8 Chapter 4 Appendices

CHAPTER 4
The Proposed System
Narrative of the Proposed System
After evaluating the existing system of Habibis Grill, the researchers
decided to propose a computerized inventory system with point of sales that
would, if not totally exterminate, reduce the identified problems encountered by
the company and would help improve the current system. The proposed system
aims to track inventory, sales, and purchases; and continually analyze a wide
variety of inventory and transaction data. The control of inventories and sales
measures the real-time transactions and up-to-date records; this would help the
production team, secretary, and the owner determines the inventory level.
The system will use the Just-In-Time method in accounting the inventory
transactions. The Just-In-Time inventory method of accounting is where raw
materials and goods are scheduled to arrive or be replenished exactly when
needed in the production process (Gartenstein, 2019);this would help the
company eliminate spoilage because the production team would be able to
determine which of the raw materials would have to be consumed first so that
the company can ensure the quality of their products and prevent overstocking
of raw materials.
The employment of the system requires the purchase of four touchscreen
monitors, three laptops, and two thermal receipt printers. For backup, two
external hard drives would also be purchased since the business already has
T h e P r o p o s e d S y s t e m 36
internet connection. LAN cables would also be purchased. The first touchscreen
monitor, which would serve as a POS terminal for input of customer orders, would
be embedded with a thermal receipt printer in order for receipts to be issued
immediately to the customer after payment. The second monitor would be
installed in an accessible area fronting the kitchen. Wherein, through a
connection to a local area network (LAN), the entered customer order in the first
monitor would be forwarded to the kitchen monitor to directly inform the kitchen
staff of what orders to cook or prepare. The purchase of an external hard drive
minimizes the risk of losing data, and corruption of data. The purchase of two
new laptops is for the use of the secretary and production team, this will allow
them to easily record the transactions regarding the purchase and receiving of
raw materials and other products.
Purchasing and Receiving Raw Materials
The proposed system will produce a window that signals the production
team, secretary and owner that it is time to purchase perishable goods. This
feature will enable the business to identify the quantity of the materials needed
to be purchased. The system will also be the one responsible in making purchase
orders, which will be sent to the owner for confirmation of the purchase while the
production team gets the list of the materials needed by viewing the system. If
the owner confirms the order, it will automatically be transmitted to the system
and will notify the secretary and the production team about it; and will be in
charge in the purchasing process itself. Hence, the production team will disburse
money needed to buy the materials.

The production team disburses the payment upon the delivery of the raw
materials. The production team will be responsible in receiving raw materials that
has been delivered by the supplier which they will record in the system that will
transmit the information to the raw materials database file to store such
information. Also, they will be the ones who will portion the raw materials per
pack which includes the checking of materials. After portioning and checking,
the production team sends it to the restaurant which will be available for
consumption. The production team will record in the system the quantity of the
raw materials sent to the restaurant and their respective prices. The secretary
then monitors the received raw materials which will be stored by the kitchen
staff. After he monitors, he records the raw materials received from the
production team in the system. The system will then convey the information to
the raw materials database file to store such information.
Production and Sale of Finished Goods
When a customer orders, the cashier inputs the order in the touchscreen
monitor which serves as a POS input terminal, and then the order would be
forwarded to the second touchscreen monitor which is found in the kitchen. The
kitchen staff now prepares the raw materials to be used and cook them. Once
the order is complete, their product will now be served. The raw materials that
would be used in the order would now be deducted in the raw materials
database file. When the customer asks for the bill, the cashier will now print
through the thermal receipt printer the official receipt. The cashier will now
update the system for the records in the finished goods database file every time
a customer receives his/her order/s.
The system will be responsible in updating each sale the restaurant
generates every time the cashier records the customer order. Every sale will be
reflected in the system updating the finished goods database file. The level of
finished goods will also be monitored by the kitchen staff with the secretary. The
sales record will contain the product name together with its quantity and price.
Also, a receipt will be printed using the system to the customers for proper
documentation. Regardless a customer requests a receipt or not, a receipt will
always be printed.
Other Inventory
The system will reflect the quantity of goods on hand. Nonperishable
inventories that reached the re-order point will automatically be seen in the side
of the screen notifying the kitchen staff. As sales occur, the finished goods
inventory will decrease; but then increases after the input of additional inventory
to the system.
The kitchen staff will be able to determine the current level of the finished
goods like, alcohol, juice, granola and cake which is grouped into the high,
moderate and low levels. The quantity of each bottle will determine its level. High
level indicates that the quantity of alcohol and juice is above 100 bottles, the
moderate level indicates that the quantity is equal to 100 bottles but not less
than 25 bottles, and the low level indicates that the quantity is less than 25
bottles.
Discrepancy
The production team will conduct the physical counting of the inventory
received from the supplier. The secretary will be the person in charge of inputting
the physical count which then the system would automatically determine and
implement necessary adjustments whenever there are discrepancies detected.
The raw materials database file will be affected by the adjustments caused by
the discrepancy. The aforementioned database file will be updated every time
there will be an adjustment which would also generate a report. A discrepancy
report for finished goods will be generated, after production. The after
production discrepancy report is the difference between the estimated quantity
of products to be produced and the actual quantity of products produced; this
report addresses the cancelled orders after production.
Generation of reports
The proposed system will also generate reports such as inventory reports,
purchase reports, discrepancy reports, and sales reports. The owner will be the
one to review these reports.
Inventory reports are subdivided into two clusters namely the raw
materials report, and finished goods report. The raw materials report would
include the reporting of the current level of raw materials and the adjustments
made due to the discrepancy report generated; the raw material report also
includes the cost of each material. The finished goods report would indicate the
level of each product and their cost; this report will also include the cost of
goods sold to be used in the sales report.

