M.E.L.

SALES AND INVENTORY SYSTEM

_________________________

A Thesis Presented to
The faculty of the College of Computer Studies
Graduate Studies Program
Wesleyan University - Philippines
Cabanatuan City

_________________________

In Partial Fulfillment
Of the Requirement for the Degree
Bachelor of Science in Computer Science

_________________________

Group 1- F
RONIEL T. MONTUBIG
CARLO I. DALLO
CHRISTIAN GAMBOA

March 2011
 TABLE OF CONTENTS

APPROVAL SHEET ......................................................................................................... i

TITLE PAGE .................................................................................................................... ii

ACKNOWLEDGEMENT ............................................................................................... iii

DEDICATION.................................................................................................................. iv

TABLE OF CONTENTS ..................................................................................................v

Chapters
1 THE PROBLEM AND ITS BACKGROUND ............................................................1

Introduction ........................................................................................................................1

Statement of the Objective ................................................................................................2

Significance of the Study ...................................................................................................3

Scope and Delimitation of the Study ................................................................................3

Definition of Terms ............................................................................................................3

2 REVIEW ON PREVIOUS RESEARCH ...............................................................

3 Types of Business ...................................................................................................5

Sales and Inventory Systems .......................................................................7

Different Types of Languages .....................................................................8
Conceptual Framework…...………………………………………………10

3 METHODS OF STUDY AND SOURCES OF DATA..............................................12

Methods of Research........................................................................................................12

Methods of Gathering Data……………………………………………… 13

Data Gathering Procedure ...........................................................................13
Tools Used in the Development of Software .............................................14
Instrumentation ..........................................................................................14
Scales Used in Validating the System .......................................................15
Information Technology Experts and Users in Evaluating System ...........16
Research Instruments Used ........................................................................16
 ACKNOWLEDGEMENT

The researchers extend their sincerest gratitude and great appreciation to the

following for invaluable assistance and contribution in the completion of this research

study.

To their dear parents, families and friends who have been assisting them

throughout with love, guidance and financial support that made it possible to finish this

research study.

To their research adviser, Dr. Gilbert M. Tumibay, who guided them all

throughout and for patiently giving instructions in this research work.

Above all, the researchers give praise and thanks to the Almighty God, who has

been giving them the right direction, providing them with good health and vigor and all

understanding.

The Researchers
 DEDICATION

This humble of work is dedicated to the following:

To their Alma Mater that nurtured and guided them so that they may be prepared

to translate their dreams into reality;

To their mentors who are always mindful of anything that may benefit them;

To their parents who from the beginning of their lives have loved them so much;

To their friends who through these years shared the smiles, tears, joy and pains of

life;

And most of all to God who is the source of all wisdom and goodness for giving

them the life they have right now.

The Researchers
 Chapter 1

THE PROBLEM AND ITS BACKGROUND

Introduction

The introduction of computer and computer programming bring for the effective

and efficient information system that addressed the needs of automation need of business,

computerized system brought great impact6y in the world of business, it helped to save

time . application of computerized system has no boundary. It fits to the needs of

hospital, university, religious organization and most importantly, business of all types

There are a number of companies that produce inventory software and systems

for use by a business. Some of these include Computerized Inventory System Specialists

(CSIS), Skulflow and Executivpro. These Companies produce inventory system software

for a range of different business including warehouse, retailers, stores, and restaurants. In

the past years inventory system is a process whereby a business keeps track of the goods

and material it has available. In its simplest sense it can be done manually by a count in

the end of each day. In this way, it is possible to keep a record of the goods coming in to

the business and goods being sold. However this is only really appropriate for small

business that does not have a lot of stock.

There are many types of business using an inventory system. Retail outlets which

stock and sell goods, warehouses that have goods and materials passing in and out on a

daily basis and manufacturers that produces and sells products. It can be essential for

companies that have a high turnover of stock and need a simple way of keeping track of

this to ensure their business runs smoothly and efficiently. These days, a computerized
inventory system is the most likely to be used by medium and large businesses although

some small businesses may also use this. These typically use barcodes or radio frequency

identification tags to keep a record of an inventory object.

MEL is a business that faced problems in their sales and inventory , since they

are such a small business , it is proper for them to have a appropriate system that arrange

their sales and inventory so that purchasing what they needs is an easy on their part.

Researchers decide to construct a system that will help the user to eliminate the

traditional system of checking purchase and sales manually, and by using this technology

the business can be run easier and faster. Having an inventory system in place for a

business can be common sense idea. The initial cost outlay should be recouped by having

a more efficient and productive working environment and this should help to ensure that

the business is successful.

Statement of the Objective

The research aim to achieve the following objectives:

1. To develop a system that will help the MEL Business transaction easy and with

less manpower

2. To implement a system that produces a more accurate result for their sales and up

to date inventory of products.

