INTRODUCTION

A sales and inventory system is a software used to provide solutions to some business
problems by tracking sales activity and inventory management. Whenever there is a
transaction entry, it records necessary details about the customer, products purchased, total
amount of sales and date of transaction while updating inventory stocks which is needed
by the suppliers and business owners.

Nowadays, people are so dependent in fast-phased technology because it makes their jobs
easier and gives them time to do other things. Automated systems evolve improvements in
speed often than they spend in their everyday jobs. In business some are using these
systems especially in monitoring of stocks. Others still not follow the prevailing trend of
having these systems. It is hard for them to facilitate their sales and inventory and it leads
them to consume more time to record and manage. Inventory is basically the total amount
of products and materials held in stock by a factory, store and other business. An inventory
system is a process where by a business keeps track of the products and materials available.
In the system’s sense, it can be done manually by an accountant at the end of the each day.
In this way it is possible to keep a record of some product coming in to the business and
products being sold resulting in lighten the works and solve some problems involving strict
and complex recording and calculations.

Computerized sales and inventory system saves time for businesses by speeding up
transactions while raising accuracy. This allows for confidence in accounting and
accountability among employees as it is easy to determine how much is the estimated
income of the company and the time all transactions took place. It also allows for consistent
experiences in terms of customer service. People know that there is always a uniform
interaction at the cashier that requires tendering of payment, receiving the official receipt
and taking the ownership on the purchased products and services. This strengthens
relationship between the organization and its customers.

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BACKGROUND OF THE STUDY
PC Gen Sales and Services is located at No. 4550 F. Reyes St. Balibago, Sta. Rosa City,
Laguna. It is a sole proprietorship type of business owned by Mr. Rodger Casea and
currently has one (1) branch. The business was established earlier on February 5, 2017 and
Mr. Casea did not hire any personnel at the moment but plans to do so as the business
grows. Pc Gen’s operating time is not definite because it is based on Mr. Casea when he
will open the store. The store has 7 product categories and 900 or more product items. Each
categories has different expiration date but most of them has a life span ranging from 5 –
7 years per product after production and not being used. The expired products are just being
discarded by Mr. Casea and manually list it as a loss. The PC Gen is selling its products by
using tarpaulins and signs as advertisement.
PC Gen’s business policy when returning product/s are as follows:
 1 week replacement / 1 month warranty
 Bring the receipt (manually issued by the store up to date), packaging and must
examine if not damaged by the customer. If the damage is done outside the store
premises, no changing of products will be processed.
 Changing the product/s (within the 1 week replacement allotted time after
purchased) must be of equal amount to the purchased product/s.
 Changing the product/s (within the 1 week replacement allotted time after
purchased) must not exceed to the purchased product/s amount.
 If the product/s that wish to be change (within the 1 week replacement allotted time
after purchased) is lower than the amount of purchased product no change/
additional product will be given.
 No money back/ No refund policy.

Regarding about the products inventory management, Mr. Casea does not have an
international supplier for the mean time but he has one local supplier where he is acquiring
his products by bidding (procurement process). Since Mr. Casea do not have any
computerize system for his business he makes personal contact with his supplier and
purchase product through SMS notification (through texting) or voice chat. When
acquiring the purchased products from bidding, Mr. Casea receives a form that serves as a
purchase order form and then he manually checks and list the products then stores it in the
stock room using specific form. Mr. Casea also manually puts each product cost with a
mark-up price of 50%. He can also issue a discount to the customer ranging from 20% -
30%.
There are two problems that Mr. Casea is facing when managing his business. First, is Mr.
Casea is using SMS notification (texting) which serves as his P.O (Purchase Order Form)
and sometimes he forget some products that are needed to be replenish. Doing this
manually also consumes much of his time because he has to look over and over again in
the stock room. Second problem is that when a customer wants to buy a certain product he

