i

SALES AND INVENTORY SYSTEM

JOHN LOUIE M. LASTIMOSA

KEVIN STEVE M. RIVERO
REYZIEL P. SALARDA
GIL ANDRIAN M. TABIOS

July 6, 2019
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Approval Sheet
This Capstone titled Sales and Inventory system instructional mock – up
prepared and submitted by Gil Andrian M. Tabios, Kevin Steve M.
Rivero, John Louie N. Lastimosa and Reyziel P. Salarda who has been
examined and is recommended for oral and examination.

Mr. Jeffrey A. Ubarco

Adviser

Panels of examiners
Approved by the committees on oral examination with the grade of

Chairman

Members Members

Accepted and approved in partial fulfillment of the requirements for the

degree of BACHELOR OF SCIENCE IN INFORMATION
TECHNOLOGY
Ms. Maria Stella Solon
Dean, College of Information Technology
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DEDICATION
We would like to dedicate this capstone paper to our parents who did their best to
give us the knowledge we posses without them we are nothing, to our friends who
is with us in our journey to success, to all the people whom give us the guidance in
writing this paper, and lastly to God Almighty whom give us strength and courage
to finish our capstone paper.
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ACKNOWLEDGMENT

We would like to take this opportunity to express our immense gratitude to those
entire people who have given their invaluable support and assistance.

We would like to express our utmost gratitude to our researcher adviser Mr. Jeffrey
A. Ubarco to his sincere and selfless support, prompt and useful advice during our
research. He gives us a lifetime unforgettable of his benevolence, patience,
intelligence, diligence, and erudition

We would also like to express our deepest gratitude to our parents who give us
endless support for this study that enable us to accomplish this research.

Lastly to our fellow students who have been there by our side to support each other
during the ups and down.
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ABSTRACT

The Sales and Inventory System for SP ENTERPRISES was developed in order to
establish a system which aims to solve the problem that currently exists within the
SP ENTERPRISES located Opol, Misamis Oriental. No existing system signifies
difficulty in making sales and inventory transaction resulting to a delay in making
reports. In this sense, keeping track of the in and out of products is another
problem to be considered as well. In order to solve the existing problems, the
researchers proposed the Sales and Inventory System for SP ENTERPRISES.

The user requirements are analyzed to identify the information needs of the end of
the users, the organization environment and the existing system. The user desires
computerization of customer order, internal order, item details and purchase order
which are done manually at the present. The requirements have been analyzed and
dived into small modules for easy access.

Proposing this system using the System Development Life Cycle was applied as
an organized way to solve the concerns of the business. Aside from the information
gathered during the interviews with the personnel of SP ENTERPRISES, the group
search of companies that use Inventory System both in foreign and local areas.

The study aims to automate the sales and inventory processes of SP

ENTERPRISES, to easily monitor the products, to simplify the process of making
inventory reports and to generate precise inventory reports on time. Such
objectives will be a big help in maintaining an efficient flow of operations while
generating fast and accurate reports needed for submission and compilation
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Table of Contents

Page No.
COVER PAGE i
APPROVAL SHEET ii
DEDICATION iii
AKNOWLEDGEMENT iv
ABSBTRACT v
TABLE OF CONTENTS vi
Chapter