3. To develop a user-friendly system that can easily be manipulated by its users.

4. To validate the usefulness, ease of use and importance of the Sales and Inventory

system in terms of:

a. For IT Experts
 i. System Design and Structure

ii. Security Features

iii. Tools and Functions of the System

b. For Common User

i. System Design and Structure

ii. Security Features

iii. User Friendliness of the Interface

Significance of Study

The proponent believes that the proposed system bears the following significance:

Technological Significance. Automation of sales and inventory processes would

mean easier and faster conduct of the business. It will also lessen-the-time of computing,

monitoring and managing of sales and inventory for both mangers and end users.

Economic Significance. The proposed system is expected to be more efficient

and less time consuming and expected to give a day-to-day update information regarding

financial status of the business. The proposed system could process and finish customer

transaction faster, reason to patronize the store.

Educational Significance. With this proposed system, the proponent will be able

to enhance their skill in programming, database and software development. Also, the

proponents will be able to apply the knowledge and skills on software development.

Scope and Limitation

The research will focus on the development of M.E.L. Sales and Inventory

System. The proposed system will record the daily transactions that will create different
kinds of report includes sales report and inventory report that will produce results of sales

and purchases in up-to-date basis. The coverage will particularly revolve on the standard

operations of M.E.L. separate database will be designed and created to store information.

The proponent believes that the proposed system will be an important tool for the

improvement of the business.

The software can be easily installed on different computer using an installer that

will easily install on compatible systems. The Operating System that will be used is

windows XP. It is required to have a Microsoft Visual Basic on the computer system for

maintenance. The study is only limited to record items which have serial numbers and it

will not record the customer name. The system requires manual inputting of data. It will

use database for backup.

Definition of Terms

Computer Software.It is the collection of computer programming and

related data that provide the instructions telling a computer what to do. We can also say

software refers to one or more computer programs and data held in the storage of the

computer for some purposes. Program software performs the function of the program it

implements, either by directly providing instructions to the computer hardware or by

serving as input to another piece of software. The term was coined to contrast to the old

term hardware (meaning physical devices). In contrast to hardware, software is

intangible, meaning it "cannot be touched". Software is also sometimes used in a more

narrow sense, meaning application software only. Sometimes the term includes data that

has not traditionally been associated with computers, such as film, tapes, and records.
Programs, process, procedures, rules, and documentation that direct or relate to the

operation of a computer system. (Webster’s New Dictionary, USA. 1997)

Database.Is a systematic collection of data that can be accessed immediately and

manipulated by a data-processing system for a specific purpose. (Webster’s New

Dictionary, 1997)

Hardware.Refers to object that you can actually touch, like disks, disk drivers,

display screen, keyboard, printer, boards, and chips. In contrast, software is untouchable.

The computer itself and any exchange of data between computer hardware devices.

(Margolis, 1991).

Inventory. it is the accurate counting of products that are sold and products that

are available for the business

Inventory System. a system or orderly arrangement of the products and its proper

way or distribution of products , from obtainment the products and to the sales of the

products.

Information System. It is the way of distributing information to the customers.

Operating System (OS). is a collection of programs that enables all the hardware

in a computer system to work together, it also controls the running of other programs. It’s

like a traffic cop, coordinating input, output, and other processes. The operating system is

either built in to the computer or loaded into the computer’s memory from a disk when

you turn on the computer. (Tesar, J, 1993)

Program.Is a program is like a recipe. It contains a list of ingredients (called

variables) and a list of directions (called statements) that tell the computer what to do

with the variables. The variables can represent numeric data, text, or graphical images.

(Margolis, 1991)
 Query. Is a database systems required to make requests for information in the

form of a stylized query that must be written in a special language. This is most complex

method because it forces you to learn a specialized language, but it is also the most

powerful. (Margolis, 1991)

 Chapter 2

REVIEW OF PREVIOUS RESEARCH

Automation of the conventional system currently use by the subject of the study is

the primary goal targeted to be successfully accomplished by the researchers. A review

of previous research was conducted on for a wider range of information that shall be

available for reference and evaluation. This chapter includes ideas from different sources,

websites,and other research papers related to our topics.

Business to Business

Business-to-business (B2B) describes commerce transactions between businesses,

such as between a manufacturer and a wholesaler, or between a wholesaler and a retailer.

Contrasting terms are business-to-consumer (B2C) and business-to-government (B2G).

The volume of B2B (Business-to-Business) transactions is much higher than the

volume of B2C transactions. The primary reason for this is that in a typical supply chain

there will be many B2B transactions involving sub components or raw materials, and

only one B2C transaction, specifically sale of the finished product to the end customer.

For example, an automobile manufacturer makes several B2B transactions such as buying

tires, glass for windscreens, and rubber hoses for its vehicles. The final transaction, a

finished vehicle sold to the consumer, is a single (B2C) transaction.

B2B is also used in the context of communication and collaboration. Many

businesses are now using social media to connect with their consumers (B2C); however,

they are now using similar tools within the business so employees can connect with one
another. When communication is taking place amongst employees, this can be referred to

as "B2B" communication.

Business to Customer.(B2C, sometimes also called Business-to-Customer)

describes activities of businesses serving and consumers with products and/or services.

An example of a B2C transaction would be a person buying a pair of shoes from a

retailer. The transactions that led to the shoes being available for purchase, that is the

purchase of the leather, laces, rubber, etc. However, the sale of the shoe from the

shoemaker to the retailer would be considered a (B2B) transaction.

