performance to help every institution to remove the gap in performing the process by which to be implemented. All this is preferred for the development of every technological computerized system. There are many kinds of computer systems depending on their uses. Yet One of this is the Inventory System and Point of Sale Service. Inventory is the total amount of goods and/or materials contained in a store or a factory at any given time. Store owners need to know the precise number of items on their shelves and storage areas in order to place orders or control losses. Factory managers need to know how many units of their Products are available for the customers order. Restaurants need to order more food based on their current supplies and menu needs. All these business rely on inventory count to provide answers.

The word inventory can refer to both the total amount of goods and the act of counting them. Many Companies take an inventory of their supplies on a regular basis in order to avoid running out of popular items. Others take an inventory to insure the number of items ordered matches the actual number of items counted physically. Shortages or overages after an inventory can indicate a problem with theft (called shrinkages in retail circles) or inaccurate accounting practices. (www.google.com)

Companies also take an inventory every quarter in order to generate numbers for financial reports and tax records. Ideally, most companies want to have just enough inventories to meet current orders.

Having too many products languishing in a warehouse can make a company look less appealing to investors and potential customers. Quite often a company will offer significant discounts if the inventory numbers are high and sales are low. This is commonly seen in new car dealerships as the manufactures released the next years models before the current vehicles on the lot have been sold. Furniture companies may also offer inventory reduction sales in order to clear out their showrooms for newer merchandise.

Inventory system is a quick and automated process which Thelmas Grocery finds it easier and better way to implement and manage their inventory system. The automation of this system can be implemented through the Presence of major equipments just like computers and printers. Instead of using the usual way or lets talk about the manual system of recording items of stocks or products of the restaurant, they can now use a graphical user-interface or the GUI wherein, you just press the mouse and then just enter the data in that system.

In our place, there are some businesses that utilizes this system called inventory system and point of sale service to improve the quality of their services.

This inventory system aim to provide better and easier recordings of received/ released products to the inventory system by which it is manage by the in-charge personnel with the permission of the owner.

Purpose and Description Thelmas Grocery Management aims to meet the demand and even the need of the grocery in terms of inventorying. This mission has driven the business to look for innovative yet inexpensive approaches to deliver quality services. Thus, the need for Inventory System and Point of Sale Service has been felt more deeply. This study is not only bringing the gap between the need of users and technology but it would rather be beneficial to the following:

To Thelmas Grocery. for the grocery store to remain competitive. It will enhance the business performances so as to reap big from the whole sale retail business world.

To the Thelmas Grocery Administration this study will hence help the owner to make right decisions because information will be rightly available and in correct format. It also brings the potential for the administration for improving sales and profits through better analysis of inventory trends, including patterns of delivery and demand. To the Employees. Because of this, employee will be able to avoid being intense in sense of questioning about the daily sales in particular days. This is to enhance the due transactions of the whole operations of the restaurant.

To the Costumers. This will be advantage for them to have basis about each item that they bought in the grocery store. It will serve as their baseline-data for their transactions.

To the Researchers. As to the researchers, this is so beneficial in their part because it will help them to broaden their understanding, knowledge and skills towards research, software development, analysis and design.

To the Future Researchers. This study will help them and will be another source for their incoming new studies. It will add to their references wherein they will be able to gain informations they needed when they also having study about inventory system.

Statement of the Problem The purpose of the study is to develop inventory system and point of sale service of the Thelmas Grocery Store. Particularly, it sought to answer the following questions:1. What are the processes used in the existing Thelmas Grocery Store in terms of sales and inventory?2. What are the problems encountered in the current processes used in the Thelmas Grocery Store?3. What are the processes that are need to be systematized to achieve a faster and more reliable inventory and point of sale service system?

Objective The main goal of the study is to design and develop a supply inventory system of the pan-aw restaurant with the following:1. To list down the processes used in the existing Thelmas Grocery Store in terms of sales and inventory.2. To determine the problems encountered in the current processes used in the Thelmas Grocery Store. 3. To enumerate and discuss the processes that are need to be systematized to achieve a faster and more reliable inventory and point of sale service system.

