Central Luzon State University

College of Engineering

Department of Information Technology

Sales and Inventory Management System for Pares Garage

“In partial fulfillment of the requirements in COMSCI 321- Systems Analysis and Design

Submitted by:

Jonas Karlo L. Manigbas

Keen Reyes

Jaybie Benedicto

Joshua Muan

Jeff Angeles

Joseph Reyes

Dan Marquez

Date Submitted:

April 8, 2019

Submitted to:

Ma’am Gemlyn Inocencio

 CHAPTER I

INTRODUCTION

The used of manual processes in business has lessen since the grow

of computerized and automated systems through the use of modern technology. In

fact, in today’s society the use of computer-based business system has become

usual all throughout the developed and developing countries around the world due

to the increased productivity and efficiency of the processing of data.

Pares Garage is a business that was established in year 2018 as a business

enterprise that deals in the sale of food. Located at Bukang Liwayway, Brgy.

Bantug, Science City of Muñoz, Nueva Ecija. According to business’ profile, “the

mission statement is to is to Increase customer satisfaction and loyalty by

providing the fastest and most accurate service, the freshest products, in the

friendliest and cleanest environment. We accomplish this through teamwork,

communication, honesty, fun and sharing experiences as we all grow together.”

Like some other establishment, the business does their physical counting of

stocks manually. Technically, Pares Garage is using only manual listing for records

that may cause duplication of documents and work redundancy. Some of the

common problems encountered by the management in using the manual system are

records that are unable to be found, its organization and storage. Using

computerized sales and inventory system allowed much accuracy in saving the

important data of the business, proper organization of record as well as keeping the
 gathered data to be stored in a database. The proposed system gave more accurate

and secure records of the sales and list of products and transactions, which is more

reliable and faster.

In the case of Pares Garage they are currently using the manual sales and

inventory system wherein computing for these are done manually. But in dealing with

these transactions, accuracy, reliability and speed of human skills in performing these

transactions are limited because clerical errors

are often inevitable. Because of these, we propose a system of sales and inventory

management. With the Pares Garage, the tracking of sales, controlling of inventory,

recording of products, and searching, will translated into an automated process which

considers speed accuracy, orderliness, and maintainability of the system.

I. Problem Domain

A. Statement of the Problem

Pares Garage is currently under the traditional file processing system,

which causes problems to the owner in keeping records manually and finding

specific records whenever needed. In short, the records are not organized and

isolated from each other. Therefore, it results to complication in retrieving the

data. All the payment transactions of the customers and daily sales of the drinks

and foods offered by the restaurant are being recorded manually by the cashiers in

the record book. Pares Garage basically operates manually and have several
problems facing them and which reveals a number of problems as shown on Table

1.

Table 1. Problem Issues

PROBLEM WEIGHT

The recording of sales and cash received 5

are done manually on a book that

appears rough. Thus, the books are

exposed to physical damage, information

can be lost and dust particles are

accumulated

The control system is time consuming, 4

less accurate and less efficient, and the

environment is not user friendly

The manual system is quite tedious and can be reduced or eliminated with

the introduction of the proposed system.

A. OBJECTIVES OF THE STUDY

General Objective:

The main objective of this study is to design and develop Sales and

Inventory System that will assist the Pares Garage in managing their sales and

inventory processes.

Specific Objectives:

1. To record the daily sales of the drinks and foods;

2. To monitor the incoming and outgoing stocks.

3. To give security to protect the important information of the business; and

4. To give income report for daily and weekly sales report.

B. SCOPE AND DELIMITATION OF THE STUDY

The Web-based Sales and Inventory System of Pares Garage has

its system requirements. First, the system has security to protect the

important information from unauthorized access. Second, it handled

the files, records and important data of the business. Third, it has a

module that will handle the inventory of the products. And lastly, it

generated reports, such as daily and weekly sales reports to monitor

the cost of the effectiveness of the business and inventory reports of

products.

On the other hand, there were things that cannot be covered by the

Pares Garage Sales and Inventory System. The system cannot transact

with the use of credit cards.

C. SIGNIFICANCE OF THE STUDY

The importance of this study is to provide easy-accessed system for Pares

Garage. The Sales and Inventory System will give more accurate and secured

records of sales and list of products and transactions, which is more reliable and

faster.

For the admin, it will minimize the manual work in recording and updating

the inventory as well as managing the adding and monitoring of stocks.

 For the staff, it will increase their productivity because the system will help

them minimize their time in their daily sales transactions of the customers, such as

recording of orders.

C. Expected Outputs and Beneficiaries

The study will help the prospects of the economy as a whole as it improves

the capabilities and competitive advantage of the business’ service.

Furthermore, it will also give efficiency and reliability to Pares Garage.

Based on the study, the system will help lessen all the manual processes

of the business that can lead them to be better. Through the system, they can

easily manage the whole business which is their main problem before.

Having the system can make their everyday hassle free and error free.
 CHAPTER II

REVIEW OF RELATED LITERATURE AND EXISTING ALTERNATIVES

As stated by Globe Business Philippines, with just a few keystrokes, you can track your

supplies using Globe's Inventory Ordering System. The cost-effective and highly innovative

inventory management system gives you instant access to stock levels, allowing for timely orders

and zero wastage. What the Inventory Ordering System does is to allow you to order supplies

based on the most current data. This minimizes overstocking and at the same time, frees up

resource for more urgent needs. The Inventory Ordering System gives you better control over your

supply chain, affording you the convenience of being able to place orders online or via SMS. And

because the system is automatically generated inventory and sales reports, your employees will

have less paperwork to file and more time to focus on the operations.