While the term e-commerce refers to all online transactions, B2C stands for

"business-to-consumer" and applies to any business or organization that sells its products

or services to consumers over the Internet for its own use. When most people think of

B2C e-commerce, they think of Amazon, the online bookseller that launched its site in

1995 and quickly took on the nation's major retailers. In addition to online retailers, B2C

has grown to include services such as online banking, travel services, online auctions,

health information and real estate sites. Peer-to-peer sites such as Craigslist also fall

under the B2C category.

B2C e-commerce went through some tough times, particularly after the

technology-heavy Nasdaq crumbled in 2000. In the ensuing dotcom carnage, hundreds of

e-commerce sites shut their virtual doors and some experts predicted years of struggle for

online retail ventures. Since then, however, shoppers have continued to flock to the web

in increasing numbers. In fact, North American consumers adopted e-commerce so much

that despite growing fears about identity theft, they spent $172 billion shopping online in

2005, up from $38.8 billion in 2000.

 By 2010, consumers are expected to spend $329 billion each year online,

according to Forrester Research. What’s more, the percentage of U.S. households

shopping online is expected to grow from 39 percent this year to 48 percent in 2010.

In October 2010, an extension of B2C, B21 was coined. Whilst B2C includes all

manners of a business marketing or selling to consumers, B21 is specifically targeted

towards an individual. B21 requires specific Personalization for that individual. B21

requires Insight in order to create the personalized experience.

Programming Softwares

A programming language is an artificial language designed to express

computations that can be performed by a machine, particularly a computer. Programming

languages can be used to create programs that control the behavior of a machine, to

express algorithms precisely, or as a mode of human communication. Here are some

types of programming language.

Visual Basic was derived from basic and enables the rapid application

development (RAD)of graphical user interface (GUI) applications, access

to databases using Data Access Objects, Remote Data Objects, or ActiveX Data Objects,

and creation of ActiveX controls and objects. Scripting languages such

as VBA and VBScript are syntactically similar to Visual Basic, but perform differently.

Sales and Inventory Systems

Inventory management is vitally important for any business that sells a physical

product. An inventory system must balance having enough inventories on hand to meet
the demand of customers while investing as little money as possible in inventory.

Perishable products add another dimension of management considerations because they

must be cycled through the inventory system more quickly and stored in a way that

preserves their value.

Manual Sales and Inventory System.A good manual inventory system

accomplishes four things: 1) it shows what merchandise is in stock, 2) it shows which

items are on order, 3) it notifies the retailer when ordered merchandise is scheduled to

arrive, and 4) it tells what merchandise has been sold. This information is used to plan

future purchases, to determine what is selling and when it is selling, and it helps

determine what items need to be reordered or discontinued.

If the company carries a large inventory, has a large variety of items in stock, or re-orders

frequently then a computerized system would be easier to use and maintain.

They provide greater accuracy and more flexibility in the types of information and

reports that can be generated by the program. Systems update inventory counts at the

“point of sale” and because of this instant update, retailers have a better idea of what

needs to be reordered, what items are moving.

Computerized Sales and Inventory System.In the corporate world of today,

with Competition Between Businesses at its peak, Making Timely and Rational business

decisions Huge is of importance.One of the MOST Critical decisions of bag, vital for the

smooth running of your inventory management processes, is the selection of the

best inventory management software for your business. The Importance of

inventory Management Application: Irrespective of the size of your business, you Will

Be Able To Make Complex and time consuming tasks more manageable with the help
of inventory management application.If the company carries a large inventory, has a large

variety of items in stock, or re-orders frequently then a computerized system would be

easier to use and maintain.

They provide greater accuracy and more flexibility in the types of information and

reports that can be generated by the program. Systems update inventory counts at the

“point of sale” and because of this instant update, retailers have a better idea of what

needs to be reordered, what items are moving.

Database Management Systems

Database software is a computer program that stores and manages information.

Depending on its intended use, database software can be trimmed down to a mailing list

matrix, or it could be expanded to include customer history, preferences and credit card

information.

Microsoft Office Access, previously known as Microsoft Access, is a relational

database management system from Microsoft that combines the relational Microsoft Jet

Database Engine with a graphical user interface and software-development tools. It is a

member of the Microsoft Office suite of applications, included in the Professional and

higher editions or sold separately. In mid-May 2010, the current version of Microsoft

Access 2010 was released by Microsoft in Office 2010; Microsoft Office Access 2007

was the prior version.

MySQL, pronounced either "My S-Q-L" or "My Sequel," is an open source

relational database management system. It is based on the structure query language

(SQL), which is used for adding, removing, and modifying information in the database.
Standard SQL commands, such as ADD, DROP, INSERT, and UPDATE can be used

with MySQL.

Conceptual Framework

The basis for conceptualizing the Sales and Inventory System is to provide a

better technology and the processes that will introduce reliable transaction in the world of

business. Prior to the development of the proposed system, small and large businesses

used inventory system. In this study, the current business models are explored, and a new

LAN-based Inventory System for business framework was introduced.