Purchase reports will illustrate the amount of the purchase and the cost of
materials returned to the supplier. This report would also present the amount of
cash disbursement for the payment of raw materials.
Sales reports would indicate the amount of the total sales generated by
the company as well as the profits earned, and cost of goods manufactured
using actual costing method. This report will also utilize the cost of goods sold
specified by the finished goods report to identify the amount of profits produced.
The sales report will allow the management to know which of the products they
sell are generating the most profit and which are not.
Discrepancy report will be used as an adjustment for the raw materials
report previously mentioned, this report would grant aid in bringing balance
between the physical counting of materials and the counting in the system.
Level of Access
The proposed system would limit the access of information generated by
the use of its username and password feature. The secretary shall be in charge of
the updating of the in and out movement of the raw materials in the stockroom;
he will also be the one to input information relating to the materials delivered.
The cashiers shall be responsible for placing information regarding the
customers’ order, payment of sales, and the printing of the official receipt of the
customer. In effect, this would limit errors concerning the sales report to be
processed by the system. The kitchen staff would then notify the secretary about
the quantity of goods produced. The secretary will input the said quantity to the
system, which would then be computed automatically by the system for the
total manufacturing costs incurred.
The owner will have an exclusive access over all reports generated by the
system, which includes the sales reports that indicates the gross amount of sales,
the amount of the cost of goods sold, the marketing and administrative costs,
and the profits generated from each sale. Other reports such as the purchase
reports that display the materials that has been purchased that includes their
costs and what portion of the purchases were returned back to the supplier.
Another report is the inventory report which is composed of the raw materials
report which shows the remaining level of raw materials inventory together with
its cost, the work in progress report which is used in the costing of the products,
and the finished goods report which depicts the level of products available for
sale and the cost of goods sold. The last report that the owner can examine is
the discrepancy report regarding all the aforementioned reports. The owner can
only assess the reports generated and cannot alter it.

DATAFLOW DIAGRAM
FIGURE 4.1 CONTEXT DIAGRAM

FIGURE 4.2 TOP-LEVEL DIAGRAM

FIGURE 4.3 PURCHASING AND RECEIVING

FIGURE 4.4PRODUCTION AND SALES

FIGURE 4.5 DISCREPANCY

FIGURE 4.6 REPORT GENERATION

DATABASE STRUCTURE
Table 4.1 Purchase and Receiving Raw Materials dbf
Field Name Data Type Field Size Description Domain Sample

Material Text Integer Name of A-Z, a-z Chicken
Description the Raw breast
Materials
purchased
Quantity Number 3 Weight of 0-9 100
the Raw
Materials to
be
purchased
Date Number 8 The date 0-9, / 5/13/19
and the
Symbol materials
were
received
Official Text Integer The official A-Z, 0-9 OR1998
Receipt No. Number receipt
number
received
Name the raw breast
materials
received
Quantity Number 3 Weight of 0-9 100
the raw
materials
received
Unit Price Number 3 Price of the 0-9 55
raw
materials
per kilo
Total Price Text 10 Total cost of 0-9 Php 3850
Number the raw
materials
received
Table 4.2 Products Purchased dbf

Item Text Integer Name of A-Z, a-z San Mig
Description the product Apple
to be
purchased
Product Number 3 Number of 0-9 250
quantity the
products to
be
purchased
Re-order Number 3 Re-order 0-9 100
level point level
Table 4.3 Finished Goods dbf

Product Text Integer Name of A-Z, a-z Shawarma
Name product
Quantity Number 5 Number of 0-9 25
products
made
Date Number 8 The date 0-9, / 5/31/19
and when the
Symbol product
was made
Table 4.4 Sales dbf

Date Number 8 Date the sale 0-9, / 5/31/19
and was made
Symbols
Official Text Integer Official A-Z, 0-9 OR15
Receipt No. Number Receipt
number to be
issued
Product Text Integer Name of the A-Z, a-z Biryani
Name product sold
products sold
Unit Price Number 3 Price of the 0-9 65
product
Total Price Number 5 Total price of 0-9 1300
all the
products sold
Table 4.5 Inventory dbf

