I.

Introduction

The significance of technology in inventory management is undeniable. Real-time

inventory tracking empowers companies to make informed decisions regarding their stock,

leading to enhanced operational efficiency, accurate and prompt inventory data, and improved

decision-making and planning. Adopting technology in inventory management has been shown

to increase efficiency and decrease costs by enabling companies to manage their inventories

more effectively. By reducing the time spent on allocating goods, companies can manage their

items with greater speed and accuracy.

The proponents aim to improve the current manual inventory process of the selected

company by automating its sales, inventory, and expense management systems. The manual

inventory process is associated with slower order processing, higher labor costs, and higher

inventory write-offs. Automating the system will enhance the process, leading to increased

productivity, improved work quality, accurate records, and higher sales. Moreover, it will reduce

overhead and labor expenses. The rationale behind choosing a sales, inventory, and expense

management system as the subject of the study is to introduce the company to the potential

benefits of technology and bring about positive changes that will help them improve their

operations.

II. Project Context

1.1 Company Background

The owner of the C.E.S Commercial is Ms. Emily Agasid. The company is located at 824

Elcano St, San Nicolas, Manila City, Metro Manila. The company type is general merchandise

specifically in baking supplies. The company began in 1970 as a modest bread supply store. As
the company grew, it set out to be a reliable supplier in Binondo, Manila. Currently, the company

distributes a variety of items used in baking, noddle making, pastries, desserts, and other related

activities. Any consumer is accepted for wholesale or retail transactions as long as the store has

the product they require.

1.2 Business Process

CES Commercial is a manufacturer of bakery supplies like flour, margarine, lard etc.

They also sell baking tools that is needed inside of a bakery. When a customer is buying the store

clerk process data manually using their logbook and giving handwritten receipt(s) to the clients.

On many occasions the store encounter problems such as; difficulties in tracking stock levels

arises when relying on manual inventory processes, the accuracy of inventory records may be at

risk and potential losses may occur due to unreliable employees, dissatisfied customers and

stockouts can result from poor inventory management, inaccurate order fulfillment may occur

when employees do not have access to up-to-date stock information and lastly when employees

are required to manually rewrite transactions in a record book, with the order receipt being the

only record available.

Since the business still uses an actual inventory book by manually indicating and

recording stocks, this task can be difficult and may be put at risk because some of the employees

are unreliable when it comes to monetary and inventory responsibilities. Because of this,

products and sales are at risk. There are also instances where customers inquire about a specific

product only to find out that it is out of stock because of poor inventory management. The sales

staff may not think about the current stocks of some items while listing the order, and it can

affect the operation of the store if not monitored. The only record of the transaction they have is
the order receipt. And it should be manually re-written in a record book by the employee. But

when the company uses the system that the researchers are making then the client can manage

and effectively track the business products and supplies. To keep records of purchases, sales, and

how much the business has on hand. It lets the client follow the inventory process through the

company. The client (store manager or employee) can effectively work on sales inventory and

expense tasks through the system. The speed and accuracy of retrieving information can be

remarkably quicker to keep in touch with the number of products and supplies on hand.

The researchers chose sales inventory and expense management system as our study

material because we believe in the phrase "technology makes life easier". The researchers want

to help our chosen company by automating their current manual inventory process that will allow

them to complete tasks much more quickly and easily. Slower order processing, higher labor

costs, and higher inventory write-offs are only some of the disadvantages of the manual

inventory process. Making their inventory system automated will improve the process and

accuracy of their inventory and expense systems and will also boost the company’s productivity,

work quality, and sales, reduce overhead costs, and lower labor costs as well. That is why the

researchers chose sales inventory and expense management system as our study material because

we want to bring change to the company and introduce them to the capabilities of technology,

which will help their company improve.

III. Objectives

2.1 General

The study aimed to develop a software-based sales, inventory, and expense management

system so that the company can manage and track its sales, inventory, and expenses effectively.
2.2 Specific

Specifically, this study aims to:

 Assists in maintaining a record of the company's sales and inventory levels.

 Keep track of the inventory process throughout the company to improve their

inventory management.

 Perform operational and non-operational expense recording tasks efficiently.

 Perform quick and accurate information retrieval capabilities for monitoring sales

and inventory.

