EASTERN VISAYAS STATE UNIVERSITY

ORMOC CAMPUS
COMPUTER STUDIES DEPARTMENT
Bachelor of Science in Information Technology

TITLE PROPOSAL

VARIETY STORE DEBT MANAGEMENT SYSTEM

Final Project / Requirement

Subject Code and Subject Description

IT 373A System Integration and Architecture 1

Semester 1st
SY: 2023-2024

Members:
Pagalan, Cristine Jane
Pilapil, Trisha Jane
Ranoco, Ian Joseph
Siago, Zaldy Jr.
Talla, Van Rexel
Toribio, Mary Joy

Dec. 15, 2023

Date

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IT373A SYSTEM INTEGRATION AND ARCHITECTURE 1

 I. Abstract

The proposed "Variety Store Debt Management System" emerges as a solution

to the persistent challenges faced by small retail stores in managing customer debts
efficiently. Variety stores, renowned for their diverse offerings at affordable prices,
often engage in credit transactions, necessitating meticulous debt tracking.
However, the manual processes involved in recording and managing debts are
arduous, prone to errors, and lack transparency.

This project aims to revolutionize these conventional methods by introducing an

automated system specifically designed to enhance efficiency, accuracy, and
transparency in debt management. The primary objectives include transitioning
from manual to automated tracking to eliminate errors and enhance productivity,
maintaining real-time updates on debts and payments to ensure financial accuracy,
fostering transparent communication with customers for consistent repayments,
and minimizing financial losses associated with poorly managed debts.

Beyond addressing operational inefficiencies, this system stands to benefit

various stakeholders profoundly. Store owners can expect streamlined processes,
freeing time for strategic tasks and bolstering the store's financial stability.
Customers, empowered by transparent credit transactions, might engage more
consistently in repayments, strengthening the store-clientele relationship.
Moreover, the local business ecosystem stands to gain from increased operational
efficiency and reduced administrative burdens.

This proposed system transcends mere technological innovation; it embodies a

commitment to fortifying the financial health and operational efficacy of variety
stores. By providing a practical and user-friendly solution, it aims to empower store
owners, irrespective of their technical expertise, in managing debts efficiently. In
essence, this project promises to transform the landscape of small retail businesses,
ensuring sustainability and resilience in an ever-evolving market environment.

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IT373A SYSTEM INTEGRATION AND ARCHITECTURE 1

 II. Introduction

Variety store is a small retail store where people can get low-cost items. The
merchandise offered may have different prices or all items may have the same price.
Items for sale in these stores normally include household items, cleaning materials,
snacks, and office or school supplies. Depending on the physical size of the store,
more varieties of items may be offered, but all goods are typically perceived to be
good consumer values.

One distinctive feature of variety stores is their flexibility in accommodating

customer’s financial situations. Some patrons may not have the immediate means to
fulfill their daily needs. Instead, they opt to create a "tab" or credit account with the
store, allowing them to make purchases and settle the bill at a later, agreed-upon
date, often aligned with their payday. This arrangement is particularly important for
those who rely on these stores for their regular shopping but don't always have cash
on hand.

Keeping records of consumer debt is challenging enough for the proprietors of

variety stores. It takes a lot of energy and ink as well as paper to manually list each
debt on a notebook. Computing the debt of each customer is another hassle task.
Even with using a calculator, human error is inevitable. This often necessitates
double-checking to ensure the accuracy of calculations. Also, there are some
instances where customers request a breakdown of their debts to review the items
they've purchased and understand how the final amount owed was calculated. Such
requests may also arise due to transparency concerns, as individuals might want
their partners to be aware of their spending habits. All of these challenges have
inspired the development of a solution. It gave an idea for the team to propose this
project, aimed at creating a user-friendly system to help store proprietors manage
customer debts more efficiently. This system would streamline the debt
management process, making it more convenient and accurate. It has the potential
to not only benefit store owners but also enhance the overall shopping experience
for customers, ensuring transparency and reliability in their credit transactions.

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IT373A SYSTEM INTEGRATION AND ARCHITECTURE 1

 III. Project Description

The "Variety Store Debt Management System" project focuses on revolutionizing

how small retail businesses handle customer debts within the context of variety
stores. These stores, known for their affordable and diverse product offerings,
frequently engage in credit transactions, leading to the need for meticulous debt
management. The current manual processes are error-prone, time-consuming, and
lack transparency, creating hurdles for both store owners and customers. This
project aims to bridge these gaps by introducing an automated system specifically
tailored to streamline debt tracking, ensuring accuracy, efficiency, and transparency
in managing customer debts.

The project's core objectives encompass transitioning from manual to

automated debt tracking, aiming to eliminate errors and enhance productivity.
Through real-time updates on debts and payments, the system seeks to maintain
accurate financial records. Moreover, the emphasis on transparent communication
with customers is intended to encourage timely repayments and reduce the financial
risks associated with poorly managed debts. By tackling these challenges, the project
intends to not only ease the burden on store owners but also enhance the overall
shopping experience for customers by ensuring reliability and transparency in their
credit transactions.

This proposed system's significance extends beyond mere technological

innovation. It aims to fortify the financial stability and operational efficiency of
variety stores. By providing a practical, user-friendly solution, the project endeavors
to empower store owners, irrespective of their technical expertise, in effectively
managing debts. Ultimately, the project envisages a transformation in how small
retail businesses navigate and succeed in the ever-evolving market landscape.

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IT373A SYSTEM INTEGRATION AND ARCHITECTURE 1

 IV. Project Objectives

This study aims to enhance efficiency, accuracy, and transparency in business

operations, ultimately leading to greater financial stability and well-regulated
management of debts for the store through the implementation of the Debt
Management System.
● Transitioning from manual to automated debt tracking

● Eliminating errors, increasing speed, and enhancing overall productivity

● Develop a system for real-time updates on debts and payments to

maintain highly accurate financial records.
● Improving communication on debts with customers to boost interactions,
ensure timely repayments, and speed up debt collection.
● Reducing losses from mishandled debts through a precise system,
flagging unpaid invoices for swift action, securing the business's financial
health.

V. Significance of the Study

The system stands to benefit both the micro-level and macro-level aspects of the
business environment by enhancing efficiency, accuracy, transparency, and financial
stability.

● Store Owners - The system streamlines debt management through

automation, reducing errors and administrative burdens. This allows store
owners to focus on core activities, potentially boosting productivity and
ensuring financial stability.
● Customers - The system provides clear insight into customer credit
transactions, ensuring they understand their financial responsibilities. This
transparency fosters trust between the store and its customers and might
encourage regular repayments, strengthening the store's relationships with
its clientele.
● Financial Stability of the Store - Minimizes the risks of financial losses due to
unrecorded or poorly managed debts. It enables store owners to promptly
identify and address unpaid invoices, ensuring better financial stability and
reducing potential revenue losses.

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 VI. System Analysis and Design

Figure 1. Variety Store Debt Management System Entity Relationship Diagram

Figure 2. Variety Store Debt Management System Database Schema

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 VII. Screenshots of Modules:

VIII. Source Code:

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