System Analysis And Design

LP GATDULA STORE
PROPOSED SYSTEM

Presented by:
Caberio, Rizza Hennesyl T.
Gatdula, Sarah Jane P.
Manguba, Mary Grace
Songalia, Stephanie S.
COMPANY BACKGROUND
LP Gatdula Store, a general merchandise wholesaler,
has been in the industry for almost 14 years. It is situated in
Pala-pala, Dasmarinas Cavite.
It resells different kinds of merchandise but focuses on
whole selling rice and beverages. It maintains a bodega for
storage purposes. It also keeps 4 delivery vehicles; an elf
truck and 4 tri-mobiles, for free transportation of goods to
customers.
PURPOSE OF THE STUDY
STATEMENT OF THE PROBLEM
The “Improper management of receivables” is the
problem that LP Gatdula store is trying to solve since
then. And in view of the fact that offering credits to their
customer heightens the profit of the business for years,
solving this problem would greatly help the business to
be realigned to its goal of improving profitability and
service to its customers.
PROPOSED SOLUTION
The researchers recommend that there must be a
computer system that could automatically determine
monitor the balance of each of their debtor’s account.
 Price
Current Data Flow D1
Master

Diagram DIAGRAM 0: Price

Record
Order Processing System
Order 1 Order 2
Duplicate
Information List Order Slip
File Look Up Storage
Customer Item Depot
Customer Customer
Official Receipt
Information Order Prices

Priced Available
7 5 Partial Order Order List
Cash List
Produce Remit Payment Sales Return
Official Received Information
Sales 4 3
Receipt Cash
Information Prepared Order
Sales Deliver Prepare
D2 Ordered Customer
Signed Master
Full Cash Goods Order
Payment Invoice
Information
Cash Invoice
6
Update
Delivery Receipt
Credit
Balance

New
Credit
Credit
Record
Balance

D3 Credit Master
Current Data Flow Diagram
Child Diagram

Delivery Receipt
4.1 4.2
Prepared Order
Cash Invoice
Checked Order List Produce
Check
Priced Order List Order
Prepared Sales Information
Order Invoices
THE PROPOSED DATA
FLOW DIAGRAM
 Due Payment Invoice
5 4
Checked Order List
Delivery Receipt Deliver Check
Ordered Prepared
Sales Invoice Discounted Goods Order
Available Item
Information Item
Customer D3
D1 Credit Master
Master
Report
Prepared Order
New Customer Price Record List
Information

Order Customer Order Available Priced

Information 1 List 2 Item List 3
Customer Validate Look Up
Customer Prepare
Information Customer Item Ordered
Record Prices Goods

Credit Record

Credit Record Sales

Credit Master Information
D2 New Credit Information

Cash
Payment 6 7
Signed
Remit Invoices D4 Sales Master
Update
Signed Received Credit
Delivery Receipt Cash Balance
Sales Return
Information
Official Receipt
Child Diagrams:
Child Diagram: Process 1
New Customer
Information
Customer Customer
Information D1 Master
Updated
1.1 1.2 Customer 1.3
Information Customer
Customer Order Receive Update Order List
Order Information Create
Customer Customer Order Slip Order
Order Record List

1.5 Credit
1.4 Credit Information
Customer Report
Information Check Create
Credit Credit
Record Report

Credit
Record

D2 Credit Master
Child Diagram: Process 5
5.2 Sales Invoice
Checked Order 5.1
Discounted
List Sales Invoice Compute
Produce
Discount Delivery Receipt
Order
Amount
Invoices

5.3 5.4
Payment Due Payment
Credit Report Information Create Invoice
Contact
Delinquent Payment
Customer Invoice

Customer
D2
Master

Child Diagram: Process 7

Validated Invoice
7.1 7.2
Signed Invoice
Check Produce Official Receipt
Full Payment
Credit Record Official
Cash Information
Payment Receipt

New
Credit
Information

D2 Credit Master
 PROCESS SPECIFICATIONS
Process Specifications were formulated to explain the decision
making logic and formulas that will transform process input
data output. The systems analysts wish to validate the systems
design and obtain a precise description of what is accomplished
by the system by the formulation of process specifications.
1 Validate Customer Record
1.1 Receive Customer Order

Process Logic: Structured English

IF order received by phone call
THEN Write Customer Name
Write Customer Address
Obtain Order Items
Do while remaining Order Items
Write order item, quantity, description
ENDDO
If Customer asks Total Order Amount
If Order Items less than 4
Then compute Total Order Amount
Else Get Telephone Number and inform customer of Total Order Amount Later
ENDIF
ELSE IF Customer has other matters regarding order
Forward to Manager
ELSE IF Recite to the customer the Order items made
IF there is error
THEN make correction
ELSE thank the customer
ENDIF
ENDIF
ENDIF
1.4 dito
 1.2 Update Customer Record
Name: Update Customer Record
Description: Adds new record of customer in the Customer Master List
and Makes Changes in the Customer Master
Input Data Flow: Order Information from Process 1
Output Data Flow: Order Slip and Updated Customer Information to
Process 1.3
Type of Process: Online
Process Logic: Structured English
 