 Boost the company’s overall performance, enhance the productivity of employees,

and increase sales.

IV. Scope

3.1 Boundary

A. Inventory and Sales Management Module

 This section’s functions mainly focus on the adding of new sales (Add Sales), sales

reports (Inventory and Sales Report) and viewing of sales (View Sales)

i. Add Sales

 On this section the operator can type in the customer’s name, order

type if the ordered product will be delivered or will be picked up by

the customer, Delivery address, Contact Number, Payment Options if

it’s on cash or bank transfer, Payment Status it it’s already paid or not.

 The users can also search for products that the customer ordered on the

search bar or just manually click the items on the product list, the price
 will automatically appear as input the quantity on the bar for quantity

of products ordered. And if we already did the said things then the

operator can now click the “add item” button, the order ID will be

automatically be set as the operator use the adding of sales section.

 The users can also reset the input products if something wrong

happens on the transaction, here say we can see the “order list”, the

amount paid if it’s cash and the “grand total” of the products that has

been ordered and last the “confirm order” button.

ii. Inventory and Sales Report

 On the “Inventory Report” the operator can see the state of the stocks,

this is important if there’s a recent stock changes due to being sold. On

the the top-left side we can search the item and view the full report of

the stocks that has been changed.

 On the “Sales Report” we can see here the sales transaction details this

is important because we can see here all the recent transactions. Down

below the operator can also order search for the ID and view the full

report of the said transaction.

iii. View Sales

 On this Section we can see here “Pending Transactions” meaning it is

not paid but once the payment occured then the status will be updated

and the reception will be put to “Completed Transactions”.

 The users can print the receipt of the completed transactions on the

completed transaction section.

B. Records Management Module

 Records Management lets the operator manage the product that has been supplied

or restocked in the store, there are four sections on this page and that is the “View

Product”, “Expense Management”, “Add Product”, and “Update Product”

i. View Product

 On this section the operator can view the product that is available

in the store, for example the user will just type in the Product ID,

Product Name, Product Type, Date Created, it can also filter the

product based on their prices and it will appear on the given space

below.

ii. Expenses Management

 Inside the expense management the operator can derive

reimbursement or provide details of expenses made in carrying out

transactions. The operator can input the needed expenses and save

the data in the system.

iii. Add Product

 On the adding of product when the store restocks the operate can

type in the product type, product name, stocks and price of the

inputted product.

iv. Update Product

 Only the admin can operate this section.

  If there has been changes on the inputted products on the “Add

Product” section then the admin can update the rendition of the

said product, the admin can simply type in the product ID click

search and update the type, name, stocks and prices.

C. Data Management Module

 Data management is the process of ingesting, storing, organizing and maintaining

the data created and collected by the store.

 On the Data Management section, we can see here the “User Activity”, “Generate

Reports” and “User Accounts”. This section focuses more on user’s actions on the

system.

i. User Activity

 The operator can see the activity of the user, the operator will just

type in the Activity ID, choose the Username, Menu, Sub-menu

and activity date.

 And it will be shown on the space given below.

ii. General Reports

 On this section general reports are the summary of a retailer’s

existing stock. It distills details like how much stock the store

have, which products are selling fastest, category performance, and

other information about the status and performance of inventory.

 The operator can print the Reports that has been made based on the

activity of the store.

 iii. User Accounts

 On user accounts the operator can update their account details, the

operator will just need to choose whose username will be updated

and will just type in the new username, and new password.

 Recent account changes will also be shown here.

V. Limitations

A computerized inventory system offers numerous advantages, including enhanced

accuracy, efficiency, and the capacity to generate reports quickly. However, due to the

complexity of software and technology, certain restrictions on system use may apply.

 Acquiring the necessary skills to effectively use the system is a major challenge for

employees.

 Computer system crashes pose a significant disadvantage when relying on a

computerized management system.

 Technical difficulties and power outages can disrupt the system's operation.

VI. Significance of the Study

The study is beneficial to the following:

CES Commercial company. The system will play a crucial role in the success of the

company. It allows the company to measure its sales success, allowing them to determine

which products are selling well and which are not. This data is critical for making

strategic business decisions, such as deciding which items to prioritize or abandon. In

addition, the system assists the company in efficiently managing its inventory, ensuring
that they always have enough goods to meet client demand while preventing

overstocking. This can help the company save money and avoid waste. Moreover, the

system allows the company to analyze spending, allowing them to find areas where they

may cut costs and enhance profitability. Finally, the Sales, Inventory, and Expense

Management System delivers real-time data and reporting, allowing the organization to

make quick and intelligent choices.

