Chapters

Saint Ferdinand College 1
Cabagan Campus, Cabagan, Isabela
CHAPTER I
THE PROBLEM AND ITS BACKGROUND
Today, business and establishment shift from manual
to computerization primarily because of the advantages
growth by the use of computer. Through the advancement of
technology, the computers exist. Because of this,
computers are great help for any form of establishment to
make work more accurate and fast on retrieval storage of
information. Another important development has been the
trend toward just-in-time inventory.
It is refers to the amount of goods a business keeps
available for wholesale or retail is called inventory. In
just-in-time inventory, the fir stocks only what I needs
for the next day or two. Many businesses rely on fast,
global computer communication to allow them to respond
quickly to changes in consumer demand. Inventories are
thus minimized and businesses can invest more in product
research, development and marketing.
Technology has played a prominent role in the
development of various industries; it has changed the
banking sector, changed education, changed the
agricultural industry, changed the entertainment world,

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Saint Ferdinand College

and restructured many businesses. The impacts of
technology cannot be measured because it is still changing
the way we do everything.
Sales and Inventory Monitoring System control
involves purchasing so that the company issued to the
availability of the right quantity of equipment at the
right cost when they are needed. The inventory controls
methods and it’s describe as means for determining an
optical level of inventory as well as how much should be
ordered and when.
Inventory system is an integrated package of software
used in house ware operations, and elsewhere, to monitor
the quantity, location and status of Inventory as well as
the related shipping a receiving processes. Inventory
System maintains information about activities that ensure
the delivery of products.
Our proposed computerize system, Sales and Inventory
Monitoring System of Nita’s Agricultural and Hardware
Supply, Culalabo, Sto. Tomas, Isabela aims to enhance
their performance comparing to their manual system. The
flow of their manual inventory system goes like this; the
cashier will look the record book to check and verify the
3

items and category if there are available stocks in their
storage room. After that, she will compute the stocks
remaining and compare it to the previous record. Then,
prepare summary of Inventory Report to be submitted to the
manager. The manager will compare the list of products
sold out to the remaining stocks.
History of the Company
The owner Mrs. Nenita B. Uy named this business after
her.
At present, the Nita’s Agricultural and Hardware
Supply has now three branches in Isabela. Their main
office is at San Mateo Tumauini, Isabela. The three
branches are at Cabagan, Sto. Tomas and Sta. Maria.
The daughter, Christina B. Uy is now the manager of
their main office. Her sons, Mr. Ronald B. Uy, Lorenzo B.
Uy, and Alvin B. Uy are also the managers of the
respective branches. 4
Organizational Structure
NITA’S AGRICULTURAL and HARDWARE SUPPLY

Organizational Chart
NENITA B. UY
OWNER
LORENZO B. UY
MANAGER
IRISH MALAZZAB
ROAN MARIANO
CASHIERS
BENJIE LAGGUI
MARIA MILLARE
ARIEL MATOL
DANIEL BERTO SALES CLERK
SALESMAN
LARRY FORTO CARDING BELOSA

CLASSIFIER/ LOADER OPERATOR
CHECKER
ENSU BAUTISTA RICKY MACATUGGAL

REY MAGAUAY NOLI GUIQUING
ALLAN CALIGUIRAN
DRIVERS
5
Theoretical Framework
In designing a system, it requires knowledge in
the task flow of gathering information in order to study
the possibility of computerizing them. System is very
practical to everyone since it can lighten the burden in
inputting and keeping records.
Research Paradigm
This Study divided in two (2) ways:
Phase 1 – System Analysis and Investigation
In this phase, the researchers studied the
possible problems encountered in making reports of sale
and inventory of Nita’s Agricultural and Hardware
Supply.
Phase 2 – System Development and Implementation
The center of this phase is on the development and
implementation of the proposed computerized Sales and
Inventory Monitoring System of Nita’s Agricultural and
Hardware Supply.
6
The IPO of the Proposed System

INPUT PROCESS OUTPUT

 Log-in  Adding  Sales and
 Category Product Inventory
 Product name information Monitoring
 Product  Searching system
Product  Inventory
quantity
information Report
 Product
 Updating
Supplier  Transaction
Product
 Date Report
information
Acquired  Recording of
product
 Installing
FEEDBACK
Reports to be generated:
 Daily Sales Reports
 Inventory Reports
 Transaction Reports/ Official Receipt
The three (3) boxes above, illustrates the input,
process and output of the proposed Sales and Inventory
Monitoring System of Nita’s Agricultural and Hardware
Supply, Culalabo, Sto. Tomas, Isabela. The three boxes
represent the following:

7
1. Input – This is the first box. It contains the
all the data that can be enter into the system.
2. Process – This is the second box. It is how the
system works. It manipulates the information the
data that will enter on the system.
3. Output – The third box refers to the delivery of
the result after its processing.
Statement of the Problem
This study aimed to propose a Sales and Inventory
Monitoring system of Nita’s Agricultural and Hardware
Supply, Culalabo, Sto. Tomas, Isabela.
Specifically, this study sought to answer the
following questions:
1. What is the present status and processes of
Nita’s Agricultural and Hardware Supply in
terms of:
 Monitoring the sales and inventory
 Calculating Sales
 Filing Reports
8
2. What are the problems encountered in Nita’s
Agricultural and Hardware Supply in terms of:
 Calculating Files
 Filing Reports
3. What are the possible solutions to address
the current problems encountered in managing
the sales and inventory of the existing
system?
4. What are the security and control measures that
safeguard the data in the proposed system?
Objective of the Study
The main objective of the study is to design a
Computerized Sales and Inventory Monitoring System for
Nita’s Agricultural and Hardware Supply. This study sought
to determine the Sales and Inventory monitoring in the
existing processes. The objectives of study are as
follows:
1. To assess the present status and processes of
Nita’s Agricultural and Hardware Supply in terms
of:
 Calculating Sales
 Filing Reports
2. To figure out the problems encountered in Nita’s
 Calculating sales
 Filing of Reports
3. To determine possible solutions to address the
current problems encountered in sales and
inventory of the existing system.
4. To determine the security and control measures to
safeguard the data in the proposed system.
Significance of the Study
The following directly benefited from the study:

Cabagan Campus, Cabagan, Isabela 10
Manager
It will help them easy monitoring of the stocks
available anywhere and anytime.
Cashier
This is the first person who will benefit on the
study of inventorying the stocks in a short span of
time.
Researchers
This study will provide a venue for the researchers
to apply the theories they have learned in system analysis
and development, programming and collaboration with other
researchers.
Future Researchers
The study will serve as a basis or reference
material for future researchers who will undertake
similar study.
Costumer
The study is beneficial to them because they can
easily know if the product is available.

11
Company
The study is beneficial to the company because they
will easily identify if the product is available to
their other branches.
The College Library
This study will serve as additional reference or
tool in the college library of the school. The
information that can be obtained from this study will be
great contribution to the knowledge of the reader that
intends to pursue the same line of study.
Scope and Delimitation
Scope
The study is focused only on the development of
Sales and Inventory Monitoring System of Nita’s
Agricultural and Hardware Supply, Culalabo, Sto. Tomas,
Isabela. Along the process, the sales incurred by the
said establishment will be computed and updated
automatically and dynamically every transaction and
recording of products will be made accurate, fast and
reliable due to the reduction of human errors, accuracy
of data provided by the system. The system will also

12

provide automated and dynamic searching of products to
respond to product inquiries; it will generate accurate
records on the inventory, sales and transaction; and
lastly it will provide system security to protect the
business data stored in the database obliging user to
log-in and open their specific account, which in turn,
are granted by the system administrator, manager or
owner.
Delimitation
The proposed system was limited only in monitoring
of the sales and inventory of Nita’s Agricultural and
Hardware Supply. It does not cover the financial matters
of the business, uses of barcode technology for advance-
searching capability, payroll for the employees and
biometric scanner for system security. It doesn’t
support online transactions. The proposal deemed to
lessen the workload of the personnel managing the

13
system.
Definition of Terms
For clearer understanding of the study, the following
terms are defined:

Operational
Manager – a person responsible for controlling or
administering all or part of a company.
Cashier - a person whose job is to receive and payout
money in a store, business or company.
Costumer - a person who buys goods or a service.
Conceptual
Sales - The activities involved in selling goods or
services.1
Inventory - The stock of an item on hand at a
particular location or business.2
Stocks - The supply of goods available for sale in a
store.3
Computer - It refers to a device that can be
instructed to carry out sequences
of arithmetic or logical operations automatically
via computer programming.4
1 - https://www.merriam-webster.com/dictionary/sale
2 - https://www.merriam-webster.com/dictionary/inventory
3 - http://www.academia.edu/16863814/Sales_and_Inventory_System_Thesis_Documentation
4 - https://www.merriam-webster.com/dictionary/computer
14

