Arsenal, Ainslhey Jannelle

Borlongan, Monica
Panganiban, Janne Mariu
Casama, Jan Karl
BSCS3A

Documentation Contents:
1. Title Page

2. Introduction
a. Overview of the POS System
The Pastry Business Point of Sale (POS) system is like a helpful tool for pastry
business owners. It makes things easier by managing inventory, making
sales smoother, and improving how the store interacts with customers. It
keeps track of how much stock is left, handles orders automatically, and
shows real-time sales info. The system is user-friendly, making it easy for both
employees and customers during transactions. It also helps build better
relationships with customers through things like loyalty programs and
special promotions. In a nutshell, the Pastry Business POS system is a handy
tool for pastry shops to make their work simpler and more efficient.

b. Purpose and Objectives

The main goal of this POS is by improving overall efficiency and accuracy.
It achieves this by automating transactions, managing inventory
effectively, and enhancing customer service. The system streamlines
transactions, reduces errors, and allows employees to focus on quality
service. It also keeps track of inventory in real-time, preventing overstocking
or running out of essential items. Additionally, the POS system facilitates
quicker and more accurate customer transactions, collects customer data
for personalized interactions, and supports targeted promotions,
contributing to the success of the pastry business in a competitive market.

c. About the Client

Arlene Pascua, our client, is the owner of a small business called "The Baked
mom," located in brgy. Tramo, Ibayo Estacion, Naic Cavite began
operating in 2021 in august. Our client is someone who’s a full-time mom
and runs a small business is looking for ways to make things easier. They
want to use a Point of Sale (POS) system to organize and improve how their
business operates. The idea is to use technology to make transactions
smoother, manage inventory better, and overall, make their small business
more productive. This shows their commitment to both their job and the
success of their small business, aiming for a well-rounded and successful
venture.The POS system was developed for "The baked mom," a local
online pastry business known for its high-quality products and personalized
service. The client wants a modern POS solution to meet the growing
demands of their business.

3. System Design
a. Detailed Explanation of System Architecture
The POS system is built on a client-server architecture. It consists of a front-
end interface for the cashier and a back-end server for processing
transactions and managing inventory. The database stores product
information, sales data, and customer details.

b. Algorithms
The system employs algorithms for real-time inventory tracking, order
processing, and generating sales reports. These algorithms ensure smooth
operation and accurate data management.

c. Data Flow
Data flows seamlessly from the front-end to the back-end and vice versa.
When a transaction occurs, the system updates inventory in real-time.

d. User Interface Design

The user interface is designed for simplicity and efficiency. The client can
easily navigate through the system, select products, and process
transactions. Intuitive icons and color-coded categories enhance user
experience.

4. User Manual
a. Navigating the POS System
LOGIN/REGISTER
To navigate the POS system, users can log in with their credentials, select
categories and products, input quantity, and process transactions. We
provided a user manual with a step-by-step instructions with screenshots for
clarity.

HOME / AFTER LOG

You will be led to the after log file, where the content panels are displayed,
after logging in. In this instance, the category panel is visible. The table and
fields needed to create a new category are in the category. If you would
like to view the other content that is being prompted in the home panel,
you can click the buttons.
FOOD MENU
- This is the screen that appears when you click the "food menu"
button. This is the area where you may oversee and modify your
products. All you have to do is complete the required fields. The
product will be added to your database and displayed in the table if
you click the "Add" button. In the same way, your information in the
database will be updated and deleted when you click the "Update"
and "Delete" buttons.

PRE ORDER
- Employees at the store can utilize the POS software to handle
preordered items and prepaid amounts for customers, as well as
 create reservations in the event of a product being transferred,
going out of stock, or being put on preorder.

PRINT THE BILL

ORDERS TODAY
- Here you can see the orders for today
TOTAL SALES
-In the same way, you may find out your total sales on a daily, weekly,
monthly, or even yearly basis by clicking on the "TOTAL SALES" button, which
displays some information from the transaction you completed in the
"Sales" panel. Simply locate the desired range of dates using the calendars.
The total sales will then prompt and adjust based on the dates you
selected. Use the "refresh" button to update the table and the "view all"
button to examine the total sales of all the data.

b. Product Management and Transaction Processing

Instructions for adding, editing, and managing pastry products are
included. The manual also guides users on processing transactions, and
managing customer receipts.

5. Code Documentation
- The functionality of the login includes this code. After retrieving the
password and username from text fields, it checks the database to
see if they match. If a match is discovered, the current login window
is hidden and a new Home window is opened; if not, an error
message with the username and password entered are displayed.
Potential SQL exceptions are handled by the try-catch block during
the database query.
-

Product, Supply, and Account Management: The code and

methods used on these three pages to retrieve data from the
database and alter it according to the user are mostly the same.
Invoice/Total sales: The method that allows the user to search
through the transactions and filter by the desired date is the primary
element of the invoice page.
a. Explanation of Key Functions and Code Structure
Key functions, such as transaction processing, inventory management, and
user authentication, are explained. The code structure follows a modular
design, enhancing readability and maintainability.
b. Comments Within the Code
To improve readability and comprehension, comments have been inserted
thoughtfully all over the code, particularly in relation to methods and codes
with distinct purposes. It also acts as a step-by-step guide and signal for
how the system actually performs specific actions. As can be seen from the
above documented codes, comments are added to the methods to
identify them, explain how they work, and describe how they interact with
one another.

6. Challenges and Solutions

a. Interviews and System Testing with Clients
b. Discussion of Challenges Faced During Development
Challenges during development included integrating with existing systems
and ensuring data accuracy. Limited hardware compatibility also posed
initial challenges.Also our inability to find potential clients who would
collaborate with us on this project was one of the difficulties we
encountered early on in its development.
c. Strategies Employed to Overcome Challenges
Collaborative problem-solving sessions with The baked mom client were
conducted. System updates and compatibility checks were performed to
address hardware issues. Regular communication ensured smooth
integration with existing processes.
7. Future Enhancements
a. Suggestions for Additional Features or Improvements
Future enhancements may include integration with online ordering
platforms, loyalty programs, and advanced analytics for sales forecasting.
These features would further elevate the capabilities of the POS system.