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does not have any idea of the products remaining quantity and the worst case is that he
does not have knowledge that there is no stock of a certain product at all which results to
business loss of transaction.
His current state of technology is using a software application (Microsoft Excel) to keep
track of his sales transactions where he manually inputs the amount, product type, category,
descriptions, quantity etc. he is also manually computing the total amount of the purchased
products with or without a discount. The transaction process in PC Gen is slow because
everything is done manually.
Mr. Casea put up his business because it is related to his degree and it is where he was
molded also this is what he really likes. Building and repairing different kinds of gadgets,
components, computer parts etc. has caught his attention and it became his hobby together
with his friends who made up businesses base on what they really like and makes them
happy. So now, Mr. Casea is enjoying what he likes at the same time making profits for
himself.

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OVERVIEW OF THE CURRENT STATE OF TECHNOLOGY

PC Gen has been using a manual process for managing its inventory products and sales
transactions.
Advantages of using a manual process in PC Gen:
 With a manual system, the data is only as accurate and up to date as the last
hand count.
 Can be done just by using man power.
Disadvantages of using a manual process in PC Gen:
 Doing hand count of inventory products can take almost an entire day.
 Exhausting process.
 Misplaced documentation
Advantages of using the proposed system for PC Gen:
 Counting inventory products can be done in a matter of hours.
 Once the proposed system is in place, managers and workers can use it to
automatically generate all kinds of documents, from purchase orders and checks
to invoices and account statements. Managers can also use the system to
automatically order products when they run low.
 With the proposed system, the management team can pull a report and instantly
see how many units are on the floor, how many have sold and which products
are selling the fastest.
Disadvantages of using the proposed system for PC Gen:
 With the proposed system, the business is at the mercy of its technology.
Outside factors like a power failure or network connectivity can render the
system temporarily useless.
 A proposed system alone does not ensure accuracy, and the inventory data is
only as good as the data entry that created it. Businesses that plan to use a
computerized inventory management system need to have a system in place to
validate their data and check the numbers reported by the system. A select hand
count or targeted audit may be necessary to ensure the integrity of the system.
 Validations if not set accordingly.

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OBJECTIVES OF THE STUDY

GENERAL OBJECTIVE:
To design, develop and implement a Computerized Sales and Inventory System that
will enhance the management of inventory products and sales transactions of PC Gen.

SPECIFIC OBJECTIVES:
To develop a module that will enhance the management of inventory products.
Mr. Casea is just using a software application called Microsoft Excel manually in keeping
tracks of the inventory products so by developing this module, this will help Mr. Casea in
managing the inventory products because of its functions like: purchasing products to the
supplier form (P.O), product management form and can generate inventory reports. The
product management form will enhance the management of inventory products because of
its functions that can easily insert new product categories/sub-categories and products. The
update function will easily update the quantities, descriptions, prices and it can also show
the criticalities of the products. The purchase order form will let the user input the quantity
and choose the products needed to be ordered. It can also be able to generate a
document/print out containing the list of products to be purchased from the supplier.
To develop a module that can perform a sales transaction.
The Point of Sale Module (P.O.S) has a functions like: auto-generation of transaction
number, will let the user input the customer’s name, contact number, identify the number
of purchased products, can compute the total amount of purchased products, can give the
correct amount of change and can generate receipt of the purchased product and customer’s
information upon pressing the “check out” button. This point of sale module also has a data
grid table that shows the products information and has an “add to cart” button that will can
identify the quantity needed by the customer. The data the will be generated in the “add to
cart” button will appear in the “cart” data grid table upon selecting the desired product and
also has a “remove” button for wrong chosen/changing products by the customer.
To develop a module that will monitor the sales transaction data.
The Sales Report Module has functions like: viewing sales, can show different sales
transactions base on the requested date and generate sales report transactions. By having
the view sales function, that serves as the transaction file that shows the sales transaction
when using the proposed system in performing sales. The Sales Report Module also have
a sales view function that can show the daily, weekly and monthly sales transactions and
this module can also generate printed sales reports.

