Integrated System Project Title Inventory System for stock and retailing management for Smartronic Electronic Centre.

. Introduction - Company background Company that has been selected for the Integrated System Project is Smartronic Electronic Centre. As a final year student, I am responsible to create an inventory system for the Smartronic Electronic Centre. Smartronic was established on January 1994 as an Industrial and Consumer Electronics Retailer and currently operates in Penang Island at 9B, Lintang Angsana, Bandar Baru Ayer Itam, Ayer Itam, Pulau Pinang, 11500. Its also have a warehouse nearby their company in Ayer Itam at 2-A Medan Angsana 4, Ayer Itam, Penang. This warehouse is used for store the larger electronic components due. It is one of the wellknown electronic retailers in Penang Island. It has a variety of electrical components which is used for industrial purposes and so on. It has grown from a small unknown retail shop to become a one of a major supplier of wide varieties of electronic products and devices in Ayer Itam. It was established in Penang Island on February 2003 by Mr Jimmy Seow. In year 2008, Smartronic Electronic Centre rents a warehouse to store the items due to the space limitation in their shop. With its expanded space and continuous support from customers, Smartronic was able to serve more customers since 2008. Smartronic Electronic Centre has 5 staffs which is consists of two sales person, two lorry drivers and one accountant to help Mr Jimmy. Electrical components are supplied by various suppliers to the Smartronic.

Usually, most of the Smartronic Electronic Centre customers are consists of electrical engineers, construction people, students and so on. Smartronic Electronic Centre is also playing a role as a distributor. They distribute electrical components to their customers. The usually distributes items for the small electric shops at Penang. They also distributes for the constructers who buy item in larger numbers. They will give the best price for them who large amounts of items. Since they are now more active as a distributor, they are seeking towards a better management in stock and retailing services by taking the traditional system out of the task Brief Description of the Current System

Smartronic Electronic Centre is still using the traditional Inventory system (Paper based) which is by checking the stock and writes the number of items in the paper which contains items list. When they sell or receive item they will update the remaining amount of the items to their list by erasing the old data and then carefully entering it again. This method is very confusing and problematic because its requires a lot of work and not making the company easy to control the stock.

Since the current system is still based on traditional inventory system, Smartronic Electronic Centre has to frequently check the stock on their warehouse and the shop itself to prevent the stock management mistake. When an item is less than a particular amount, they will order the item to the supplier so the item will arrive the shop or warehouse before the stock finish.

Problems and Limitation of the Current System

When a company is using a paper based inventory system for checking the stock there are a lot of problem they can face. The problem that they face is, when using the paper based inventory system updating data requires modifying each record's by erasing the old data and then carefully entering it again. For bulk updates and batch changes, every single record must be found and updated individually. It is not easy to modify stock one by one and wastes a lot of time. It is because the paper database is consisting of variety of item. If they make a mistake when update the list, it is very hard to for them to track. This causes them to manually check their stock in the warehouse every month to ensure all the stocks are properly updated into their paper database. Its also wastes a lot of time when they manually check the stock. There is also higher chances of theft which can cause by the staffs. It is because staff can change the database.

Other than that, it is also a big risk for the Smartronic Electronic Centre because when using the paper based database for stock control many undesirable things may happen. For example the database paper is missing or burn due to the fire accident and so on. When this happens, its very hard for the Smartronic to keep track of the stock and they must ready another database and make another manual stock checking to upgrade the data.

There is a lot of disadvantages of using paper database for stock control. A computer based inventory system that integrates with database can be used to prevent all of the problem and limitations of Smartronic Electronic Centre current inventory system.

Objectives of the proposed system Since there is a lot of a problem in traditional inventory system, Smartronic Electronic Centre required us to design an inventory system to make them keep track of the stock easily. Its also able to prevent the item run out before re-order. The system will be names as Smartronic Inventory Management System (SIMS) The objective of this system is: I. II. III. IV. V. Displays the name of the product, brand, and the stock remaining Upgrade the stock list effectively Informs if an items is less than a particular amount Keep track of items that have been sold or received per day Identify the supplier of an item

SIMS will be a great tool to the Smartronic Electronic Centre in order to manage their stock in effective way.

Project Scope Definition SIMS will be a great tool to make Smartronic Electronic Centre get rid of the process of manually maintaining the records related to the stock. Smartronic Inventory Management System consist of three modules which is Stock Management Module Supplier Management Module Stock Movement Module

Stock Management Module Able to display the type of the item, supplier of the item, cost of the item, quantity of the item. Able to insert new item that have been purchased by the company Able to delete or update the existing items Able to search the item by the supplier Able to inform if the an item has a lower quantity of stock

Supplier Management Module Able the get the supplier information such as name, address, phone number and so on. Able to check the items that sent by the particular supplier. Able to insert new supplier Able to delete or update supplier information

Stock Movement Module Able to monitor the stocks movement to track how much has been ordered and when was it ordered by the customer and when will be deliverd. Able to know when items will receive to the company, who supplies, date and quantity.

Hardware and Software selection Hardware Requirements Personal Computer Keyboard Mouse

Software Requirements Operating System. Developing Tool Database Documentation : : : : At least Windows XP Visual Basic MS Access Microsoft Word