KONEK.com management once said, "Manual method is very hassle and time consuming

process of inventory. It has many drawbacks as there are many mistakes while recording large data

and it is disturbing some important transaction sometimes." Upon hearing this, the researchers

developed a system, which will help the management keep record of inventories in systematic way

and help them produce report about the inventory or stock currently available in their store in

automatic way. Through this, the hassle and commit mistakes while recording large data could be

avoided. Also, the work of the management and time consume during inventory will be minimize.

Audra Bianca of Demand Media says, using Sales and Inventory Monitoring System, a

company makes strategic business decisions regarding raw material purchases, production

scheduling, pricing, logistic and other decisions in the supply chain. Sales and Inventory data

enables the company to increase or decrease production in the factory. So, the company would not
have too many finished goods stored in its warehouse. The Sales and Inventory Monitoring System

collects data to aid in production scheduling. For example, some systems use recent sales data to

forecast how many of a type of product will be needed to meet consumer demand in the near future.

This includes monitoring the levels of a product at all locations. A good example is a global

company with customers all over the world. The customer may live in Japan, but the system must

see if the warehouse in Canada has a product available to ship to Japan.

Kim Ivory Santiago stated that, Sales and Inventory System is a software-based business

solution used to track simultaneously the sales and activity and inventory. Manufactures and trade

resellers can both benefit from a thorough solution, where single transaction entry records

necessary details on customer, products purchased, price and date, while also updating inventory

levels. Using computerized Sales and Inventory Systems allows much accuracy in stock and

product management. They encourage ease of interaction between employees and shoppers as

transactions are processed and items move from the business to the consumer. Computerized sales

help provide better insight into which products are most popular. It also allows for enhanced

marketing, stocking and oversight of critical sales objectives.

Gail Lavielle says that the Inventory System records the quantity of items sold as items are

purchased. The computer system at Wal-Mart constantly keeps up with additions or deductions

from inventory and tells management what items are on hand. The organization also conducts

counts of employee manual counts of inventory periodically. When an item arrives at Wal-Mart

distribution centre, it is scanned into the inventory system. When the items are purchased by the

consumer, the point-of-sale system reduces the inventory from that purchase. According to Wal-

Mart's Gail Lavielle, a leaner inventory will help clear out store clutter and help Wal-Mart focus

on specific brands and products that consumers want (The Associated Press, 2006).
 Celkon Mobiles stated, Celkon is one of the leading manufacturing companies in India.

They have pioneered mobile phone solutions and wireless technologies in India. Celkon caters the

increasing smart needs of mobile users across the world. They forte lie in providing innovative

mobile technology to every customer. Sales Monitoring System focus is to excel and provide the

user with best designs paired with unmatched technology.

CISS Specialist says, Inventory Pro's Purchasing System allows ordering, tracking, and

receiving both inventory items and assets. It also provides the ability to browse purchase orders,

list currently outstanding purchase orders, and generate reports based on purchase orders. Like

most parts of Inventory Pro, the Purchasing System can be customized with logos, messages,

fields, and terms to adapt it to your specific business. Some key features of the systems are the

following: Purchase Assets or Inventory Items, Purchase Order Approvals, Delivery Schedules,

Inbound Appointment Scheduling, Suppliers Catalogue, and Supplier History.

The U.S. Small Business Administration (2010) says, "Inventory refers to stocks of

anything necessary to do business". Its publication describes what constitutes successful inventory

management, balancing cost versus benefits of inventory, include: maintaining a wide assortment

without spreading the rapidly moving items too thin, increasing inventory turnover without

sacrificing performance, obtaining lower prices by making volume purchases, and maintaining an

adequate inventory without an excess of obsolete items (Jam, March 2011).

US PubMed.gov says, factors involved in computerizing the purchase and inventory

control functions in hospital pharmacies are described. When initiating an automated purchase and

inventory control system, a feasibility study should first be conducted to determine the extent of

automation needed to develop a cost-effective system. The design of the system will depend on

the extent to which the department of materials management is involved with other hospital
departments. The advantages and disadvantages of decentralized versus centralized system are

discussed, and criteria for selecting hardware and software vendors are presented. A return-on

investment analysis should be performed to validate the benefits or savings expected from

implementing the new automated system. Factors to consider during implementation of the new

system and future developments affecting purchase and inventory control systems, such as bar

coding, are discussed. With the current concern about rapidly rising health-care costs and the need

to enhance productivity, the development and implementation of automated purchase and

inventory control systems are important strategies for institutions to pursue now.

EAHM (2013) stated that, Sales and Inventory System plays an important role. It is used

to track all the transactions made by the business and responsible for monitoring the items supplies.

All the business transactions must be properly recorded and must be fully secured by password. A

computerized system is the best solution and most innovative answer for their needs.

Computer-based Sales and Inventory System helps businesses maintain profitability.

Without a system, the establishment will have their money lost on inventory without being aware

of it. They will not even realize that the establishment bought too much or not enough. These

related literature and studies helped the developers to conceptualized the system that was created.