Scope and LimitationThe study will focus on the development of an inventory system and Point of Sale Service for Thelmas Grocery Store. The study focuses in Inventory control management, Point of Sale Service and providing a GUI or graphical user interface that used to input data in the following transaction such as purchasing of orders, recording of items, and creating database for the items. It provides a record to the user for maintenance and security purposes.The study would use the concept of wireframe as its methodology in designing and developing the Thelmas Grocery Inventory and Point of Sale Service.

In addition, the researchers use MS access (to be used as back-end), Microsoft Visual Basic.net (to be used as front end).Definitions of TermsInventory. Inventory deals on monitoring and managing the products, materials, ingredients and equipment of pan-aw restaurant on something we want to view. It is also talking about managing the products for example on how it moves in one company.

Inventory System .Inventory System is one of the most important systems on process of any business as well as for the pan-aw restaurant because it involves the management of products, materials, and equipments which is vital on production management.

Inventory Management. Inventory management is the direction and control of activities with the purpose of getting the right inventory in the right place at the right time in the right quantity in the right form at the right cost.

System. A system is a set of detailed methods, procedures and routines, established and formulated to carry out specific activity, perform task or solve a problem.Maintenance, Repair and Operating Inventory (MRO).Inventory used to maintain equipment as well as miscellaneous supplies such as restaurant cleaning supplies.

Item Profile. These are data that describes the characteristics of an item. May include physical characteristics such as size and weight, transactional characteristics such as times consumed and units consumed or group characteristics such as commodity, hazardous classification, etc. Item profiles are used in warehouse design and slotting.

Order Profile. Order profiles are data describing the characteristics if inbound, outbound, or internal orders.

Purchase History. Is a page lists documents that you have purchased. It contains documents, confirmation ID or an identifier for the document, and the date of purchase.

Purchase Order. Purchase Order is a document use to approve, track and process purchased item. a purchase order is used to communicate a purchase to a supplier. It is also used as an authorization to purchase. a purchase order will state quantities, cost and delivery dates.

Quantity on Order. Include quantity on open purchase orders or manufacturing orders. May or may not include quantities or transfer orders from other branches.

Physical Inventory. Refers to the process of counting all inventories in a warehouse.Item. Any tangible or intangible, visible or invisible thing.

Find Inventory Item. This task will find inventory known to the system given either a part number or partial match on a short description.

Examine Goods for Disposition (external).The received purchase supplies are examined by receiver for disposition.

Supplier. External entity that supplies relatively common, off the shelf, or standard goods or services, as opposed to a client who commonly adds specialized input to the deliverables. Also called vendor.

Quantity. Is a kind of property which exists as magnitude or multitude? It is among the basic classes of things along with quality.

Handle Item Receive and not Found (external).This is an external task that would handle receiving an item that was not known to the Pan-aw Inventory System. There are many possibilities as to how this could be handle and they are business dependent.

View Expected Inventory Records. This task used to view expected inventory records to see if the inventory item is one that is expected. A purchase order ID or some other Identifier present with the items that can be use to Correlate the receive item to the expected inventory record.Products. Good or service that most closely meets the requirements of a particular market or segment and yield enough profit to justify its continued existence.

Stock in. This is to form part of an already existing database.

Stock out. Situation where the demand or requirement of an item cannot be fulfilled from the current (on hand) inventory. A stock out or out of stock (oos) event is an event which causes inventory to be exhausted. Recorder Points are often specified in such a way as to reduce the Likelihood of stock out during replenishment, due to the vendors lead time, which cause interruptions to sale or delivery.

Transaction. system and method of altering transaction Terms which examine inventory levels and changes.Transaction terms, such as price and rental period. The system includes a plurality of electronic price labels associated with a plurality of rental items for displaying rental terms of the rental items including price information and rental period information

CHAPTER IIREVIEW OF RELATED LITERATURE

In exploration, we find new techniques, new knowledge, even develop new substances, gadgets, equipment, processes or procedures, imagination and skill is employed by the researcher. The commodities, new devices, services, in technology are needs of man for a better fuller life which is the concern of the research. These useful arts are the products of the technological environment and the end-user is society in general. The fast growing trend and innovation in technologies today prompts researchers to conduct studies about the efficiency of system program. This Chapter presents a brief review of literature and studies, both local and foreign that is related to these studies.

