APPROVAL SHEET

This research paper entitled, “COMPUTERIZED INVENTORY, COSTING

AND POS SYSTEM IN TAGOLOAN COMMUNITY COLLEGE CAFETERIA”

prepared and submitted by Abegail R. Abergas, Marvin O. Dadang, Irene G.

Magallanes, Hazel Torrepalma, Shaira Demple A. Sambaan, Meladel M. Valdez,

Nelkie John E. Zate has been examined and is recommended or oral

examination

PANFILO A. ACTUB JR.,MSICT

Researcher Instructor

LUVNEIZKAH S. CANOY
Adviser

PANEL OF EXAMINERS

Approved by the committee on Oral Examination with the grade of ________

ARNEL LLEMIT JAN JAMES PADA MARK NALUPA

Member Member Member

Accepted and approved in partial of the fulfillment of the requirements for

the degree BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY.

JONATHAN V CANETE
Head, College of Information Technology
 ACKNOWLEDGMENT

Our heartfelt gratitude is hereby given to the following people who never

gave up in helping us until the end of this study.

Prof. Panfilo A. Actub Jr., Our instructor, The Capstone Instructor, for

sharing his expertise and for the patience in correcting this study;

Ms. Luvneizkah S. Canoy, Our beloved Capstone Adviser, who helped

us through comforting and giving considerations to us emotionally in individual’s

problems in connection to Capstone;

Mrs. Rhezel T. Balberan, Dean College of Hotel and Restaurant

Management, for supporting us in our study;

Mr. Ludger Hope T. Saldivar, TCC Cafeteria In-Charge before Ms.

Achas for answering our interview questionnaires about cafeteria transaction

Ms. Princess Milcah Faith P. Achas, TCC Cafeteria In-Charge, for giving

us complete data of what we need and full support to accomplish this project till

the end;

Mrs. Maricris B. Tinsay, An English Teacher of Tagoloan National

Highschool(POLOT) who help us correct our grammars;

Our Family, Friends and to Almighty God, for giving us financial support,

for sharing ideas and believe to us that we can make it, and for answering our

prayers and giving us strength whatever situation or problems we may

encounter.
 DEDICATION

This study is dedicated to the Tagoloan Community College, to its

cafeteria, to the Information Technology Teachers who taught and strained us in

making programs and to be an IT expert in making programs as programmers.

This school taught us many lessons in life which are useful in our chosen carrier.

This study is also dedicated to our supportive parents, guardians who

worked so hard just to pay our tuition fee and to our Almighty God who gives us

wisdom and guidance in making this study.

Finally, this study is dedicated to all those who believe in the riches of

learning.
 LIST OF FIGURES

Page

Figure 1.1 Process of How the program works 5

Figure 1.2Process of making the Program with formulas 5

Figure 1.3 Schema of the Study 6

Figure 3.1 Experimental Process 19

Figure 3.2 Project Development Life Cycle 20

Figure 3.3 Project Description 23

Figure 3.4 Propose System Model 25

Figure 3.5 Process Flow Chart 27

Figure 3.6 Project Structure 28

Figure 3.7 Entity Relationship Diagram 29

Figure 3.8 Data Flow Diagram 31

Figure 3.9 Architectural Design 32

Figure 3.10 Context Diagram summary of the System 33

 LIST OF TABLE

Page

Table 1.1 Time Evaluation 35

Table 1.2 Features Evaluation 35

Table 1.3 Functionalities Evaluation 35

Table 2.1 Gantt chart 36

 Table of Contents

Page

TITLE PAGE i

APPROVAL SHEET ii

ACKNOWLEDGEMENT iii

DEDICATION iv

CHAPTER 1

PROBLEM AND ITS SCOPE

Introduction 1

Theoretical and Conceptual Framework 3

Statement of the Problem 7

Objectives of the Study 7

Significance of the Study 8

Scope and Limitation 9

Definition of terms 10
CHAPTER 2

REVIEW OF RELATED LITERATURE AND STUDIES

Local Studies 12

Foreign Studies 15

CHAPTER 3

METHODOLOGY

Research Method 18

Research Environment 19

Project Developmental Life Cycle 20

Planning 20

Requirement Analysis 21

System Analysis 22

Designing 23

Project Description 23

Software Features 24

Propose System Model 25

Process Flow Chart 27

Project Structure 28
 Entity Relationship Diagram 29

Dataflow Diagram 31

Development 32

Architectural Design 32

Context Diagram 33

Testing 33

Software Testing and Evaluation 34

Software Testing and Methods 34

Software Evaluation 35

CHAPTER 4

RESULTS AND DISCUSSIONS

Problem Number 1 37

Problem Number 2 37

Problem Number 3 38

Statement of the problem 38

CHAPTER 5

SUMMARY, FINDING, RECOMMATION, AND CONCLUSION

Summary 39

Findings 39

Conclusions 40

Recommendation 40

REFERENCES

BIBLIOGRAPHY 41

WEBLIOGRAPHY 42

APENDIXES

Survey/Interview Questionnaire

Letter to Conduct Study

Letter to Conduct Interview

Software User’s Manual

Gallery

Curriculum Vitae

Source Code and Application

 CHAPTER 1

THE PROBLEM AND ITS SCOPE

Introduction

In generation today, a simple to a complicated thing can be done easily by using

technology. Thus, manual way of computing sales of a school cafeteria is prone to