Product Text Integer Name of A-Z, a-z Iodized Salt
Name the product
Name the raw breast
material
the
products
and
materials
Unit Price Number 3 Price of 0-9 65
products
and
materials
Total Price Number 5 Total cost of 0-9 1650
all the
products
and
materials
Official Text Integer The official A-Z, 0-9 OR 1738
Receipt Number receipt no.
Number of both
sales and
purchases
Table 4.6 Inventory End dbf

Physical Number 5 Physical 0-9 25
Count count of
inventory
Date Count Number 8 Date when 0-9, / 6/9/19
and the physical
Symbol count was
conducted
Table 4.7 Password dbf

Access Text Integer Access A-Z, a-z Jklasdfsdaf
Name Name
Password Text Integer Password A-Z, a-z, 0-9 Jobert369

Number
DATA SCHEMA
1. Purchase and Receiving of Raw Materials (Material Description, Quantity,
Date, Official Receipt number, Material Name, Unit Price, Total Cost)
2. Products Purchased (Item Description, Product quantity, Re-order level)
3. Finished Goods (Product Name, Quantity, Date)
4. Sales (Date, Official Receipt number, Product Name, Quantity, Unit Price,
Total Price)
5. Inventory (Product Name, Material Name, Quantity, Unit Price, Total Price,
Official Receipt Number)
6. Inventory End (Physical Count, Date Count)
7. Password (Access Name, Password)

Dataflow Dictionary
Data Flow Name: Approved Purchase Order
Description: Approved Purchase Orders
From: Owner
To: Production Team, Purchase dbf
Data Flow Name: Cancelled Orders
Description: Orders that already reached the monitor of the Kitchen Staff but
voided by the Cashier
From: Cashier
To: Finished Goods dbf
Data Flow Name: COGS Report
Description: Cost of Goods Sold Report
From: Finished Goods dbf
To: Completed Goods, Sale of Goods, Sale dbf
Data Flow Name: Completed Orders

Description: Completed Orders
To: Discrepancy
Data Flow Name: Completed Order Information
Description: Completed Order Information
From: Kitchen Staff
To: Completed Goods
Data Flow Name: Customer Order Information
Description: Customer Order Information
From: Cashier
To: Kitchen Staff
Data Flow Name: Discrepancy Information
Description: Discrepancy Information
From: Discrepancy
To: Generation of Report

Data Flow Name: Discrepancy Report
Description: Discrepancy Report
From: Discrepancy Report
To: Owner
Data Flow Name: Discrepancy Report Inquiry
Description: Discrepancy Report Inquiry
From: Owner
To: Finished Goods dbf, Raw Materials dbf
Data Flow Name: FG Discrepancy Information
Description: Finished Goods Discrepancy Information
To: Discrepancy Report
Data Flow Name: Finished Goods

Description: Contains list of Finished Goods issued together with its quantity and
price
From: Completed Goods
To: Sale dbf
Data Flow Name: Finished Goods Discrepancy Information
Description: Information wherein there are orders that were cancelled by the
customer
From: Discrepancy
Data Flow Name: Finished Goods Information
Description: Finished Goods containing information about the list of finished
goods and the quantity if each product
From: Cashier
Data Flow Name: Finished Goods Report

Description: Finished Goods Report
From: Generation of Report
To: Owner
Data Flow Name: Finished Goods Report Inquiry
Description: Finished Goods Report Inquiry
From: Owner
Data Flow Name: List of Raw Materials Needed
Description: Contains the list of all raw materials needed to be purchased
From: Purchase Raw Materials
To: Production Team
Data Flow Name: Physical Count
Description: Counting of the physical inventory
From: Production Team
To: Discrepancy
Data Flow Name: Physically Counted Raw Materials
Description: Physically Counted Raw Materials
From: Discrepancy
To: Raw Materials dbf
Data Flow Name: Purchase Information
Description: Purchase Information
From: Purchase dbf
Data Flow Name: Purchase Order
Description: Purchase Order
From: Purchase dbf
To: Owner
Data Flow Name: Purchase Report
Description: Purchase Report

