Professional Documents
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Sales and Inventory System of Edmar Marketing
Sales and Inventory System of Edmar Marketing
3 March 2012
Print ISSN 2244-1468 Online ISSN: 2094-9626
doi: http://dx.doi.org/10.7828/aitr.v3i1.133
Advancing Information
Technology Research
Abstract
Edmar Marketing currently does its sales and inventory manually. As such,
it takes time to locate certain files for reports and the entries in the monitoring
sheet are not clear, thus, creating confusion. The project is an automated Sales
and Inventory System which has an array of functions involving sales and
inventory that can be of very big help to the company. It aims to make files
updated and easy to locate, hence, data and information become accurate and
orderly which may provide a faster alternative or means in doing the inventory.
The system inventory may also be harder to cheat because the coming in and
going out of stocks are recorded in the system. The warehouse personnel is
more accurate in their reports and can save more time by using the system.
Since the system user has saved time, the personnel in-charge can then be
more productive in terms of output which can be beneficial to the company.
Keywords
Sales, inventory, automated
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INTRODUCTION
Edmar Marketing is the sole distributor of the products of Rebisco Group
of Companies in Region 10. It started operating in November of 1990. It started
as a small-scale business and had only one truck to do the deliveries. Today,
EDMAR Marketing distributes not only REBISCO products but also that of its
sister company which is JBC.
Edmar Marketing covers the areas of Cagayan de Oro, Bukidnon, Lanao,
Gingoog and Camiguin. Every year, it acquires one or two additional delivery
trucks. The marketing arm has about 72 personnel and 26 units of trucks for
deliveries and route-selling distribution in the assigned areas.
Currently Edmar Marketing does its inventory manually. It has inventory
monitoring sheets which are filled up whenever stocks come in and delivered
out. Whenever a customer gets stocks, EDMAR provides the customer a
delivery receipt, keeps a copy of it and then inputs on the monitoring sheet
the stocks that are taken out. When stocks come in, the assigned personnel
inputs the number of stocks in the monitoring sheet and add it to the current
number of stocks. On Saturdays, posting is done, doing a balance between
the delivery receipts and the amount entered in the monitoring sheet. If the
total amount reflected in the delivery receipts does not come up to the same
amount entered in the monitoring sheet, a manual recount of stocks is done.
FRAMEWORK
The context diagram illustrates the structure of the Sales and Inventory
System of Edmar Marketing. It shows the relationship among the Administrator,
Warehouse personnel and the Customer. The system has inputs like the product
information, user information, customer information, order information and
order status. To access to the system, the user enters the correct username
and password. After the username and password validation, the user can add,
delete, edit and view depending on the transaction desired. The system has
several outputs like customer order report, payment summary and inventory
report.
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provide a faster alternative in doing the inventory and the process of coming
up with clear and accurate sales, and an inventory system that is non-confusing
and easier to understand. It also aimed to make an organized system that makes
the required reports easy and fast. Furthermore, files are easy to locate thru this
system. The project is Sales and Inventory System which uses Microsoft Visual
Basic 6.0 for the front-end and Microsoft Access for the back-end.
SIGNIFICANCE OF THE STUDY
The findings of this study will be beneficial to the following:
The Management of Edmar Marketing. The result can be used as a very fast
and easy alternative in keeping track of their sales and in doing the inventory.
By using the system, it is easier for the management to keep track of their
various business transactions.
The Warehouse Personnel. The warehouse personnel will be more accurate
in their reports, thus, will contribute to effectiveness and efficiency of the
establishment. The assigned employee can become more productive, since
they can do so much more than what is expected, thus, proving beneficial to
the company.
OUTPUT
Apart from the sales and inventory software designed for Edmar Marketing,
a documentation which includes the system description has also been done.
The documentation includes the database design and its specifications. A users
manual was also produced as a reference for the system user. Also compiled is a
complete program source code.
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Proposed System
In the proposed system, the customer gives the details necessary thru the
order form then submits the accomplished form to the warehouse personnel
who will input the same into the system. For the delivery, the supplier gives
the delivery details to the warehouse personnel and the system user inputs
the details into the system. The management can then generate reports thru
access to the system.
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Project Design
Entity-Relationship Diagram
265
Customer Transaction
E-R Diagram
266
Item Details
E-R Diagram
Order Entry
E-R Diagram
Delivery Details
E-R Diagram
267
Database Structure
The Edmar Marketing Sales and Inventory System uses Microsoft access
named SalesSystem as the database. It has several tables where various data
are stored. The database stores customers and users information. It also stores
details of the items which the company distributes.