human errors and a lot of works to be done. Since the Cafeteria of Tagoloan

Community College uses manual system in its business transactions, it is vulnerable in

encountering lots of problems like rubbish waste of time, since the process is time

consuming. It can also put all the data at risk since the process does not secure all the

data because in the manual system the data are written in the log book and anyone can

access it anytime. It’s time consuming in the sense that the management still neet to

tool into the food tray for the availability of food in the menus form them to be able to

know the needed to be purchased to same food menu, moreover the transaction

records has no proper storage that leads to the difficulty in doing the inventory reports.

As the world grows faster into a thriving technology age, updating from a manual

inventory to and an advance system will get rid of problems from manual computing

system and can change the workflow of a school cafeteria into a more convenient and a

better workflow system. Regarding this matter, we have come up with the study of

creating a Computerized Inventory, Costing and POS System for the cafeteria of

Tagoloan Commnunity College.. The research further provide ideas that will help keep

track on usual problems upon using the manual inventory within the cafeteria

transaction like pricing and changing the menus.

 2

A research has proven that switching from a manual system to a computerized

inventory system improved the efficiency of purchasing. Point of sale and inventory

management gathers the information pertinent to ordering, and “historical data enables

you to more accurately forecast seasonal sales and make better buying decisions for

the future”. Anonymous (2008b). Both employees and customers are benefactors of

implementation as manual processes typically requires heavy time inputs during

checkouts and an electronic system expedites these transactions. Girsch-Bock (2013).

Electronic point of sale systems creates a major competitive 9 advantage for garden

centers of any size. Customer inquiries can be handled much more quickly because

“sales staff can locate stock on hand at any store location right from the POS terminal,

and check the status of backorders, enabling [employees] to efficiently fulfill customer

needs and move them through checkout quickly” (Anonymous, 2008b). Without

inventory counts provided by an electronic POS system, employees cannot easily

provide information to customers about product availability. Physical inventory counting

is expedited by using sales data to keep track of current inventory levels; employees

and managers no longer need to spend the day wandering the sales floor counting

every item. Sandstrum (2014).

The Computerized Inventory, Costing and POS System for the cafeteria of

Tagoloan Commnunity College research objectives: to provide ideas about how this

system works; to identify the pros and cons using this system; and to know how can this

system affect the relationship between the costumer and the in-charged of cafeteria.

The research highlights that instead of manually checking your stock to

determine what you should add, the point of sale system will be able to do this for you.
 3

Through the tracking and collecting of information, the system is able to know what sells

a lot and when it should be restocked. You will also get reports that will help you

determine when you should adjust your pricing. POS Systems are known to have the

capabilities of collecting more information. When conducting business, the more

information that you have on your customers the better equipped you will be. From

stock inventory, data collection and detailed reports, good point of sale systems will be

able to offer them all. A system that is capable of integrating with other ordering and

sales systems is good to invest in. gathering customer information is necessary for the

purposes of creating a customer model that you can work with.

Theoretical and Conceptual Framework

Theoretical Framework

Automata Theory is an exciting, theoretical branch of computer science. It

established its roots during the 20th Century, as mathematicians began developing -

both theoretically and literally - machines which imitated certain features of man,

completing calculations more quickly and reliably. The word automata itself, closely

related to the word "automation", denotes automatic processes carrying out the

production of specific processes. Simply stated, automata theory deals with the logic of

computation with respect to simple machines, referred to as automata. Through

automata, computer scientists are able to understand how machines compute functions

and solve problems and more importantly, what it means for a function to be defined as

computable or for a question to be described as decidable. Automatons are abstract

models of machines that perform computations on an input by moving through a series

 4

of states or configurations. At each state of the computation, a transition function

determines the next configuration on the basis of a finite portion of the present

configuration. As a result, once the computation reaches an accepting configuration, it

accepts that input. The most general and powerful automata is the Turing machine.

John Wiley & Sons, (1967).

