GINA’S STORE POINT OF SALE AND INVENTORY MANAGEMENT SYSTEM

IN

PARTIAL FULFILLMENT

ON THE REQUIREMENTS OF

THE SUBJECT DATA WAREHOUSE,

SYSTEM INTEGRATION AND ARCHITECTURE

AND DATABASE 2

Andrie Dolandolan

Maui Gonzales

BSIT-3A

December 2023
 ACKNOWLEDGEMENT

The proponents would like to extend their sincere gratitude to those whose help
and inspiration made this study possible.

Ms. Camela Nica B. Montealegre, their System Integration and Architecture teacher, for
all the assistance and patience in guiding them in completing the study.

Mr. Royssan V Salinas, their Database 2 teacher, for all the encouragement he gave to the
proponents

Mrs. Kristel Joy Salinas, their Data Warehouse teacher, for all the motivations and
suggestions to the proponents.

The ICS instructors, students, and friends for their kind cooperation and help at many
stages in carrying out this study.

The parents, who have continuously supported them in accomplishing this study, and for
their encouragement and inspiration to make the proponents more motivated.

They would like to express their gratitude to their classmates for the stimulating
discussions, the motivational words, and the sleepless nights they were working together on their
presentations, and for all the sharing knowledge over the last two weeks.
 TABLE OF CONTENTS

TITLE i

COVER PAGE ii

ACKNOWLEDGEMENT iii

TABLE OF CONTENTS iv

CHAPTER I

Introduction

Background of the Study

Statement of the Problem

Objectives of the Study

Scope and Limitations

Significance of the Study

CHAPTER II

Review of Related Literature and Studies

Theoretical Framework

Conceptual Framework

CHAPTER III

Research Methodology

Definition of Terms

References
 CHAPTER 1

Introduction

Many businesses use a computer, tablets, and smartphones to manage the

control and monitoring aspects of their business. By manually, the data processing could no

longer meet the business demands in increasing the quality of any transactions. Upgrading and

continuous improvement using technology, the system becomes useful and its powerful

application could make business transactions a lot more efficient and easier. The use of

technology increases efficiency, speed, accuracy, better planning, and execution. It may cause a

reduction of labor costs, maximum productivity, minimum waste of time, and most of all the

proper control of inventory.

The Point of Sale and Inventory Management System allows the business owner

to keep track of their inventory and sales without manual work. In the present generation,

technology can help to make the system easier than ever, it can make the owner see the sales and

outcome of his/her income day by day. Business owners can easily see the outcome even without

his/her presence, it also provides the owner with no worry about cashier theft.

Point of Sale (POS) and Inventory Management System can replace the manual

traditional cash register with a higher and easier system that will be used to see the flow of your

sales and the stock of your product. It can reduce the work of the cashier and can record what
products will be bought and stocked. By having a POS system in place, business owners can

understand their customers better and boost sales significantly (Shabrina, 2018).

Background of the Study

Gina's Store, a grocery establishment founded on February 25, 2021, by Mrs. April

Yabut for personal business, is situated at Purok 4, San Miguel, Botolan, Zambales, attracting a d

customer base from different barangays due to its affordable prices.

Despite its popularity, Gina's Store currently lacks a formal system for sales and

inventory management. During transactions, the cashier manually records grocery products on

paper and computes the total sale cost using a calculator. Additionally, the arrival of new

products is recorded in a log book. The absence of an automated system may pose challenges in

terms of efficiency and accuracy, suggesting the potential benefits of exploring alternative

methods for improved operational processes.

Statement of the Problem

The grocery store encounters a challenge as it lacks a system to manage and

record its inventory data. The owner faces difficulty in promptly and securely recording data,

currently relying on a log book that lacks proper organization. Similar to many other small

businesses in the country, Gina's Store relies on a manual process for its operations.

a.) The cashier manually lists and counts the order items on a piece of paper, which may

cause the transaction to be delayed or result in a mistake.

 b.) The product was not monitored properly, leading to its expiration date.

c.) The sales record files are manually written, and the probability of duplication and losing

data is high.

