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POS SYSTEM (SHOE RETAIL SYSTEM)

DOCUMENTATION

Conference Paper · November 2015

DOI: 10.13140/RG.2.1.1816.5204

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Syed Hasan
Asia Pacific University of Technology and Innovation
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Table of Contents
ACKNOWLEDGEMENT ............................................................................................................... 3
1.0 INTRODUCTION ..................................................................................................................... 4
2.0 GANTT CHART ....................................................................................................................... 5
3.0 REQUIREMENT ANALYSIS .................................................................................................. 6
3.1 Functional Requirement ........................................................................................................... 6
3.2 Non-Functional Requirement ................................................................................................... 6
4.0 DATA GLOW DIAGRAM........................................................................................................ 8
4.1 Context Diagram ..................................................................................................................... 8
4.2 Level 0 ..................................................................................................................................... 9
5.0 UML DESIGN ......................................................................................................................... 10
5.1 USE CASE Diagram .............................................................................................................. 10
6.0 USER INTERFACE (UI) ........................................................................................................ 12
Log In Interface ........................................................................................................................... 12
Admin Panel ................................................................................................................................ 13
Manage Stock .............................................................................................................................. 14
Add Stock ................................................................................................................................ 14
Update Stock ........................................................................................................................... 15
Stock Report ............................................................................................................................ 15
Delete Stock ............................................................................................................................. 16
Sales Report ................................................................................................................................ 17
Service ........................................................................................................................................ 17
Update Password ........................................................................................................................ 17
Staff Registration ......................................................................................................................... 18
.................................................................................................................................................... 18
Staff Panel ................................................................................................................................... 18
New Sales ................................................................................................................................ 19
Service (Staff) .............................................................................................................................. 20
New Service ............................................................................................................................. 20
................................................................................................................................................ 20
Update Service ........................................................................................................................ 21
View Service ............................................................................................................................ 22
Reports ........................................................................................................................................ 22
Sales Report ............................................................................................................................ 22

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Service Report ......................................................................................................................... 23

Stock Report ............................................................................................................................ 23
7.0 TEST PLAN ............................................................................................................................. 24
Test Case 001 .............................................................................................................................. 24
Test Case 002 .............................................................................................................................. 24
Test Case 003 .............................................................................................................................. 24
Test Case 004 .............................................................................................................................. 24
Test Case 005 .............................................................................................................................. 24
Test Case 006 .............................................................................................................................. 24
Test Case 007 .............................................................................................................................. 25
Test Case 008 .............................................................................................................................. 25
Test Case 009 .............................................................................................................................. 25
Test Case 010 .............................................................................................................................. 25
8.0 IMPLEMENTATION ............................................................................................................. 25
Software Requirements ................................................................................................................ 25
Hardware Requirement................................................................................................................ 26
9.0 LIMITATIONS ....................................................................................................................... 26
10.0 SYSTEM UPGRADE ............................................................................................................ 26
11.0 CONCLUSION ...................................................................................................................... 26
REFERENCES................................................................................................................................ 27

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ACKNOWLEDGEMENT
I like to thank my close friend Mohammed Ariful Hasan (though he is not in my team) for
rendering assistance to design the database of this project. It would not be possible to complete
this project successfully with in 3 months and on time with out his effort. I wish him success
in his coming future.

Besides I would like to thank my Lecturer Mr. Shum Yew Mun who taught me the
fundamental of software engineering. I wish his good health to Almighty.

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1.0 INTRODUCTION
EFSI is a shoe retail company,located at Chittagong, Bangladesh. The company is very popular
for selling different types of shoe all over the Chittagong. For its quality products it has become
one of the loyal shoe retail company in Chittagong. It also provides shoe repairing services to
its consumers on demand. Recently they are facing some difficulties for keeping the records of
their sales, stocks as well as customer services. They need to write down all the records in a
record book manually.Hence they have decided to change the present recording system. With
that they have requested WEBSOFT to develop a POS SYSTEM which will help them to
overcome their short falls. According to their requirements it has to be developed offline. This
system has two panels (Admin & Staff). In this documentation it shows how the system work
along with diagrams (DFD & UML) for clear understanding.