In relation to the Automata theory in the study Computerized Cafeteria Inventory,

Costing and POS system. This study is designed will to provide an accuracy of the

calculation of system in every single-click done by the in- charged, all data will be stored

in the computer, made so easily to monitor the transaction of Inventory and POS

process. Database will be provided to secure all the records, stored data and it also

leads to a fast retrieval of all the records, when the management needs to review all the

transaction done by the in-charge of the Cafeteria. This case study concerning all

customers of Tagoloan Community College cafeteria for them not to wait for along

period before their order will be served. The effectiveness in this system will provide a

short waiting time of services of the Cafeteria, it provides convenience in every

transactions such as getting the orders, billings and giving of change.

 5

Conceptual Framework

The formulas are coded to the program to execute which automatically calculate

the inputs and produce outputs.

Coded Execute Automatic

Input Output
Formulas program calculations

Figure 1.1 Process of How the program works

Analyzing Formulas that will be converted to the language of compiler as codes

which will be interpreted by the compiler and will compile or convert it to program that

has integrated formulas that will be installed in a device called POS.

• Analyzing the formulas and converting it to codes

Formulas

• Converting codes into language of compiler

Codes

• Interpret and execute the codes by the compiler

Compiler

• The codes and designs are compiled making it as

Program program(Point Of Sale System) by compiler

• Device used for the Program(Point Of Sale System)

POS

Figure 1.2 Process of making the Program with formulas

 6

Figure 1.3 Schema of the Study

Shown Figure 1.3 Schema of the Study, the “problem” oval refers to the relevant

problem of the study which is the unsecured files and error manual tally of transaction

that need to be solved.

The “solution” oval represents a tool to be used in solving this problem. The

“practical relevance” oval observation knowledge creation offers benefits. This means

the Computerized Cafeteria Inventory, Costing and POS will be evaluated following the

output, to avoid unsecured files and erroneous manual tally transactions.

The “output” refers to the study of “Computerized Inventory, Costing and POS”
 7

Statement of the Problem

The proposed system study aimed to develop a Computerized Inventory, Costing

and POS System in Tagoloan Community College Cafeteria.

 How to minimize the paper works of cafeteria?

 How to secure the files/documents of Tagoloan Community College Cafeteria?

 How to make every transactions/processes of Tagoloan Community College

Cafeteria faster and reliable?

Objective of the Study

The study aims to improve the manual method of Inventory and Costing process to

create a computerized Inventory, Costing and POS System of Tagoloan Community

College Cafeteria. This system will help in facilitating an easy monitoring inventory sales

record and accelerate costing process bythe in-charge of the Cafeteria.

The study aimed to:

 Help Tagoloan Community College cafeteria by creating a program that will

computerized their Inventory, Costing and POS

 Help secure their confidential records by creating a separate login form for the

admin user and the cashier with username and password that is added feature to

help them secure all the files.

 Create a program integrated with database that will help keep all records in

Tagoloan Community College Cafeteria.

 8

Significance of the Study

The findings of the study offer benefits to the following people who are directly

involved in the study:

TCC Faculty and Staff – The system will provide convenience to the instructor and

staff in ordering food and provides good services with less time consumption.

TCC Students– The system will offer good service and benefits to the students at the

cafeteria.

Tagoloan Community College – The result of the study will be profitable for the

school, for it can be helpful for the cafeteria to lessen time in conducting inventory and

monitoring sales, the files will be secured. The school will be adapting the new ways of

technology.

Future Researchers – The study will give the future researchers a partial view on how

to start a program like a computerized inventory and point of sale system, fast costing

and to discover the specific details that are included in the study.
 9

Scope and Limitation of the Study

The study focuses only on the process of Computerized Inventory, Costing, and

POS System of the Tagoloan Community College Cafeteria which is located at

Baluarte, Tagoloan Misamis Oriental. The program is design to provide accurate, time

saving and faster way of processing business transactions. It is also design to generate

inventory reports, costing and POS process. It will help the cafeteria lessen their works

and the admin will automatically get the data records.

The study limits only on how to enhance the manual process into Computerized

Inventory, Costing and POS System and it is not a web-based system which is shared

online. The system was intended to use only in Tagoloan Community College Cafeteria

and the system unit are also required in order to use our proposed system.
 10

Definition of Terms

For better understanding and clarification the researchers defined the following

terms from Conceptual Framework in conceptual and operational way.

POS (Point of Sale) – It is refer to process where the charged is doing the transaction

before it is completed. At the point of sale the in charge would compute the cost of

customer.

Formulas – It refers to formulated numbers or letters used to produce solution to a

problem.

Compiler – It is an application or computer program used to create systems like POS

Codes – It refers to the character or words and numbers being putted in program to run

functionally

Program – It refers to an application which has sorts of instruction which the computer

reads

Execute – It refers as command that makes a program run

Input – It refers as the user’s action of putting instruction/s to a program

Output – It refers as the system’s action or response after being instructed by the user

with its input

 11

Other significant terms used in context that been defined by the researchers:

Computerized – It is referred to as a process of controlling, performing, and processing

of store transactions (a system, operation or information) by means of an electronic

computer or computers.