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SCOPE AND LIMITATIONS

SCOPE
Log-In Module
This module will make the system secured from different users in the business. It has 3
types of user accounts namely admin, cashier and stockman that has its own unique
passwords given by the admin and privileges when using the system. This module has
validations that will that will detect if the user inputted a special characters in the username
and password fields. When the wrong information is entered in either of the text fields and
reached the maximum number of “try” the application will terminate. If the correct
information is entered, the system will welcome the user showing the name, current date
and time of log-in. This module has function button that can show the password when
forgotten what has been inputted and when the user does not want to re-type the password
again.
Point of Sale Module (P.O.S)
The point of sale module (p.o.s) has a functions like: auto-generation of transaction
number, will let the user input the customer’s name, contact number, identify the number
of purchased products, can compute the total amount of purchased products, can give the
correct amount of change and can generate receipt of the purchased product and customer’s
information upon pressing the “check out” button. This point of sale module also has a data
grid table that shows the products information and has an “add to cart” button that will can
identify the quantity needed by the customer. The data the will be generated in the “add to
cart” button will appear in the “cart” data grid table upon selecting the desired product and
also has a “remove” button for wrong chosen/changing products by the customer.
Account Module
The account module displays the system user information and can be able to add and update
the user accounts. When adding user account the user ID is auto-generated, the first name,
last name and username text fields will not accept special characters and numbers while
the password only restricts the special characters to be inputted in the text field. When
updating the user the restrictions is applied in all the text fields.
Inventory Management Module
The Inventory Management Module has functions like: purchasing products to the supplier
form (P.O), product management form and can generate inventory reports. The product
management form will enhance the management of inventory products because of its
functions that can easily insert new product categories/sub-categories and products. The
update function will easily update the quantities, descriptions, prices and it can also show
the criticalities of the products. The purchase order form will let the user input the quantity

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and choose the products needed to be ordered. It can also be able to generate a
document/print out containing the list of products to be purchased from the supplier.
Sales Report Module
The Sales Report Module has functions like: viewing sales, can show different sales
transactions base on the requested date and generate sales report transactions. By having
the view sales function, that serves as the transaction file that shows the sales transaction
when using the proposed system in performing sales. The Sales Report Module also have
a sales view function that can show the daily, weekly and monthly sales transactions and
this module can also generate printed sales reports.
Audit Trail Module
This module keeps track of all the actions made in the system starting from the log-in trail,
user trail, product trail and inventory trail. The log-in trail keeps track of the users time-in
and time-out, displaying the full name and the user ID. The user trail keeps track of all the
changes made by updating the user accounts and it shows the user who updates the
accounts, date and time the account/s updated, shows what kind of actions made in the
account modules, showing the user ID, name and user type. Product trail records the actions
made in the inventory management by the user, shows the date and time, product ID and
product name. The inventory trails shows the actions made in the inventory management,
the user, date and time, product ID, product name and the remaining quantity.

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LIMITATIONS
Log-in Module (Restriction)
The log-in module has not yet been programmed to restrict the user from using the
application for a mean time after 3 tries of inputting the invalid username or password.
Password recovery has not been programmed also if the user forgot the password.
Master File Module
The proposed system does not have a Master File Module which will contain the
transaction files and modifications in the inventory management module as well as the files
from the audit trail. The data that is in the Master File Module are segregated by year.
Transaction File Module (Consistency)
The Transaction File module is already included in the systems Sales Report Module
however, the functionality of the so called system is limited for it can still accept a
transaction even if the transaction is from the coming year and still record it in the same
module.
Products and Services
The Sales and Inventory System for PC Gen is only limited for computer product/s only.
Any kind of products that is not in the category provided by the PC Gen will not be tendered
or will not be processed in the proposed system.
Some services of PC Gen are requiring items needed in some services like alcohol, led,
screws, thermal paste etc. This product items are provided by the PC Gen when performing
services requested by the customer however, these product items are limited for the
services of PC Gen which will be a new kind of transaction that is not part of the proposed
system for the moment.
Not an Online Transaction
The system does not include an online transaction. This include the online ordering,
reservation and delivery options of the products. This system is limited to an offline use.
Payment Options
The system will not be able to process the check payment, debit/credit card on all kinds of
transaction except cash payment.
Computing Expenses
Computing for the expenses of the store like electricity bills, water bills, salary of the
employees, food expenses and allowances of the employees are not part of the proposed
system.