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2.0 GANTT CHART

Figure 1 GANTT CHART

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3.0 REQUIREMENT ANALYSIS

3.1 Functional Requirement
1. The system supports customers purchased receipt.

2. System can search the product from the stock according to customers demand.

3. System can add stock.

4. System can update stock.

5. System can delete stock.

6. System can show the stock report.

7. System can show the sales report.

8. System can register new staff.

9. System can add customer service.

10. System can update customer service.

11. System can view all the service records according to product specific ID.

12. System can update password (Admin & Staff).

3.2 Non-Functional Requirement

1. The system can save stock into the database safely.

2. The system can support all the PC (Personal Computer).

3. The system can create a backup database file after every transaction (sales, stock, service,
update of authentication details).

4. Stock should be added after end of sales per day.

5. For security issues only admin can change the password on behalf of staffs.

6. Staffs can only access this system for sales, service and checking reports.

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4.0 DATA GLOW DIAGRAM

4.1 Context Diagram

Figure 2 Context Diagram

Above is our context diagram of the overall function of the system. From the diagram we can
see the major entities are the staff and the system. Admin can register the staff through the
system by entering individual’s username and password. Admin can access the customer
service panel. After successful completion, Admin need to send the customer service receipt to
the customers.

Beside that staff need to log in with their respective username and password to access the
system. Then they can proceed to new product sales and service accordingly. After successful
completion they will send a copy of sales receipt as well as service receipt (if any) to the
customers. Again, staffs can also update the customer service records on demand. We will
discuss more about system (POS) functionality on below diagram.

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4.2 Level 0

Figure 3 Level 0 Diagram

Above is our level 0 diagram of POS System. Here we can see Admin need to enter staff details
(username & password) so that staff can access the system. After entering the system will save
the staff details directly into the database USERS TABLE. Then staff can log in to the system
with their individuals credentials (username & password). After that they can proceed for new
sale and new service according to customer’s demands. After the successful transactions a
receipt (sales & service) will be given to the customers directly. Admin can also access the
system for customer service (emergency purpose). We didn’t show it on diagram. Later we will
discuss about it on UI (User Interface) part.

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5.0 UML DESIGN

UML (Unified Modelling Language) is a standardized modelling language enabling developers
to specify, visualize, construct and document artifacts of a software system. It is important
aspect involved in OO (Object-Oriented) software development. There are many types of
UML. Below we described only “USE CASE” according to our developed software.

5.1 USE CASE Diagram

Figure 4 USE CASE Diagram

Name : Stock Management

Actor : Admin
Description : Described the process used to add a new stock
Successful Completion : 1. Admin can add new stock
2. Staffs can check updated stock report
Alternative : None
Precondition: Admins username and password need to be registered first.
Post Condition : Stock is added by Admin
Assumption : None

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Name : Purchase
Actor : Staff
Description : Describe the process of purchase through the system
Successful Completion : 1. Staff can sale new product to the customers
2. Staffs will receive a purchase receipt
Alternative : None
Precondition: Staffs need to register first.
Post Condition : Customer purchased the product
Assumption : None

Name : Service
Actor : Admin & Staff
Description : Describe the process of customer service
Successful Completion : 1. Staff & Admin can provide service to its customer
2. Staffs & Admin will receive service receipt
Alternative : Either Staffs or Admin can access service
Precondition : Staffs & Admin need to be register first
Post Condition : Existing customers
Assumption : None

Name : Generating Receipt

Actor : Admin & Staff
Description : Describe the process used to generate the receipt (Sales & Service)
Successful Completion : 1. Staff & Admin can provide service to its customer
2. Staffs & Admin will receive service receipt
Alternative : Either Staffs or Admin can access service
Precondition : Existing customers
Post Condition : Customers receive the after sales service
Assumption : None

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6.0 USER INTERFACE (UI)

User interface is one of the most important parts of any system. It shows how the users will
interact with the system smoothly. Below is the details of user interface. It will go from Admin
Panel to Staff Panel accordingly.

Log In Interface

Figure 5 User Log-In

Above is the startup interface for POS System. Here user need to enter their credentials
(username and password) to access as Admin or Staff. It will show the user panel (admin or
staff) following their roles from the database.

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Admin Panel

Figure 6 Admin Panel

This is the Admin Panel where Admin can see all the operation buttons. From this panel admin
can manage the stock, check the sales report, access the customer service, update password as
well as register a new staff. Below is the description of each operations.