Objectives of the Study

General

To create a computerized point-of-sale and inventory system that will help them

process and monitor their everyday transactions more accurately and efficiently and record their

data safely.

Specific

a.) To provide an easy-to-use system so the transaction will be much easier to record.

b.) To provide a clear and easy way to use data transaction reports.

c.) To provide a more accurate and efficient way to secure their record data.

Scope and Limitations

This study will focus on the development of the system itself for the transaction of

point of sale and inventory process of the store.

Scope

a.) The Administrator can add or update any product information, price, lists, or types in the

system.

b.) Only the Administrator can view inventory records and access all records in the system.

c.) The cashier can search for products by name, category, brand, or product ID. They can

also view product descriptions.

Limitations

a.) The system might not fully eliminate manual errors.

b.) The system cannot delete any data in the database.

Significance of the Study

Customer

Will be able to receive an accurate and timely receipt if the system is being used.

Cashier

Faster and easier to transact with the customer if the proposed system is being used.

Admin/Owner

The proposed system will be a huge benefit for them for accurate transaction and billing

transactions.
Students

Help to gain experience and knowledge to create the most efficient way to resolve system and

business problems.

Faculty/Teachers

Help the students to grow and improve in their field of expertise.

Future Researchers

As this project becomes successful, future researchers can use this for their reference for their

research if they will make research about a point-of-sale system and inventory management

system.
 CHAPTER II

FRAMEWORK OF THE STUDY

This chapter presents the related literature and studies, both local and foreign

sources. This includes the ideas and finished thesis that helps in familiarizing information that

are relevant and similar to the present study.

Review of Related Literature

Foreign Literature

According to Janes (2011), computers are extremely reliable device and very

powerful calculators with some great accessories’ application like processing problem for

business activities, regardless of size, computers have three advantages over the type of business

equipment that process information because computer are faster, more accurate and more

economical. Using this type of system, a company makes strategic business decision regarding

purchased raw data, scheduling production, pricing, transactions and other decision. Sales and

Inventory enables the business data to secure the transactions, sales and inventory of your data’s

and products (Audra Bianca 2015).

According to Shanker (2013), the difference between manual and computerized

system is speed. The processed data can minimize errors and increases efficiency. The data
inputed can easily be summarized in just a few seconds. Manual computing with paper and

pencil are cheaper than a computerized system.

As defined by Carolina Barcode Inc. (2013), a Point-of-Sale and Inventory system

is a computer software and hardware networked together to track sales and inventory as they

occur. Point-of-Sale and Inventory systems will solve a multitude of problems in your business.

It is one of the focal points of any retail or hospitality business in the cash register. The ability to

process transactions and tender cash are essential to the efficient operation of the enterprise. If

you have a lot of cash transactions, replacing the cash registers with a Point-Of-Sale (POS)

system save you money.

Local Literature

The manual work of inventory reports and records remains as one of their first

problem since the establishment of the business. POS and Inventory system can track how much

they sell and how much the stocks and price if it has been increased or decreased. It is efficient to

use such a system where you can easily track and records data within so much work.

The Sales and Inventory System features integration of sales, inventory control,

purchase orders. It adequately keeps track of inventory at each without being present. It makes

marking down prices and recording the markdown easy. The sales and inventory system

calculates the markdowns automatically as sales occur. To be competitive, most company needs

a specific sales and inventory system for their business. (A. Pauli,2012).
 According to Manila Bulletin by Enzo Luna (2021), Running a retail business

takes a lot of work, but the process becomes significantly more efficient when you have the

proper tools. One of the must-have tools in this industry is the POS system. For businesses that

are open during the lockdown, it is highly essential that they keep their transactions fast and

smooth. POS system can do both while people who are paying up would not be staying long in

the line.

