Computerization of Sales Management Syst

CHAPTER ONE
1.0 INTRODUCTION
Information have been identified as the mainstream of business organization
generally. Organization strives to achieve certain goals for the benefit of their
owners. Such goals may be expressed in term of objective such as increasing
avenue minimizing costs and improving services. An objectives, need to be
meant within various financial constraint and within the limitation of the available
resources. To meet these objectives, organization must co-ordinate its activities
using the information at this disposal.
In order to obtain information particularly In the face of the present global
economic depression there is the need introduce an Automated information
system i.e. (E.D.P) electronic data processing devices such as computer, fax
machine and other data transmission devices that will handle information
requirement and information utilization. From the complete manual oriented
aspect of information processing to the technologically aspect, which will aid
information dissemination into the various level of management which need for
day – to – day running and planning of business toward the achievement of the
organizational goals.
On this premise manual processing of data as widely known and adopted would
never and never produce the much needed information for the above demands.
1.1 BRIEF HISTORY OF SAHAD SUPER MARKET

Sahad super market originally opened in the year 1990 with its Head office
located at No 193 Daneji Quarters, sabon Titi Mandawari, kano state. They have
a work force of over 400 staff distributed within our various branches in the
country. At the moment, they have branches located in Abuja, Kano, and Jigawa
with intention of reaching every state of the country and beyond. At sahad stores
you can shop for everything you need. Our products range from high quality
1
Furniture’s to designer perfumes as well as household Electronics and kitchen
utensils. We also deals in textile, jewelries and provisions are of the best quality
and can be purchased at affordable price. etc.
Following high patronage the company was splitted in 1992 into four (4) main
departments to enhance smooth running of the business which are was follows:
1 ADMINISTRATIVE AND PERSONNEL DEPARTMENT.

This department is headed by a manager who is saddle with the following
responsibilities;
 Planning the day to day activities for the smooth running of the business.
 Co-ordinate the work of the remaining four (4) departments.
 Responsible from staff recruitment and welfare.
 Information for the management.
2 THE STORE AND WARE HOUSES.

This is headed by a store officer who is responsible for the following:
 Accepting delivery of goods with the proper documentation.
 Issuing of goods to the, require department
 Provide the purchasing department with relevant stock information
 Forward relevant document of stock to the purchasing and account
department.
3 THE ACCOUNT DEPARTMENT

This department is headed by an accounting officer with the following
responsibilities
 Carry out all financial transaction on behalf of the organization.
 Recording and maintaining monetary – record of the organization.
 Co-coordinating all the cashier’s work in the organization
2
4 THE PURCHASING AND SUPPLY DEPARTMENT.
This department is headed by purchasing officers with the following
responsibilities:
 Purchase all require goods for the organization
 Raise and seek approval for requisition
 Inform management of new product in the market.
 Liaise with the store officer to provide relevant information on sales.
1.2 STATEMENT OF THE PROBLEM

Like most super market, the mode of running Sahad is manual with slight
exception where electronic calculators are used. Despite prudent management of
financial and material resource a likes, the organization inevitably has been
facing the following problems:
1. TIMING: some information are less time critical than others. In a situation
where by transaction takes place virtually all the time i.e. as a customer collect
the goods. The timing requirement for information will have considerably bearing
on the methods and requirement need to provide it, and in this case manual.
2. SIZE: the method of providing information will largely depend on the size
of the organization in a small organization a single person may be able to have
the time to produce all the information required but as the volume of the business
increase more people and aids in the form of calculator and buying size of
computer depending on the size of the business activities should be involved.
3. LINK BETWEEN APPLICATION: were data is needed between more
than one information requirement, a different method of processing it may be
suggested. For example an items sold may not only need to be used in the
production of the invoice but also needed to amend the record stock position.
A manual system will require separate operation to satisfy the requirement where
as a computer system would include the automatic use of data in both
applications. This ability of computer system to perform a variety of processing
operation on a single ‘pool’ of data contrast sharply with manual system. In the
3
manual system data being used by one individual becomes accessible to another
individual.
1. ACCURACY: when dealing with few items an individual could provide
accurate needed information with little aid such as calculators. But as the
transaction increase involve more peoples and sophisticated aid is the guarantee
for accurate and timely information
2. SPEED: just like the case of accuracy an individual can do few thing with
little aid in not time. But when volume of the work increase more peoples with a
corresponding aid is needed to get a lot information on time. In view of these,
there is needed for the management to save the organization from total collapse.
That is why presently the management of the organization is considering the
introduction of the computer to assist in the running of some vital operation. It’s
against this background, the researcher intended to carry out a study of
computerization of sale management system, a case study of Sahad Super
Market Nigeria Limited.
1.3 OBJECTIVE OF THE STUDY
The objective of this study is to computerize sales of Sahad Super Market
Nigeria Limited to enhance that mode of operation of the organization. We
believed this would put the organization in a viable state with other leading
computerized super market in the business world.
SPECIALLY THE STUDY ASSIST IN;

a. Determining properly accurately the daily, weekly and monthly ales, figure for
timely forecast.
b. Eliminating all forms of errors resulting from sales and stock, which will
eventually head to improve service and income.
c. Identifying and eliminating fraud for immediately action against further
occurrence
d. Ascertaining actual stock position and identifying the slow, fast, seasonal and
non seasonal of product movement as an aid for planning and forecast.
e. Monitory credit sale/repayment
4
f. Facilitating planning, control and forecast for the managers and management.
1.4 SCOPE OF THE STUDY

As earlier mentioned manual processing as widely known and adopted is
now becoming obsolete, inefficient and ineffective in the face of the current
global information revolution in business imperatives to have at her disposal
timely, up – to – date, accurate and reliable information. To achieve this effective
information processing system consisting of computer, facsimiles, telephone etc.
would be required for the success of the entire process of timely information
processing communication dissemination storage and accessed. The study was
designed to provide this organization with the necessary information and material
i.e. equipment it take to set the organization on its proposed firm footing.
1.5 LIMITATION OF THE STUDY