From: Purchase dbf
To: Owner
Data Flow Name: Purchase Report Inquiry
Description: Purchase Report Inquiry
From: Owner
To: Purchase dbf
Data Flow Name: Raw Materials Discrepancy Information
Description: Information wherein the physical count is not the same with the input
in the system
From: Discrepancy
Data Flow Name: Raw Materials Inputted by Secretary
Description: Raw Materials Inputted by Secretary
From: Raw Materials dbf
To: Discrepancy
Data Flow Name: Raw Materials Received from Production Team
Description: Portioned raw materials ready for use
From: Secretary
Data Flow Name: Raw Materials Received from Supplier
Description: Quantity of raw materials bought from suppliers
Data Flow Name: Raw Materials Report
Description: Raw Materials Report
From: Raw Materials dbf
To: Owner
Data Flow Name: Raw Materials Report Inquiry
Description: Raw Materials Report Inquiry
From: Owner
Data Flow Name: Raw Materials Transferred to Restaurant
Description: Raw materials portioned for use
To: Received Raw Materials
Data Flow Name: Raw Materials Used Information
Description: Raw Material Used Information
From: Kitchen Staff
Data Flow Name: Re-order Level Information
Description: Certain level of inventory reached
From: Purchase Raw Materials
To: Owner, Production Team
Data Flow Name: Sales Report

Description: Sales Report
From: Sales dbf
To: Owner
Data Flow Name: Sales Report Inquiry
Description: Sales Report Inquiry
From: Owner
To: Sales dbf

CHAPTER 5
COST BENEFIT ANALYSIS
This chapter of the study aims to figure out if the proposed system would
be beneficial to Habibis Grill by comparing the costs of the existing system with
the proposed system.
DEVELOPMENT COST
Direct Thermal Printer (2) Php 2,800

Programmer's Professional Fee 30,000
Asus VivoBook12 E203M (3) 37,500
1TB-External Hard Drive (2) 5,300
Touch Screen Monitor(4) 36,000
LAN Cable(2) 800
Total Development Cost Php 112,400
DEPRECIATION (Straight Line Method, 5 years)
Printer Set Php 560

1TB-External Hard Drive 1,060
Touch Screen Monitor 7,200
Laptop 7,500
LAN Cable 160
Total Annual Depreciation Php 16,480
AMORTIZATION (Straight Line Method, 5 years)
Programmer's Fee Php 6,000
Total Annual Amortization Php 6,000

C o s t B e n e f i t A n a l y s i s 63
COST OF USING THE EXISTING SYSTEM
Table 5.1Office Supplies
Monthly
Items Quantity Unit Cost Yearly Cost
Cost
Ballpen 4 pcs Php 5 Php 20 Php 240
Log Book 2 pcs Php 90 Php 180 Php 180
Bond Paper 1 Rim Php 125 Php 125 Php 1,500
Total Office Supplies Php 1,920
Table 5.2Utility
Description Monthly Cost Yearly Cost Total
Electricity Php 6,000 Php 72,000 72,000
Grand Total Php 73,920

COST OF USING THE PROPOSED SYSTEM
Table 5.3Office Supplies
Monthly
Items Quantity Unit Cost Yearly Cost
Cost
Thermal Paper 2 Rolls Php 100 Php 200 Php 2,400
Touch Screen Monitor 4 9,000 7,200*
Printer Set 2 1,400 560*
External Hard Drive 2 2,150 1,060*
Laptop 3 12,500 7,500*
LAN Cable 2 400 160*
Total Office Supplies Php 18,880
*The Touch Screen Monitors, Printer set, External Hard Drive, Laptop, and LAN
Cable are based on a 5-year depreciation.
Table 5.4Utility
Description Monthly Cost Yearly Cost Total
Electricity Php 7,000 Php 84,000 84,000
Grand Total Php 102,880

COMPARISON OF COSTS
Yearly Cost of Using the Existing System
Office Supplies Php 1,920
Electricity 72,000
Total Php 73,920
Yearly Cost of Using the Proposed System
Office Supplies Php 18,880
Electricity 84,000
Programmer's Fee 6,000
Total Php 108,880
Difference in Yearly Costs Php (34,960)