1 THE PROBLEM
Introduction 1

Theoretical Framework 2

Conceptual Framework 2

Objectives of the Study 2

Scope and Limitation of the System 3

Significance of the study 7

Definition of Terms 7

2 REVIEW OF RELATED LITERATURE AND STUDIES/SYSTEM

2.0 Foreign Studies 9

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3 METHODOLOGY

_______________________________________________ 10

4 PRESENTATION, ANALYSIS, INTERPRETATION OF DATA

_______________________________________________ 11

_______________________________________________ 12

5 FINDINGS, CONCLUSION AND RECOMMENDATION

_______________________________________________ 13

References 15
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CHAPTER 1

Introduction
Sales and Inventory system is software created as a solution for business
needs to keep a real time records for sales and inventory activities. Big or
small business can benefit this kind of system. Where a single transaction
records necessary information on the costumer, product purchased, price
update and monitoring inventory status.
Sales and inventory system offer much greater accuracy in inventory stack
and product management it also offer smooth interaction between employee
and costumer as transaction are processed faster and items move from
business to customer easy. Sales and inventory system provides a better
weight of the products that are popular to the customers. It also overview of
important sales activities.
Sales and inventory system allows the business to save time on transactions
by speeding it up accurately. This give a confidence on the part of
accounting and accountability of the employee for it is will be easy to verify
the income money of the business and transaction details. In using this sales
and inventory system you can establish the benefits you and your business
handling may have. First is time savings, the amount of time that can be
saved by a business is perhaps the biggest benefit of using inventory system.
In case where a shop maintains all data manually, its manager or owner must
reconcile each sales receipt with every piece of physical inventory. It
depends on the size of the establishment and how many different products
are sold, this can be a time consuming task. The only thing a manager would
have to do each day is to print out the report highlighting the inventory to be
restocked. Second is accuracy, an additional benefit using a sales and
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inventory system is the accuracy it ensures the item and the system is very
accurate. And the last and precious one is that to make the customer feels
safe and also the owner of the store or grocery.

Theoretical Framework

We came up this study to prevent other small business from being bankrupt,
because others study show that business without this kind of system will encounter
many problems such as inventory process and computing their sales.

Conceptual Framework

Admin Transaction
SP
Enterprises
REPORT INVENTORY

Systems Objectives

The proponent endorses the proposal that can help to implement a good and
accurate system to the business. The proponent offers time and effort to give a
solution to the needs of the business by creating a sales and inventory system that
will help the business. Develop and implement sales and inventory system for SP
Enterprise to enhance the business operation.
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Specific Objectives

This system will check occurrences of out of stock and under stock and over
stock scenario by applying the use of recorder point for most advantageous stock
level. To design, develop and implement a module to handle file maintenance of
the system for files, and other important data of the business. Making a system that
will lessen the time being used in looking for existing item in the stockroom. This
system will fastens the generation of inventory report and updating records. All the
data needed in producing those report will be supplied by the system. To design,
develop and implement a module to handle the sales transaction of the business.
And lastly, it will secured the important records of the store.

User Level – A security access control system.

Owner- can access the entire system.

Staff – can also access only the inventory

To design, develop and implement a file maintenance module that will handle the
files, records and important data of the business by keeping all files, records and
data’s in a safe folder that only the administrator can access. This data’s consist of
employee files, sales transaction records, and inventory records.

To design, develop and implement a sales module handle that will handle the sales
transaction of the business. This system provides sales transaction for the
company. It holds information data regarding their sales operations and provides as
auto generated receipt for their customers.
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This module will monitor the quantity level of the products. It highlights the
products that needed restocking for it already reaches the lowest level of quantity.

The researcher will make a system to the business that receives cash or allows
payment on account in exchange for goods. This will provide the generation of
reports which are necessary in proper evaluation of the company’s sales and
inventory records. This module will provide all data of the business operation for
daily evaluation of the business

Maintenance
 Product Maintenance
 Employee Maintenance
 Supplier Maintenance

Product Employee Supplier

Maintenance Maintenance Maintenance

Server

Credit
Card
Processing
Unit
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Transactions
 Product Transaction
 Accept Deliveries
 Purchase Order ( Directly on the supplier)
 Back Order ( Customer)
 Bad Order (Customer)
 Acquisition

ADMIN

Stock
Management
Adding new product

STAFF

Customer Service
Purchase
Service Records Purchase Request

Service Customer Service

Service and Purchase receipt

Generate
Receipt
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Reports

 Inventory Report
 Product List
 Supplier List
 Supplier Product List
 Product Supplier List
 Transaction Reports(Receipt)
 Returned Product List

ADMIN STAFF

Inventory
Report

Supplier Product Product

Returned List List Supplier
Product List
Transaction
List
Reports
(Receipt)

Supplier
Product
List

The proponents proposed system for SP Enterprise at Taboc, OpolMisamis

Oriental cannot transact with the use of credit card
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Significance of the Study

The significance of this study to SP Enterprise at Taboc, Opol Misamis

Oriental it will provide easy to use and easy to access system, transaction will be
more reliable and faster that the business will not be needing to add employees to
accommodate the job. It offer a secure and accurate for sales and inventory of
products

Admin – manages the stocks, updating of the inventory, and determining the users
of the system.

Customer – have the benefit of barcode punching of the items and printed receipts
of purchased items.

Future Researcher – student, teacher, and programmer can benefit this system
through a detailed document.

Other Business – would have an idea of upgrading their sales and inventory
system.

Definition of Terms

Inventory - a complete list of the things that are in a place

Module - a computer program that does a particular "ob

Proponent - a person who supports something

Maintenance -the upkeep of property or equipment

Grocery Store - is a retail shop that primarily sells food. A grocery is a bulk seller
of food.