As a result of manual operation there are many problem facing Sahad Super
Market in all its department this problems are as follows:
a. The administrative and personnel department.
b. The store and warehouse
c. The account department
d. The purchasing and supply department.
But the problem facing sales department are outstanding that is why presently
the management is having more interest in computerization of its sale
management system.
This research is there fore limited to computerization of sales units of Sahad
Super Market Nigeria Limited. The system can however be apply to others sales
department in related organization. However, in the area of a programming due
to time and cost, we are only to limit ourselves in updating master file and
transaction file together with the credit control monitoring.
1.6 DEFINITION OF TERMS
5
Data Transmission, sending and receiving data via cables (e.g. telephone
lines or fiber optics) or wireless relay systems. Because originary telephone
circuits pass signals that fall within the frequency range of voice communication
AUTOMATED INFORMATION; an automated information system is simply a

system by which information is processed for collection and distribution through a
series of automated processes. The system often required very little human
interaction other than setup and maintenance.
Electronic data processing (EDP) can refer to the use of automated method to
process commercial data. Typically, this relatively simple, repetitive activities to
process large volume of similar information. For example stock updates applied
to an inventory, banking transaction applied to account and customer master
files, booking and ticketing transactions to an airline’s reservation system, billing
for utility services.
Data analysis; data analysis is the process of analysis and putting data in the
appropriate position and implementation in order to resourcestiates goods
accountability of the company.
1.7 RESEARCH QUESTION

Does sales management contribute the development of Sahad supermarket
Nigeria limited?
Table
Choice No of responds Percentage
Female 12 40%
Male 18 60%
Total 30 100%
Table one above shows that there were 30 respondents to the question (12)
(40%) female and (18) (60%) male responds.
Does your company has proper sales management system?
6
Choice No of responds Percentages
Strongly agreed 10 33.3%
Strongly disagreed 5 16.7%
Agreed 5 16.7%
disagreed 10 33.3%
Total 30 100%
Table2 above shows that there were 30 respond to the question, ten (10)(33.3%)
strongly agreed, five(5)(16.7%) strongly disagreed, five(5)(16.7%) agreed and
ten(10)(33.3%) disagreed.
Do you think that improper sales management causes problem in sahad store
Nigeria limited
Table 3
Choice No of respond Percentage
Strongly disagreed 4 13.3%
Disagreed 6 20%
Agreed ---- -----
Total 30 100%
Table 3 above shows that there were 30 respond to the question 20(66.7)
strongly agreed, 4(133.3%) strongly disagreed, 6(20%) disagreed and nil agreed.
Do you think that unconcern attitude of sales management affect in sahad store?
Table 4
Strong disagreed 10 33.3%
Disagreed 15 50%
Agreed ---- -----
Total 30 100%
Table 4 above shows that there were 30 respond to the question 5(16.7%
strongly agreed, 10(33.3%) strongly disagreed, 15(50%) disagreed and nil
agreed.
7
Do you think illiteracy on the part of some individuals because improper sales
management in sahad supermarket Nigeria limited?
Table 5
Strongly agreed 9 30%
Strongly disagreed 6 20%
Disagreed 10 33.3%
Agreed 5 16.7%
Total 30 100%
Table 5 above shows that there were 30 rewpondent to the question, 9(30%)
strongly agreed, 6(20%) strongly disagreed, 10(33.3%) agreed and 5(16.7%)
agreed
1.8 SIGNIFICANCE OF THE STUDY

The primary need of every organization is that its administrative system should
be effective. Only that administrative system is called effective where the
managers can take balanced and quick decisions. In order to take such
decisions, sufficient information and authority should be available. Other primary
objection of the key manager is to bring new clients into the business. They do
this by development strategies in conjunction with sales and marketing to
persuade new customers to purchase the company’s products or services. In this
way, the key account manager is like a salesperson seeking new leads, following
up on those lead and trying to bring new clients on board.
CHAPTER TWO
2.0 LITERATURE REVIEW
Sales analysis as is define as the breakdown of figure by region product,
customer, and market etc. for a given person as control measure. It is also define
an analysis of sales by weeks, month period or year to project trend, identify
problem and measure a retailer’s performance. (BRADOMORE 1995)
According to GEORGE 1986 also define sales analysis as a profession which
uses the knowledge and skills inherent in an engineering education in order to
see products, system or services needed by industrial, manufacturing,
processing, mining or construction firms or by any public or commercial services
8
institution or utility. A salesman is trained to give service to the customer from
whom ultimately the company profit is received, the salesman fully understand
the purpose and use of control forms employed in the case of cash sales.
According to rich’s 19997 research, the concept of role modelling or leadership
by example has been mainly disregarding in the sales management literature.
However, he argued that due to the nature of selling which is complex and
challenging, the salesperson in term of offering to the latter a guidance regarding
the way he should be deal with the ambiguities of a sales process.
Sales is the general activity of selling is an occasion for buying a special reduced
price or at a state of being purchasable or an agreement contract in which
property is transferred from the seller (vendor) for a fixed price in money paid or
agreed to be paid by the buyer. (EBIMEN 2009)
Salesman as a person who sought out or convince buyer to buy their product
rather than that of their competitors, to achieve that such as individual should
have a great deal of product expertise and be gifted hunter of prospects.
(INGRAM, 1984).
2.1 DIFFERENT STRUCTURES FOR SALES MANAGEMENT

