THE

FLOORING
SHOP
Introduction
Through its well design and modern 4,000 sq ft showroom located in the heart of the commercial area
of the capital, Batimex offers a wide range of international up-market brands in laminate flooring.
Established in 1992, Batimex has expanded its activities from installation to delivery. The shop is
operated by approximately 25 employees, 10 of whom concentrated on the services like delivery and
installation. It is concerned with the ordering of goods, receipt and credit of payment and inventory
storage.

Problem Definition
Despite several recent procedural changes, problem still exist for ordering process that indicate the
need for further, more dramatic changes in the current system. The main problems center around the
present manual record-keeping procedures. All filing and record-keeping are done manually by several
employees. For instance, both customer inquiries and payment slips are stored in physical paper files
under data indexes. Consequently, documents are easily lost or misfiled. This also reduces the ability to
respond to customer inquiries. The enormous volume of paper work generates inefficiency an
disorganization. As the department is going to enlarge and the nature of manual work is so tedious, the
potential for errors is great. As stated by one employee, “the idea of future growth under this system is
frightening.”

Goals and Consideration

The manger is considering a computer installation for sales ordering process and inventory control also.
It will provide an online update of the inventory. This area is extremely important to make sure that as
goods are sold, they are deleted from the inventory file. At the same time, the system will generate
orders to replenish stock goods and show the dates of arrival.
Facts Findings

Interview
1.Since how many years is the business operating?
Answer:

2.What does the business deal with?

Answer:

3.What kind of system is the business using?

Answer:

4.What are the objectives set by the business?

Answer:

5.Is the current system helping in the achievement of the business objectives?
Answer:

6.How many employees are there in the business?

Answer:

7.Who are the persons who run the present system?

Anwer:

8.What are their job functions?

Answer:

9.What are the information they require for their work?

Answer:
 10.What are the relationships of their work in the existing system?
Answer:

11.What are the procedures used for performing tasks and works schedules?
Answer:

12.What is your opinion about the implementation of a computerized system?

Answer:

13.Would you like to see a computerized approach to solving your accounts receivable problems?
Answer:

14.Do you think that a computerized system will help in the achievement of the objectives as well
as the goals of the business?
Answer:

15.Why do you think so?

Answer:

16.In your point of view, will the employees be able to work with a computerized database system?
Answer:
Justifications for choice of technique
What is an interview?
An interview is a face to face interpersonal rôle situation in which a person called the interviewer asks
a person being interviewed questions designed to gather information about a problem area.

The reasons for choosing interview method are:

• It is rather a flexible technique where further questions may be asked to have an indept
understanding of the subject matter.

• Many people enjoy being interviewed and usually coorporate in a study where they have to talk.
Interviews ensures a higher response rate compared to, like for instance questionnaire.

• This method of data gathering makes it possible to observe not only what interviewees say but
also how they say it. This offers a better opportunity to evaluate validity of information
gathered.

• It allows the people concern about the business to express their own opinions and point of view
about the current system in used and how this can be improved or changed in order to meet the
objectives and goals set by the organisation.
 Context Diagram

0.0

Customer order Flooring Delivery of goods

Shop Customer
Customer Invoice ordered
Informatio
n
System

Deliver
y Purchase
Of new Order
Goods
For
Stock

Supplier
 Physical DFD

D1 Order File

Order to be
delivered
D Stock File
2
D1 Order File 3.0
Update
Stock Shipment order
Record Details Shipment
Order Process
manually 2.0 Decrease stock after
1.0 shipment
Customer Manually Accepted
Customer Update
order Process order Showroom Order Deliver
Stock
Order For shipment y
Of order

Reject order Customer

Receive Send
Requeste Request
d order Payment
Payment to
order Of
supplier
customer
Supplier invoice 4.0

Payment Accoutin
Recieved and g
D3 Acounting File made Process

Account details
 Logical DFD
8.0
Reorder Reorder
Stock Back Order
D4
Process data
New
stock
ordered
D1 Order File D2 Credit File D3 Stock File

Order Detailed
Details level of stock
1.0 2.0 3.0 4.0 Shipment 7.0
Fully
Accept Check available Order
Customer Customer Process Order Check Order
Update
order Order Credit
order
Availability
order Stock Details Showroom

Invoice
Reject Order Send Deliver
Partly request request Deliver
available y
Invoice for Part Order order Supplier
accepted order
5.0 Issue
purchase
Split
Back Order order Payment
D4 Order
6.0

Accounting
Process

D5 Accounting
File
 Exploded Process 1.0

1.0

Received
Order 1.2
1.1 2.0
Customer Customer
order Reception Check Check
Check
Order Type
order Availability
Order

Record received
D1 Orderorder
File
 6.0 Details of
Payments
To be
made D5 Accounting
6.1
Payment to File
Records of
supplier Make payment made
Paymen 6.2
t
Supplier
Receive
Payment
Details of payment

6.3
Approval
Verified invoice Of
Payment

Approved Payment of order

amount
Supplier invoice Customer
D6
 8.0

Stock 8.1 8.2

Reorder Reorder
Available
D4 Stock File Analyze quantity Generate D4 Back Order
Inventory reorder data
data

