Shop Manegement System

THORNHILL HIGH
SCHOOL
TUCKSHOP
MANAGEMENT SYSTEM
THORNHILL HIGH SCHOOL 050632
MARAMBA TINASHE J 3193

THORNHILL HIGH SCHOOL TUCKSHOP MANAGEMENT SYSTEM
TABLE OF CONTENTS
SECTION A: Selection, Investigation and Analysis..............................................................................3
Problem defination/Choice of problem area and background............................................................3
Investigation of the current system....................................................................................................3
Research Instruments.........................................................................................................................3
Interview Guide.................................................................................................................................3
Questionnaires...................................................................................................................................4
...........................................................................................................................................................5
BROAD DECRIPTION ABOUT THE OF EXISTING SYSTEM....................................................5
Input..............................................................................................................................................5
Evaluation of existing system............................................................................................................6
REQUIREMENTS SPECIFICATION..............................................................................................6
Aims of the New System...................................................................................................................7
EVIDENCE OF RESEARCH...........................................................................................................7
SECTION B Design..............................................................................................................................8
Alternative solution One:...................................................................................................................8
Using Generic Package......................................................................................................................8
Advantages....................................................................................................................................8
Disadvantages................................................................................................................................9
USING VISUAL BASIC AND ACCESS.........................................................................................9
Advantages....................................................................................................................................9
Disadvantages................................................................................................................................9
JUSTIFICATION OF CHOSEN SOLUTION.................................................................................10
Using Visual Basic and Ms Access..................................................................................................10
Advantages..................................................................................................................................10
SECTION B : DESIGN.......................................................................................................................12
INPUT DESIGN..............................................................................................................................12
Data capture forms...........................................................................................................................12
LOGGIN FORM.............................................................................................................................12
SUPPLIER FORM..........................................................................................................................13
Product form....................................................................................................................................14
Cashier form....................................................................................................................................15
Screen layouts..................................................................................................................................16
Supplier Form..................................................................................................................................17
THORNHILL HIGH SCHOOL

TUCKSHOP MANAGEMENT MARAMBA TINASHE J 3193
SYSTEM
Output Design......................................................................................................................................18
Supplier form...................................................................................................................................18
Cashier form....................................................................................................................................19
Product Form...................................................................................................................................20
Test Plan..............................................................................................................................................21
White Box Testing...........................................................................................................................21
Description..................................................................................................................................21
Outcome......................................................................................................................................21
SECTION C........................................................................................................................................22
System Developments.........................................................................................................................22
Technical documentation.....................................................................................................................22
Pseudocodes....................................................................................................................................22
Suppliers Form................................................................................................................................22
Code /Program Listing.....................................................................................................................25
User Documentation........................................................................................................................26
INSTALLATION............................................................................................................................26
Running the System.........................................................................................................................27
Exiting the system...........................................................................................................................28
SECTION D........................................................................................................................................30
Test for standard Data..........................................................................................................................30
Test for Extreme Data......................................................................................................................30
Test for Invalid/Abnormal Data.......................................................................................................31
Error message..................................................................................................................................31
Evaluation of the System.....................................................................................................................31
Achievements..................................................................................................................................31
Weaknesses and Limitations............................................................................................................31
Opportunities for future developments............................................................................................32
APPENDIX.........................................................................................................................................32

SYSTEM
SECTION A: SELECTION, INVESTIGATION AND

ANALYSIS
PROBLEM DEFINITION / CHOICE OF PROBLEM AREA AND

BACKGROUND
THORNHILL TUCKSHOP MANAGEMENT SYSTEM

Thornhill High School Tuckshop is located inside the Thornhill High compass .
The Thornhill High School Tuckshop was developed in the year 2011 to cater
for students and staff needs in the field of lunch, stationery and
refreshments.The current used system is the manual one. It helps to provide any
information on any product sold in the tuck shop to the user as well as the stuff
members. It keeps records of products sold, good bought and profit in the tuck
shop. Currently the Thornhill High School Tuckshop is supporting a total of
about 1420, students 52 teaching staff members and 27 non-teaching staff
members. Currently the Tuckshop has 2 employees working for it. It has four
main records which include goods sold, goods bought for restocking, prizes of
the goods and, profits and losses made of the goods and the information is kept
in the filing books of records.
INVESTIGATION OF THE CURRENT SYSTEM
RESEARCH INSTRUMENTS
The most appropriate research instruments I used to carry out the research and
bring in the most appropriate information required were:
1. Interview
2. Questionnaires
INTERVIEW GUIDE
1. How many employees are using the system?
2. How do you often collect data?
3. What kind of output is produced by the current system?
4. Which information storage methods are currently used?
5. How do the system users react to the system in use?

SYSTEM
6. How are the files backed up?