The organizational structure for sales management varies depending on
the firm’s size and strategy in field sales management, the structure consists of
the unit manager, district manager, regional manager, general manager and vice
president of sales. The unit manager is often referred to as the manager - in-
training with interaction taking place t the customer level. Key responsibilities for
the unit manager include training new sales peoples, recruiting, selling to small
accounts and running district meetings. (MCGRAW-HILL, 2007)
2.2 THE IMPORTANCE OF THE SALES MANAGER ROLE

In the particular part of the research, the main interest will be on the literature
regarding the motivation of salespeople by their sales managers.
According to TYAGI (1985) claimed: leadership behavior plays vital role in
enhancing salespeople works. It could be said that, whether a salesperson is
9
motivated or not depends highly on his manager and the techniques that he
implement in the same context, as Rich (1997) pointed out: “successful
salespeople are not born, they are made” the results of his research showed that
a sales manager who behaves as a role model will enhance the trust between
himself and his salespeople and that enhancement will consequently result in
increased job satisfaction and performance. (Rich, 1997) in other words it could
be said that salespeople will be motivated by a manager, who not only manages
them but he also shows to them how to work by acting as one of them.
2.3 RECRUITMENT OF SALES STAFF

The three recruitment tasks used in sale management are job analysis, job
description and job qualifications.
Job analysis is performed to specify the certain tasks that a salesperson would
be responsible for on a daily basis. It should identify what activity are deemed as
being vital to the success of the company. Any person associated with the sales
organization or the human resources department could carry out the analysis as
Well as an outside specialist (SPIRO, PP.134) the person that is responsible for
completing a job analysis should have an in-dept. comprehension of the daily
activities of the salespeople’s
This job analysis is then written in an explicit manner as a job description. The
general information consists of:
1 title of job
2 organizational relationship
3 types of products and services sold
4 type of customers called on
5 duties and responsibilities relate to the job
6 job demands.
2.4 SALES REPORTING.

The sale reporting include the key performance indicators of the sales force.
10
The key performance indicators indicate whether or not the sales process is
being operated effectively and achieves the results as set forth in sales planning.
It should enable the sales managers to take timely active action deviate from
projected values. It also allows senior management to evaluate the sales
manager.
Sales reporting can provide metrics for sales management compensation.
Rewardom or. (William j. Stanton (2008).
SALES MANAGEMENT CAREERS

In many ways, sales managers are similar to another marketing managers in the
organization they are assigned a profit center for which they are expected to
oversee all activities. Naturally sales manager’s jobs also differ from other
marketing- related management positions.
Foremost among the differences is the geographical positioning of subordinates.
In other to cut sales costs, companies attempt to disperse their sales forces
Evenly throughout the entire selling zone. This division reduces the sales
manager’s ability to directly oversee their work. As a result, sales managers must
spends much more of their time travelling than other managers.
Another distinguishing characteristic of sales management position is their high
exposure.
Sales management are usually on the “ front line” of their company’s war in the
competitive market and because of detailed weekly, or even daily, report showing
sales and profit data, their performance can be easily judge by supervisors and
coworkers.
2.6 FUNCTION OF SALES MANAGEMENT

Sales management facilitates the directions of activities and functions which are
involved in the distribution of goods and services.
According to Philip Kotler, marketing management is the analysis, planning
implementation and control of programmers designed to bring about desires
exchanges with target markets for the purpose of achieving organizational
11
objectives. Sales or marketing management is concerned with the chalking out of
a definite programmer, after careful analysis and forecasting of the market
situations and the ultimate execution of these plans to achieve the objectives of
the organization.
To achieve this objective the organization has to give heed to the right pricing,
effective advertising and sales promotion, discerning distribution and stimulating
the consumer’s through the best services.
FUNCTION:
1. Sales research and planning
2. Demand creation
3. Sales costs and budget
4. Price fixations
5. Development of products.
CHAPTER THREE
3.0 RESEARCH METHODOLOGY

This chapter is concerned with the method and procedure adopted by the
research in order to collect data, facts and information required that covers the
research study. The validity and reliability of the findings of any research
depends largely on the selection of the appropriate tools when the wrong tools or
instruments are used; the result might be misleading completely wrong. The
method used in data collection are both the primary and seconding methods.
12
THE PRIMARY METHODS: the primary method of data collection imply
individual’s selections or random method from the sample size. Especially
questionnaires to be distributed to obtain data from the population samples using
the open methods and so data were out together and tested to yield responsive
information.
THE SECONDARY METHODS: secondary data refers to the facts or statistical

materials which are not originated by the researcher himself, but he obtained
from someone else’s record. The secondary sources of data here involves text
books record and reports, it supplements validate and give insight to primary
data reliability.
3.1 RESEARCH DESIGN

Analysis of sales management system is issued that the information gathered at
the investigation stage will be enough for him or her to understand the system
implementation. The system analysis is posed to be done such that it will justify
sales management system. Sales management is poked sickly to be in line with
the analysis in some cases how chart could be introduced in order to make room
for proper coordination.
METHOD OF DATA COLLECTION

Survey and questionnaire; are collected by evaluator together specific
information from participants, families, administrators, community members
and other stakeholders. Data collected often includes demographic
information satisfaction level and opinion of the program. Survey and
questionnaire are usefully administered on person by microphone or via
email/ internet.
13
Observation; observation are generally illustrative method for gathering
information about how the program or initiative operates. They are usually
conducted by external evaluators, research are used to verify and supplement
information gathered through other methods. This is often a method used to
environmental reefing scale.
Document review; document review and analysis existing program, record

and other document not gathered or developed especially for the evaluation.
Example includes recruitment and attendance record documenting
implementations.
3.2 PROBLEMS OF DATA COLLECTION
The following constrains were witnessed by the research while collecting
data. This include:
TIME FACTORS; Time factor was one of the factor or problems that hindered
data collection because the researcher has too much academic activities or
burden, in which time for collecting of data was limited.
FINANCE: researcher was faced with financial problem for example

preparation, distribution of a collection of questionnaire, Interview and
observation involving traveling which consumed a lot of money.
15
NEGATIVE ATTITUDE; Negative attitude of the respondents, some of the
respondent failed to abide by the appointed time agreed upon between them
and the researchers to collects the required information.
3.3 SYSTEM ANALYSIS