Synopsis

The foreign and local literature mentioned above that the proponent proposed system in

terms of Point of Sales and Inventory System have a similar study on their retail business. The

POS system can be used in many different businesses that engaged with sales. The foreign and

local literature contribute ideas within the studies that the proponent used.

Foreign Study

According to O. Abisoye, F. Boboye and B. Abisoye (2013) inventory is often the

largest priced asset of a business. Keeping the inventory also means keeping a tab on the

realizable value, market value of all the stocks, production and finished stock. Manual system of

point of sale and inventory management system will lead to human errors during counting and

recording and in case of disaster like fire or flood or poor communication, the inventory records

will be damaged and irretrievable.

 Further research shows that a POS system streamlines the process of entering inventory

into a computer upon completion of sales, thereby allowing for expedited inventory management

for companies still doing this counting manually (Casison, 2013).

POS data can be used to create expected sales forecasts based upon previous demand.

This will impact purchase orders, which “should be determined by how much end-users are

likely to demand, so POS data can be used to forecast what end-users will buy” (Simon, 2008).

Local Study

According to R. Maliwat and M. Beronio (2013) the existing Sales and Inventory System for

Standard Hollow Blocks consumes a lot of time and effort in making transaction and retrieving

records since it is done manually. A proposed Inventory System is more efficient, accurate,

convenient, secure and reliable than the manual system. The information or records about the

product and sales can be easily monitored and accessed. It can maximize not only the user’s

productivity but also the company’s business capabilities. Therefore, Computerized Inventory

System can improve the transaction process of a business and it can resolve errors that are

occurring on the existing system.

Synthesis

The Foreign and Local studies are related to the proponent’s proposed system in

terms of using the Sale and Inventory System and Computerized Inventory System on their
 business. It is mentioned that the Computerized Inventory System and Point of Sale and

inventory System can improve the process of a business and its more efficient, accurate,

convenient, secure and reliable than the manual system. The foreign and local studies contribute

ideas to the proponent to originate the proposed study.

Conceptual Framework

Conceptual Framework

INPUT PROCESS OUTPUT

1. Data Requirements

- Product List It consists:

-Sales Report

-Inventory Reports  Requirements Effectiveness of

2. Software  Design the purpose

Requirements
 Coding Gina's Store POS
- Visual Studio
 Testing And Inventory
- XAMPP
 Implementation/ Management
-PhpMyAdmin(mySQL) Deployment
System
3. Hardware
Requirements
 Interview for data
-notepad gathering.

- Monitor

-System Unit

- receipt paper
 The conceptual framework serves as a tool for analyzing the flow and operation of the

study. The study involves data flows. The mechanism encompasses all tasks and procedures for

transforming inputs into outputs. The input incorporates data, software, and hardware

requirements. Data requirements specify necessary information, such as a product list, sales and

inventory reports.

Software requirements detail the necessary software, like XAMPP, PhpMyAdmin,

and Visual Studio Code. The hardware requirements for the project include a monitor, system

unit, keyboard, and mouse or Notepad. The research methodology follows the Waterfall method,

involving phases like planning, analysis, design, implementation, and maintenance. The output

displays the results of the proposed system, focusing on Gina’s Store POS and inventory system.

Theoretical Framework

The proponent’s system will be helpful for the users or administrator for it is

simple and user friendly that can easily understand of the user and they can easily access to the

system without so much to do. The system will increase through put and provide shorter

response in time. It is accurate and organized information. It is improving to provide efficient,

accurate, convenient, secure, reliable system and produced a satisfying result.

 CHAPTER III

METHODOLOGY

This chapter presents the methods and procedures that we used in the design and

development of the proposed POS and Inventory Management System.

RESEARCH DESIGN

This study used the System Development Life Cycle (SDLC) that divide the

complex project into smaller and more manageable phases. SLDC is a picture of a modified

waterfall model where the result of each phase has a certain order. In figure 1.1 shown the series

of steps of SLDC was undertaken in the development of the proposed system.