7. How long has been the current system been in use?
8. Problems of the current system.
9. The main advantages of the system that you are using.
10.Have you ever used a computer?
11.Do you think a computerized system is a solution to your problems?
12.What would you expect from the new system?
13.Where do you record your data?
QUESTIONNAIRES {tick inside the box}
 Is the current system user friendly?

Certainly Yes A little No
 Where is your data recorded?

Book Paper Invoice
 How efficient is the current system?

100% 75% 50% 25%
 How reliable is the current system?

100% 75% 50% 25%
 Does the current system provide better security measures?

SYSTEM
Yes No Sometimes
 How is the current system?

Good Bad Moderate
 Is every staff member allowed to access information in the

system?
Yes No
 Do you face challenges in updating data held in the computer?

Most of the times Not even
Sometimes
 Do you think the current system needs improvement or introduce

a new one?
Yes, improve Don’t improve New one Leave it

SYSTEM
BROAD DECRIPTION OF THE EXISTING SYSTEM

Input
Product details are entered manually into a counter book which has columns
dawn with pencils and pen.
Output
Products details are outputted on hand written paper and no receipts are
produced.
Process
Calculations to find the change are done mentally and sometimes using a
calculator.
Stock balances are made by physical counting.
Storage
Product details are stored in a counter book. Details and quantity of orders and
supplied products are kept on supply invoices.
EVALUATION OF EXISTING SYSTEM

Weakness
 The system uses paper which is not durable.
 The system does not produce any form of security of product expiring
date.
 The system does not produce reports and receipts for proof of sale.
 The system takes time to calculate change.
 The system is slow in taking and processing orders.
 The system has poor revenue storage facilities.
Strength
 The system provides security in the form of burglar bars at the tuck shop
entrance.
 The system provides cheap goods compared to other systems.
REQUIREMENTS SPECIFICATION
Software Requirements
SYSTEM
 Visual Basic 2010

 Microsoft Office Suit 2010 or Later
 Windows 7 or 8
Hardware Requirements
1. Input Devices- Keyboard and Mouse
2. Output devices- Monitor, Speaker and Printer
3. Processing devices- Core i3 processer, RAM 4GB or higher
4. Storage- USB flash disk, DVD, External hard disk
AIMS OF THE NEW SYSTEM

 The system should be able to secure product details.
 The system should be able to produce reports and receipts as per user
requirements.
 The system should be able to update, delete and edit product records.
Objectives of the New System
 The system should be able to delete and add product records.

 The system should request for a username and a passwords of uses to
gain access to the system.
 The system should be able to add new records and update old ones.
 The system should be able to navigate through product records.
 The system should be fast and more efficient.
EVIDENCE OF RESEARCH
Refer to appendix 1

SYSTEM
SECTION B: DESIGN
ALTERNATIVE SOLUTION ONE:
USING GENERIC PACKAGE
The alternative solution is to use a Generic package for Thornhill Tuck Shop
Management system. It is a system that has already been tested for errors but
buying this kind of system has some advantages and disadvantages to the
organisation which are as follows:
ADVANTAGES
 It is relatively cheaper than tailor made software.
 The package is available immediately so there is no need to wait for
developing and long installation period.
 It is tried and tested, therefore is free from errors.
 Upgrades are always available after every year or two.
 Data sharing with other packages is usually easy since they are likely to
be compatible.
 Technical support is always available from other users and from the
internet.
 They are available in shops and hardware.
 Documentation is provided in form of manuals, user guides and tutorials
that may be in soft or hard copy.

SYSTEM
DISADVANTAGES
 May not meet the needs of the organisation.
 May not run on the organisation’s hardware.
 May not interact with the other software already in use in the
organisation.
 Data loss can be experienced in the introduction of the system to
the old existing one.
 May be very complex to learn because of the complexity caused by
having unwanted features.
 Organisation purchasing them have no right to modify them.
USING VISUAL BASIC AND ACCESS
ADVANTAGES
 Low operational costs
 No duplication of cost
 The system is legally accepted
 The system has got user friendly interface
DISADVANTAGES
 No one will be able to understand the programming
languages.
SYSTEM
JUSTIFICATION OF CHOSEN SOLUTION

USING VISUAL BASIC AND MS ACCESS
ADVANTAGES
 The software is designed to do exactly what is wanted by the store
employees, unlike the use of generic packages.
 There might not be any suitable systems in the market that the store
manager wants as the market has a wide variety of certain systems.
 No duplication of work is made.
 Improved system security and confidentiality of data??
 Low operational costs.
 The system is legally acceptable.
 Granting of access rights is an offered option which in turn increases data
security within the system.
 There is high efficiency in the system during operation.
 System has got user friendly interface??
 Stationery costs are reduced due to the introduction and use of computers
which allow data to be stored as a softcopy.
 Data can be backed up easily and loss is minimised as the data can be
retrieved if somehow gets lost.