Stocks - the supply of goods available for sale in a store

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Products - something that is made or grown to be sold or used

Transaction - the act of process of doing business with another person or company

POS -the time and place where retail transaction is completed and a point at which
a customer makes a payment to the merchant in exchange for goods or after
provision of a service

Reports - an official document that gives information about a particular subject

Liquidation - to determine liabilities and a portion of assets

Business - the activity of making, buying, or selling goods or providing services in

exchange for money

Employee - a person who works for another person or for a company for salary

Insufficient - not having or providing enough of what is needed

Inquiry - A request for information

Delivery - the act of taking something to a person or place

Security - the state of being protected or safe from harm

Staff - a group of people who work for business

7 a group of people who work for a business

Purchase - to get something by paying money for it

Order - a product/s that someone has requested from a business

Supplier - to provide someone or something that is needed or wanted

Accuracy - the ability to work or perform without making mistakes

Consistency - of the same quality or good each time

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CHAPTER 2
REVIEWS OF THE RELATED LITERATURE, STUDY AND SYSTEM

According to Mr. Eugene F. Brigman, [BRIG2000] Fundamentals of

Financial Management, 5th ed., 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 a barcodes, 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. The researcher aim
to develop an automated inventory system is technically, operationally, and
economically.
According to Kumar, Anil [KUMA2009] the benefits of inventory control
are to improvement in customer’s relationship because of the timely delivery of
goods and service. Smooth and uninterrupted production and hence, no stock out.
Efficient utilization working capital helps in minimizing loss due to deterioration,
obsolescence’s damage and pilferage Eliminates the possibility of duplicate
ordering.
According to Silberschatz, Abraham [SILB2002] Database Management
System (DBMS) collection of data, usually referred to as the database, contains
information relevant to an enterprise. The primary goal of a DBMS is to provide a
way to store and retrieve database information that is both convenient and efficient.
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CHAPTER 3

METHODOLOGY

The researches conduct a step by step process in order to come up with an

inventory system which will meet the objectives previously stated and to provide a
program which will of great to help to the SP ENTERPRISE inventory
management.

First, an interview was conducted in order to know the inventory operations of SP

ENTERPRISES such as manner in which inventories are recorded, updated and
purchased.

Second, previous studies in relation with the topic were gathered from internet and
past capstone studies and fully comply with the current inventory needs of the said
entity.

Third, an inventory system via VB.NET was then created. Using this, inventory
sold and purchased can easily be monitored and recorded, inventory shortage may
be prevented, and high cost due to labor, inventory handling and ordering may be
eliminated.

Through this, the researchers may be able to make a corresponding program that
would answer the problem identified in the former part of this research.
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Chapter 4
PRESENTATION, ANALYSIS, INTERPRETATION OF DATA
This chapter presents the analysis, design and interpretation of data of
the desired conducted by the study.

A. Analysis

1.0 Process Transaction

 Add Transaction Information

 By Item Name
 By Price
 By Quantity
 By Amount Received
 Update Transaction Information

2.0 Process Payment

3.0 Process Inventory

RESPONSE 1.1 Add RESPONSE

Transaction
ADMIN Information SYSTEM
AD
Transaction Information ADD Transaction Information

Figure 3. Add Transaction Information

In this diagram, it discussed about Admin, Transaction, and System. The Admin
transact information and it processes on the System. Moreover, it is like a cycle
where after it reach at the system it responses back to the Admin.
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2.0
RESPONSE RESPONSE
ADMIN Process Payment SYSTEM
PROCESS PAYMENT PROCESS PAYMENT

Figure 4. Process Payment

In This diagram, it discussed about the Admin, Payment, and System. The Admin
process payment and it proceeds to the System afterwards. It reaches at the System
it response back to the admin.

3.0
ADMIN Process SYSTEM
Inventory

Figure 5. Process Inventory

In this diagram, it discussed about Admin, Inventory, and System. The Admin
process inventory and it proceeds to the System afterwards. When it reaches at the
System it responses back to the Admin. The Admin can now view the Inventory
Sales.
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CHAPTER 5