INTANGIBLE BENEFITS
By implementing the proposed computerized inventory system, the
inventory process will run efficiently and effectively which will result to a more
reliable and comprehensive reports and documents needed in the business.
Although implementing the computerized inventory system is expensive,
the benefits of using it will outweigh the cost. Implementing the proposed
inventory system will lead to the following significant benefits:
Discrepancies will be lessened. Since there are certain employees who
can access the system, they will be held liable for any discrepancy that will incur.
Reliable and Up-to-date Reports. Since the information is stored and
processed by the system as transactions occur, the generation of reports can be
done efficiently.
According to Ronald Villaruz, the creation and installation of the Habibis
Grill computerized inventory system with P.O.S would yield a total cost of thirty
thousand pesos.
Chapter 6
SUMMARY, CONCLUSION, AND RECOMMENDATION
Summary
The researchers gathered information and studied the existing inventory
system of Habibis Grill to be able to propose a design for a computerized
inventory system with POS.Habibis Grill is a restaurant that serves authentic
Lebanese food. The existing system uses a manual system that’s why it’s very
prone to errors. Therefore, researchers aim to design a computerized inventory
system.
The researchers followed the Systems Development Life Cycle (SDLC)
where, it consists of a detailed plan describing how to develop, maintain,
replace and alter or enhance specific software. It involves phases like planning,
analysis, design, implementation and support and maintenance. The researchers
also conducted an interview with the owner to gather information about their
current system by asking open-ended questions.
Based from the gathered information through interviews and observations
conducted by the researchers, the researchers discovered that the Habibis Grill
existing system is having problem in their inventory system. Habibis Grill
encounters problems that affect their products. Problems included are
inaccurate and unreliable generated reports made and overstocking of raw
materials.
The processes involved in the existing inventory system of Habibis Grill has
two divisions namely production, and service. Under production, there are 2
S u m m a r y , C o n c l u s i o n , a n d R e c o m m e n d a t i o n 68
employees tasked to purchase raw materials, receive orders from the supplier
and pay suppliers for the raw materials received. For the service, 3 employees
are in charge or cooking and assembling the meals, 4 employees are in charge
of obtaining the customers’ orders, serving the customers, and cleaning up the
tables after the customers; and the remaining 3 employees are in charge of
preparing receipts and recording payments.
The problems of the existing system consist of: the manual recording of
inventory which is very tiring, the use of official receipts and logbooks which is not
secure at all, the monitoring of the inventory is hard due to everyday restocking
and also the production team multitasks which leads to tired employees,
segregation of duties is lacking which leads to manipulation of records. There is
also a delay in the generation of reports because the owner is not always inside
the restaurant.
The researchers proposed and designed a computerized inventory system
with POS that is feasible for the company use and will develop fast, reliable and
accurate inventory reports. The computerized system will eliminate or minimize
the problems encountered by the company. This will make Habibis Grill more
efficient and consistent in providing a reliable and quality service for the
customers.
Conclusion
The researchers proposed a computerized inventory system with POS. The
proposed system permits the business to execute activities and operations in the
more effective and efficient way. Several interviews and observation are done
by researchers to business operators. There is enough information gathered
regarding the company’s inventory management therefore the researchers
were able to identify the problems area encountered by business.
Habibis Grill's recording of the transaction is done manually, which make them
vulnerable to errors that could result to misstated financial statements and it
would be difficult to track the mistakes once it has been done. Another
downside of using the existing system is accounting of raw materials, which result
to under and overstocking of goods. The security of documents is unsecured and
can be altered by anybody.
With comprehensive study of the company’s day to day transaction and their
inventory control. The proposed system would help resolve the problem areas of
the existing system. Backing up of documents would also provide by the
proposed system to ensure security of the transaction records and eradicate
unauthorized access to the files.
Recommendation
The information gathered by the researchers, the use of the computerized
Inventory System with POS is highly recommended for Habibis Grill to attain its
objectives and meet the competition with their competitors and the surrounding
business establishment. Through the implementation of the proposed system, the
existing problems experienced by the business will be solved or minimized if not
totally solved.
The proposed inventory would speed up the recording of transaction and
printed records would be easily organized because the supervisor has a specific
task and the owner has access on every record employee that is accountable
for.
Also, the researchers recommend computerized inventory system with POS to
eliminate redundancy of errors and inconsistency of data. The researchers
further recommend training for the users of the computerized inventory system
and proper maintenance of the new computer is necessary to avoid problems
or any errors and to be benefited by the new system to which the business had
at least three persons that should be trained for the system.

SCREEN DESIGN
Appendix A. LAPTOP UNIT SCREEN
Figure A.1 Login
Login Window - Upon opening the system the window will pop up and will
ask for the authorized personnel's login credentials.

A p p e n d i c e s 72
Figure A.2 Production Team's Account - Welcome Login
The Production Team orders, receives, and pays for the raw materials.
Input of the correct login credentials would then lead to the display of welcome
window to Mr. Juan, as shown on the figure above.

Figure A.3 Production Team's Account - Received Raw Materials
Price
Price of Purchased Goods: 0.00

Amount Paid: 0.00
When the supplier delivers the raw materials, the production team would
now input to the system the raw materials received, the quantity, and the unit of
measurement of the raw materials and their respective prices. The production
team would also input the purchase order number.

Figure A.4 Production Team's Account - Spoiled Materials
Total: 0.00
In case of spoiled materials, the production team would specify what raw
material and how many were spoiled with their designated unit of measurement
and price. The production team would also have to choose the option
Figure A.5 Production Team's Account –Deliveries to the Restaurant
P.O. #
Raw Material Quantity Unit
Total: 0.00
Once the raw materials are portioned by the production team, they will
input in the system how many materials and its designated unit of measurement
and prices, they are going to deliver to the restaurant. Purchase order number
would also be inputted by the production team.
.
Figure A.6 Cashier's Account - Welcome Login
Cashiers are the ones who enter customer orders, collect payment from
customers, and issue official receipts.
Input of the correct login credentials would then lead to the display of
welcome window to Mr. Mon, as shown on the figure above.