SYSTEM
 Reduces the company’s total expenditure due to introduction of a
machine which is faster at processing data and replaces the books which
were used and are quite expensive to purchase.
 Workers have got a chance to learn new skills like operating a computer
and its internal applications.
 This alternative means that the tuck shop has to use a computerised
system in place of the manual system hence incorporating the following:
i. Increased speed when accessing records.
ii. Improved accuracy when performing calculations.
iii. Improved data security due to the use of passwords
and usernames.

SYSTEM
SECTION B: DESIGN
INPUT DESIGN
DATA CAPTURE FORMS

LOGGIN FORM
The above screen shows a form in which login details will be captured. You
type username from the list then enter password for that user account, then click
on the Login button.

SYSTEM
SUPPLIER FORM

SYSTEM
PRODUCT FORM
The screen shows a form in which data of products being purchased is captured.
On clicking Add New the user is able to enter a product’s details into the
database provided that valid data has been entered into all the fields. The Next
button is used to move to another form. The Previous button is used to move to
the previous form. The Add New is used to add another form. The Search
button is used to search about a product that is already in the database. The
Delete button is for removing data of a certain product. The Exit button is for
closing the form.

SYSTEM
CASHIER FORM

SYSTEM
SCREEN LAYOUTS

SYSTEM
SUPPLIER FORM

SYSTEM
OUTPUT DESIGN
SUPPLIER FORM

SYSTEM
CASHIER FORM

SYSTEM
PRODUCT FORM

SYSTEM
TEST PLAN
WHITE BOX TESTING
DESCRIPTION
Each path through the program is tested to ensure that all lines of code work
perfectly. It involves testing the program to determine whether all possible paths
through the program produce desired results most appropriate if the program
has different routes through it, i.e. uses selection control structure and loop
structure. Also involves testing of logical paths through the code. It involves
testing of the structure and logic of the program (if it has logical errors). It
involves desk checking (dry running).

SYSTEM
SECTION C
SYSTEM DEVELOPMENTS
TECHNICAL DOCUMENTATION
PSEUDOCODES
SUPPLIERS FORM
Start
Select Option
If option is Delete Then Delete Current Record of the Suppliers Form
If option is Add New Then Show Blank Suppliers Form
If option is Edit Then Edit Current Record in the Suppliers Form
If option is Next Then navigate to the Next Record in the Suppliers Form
If option is Previous Then navigates to the Previous supplier Record
If option is Exit Then Exit the Suppliers Form
If option is Search Then Search for Products
End Selection
End

SYSTEM
PRODUCT FORM
Start
Select Option
If option is Delete Then Delete Current Record of the Product Form If
option is Add New Then Show Blank Product Form
If option is Edit Then Edit Current Record in the Product Form
If option is Next Then navigate to the Next Record in the Product Form
If option is Previous Then navigate to the Previous Product Record
If option is Exit Then Exit the Product Form
If option is Search Then Search for Products
End Selection
End

SYSTEM
Flowcharts
Select Form
Start Options
Search Wanted Yes

Record SEARCH
Add Record Yes

ADD
Yes
Delete Current
Record DELETE
Move to next
Yes
Record Next
Move to Previous Yes

Record Previou
s
Close Record Yes

Close
STOP
SYSTEM
Code
Sub main ()
Private Sub btnLoggin_Click(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles btnLoggin.Click
Dim username As String
Dim password As String
username = txtUsename.Text
password = txtPassword.Text
If username = "Tinashe" And password = "Maramba" Then

MsgBox("You have logged in successfully ")
Me.Hide()
frmMAIN.Show()
ElseIf username = "Tinashe" And password < > "Maramba" Then
MsgBox(username & "incorrect password, please retry")
ElseIf username < > " Tinashe " And password = "Maramba" Then
MsgBox("username or password incorrect, please try again")
End If
End Sub
Private Sub btnExit_Click(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles btnExit.Click
Me.Close()
End Sub

SYSTEM
Private Sub loggin_Load(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles MyBase.Load
End Sub
End Class
USER DOCUMENTATION
This section of the project is an implementation of the system and making it
useable and understandable. It contains detailed explanations on how to use the
system. The steps are diagrammatically illustrated to make them easier to
understand.
INSTALLATION
Insert the disc wait for it to load and you will see a program named “Setup”.
Run the program and follow the necessary steps on the installation of the
system.
Open the system and wait for it to load and run the program. When the system
loads successfully the screen below will appear and it will require a username
and correct password to open.
Type the
username

SYSTEM
Type the
password
Click
here to
log in When logging into the system I type “Tinashe” on the username field and
“Maramba” on the password field then click on Login. After logging in the
screen below will appear:
When you type a wrong password or username the following screen below will
appear:
RUNNING THE SYSTEM

SYSTEM
After have successfully logged in, click on “OK”.
Click OK to go to the
Main
After clicking “OK” the following form will screen will appear:
Click here to
display the list of
forms
Then click where it is written “FORMS” and the following screen will appear
will appear then choose the form which you want.