The process of the study is shown in Figure 2.1. The study paradigm illustrates

the development stages and validation procedures. At first, the design and development

of a Sales and Inventory System. Then, implementation and testing, will follow. The

system is then validated by the selected experts and the users. The final result is the sales

and inventory system for Dakki.

Figure 2.1 Paradigm of the Study

 Chapter 3

METHODS OF RESEARCH AND SOURCES OF DATA

This chapter presents the research design, selection of respondents, instruments

used for data collection and analysis and the statistical treatment of data.

Methods of Research

Descriptive method of research will be used in the study, descriptive types of

research describes data and characteristics about the population or phenomenon being

studied. The description was used for frequencies, averages and other statistical

calculations. The researchers used this kind of method to define and analyzed the

Inventory System. This method also granted the researchers to identify the problems

involved in using the device based on observation and interviews. In this procedure, the

researcher able to encourage searching or studying the problems and possible solution

may encounter.

Software Development Model

The proposed approach for this research is the research and development project.

The approach was chosen due to the researcher's consciousness of a need to design and

develop a better and modern solution for developing an inventory system.

The research and development of an Inventory System was developed using the

RAD software engineering paradigm to be guided in developing and improving the

capability of the proposed system. This software paradigm is considered as a high speed

linear sequential model; enables the developers to create a “fully functional system”
within a very short period of time approximately 60 to 90 days. This process is very

significant to the developer in a sense that system’s output can be perceived in a shorter

time frame.

In Figure 3.1 showed the eight (8) rapid prototype processes. The first process is

to put the rapid prototype together as quickly as possible. After all, the purpose of the

rapid prototype is to provide the client with an understanding of the product, and the

sooner, the better. It does not matter if the rapid prototype hardly works, if it crashes

every few minutes, or if the screen layouts are less than perfect.

The second process is to determine the client’s real need by providing written

specification documents. Next is to plan the entire operation in detail before starting a

software project. Metrics for estimating project cost and duration are carefully

analyzed. A detailed description of a software management plan is given.

 Fig. 3.1 Procedure in Developing the Inventory System

The fourth process is to describe the characteristics of a good design by

considering modularity, data encapsulation, abstract data types, information hiding and

objects.
 The implementation process involves the choice of programming language, good

programming practice and programming standards.

The implementation phase and integration phase should be performed in parallel.

This sixth process is a description of this combined phase is carried out. Next process

involves operation mode where client can use the whole functionality of system while the

management of maintenance is concern.

The last process is the retirement of software where changed requirements to

specification, design and implementation was verified.

Methods of Gathering Data

The method of gathering data used in this study is the Indirect Method of

Questionnaire. To determine the user satisfaction and the Experts opinion feedback, a

questionnaire was given to the respondents.

Data Gathering Procedure

During the analysis phase, the researchers interviewed the owner and employees

of MEL Merchandize regarding the manual system. The researcher also interviewed

professors of LAN-based application to obtain feedback and inputs for the development

of the proposed Inventory System.

Tools to be Used in the Development of Software

The researcher conducted systems analysis where problems and opportunities are

discovered. Software requirement specification was used as basis in designing the

system. The Inventory System will be developed using the following software:
 Visual Basic 6.0. Is an event driven Programming Language. These are the main

divergence from the old basic. In basic, programming is done in a text-only environment

and the program is executed sequentially. In VB, programming is done in a graphical

environment. In VB, you just need to drag and drop any graphical object anywhere on

the form, and you can change its color any time using the properties windows.

MySQL.A relational database stores in separate tables rather than putting all the

data in one big storeroom. This adds speed and flexibility. The SQL part of “MySQL”

stands for “Structure Query Language”. SQL is the most common standardized language

used to access databases and is defined by the ANSI/ISO SQL Standard. The SQL

standard has been evolving since 1986 and several version exist. In this manual, “SQL

92” refers to the standard released in 1992, “SQL: 1999” refers to the standard released in

1999, and “SQL:2003” refers to the current version of the standard. We use the phrase

“the SQL standard” to mean the current version of the SQL Standard at my time.

It was originally developed to handle large databases much faster than existing

solutions and has been successfully used in highly demanding production environments

for several years. Although under constant development, MySQL Server today offers a

rich and useful set of functions, Its connectivity, speed, and security make MySQL Server

highly suited for accessing databases on the Internet.(Damon, J. 2009)

Instrumentation

In order to fulfill the objective of determining user satisfaction withM.E EL

Inventory System when its development is completed, questionnaires will be given to the

selected IT experts and to the end users to properly evaluate the system.
 The questionnaire will use a 5-point Likert scale to evaluate the different criteria.

The IT experts and users will evaluate the M.E.L Inventory System based on four in 4

key categories, namely: system design and structure, security features, tools and functions

of the system, and user friendliness of interface.

Scales Used in Validating the System

To determine the efficiency of the inventory software, the following scale will be

used by IT experts and users in rating the system based on four categories mentioned

earlier.

Scale Verbal Description

4.5 - 5 Excellent

3.5 - 4.49 Very Satisfactory

2.5 - 3.49 Satisfactory

1.5 - 2.49 Poor

0 - 1.49 Very Poor

Information Technology Experts and Users in Evaluating System

At least fiv (5) IT experts of renowned expertise in the academe and in inventory

systems development will evaluate the system upon its completion.