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Manage Stock
Add Stock

Figure 7 Stock Add Item

Above is the stock management panel where admin can add stock according to their supplies.
To add a new stock Admin need to enter the PRODUCT ID with details like PRICE,
CATEGORY, SIZE, COLOR, BRAND. The entry date of the product will show automatically
based on system settings. For easy access we added some drop down box so that every
information need not to enter by Admin.

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Update Stock

Figure 8 Stock Update

From this panel Admin can update the stock. Suppose Admin entered the wrong information
about the product. So this panel will help Admin to update the details and save it to database.
Here, only the DATE OF ENTRY cannot be changed as the stock is already added.

Stock Report

Figure 9 Stock Report

Above is the stock report of Admin panel. Admin can check how many products are added so
far. For easier access we added SEARCH button along with two DATE TIME PICKER
CONTROL. If Admin want to see the stock report according to dates then he can select a date

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from DATE TIME PICKER CONTROL and the system will show the report according to
dates.

Delete Stock

Figure 10 Delete Stock

From this panel Admin can delete any stock according to given PRODUCT ID. Admin need
to enter the PRODUCT ID and the system will show all information of specific product. This
will delete the product from the stock.

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Sales Report

Figure 11 Sales Report

Above is the Sales Report for Admin. From this panel Admin can see the products that are
already sold. Here we also added DATE TIME PICKER CONTROL.

Service
Admin can also provide service to existing customers. The service we added on Admin panel
is only for emergency purposes. We will discuss more on STAFF PANEL.

Update Password

Figure 12 Update Password

This is one of the important functions of this POS System. From this panel Admin can update
staffs login details (password). As for example if any staff forget his or her password then he
or she can request to Admin then Admin can update the password. At first we added the

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FORGET PASSWORD on LOGIN PANEL. But for security issue and also based on
requirements we added this function on Admin panel.

Staff Registration

Figure 13 Staff Registration

Above is the STAFF REGISTRATION panel. From this panel Admin can register new staff
with their specific USERNAME and PASSWORD.

Staff Panel

Figure 14 Staff Panel

Above is the staff panel of POS SYSTEM. This are the operations staffs having on their panel
based on system requirements.

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New Sales

Figure 15 Staff Sales

Above is the panel for staff where staff can proceed for new product sales. First they need to
enter the PRODUCT ID. After they click SEARCH button the system will show all the
information based on PRODUCT ID. Before they proceed for purchasing the product they
need to click SHOW SALES button where a sales receipt will generate based of product
information. Staff can also clear the sales receipt by clicking the button NEW SALES. For
purchasing they need to click PURCHASE. We also added a button name SAVE which will
save the receipt on the system for future reference and also can print for customer. Below is
the sample of sales receipt.

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Figure 16 Sales Receipt

Service (Staff)

Figure 17 Staff Service Panel

This is the service panel for staffs. From here they can provide new service, update service and
can view the existing pending or completed services of the products.

New Service

Figure 18 Staff Customer Service

Above is the panel for customer service. Here staff need to enter the PRODUCT ID on
customer demand. Then the system will show the information of the purchased product. Before

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providing the service they need to click the button SHOW SERVICE where all the details will
come out on the LIST BOX CONTROL. Then as usual like sales receipt the system will
generate the service receipt after adding service. Below is our service receipt sample.

Figure 19 Customer Service Receipt

Update Service

Figure 20 Update Customer Service

This panel is for updating the customer service on demand. From here staff can update customer
contact and product return date if they (customer) wishes.

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View Service

Figure 21 View Customer Service

This panel helps staff
to view the specific product which is under service or already finished. Again if any customer
wants to know the progress of the service, staff can also use this panel to inform them.

Reports

Figure 22 Reports Menu

This is the REPORTS MENU of staff panel. From here staff can check the SALES REPORT,
SERVICE REPORT as well as STOCK REPORT.

Sales Report

Figure 23 Staff Sales Report

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Above is the sales report of staff panel. From here staffs can check all the sales records. They can also
check records according to dates.

Service Report

Figure 24 Staff Service Report

From this report staffs can check all the completed and pending customer services.

Stock Report

Figure 25 Staff Stock Report

Above is the stock report for staffs to check the full stock records.