1. Ronald Pachura() wrote in an article for IIE Solutions. "Whether the problems incurred are caused by carrying too little or too much inventory, manufacturers need to become aware that inventory control is not just a, materials management or warehouse department issue. The purchasing, receiving, engineering, manufacturing, and accounting departments all contribute to the accuracy of the inventory methods and records." It is little wonder that business experts commonly cite inventory management as a vital element that can spell the difference between success and failure in todays.

2. Foreign Literature Eugene F. Brigman, (2000).Companies are increasingly employing Inventory System. A computer start with an inventory counts in memory. Withdrawals are recorded by the computer as they are made, and the inventory balance is constantly revised. When the recorded point is reached, the computer automatically places an order, when this new order is received, the recorded balance is increased. Retail stores have carried this system quite far, each item has magnetic codes, and as on item is checked out, it passes over an electronic reader, which then adjusts the computers inventory balance, at the same time the price is fed to cash register tape. When the balance drops to the recorder point, an order is place. Only competitive business world.

The researchers conduct several interviews in order to gather information about the present existing conditions of the inventory system, knowing its problems and enhancing it by developing an automated inventory system. Questionnaires were also distributed to all interviewees for additional information. Using the descriptive method, the researchers also observe the functionality of the present inventory system of the phi health, which help them discover that Electronic Data Processing is advantageous than other.

3. AcaDemon (2005) Inventory control in the store business is important because these businesses depend on the rapid turnover of inventory items with a limited shelf life at relatively small margins. The store must be able to satisfy the customers by being able to supply the desired commodities when required. The stores shouldnt have a large amount of capital tied up in the inventory items lying in the store. Inventory is the value of firms current assets that are shown on the balance sheet, generally at cost. Periodic Inventory System is a physically count inventory, usually made at the end of the accounting period, which does not maintain a detailed record of the actual inventory kept during the accounting period. Persons in charge of managing the inventories in a business must follow certain steps and perform an accurate inventory control system in order to avoid highly costs due to over stocking matters. Such is how important is inventory is to an organization that it must be really taken seriously.

6. According to Amoro (2004) Inventory control in the convenience store business is important because these businesses depend on the rapid turnover of inventory items with a limited shelf life at relatively small margins. This particular inventory information is whatManagers base on to make vital decisions of an organization. The automation of the inventorySystem will hence help managers make the right decisions because information will be rightlyavailable and in a correct format. Computerizing your inventory system brings you the potential for improving sales and profits through better analysis of inventory trends, including patterns of delivery and demand.

7. Professor Blackwell, Miniard, and Engel (2001) proposed the model of Consumer Decision Making Process (CDP) in their book entitled, Consumer Behavior (9th ed.). The CDP model simply reflects how consumers make a choice for both goods and services. Seven stages are combined to be the CDP model. Need Recognition is the first signal that implies consumers need or want. After the need recognition, consumers tend to gather as much information as they can in order to evaluate their choices before making a decision, as indicated in the second and third stages. At the fourth stage, purchasing is made, depending on the preference or choice made. However, this model does not end at this stage because the next three stages also affect the decision-making process of an individual. When consumers use the products or services they have purchased, the value of their purchased commodity becomes dependent on their experience in using them, which becomes essential at the fifth stage. Post-Consumption Evaluation then plays role in a cognitive process in the decision-making process of consumers, in reminding them of the Value of the commodity on their next purchase. The last stage, Divestment, also participates in such a cognitive process, and indicates how well of the performance of the product or service is good of disposing. 8. Laudon, (2001), Define Management Information System the study of Information system in business and management. It also designates a specific category of information systems serving management level functions. It does provide managers with reports or with online access to the organization current performance and historical records. Largely they serve the functions of planning, controlling and decision making at the management level. They summarize and report on company basic operation. These are well-documented advantages of a good information system. The term inventory control refers to effective management and control of inventory items, which have already been purchased and are in the convenience organization

9. According to Kibera (1996), Inventory in most organizations is the largest single investment. ItsTherefore sensible that the management understands what it is and also effectively controls it. And due to this new era of system automation there is need to computerize every system in the organization to reduce on the problems associated with manual systems. Effective inventory management is, therefore about Implementing strategies to meet or exceed customer related to products availability by maintaining a sufficient stock of each of stock item, which will also maximize the convenience organizations profits. How can one maintain this aspect or come up with it? Automation of inventory will effectively maintain a sufficient buffer stock for the smooth running of the organization.