SYSTEM
If you click on any form, it goes

to the form that you have
clicked
EXITING THE SYSTEM

After performing all your intended operations, you would exit by clicking on
the “EXIT” button.
Click here to
exit
After existing it will move to the forms then click exit then exit then will direct
you to the Main Menu then click exit to close the program but it will be still
running.

SYSTEM
Then
Cli
click
ck
here to
he
exit
re
the
to
progra
Then stop the program
exi from running manually. m

SYSTEM
SECTION D
TEST FOR STANDARD DATA
Form File/Test Data test Expected results

Supplier Supplier ID GT 003 Accepted
Name Antony Accepted
Product Product Name Sugar Accepted
Price $5.50 Accepted
Cashier Cashier ID A M 007 Accepted
Cell 0774536728 Accepted
TEST FOR EXTREME DATA

Form File/Test Data Test Expected Results
Supplier Supplier ID GT OO1 Accepted
Name Mr. Adams Accepted
Product Product Name Soap Accepted
Price $2.00 Accepted
Cashier Cashier ID 003 Accepted
Cell 0778890356 Accepted

SYSTEM
TEST FOR INVALID/ABNORMAL DATA

Form File/Test Data Test Expected Results
Supplier Supplier ID FGH 90809 Rejected
Name Ndwayilwa Rejected
Product Product Name Battery water Rejected
Price $200 000.00 Rejected
Cashier Cashier ID BP 07467 Rejected
Cell +44 046869435 Rejected
ERROR MESSAGE
EVALUATION OF THE SYSTEM
ACHIEVEMENTS
 The system is able to calculate change.

 The system is able to delete what is inaccurate and incorrect.
 The system requests for a username and password.
WEAKNESSES AND LIMITATIONS

SYSTEM
 The system is unable to back up data automatically.

 The system is unable to produce special purpose reports.
 The system is unable to determine whether the one operating it is the
rightful user or a hacker.
OPPORTUNITIES FOR FUTURE DEVELOPMENTS
 A stock control module can be added.

 A creditor module can also be added.
APPENDIX

SYSTEM

Shop Manegement System

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THORNHILL HIGH

THORNHILL HIGH SCHOOL 050632

MARAMBA TINASHE J 3193

THORNHILL HIGH SCHOOL

THORNHILL HIGH SCHOOL

SECTION A: SELECTION, INVESTIGATION AND

PROBLEM DEFINITION / CHOICE OF PROBLEM AREA AND

THORNHILL TUCKSHOP MANAGEMENT SYSTEM

THORNHILL HIGH SCHOOL

6. How are the files backed up?

QUESTIONNAIRES {tick inside the box}

 Is the current system user friendly?

 Where is your data recorded?

 How efficient is the current system?

 How reliable is the current system?

 Does the current system provide better security measures?

THORNHILL HIGH SCHOOL

 How is the current system?

 Is every staff member allowed to access information in the

 Do you face challenges in updating data held in the computer?

 Do you think the current system needs improvement or introduce

THORNHILL HIGH SCHOOL

BROAD DECRIPTION OF THE EXISTING SYSTEM

EVALUATION OF EXISTING SYSTEM

 Visual Basic 2010

AIMS OF THE NEW SYSTEM

Objectives of the New System

 The system should be able to delete and add product records.

THORNHILL HIGH SCHOOL

organisation which are as follows:

 The package is available immediately so there is no need to wait for

developing and long installation period.

 It is tried and tested, therefore is free from errors.

 Upgrades are always available after every year or two.

 They are available in shops and hardware.

 Documentation is provided in form of manuals, user guides and tutorials

that may be in soft or hard copy.

THORNHILL HIGH SCHOOL

 May not meet the needs of the organisation.

 May not run on the organisation’s hardware.

 Data loss can be experienced in the introduction of the system to

the old existing one.

 May be very complex to learn because of the complexity caused by

having unwanted features.

 Organisation purchasing them have no right to modify them.

USING VISUAL BASIC AND ACCESS

 The system is legally accepted

 The system has got user friendly interface

JUSTIFICATION OF CHOSEN SOLUTION

employees, unlike the use of generic packages.

manager wants as the market has a wide variety of certain systems.

 No duplication of work is made.

 Improved system security and confidentiality of data??

 Low operational costs.

 The system is legally acceptable.

 Granting of access rights is an offered option which in turn increases data

security within the system.

 There is high efficiency in the system during operation.

 System has got user friendly interface??

which allow data to be stored as a softcopy.

retrieved if somehow gets lost.

 Reduces the company’s total expenditure due to introduction of a

were used and are quite expensive to purchase.