Costing – It is refer to the process of letting you figure out how much you’re spending

on products. This helps in accounting, pricing products, and other parts of running a

business.

Inventory – It is refer to the raw materials, work-in-process products and finished goods

that are considered to be the portion of a business’s assets that are ready or will be

ready to sale.
 12

Chapter 2

REVIEW OF RELATED LITERATURE

Computerized Inventory, Costing and POS System has the ability to produce

printed paper works, easily monitors and tracks records, calculate payments

automatically that helps every business like restaurant and cafeteria towards managing

and selling their products. Having Computerized Inventory, Costing and POS System

will help improve your business through its ability in managing stocks. It will also give

benefits of saving a lot of time.

Local Studies

According to Jonick Boguat, et al, 2014, Inventory systems keep track of the flow

of goods and are designed to tell where each product is going and how much is being

sold and which products produce the greatest profit. Some business relies on inventory

system which plays a vital role by accounting for all goods or products. Inventory

system track a particular item in the flow of sales and enable a business take stock and

appropriately manage their goods and products. Inventory system helps all business

man and woman for their business, because inventory system sells product in order to

help them analyse how the business is performing.

According to Sanders (2010), in the article Computer-based system is a complex

system where information technology plays a major role. It makes the work easier,

faster and more accurate. Due to the fact, the automated scheme has become essential

to small and big companies for they are expected to give the best services possible.

Nevertheless, some businesses still prefer sticking with the system that is not integrated
 13

with technology. Profitable causes are computer illiterate staff and lack of funds.

Companies, especially the big ones are recommended to switch from manual to

automated systems because this will improve the efficiency and productivity of the

business which will up lift the industry’s reputation. One of the most sought after

automated systems of different companies is a purchasing and inventory systems which

comes hand in hands. A purchasing and inventory system is very important in every

organization because a god inventory management can create an excellent productivity.

Primarily, inventory work consists of input, output and restock. Input is a process of

buying new products into the inventory and replacing the old products with the new

ones. Meanwhile output is a procedure of taking out the products for the inventory for

sales or usage and refills the insufficient or escalating demands. Most of the retailing

market is using traditional way in the inventory management systems where a person is

assigned to check and record the stock by hand using pen and paper. It is where

operations with regards to all stock will achieved.

According to Bestlink (2013), MangInasal, is a fast growing barbeque fastfood

chain, originated in Iloilo City on Dec, 12, 2003. Serving great tasting barbeque and

other pinoy favorites in Lagingmabilis…Lagingmasarap… Lagingabot kaya…A

MangInasal Restaurant POS System includes computer, monitor, cash drawer, receipt

printer, possibly a kitchen printer and POS software. Additional hardware and/or

software such as kitchen printer, credit card reader, pole display, etc. may be added at

any time. Touch Screens: With its flexible user interfaces and programming, many retail

business owners prefer to use touch screens. With this type of restaurant

hardware, an employee can easily set orders and cancel an order within a second. It
 14

can also reduce mistypes and faster ordering. Touch screens also uses less electricity

and much easier to position on the counter table, but they are more prone to

breakdowns.

According to Diesta, Garcia, and et al (2011), Inventory management is primarily

about specifying the size and placement of stock goods. Inventory management

required at deferent locations within a facility or multiple locations of supply network to

protect to regular and planned course production against the random disturbance of

running out of materials or goods. The scope of inventory management also concerns

the fine lines between replenishment lead time carrying cost of inventory, asset

management, inventory forecasting, inventory valuation, inventory visibility, future

inventory, price forecasting, Physical inventory, available physical space for inventory,

quality management, replenishment and detective goods and demand forecasting.

According to Flores, Garcilan, and Lorzano (2011), Point of Sale (POS) terminal

keep track of goods that it has in stock and to procedure bills for costumers. Whenever

an item is sold the product code the item is read into a till by a barcode scanner.

Sometimes the barcode is not scanned properly. If this happens the till makes a

beeping sound and the product code must be rescanned or entered using the keyboard.

Once the product code has been entered the till looks up the price and name of the

product in the supermarket’s stock database. This information is printed on the

customer’s receipt. It also updates the product’s records in the stock files to indicate that

the product has been sold.

 15

Foreign studies

According to the U.S small business administration (2010), “Inventory refers to

stocks of anything necessary to do business”. The U.S small business administration

publication describes what constitutes successful inventory management balancing cost

versus benefits of inventory, including maintaining a wide assortment without spreading

the rapidly moving item too thin, increasing inventory turnover without sacrificing

service, keeping stock without sacrificing performance, obtaining lower prices by making

volume purchases, maintaining an adequate inventory an excess of absolute items.