FigureA.7 Cashier's Account - Customer's Order
The cashier would select certain items that were ordered by the customer.
Figure A.8 Cashier's Account - Print Receipt
In this window, the items ordered would appear, its quantity, price per
unit, and the total price. The subtotal would show below the ordered items.
When the cashier presses the button, the printing of the
official receipt happens.

Figure A.9 Kitchen Staff Screen - Completed Order
The customer orders inputted by the cashier on the POS terminal will be
forwarded to the kitchen area which will be seen on the kitchen station monitor,
as shown above. The customer order shall be arranged chronologically, this will
enable the kitchen staff to know what order comes first, by tapping on the order
the ingredients needed will automatically be seen as shown in the picture and
once kitchen staff has completed the order, they would simply tap the
button.
Figure A.10 Owner's Account - Home
After the owner logs in, the homepage will be displayed showing panels
at the top containing tabs, namely, Home, User Accounts and Reports.
Figure A.11 Owner's Account - User Accounts
Upon clicking the "User Accounts" tab, a list of all the other authorized users that
are allowed to access the system will be displayed.
Included in the Owner's level of access is the authority to add another user
account the "Add User Account" button and to reset or delete existing accounts
through the "Reset" and "Delete" buttons.

Figure A.12 Owner's Account - User Accounts - Add User Account
HABIBIS GRILL
Upon clicking on the "Add User Account" button, a pop-up window will appear
with fields requiring the new user/employee's name and the employee's position.
After complete input of the necessary information, a new account will then be
successfully added upon clicking the "Add" button.

Figure A.13 Owner's Account - User Accounts - Reset User
HABIBIS GRILL
In case a user forgets his or her username or password, they may request
the owner to reset their account, allowing them to access their account by using
the default credentials. To enable the access using the default log in credentials,
the Owner, through his account, may click on the "Reset" button in line with the
specific user account. Wherein, a pop-up window will appear to confirm the
resetting of the account.
The "Reset" button is then to be clicked to complete the process.

Figure A.14 Owner's Account - User Accounts - Delete User
HABIBIS GRILL
On the other hand, a pop-up window will also appear on the screen once
the "Delete" button in line with the corresponding user account to confirm the
deletion of such account.
The "Delete" button is then to be clicked to complete the process.

Figure A.15 Owner's Account - Reports
Upon clicking the "Reports" tab, a window will appear showing reports of
Raw Materials, Work in Progress, Finished Goods, Sales, Purchases and
Discrepancy.
Figure A.16 Owner's Account - Reports - Raw Materials
Upon clicking the "Raw Materials" button on the previous window, the
Raw Materials Inventory will appear on the Reports tab. It contains the list of raw
materials needed by the restaurant. Clicking an item would show information
about it like, Purchase Date, Beginning, Cost, Out, Shelf Life and Ending
Inventory. It would also indicate that there is an unused portion from a specific
day that should be consumed within the present day. The owner may also print
such report by clicking on the “Print” button.

Figure A.17 Owner's Account - Reports - Finished Goods
Upon clicking the "Finished Goods" button, the Finished Goods Inventory
will appear on the Reports tab. Clicking an item would show information about
the item like, Production Date, B.I. (Beginning Inventory), In, Out, E.I. (Ending
Inventory) and Shelf Life. It would show details about what went in and out the
finished goods inventory. The owner may also print such report by clicking on the
“Print” button.
Figure A.18 Owner's Account - Reports - Sales
Upon clicking the "Sales" button, the Sales Report will appear on the
Reports tab. Clicking a specified month would show all transactions relating to
that month ,which can either be by day, week or month, and related
information such as the date of the transaction, the product code, the
description, quantity, price per item, and total. The owner can also search
directly in the search bar a specific date for easier detection of information, he
may also print such reports by clicking the “Print” button.

Figure A.19 Owner's Account - Reports - Purchases
Upon clicking the "Purchase" button, the Purchases report will appear on
the Reports tab. Clicking a purchase order number would show information
regarding the purchase that took place. Information such as from whom the raw
materials were bought from and their designated address, the date of order, the
items ordered and their respective quantities and price, also the shipping fee
and grand total. The owner can also search specific purchase order numberin
the search bar which would help him find information faster, he may also print
this report by clicking on the “Print” button.

Figure A.20 Owner's Account - Reports - Discrepancy
Upon clicking the "Discrepancy" button, the Discrepancy report will
appear on the Reports tab. Clicking an item would show information about the
item chosen, for example in the figure shown above, the owner has chosen the
raw materials item; upon doing so, the following information is given about the in
consistencies of the raw materials that has been recorded and the raw materials
manually counted. The owner can also search specific word that would help him
find information faster, he may also print such reports by simply clicking on the
“Print” button.
Figure A.21 Owner's Account - Purchase Order for Approval
Upon knowledge of the raw materials that have reached re-order level
the system would automatically generate a purchase order and would send the
same to the owner for approval.