System analysis is the description of the existing system and the objective of the
proposed system should lead to “FULL SPECIFICATION OF THE USERS
REQUIREMENT”.
14
It is necessary to show by diagram with brief description from up – to – down of
the whole procedures, which is called system life circle. Standard procedures in
the computerization of system.
3.4 THE SYSTEM LIFE CIRCLE
 Preliminary survey/ study
 Feasibility study
 Investigation and fact recording
 Analysis
 Design
 Implementation
 Maintenance and Review

1. PRELIMINARY SURVEY/ STUDY
The purpose of this study is to establish whether there is need for the new
system and if, to specify the objectives of the system.
2. FEASIBILITY STUDY
The purpose of this study is to investigate the project department to be able to
provide information which either justifiers the development of the new system
show why the project should not continue. The finding of the feasibility study are
presented to management inform of report which will make appropriate
recommendation. If the report fins in favor of the project the senior management
may decide to proceed to the next stage.
3. INVESTIGATION AND FACT RECORDING
15
It is this stage a detail study is conducted. The study is for more detailed and
comprehensive than the feasibility study the purpose is to fully understand the
existing system and to identify the basic information requirement.
4. ANALYSIS
This is the full description of the existing system and of the objective of the
propose system should lead to a full specification of the user requirement. The
requirement specification can be examined and approved before system design
is embarked upon. Greater attention is usually placed in this stage to eliminate
errors which could be very costly when discovered beyond this stages.
5. DESIGN
This may lead to number of possible alternative designs. For examples, different
combination of manual and computerized element may be considered. Once one
alternative has been selected. The purpose of the design stage is to work from
the requirement specification to produce a system specification. The system
specification will be detail set of document. Which provide detail of all the
features of the system.
6. IMPLEMENTATION.
This involves following the detail set out in the system specification. The two
particularly important tasks are: programming and staffing.
It is worth observing in that, the programming tasks HAVE THEIR LIFE CIRCLE
in the form of various stage of programming i.e. analysis and design occur at
many different levels.
7. MAINTENANCE AND REVIEW

Once a system is implemented and in full operation. It is examined to see if it has
met the objective set out in the original specification. Unforeseen problem may
need to be overcome and that may involve returning to earlier stage in the cycle
to take corrective action from time – to – time, the requirement of the
organization will change, and the system will have to be examined to see if it can
cope with the changes.
16
3.5 RE – STATEMENT OF THE PROBLEMS
The researcher, intended to carry out the study of computerization of sales
management system to deal or eliminate the following problems:
1. TIMING: Some information requirement are less time critically than other. I
a situation where by the transaction take place vertically at all-time like
Sahad Supermarket Nigeria Limited. The timing requirement for
information is having considerably bearing on the method and equipment
presently use and there is need for computer.
2. SIZE: The Method of providing information will largely depend on the size
of the organization in a small organization. A single person may be able to
have the time to produce all the information required. But at the volume of
business increase i.e. present state of Sahad stores Nigeria limited more
peoples and such as computer is highly required to cope with present
volume of work.
3. LINK BETWEEN APPLICATIONS: Where data is needed for more than
one information requirement, a different method of processing may be
suggested. For example, an items sold may not only need to be in the
production of invoice but also needed to amend the record stock position.
The result of this is needed promptly if the organization want to be update
on time. Manual process will never meet up this expectation except
computer system for its ability to perform a variety of processing operation
of single “pool”
Of data contrast sharply with manual system being in used in Sahad Store
Nigeria Limited.
4. ACCURACY: When dealing with few items, an individual could provide

accurate need information with little aid such as calculator. But as the
transaction increases in volume i.e. like Sahad Store Nigeria Limited,
sophisticated aid like the computer which is in progress in the only
guarantee for accurate and time information.
17
3.6 SYSTEM DESIGN AND IMPLEMENTATION
The system design involve the development of a new system which consist of the
clerical and the computer procedures that will effectively carry out the system
requirement set down by the organization.
While implementation deals with how the system would be installed for onward
used. However, this is the stage where by the overall existing system will be
change and can be converted into the system development. This is known as
CHANGE OVER PROCEDURE. That is used to carry out the new system with
the regard to the system specification else the criteria for achieving the
organizational goals.
Furthermore, all document store in a current system will be transferred to the
new system that is being use in the organizations.
The following are the procedures involve in change over procedure (system).
1. Document must be entered into the new system
2. Information that are stored in files and files jacked will be transferred to the
storage media of the new system developed i.e. hard disk, diskette,
magnetic tapes.
3. Data that are necessary will be validated and varied in order to check if
correlates with standard.
4. Production of total by adding machine.
5. Transcription of all standard data (such as amount number, customer

address). To special input document design for easy data entry.
6. Insertion of all new data require on to input documents e.g. account
number where won where used previously.
Data is then used as input to a “file creating run” specially written computer
program (data base program) procedures.
The master record required format.
7. Printing out file for comparison with old file.
18
8. Printing out of control total agreement with pre – list.
3.7 ANALYSIS OF INPUT.