According to Noorul Ahlami Binti Kamarul Zaman 2013, an inventory

control system is a system that managing the inventory of the company, when it comes

to purchasing, shipping, receiving, tracking, warehousing and storage, turnover, and

reordering stocks. According to his research the inventory system is updated each time

if an item is sold or used of raw materials to create a product. According to Jane (n.d.)

towards inventory system, it keeps track the items available in our store, so if we know

that the material is available, we can easily satisfy our customer’s needs when they

reach us. The inventory system informs us when we need to purchase more products or

supplies.

As defined by Carolina Barcode. (2013), Point of sale together with

inventory system can solve multiple problem in the business industry. Point of sale

(POS) system is a combination of hardware and software network which is can track

sales and inventory as they occur. The ability to process the transaction of cash are

efficient operation of the enterprise. She said if you have a lot of cash transactions,

replacing the cash registers with a Point-Of-Sale (POS) system can save you money.
 16

Point of sale (POS) systems are a central mechanism of transactions that

take place in a trading environment. Point of Sale typically used to calculate the price of

an item based on its measurement then display it to the customer and finally generate a

receipt, label or other printout (Australian government NMI, 2012). POS systems

sometimes referred to as Point of Purchase systems refer to the location of a

transaction also known as a checkout. These systems include cash registers, handheld

devices special terminals optical scanners and magnetic card readers. POS systems

are widely used in the retail and hospitality industry (Gillum et al, Carter 2012)

According to Audra Bianca and Demand, Media Sales and inventory

monitoring system collects data to aid in production scheduling. Using this kind of

system, a company can make decisions regarding to their product purchasing,

scheduling, pricing and other decision that can make supply chain. Sales and inventory

data enables the company to increase or decrease production in the factory so the

company won't have too many finished goods stored in its warehouses. According to

Rebecca Black (2017), the unique table locator system by LRS was chosen to help

Shakey’s meet these two challenges. This system was designed to help fast-casual

concepts to measure and increase speed of service while providing an unmatched level

of service. Shakey’s has installed the system in 23 locations. As a customer places a

food order, the cashier gives the customer device and enters that number as the order

number into the POS system. The customer decides where they will sit. The table

location system then reads where the customer is sitting to help the food runner know

where to deliver the order.When the order is up, the food runner references a monitor to

determine what table should receive that order and heads directly to that table. The food
 17

runner delivers the order and removes that order from the screen. The timer is stopped

and the data stored for future reporting.Timer thresholds are set in the system to

indicate when an order is late. When an order reaches this threshold, a manager is

paged. The orders are color-coded as white, yellow, orange and red on the Status

Screen to indicate level of urgency.

In Similarities to Computerized Inventory, Costing and POS in Tagoloan

Community College Cafeteria is an offline desktop application which is not shared

worldwide but shared locally through LAN with localhost. The proposed system will let

the cashier record the order and compute automatically the payment of the customer by

ordering a food in POS(Cashier’s PC) with a database connected in Admin’s PC

 18

Chapter 3

METHODOLOGY

Research Method

The research used experimental research method. Experimental method is a

study in which the investigator manipulates (at least) one variable while measuring (at

least) one other variable. This method is often used in psychological research and can

potentially lead to answering cause-effect questions. Participants in an experiment are

usually randomly assigned to different groups. The group that receives the independent

variable is called the experimental group and the group of participants are treated in the

same manner as the experimental group but do not receive the independent variable is

called the control group. Sometimes a preexisting characteristic already exists in the

participants, such as sex, age, clinical diagnosis, etc. In this case, there is no random

assignment and the type of research is referred to as differential research. The

experimental method is very valuable because the researcher is able to constrain or

control the situation and various variables.

 19

Research Environment

Figure 3.1 Experimental Process

This study was conducted at Tagoloan Community College Cafeteria. The researcher

aimed to make a system to secure inventory sales report, costing and automatically

save all records. The beginning in cash inventory from the point of sale it also manage

register update your account received billing records, cost of food item sold out from the

customer, and purchasing item. The used of computerized Cafeteria Inventory, Costing

and POS System it help to assist the In-charge of cafeteria to make easiest, faster to

compute all the costing and inventory report.

 20

Project Development Life Cycle

This study discusses about the Project Development Life Cycle and how to work

solving the problem. When researcher build software applications, they just do not sit

down and start input coding instead, they follow a sequence of methods of finding out

the solutions, which breaks the flow of process into a series of task. The researchers

have use Agile method which iteration method was repeated until the project will be

done in terms of the researchers’ client’s likes.

