TITLE DEFENSE FORM

SECTION BSIT32C GROUP NO.

LEADER De Castro, Janson L.

MEMBERS Gatchalian, Elhinor M.

Ramos, Arniel B.

Santos, Christian P.

DATE 03-07-17 TIME 10:30am-12:00nn ROOM 211

TITLE NO.: ___

I. GENERAL SUBJECT AREA: SOFTWARE DEVELOPMENT

II. SPECIFIC TOPIC: SALES AND INVENTORY USING BAR CODE SCANNER
FOR M. BUILDERS HARDWARE INC.

III. DEFINITION OF THE TOPIC:

3.1 Project Context

The advantages of new technology gave way to easy and hassle free interaction
between and among humans. Information Technology is a great tool for the improvement
and advancement of businesses. In business like merchandising, 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. A computerized system is the best solution and most
innovative answer for their needs. Sales and inventory system of stocks that are done
manually actually requires a lot of time and effort. Using a computerized system as an
implementation of computer technology would make it more advantageous.

M. Builder is located at 34 M.H Del Pilar St. Mabolo, Valenzuela. It is one of

many hardware and construction supply stores in Valenzuela. It was founded by Mr.
Alberto P. Mariano together with Mr. Albertos youngest brother Mr. Armand Mariano
and it was operated since 1982 and the hardware is continuously growing. Before, Mr.
Simplicio Mariano, the grandfather of Alberto and Armand, has a carenderia and a
poultry supply. From having a poultry supply it grew and became a small hardware
namely Mariano Hardware. It is the main branch of M. Builders which was located at
Barangay Polo. The hardware sells electrical supplies like wires, bulbs, etc. Sooner, Mr.
Armando Mariano take care the business of his father. From Mariano Hardware, Mr.
Armando changed the name of the hardware to A.B Mariano Hardware. The business
shows improvements that is why Mr. Alberto decided to add more products like
construction supplies such as cement, steel, gravel and hallow blocks. The business also
gives services like delivery and renting of products such as construction tools. Mr.
Alberto took care of the business after his fathers death. As Mr. Alberto handles the
business, from A.B Mariano Hardware it became A.P Mariano Hardware. On March
2016, Mr. Alberto established a new hardware. The new hardware was named as M.
Builders Hardware. M Builders Hardware serves as the second branch of A.P Mariano
Hardware. The hardware was managed by Mr. Armand Mariano. M. Builder Hardware
opens from Monday to Saturday, 7:00AM to 6:00PM. Every Sunday from 7:00AM to
12:00NN. The hardware composes of a cashier, a driver and two helpers. The hardware
has 12 suppliers. The Cashier is in charge of checking the inventory of the products. Mr.
Armand is the one who do the computation of sales per week.

The company keeps on expanding and as it keeps on growing the company

encounters problems. Because of the manual and traditional process of transaction, it has
a great impact to the sales and inventory of the company. The inventory of the items is
only based on the items that were sold and it is all written in a log book. There were cases
that the helper forgot to write the sold item. At the end of the day, the items listed in the
log book will be sum up by the helper and so it will be match from the cashiers sales log
book to check if the cash that flows in is tallied from the sales of the cashier.

The hardwares current business process is that when the customer orders an item
the so-called helper will take the order. It will be written in an ordering slip but there
were also cases that the customer already has the list of orders. In that case the helper will
just check all the listed orders if it is available and if it is the helper will now prepare all
the orders. Same with the first one if the helper takes the order from the customer.
Afterwards, the helper will double check if the items are correct by showing it to the
customer and by that time the tests will be done to the items. Afterwards, the payment of
the customer and then give change if there is any. Then release the item to the customer.

The company has also discounts to its customers but it depends on the owner-
customer agreement. They allow returning of items and exchanging of items but still it
depends on the owners permission to exchange items. But if the item is really
unreturnable it will remain the way it must use to be. The company offers a delivery to
the customers just like for the items scho. But if the customer orders in construction
supplies. The customer will tell to the cashier 1`11the address for delivery of the products
they ordered, the payment of delivery is based on how near or far the location of the
customer. When the customer wants to cancel the delivery, the business has also the
cancellation of order, and then the delivery supply will be transfer to another customer or
maybe turn it again in the store. The delivery is also seasonal; if it is rainy season they
dont have to deliver because the delivery was not demand.

In the process of suppliers delivery from Camanava to the address of M. Builders

Hardware, the owner usually needs a supplier every week so from Tuesday they will ask
the supplier to deliver their supplies in delivery of product is always in 3 days so they
will bring it every Thursday.

The business has also a renting and reservation of construction tools like cement
mixer, plate compactor, water pump, and steel cutter. In reservation, the customer will
have reserved via walk-in or call. In renting the time of rent is 8 hours also can extend the
time. Requirement in renting for the customer is valid I'd and also half down payment in
the renting price.

In inventory, the product cashier was always check the product sold and the stocks
it is written in a Logbook, so there was a product that the cashier didnt check; the
priority in checking was the construction supply. In Inventory of Construction Supplier,
they count white sand and gravel they count per cubic; cement is per bag; in steel is per
stick and in hollow blocks is per pieces and by sizes.

In Sales, Mr. Mariano check sales every week he was checking if the product sold
was already tally to the total sales of the week. It is written in a Logbook.

In Business Rules, in delivery the hardware has standard operating procedures in

the receipt, they have a three copies of receipt which is designated by a color: in white
receipt, the customer have a fully paid the purchased product; in yellow receipt, the
customer has a partial payment of the purchased product or COD (Cash on Delivery) and
in pink receipt, it is for the copy of the cashier that serves as proved for customer that
purchased. In the receipt, there is some information that needs to write by the cashier:
Name of the Customer, Address, and Contact No., Quantity of order, description and total
price. and the cashier will counter check if the order is correct.