The input field used in the current system discovered in the course of this study
are as follows:
1. Customer code number
2. customer name
3. customer address
4. types of customer
5. product name
6. product type
7. product unit price
8. date of transaction
9. Clerk signature.
NAMED AS APPENDIX A
These input fields are recorded on a ledger and the corresponding data are
placed against them.
3.8 ANALYSIS OF OUTPUT

The following manual method represent the organization output field designed for
the receipt structure.
1. Data of Transaction
2. Customer Name
3. Customer Code Number.
4. Type of customer
5. Product Name
6. Product Type
7. Quantity Purchase
8. Product Unit Price
9. Clerk Signature S
19
10. Customer Signature
NAMED AS APPENDIX B
3.10 SYSTEM PROCEDURE

The procedure or system of attending to customer in Sahad Store Nigeria Limited
is usually seen when customer standing in form of the cashier with their purchase
product waiting to attend to as the cashier raised for each of the anxious
customer after payment. At the exist, based on security personnel, who
examined the receipt issue to the customer. This is to ascertain that all product
was actually receipt and the recorded with evidence of the attach receipt. All
these existing procedures were discovered during the research.
3.11 HUMAN ELEMENT

In this system, there is need for computer operator who has attended some
months training or a certificate programmer in computer so as to have an
effective data manipulation. An analysis or a programmer is also needed so as to
debug and test the program, which he/she has designed in order to see if it
meets the requirement specification of the organization. However, the operator is
need to attend seminars, and consulting books, newspapers, expert magazine,
etc. in order to get more knowledge capability.
3.12 FILE MAINTENANCE

There are three types of file maintained in the existing system. These file include
the following:
1. General sales ledger file
2. Stock control ledger file
3. Credit customer ledger file
THE GENERAL SALES LEDGER FILE
20
This contained of where all the dillies, weekly, Monthly, Quarterly and
annually, transaction are recorded. These file served main purpose in that, the
fact there are also extracted by the management for planning purposes.
THE STOCK CONTROL LEDGER FILE
This is the file which contain the quantity in the stock and the quantity
issued and balance.
THE CREDIT CUSTOMER LEDGER FILE
This file (Card) contains the name of al organization credit customer and
their credit limit written on them.
The above listed file are maintain in Sahad Store Nigeria Limited at the
course of this study.
21
CHAPTER FOUR
4.0 THE NEW INPUT REQUIREMENT

CUSTOMER (MASTER) FILE STRUCTURE
S/N FIELD NAME VARIABLE FIELD TYPE WIDTH
1. Customer Number Customer Number Numeric 4
2. Customer Name Customer Name Character 20
3. Customer Address Customer Address Character 15
4. Customer Occupation Customer Occupation Character 10
5. Customer Bank Customer Bank Character 12
6. Customer Acct. No. Customer Acct. No. Numeric 10
The Organization record should be index and assess randomly since data
base are in process of all facilities. means while the index file organization is a
process whereby record are arrange or to stored into a file one after the other,
and can be identified by using the assigned index number. Such as number is
called a KEY FIELD. The skeletal structure of the field is show in appendix A.
PRODUCT (MASTER) FILE (FIELD ITEMS)

1. Product Number
2. Product Brand Name
3. Product Name
PRODUCT FILE STRUCTURE
1. Product Number Product Number Numeric 4
2. Product Name Product Name Character 15
3. Brand Name Brand Name Character 15
The file organization of the product file shall be index and also structured
as show in appendix B.
THE TRANSACTION FILE (FIELD ITEMS)

1. Customer Number
2. Type of Transaction (Purchase/ Return)
22
3. Quantity
4. A mount
5. Cash
6. Credit
7. Product Code Number
THE TRANSACTION FILE STRUCTURE

1. Customer Number Customer Number Numeric 4
2. Type of Transaction Type Tran Character 10
3. Quality Quality Numeric 4
4. Amount Amount Numeric 7
5. Cash Cash Numeric 7
6. Credit Credit Numeric 7
7. Product Code Product Number Numeric 5
Number
The transaction file shall be random and the advantage inherent is that the
access of record is very fast. The skeletal structure of this transaction is shown in
appendix C
4.1 THE NEW OUTPUT REQUIREMENT

There are three outputs to be generated by the system as shown in report
menu.
1st report SAHAD SUPER MARKET P.L.C SABON TITI MANDAWARI
KANO STATE
DATE PRODUCT NUMBER PRODUCT NAME QUANTITY PRICE CASH

CREDIT
XXXX XX NNNNNNN XXXX N, NNNN NNNNN NNNNN
XXXX XX NNNNNNN XXXX N, NNNN NNNNN NNNNN
23
TOTAL SALES PER DAY: TOTAL N, NNNN NNNNNN
COMMENT
1. This report will be used to monitor daily cash and credit sales to various
customers.
2. It will be used to monitor customer credit limit.
3. To monitor the frequent of product sales so as to avoid or reduce the stock
of slow items and concentration more on the fast moving once.
4.2 SYSTEM PROCEDURE

This is entire that unified the process, which link everything together to produce
the desired output. However, this will involve the entire computer and clerical,
procedure and it start from the input and end with the distribution of output.
THE NEW SYSTEM PROCEDURE

The procedures that will used in new computerized system is going to be a
modern procedure, that is when the customer take all the items he/she needed to
brought them forward to the system operator (cashier) who is in charge of the
system. Then the cashier will make used of input field, which has been
mentioned earlier, and entire that field into the system.
However, the programmer will be run so as to display the prices of the relevant
items and the overall amount of the item purchased. Then he/she will now input
the amount as collected from the customer which the computer has earlier
display in order to issue a command to the system so as to procedure output
copy receipt to the customer.

