COMPUTER SHOP INVENTORY MANAGEMENT SYSTEM

Ajinkya Garde
ajinkyagarde8@gmail.com

Garima Garg
garg13476@gmail.com

Gaurav Kalwani
gauravkalwani15@gmail.com

Guide: Mrs. Ankita Agrawal

mittalankita21@yahoo.com

Department of Computer Science and Engineering

Sushila Devi Bansal College of Technology

Abstract

Businesses today are growing at an alarming rate. However, opening a new store is not that
easy. One of the significant tasks is to maintain the inventory of the shop. Computer Shop
Inventory Management System is software that deals with managing inventories (records) of
Computer Hardware Shops. It streamlines manipulation of the stock details, providing the
shop owners with the ease to store product information. Earlier, they used to maintain a
manual entry of products in spreadsheets. This increased the complexity in handling records
and led to extra labor cost for keeping up the inventory. An inventory management system,
apart from maintaining stock status and product reports, generates computerized bills for the
customers and updates the stock automatically for the shop owners to make stock report at
the end of the day.

1. INTRODUCTION

An inventory management system deals with managing the inventories of small scale as
well as large scale businesses. The process of maintaining the information of the stock at
one stretch is complicated. If you want the information once obtained about the inventory,
it should be made available even the next time when you need that information. At this
situation, the inventory management system comes into the picture. The project is built
entirely at the administrative end, so the access to the software is provided to shop
owners/administrators only.

The computer shop inventory management system consists of a database that can maintain
details of various computer hardware shops. It effectively controls the records of products
in the shop and helps to update the stock status every day. The software would be able to do
the following tasks:

 Add, update, delete, and modify products in the stock. The shop owner can use the
software to make entries of products, update the details of a product, and remove the
products that are no longer available or out of stock, and change their specification if
required.
 Generates a bill for the customers after they make a purchase. The software
makes computerized bills for the customers when they enter a particular product and
quantity for purchase.
 Updates stock status after every transaction. When an item is sold, the software
updates the stock and reduces the sold quantity from the total items.
 Generates a stock report for the shop owner in a tabular format. Produces a
summary of available stock for the shop owner to review and place orders for the out
of stock items.
Once inventory management software started spreading through stores, manual inventory
management became less practical. Writing inventory data by hand on paper was replaced by
entering information into a computer by hand. Starting in the early 2000s, inventory
management software progressed to the point where businessman no longer needed to
maintain a manual register but could instantly update their database with the help of
technology.
2. PROBLEM DOMAIN

With an increasing amount of information in a computer hardware shop, it has become tough
to manage the records for shop owners. After each transaction, they had to make a manual
entry in their register and mark the hardware items they have sold. Again, to check the stock
status, they have to go through each record in the register and count them one-by-one. Even,
for making changes in the documents or deleting items, a new list has to be made to avoid
ambiguity and redundancy. This resulted in redundant tasks and wastage of time.

The computer shop inventory management system eliminates repeated tasks and provides the
shop owners with a computerized inventory to store and manipulate their hardware product
details. It keeps track of all the items in the computer hardware shop, including sold,
available, and out-of-stock items.

The objectives of the proposed project are:

  Monitor both the sales and the storage details of hardware items in the shop.
 Addition, Deletion, Modification, and Updating of items.
 Process customer orders and create a bill.
 Update the inventory and available stock.
 When there is stock out, report the shop owner in the form of a stock report generated
after every sale.

3. SOLUTION DOMAIN

Requirements

The proposed work is required to do the following:

 Store information about the new entry of the inventory.

 Maintain the quantity of items.
 Maintain purchasing records.
 Update and delete the record.
 Search items as per the needs.
 Generate stock report.
 Security system to prevent the data.

To meet the above-mentioned requirements the computer shop inventory management system
incorporates a database that holds the details of hardware items in the shop. With the
implementation of MySQL and DBMS concepts, the administrator/shop owner would be able
to append, remove, modify, search, and synchronize their inventories.

The best part, the shop owners can perform those functions with the help of a simple-to-use
User Interface. We have used Java Netbeans to provide them with a user-friendly platform to
effectively use the software. With the help of just a few mouse clicks, they will be able to
generate customer bills, update their stock, monitor everyday sales, and make a status report
for reference to refill the stock.

To connect our database with the front-end UI, we have integrated JDBC (Java Database
Connectivity) to make both the ends interact with each other seamlessly. Using JDBC, we
developed a path for information to flow to and from the database and UI.

4. SYSTEM DOMAIN

Hardware Requirements:

Machine x86 (32-bit)

 Processor 1.2 GHz and above

RAM 500 MB

Mouse Microsoft or compatible

Hard Disk 200 MB

Software Requirements:

Operating System Windows 7 and above

Design Tools Netbeans IDE 8.0.2

Front End Java AWT

Back End Java Server

Database MySQL

Connectivity No internet requirements

5. APPLICATION DOMAIN

As this is generic software, it can be used by a wide variety of Outlets (Company, Retailers,
Wholesalers, and Shop Owners) to automate the process of manually maintaining the
Records. The administrator can use inventory management software to reduce their carrying
costs, effort, and time. Also, the administrator can update the inventory level at any point in
time according to the need.

The software completely removes the possibilities of human error in the physical
management of the Inventory. The software is used to ease manual work and provide help
with various aspects of Inventory management.

6. EXPECTED OUTCOME

Inventory management software is used for a variety of purposes, including:

 Maintaining a balance between the inventories.

 Tracking inventory as it is transported between locations.
 Keeping track of product sales and inventory levels.
 Cutting down on product obsolescence (outdated) and spoilage.
 Automated inventory bill calculation just by filling the cart.
 Avoiding missing out on sales due to out-of-stock situations.
 Manage details of Product-category, Customer, Stock, Inventory, Products, and Sales.

Project Coordinator

Mr. Sanket Gupta

Mrs. Poonam Khandelwal