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 LITERATURE

A literate review is a collection of current knowledge including the substantive findings,

as well as theoretical and methodological contribution to a particular topic. Literate review

are secondary sources, and do not report new or original experimental work. A narrow-

scope literature review may be included as part of a peer-reviewed journal article

presenting new research, serving to situate the current study within the body of the relevant

literature and to provide context for the reader. In such a case, the review usually precedes

the methodology and results sections of the work. Producing a literature review may also

be part of graduate and post-graduate student work, including in the preparation of

a thesis, dissertation, or a journal article. Literature reviews are also common in a research

proposal or prospectus.

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REVIEW OF RELATED LITERATURES AND STUDIES

FOREIGN STUDIES
Zoho Inventory Management System
Zoho Inventory is an online application that enables the user to manage orders and
inventory. With multi-channel selling, shipping integrations and powerful inventory, the
user can now optimize their inventory and order management, right from purchase to
packing, to payments. (www.zoho.com/inventory2017)
The Zoho Inventory Management System is somewhat related to our proposed system the
PC Gen Sales and Inventory System in some of their features and capabilities such as the
inventory management module and payment transaction module. The difference between
our proposed system and the Zoho Inventory Management System is the order management
module that has been set as a limitation to the proposed system.
OnePageCRM
For sales managers of small businesses, OnePageCRM is a great choice. An easy-to-use
online sales solution, OnePageCRM keeps all contacts and sales information in one place
and has a proven follow-up system. Small business sales managers will enjoy more time
doing their own work because OnePageCRM allows for “almost zero admin sales,” by
making it possible for sales reps to move on to the next action with prospects themselves.
(www.onepagecrm.com2017)
The OnePageCRM has a system that is somewhat related to our proposed system the PC
Gen Sales and Inventory System in some of their features and capabilities such as keeping
all the contacts and sales information. The difference between our proposed system and
the OnePageCRM system is their added feature such as the follow-up system which is not
included in the limitation or scope of our proposed system.

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LOCAL STUDIES
Point of Sale and Inventory System for Foxtrot and Echo
The Point of Sale and Inventory System for Foxtrot and Echo has modules like Audit trail
and point of sales reports. These modules help the Foxtrot and Echo in monitoring their
point of sales and inventory data needed for generating reports of sales and product
management. (et al Auditor, Donalyn P. Point of Sale and Inventory System for Foxtrot
and Echo – October 2016)
The Point of Sale and Inventory System for Foxtrot and Echo is somewhat related to our
proposed system the PC Gen Sales and Inventory System by having modules such as audit
trail modules and point of sale report module. The difference is that some of the proposed
systems module has capabilities that are not necessary for the Foxtrot and Echo Point of
Sale and inventory System to have.
Sales and Inventory For Tenorios Auto Supply
The Sales and Inventory For Tenorios Auto Supply has a module which is capable of
processing the transaction faster than the manual process. (et al Romero, Mark Alben B.
Sales and Inventory For Tenorios Auto Supply – October 2016)
The Sales and Inventory For Tenorios Auto Supply has transaction module that is
somewhat related to our proposed system the PC Gen Sales and Inventory System in terms
of making the process faster and be able to generate transaction report. The difference is
our proposed system does not have purchase order module.
Computerized Sales and Inventory System for Gentlecom
The Computerized Sales and Inventory System for Gentlecom has modules such as stock
module, transaction recording module and inventory module with has different capabilities
that helps the user accomplish his goals while using the system. (et al Alignay, Mark Jeric
H. Computerized Sales and Inventory System for Gentlecom – October 2016 )
The Computerized Sales and Inventory System for Gentlecom is somewhat related to our
proposed system the PC Gen Sales and Inventory System in terms of having stock modules,
transaction recording and inventory module. The difference is that the Computerized Sales
and Inventory System has barcode technology, purchase order module and customer
module which is not included in the proposed system.