Data Dictionary
tblBOWarehouseDet
DATA FIELD
NAME
DATA TYPE
SIZE
VALUE
DESCRIPTION
Date
Date/Time
Computer
Generated
ItmCode
Double
Not Null
Item Code
Allow Null
Not Null
Number of Items
ItmDesc
Text
50
Qty
Long
Total
Currency
WBONum
Double
Allow Null
Computer
Generated
Date
Total of BO
BO Number / ID
tblCustCM
DATA FIELD
NAME
Date
CustID
CustName
ItmCode
DATA TYPE
SIZE
Date/Time
Double
Text
Double
8
8
50
8
ItmDesc
Text
50
Packaging
Text
15
Price
Currency
268
VALUE
Allow Null
Computer
Generated
Allow Null
DESCRIPTION
Date
Customers ID
Customers Name
Computer
Generated
Item Code
Allow Null
Allow Null
Not Null
Item Packaging
Item Price
Qty
Long
Not Null
Number of Items
Amount
Currency
Not Null
Remarks
Text
50
CMNUm
Double
Allow Null
Computer
Generated
tblCMCustPending
DATA FIELD
NAME
Date
CMNUm
CustID
DATA TYPE
Date/Time
Double
Double
SIZE
VALUE
Allow Null
DESCRIPTION
Date
Computer
Generated
Computer
Generated
Customers ID
CustName
Text
50
Total
Currency
Allow Null
Not Null
Customers Name
Total Credit Memo
tblCMCustInactive
DATA FIELD
NAME
Date
DATA TYPE
SIZE
Date/Time
VALUE
Allow Null
CMNUm
Double
Computer
Generated
CustID
Double
Computer
Generated
CustName
Text
50
Total
Currency
Allow Null
Not Null
DESCRIPTION
Date
Credit Memo Number
Customers ID
Customers Name
Total Credit Memo
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tblCustomer
DATA FIELD
NAME
CustID
DATA TYPE
Double
SIZE
VALUE
Computer
Generated
CustName
Text
50
CustAddress
Text
50
CustContactNo
Text
15
CustStatus
Text
50
Allow Null
Allow Null
Allow Null
Allow Null
DESCRIPTION
Customers ID
Customers Name
Customers Address
Customers Contact Number
Customers Status
tblItem
DATA FIELD
NAME
ItmCode
DATA
TYPE
Double
SIZE
VALUE
Computer
Generated
Item Code
Allow Null
ItmDesc
Text
50
ItmQty
Long
Allow Null
DESCRIPTION
Item Quantity
tblItemDetails
DATA FIELD
NAME
ItmCode
DATA
TYPE
Double
SIZE
VALUE
Computer
Generated
Item Code
Allow Null
ItmDesc
Text
50
ItmPackSize
Text
10
ItmCasePrice
Currency
ItmPackPrice
ItmPiecePrice
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Currency
Currency
8
8
Allow Null
Not Null
Allow Null
Allow Null
DESCRIPTION
tblPayCash
DATA FIELD NAME
Invoice
DATA
TYPE
Double
SIZE
VALUE
Computer
Generated
Invoice Number
Computer
Generated
Customers ID
CustID
Double
CustName
Text
50
Allow Null
DESCRIPTION
Customers Name
Date
Date/Time
Computer
Generated
Total
Currency
Not Null
Total
Cash
Currency
Not Null
Cash Paid
Change
Currency
Allow Null
Date Paid
Change
tblPayCheque
DATA FIELD NAME
Invoice
DATA TYPE
Double
SIZE
VALUE
Computer
Generated
Invoice Number
Computer
Generated
Customers ID
CustID
Double
CustName
Text
50
Computer
Generated
Date Paid
Not Null
Total
Date/Time
Total
Currency
Bank
Text
35
BankBranch
Text
35
ChequeNum
Text
25
DateDue
Date/Time
Text
Customers Name
Date
PayTerms
Allow Null
DESCRIPTION
20
Allow Null
Allow Null
Name of Bank
Bank Branch / Area
Cheque Number
Allow Null
Allow Null
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tblSalesHeader
DATA FIELD
NAME
DATA
TYPE
SIZE
VALUE
DESCRIPTION
Invoice
Double
Computer
Generated
Date
Date/Time
Computer
Generated
Date Paid
Customers ID
Invoice Number
CustID
Double
Computer
Generated
Total
Currency
Not Null
Total
PayMode
Text
10
Allow Null
PrepBy
Text
50
Allow Null
tblSalesDetails
DATA FIELD
NAME
Invoice
DATA
TYPE
Double
ItmCode
Double
QtyOrdered
Long
Amount
Currency
SIZE
VALUE
DESCRIPTION
Computer
Generated
Invoice Number
Computer
Generated
Item Code
Not Null
Allow Null
tblSupplyDeliv
DATA FIELD
NAME
DelivNum
DATA
TYPE
Double
SIZE
VALUE
Delivery Number / ID
Delivery Date
Delivery Van Number
DelivDate
Date/Time
Computer
Generated
VanNum
Text
10
Not Null
Shipper
Text
25
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DESCRIPTION
Computer
Generated
Allow Null
Shipper
tblSupplyDelivDet
DATA FIELD
NAME
DelivNum
DATA
TYPE
Double
SIZE
VALUE
DESCRIPTION
Computer
Generated
Delivery Number / ID
Item Code
Quantity Delivered
ItmCode
Double
Computer
Generated
QtyDeliv
Long
Not Null
tblUser
DATA FIELD
NAME
DATA
TYPE
SIZE
UserName
Text
25
UserPassword
Text
30
UserFName
Text
50
UserAddress
Text
50
UserContactNo
Text
20
UserStatus
Text
15
VALUE
Allow Null
Allow Null
Allow Null
Allow Null
Allow Null
Allow Null
DESCRIPTION
User Name
Password
User Fullname
User Address
User Contact Number
User Status
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Restrictions/Limitation
The System rejects inputted records that do not have the correct format.