The five experts will came from Wesleyan University-Philippines (WU-P),

Nueva Ecija University Science and Technology (NEUST) ,Araullo University(AU) and

from the industry.

Research Instruments Used

This part of the study discusses the different types of research instruments used.

The details on the research or experimental instruments that will be used are described in

this section. Their nature, purpose, and construction are explained.

Questionnaire. The researcher used the tool in gathering facts about the existing

system. It is needed in knowing the requirements and preparing the system specification.

The researcher used the tool to evaluate the proposed system through the scale that the

experts and users used to rate the system.A set of questions drawn up for answering

usually to provide statistical information. (Turnpike, 1993)

Interview. The interview is a data-gathering device, which from pint of view

maybe considered an oral form of questionnaire where the researcher can get the needed

information from the interviewee, verbally and directly in face-to-face contact.A meeting

of persons face to face for formal discussion, a formal meeting between an applicant and

the person who is to examine his qualifications. (Grolier New Webster’s Dictionary,

1992)

Observation. This technique was useful in studying the attitudes of the intended

users of the systems. It helped the researcher analyze the proposed system. The faculty of

observing something observed or learned from observing. (Grolier New Webster’s

Dictionary, 1992)
 CHAPTER 4

PRESENTATION, ANALYSIS AND INTERPRETATION

In this chapter, the proponents discusses about the output of the study and

proposed system. In the existing system analysis tackles the slow process, operated

events that the proponents with the instilled knowledge and trends decided to be applied

in the system development and necessities. The need to develop the proposed system,

tackles about the development process the proponents would object from existing system

analysis. The advantages of using the proposed system with apply automation and

correction for errors occurred in the existing system.

THE EXISTING SYSTEM (THE ANALYSIS)

The existing system used in M.E.L Merchandize regarding their inventory system

is a manual type , the employees use log books for log in and log out purposes which

uses manual encoding to add data. The employees are prevented to access in a log book.

The owner of the store assigns one person to such tasks that could breach the security of

the existing system. In the inventory system, employees manually records data of

availability and stocks deducted in paper works with the product name, description, price,

quality. In the existing systems integrated sales, the customer inquiries for products to the

employee of the store. The employee searches for the inquired products availability on

shelves. The employee then gathers information about price and availability of products

and informs it to customer for approval. Then the employee, with approval of the

customer gets the inquired product to the cashier to semi automatically records data for
products to be purchased. Then the cashier issue two copies receipts which is one for the

customer and the other for the store used as records for purchased products. In the

existing system order purchasing, the employee manually searches for products

unavailability and with less quantities. Then informing the owner of the store, with the

information gathered the owner then orders of purchases or products from the

manufacturer and the flows of manual existing inventory system.

THE NEED TO DEVELOP THE PROPOSED SYSTEM

In the modern technology system development would somehow be the heart of

every business and other institutions because of its usefulness regarding holding the

works of their establishments. This is why the proponents give emphasis of using

Computerized Sales and Inventory System of M.E.L. Merchandise that will provide a

great significance with regards to their sales and inventory process. The proponent gives

some valuable features and instances that is suitable to their sales and inventory

operation.

Based on the observation gathered by the proponents it is advisable to replace the

traditional system of M.E.L merchandize with a computerized inventory system. The

data concerning the system will be kept in a secured database that can be used to easily

update manipulate, retrieve and immediate searching of records. With this type of

operation, the business will be beneficial to have special system like this that can perform

speed transaction and accurate report distribution.

 In every proposed system, the developers always give instances of promising

features of the system they are developing. They consider the system capabilities and its

striking features in order to run the system well. In this new era of computing and system

management, accuracy and speed is always considered and is given emphasis as the

unique option versus the manual system operation.

The need to develop a new system is to be able to change and eliminate the

problems that have been encountered in the present system. Some of these problems is all

about record keeping, which always plays redundancy of data. The proposed Sales and

Inventory system will keep the records in a secured database. Time consuming is another

problem of manual system and sometimes inaccurate when it comes to file handling. The

proposed system conducts accurate, file recording and fast retrieval of records. And so,

the development of a new system enhanced the reliability of the system and ensures the

wellness of the M.E.L. Merchandise.

In the inventory system development with the proponents intended to make a part

of the program that records the availability and quantity of the products stock in a

database containing products name, description, quantity of availability information,

price. In the development price the development integrated sales, the proponents make a

part of program that the prompt sales system which undergoes on customer inquiries.

When the customer inquiries for product the employee then searches for database

availability and price. The employee then informs the customer sales integration. The

program records the product sold in another database and automatically deducts from the

inventory database. In short, means the stock in and the stock out in development in order

purchasing, the proponents made a part of which monitor and shows the availability
limits of products which is printable. Every database can back up and print, the

proponents visual basic 6.0 for the development and automation of the existing system.