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SYNTHESIS

The literate reviews in the foreign studies and local studies shows that an inventory system

must have a software solution: This is the heart of any automated inventory management

system. The software maintains a database of all the items available in the stock, updating

it, real-time with every new stock entry and dispatch. It is very important that the business

owner is sure about the management software he/she chooses as there are many such

solutions available, all of which might not integrate with an organization that well. The

system should also have validations in each module. This validation is important

requirement that could not be omitted and is optimal. There are also “could have”

requirements in a system; these are called the “add-ons” that can make the business

processing faster. i.e Barcode Technology and SMS notification. These are an added

feature which has an advance technology and can be added to the system.

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 PROJECT MANAGEMENT

INTRODUCTION
In this chapter the methodology will be discussed and explain what is its significance to

the proposed system. How each of the phases of development of the choses methodology

helped the developers to develop the proposed system. This chapter will also show the

diagrams such as Data Flow Diagram (DFD), Entity Relationship Diagram (ERD) and

Context Diagram (CFD). Data Flow Diagram shows the flow of data being process by the

user to the proposed system and how the proposed system respond back to the user. The

Data Flow Diagram has levels of process which will depend on the scope of the module.

The Entity Relationship Diagram are persons or organizations that is used to show the

relationship in using the proposed system. It also show the processes made and some

information from the proposed system. The Context Diagram however, shows how the

entire system works. The hardware and software specification will be mentioned as well.

The hardware minimum requirements and recommended specification will be proposed to

the client in order for the system application to run. The software specification lists all the

software application used in developing the proposed system. The calendar of activities

will shows the duration of developing the proposed system and show the business human

resources.

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METHODOLOGY

Waterfall Model
The SDLC Waterfall Model will provide convenience to the developers when it comes to

developing the software program. It is very simple to understand and use. This model

suggests a systematic and sequential approach to software development and the process is

structured as a cascade of phases, where the output of one phase constitutes the input to the

next one.

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Planning

In the planning stage, the developers look for a client. The basic requirement of finding a
client is: the client is in need of using a computerize system or the client wants to upgrade
his current system. After the developers found a client, the data gathering will commence
in a form of interview and survey. The results of the interview and the survey will be
analyzed and then will look for a possible solution in applying what the client wants.
Looking for resources in other programs local or foreign is also part of planning in order
to have knowledge on how the system will be developed. Observing is another way of
planning because while observing the client, the developers can have insight or thought on
what will be the flow of the system based on the clients demand.

Requirement Analysis

After the planning phase is complete, the qualities required of the application, in terms of
functionality, performance, ease of use, portability and other requirements are identified.
In this phase of development, all the client’s specification must be met. The developers
conducted an interview and survey in order to gather information about the client’s
business rule that is needed for the development of the system. After gathering and
analyzing the data given by the client, the flow of data will be made through following the
business rule of the client.

Design

After obtaining the data from the planning phase and requirement analysis the developers
may now move to the one of the development of the system which is designing. The
designs are commonly based on the clients demand while others prefer the developers own
perspective. The designs must consider choosing the colors, icons of the buttons and
relative names of the parts of the system base also in the business. Designing the database
is also in this phase which will be needed for the system. The database that will be designed
will serves as storage of information for the business.