Sales Staff. The implementation of a computerized inventory system holds immense

significance for the sales staff at C.E.S Commercial. By utilizing this advanced

technology, the sales team gains access to a range of benefits that streamline their daily

operations and enhance overall efficiency. Firstly, the computerized inventory system

provides real-time updates on stock availability, enabling the sales staff to accurately

inform customers about product availability and avoid potential disappointments or

delays. Moreover, the system allows for precise tracking of sales, ensuring accurate stock

levels and minimizing the risk of overselling or understocking. This empowers the sales

staff to make informed decisions, optimize order fulfillment, and ultimately maximize

customer satisfaction. Additionally, the system can generate comprehensive reports and

analytics, providing valuable insights into sales patterns, popular products, and inventory

turnover rates. Armed with this information, the sales team can identify market trends,

adjust sales strategies, and proactively plan for future demand. Ultimately, the

computerized inventory system empowers the sales staff at C.E.S Commercial with the

necessary tools to operate with precision, optimize customer experiences, and drive the

company's overall growth and success.

Finance Staff. The implementation of a computerized inventory system holds immense

significance for the finance staff at C.E.S Commercial. This advanced technology offers

numerous advantages that streamline financial operations and contribute to improved

financial management. Firstly, the computerized inventory system provides accurate and

up-to-date information on inventory levels, allowing the finance staff to track inventory

costs more efficiently. With real-time data on hand, they can accurately calculate the

value of inventory, monitor cost fluctuations, and make informed decisions regarding

procurement and pricing strategies. This helps in optimizing cash flow, reducing carrying

costs, and avoiding excessive stock holding. Additionally, the system enables automated

generation of purchase orders, invoices, and financial reports, saving time and reducing

the risk of manual errors. With streamlined processes, the finance staff can focus on

analyzing financial data, identifying cost-saving opportunities, and implementing

effective financial controls. The system also facilitates inventory reconciliation, ensuring

that the financial records align with the physical stock count, which is crucial for accurate

financial reporting and compliance. Ultimately, the computerized inventory system

empowers the finance staff at C.E.S Commercial to efficiently manage inventory-related

financial aspects, make informed decisions, and contribute to the company's overall

financial stability and growth.

Laborer. The implementation of a computerized inventory system holds significant

significance for the laborers at C.E.S Commercial. This technological solution provides

numerous benefits that streamline their daily tasks, enhance efficiency, and improve
 overall productivity. Firstly, the computerized inventory system eliminates the need for

manual record-keeping and paperwork, reducing the laborers' administrative burden.

They can easily access inventory information, update stock levels, and track item

locations using digital interfaces or handheld devices. This simplifies their workflow and

allows them to focus more on core operational tasks. Additionally, the system enables

accurate and real-time inventory tracking, ensuring that laborers can quickly locate and

retrieve items for order fulfillment or replenishment. This reduces the time spent

searching for products, minimizes errors, and increases overall efficiency. Moreover, the

system can automate replenishment alerts and notifications, ensuring that laborers are

promptly notified when stock levels are low, avoiding delays or stockouts. This facilitates

seamless inventory management and helps in optimizing supply chain processes. Overall,

the computerized inventory system empowers laborers at C.E.S Commercial with

streamlined workflows, accurate information, and improved task efficiency, ultimately

enhancing their productivity and contributing to the smooth functioning of the company's

operations.

Future Researchers. The Sales, Inventory, and Expense Management System is a

valuable subject for future researchers. Using this study as their study material can lead to

their deeper understanding of the importance of managing sales, inventory, and expenses in a

business. Furthermore, future researchers can explore how different companies utilize

such systems and the benefits they derive from them. Moreover, researchers can also

investigate how technological advancements can enhance the performance and capabilities of

these systems, leading to more efficient and effective business operations. This study will
 provide additional information for researchers who are conducting studies that are

comparable to those conducted by the researchers of this project. This study can also be

used as a future researcher's reference.

VII. Definition of Terms