Requirements

Design

Coding

Testing

Deployment

Figure 1.1
Figure 1.2 Waterfall Model

Requirements Phase. Requirements phase involves gathering a considerable amount of

information. It is very important to understand the customer requirements and expectations so

that the end product meets his specifications.

Analysis Phase. Analysis phase involves the planning and conduct interview to the owner to

seek information about their business, staffs, and to gather some important information that can

be use for creating their system.

System Design. This phase focused on the data requirements, the software construction and the

interface of the system. The developers will follow the requirements specified by the owner and

made use of the different tools such as entity-relationship diagram (ERD), and data flow diagram

in the developing the design of the system.

System Development. This phase involves converting design specification into executable

programs. After approving the design of the proposed system, the proponents will create the

source code for the system wherein researchers will use Visual Studio Code as the front-end and

MYSQL as the back-end of the development of the system.

System Testing. This phase requires organizations to complete various tests to ensure the

accuracy of the programmed code, the inclusion of expected functionality and interoperability of

application.

System Implementation/Deployment. The implementation phase involves installing the

approved application into the company. Primary tasks include announcing the implementation

schedule, training end-users who will use the system and installing the product.
Source Data

The primary sources of data in the design and development of the system are the

proponent’s information from the interview with Mrs. April Yabut, owner. Through the

conducted interview the proponents were able to identify the point-of-sale inventory processes of

Gina’s Store.

Browsing internet, printed materials such as books and thesis paper, and documents

used as the secondary sources of data.

Instrumentation and Data Collection

They will use the following data gathering procedures in order to gather related information in

the development of Gina’s Store POS and Inventory Management System.

Library Research. The researchers gather needed information by consulting books and articles

in the library. This helps developers find similar studies and theses to use as references in

developing the system.

Internet Research. The developers used the resources from the internet in gathering relevant

information.
 DEFINITION OF TERMS

Point-of- Sale - is a device in a retail store that facilitates payments by customers.

Inventory – a complete list of items such as property, goods in stock, or the contents of a

building.

Management = administration of organizations, whether they are a business, a nonprofit

organization, or a government body through business administration, nonprofit management, or

the political science sub-field of public administration respectively

Productivity - a measure of economic performance that compares the amount of goods and

services produced (output) with the amount of inputs used to produce those goods and services.

Multitude - a large number of people or things.

Retail - sale of goods and services to consumers, in contrast to wholesaling, which is sale to

business or institutional customers.

Adequately - to a satisfactory or acceptable extent.

Proponent - a person who advocates a theory, proposal, or project.

Stocks - a share which entitles the holder to a fixed dividend, whose payment takes priority over

that of common-stock dividends.

Production - the action of making or manufacturing from components or raw materials, or the

process of being so manufactured.

Inventory - a complete list of items such as property, goods in stock, or the contents of a

building.

Sales - the exchange of a commodity for money; the action of selling something.

Irretrievable - not able to be retrieved or put right.

Transaction - an instance of buying or selling something; a business deal.

Mechanism - a system of parts working together in a machine; a piece of machinery.

Incorporates - take in or contain (something) as part of a whole; include.

Lacks - the state of being without or not having enough of something.

Cashier - a person whose job is to receive and pay out money in a store, bank, restaurant, etc.

Automated system -an integration of sensors, controls, and actuators designed to perform a

function with minimal or no human intervention

Manual system - a system where data is processed and tasks are completed without the use of

automated tools or software.

Promptly - with little or no delay; immediately.

Expedited - happen sooner or be accomplished more quickly.

 REFERENCES

https://mb.com.ph/2021/10/08/why-a-pos-system-is-important-in-retail-business/

https://francrisostomo.files.wordpress.com/2017/12/sales-and-inventory-system-with-
informational-website-for-southeast-drug-pharmacy.pdf

https://www.scribd.com/document/359656423/CHAPTER-2

https://www.papercamp.com/essay/134598/Point-Of-Sales-And-Inventory-Management

https://www.studymode.com/essays/Pos-And-Inventory-System-1420221.html