10. Kakeeto (2003) stated the problems that exist with manual inventory record system as being inconsistencies incurred when entering products onto stock cards, increasing volumes of stationery used, making it hard for the workers to identify the stock cards in time. Inventory management is one aspect of business computing that enhances a company is business performances so as to reap big from the business venture being undertaken. Maintaining too high e level of stock items with a limited shelf life can only result in wastage and unsold stock.

CHAPTER III

TECHNICAL BACKGROUND

Non-Functional RequirementIn general, functional requirements define what a system is supposed to do whereas non-functional requirements define how a system is supposed to be. Functional requirements are usually in the form of "system shall do ", while non-functional requirements are "system shall be ".The non functional of the proposed system or the qualities and constraint of the propose systems are as follow:Security. In terms of security, for Thelmas Grocery, the administrator and the user have their different privileges.Usability. The proposed system is design in accordance with the need of the Thelmas Grocery Store.Accessibility. The proposed system is design and developed for the Thelmas Grocery Store, to help the in-charge person and the members to easily access the data.Scalability. The system will be enhance and update to meet the system requirements and the demand of its user.Maintainability. In term of its maintainability, the system is easy to maintain it in terms of its function and database.

Non functional requirementsThe non-functional requirements of the system are:1. The system should be easy to maintain and adapt by the users.2. The system should enable backup and recovery be performed at specific times (manually or Automatic).3. The system should provide security to the database through the use of passwords.

System RequirementsThis particular section does specify the requirements for the Automation of the Thelmas Grocery Store Inventory Management Process; thus these requirements serve as a basis for the acceptance of the system.

Hardware RequirementsThe proposed system will need a complete set of computer with at least 512MB random access memory, 2.26GHz processing, and 40 GB of hard drive.

Software RequirementsThe database system together with the interfaces should be run or powered by window-based operating system such as Windows 2000, Windows XP and Windows 7.

Functional System RequirementThe system main function is to record the incoming and outgoing items and has the ability to automate and increase the speed and accuracy in terms of computing and recording of data items. The system will use MS. Access as database to avoid the complicated manipulation of data. Another function is to minimize the processing time in order for the user to enter data quickly so that the inventory process will be faster than the manual way. User or the facilitator of the system benefited for the reason that they will not do the usual way they do during recording stock products from the outside.

CHAPTER IVMethodologyRequirements Specification

These chapter discuss the Methodology, Sources of Data, and the Data Gathering Tool to be used in the study.

Sources of DataSources of data are raw data that serve as evidence to support the researchers study where in the researcher obtained data and ideas on how to develop and design the study. Primarily the sources of data were gathered through interview to those persons involved in the inventory process. Second source is the World Wide Web and the library which was used to searched and collects some necessary data that is needed in designing and developing the study.

Data Gathering ToolsThe following data gathering tools were used toward the materialization of this study:1. Interview the researchers use this tool to gather data and ideas that are needed in the proposed study. The researchers interviewed the personnel of Thelmas Grocery Store.2. Internet the researchers another research tool for the researches that offers them information and data over the world wide web. Internet is important to the researcher because it serve as their secondary source of data. They downloaded and gathered some ideas that is needed in the proposed study. 3. Library Research Library also used as a source of data by the researcher. They review some of the graduate thesis of SLCB to serve as their guide and basis to design and develop the proposed system.