THE OBJECTIVE OF THE NEWLY DEVELOPED SYSTEM

The main objective of the newly developed system is to enhance the business of

M.E. Merchandize concerning sales and inventory management. Specifically the new

system will be able to:

1. Provide efficient module for conducting sales transaction.

2. Provide efficient module for conducting sales transaction.

3. Provide an easy to use search engine that will immediately search sales or

inventory related information

4. Shorten the time used in completed sales and inventory transaction.

5. Prepare and print inventory and sales report

6. Provide facility for making purchase order to replenish inventory.

7. Provide a secure system environment not prone to authorize access.

THE PROPOSPECTIVE USERS/ BENEFICIARIES

Listed below are the most possible prospective users and beneficiaries of the new

system :
Owner – with the new system , the owner of the business will be able to monitor the

operation of the business in terms of profitability because reports concerning sales and

inventory and others can be provided by the system with just few clicks of the mouse.

Employee – the new system will give them easiness in updating all their stocks and

submit necessary recommendations to the owners regarding the possible problems in the

M.E.L merchandize.

Customer – the customers will be experiencing drastic changes in the system that is they

will be able to finish transacting with M.E.L in very minimal amount.

The components of the proposed system/ software

General Features

The general features that are embedded in the order purchase, integrated sales and

inventory system of M.E.L Merchandise as follow:

 Graphically user interface friendly driven navigation, tool tips for object

functions, menu driven tools, where shown and designed in the software.

 shows suppliers information, inventory information, system access, log out, close

and exit

 Functional data restore and data back – up

System Software Functions

The first window, which is the parent window, which will be shown on the software, is

the password entry which is used for security reasons that the scope of the software is
limiting its access. The file contains buttons that shows suppliers information, inventory

information, system access, log out, close and exit. On the menu list. It contains clear

process, search process, add process , edit process, delete process, print process that were

used on every tables except for the security access which can’t be printed.

System/Hardware Requirement

The itemized account of the development of the software will be discussed in details in

the succeeding sections:

Specification

In the development price the development integrated sales, the proponents make a

part of program that the prompt sales system which undergoes on customer inquiries.

When the customer inquiries for product the employee then searches for database

availability and price. The employee then informs the customer sales integration. The

program records the product sold in another database and automatically deducts from the

inventory database. In short, means the stock in and the stock out in development in order

purchasing, the proponents made a part of which monitor and shows the availability

limits of products which is printable. Every database can back up and print, the

proponents visual basic 6.0 for the development and automation of the existing system.

Design

The system provide efficient module for conducting sales transaction, Provide

efficient module for conducting sales transaction., Provide an easy to use search

engine that will immediately search sales or inventory related information, Shorten the
 time used in completed sales and inventory transaction.,Prepare and print inventory and

sales report, Provide facility for making purchase order to replenish inventory. and

Provide a secure system environment not prone to authorize access.

The system is user friendly , it is easily understand by any users and up to

advance users. The other Diagrams and Charts were already shown on System Inputs and

Outputs in this Chapter.

Programming

In programming the inventory system , the proponents use Visual Basic because of its

easiness to use and can be designed by the proponents easily The proponents operates

up to date hardware and software equipment to meet the demands of Inventory system,

the primary software requirement is the Windows XP as the operating system

Testing

Test were applied to configure the development of the proposed system 5 copies of

evaluation form were given to target users and beneficiaries of the proposed system.

Which will evaluate the differences of the existing system and the proposed system and

on what advantage the proposed systems have? This is the on hand test with evaluation

scoring from 1 to 5 on each of Accuracy, User – friendly, reliability, durability,

efficiency, security and speed.

Security and Back – up Plan

The proponents added a process on the program was data restore and data back –

up is functional. To enable security and saving for erroneous inputs or events that may

happen like hardware failures. Thinking of worse possibilities that may happen. The

proponents added a security access limiting the availability of the software to selected

users only having username and passwords.

User’s Manual as Appendices

The user’s manual contents, showing more help and tips on how to operate the

proposed system software, showing more access and functions of the system and limited

scopes of every command operable. It also shows the installation process of the system

software and deletion process and its capabilities, and security function for example, like

default username and password for the first use and installation of the proposed system.
Evaluation of the Software Product

IT Experts Evaluation of the Usefulness and Technical Performance of the M.E.L

Sales and Inventory System

Table 1.1 IT Experts Evaluation of Database Management System Component

Component DA F P WS WM VI
5 2 40% 10
4 2 40% 8
Database Management 3 1 20% 3
2 0 0% 0 Very
System 0 0% 0 4.20 Satisfactory
1
5 21

In the Database Management System” with an average weighted mean of 4.20

and interpreted as very satisfactory , ranked number 1 in rating of the proposed system, 2

or 40% of user rated it as Excellent, 2 or 40% of user rated it as Very satisfactory, 1 or

20% of user rated it as Satisfactory, 0 or 0% of user rated it as fair, 0 or 0% of user rated

it as poor.