Figure A.22 Owner's Account - Purchase Order for Daily Consumed Materials
+Add Line
Approve Save as Draft
For raw materials that are consumed daily, the owner need not wait for
the re-order level notification to order; he may make his own purchase order
right away by indicating the date, supplier information, purchase order number,
description of the raw materials together with the specific quantity and price. He
may also add additional lines if the given lines are insufficient for the order to be
generated by clicking on the “+Add Line” button bellow the table. After such
the system would automatically compute for the totals, and the owner would
either approve of the purchase order that he just made or he may save it as a
draft if ever he would like to make other changes later on.

Figure A.23 Secretary's Account - Re-order Level Reached
In order to avoid insufficiency of raw materials, the system would display a
warning which will indicate which raw material has reached the re-order level
and its remaining quantities on hand.

Figure A.24 Secretary's Account - Materials Needed
The materials needed window will be produced by the system. This will
show the materials that have reached its re-order level and the quantity to be
purchased.
Figure A.25 Secretary's Account - Purchase Order
From the Materials Needed window, Purchase Order window will show.
The Purchase Order window shows the amount to be paid for the materials
needed to be bought.
Figure A.26 Secretary's Account - Approved Purchase Order
Once the purchase order has been approved, the approved purchase
order will be sent to the production team and the secretary.

Figure A.27 Secretary's Account - Raw Materials Received from Production Team
Raw Materials Received From Production Team
Total: 0.00
Upon receipt of packed raw materials from the production team, the
secretary will input the raw materials received, the quantity, and its
corresponding unit of measurement and prices. The secretary will also input the
designated purchase order number for the raw materials received.

Figure A.28 Cashier's Account – Cancelled Orders
This window will show if there are cancelled orders, the cashier will select
which item will be voided. Then, the secretary will approve to void the order by
inputting her password.

Figure A.29 Kitchen Staff Screen – Notice of Cancelled Order
Once the cashier has voided an order, a notification would appear to the
kitchen staff monitor indicating which item has been cancelled.

SAMPLE REPORTS
Raw Materials Inventory Report - Sample

Finished Goods Inventory Report - Sample

Sales Report - Sample

Purchase Report - Sample

Discrepancy Report - Sample

REFERENCES
Agrizor, Mark Angel; Apilis, Melody Grail; Bid-ing, Marilou; Dawey, Aldrake;
Manuel, Jeswin (2018). A Computerized Inventory System with Point of
Sale for The Cranberry Bakeshop. Baguio City: University of the Cordilleras
Burback, R. (1998). The Analysis Phase retrieved May 10, 2019 from
http://infolab.stanford.edu/~burback/watersluice/node4.html
Cao, Y. (2014). Definition of Design, and Support and Maintenance Phase

retrieved May 10, 2019 from
http://oer.nios.ac.in/wiki/index.php/Phases_of_System_Development_Life_
Cycle
Gartenstein, D. (2019). Just In Time Inventory Definition retrieved May 15, 2019
fromhttps://smallbusiness.chron.com/just-time-inventory-definition-
23475.html
Gilbert, A. (2017). Definition of Implementation Phase retrieved May 10, 2019

fromhttps://www.innovativearchitects.com/KnowledgeCenter/basic-IT-
systems/system-development-life-cycle.aspx
Peavler, R. (2019). Understanding POS Systems for Inventory Management

retrieved May 10, 2019 from https://www.thebalancesmb.com/what-is-a-
pos-system-for-inventory-management-393398
Sharma, R. (2013). Software Development Life Cycle& Planning Phase definition

retrieved May 10, 2019 from
https://medium.com/@rajnish.sharma/software-development-life-cycle-b
b8188105649
CURRICULUM VITAE OF THE RESEARCHERS
Damatac, Jaco S.
237 Hillside, Baguio City
09277673990
jacodamatac27@gmail.com
OBJECTIVE
Hardworking, displaced and motivatedstudent looking for an internship

positionrelated in accounting where I may make use of my skills with a sincere
and devoted effort to support the company in meeting and exceeding their
goals.
EDUCATION
Tertiary:
Bachelor of Science in Accounting Technology
University of the Cordilleras
Gov. Pack Rd., Baguio City
Bachelor of Science in Accountancy

University of Baguio
General Luna Road, Baguio City
Aug. 2015 - July 2017
Secondary:
Saint Louis University Laboratory High School
Claro M. Recto St., Navy Base, Baguio City
2011-2015
Primary:
Mary Immaculate School Foundation
2005-2011
Jabir AbdikafiEgal
North Sanitary Camp , B93 Baguio City.
09156033237
Jaabir6513@gmail.com
OBJECTIVE
To secure a challenging position in a reputable organization to expand my

learning, knowledge, and skills.
EDUCATION
University:
Secondary:
Omar Samatra Secondary School
Primary:
DarulBirri Primary School