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Coding

The coding phase of the development will depend on the design phase of the system. Each
designs of the system have a corresponding codes needed for it to function. Some of the
designs require logical and arithmetic coding because sometimes the clients want for the
design may cause errors to the development of the system. That’s why the logical thinking
of the developers must be sharp accordingly in order to make changes but still meet the
clients demand for the design and for the systems functionality as well.

Testing

Testing phase is second to the last development phase of the system. When all of the
planning, analysis, design and coding are complete the testing phase will be performed. All
of the phases succeeding the testing phase will be tested. In here the validations of the
codes the functionality of the designs, the correct data gathered from the client and the
performance of the system will be checked. If errors occurred while performing the testing,
debugging will be performed. It is where when errors arise in either one of the development
phases then it will be corrected as soon as possible.

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HARDWARE AND SOFTWARE REQUIREMENTS

HARDWARE REQUIREMENTS

Minimum Requirements

Hardware Minimum Specification

Processor 2.00GHz or higher

2GB or higher
Memory

Atleast 1GB free space

Hard Drive

Generic PnP Monitor

Monitor

PS2/USB Keyboard
Keyboard

PS2/USB Optical mouse

Mouse

Printer Ink Jet Printer

Table 1 Minimum Hardware Specifications

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Recommended Requirements

Hardware Recommended Specification

2.90 Ghz or higher

Processor

4GB ram or higher

Memory

Atleast 1GB free space

Hard Drive

Generic PnP Monitor

Monitor

PS2/USB Keyboard
Keyboard

PS2/USB Optical mouse

Mouse

Ink jet printer

Printer

Table 2 Recommended Hardware Specifications

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SOFTWARE REQUIREMENTS

Database

A database is a collection of information that is organized so that can easily be accessed,

managed, and update. Computer databases typically contain aggregation of data records or
files, such as transactions, products catalogs and inventories, and customer profiles.
(http://searchsqlserver.techtarget.com/definition/database - 2015)

The database helped the proponents to organize the information needed on the system.

Visual Studio C#

C# is a hybrid of C and C++, it is a Microsoft programming language developed to compete

with Sun's Java language. C# is an object-oriented programming language used with XML-
based Web services on the .NET platform and designed for improving productivity in the
development of Web applications.

C# boasts type-safety, garbage collection, simplified type declarations, versioning and

scalability support, and other features that make developing solutions faster and easier,
especially for COM+ and Web services. Microsoft critics have pointed to the similarities
between C# and Java. (http://www.webopedia.com/TERM/C/C_sharp.html 2017)

C# is the programming language that used in creating and designing the system because
codes are easy to understand and the developers are familiar with this language.

Microsoft Word Document

This software application helps the developers in documentation such as explaining the
introduction of the system being developed, data gathering (background of the study, the
client’s current state of technology), citing the objectives of the study, listing the review of
related studies, documenting the methodology being use and the hardware/software
requirements.

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MySQL Workbench

Workbench is an application of software that was used by the developers in creating

database for the proposed system of PC Gen. The database that was developed has tables
that segregate the file information that will be inputted inside the database. All the data will
be stored inside the database.

Adobe Photoshop

This software application was used by the developers for designing the icons of the buttons
that has distinct functions for the proposed system of PC Gen. this was used for designing
purposes that gives visual presentation when using the proposed system.

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Table 3 Calendar of Activities

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HUMAN RESOURCES

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SUMMARY

The methodology used which is the SDLC Waterfall Model helped the developers in

developing the PC Gen Sales and Inventory System. The developers cautiously followed

all the development phases of the methodology and performed the operations which lead

to the proposed system to be 80% functional. The hardware specification requirement

includes a minimum specification where the system will run at the lowest possible

hardware requirements and a recommended specification which best fit the system where

it will run smoothly. The software specification helped the developers in making all of it

possible. With the proper use of the software application programs the developers can make

programs by choosing the appropriate programming language needed for the development

of the proposed system down to the documentation of the overall process.

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