Moreover, after all these information has been gathering, it will transfer to the
master record (files) already created in the system. At the end of the day
transaction. The system will produce the sum total of the overall sale transaction
for the validation with the cash at hand.
24
However, since the system is a network system this is a system where by several
computer are linked together with the central host computer for information
dissemination to the department concerned whereas the (HOST COMPUTER)
has access to all the system in the organization, it will access the information for
daily, weekly, monthly, or annually when the necessity arises for future plan
projection.
Nevertheless, in case of credit customer, with certain credit limited of that
particular customer, the system operator will input the customer code number so
as to retrieve the customer file to check the credit limit. The customer has to buy
an items amount within his credit limit store in his file otherwise him /her pay cash
amount for the difference as a result of customer purchases. See details for the
procedural chart in Appendix D.
4.3 PROGRAMME DESIGN

The program design in this chapter, is the step – by – step way of which
the program is coded. That is the algorism of the program. The real compatible
program design written in data base programming will be seen in Appendix “E”
for more detail.
However, the steps involve in the program design are as follows:
1. PROCEDURE PURPOSE
 Display the purpose for which the program is base upon.
 Begin
 Clear the screen
 Gives the screen background
 Display the names of the researcher and the supervisor in
 change
 Delay for some seconds with sound and later continue.
 End
2. PROCEDURE PASSWORD
25
 This is the security display screen
 Initialize variable to use
 Begin
 Gives screen background
 Display “Enter Password” you have chance to retry
 Give the use up – to three chances to get to correct password.
 If at the third attempt the user could not get the right password it
display “ UNAUTHORIZED ACCESS “, you have no access to this
3. PROCEDURE: OPENING MESSAGE
 This gives a welcome message to the super market
 Begin
 Display “welcome to SABON TITI MANDAWARI Area KANO.
 Display press any key to continue
 End
4. PROCEDURE: MODIFY RECORDS
 This is used for editing customer records.
 Initialize variable
 Allow the user to type in customer record number of the
customer’s record to be modified.
 Search for the customer record number in the existing record.
 If found, display the record on the screen
 Allow the user to enter the new record

 If no found, display ‘customer record number not found”
 Asks whether the user has more record to modify
 If the reply is yes, allows the user to enter the customer record
number of the record, otherwise goes back to the operation menu.
 End
26
5. PROCEDURE; REPORT MENU
 This generate different report
 Initialize variable to use
 Display do you want report base on:
1. customer name and record number
2. customer address and occupation
3. customer bank and account number
4. product brand name and number
5. product quantity and price
6. exit
 Allow the user to enter his choice
ON SELECTING 1
 Display heading
 Display enter customer name and number
 Check to ensure that the name and the number existing the record
 If it exist, display do you want to:
1. Write report to a file
2. print report
3. exist
 on selecting 1 generate report to a file
 On selecting 2 displays insert paper in the printer and press enter
When ready.
 On selecting 3 return to the report menu
 End
ON SELECTING 2
 Display enter customer address and occupation
27
 Check to ensure that is exist in the record
 If exist display do you want to:
1. Write report to file
2. print report
3. Exist.
 On selecting 1 generate report to a file
 On selecting 2 display insert paper in the printer and press when
ready
 On selecting 3 return to the report menu
 End
ON SELECTING 3
 Display enter customer bank and account number
 Search for it the existing record.
 If it exist, do you want to?
1. write report to a file
2. print report
3. exist
 on selecting 1 or 2 executed the relevant sub – program or exit to
the report menu on selecting 3
 End
ON SELECTING 4
 Display enter product brand name and number
 Search for it in the existing record

 If it exist display to you want to:
1. write report to file
2. print report
3. exist
28
 on selecting 1 or 2 execute the relevant sub – program or to exist
the report menu on selecting 3
 end
ON SELECTING 5
 Display enter customer address and occupation
 Check to ensure that is exist in the record
 If exist display do you want to:
1. Write report to file
2. print report
3. Exist.
 On selecting 1 or 2 execute the relevant sub – program or exist to
the report menu on selecting 3.
 End
ON SELECTING 6
 Goes back to the menu
 End
4.4 FILE MAINTAINED

In the new computerized system. The new file to be maintained which will
create an effective manipulation and the processing of data in the super market
are as follows:
1. MASTER FILES: this are file that contain all the permanent record of the
organization through which the other files are been referenced for relevant
information.
2. TRANSACTION FILES: This is the file that entails all the day – to – day
transaction taking place in the organization and it is updated with
referenced to the master files.
29
3. REFERENCE FILES: This is the file that is used to verify and validate
through the transaction file before document is raised e.g. price list, new
item.
All these file shall be in the system except back – up file be kept externally and
separately in the fire – proof, in case of energy like fire outbreak.
4.5 COST AND BENEFIT ANALYSIS

The following are of the computerized system develop of this project.
1. LOW STAFF: As a result of the introduction of the computer peoples find
it very easy in the environment of work. This is because a computer
operator will pick – up the work of about many staff effectively and so also
very fast with out finding errors on it unlike the manual system.
2. SECURITY: The system will be secured by the used of the password to
the luck against unauthorized eyes that no one will know behind it than the
manual with the regard to information protection such as in the case of fire
– out – break.
3. ACCURACY: you will find the system very sufficiently accurate in the case
of typing it and the printing the system or to eliminate the cost of error.
4. STORAGE FACILITIES: The data/ information will be stored in the
computer hard disk or to password it against unauthorized eyes o to copy
it in a diskette which has high storage capability compare to the manual
data storage which you will only store it into files, file jacket, drawers and a
lot of spaces.
5. AUTOMATION: The system is an automation machine which can

retrieved and calculate million of data in less than a second with minimum
human intervention.
However, the benefit of a computer system over the cost cannot be over
emphasized in addition to the following:
30
1. For accurate and precise information
2. Reduction/ elimination of uncertainty.
3. It utilizes the resources efficiency
4. It aid planning and concrete decision – making
5. For saving cost of resources.
CHAPTER FIVE
5.0 SUMMARIES, CONCLUSION AND RECOMMENDATION
31
5.1 SUMMARY
In summary, this project research is made up of five chapters, this chapter
one contain the historical background of Sahad Super Market Nigeria Limited
Kano. The problem of the study, objectives, scope and the limitation of the study.
However, chapter two taught about the literature review