Software development methodology

Design and Implementation ConsiderationThis section will discuss the design and implementation consideration of Thelmas Grocery Store. The Inventory System shall be designed primarily for the Thelmas Grocery Store.On the login process, the user has to enter his or her username and password for security purpose. This will protect the access to the system from any uauthorized user. Interface design of the system was also considered by designing the system in accordance to the needs of the Thelmas Grocery Store.Another menu is the transaction which contains the stock in, stock out, and the purchase order. Stock in requires to record the following information; stock in no., PO no., supplier code, date ordered, date receive, product ID, name, price, order, and receive. The stock in process records all the purchase items and the on hand items. It is a need to perform this process for the user benefit during inventory semi annually, the users can easily access all the stock entered or delivered by just checking in the stock in file.Stock out also requires the following information, product ID, name, supplier, category, price, stock, stock out no., quantity, date release, product name and amount.In the purchase order process, this refer when was the purchase product ordered, requires for the PO no., supplier, date purchase, and date ordered. Purchase order Process identifies the product/items needed by the Thelmas Grocery Store and the list of items to be purchased.\In the maintenance menu, it contains the products, supplier, user, information about products, user, and supplier that have been entered to the system. Upon clicking the product button, it allow the user to view all the details and information about the product that has been recorded to the system like, the product id, product name, the supplier and the prices of the product being asked.In the maintenance menu, supplier is included; this refers to the information about the supplier where the products have been purchase. In the supplier process, it give the details about the name of the supplier, address, telephone no. and the supplier ID. The user need to input all the information about the supplier to the suppliers to the database, if the supplier profile is in the database. The user can retrieve the suppliers profile to the database if it is needed in some form like the stock out and PO. to check the suppliers profile just go to the maintenance button then click the supplier menu to view the entire suppliers profile. In the user profile, only the administrator can access the form. Upon clicking it, it required the administrator password for verification. After the administrator access the user profile he/she can now add, update and delete some user profile. This form cannot be access by the user. Users are responsible in inventory products. They can access the all parts of the system except the user profile.Another menu is the tools which consist of the calculator, notepad and the clock.The Existing SystemThis Chapter describes the current operation/ processes and problems encountered in the existing inventory system of the Pan-aw.

Problems Encountered in the Existing SystemThe following are the problems being encountered in the current traditional Pan-aw Inventory System.1. Difficulties in Having Reports- this is one of the problem encountered in the existing system according to Maam Jacquelyn Samosino,reports such as daily income, total sales and the budget to be implement for another transaction.Also the lost of some information that must be listed beyond the data that must be presented.2. Human Error- this occurs with wrong input of the orders of each customer during listing of the information about the products.3. Unorganized filing due to improper storage of datas (e.g. List of marketing budget, orders of the customer, date of each transaction and etc.) Cause and Effect Diagram of the Existing DiagramIshikawa diagram is a graphical tool used to identify, explore and depict problem and the causes and effect of the problem.Typically,these bones labeled as four basic categories:materials,machine,manpower,and methods( the four Ms).Figure 4.1 will illustrate the cause and effect diagrams of the existing inventory system of the Pan-aw Restaurant.Ishikawa Diagram

ManpowerFigure 4.1 Method ManpowerRecording ofLow process Lack of personnel products

Inefficient automated inventory process managementProducts not Report generation record Personnel automatically inputs to the inventory Time consuming Lack of Printercomputer printer lose of recordsSupplies Lack of computer Lack of security Inventory form needs

MaterialMachine to be arrangeMachine Material

Research DesignThe descriptive type research method will be used with the questionnaire as the main tool in gathering the data needed. It will gather descriptive information about the implementation and factors affecting the implementation of the administrative services and processes.

LocaleThe study is conducted at Thelmas Grocery Store, Bulanao, Tabuk City, Province of Kalinga for the calendar SY. 2017-2017.

The researchers selected Inventory System and Point of Sale Service of Thelmas Grocery Store as the site of the study because of its location to the researchers, the area and standards compared to other establishment in the said place.

Process of the StudyThe researchers set first an appointment to the personnel in charge of the business to be studied. They send a letter to the personnel in-charge.

The researchers were also updated that they are still using manual inventory operations in their present status of the system.

The Design PhaseThe design phase used relational database model to be able to accomplish the tasks involved in designing the new database of the system due to the following reasons:1. Minimize and eliminate data redundancy thereby avoiding waste of storage space. 2. Avoidance of data inconsistency. A well normalize database minimize data inconsistency thereby update on one part of the database will affect the whole system. 3. Improved Security. Both back-end and front-end of the inventory system needs username and password to access the system. This will avoid unauthorized access on the system.

THE PROPOSED SYSTEM The narrative Description, the design, the requirements and implementation of the proposed Thelmas Inventory and Point of Sale Service is discussed in this chapter.