Table 1.2 IT Experts Evaluation in the System Design Structure

For IT Experts DA F P WS WM
5 3 60% 15
4 2 40% 8
System Design and 3 0 0% 0 4.60 Excellent
2 0 0% 0
Structure 1 0 0% 0
5 23

In the System Design and Structure” with an average weighted mean of 4.60 and

interpreted as excellent, ranked number 2 in rating of the proposed system, 3 or 60% of

user rated it as Excellent, 2 or 40% of user rated it as Very Satisfactory, 0 or 0% of user

rated it as Satisfactory, 0 or 0% of user rated it as fair, 0 or 0% of user rated it as poor.

Table 1.3 IT Experts Evaluation in the Accuracy

For IT Experts DA F P WS WM
5 3 60% 15
4 2 40% 8
3 0 0% 0 4.60 Excellent
Accuracy
2 0 0% 0
1 0 0% 0
5 23

In Accuracy of the system which obtained with an average weighted mean of

4.60 ad interpreted as excellent ,3 or 60% of user rated it as Excellent, 2 or 40% of user

rated it as Very Satisfactory, 0 or 0% of user rated it as Satisfactory, 0 or 0% of user rated

it as fair, 0 or 0% of user rated it as poor.

Table 1.4 IT Experts Evaluation in terms of Security Features

For IT Experts DA F P WS WM
5 2 40% 10
4 3 60% 12
3 0 0% 0 4.40 Excellent
Security Feature
2 0 0% 0
1 0 0% 0
5 22

In terms of Security Feature with an average weighted mean of 4.40 and

interpreted as excellent, , 2 or 40% of user rated it as Excellent, 3 or 60% of user rated it

as Very Satisfactory, 0 or 0% of user rated it as fair, 0 or 0% of user rated it as Fair, 0 or

0% of user rated it as poor.

 Table 1.5 IT Experts Evaluation in terms of Security Features

For IT Experts DA F P WS WM
5 2 40% 10
4 3 60% 12
3 0 0% 0 4.40 Excellent
User Friendliness
2 0 0% 0
1 0 0% 0
5 22

In terms of User Friendliness and with an average weighted mean of 4.40,

interpreted as excellent ,2 or 40% of user rated it as Excellent, 3 or 60% of user rated it

as Very satisfactory, 0 or 0% of user rated it as satisfactory, 0 or 0% of user rated it as

Fair, 0 or 0% of user rated it as poor

TABLE 2. Summary of the Evaluation Results on the Proposed System from IT

Experts

Criteria Weighted Mean Verbal Interpretation Rank

Database Management System 4.20 Very Satisfactory 1
System Design and Structure 4.60 Excellent 4.5
Security Feature 4.60 Excellent 4.5
Accuracy 4.40 Excellent 2.5
User-Friendliness 4.40 Excellent 2.5
Average Weighted Mean 4.234

The table 2 summarizes the results of respondent’s evaluation on the proposed

system. Accuracy of the proposed system has a weighted mean of 4.2 verbally interpreted

as Very satisfactory. System Design and Structure of the proposed system has a weighted

mean of 4.6 verbally interpreted as Excellent. The Security Feature of the proposed

system has a weighted mean of 4.6 verbally interpreted as Excellent. The User-

Friendliness of the proposed system has a weighted mean of 4.4 verbally interpreted as
Excellent. The User-Friendliness of the proposed system has a weighted mean of 4.4

verbally interpreted as Excellent.

TABLE 3. Summary of the Evaluation Results on the Proposed System from System
Users
Table 3.1 System Users Evaluation in terms of System Design and Structures

For Common Users DA F P WS WM VI

5 3 60% 15
4 2 40% 8
System Design and 3 0 0% 0 4.60 Very
2 0 0% 0 Satisfactory
Structure 1 0 0% 0
5 23

In the System Design and Structure” with an average weighted mean of 4.80 and

interpreted as very satisfactory , 4 or 80% of user rated it as Excellent, 1 or 20% of user

rated it as Very Satisfactory, 0 or 0% of user rated it as Satisfactory, 0 or 0% of user rated

it as Fair, 0 or 0% of user rated it as poor

Table 3.2 System Users Evaluation in terms of Security Features

For Common Users DA F P WS WM VI

5 4 80% 20
4 1 20% 4
3 0 0% 0 4.80 Excellent
Security Feature
2 0 0% 0
1 0 0% 0
5 24

In Security Feature, with an average weighted mean of 4.80 and interpreted as

excellent 4 or 80% of user rated it as Excellent, 1 or 20% of user rated it as Very

Satisfactory, 0 or 0% of user rated it as Satisfactory, 0 or 0% of user rated it as Fair, 0 or

0% of user rated it as poor.

Table 3.3 System Users Evaluation in terms of Accuracy

For Common Users DA F P WS WM

5 3 60% 15
4 2 40% 8
3 0 0% 0
Accuracy 4.60 Excellent
2 0 0% 0
1 0 0% 0
5 23

In the Accuracy, it obtained and average weighted mean of 4.60 ranked number 2

in rating of the proposed system, 3 or 60% of user rated it Excellent, 2 or 40% of user

rated it as Very Satisfactory, 0 or 0% of user rated it as Satisfactory, 0 or 0% of user rated

it as Fair, 0 or 0% of user rated it as poor.