In the delivery of items the helper will bring the items to the truck within 15
minutes and then the delivery of product is first-in, first-out. After the bringing the items
the helper will check if the number of the items the bring was right.
 In the delivery of ites to the customer, the helper need to find the the customer or
the person who will receive the delivery and after that the helper will take out the
delivery to the customer then the helper will count the item delivered in front of the
customer then after that the helper will double check the truck if they missed a product or
there are other items in the truck.

This policy was strictly enforced and implemented in their business and it is
approved by the owner of the M. BUILDERS.

Problem:

Inaccurate sales and report

Time spending in creating sales

Manual recording of inventory

It is not totally monitor if the company is gaining in profit

There is in security nor control the record of the product records

Reports does not have definite schedule

Unable to monitor near expiry product from the newly delivered products.

Inventory monitoring takes a lot of time

Inability to monitor product mobility

They cannot monitor the inventory

Sales and inventory are written in a logbook that can cause of loss of information

3.2 Objectives of the Study

3.2.1 General Objectives

The general objective of the study is to develop a Sales and Inventory

System using barcode scanner for M. Builders Hardware.
 3.2.2 Specific Objectives

These are the following specific objectives of Sales and Inventory Management
System for M. Ayroso Lumber and Hardware Inc.

1. To create a system that can monitor and secure the inventory of products.
2. To create a system that can generate reports for daily, weekly and, monthly
sales.
3. To improve the transaction process using barcode scanner that can provide
information in the product.

3.3 Purpose and Description

The following individual will benefit on this study.

3.3.1 The Owner

The study will benefit the owner by the help of the system they will improve their
business process.

3.3.2 The Company

3.3.3 The Employees

The system will help the cashier to monitor all the stocks and make task easier in
transaction.

3.3.4 The Customers

The customers also benefit by lessen their time of queuing and the time of the
ordering.

3.3.5 The Proponents

The study will help the proponents to test and enhance their skills in programming
and documentation.
3.3.6 The Future Researchers

The study can be a serve as a reference for the future researchers that will
conduct a research about this study.

3.4 Scope and Delimitation of the Study

The project will now be able to monitor the sales and inventory of the company
and mobility of there products

Faster sales transaction with the use of POS

Accurate generation of reports.

Handle return products easier.

Limitations:

The project cannot identify defective products

It cannot accept credit cards for the customers payment

The system will not provide an automated payroll for the employees.

The project will not keep record of the customers details.

Only authorized personnel can access.

This system does not need internet to run.

Scope & Delimitation:

The user will log in the system; there are two types of user. First is the
administrator, the one who is authorized in entire process of the system and the one who
is able to see the sales, inventory, security, access rights of the employee or cashier and
maintenance of inventory and sales system. And the second is the cashier the one that has
a limitation in the system, the cashier can view and maintain the inventory but it cannot
see the sales of the owner. After log in, the user can see the information in inventory of
products which the user can add, update and delete information about the products.
Barcode scanner is use to identify the details of the product and also it is used for
transaction for the customers ordered product. Barcode scanner helps the transaction to
have an accurate information about the product ordered by the customer. It has also a
cancellation of order and the system has also ability to remove the item ordered by the
customer if they want to remove. The user can also see the status of stocks in inventory, it
will notify the user if it is on critical level of stocks. The system has a transaction process
in supplier's delivery, which the user can view the suppliers information and receiving
process of the delivery. In customer's order the system can also generate receipt using
thermal printer. And in delivery of products in the customer, the user can view the
schedule of delivery, the item will deliver, and the information about the customer. In the
sales, the user can view the weekly sales by graph report it has automatic computation of
sales daily, weekly, monthly and annual and also the user also can view the sales by
specific date. The system also has an audit trail to track the behavior and changes of the
user in the system. The administrator is authorized in adding account. In access rights the
administrator will limit the employee or cashier of what they can access in the modules of
the system, if the user does not know the process of the user it has a help menu that is
animated to have an instruction on how to use the system. It has also a suppliers
information and also the information of received products from suppliers. It has also a
backup and restore save the history of information in databased. The transaction process
is automated because of the barcode scanner and the printer for receipts. All data of the
hardware will be stored in a database which provides organized and secured storage of
data.

In developing the Sales and Inventory using Barcode Scanner for M. Builders hardware,
the proponents will use the software Microsoft Visual Studio 2010. And MYSQL will be
use in storing data in the database of the system.

The delimitation of the system is it does not accept credit or debit card as payment of the
purchased item.

Editing(product code: name: price: stock: can set critical:)

 The user can view the daily sales of the hardware by specific date, the user can
see the specific sales within that day, also in weekly sales report by graphical chart,
detailed information, and summary of sales.

It can maintain supplier's information, customer's information, and inventory

records. It can automatically compute sales transaction and generate reports and
inventory with more accurate information

The system does not cover credit card transactions. It only accepts cash payments

The system can generate reports by exporting it on Excel.Also can print reciept
using printer

Billing TRANSACTION?

Invoice no.

Invoice date

Customer ID

Customer Name

We can see the purchasing details

Can generate receipt using thermal printer????

Barcode generator (sticker or computerized) Model ????

In access rights the administrator will limit the employee of what they can access in the
In Security it can monitor the detail of action of the cashier like when they adding,
deleting and updating and also who is logging in the system (real time action, Audit
Trails,user_log)

Supplier Process??

*suppliers information(add,Edit,Delete)

*received products by supplier

Rental Process??

Delivery Processs??

*customers information

Add Account??

Backup and Restore??

HelP??

(*Define each tian..)