Narrative Description of the Proposed System The proposed system sought to design and developan inventory system and point of sale service for Thelmas Grocery Store for easy an inventory of items it also provide a GUI forms for Stock in product, stock out, PO and other Profiles such as User profile and supplier profile including data reports. The process starts when the user will record all the products after the inspections, sometimes when updating some items, and when creating additional profile. There are only 2 kinds of users, the users and the administrator.First, the user can browse the system she/he can view all the data reports and allow updating, adding and deleting of some products and can add supplier profile, but he/she cannot access the users profile. Second is the administrator, where he/she has the full access to the system. User and administrator will login for verification providing a form for login. To log into the system the user and administrator must fill up the username and password. Upon clicking the login button the system will compare the username and employee ID of the user/administrator. Registration of the user will be successful if the user ID has a file in the inventory database, otherwise, the system will prompt the user that he or she has invalid employee ID and the system will redirect the user to the main menu form. After the user will login he/she can now add, update, and delete products, it allow creating additional supplier profile. The administrator only had the privileges in adding, updating and deleting the user profile. The data reports show all the list of product that entered to the inventory. To inventory products in the system, first thing the user needs to input all the information about the item likethe product name, ID and etc. in the products form and inthe supplier form is for supplier information like name,address and etc. the user can now do the process of stockin, P.O and other process that the user need todo. After the user input all the product informationhe/she is now ready to stock in items in the stock in form.Stock in as only done if the products is existing in thedatabase of the system. P.O is another process for preparation of the purchase order to the supplier. The PO is done if the item is exist at the database the user just select the item that is need to be purchased. The user can view all the items in the data report. Products in the

stock in, stock out, PO, and all the products can be viewed. Unified Modeling LanguageFowler defined unified modeling language(UML)as a family of graphical notation, backed by single mete model, that help in describing and designing software system built using the objecting oriented style.Use Case Diagram, the main purpose of the use case diagram is to show what system function is performed for which actors. Roles in the system can be depicted. The use diagram in figures 4.2 will define the scope and boundaries of the proposed system. Its purpose also is to present a graphical overview of a functionality provided by the system in terms of actors.Class Diagram. A class diagram describes the types of object in the system and the various kinds of static relationship that exist among them.Activity Diagram. An activity diagram is a technique to describe procedural logic, business process, and work flow.

Figure 4.2Use Case Diagram

Log in

Update system

Create,delete,edit,upd ate products

Enhance systemCreate PO AdministratorUser

Add,delete,update,add supplier profileMaintain system

View list of all products

Inventorying products

50

Log out

Figure 4.3User Activity Diagram

Home

Login

SuccessfulUnsuccessful

Create, delete, edit, update products

Add, delete, update, view supplier profileStock in, stock out productsCreate PO

Inventorying productsView list of all products

Logout

Figure 4.4

HomeAdmin Activity Diagram

Login

UnsuccessfulSuccessful

Add, delete, update, view supplier profileCreate, delete, edit, update productsInventorying productsEnhance systemUpdate system

Create PO

View list of all productsStock in, stock out productsRegistered userMaintain system

Logout

Figure 4.5Class Diagram

ProfileEmployee name Designation Supplier name Address Contact# Product name Category Unit price Unit in stock Quantity Amount PO supplier PO date order PO date required Date received Date required Date release Date orderRegisterEmployee name Designation Supplier name Address Contact# Product name Category Unit price Unit in stock Quantity Amount PO supplier PO date order PO date required Date received Date required Date release Date order

Change password New password Confirm password

Login Username Password Password

Item Product name Supplier Category Unit priceUnit on stockGenerated reportProduct nameCategoryUnit Quantity

Figure 4.6

Menu Diagram for Administrator

Pan-aw Supply

3.0 System1.0 Login 4.0 Exit 2.0 User profile

3.7 Enhance 2.1 Add

3.2 Update 2.2 Edit

3.3 Maintain 2.3 Delete

Figure 4.7Menu Diagrams for Registered User

PAN-AW Supply

3.0 Maintenance 2.0 Transaction 4.0 Report 1.0 Home 5.0 Tool

2.1 Stock in5.1Calculator1.1Login

3.1 Products 4.1Product stock in

5.2Note pad4.2Product in stock out 3.2Supplier2.2Stock out 1.2 Exit

4.3Product by supplier3.3User2.3Purchase order5.3Clock

4.4Product by category

4.5All products

Cost Benefit Analysis

1. Development CostNew Computer1 pc19,500.00

Intel Pentium3 & Pentium4 Processor at 2.26GHz using a 533MHz system bus,a 31/2 inch floppy drive, US system of keyboard and a hard disk of 40GB with spindle speed of 7,200RPM with a coloredmonitor screen. A printer, mouse and pad will also be needed.