4.0

Update
Stock

7
 Stuctured English
CustomerOrder
Obtain price per unit and details from stock file
ITEMTOTAL=Price_Unit*Quantity
GRANDTOTAL=ITEMTOTAL+(ITEMTOTAL*Tax)

If credit limit<GRANDTOTAL
Reject order
else:
Accept order
Then
Check availability ordered goods in inventory
If Qntity_Ordered=Unavailable
Then
Reorder new inventory
elif Qntity_Ordered<QntityInStock:
PartOrder=OrderedQntityAvailable
Updated_stock=StockBeforeOrder - PartOrder
BackOrder=Order-PartOrder
Then
Reorder BackOrder
OrderShipped=PartOrder
else:
TotalOrder=Order_Fully_Available
Updated_Stock=StockBeforeOrder-TotalOrder
OrderShipped=TotalOrder
Then
PrepareInvoice
Invoice=OrderShipped*SellingPrice
print Customer Name and Addres
print invoice
 Pre- Conditions & Post Condition
Pre-Condition 1
Amout of order does not exceeds credit limit in credit file
Amount of order=Quantity Ordered*unit-Price

Post-Condition 1
Customer order can be accepted

Pre-Condition 2
Amount of order ecceeds credit limit in credit file

Post-Condition 2
Customer Order is rejected

Pre-Condition 3
Customer order in order file available according to stock file

Post-Condition 3
Order can be sent to shipment

Pre-condition 4
Customer order in order file not available in stock file

Post-Condition 4
Reorder items from suppliers in reorder file

Pre-Conditions 5
If order sent to shipment

Post-Condition 5
Reduce stock and update stock level

Pre-Condition 6
If invoice in accounting file paid by customer

Post-Condition 6
Reduce customer amount due by payment received

Pre-Condition 7
If invoice in accounting paid to supplier

Post-Condition 7
Reduce supplier amount to be paid

Pre-Condition 8
If payment received from customer= amount due in accounting file

Post-Condition 8
Deliver order to customer
 Data Dictionary
Customer Order=Order Number+Order date+Customer Name+Customer Address+Customer
Phone Number+(Customer Fax Number)+Order details+Amountof order

CustomerName=First Name+(Middle Name)+Last Name

Customer Address=Street+(Block Number)+City
Telephone=Local Number
Order details=Quantity Ordered +Descriptions+size+colour+price per unit+tax

Purchase Order=P.O Number+P.O Date+Quantity Order+Item Name+Supplier Name+Total Amount

P.O
Supplier Name=Name Business

Invoice to Customer=Invoice Number+Invoice Date+Order Number+Customer Name+

order Details+Amount of order due

Invoice from Supplier=Invoice Number+Invoice Date+Order Number+Supplier Name+Order

Details+Amount of order due
Order details=Quantity ordered+Descriptions+size+colour+price per unit+tax

Payment=Customer Name+Amount Due+Payment Details[check/cash]

Delivery notes=Note Number+Customer address+Delivery address+Delivery person Name

Delivery address=Street+(Block Number)+city
Delivery person Name=Firtst Name+Last name
 ERD

City
Street

Middle State
Address
Last Price
First A/C No Date
Phone No
Shipping
Name Number Cost
ID
Email
Add

CUSTOMER Places ORDER

Contains

Received
SUPPLIERS PRODUCTS
from

ID
ID A/C No ID

Email Qty on
Name
Add Hand
Name
Price
Address Phone No Type
Office
Size Model
Street State
Fax Colour
City Shape
 Database Design

PLACES
Customer Order
Phone Email
No Add
ID Name Address A/C No ID Date Price
Shipping
ID Cost

10001 M.N.Smith 10,V Vacoas 54456 6965487 smith@live.com

O97 24.12.03 200.00 350.00

10023 L.J.Jackson 2,R P Louis 67845 6895478 Jack@live.com O45 02.12.09 275.00 250.00

0124 14.05.08 250.00 270.00

10025 B.F.Moore 10P,Foreal 56321 6968975 More@live.com

065 12.02.09 275.00 350.00

10012 S.A.Bodha 4 AV,Rhill 6878 6981234 Boh@live.com

O56 05.11.09 275.00 270.00

 Order
Contains Products
Shipping
Date Cost ID Name
ID Price Price Qty Type

O97 24.12.03 200.00 350.00 M14652 Bamboo 30.00 100 Bamboo

O45 02.12.09 275.00 250.00

T654122 Nebraska 24.00 18''x18'' Carpet Tiles

0124 14.05.08 250.00 270.00

t654516D Broal 26.00 30X20 Marble

065 12.02.09 275.00 350.00

O56 05.11.09 275.00 270.00 S6855M Deko 24.00 12”x14” Carpet Tiles
 Receive
Products Suppliers
d
From Phone Email
Nam Address A/C No No Add
ID Name Price Qty Type
e

M14652 Bamboo 30.00 100 Bamboo

J&C 10,V PLouis 545112 4568956 J&C@live.com

T654122 Nebraska 24.00 18''x18'' Carpet Tiles

Deko 2,R Reunion 678222 4567245 Deko@live.com

t654516D Broal 26.00 30X20 Marble

Quinc.Ltd 10P,Vacoas 57846 7568934 QLtd@live.com

S6855M Deko 24.00 12”x14” Carpet Tiles

Esp Maison AV 12,Rhill 124645 4549875 Espm@live.com