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7.0 TEST PLAN

Test Case 001
 Test Title : Stock Management Button
 Test Procedure : Click on the button “MANAGE STOCK”
 Test Data: Users need to click on the button
 Expected Result: It will redirect to admin stock management panel

Test Case 002

 Test Title : Sales Report Button
 Test Procedure : Click on the button “SALES REPORT”
 Test Data: Users need to click on the button
 Expected Result: It will redirect to admin sales report panel

Test Case 003

 Test Title : Add Item
 Test Procedure : Click on the button “ADD ITEM”
 Test Data: Users need to click on the button
 Expected Result: It will save the new product details into the database

Test Case 004

 Test Title : Update Item
 Test Procedure : Click on the button “UPDATE”
 Test Data: Users need to click on the button
 Expected Result: It will update the product details of the stock

Test Case 005

 Test Title : Delete Item
 Test Procedure : Click on the button “DELETE”
 Test Data: Users need to click on the button
 Expected Result: It will delete the product records from the stock

Test Case 006

 Test Title : Staff Registration
 Test Procedure : Click on the button “REGISTER”

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 Test Data: Users need to click on the button

 Expected Result: System will register new staff

Test Case 007

 Test Title : Admin View Stock Report
 Test Procedure : Click on the button “VIEW REPORT”
 Test Data: Users need to click on the button
 Expected Result: System will view all the records of the stock

Test Case 008

 Test Title : Staff Customer Service Adding
 Test Procedure : Click on the button “ADD SERVICE”
 Test Data: Users need to click on the button
 Expected Result: New customer service will be added into the database

Test Case 009

 Test Title : Staff Service Report
 Test Procedure : Click on the button “SERVICE REPORT”
 Test Data: Users need to click on the button
 Expected Result: System will show all the records of customer service

Test Case 010

 Test Title : Staff Update Service
 Test Procedure : Click on the button “UPDATE SERVICE”
 Test Data: Users need to click on the button
 Expected Result: System will update customer service through staff panel

8.0 IMPLEMENTATION
This is the most important part of for finalizing the software development. Before we hand
over the project we need to justify the system requirements so that the client can run the system
without any obligations and dissatisfactions. For that below is our requirements:

Software Requirements

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Operating System: Windows (XP, 7, 8, 8.1) or Mac OSX (Tiger, Leopard, Snow Leopard,
Lion, Yosemite).

Database Management System: Microsoft Access

IDE (Integrated Development Environment): Visual Studio 2010 or later, Notepad

Others: .NET FRAMEWORK 4.5

Hardware Requirement

RAM: Minimum 1GB or higher.

HDD: Minimum 50 GB.

Processor: Intel Pentium 4 or AMD.

9.0 LIMITATION
Although we tried our best to develop the system according to EFSI requirements, the system
has some limitations too. As for example when the admin register a new staff he or she should
restart the system so that the new staff can access the system with his new username and
password. So it’s kind of limitation of our system. Other than that everything is working fine.

10.0 SYSTEM UPGRADE

According to our client requirements we have developed the POS System as offline based
which is much backdated compare to new tech era. For future upgradation we will transform
this offline system into online based. Currently users need to enter every details manually. So
when we go for online based we will add bar code scanner for easy accessibility. Besides we
will also add Credit Card Reader so that customers can pay by using card. As the whole system
will be converted to online based, the system will send email to the customers as a reminder of
return the product those are on services.

11.0 CONCLUSION
This system has some benefits to EFSI staffs. Currently they are keeping every records by
written down in memo manually. At least this system will give them relieve from exhausted
life which they are dealing with their customers. Besides this system will make them (EFSI)

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more reliable to its customers as all the customers records will be kept safely than any previous
times. Moreover they can manage their stock more handily.

REFERENCES
SMARTDRAW, 2015. SMARTDRAW.com. [Online]
Available at: http://www.smartdraw.com/data-flow-diagram/
[Accessed 5 September 2015].
TECHNOPEDIA, 2010. TECHNOPEDIA.com. [Online]
Available at: https://www.techopedia.com/definition/3243/unified-modeling-language-uml
[Accessed 4 October 2015].
UML-DIAGRAM.ORG, 2015. UML-DIAGRAM.ORG. [Online]
Available at: http://www.uml-diagrams.org/examples/point-of-sales-uml-use-case-diagram-
example.html
[Accessed 5 October 2015].

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