LBP Canon 920015,000.00

Professional Fee

Programmers Fee1 lot20,000.00

System Analysts Fee1 lot30,000.00

Training Fee1 lot25,000.00

Total87,000.00

2. Operating CostA. Existing Operation Cost (EOC)a.SalarieParticularU/MU/PMonthly costYearly Cost

Cooked personnelman250/day7,500.0090,000.00

Head in chargeman150/day4,500.0054,000.00

Regular personnelman116/day3,480.0041,760.00

Other personnelman85/day2,550.0030,600.00

Total18,030.00216,360.00

b.Overtime Fee(Inventorying)ParticularU/MU/PMonthly CostYearly Cost

Head in Chargeman130/2hr3,900.0046,800.00

Regular Personnelman105/2hr.3,150.0037,800.00

Total6,600.0084,600.00

c.Restaurant SuppliesParticularQuantityU/PMonthly CostYearly Cost

Ball Pen (pilot)4pcs25.00100.001,200.00

Logbook1 pc60.0060.00(q)240.00(q)

Tissue3 rolls90.00270.003,340.00

Tooth Pick3box15.0045.00540.00

Official Receipt1booklet16.0016.00192.00

Carbon Paper1box115.00115.001,380.00

Plastic Bag(s)2bind80.00160.001,920.00

Plastic Bag(L)245.00 90.001,080.00

Foil116.00 16.00 192.00

Total872.0010,084.00

d.UtilitiesParticularMonthly CostYearly Cost

Electric Bill10,000.00120,000.00

Water Bill 7,200.00 86,400.00

Total19,200.00206,400.00

e.MaintenanceParticularQuarterlyYearly

Kitchen Utensils2,500.0010,000.00

Cleaning Materials2,016.008,064.00

Table Cloth120.00480.00

Total4,616.0018,544.00

B.Proposed Operating Cost (POC)a.SalarieParticularU/MU/PMonthly CostYearly Cost

Cooked Personnelman250/day7,500.0090,000.00

Head in Chargeman150/day4,500.0054,000.00

Regular Personnelman116/day3,480.0041,760.00

Other personnelman85/day2,550.0030,600.00

Total18,030.00216,360.00

b.Overtime FeeParticularU/MU/PMonthly costyearly cost

Head in chargeman0.000.000.00

Regular personnelman0.000.000.00

Total0.000.00

c.Restaurant SuppliesParticularQuantityU/PMonthly costYearly cost

ball pen(pilot)1 pc25.0025.00300.00

Logbook1 pc60.0060.00(q)720.00

Tissue3 rolls90.00270.003,340.00

Tooth pick3box15.0045.00540.00

Official receipt1booklet16.0016.00192.00

Carbon paper1 box115.00115.001380.00

Plastic bag(L)2bind45.0090.001,080.00

Plastic(S)2bind30.0060.00720.00

Invoice1booklet15.0015.00180.00

Coupon bond1 ream140.00140.001,680.00

Printer Ink1 bottle450.00450.005,400.00

Total1,28615,532

d.UtilitiesParticularMonthly CostYearly Cost

Electric bill13,000156,000.00

Water bill 7,200 86,400.00

Total20,200242,400.00

e.MaintenanceParticularQuarterlyYearly

Kitchen utensils2,500.0010,000.00

Cleaning materials2,016.008,064.00

Table cloth120.00480.00

Computer350.001,400.00

Printer ink450.001,800.00

Total5,486.0021,744.00

Existing Operation CostSalaries216,360.00Overtime fee84,600.00Restaurant supplies 10,084.00Utilities206,400.00Maintenance 18,544.00Total535,988.00

Proposed Operating CostSalaries216,360.00 Overtime fee 0.00Restaurant supplies 15,532.00Utilities242,400.00Maintenance 21,744.00Total496,032.00