Figure 3.2 Project Development Life Cycle

Planning

In planning which involves data gathering the researcher employ to conduct

questionnaire with the in-charge of the cafeteria in Tagoloan Community College,

about of the manual process that they’ve encountered hassle and time-consuming in
 21

writing down their daily sales. And about the information we gather after conducting the

interview, we used the information that we have. In this study proposal, researcher

employ to make a system that will change the manual process into computerized. The

system will calculate the order accurately, estimate the cost and accelerate the daily

transaction in order to provide good services to the costumers.

Requirement Analysis

In this study it discuss about the information we have gathered after we undergo

conducting interview to our client.

1. Why they want to change the daily sales report from manual process into

computerization.

The in-charge of the cafeteria in Tagoloan Community College wants to change the

manual process into computerized to speed up transaction and smoothly calculates the

orders, costing and their daily sales inventory. Since the manual process is time-

consuming in keeping track of the records and producing printed document in their daily

sales reports is quite a challenge.

2. What are the usual problems that they encounter in using manual process.

The problems they usually encountered by using manual process is. It is time-

consuming and it also hassle to use manual calculating of the orders of their customer,

costing in food & beverage, and also their inventory process. Because of that method it

might be cause of miscalculation and the in charged might mistakenly recorded some

reports.
 22

After the interview, the in-charge of cafeteria in Tagoloan Community College together

with researcher discussed about the forms is needed. According to the in-charged, they

state that they wanted to change their manual process into system because they said

using manual is time-consuming and not secured to keep a record. The researcher

analyzed the forms we have and we apply designing to our system.

Non-functional and functional features will be included in the system. Non-functional

feature which is not the main function of the system like Security Login and Functional

feature which is the main function of the system like, automatically calculates the bill of

a customer and records every orders transacted by the customers.

System Analysis

The system should have the following requirements:

1. Secure the accounts.

2. To help customers hasten transactions.

3. Can easily notify the remaining stocks of food & beverages.

4. To make a computerized process for our client customer.

 23

Designing

In designing the system, the researchers employ to illustrate on how the system

will work. It includes Project Description, Software Features, Process Flow Chart,

Project Structure and Entity Relationship Diagram.

In Costing system the

admin will be the one
assigned the pricing of
every food sell in POS
which used by cashier
Login security will help to keep every
record confidential having admin (Full –
Control) and Cashier(Limited-Control)
The Inventory system will
In POS System the notify the remaining stocks of
cashier will record “food and beverages” and
every transacted
“supplies and ingredients “
order/s of every
Customers

Computerized Reports will be generated

after the day. The system can print Daily,
Weekly and Monthly Summary Reports

Project Description

The Project Description will define the Computerized Inventory, Costing and POS

System of Tagoloan Community College Cafeteria functions which was stated in figure

above
 24

Software Features

The Computerized Inventory, Costing and POS System of Tagoloan Community

College Cafeteria provide the following features:

Functional features –the main function of system

Computerized – It generates sales summary report of daily, weekly and monthly and

prints

Inventory – It has CRUD which is Add/Save, Edit/Update and Delete/Erase inventory

stocks

Costing – It calculates the profits and capital of recipes through percentage for recipe’s

or item’s selling price

POS – It computes the bill and records every orders of customers

Non-functional features – not the main function of system

Security and Confidentiality – It has Login form as security for users (admin & cashier)

to prevent unauthorized logs from outsiders and keep records confidentially

Accessibility & Availability – Admin has full access and control of the system while

cashier has limits and can access only POS System. Admin can set the day opening

and closing for POS System

Efficiency & Usability – systems response directly and interacts

Integrity & Reliability – It produces exact unmodifiable bill and accurate calculations
 25

ADMINISTRATOR

CASHIER

Figure 3.4 Propose System Model

 26

Figure 3.4. The Proposed System Model of Computerized Inventory, Costing and

POS of Tagoloan Community College Cafeteria shows all the users can do. Admin User

has full-control of everything, can do inventory which is add and updating inventory

stocks, can do costing which is pricing the every food display in POS System and can

try to do order also as testing of how the POS work if customers buys a food. Cashier

has limited control, only POS System can the cashier access. Cashier can record the

customer’s orders, input payments, view daily sales summary and can print summary

reports of the day.

 27

Figure 3.5 Process Flow Chart

Figure 3.5 shows the flow of every transaction of the Computerized Inventory,

Costing and POS System of Tagoloan Community College Cafeteria. Inventory has

Supplies/Ingredients, Tools/Equipment and Food/Beverages stocks which you can add,

Update and check stocks on it. In Costing, can create recipe, pricing of recipes and view

recipe which will be imported to POS. In POS which the cashier’s main, displays the

daily menu schedule and views only daily summary sales.