Obtain customer information
IF Customer Name is not in the Customer Master
THEN Create Customer record in the Customer
Master
ELSE Update Customer record

ENDIF
4 Deliver Ordered Goods
4.1 Produce Order Invoices
Name: Produce Order Invoices
Description: Produces order invoices validated or checked from
manager
Input Data Flow: Checked Order List from Process 4
Output Data Flow: Cash Invoice to Process 5.2
Type of Process: Manual
Process Logic: Structured English
DO receive check ordered list
IF validated by manager
THEN produce Cash Invoice
ELSE cancel customer order
END IF
END DO
 
4.3 Contact Delinquent Customer
Name: Contact Delinquent Customer
Description: Informs Delinquent Customer of his outstanding
balance
Input Data Flow: Checked order list from Process 4
Customer Information from Customer Master
Output Data Flow: Payment information to Process 5.4
Type of Process: Manual
 
DO read credit report
IF customer’s credit balance is past date of
payment in credit record
Contact customer
Prepare payment information
END IF
END DO
5 Update Credit Balance
5.1 Check Cash Payment
Name: Check Cash Payment
Description: Checks the payment received after delivering the order to the customer. From this process the credit balance of the
customer will be determined properly.
Input Data Flow: Signed Invoice from Process 6 and Credit Record from Credit Master Form
Output Data Flow: Validated Invoice and Full Payment Information to Process 7.2
Type of Process: Manual
Process Logic: Structured English
 DO check cash received
IF Cash Payment is not equal to Total Order Amount on Signed Invoice
IF Cash Payment is less than Total Order Amount
Subtract partial payment to Total Order Amount
Add Balance to Credit Balance in Credit Master
ELSE IF Cash payment is greater than Total Order Amount
Subtract Total Order Amount to Cash Payment
Validate Fully Paid Signed Invoice from Customer
ELSE Validate only Fully Paid Invoice
END IF
ELSE IF excess Cash Payment on Total Order Amount equaled Credit Balance in Credit
Master
THEN Write Full Payment Information
ELSE IF excess Cash Payment on Total Order Amount is less than Credit Balance
THEN Collect Deficit on Total Order Amount in Signed Invoice from Delivery
Agent
ELSE IF Credit Balance is zero on recent record
THEN Write as Excess Cash as Advance Payment from Customer on other comments
ENDIF
END DO
5.2 Produce Official Receipt
Name: Produce Official Receipt
Description: Gathers information of full payment on order Invoice and credit balance.
If both are recorded as fully paid then an Official receipt is produced to be sent to
thae customer.
Input Data Flow: Validated Invoice and Full Payment Information from Process 7.1
Output Data Flow: Official Receipt to Customer
Type of Process: Manual
 
Process Logic: Structured English
DO check credit master
Obtain Validated Invoice for Full Payment
Obtain Full Payment Information on Credit Master
IF balance is equal to zero
THEN continue
Produce official receipt
Send official receipt to customer
ELSE update customer’s credit balance
ENDIF
END DO
 DATA DICTIONARY
The data dictionary is a reference work of data. From
chosen data flows, data structures were made on each
data element. Also data structures were formulated
on all the data stores found on the proposed data flow
diagram.
DATA FLOW 1: CUSTOMER INFORMATION
 
Customer Order = Customer Number +
Order Date +
Customer Name +
Address +
Telephone Number +
Available Order Items +
Item Total +
Total Order Amount +
Receiver
 
Customer Name = First Name +
(Middle Name)
Last Name
 
Address = Block and Lot Number +
(Building Number) +
Street +
Baranggay +
Other local Description +
City
 
Telephone = Area Code +
Local Number
 
Available
Order Item = Quantity +
Unit +
Item Description +
Unit Price +
Gross Total +
Trade Discount +
Net Total
DATA FLOW 2: SALES INVOICE DISCOUNTED
 
Sales Invoice Discounted = Sales Invoice Number+
Delivery Date +
Customer name +
Customer Address +
Quantity+
Unit +
Item names +
Unit price +
Order Total +
Authorized Signature
 
Sales Date = Month +
Day +
Year
DATA FLOW 3: OFFICIAL RECEIPT
 
 
Official Receipt = Official Receipt Number +
Payment Date +
Customer name +
Customer Address +
Cash Payment amount +
Sales Invoice Number +
Authorized Signature
 
Payment Date = Month +
Day +
Year
DATA FLOW 4: OFFICIAL RECEIPT
 
Signed Delivery Receipt = Customer name +
Customer Address +
Delivery Date +
Sales Invoice Number +
Customer’s Signature
 
Delivery Date = Month +
Day +
Year
 SCREENS
Te sarah maglagay k d2 ng sumting a
CUSTOMER MASTER SCREEN
ITEM MASTER
CREDIT MASTER
Thank you for listening!