Cherlyn Eden B. Estrella

Ciudad Grande Phase 2, Bakakeng Sur
Baguio City
(074) 244-2298 I 0915 133 2218
Estrella.cherlyn@gmail.com
OBJECTIVE
Self-motivated individual seeking internship position related in accounting to

utilize my knowledge and skills, gain experience, and stimulate my passion for the
accounting profession while dedicatedly working for the company.
EDUCATION
Tertiary Bachelor of Science in Accounting Technology

Governor Pack Road, Baguio City
Aug 2017- Aug 2019
Secondary Al Jazeera International School Dammam

P.O. Box 76240, Rakah, Al-Khobar, Kingdom Of
Saudi Arabia
2014 – 2015
Primary Al Jazeera International School Dammam

P.O. Box 76240, Rakah, Al-Khobar, Kingdom Of
Saudi Arabia
2011 – 2012
Tristan Troy V. Tagudar

66-c Vergara Alley, Engineer's Hill, Baguio City
+63-915-917-2980
tristantroytagudar@gmail.com
OBJECTIVE
Seeking a responsible job with an opportunity of professional challenges.
EDUCATION
University:
Governor Pack Road
Baguio City, 2600
2015-2019
Secondary:
Baguio City National High School
Governor Pack Road
Baguio City. 2600
2012-2015
Elementary:
Manuel L. Quezon Elementary School
Upper Session Road
Baguio City, 2600
2007-2012
Yuarbange J. Agripa
12 Aguila St, DizonSubd. Baguio City
09613664483
adamagripa@gmail.com
OBJECTIVE
To secure employment with a reputable company, where I can utilize my skills

and business studies background to the maximum.
EDUCATION
University:
Secondary:
Lae Secondary School
Primary:
St. Martin Primary School

8 Chapter 4 Appendices

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8 Chapter 4 Appendices

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CHAPTER 4

The Proposed System

Narrative of the Proposed System

After evaluating the existing system of Habibis Grill, the researchers

decided to propose a computerized inventory system with point of sales that

would, if not totally exterminate, reduce the identified problems encountered by

transactions. The Just-In-Time inventory method of accounting is where raw

materials and goods are scheduled to arrive or be replenished exactly when

needed in the production process (Gartenstein, 2019);this would help the

company eliminate spoilage because the production team would be able to

The employment of the system requires the purchase of four touchscreen

be embedded with a thermal receipt printer in order for receipts to be issued

immediately to the customer after payment. The second monitor would be

installed in an accessible area fronting the kitchen. Wherein, through a

raw materials and other products.

Purchasing and Receiving Raw Materials

money needed to buy the materials.

the raw materials database file to store such information.

Production and Sale of Finished Goods

a customer receives his/her order/s.

The system will be responsible in updating each sale the restaurant

documentation. Regardless a customer requests a receipt or not, a receipt will

The system will reflect the quantity of goods on hand. Nonperishable

implement necessary adjustments whenever there are discrepancies detected.

there will be an adjustment which would also generate a report. A discrepancy

production discrepancy report is the difference between the estimated quantity

of products to be produced and the actual quantity of products produced; this

report addresses the cancelled orders after production.

one to review these reports.

goods sold to be used in the sales report.

cash disbursement for the payment of raw materials.

Discrepancy report will be used as an adjustment for the raw materials

The proposed system would limit the access of information generated by

The cashiers shall be responsible for placing information regarding the

total manufacturing costs incurred.

only assess the reports generated and cannot alter it.

FIGURE 4.1 CONTEXT DIAGRAM

FIGURE 4.2 TOP-LEVEL DIAGRAM

FIGURE 4.3 PURCHASING AND RECEIVING

FIGURE 4.4PRODUCTION AND SALES

FIGURE 4.5 DISCREPANCY

FIGURE 4.6 REPORT GENERATION

Table 4.1 Purchase and Receiving Raw Materials dbf

Field Name Data Type Field Size Description Domain Sample

Table 4.2 Products Purchased dbf

Field Name Data Type Field Size Description Domain Sample

Table 4.3 Finished Goods dbf

Field Name Data Type Field Size Description Domain Sample

Table 4.4 Sales dbf

Field Name Data Type Field Size Description Domain Sample

Field Name Data Type Field Size Description Domain Sample

Table 4.6 Inventory End dbf

Field Name Data Type Field Size Description Domain Sample

Table 4.7 Password dbf

Field Name Data Type Field Size Description Domain Sample

Password Text Integer Password A-Z, a-z, 0-9 Jobert369

1. Purchase and Receiving of Raw Materials (Material Description, Quantity,

2. Products Purchased (Item Description, Product quantity, Re-order level)

3. Finished Goods (Product Name, Quantity, Date)

Official Receipt Number)

6. Inventory End (Physical Count, Date Count)

7. Password (Access Name, Password)

Data Flow Name: Approved Purchase Order