Moreover in the chapter three, this research work proceeded to the methodology,
system analysis, system design and implementation etc.
Chapter four proceed to the new input and output requirement together with the
system procedure program design and file to be maintained hardware and
software requirement and lastly human element and also deals with the cost and
benefit.
Finally chapter five deal with summary/ conclusion and recommendation.
5.2 RECOMMENDATION
From what we learned in cost of writing this research work especially, on the cost
and benefit of the new system, over the traditional method, it is highly
recommended the management of Sahad Super Market Nigeria Limited and
other related organization as well as to computerize sale management as a
model for other unit in order to derive all round benefit for the organization as a
whole
CONCLUTION
APPENDIX I
32
33
35
34
sing System;
using System.Collections.Generic;
using System.ComponentModel;
using System.Data;
using System.Drawing;
using System.Linq;
using System.Text;
using System.Windows.Forms;
using System.Data.OleDb;
namespace SalesMSystem
{
public partial class SalesForm : Form
{
private OleDbConnection connection = new OleDbConnection();
public SalesForm()
{
InitializeComponent();
connection.ConnectionString =
@"Provider=Microsoft.ACE.OLEDB.12.0;Data
Source=C:\Users\kelechi\Desktop\SalesMSystem\SalesMSystem\SalesDb.accdb
;
Persist Security Info=False;";
}
private void SalesForm_Load(object sender, EventArgs e)
35
{
try
{
connection.Open();
check.Text = "connected";
connection.Close();
}
catch (Exception ex)
{
MessageBox.Show("error" + ex);
}
private void txt_category1_SelectedIndexChanged(object sender,

EventArgs e)
{
if (txt_category1.Text == "Toileteries")
{
txt_product1.Text = "";
txt_product1.Items.Clear();
txt_product1.Items.Add("Dettol Soap");
txt_product1.Items.Add("Imperial Soap");
txt_product1.Items.Add("Give Soap");
txt_product1.Items.Add("Tissue Paper");
txt_product1.Items.Add("Bodytreat Creame");
txt_product1.Items.Add("Silvoclear Creame");
36
else if (txt_category1.Text == "Beverages")
{
txt_product1.Items.Add("Big Tin Milo");
txt_product1.Items.Add("Medium Tin Milo");
txt_product1.Items.Add("Big Tin Bournvita");
txt_product1.Items.Add("Medium Tin Bournvita");
txt_product1.Items.Add("Peak Milk");
txt_product1.Items.Add("Nescafe");
}
else if (txt_category1.Text == "Drinks")
{
txt_product1.Items.Add("Wine");
txt_product1.Items.Add("Can Maltina");
txt_product1.Items.Add("Bottle Maltina");
txt_product1.Items.Add("Can Coke");
txt_product1.Items.Add("Bottle 50cl Coke");
txt_product1.Items.Add("Bottle 50cl Fanta");
txt_product1.Items.Add("Five Alive");
txt_product1.Items.Add("Hollandia Yoghurt");
}
else
37
{
}

EventArgs e)
{
{
}
{
38
}
{
}
}

EventArgs e)
{
{
39
}
{
}
{
39
40
}
}

EventArgs e)
{
{
}
{
}
41
{
t
xt_product4.Items.Add("Bottle 35cl Fanta");
}
}

EventArgs e)
{
{
}
{
42
}
{
}
}
private void txt_product1_SelectedIndexChanged(object sender, EventArgs

e)
{
if (txt_product1.Text == "Big Tin Milo")
43
{
txt_price1.Text = "1400";
}
if (txt_product1.Text == "Medium Tin Milo")
{
}
if (txt_product1.Text == "Big Tin Bournvita")
{
}
if (txt_product1.Text == "Medium Tin Bournvita")
{
}
if (txt_product1.Text == "Peak Milk")
{
}
if (txt_product1.Text == "Nescafe")
{
// for Toileteries
44
if (txt_product1.Text == "Dettol Soap")
}
if (txt_product1.Text == "Can Coke")
{
}
if (txt_product1.Text == "Bottle 50cl Coke")
{
}
{
}
if (txt_product1.Text == "Bottle 50cl Fanta")
{
}
{
}
if (txt_product1.Text == "Five Alive")
{
45
}
if (txt_product1.Text == "Hollandia Yoghurt")
{
private void txt_qty1_TextChanged(object sender, EventArgs e)

{
int a = 0;
int b = 0;
int c = 0;
if (int.TryParse(txt_qty1.Text, out a) & int.TryParse(txt_price1.Text, out b))
{
c = a * b;
txt_total1.Text = c.ToString();
}
private void txt_price1_TextChanged(object sender, EventArgs e)

{
46
}

{
int a = 0;
int b = 0;
int c = 0;
{
c = a * b;
}
}

e)
{
{
}
{
47
{
}
{
}
{
}
{
// for Toileteries

{
}
if (txt_product2.Text == "Imperial Soap")
{
48
}
if (txt_product2.Text == "Give Soap")
{
}
if (txt_product2.Text == "Tissue Paper")
{
}
if (txt_product2.Text == "Bodytreat Creame")
{
}
if (txt_product2.Text == "Silvoclear Creame")
{
}
// For drinks
if (txt_product2.Text == "Wine")
{
}
if (txt_product2.Text == "Can Maltina")
{
}
49
if (txt_product2.Text == "Bottle Maltina")
{
}
{
}
{
}
{
}
{
}
{
}
50
{
}
{
}
}