 28

Figure 3.6 Project Structure

Figure 3.6 shows the inside structure of the system. It started in Create Account

because no one can log-in without an account. Cashier can access POS which contains

Order, Food Name, Food Quantity, Price of Food, Total Payment and Payment. Cashier

also can view Reports which contains Daily Sales and can Print Summary. Admin can

access POS which the cashier has, Costing which is food cost and Inventory which is

List of stocks. Admin also can view Customize Reports of Daily Sales, Weekly Sales

and Monthly Sales and Print it. As admin it manages Inventory and checks or evaluates

it.
 29

Figure 3.7 Entity Relationship Diagram

 30

In Figure 3.7, it shows the relationship between Entity(table); tblinventis,

tblinventbf, tblinventcon connected as (many to many with dashed line) to tblnotification.

tblcooked connected to tblnotification as (many to many with dashed line). tblinventte

connected to tblutensils as (one or many to one or many with dashed line). tblsdorder

connected to tblsummary as (many to one). tblnotification connected to tblpos as (many

to many). tblpos connected to tbllorder as (one to one). tbllorder connected to tblorder

as (one or many to one or many). tbluser connected to tblpos as (one and only one to

one and only one). tblutensils connected to tblutensilsused as (many to many).

tblinventis connected to tbllrecipe as (many to many). tbllrecipe connected to tblrecipe

as (many to one). tblingredients connected to tblcooked as (many to one with dashed

line). tbldirectory and tblsettings are independent entities.

 31

Figure 3.8 Data Flow Diagram

In Figure 3.8 shows the flow of data in Computerized Inventory, Costing POS

System of Tagoloan Community College Cafeteria towards ordering flow of Food. The

Entities are Inventory Storage(1.0), Food Costing(2.0), POS (3.0), FoodList

Ordered(4.0) and Summary Sales Report(5.0). The interactor are Customer, Cashier,

Kitchen and Manager. Before a POS can display a food Menu, it may have first create

recipe in Inventory Storage and Pricing it in Food Costing. Customer Orders food and

Cashier Inputs it. the POS System will sum-ups the bill and will show the billing

statement of Food ordered. Food List will be given to a chef in-charge of cooking foods

in Kitchen. The Food List ordered by a customer also will record data and puts it to

database. Summary sales reports will be computerized as print.

 32

Development

In developing the system, the researchers use the Visual Basic 6.0 and MySQL

for the database of the system. The developers have used the architectural design (see

figure).

Presentation Tier: Application Tier: Database Tier:

Visual Basic Visual Basic MySQL
Localhost Wamp Server 2.1

Figure 3.9 Architectural Design

In the presentation tier, the developers will used Visual Basic 6.0, as user

interface and design of the proposed system which the users interact. This tier only

communicates to the application tier. The programmer used also Visual Basic 6.0 for

coding the functionality which connects to the database of the Localhost. The

developers will need a Router Switch which is the cafeteria already have to connect the

Admin and Cashier. MySQL will be used as the database tier for storing data. All the

input data, in user interface which is the presentation tier, will be stored and recorded to

MySQL as database tier but first the data goes to the application tier for validation

purposes.
 33

Figure 3.10 Context Diagram Summary of the System

In Figure 3.9, it shows the abstract relationship between the people involve using the

system “Computerized Inventory, Costing and POS System of Tagoloan Community

College” or “Computerized Cafeteria Inventory, Costing and POS System”. The People

will be involve are Admin, Cashier, Customer, Kitchen (Chef) and Market(Stocks Buyer)

Testing

Testing phase includes Software Testing, Software testing method, Software

Testing and Procedures and, Software Testing and Methods. In this phase, the whole

system was being examine which the programmer eliminates every error and debugs

them by testing the program. In this phase also the researchers were having the pre-

implementation of the system

 34

Software Testing

The result of the system is evaluated to the progress of design, accuracy and

smoothly to transact process .The system tested at Tagoloan Community College

wherein the admin or the standard user (Cashier) considered the progress of accuracy

and security of system.

Software Testing Method

The software testing method uses both the manual process and computerized

process to check the condition of the system. It is important to test the system to get the

specific requirements of the system and until it is fully tested.

Implementation

In Implementation phase the researchers observe the environment if the system

meets the required features and fits desired output of the client likes. In this phase also

will test the accuracy and effectiveness of the program in terms of serving the client.