Table 3.4 System Users Evaluation in terms of User Friendliness

For Common Users DA F P WS WM

5 4 80% 20
4 1 10% 4
3 0 0% 0 4.80 Excellent
User Friendliness
2 0 0% 0
1 0 0% 0
5 24

In the User Friendliness with an average weighted mean of 4.60 ranked number 2

in rating of the proposed system, , 3 or 60% of user rated it as Excellent, 2 or 40% of user

rated it as Very satisfactory, 0 or 0% of user rated it Satisfactory, 0 or 0% of user rated it

as fair, 0 or 0% of user rated it as poor.

TABLE 5. Summary of the Evaluation Results on the Proposed System from System
Users

Criteria Weighted Mean Verbal Interpretation Rank

Accuracy 4.60 Excellent 1.5
System Design and Structure 4.80 Excellent 3.5
Security Feature 4.60 Excellent 1.5
User-friendliness 4.80 Excellent 3.5
Average Weighted Mean 4.525 Excellent

The table 5 summarizes the results of respondent’s evaluation on the proposed

system. Accuracy of the proposed system has a weighted mean of 4.6 verbally interpreted

as Very Satisfactory. System Design and Structure of the proposed system has a weighted

mean of 4.8 verbally interpreted as Excellent. The Security Feature of the proposed

system has a weighted mean of 4.6 verbally interpreted as Excellent. The User-

Friendliness of the proposed system has a weighted mean of 4.8 verbally interpreted

Excellent.
 CHAPTER 5

Summary, Recommendation and Conclusion

This chapter presents the summative reports , conclusions of the study and the

recommendations

Summary

The research focused on the development of M.E.L. Sales and Inventory System.

The proposed system record the daily transactions that create different kinds of report

includes sales report and inventory report that will produce results of sales and purchases

in up-to-date basis. The coverage particularly revolve on the standard operations of

M.E.L. separate database designed and created to store information. The proponent

believes that the proposed system will be an important tool for the improvement of the

business.

The software can be easily installed on different computer using an installer that

will easily install on compatible systems. The Operating System that used is windows

XP. It is required to have a Microsoft Visual Basic on the computer system for

maintenance. The study is only limited to record items which have serial numbers and it

will not record the customer name. The system requires manual inputting of data. It uses

database for backup.

Descriptive method was used in the research to determine the technical

performance and usefulness of the proposed system upon its completion based on the

specific criteria.
 The data gathering tools used in this study include questionnaire, interview and

observation. The statistical tools used in the analyzing and interpreting and data gathered

in the evaluation of the newly developed system include percentage and weighed mean.

The proponent utilized rapid application development model as the software

development model for the newly developed system. Furthermore, the proponent used the

following analytical tools in analyzing and designing the system during its development

phase including data flow diagram, input process chart, visual table of contents, system

flow chart and entity relationship diagram. The varied tools used in the actual engineering

and development of the system include Visual Basic, Microsoft Access, Adobe

Photoshop.

The summary of the evaluation of the newly developed system as per IT experts

evaluation are as follows:

1. Database Management System criteria of the system was rated with a weighed

mean of 4.20 which is verbally interpreted as very satisfactory.

2. System design and Structure criteria of the system were rated with a weighed

mean of 4.60 excellent.

3. Security feature criteria of the new system was rated with a weighed mean of 4.60

which is verbally interpreted as excellent.

4. Accuracy of System Output of the system was rated with a weighed mean of 4.40

which is verbally interpreted as excellent.

 The summary of the evaluation of the newly developed system as per IT experts

evaluation are as follows:

1. Accuracy of the System Output criteria of the system was rated with a weighed

mean of 4.60 which is verbally interpreted as excellent.

2. System design and Structure criteria of the system was rated with a weighed mean

of 4.80 which is verbally interpreted as excellent.

3. Security feature criteria of the system was rated with a weighed mean of 4.60

which is verbally interpreted as excellent.

4. User-friendliness criteria of the system was rated with a weighed mean of 4.80

which is verbally interpreted as excellent.

Conclusion

Based on the results of the study the study the researchers made the following
conclusion.
1. The newly developed system is superior and efficient over the manual system
based on the finding of the evaluation done by IT experts and system users.
2. The newly developed system will increase the productivity of M.E.L. most
especially in the sales and inventory because all these can be generated with few
stokes and clicks in the system.
3. The implementation of the new system will truly complement the service quality
of M.E.L.
4. The newly developed system will promote accuracy in generating certificates by
totally eliminating errors and time during the transaction.
Recommendation

The proponents recommend that the proposed system “M.EL. Merchandise

Inventory System” be implemented for the use of the owner of the said merchandise, and

eventually be implemented accordingly and systematically. Further enhancement and

development of the proposed system should be conducted by the future researchers.

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ONLINE RESOURCES

Visual Basic Net Tutorialwww.f1tutorials.com

http://www.vbtutor.net/lesson1.html

http://www.ehow.com/about_6506466_inventory-system-

definition.htmlhttp://www.oppapers.com/essays/Manual-

Inventory/523207http://www.ehow.com/about_6506466_inventory-system-

definition.htmlhttp://ezinemark.com/a/computerized-inventory-system-definition
www.about.com

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