Sales Management System for Retail Stores (SaleFlow)

Nii Narku Nortey

September 14th, 2021
Overview
The system model will provide a simple yet effective technique for retail enterprises to
manage their sale orders effectively and efficiently. Thanks to a simple yet effective design,
salespersons can easily track customer interactions in real-time. The system will provide a
common platform for staff from various departments to process customer orders on time.

The Business Need

Many small and startup retail businesses, unlike large corporations, lack an effective
automated system for managing customers’ orders for effective and timely delivery. Customers
sometimes wait for an extended time while personnel manually search stock shelves for products
or look up information on the computer before calling another location for a single item. With
real-time analytics and role-based dashboards, “SaleFlow” will effectively coordinate activities
between customers, salespersons, the store, and finance for timely delivery of customers. An
improvement in the operational effectiveness of these retail stores fast-track customer delivery,
reduce operating costs and help them compete in the marketplace.

Input (A) Data

• Full name of customer
• Customers delivery address
• Product ordered
• Quantity ordered
• Value/ total sales per order
• Payment methods
• Discount/Coupons

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Input (B) Entry Mechanisms

The data entry begins with a customer placing an order from the company’s website. A
sales department will collect the customer’s order and information in a spreadsheet for onward
processing. The salesperson will share the information with the store and credit departments for
clearance and order confirmation.

Transformation

A salesperson captures the order and stores it in the customers' database spreadsheet. The
salesperson will forward the order to stores to check for stock availability before confirming the
order. The order is decline if there is a shortage of stock; otherwise, the sales department will
forward payment to the finance department for verification. The sales department will receive
clearance for order processing and delivery. Finally, the sales department will send an email to
the customer confirming the order.

Persons

• Customer- places an order on the company’s website

• Sales Department - a salesperson, captures a customer order and information

• Stores – receives orders from the sales department to check for availability of stock

• Finance department – to verify payments and payment methods

Timeliness

The system model (SaleFlow) will store and manage all documents in a centralized,
searchable location to quickly locate existing customer orders and information. Users of the
platform can trace customer information by order date, name, location, product type, and more
using the system. System administrators will establish an approval process that includes stores,
and the finance department to affirm or reject an order. The system will be able to complete
order confirmation within 5 minutes. Order will be processed within 24 hours once confirmed
and delivered within three business days.
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Format
All customer orders and information will be entered in an excel spreadsheet and added to
the customer database by close of the business day. The sales department will share order
information with key departments by telephone and email. A spreadsheet containing a
customer’s order and data will move orderly from the sales department to stores, the finance
department, and finally back to the sales department. Delivering information through emails and
cell phones is most appropriate because it is reliable, fast, and convenient. Reports and memos
through print media would also be a format for information sharing and record-keeping.

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Flow Objects
Ovals Events
Rectangles Activities
Diamonds Gateways

Connecting Objects
Sequence flow – represented by filled arrows leading to objects
Message flow – represented by arrows leading to no objects

Diagram Flow
There are three departments involved in the activity flow when a customer places an order.
The sales department receives the order. Email flows from the sales department to stores and
finance department—the sales department checks with stores for stock availability. If stock is not
available, the sales department cancels the order, leading to the end of the process. However, if
there is stock available, payment is sent to the finance department for verification. If a
credit/debit card is invalid, the order is canceled, and the process ends. If payment is valid,
processing of goods takes place for delivery. Upon delivery, the whole activity ends.