The researchers were open for any changes since the researchers have used the agile

method of (SDLC) Software Development Life Cycle. In Agile SDLC, if something is

lacking the iteration will repeat, back again to planning phase to implementation phase

finishing a baseline of iteration until the researchers satisfy the needs and wants of the

clients.
 35

Evaluation

This Evaluation evaluates the flow of time transaction in TCC Cafeteria after the
system has been deployed for testing purpose
Time Rating
TRANSACTION
Before After
1) Every Transaction Last in
2) Tallying of Records
3) Calculating of Bill
Table 2.1 Time Evaluation

From the features stated please rate iCafe system according to its performance.
Software features are been defined in page 24
SOFTWARE RATE 1 Poor 2 Fair 3 Good 4 Very Good 5 Excellent
FEATURES 1-5 1 2 3 4 5
Functional features
Computerized
Inventory System
Costing System
POS System
Non-functional features
Security and Confidentiality
Accessibility & Availability
Efficiency & Usability
Integerity & Reliability
Table 2.2 Features Evaluation

Please check if Yes or No to evaluate the functionalities of iCafe System

FUNCTIONALITIES OF iCafe system YES NO
Does the system gives accurate billing
Does the system gives accurate Sales Summary
Does the system generates report in daily, weekly and
monthly?
Table 2.3 Functionalities Evaluation

Evaluated by: Noted by:

Princess Milcah Faith P. Achas Rhezel T.Balberan, MTHM

TCC Cafeteria In-Charge Dean, Hospitality Management
 36

Calendar of Activities

The Gantt chart is shown in Table 1.1 reflects the activities which were

undertaken from the start of the project until the project was completed. The project was

started at the month of June, 2017 with Planning. The Researcher was gathering data

after planning on the same month also. The researcher also took time on setting the

software requirement in the month of July. It was completed in almost 6 months. By

December, the researcher designed the system and the task was completed for 5

months. On the early part of October the researcher started to make the program or

coding, the task was completed for 5 months. Finally on the middle part of February, the

researchers together with the end users tested and implement the system.

Table 1.1 Gantt chart

 37

Chapter IV

RESULTS AND DISCUSSIONS

Problem No. 1

How to minimize the paper works of cafeteria that can cause effort and time

consuming?

To minimize the paper works in the inventory and costing process the researches

create this program Computerized Cafeteria Inventory, Costing and POS of Tagoloan

Community College for them to lessen their paper works, saves time and secures files

also.

Problem No.2

How to secure the files/documents of Tagoloan Community College Cafeteria?

Help secure confidential records by creating login form with username and

password that is added feature to help secure the files. In the automated process, there

is no need to input data because the transaction process will be automatically save and

you can easily view it in the inventory it is also save in the database to prevent loss of

records and more secure.

 38

Problem No.3

How to trace every transactions/processes of Tagoloan Community College

Cafeteria?

To help the cafeteria trace every transaction, Create a program integrated with

database that will help keep all records in TCC cafeteria and our solutions is

Computerized Cafeteria Inventory Costing and POS System.

Statement of the problem

The proposed system study aimed to develop a Computerized Inventory, Costing

and POS System in Tagoloan Community College Cafeteria.

1. How to minimize the paper works of cafeteria?

2. How to secure confidential records/reports of Tagoloan Community College

Cafeteria?

3. How to trace every transactions/processes of Tagoloan Community College

Cafeteria?
 39

Chapter V

SUMMARY, FINDINGS, CONCLUSIONS AND RECOMMENDATIONS

In this chapter, the researcher will discuss the summary, the findings, the

conclusions and the recommendations of the study.

Summary

This study was designed for the Tagoloan Community College Cafeteria to

improve their manual process to Computerized Cafeteria Inventory, Costing and POS

System to have accurate, time-saving and fast order transactions. In using this system,

the user will get the customer’s order by checking the menu and the summary of the

customer’s orders can be viewed in the list of orders and the payments will be

calculated automatically. All the transactions are saved in the Data report and can be

printed if wanted.

Findings

The findings of the study are summarized as follows;

 The manual transaction process of ordering foods in Tagoloan Community

College Cafeteria will be computerized and therefore all summaries will be

printed as outputs.

 Will have Security Login Form to keep every data and records confidential

 Integrated with database and therefore will easily track every transaction that is

recorded in database

 Will have POS System that will improved their ways of transacting orders
 40

Conclusions

Implementing this study “Computerized Inventory, Costing and POS System of

Tagoloan Community College” will benefit the school cafeteria by improving their ways

of transacting orders as POS System help eliminate time consuming calculating

payments using calculators and will have presentable reports as it is computerized

already. This study also helps to estimate their profits as of Costing and keep every

stock updated as of Inventory through notifying the user of low stocks.

Recommendations

As the result of evaluation made by the researchers that the program was

reliable and acceptable, the researchers recommend that there will be trained personnel

in using the proposed system and regarding to the use of data and information. This

research can help another group of researchers in the future to serve as there reference

in making another master piece.

The researchers recommend that the system will be implemented in the

Tagoloan Community College Cafeteria, Tagoloan Misamis Oriental. It helps quicken

works, calculates automatically the customer’s order and secures data; all of this can be

possibly done by adopting the system.

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