FINDINGS, CONCLUSION, AND RECOMMENDATIONS

The inclusion of Sales and Inventory system into the SP ENTERPRISES

provides a comprehensive sales and inventory system that is capable of providing
and easy access sales and inventory conditions to customers and partners. There
are problems that SP ENTERPRISES encountered. One of it is that, their records
don’tcoincide in their manually recorded data’s. Another problem is that they often
forgot to record the products that have been sold. The solution to these problems is
to make automated or computerized sales and inventory system. Making this
system can minimize their time period and can help them process their inventory
easily. It is a hassle free and an easy access system. The system can add and update
data’s. It also has a transaction process so that in every product that the costumer
will buy, will automatically recorded to the inventory. The flow on how the system
works is that the user must input his or her username and password in for him or
her to access the inventory, transaction process and adding and updating of data.
The inventory consists of the list of the products, the quantity and its price. While
the transaction process consist of inputting data such as the Item name, Item price
and the quantity of the product, also the amount received from the customer. By
clicking the submit button, it will then, calculate the change and you can now save
the data. After saving, it will automatically appear on the inventory sales.
“Sales and Inventory System” software developed for a company has been
designed to achieve maximum efficiency and reduce the time taken to handle the
payroll activity. It is designed to replace an existing manual record system thereby
reducing time taken for calculations and for storing data. The system uses Vb.net
as front end and Microsoft Access as a backend for the database. The system is
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strong enough to withstand regressive daily operations under conditions where the
database is maintained and cleared over a certain time of span. The implementation
of the system in the organization will considerably reduce data entry, time and also
provide readily calculated reports.
Below are the researchers recommendation based on the findings and
conclusion of the study.
1. In order to improve their manual process of sales presently used by the
company there is a need to develop a Point of Sale System to cater the needs of
their customers.
2. As to have a good performance and effective inventory and sales system
the proposed system should be replaced to the present manual system used by the
store, the proposed system is highly recommended for the basis of improvement.
“Point of Sale System” is better than to retain the Manual Inventory System.
In the Point of Sale System it easily inputs the product and price faster using the
bar code scanner and automatically prints receipt using receipt printer for the
customers’ receipt. With the use of Point of Sale System the computing process is
faster and easier and secured as well. It will ensure consistency in terms of
maintaining accurate inventory controls at each location. This system lessens the
time for accessing data. The Point of Sale System
For future research study, the researchers highly recommended the
following:

 Web-based point of sale system

 Inventory Management System
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REFERENCES
 https://www.academia.edu/31928734/ABSTRACT_Computerized_Sa
les_and_Inventory_System_for_KServico
 https://www.academia.edu/16863814/Sales_and_Inventory_System_T
hesis_Documentation
 https://www.scribd.com/doc/48018752/INVENTORY-
MANAGEMENT-Abstract
 CURRICULUM VITAE

Gil Andrian M. Tabios

Tambaling II, El Salvador City
Misamis Oriental
Contact no. 09061777584
Giltabios93@gmail.com

PERSONAL DATA

AGE: 20 years old

BIRTHPLACE: El Salvador City
CITIZENSHIP: Filipino
CIVIL STATUS: Single
LANGUAGE: Bisaya , Tagalog & English.

EDUCATION

TERTIARY: Opol Community College

SECONDARY: St. Joseph Academy
PRIMARY: P.S.B Elementary School
 CURRICULUM VITAE

John Louie N. Lastimosa

Zone 5 , Tangke Taboc
Opol, Misamis Oriental
Contact no. 09264568968
Louielastimosa666@gmail.com

PERSONAL DATA

AGE: 20 years old

BIRTHPLACE: Molugan El Salvador City
CITIZENSHIP: Filipino
CIVIL STATUS: Single
LANGUAGE: Bisaya, Tagalog & English.

EDUCATION

TERTIARY: Opol Community College

SECONDARY: Tangub City National High School
PRIMARY: City Central School
 CURRICULUM VITAE

Kevin Steve M. Rivero

Poblacion
Opol, Misamis Oriental
Contact no. 09756628944
Riveroknights1973@gmail.com

PERSONAL DATA

AGE: 21 years old

BIRTHPLACE: Brgy.Sukailang Surigao City
CITIZENSHIP: Filipino
CIVIL STATUS: Single
LANGUAGE: Bisaya, Tagalog & English.

EDUCATION

TERTIARY: Opol Community College

SECONDARY: Sukailang Elementary School
PRIMARY: Phase III Bagong Silang National Highschool
 CURRICULUM VITAE

Reyziel P. Salarda
Zone 1, Bonbon
Opol, Misamis Oriental
Contact no. 09756628944
Salarda_ray@yahoo.com

PERSONAL DATA

AGE: 24 years old

BIRTHPLACE: Clarin Misamis Occidental
CITIZENSHIP: Filipino
CIVIL STATUS: Single
LANGUAGE: Bisaya, Tagalog & English.

EDUCATION

TERTIARY: Opol Community College

SECONDARY: Ozamis City School of Arts and Trades
PRIMARY: Clarin Central School