III. Savings (Sn)Sn = Existing Operating Cost Proposed Operating Cost= 535,988.00 496,032.00Sn = PHP 39,956.00/year

IV. Comparison TableYear(N)Savings(Sn)InterestValue(1+i)nPresentValue(PV)CumulativePV(CPV)Mark

139,956.001.2033,296.6633,296.66X

239,956.001.4427,747.2261,043.88X

339,956.001.7323,095.9584,139.83x

439,956.001.9720,282.23104,422.06

V.Payback Period (PBP)DC-CPV of the last X markPBP = + number of X MarkPV of the Mark87,000.00-84,139.83PBP = + 2 202,282.23

PBP = 2.14PBP = 2 years,1 month and 4 days

VI. Net Present (NPV)NPV = CPV of the 5th year DCNPV = 104,422.06- 87,000.00NPV = PHP 17,422.06

VII. Return on Investment (ROI) NPVROI = x 100% DC 17,422.06

ROI = x 100% 87,000.00ROI =20.02%

Wireframe Design of the Proposed Pan-aw Inventory SystemThese are use as visualization tools for presenting the proposed function, structure and content of the Pan-aw Inventory System.

Figure 4.8Main Menu

Figure 4.9Login Form

Figure 4.10 Product Form

Product Information

Product_NameProduct_IDSupplierCategory Unit_priceUnit_in_stock

AddEdit

Delete

Clear

Save

Figure4.11

Stock in FormStock in Form

Stock in NumberDate OrderPO NumberDate Receive

Product ID NamePrice OrderReceive

CloseNew

Figure 4.12Stock OutProduct ID: Stock Out no:Name: Quantity: Supplier: Date Released:

REMOVEEEADDCategory: Price: Stock:

CloseStock OutNew

Figure 4.13

Purchase OrderPurchase Order

PO numberDate Order

Product List

RemoveAdd

Order list

Product IDProduct NameQYTSupplier

ClosePurchase

Chapter 5Summary, Conclusion and RecommendationSummary of FindingsRapid Application Developments and design methodology were adopted to develop the project study.The analysis of the existing system process was captured through a series of interviews and observations to identify the problem area and attain the studys objectives. The analysis and the flow of the existing system process was also the basis in the designer of the proposed system. This project study is entitled Inventory System of Pan-aw Restaurant .Specifically; it sought to answer the following questions:1. What are the processes used in the existing Pan-aw Restaurant Inventory System?a. Receive inventory process which is the first and the easiest process.b. Inspection process, determines if there are non functional items.c. Recording process, it is the inputting details of the item in the existing system and preparation for pick up.2. What are the problems encountered in the current processes of the Pan-aw Inventory System?a. Loss data that leads to loss of some items of products.

b. Unorganized filing due to loss of some filled up documents.c. Human error.3. What are the processes that are used to be computerized to achieve a faster and reliable Pan-aw Restaurant Inventory System?Based from the observation and interviews conducted, the study brought to a realization the computerization of the following processes:a. Recording processb. Inventorying processThe design of the proposed system was presented through the use of database design and menu diagrams present the visual representations of the proposed system.Moreover, the result of the cost benefit analysis of the project shows a payback period of 2 years,1 month and 4 days.The cost of workstation equipments are gained within the payback period. ConclusionBased on the finding of the study, the following conclusions were derived:1. The traditional Inventory System of Pan-aw Restaurant starts when the items arrived to the Pan-aw Restaurant and upon receiving all the items from the supplier to

be recorded. Inventorying is done after everydays operation. This ends when the items were consumed and become defective or no longer used.2. The processed involved in the traditional inventory system of Pan-aw Restaurant still consists of manual tasks from starts until the finish. All this manual work is a time consuming and causes a delay in submitting reports. It also compromise data being processed more prone to errors.3. To improve the traditional inventory system, some task needs to be computerized. Computerizations of some tasks help the Pan-aw Restaurant to make other works faster and easier. Security will play a very important role in this study. Not only it will provide different access levels but will also make the information being processed more credible.RecommendationsBased on the findings of the conducted interviews and studies, the following recommendations are forwarded:1. Future researches regarding this topic be made as to enhancing the system by adding new features and adding operations.2. That the School continues its support for related simple studies.3. That on the implementation of the proposed system, users be updated with how the system works. That the Pan-aw Restaurant will train or conduct seminar on

4. How to use this proposed system. That the Pan-aw Restaurant will continue to improve the implementation of the system.