There are various formats for entries. They can be alphabet, numbers, or a
combination of both.
Performance Requirements
The Add function saves a record in the database of the corresponding
details added like user details, customer details, and item details. If there are
duplicate records, the system will inform the user that the record already exists.
The system allows the administrator to modify existing records.
EDIT / UPDATE
Process Narrative
This function allows the administrator to modify the records. Details
like Customer and User Addresses, Contact Numbers and Item Prices can be
modified by the administrator by going to the corresponding form, search for
the record to be edited and enter the correct details if necessary.
Restrictions/Limitation
Restrictions and Limitations in the ADD function also apply to the EDIT /
UPDATE function. Also, IDs and their corresponding Names cant be modified.
Only details like user and customer addresses, contact numbers, item pack size
and item prices can be modified.
Performance Requirements
The function must provide an option that cancels the modification before
it is to be saved in the database. The function should be able to locate the
file when the user searches for it, like search by ID or name, and display the
information on their corresponding textboxes; hence, the user has to press
the EDIT button and fields that can be edited will be enabled. After correct
modifications are done, the user can then press the UPDATE button and save.
By this process, incorrect modifications can be avoided.
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Design Constraints
Since this function will allow the user to modify records, it is limited to the
administrator. If ever incorrect, modifications are done which can be modified
again by the administrator.
DELETE
Process Narrative
This function allows the administrator to delete records from the database
permanently. After selecting the record, the details will be displayed in the
form. After pressing the delete button, the administrator will be prompted
to delete the record if he wants to. When confirmed by the administrator, the
record will be deleted.
Restrictions/Limitation
Only the administrator can use this function, just like the EDIT / UPDATE
functions.
Performance Requirements
The function must provide an option that cancels the deletion before the
record is completely deleted from the database. The function, like the EDIT/
UPDATE function, should be able to locate the file when the user searches
for it and display the information on their corresponding textboxes so that
the administrator has to press the DELETE button. After pressing the DELETE
button, the administrator must be prompted if the deletion is final. If the
administrator answers NO then no record deletion will occur.
Design Constraints
Since this function will allow the user to DELETE records this function is
only limited to the administrator. Unused records should be deleted so as to
save disk space. Deleted records can not be accessed again by the system.
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SEARCH
Process Narrative
This function allows the system user to search for records from the database.
The system user can search for record details by using the corresponding ID or
name. The user has to go to the correct search form and from there input either
the ID or name, to be able to search for the record.
Restrictions/Limitation
Both the system administrator and the warehouse personnel can use this
function. The string could be the first few numbers of the ID, first few letters of
the name or it could be exactly the same name stored in the database.
Performance Requirements
The search must be able to locate the correct files which should not take
so much time.
Design Constraints
This function has various search forms intended for the various records to
be searched. The customer search form is separated from the item search form.
REPORTS / PRINT
Process Narrative
This function allows the system user to search for a particular data and a
report will be generated so the system user can print it.
Restrictions/Limitation
The system user can only generate and print reports in the forms built by
the system builders.
276
Performance Requirements
This function should be able to display on the screen various reports, as
displayed on the reports menu. From the reports displayed, the system user
can then print the report.
Design Constraints
The format of the report will be built as part of the system, so only a limited
amount of formats are available. If the system user wishes for another format, it
will require a modification of the system.
Design Features and User Interface
User Login
277
Main Menu
Item Details
278
Customer Details
User Information
279
Search
Order Entry
280
Returned Stocks
Special Consideration
To ensure that the system is highly operational, the researchers added
special considerations:
1. A Login form where only system users input their username and
password. Only authorized users are allowed to use the system and only
administrators are granted full access to the system.
2. A mechanism that protects the IDs and username is employed, so as not
to be edited.
3. Providing options to the system user to go through with record
modification or deletion.
The System is limited to monitoring the incoming and outgoing stocks
of Edmar Marketing. It includes the sales to monitor the amounts that are
delivered out. Payrolls and employee commissions are not included in the
system.
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