{
int a = 0;
int b = 0;
int c = 0;
{
c = a * b;
}
}

e)
{
{
51
}
{
}
{
}
{
}
{
}
{
}
// for Toileteries

{
52
}
{
}
{
}
{
}
{
}
{
}
// For drinks
{
53
}
{
}
{
}
{
}
{
}
{
}
{
}
54
{
}
{
}
{
}
}

e)
{
{

{
}
{
55
}
{
}
{
{
}
// for Toileteries

{
}
{
56
{
}
{
}
{
}
{
}
// For drinks
{
}
{
}
57
{
}
{
}
{
}
{
}
{
}
{
}
{
58
}
{
}
}

{
int a = 0;
int b = 0;
int c = 0;
if (int.TryParse(txt_qty4.Text, out a) & int.TryParse(txt_price4.Text,
out b))
{
c = a * b;
}
}
REFERENCE
C.e. Oliver & r.j chapman: data processing technology information technology
revised and extended by C.s French, eight edition
C.s French: computer studies fourth edition
59
Ash ton – Tate dbase IV version 1.1 fifth edition.strategic planning.’’ NC office of
state personnel, n.d web. 10 july2011.
Spiro, rosann L., Gregory A. Rich, and William j. Stanton (2008), management of
sale force, 12th edition, McGraw-Hill Irwin, Boston, pp. 134-137.
dalrymple, Douglas j., and William L. Cron. Sales management; concepts and
cases. 6th ed. New York: john Wiley & sons, 1997.
miles, Raymond and Charles C. snow. Organization strategy, structure, and

process. New York: McGraw-Hill, 1978.
how to create a better sales management system for your business

http://ezinearticles.com/?How –to-create-a-better-sales-management-
system-for=your-business&id=2069159
open source in a sales management
systemhttp://development.gbdirect.co.uk/sales-management-bryant.html
10 Keenan, William, Jr., Death of the sales manager.’’ Sales & marketing
management, April 1998.
11 Brown, Ronald. From selling to manage: Guidelines for the first-time sales
Manager. AMACOM, 1990
12 wilner, jack seven secrets to successful sales management. CRC Press,

1997.
13 Hughes, G David, Daryl McKee, Charles H. singler. Sales management: A

career path approach. Cincinnati, OH: south-western college publishing, 1999.
60
14 Stafford, john, and Collin Grate. Effective sales management. Nichols, 1986
15 George’s. (1986):’’the concept of sale’s analysis published by Maritan system

Network.pp5.16.
61

Computerization of Sales Management Syst

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Computerization of Sales Management Syst

Uploaded by

Copyright:

Available Formats

CHAPTER ONE

1.1 BRIEF HISTORY OF SAHAD SUPER MARKET

1 ADMINISTRATIVE AND PERSONNEL DEPARTMENT.

2 THE STORE AND WARE HOUSES.

3 THE ACCOUNT DEPARTMENT

1.2 STATEMENT OF THE PROBLEM

SPECIALLY THE STUDY ASSIST IN;

1.4 SCOPE OF THE STUDY

1.5 LIMITATION OF THE STUDY

AUTOMATED INFORMATION; an automated information system is simply a

1.7 RESEARCH QUESTION

Does your company has proper sales management system?

1.8 SIGNIFICANCE OF THE STUDY

2.1 DIFFERENT STRUCTURES FOR SALES MANAGEMENT

2.2 THE IMPORTANCE OF THE SALES MANAGER ROLE

2.3 RECRUITMENT OF SALES STAFF

2.4 SALES REPORTING.

SALES MANAGEMENT CAREERS

2.6 FUNCTION OF SALES MANAGEMENT

3.0 RESEARCH METHODOLOGY

THE SECONDARY METHODS: secondary data refers to the facts or statistical

3.1 RESEARCH DESIGN

METHOD OF DATA COLLECTION

Document review; document review and analysis existing program, record

FINANCE: researcher was faced with financial problem for example

3.3 SYSTEM ANALYSIS

 Preliminary survey/ study

 Investigation and fact recording

 Maintenance and Review

7. MAINTENANCE AND REVIEW

4. ACCURACY: When dealing with few items, an individual could provide

5. Transcription of all standard data (such as amount number, customer

3.7 ANALYSIS OF INPUT.

3.8 ANALYSIS OF OUTPUT

3.10 SYSTEM PROCEDURE

3.11 HUMAN ELEMENT

3.12 FILE MAINTENANCE

THE GENERAL SALES LEDGER FILE

4.0 THE NEW INPUT REQUIREMENT

PRODUCT (MASTER) FILE (FIELD ITEMS)

THE TRANSACTION FILE (FIELD ITEMS)

THE TRANSACTION FILE STRUCTURE

4.1 THE NEW OUTPUT REQUIREMENT

DATE PRODUCT NUMBER PRODUCT NAME QUANTITY PRICE CASH

XXXX XX NNNNNNN XXXX N, NNNN NNNNN NNNNN

XXXX XX NNNNNNN XXXX N, NNNN NNNNN NNNNN

4.2 SYSTEM PROCEDURE

THE NEW SYSTEM PROCEDURE

copy receipt to the customer.

4.3 PROGRAMME DESIGN

 Allow the user to enter the new record

 Search for it in the existing record

4.4 FILE MAINTAINED

4.5 COST AND BENEFIT ANALYSIS

5. AUTOMATION: The system is an automation machine which can

5.0 SUMMARIES, CONCLUSION AND RECOMMENDATION

However, chapter two taught about the literature review

private void SalesForm_Load(object sender, EventArgs e)

private void txt_category1_SelectedIndexChanged(object sender,

private void txt_category2_SelectedIndexChanged(object sender,

txt_product2.Items.Add("Medium Tin Bournvita");

private void txt_category3_SelectedIndexChanged(object sender,

private void txt_category4_SelectedIndexChanged(object sender,

private void txt_category5_SelectedIndexChanged(object sender,