Reports – an official document that gives information
about a particular subject.5
Security – It is the freedom from apprehension,
anxiety, or care; confidence of power of safety; hence,
assurance; certainly.6
Order - a product/s that someone has requested from a
business.7
Items - used to introduce each article in a list
or enumeration. 8
Information - It refers to a knowledge obtained from
investigation, study or instruction.9
Monitoring – It is the regular observation and
recording of activities taking place in a project or
program. It is a process of routinely gathering 15
information on all aspects of the project.
Document – It is written or printed paper that bears
the original, official, or legal form of something and can
be used to furnish decisive evidence or information.10
5 - http://www.academia.edu/16863814/Sales_and_Inventory_System_Thesis_Documentation
6 - http//www.brainyquote.com/words/se/security217283.html(Copyright o 2001 – 2012 Brainy Quotes )
7 -http://www.academia.edu/16863814/Sales_and_Inventory_System_Thesis_Documentation
8 - https://www.merriam-webster.com/dictionary/items
9- https://www.merriam-webster.com/dictionary/information
10 - http://www.thefreedictionary.com/document
System - It is a network of related computer
software, hardware, and data transmission devices.11
Technology - It refers to the study, development and
application of devices or machines and a technique for
manufacturing and productive processes.12
Database - Is a collection of data that is stored in
a computer and that is basically being used and added.13
Process - Is a series of actions which are carried
out in order to achieve a particular result.
Data Flow Diagram - Illustrate how data is processed
by a system in terms of inputs and outputs.
Acronym
NAHS – Nita’s Agricultural and Hardware Supply
OC – Organizational Chart 16
CSIMS –Computerize Sales and Inventory Monitoring System
IPO – Input-Process-Output
SDLC – Software Development Life-Cycle
11 - http://www.thefreedictionary.com/system
12 - Encarta Dictionaries
13 - http://searchsqlserver.techtarget.com/definition/database
CHAPTER II
REVIEW OF RELATED LITERATURE AND STUDY STUDIES
This explain the different research methods used by
the researches to obtain the information needed for the
proposed Sales and Inventory Monitoring system of Nita’s
Agricultural and Hardware Supply, Tumauini, Isabela.
REVIEW OF RELATED LITERATURE
This discusses the foreign and local literature. The
information indicated was gathered in internet sites,
journals and various books relating to the researcher’s
topic.
Foreign Literature
According to Nicole Fallon (2013), investors in
uncertain, rapidly changing product markets like consumer
electronics react more strongly to customer satisfaction.
Nokia, for example, saw a rise in its American Customer
Satisfaction Index (ASCI) figure in May, followed by
reports of increased interest from large institutional
investors.14
14 - Inventory System, Sales and Inventory System Nicole Falcon, 2014.
https://salesmonitoringsystem-sandycap.weebly.com/uploads/1/8/8/6/18868624/chapter_2_-
_sandycap.docx.
18

According to Mr. Eugene F. Brigman, Fundamentals of
Financial Management, 5th edition published at 2015,
Companies are increasingly employing Inventory System. A
computer start with an inventory counts in memory.
Withdrawals are recorded by the computer as they are made,
and the inventory balance is constantly revised. When the
recorded point is reached, the computer automatically
places an order, when this new order is received, the
recorded balance is increased. Retail stores have carried
this system quite far, each item has magnetic codes, and
as on item is checked out, and it passes over an
electronic reader, which then adjusts the computers
inventory balance, at the same time the price is fed to
cash register tape. When the balance drops to the recorder
point, an order is place. The method used by the
researcher to develop an automated inventory system is
Descriptive Method. The researcher conduct several
interviews in order to gather information about the
present existing conditions of the inventory system,
knowing its problems and enhancing it by developing an

19

automated inventory system. Questionnaires were also
distributed to all interviewees for additional
information. Using the descriptive method, the researchers
also observe the functionality of the present inventory
system, which help them discover that Electronic Data
Processing is Advantageous than other.15
Wal-Mart Inventory System
According to The Associated Press, (2014), Wal-Mart
runs its stores on a perpetual inventory system. This
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
the Wal-Mart distribution center 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
15 - Inventory System, 2015. https://salesmonitoringsystem-

sandycap.weebly.com/uploads/1/8/8/6/18868624/chapter_2_-_sandycap.docx.
20

Lavielle, a leaner inventory will help clear out store
clutter and help Wal-Mart focus on specific brands and

16
products that consumers want.
Local Literature
According to PLDT (April 15,2011), small and medium
enterprises, who long for a point-of-sale(POS) system that
can track how much they sell and how much stock they have
left at their stores in real-time and from anywhere, can
now turn to PLDT SME Nation.17
According to Globe Business Philippines (2013), with
just a few keystrokes, 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. The Inventory Ordering System gives you
better control over your supply chain, affording you the
16 - Wal-Mart Inventory System, Sales and Inventory System By jamjam123456, Mar 2014.
https://salesmonitoringsystem-sandycap.weebly.com/uploads/1/8/8/6/18868624/chapter_2_-
_sandycap.docx.
17 - https://www.hardwarezone.com.ph/tech-news-pldt-introduces-web-based-pos-system
21

convenience of being able to place orders online or via
SMS. And because the system automatically generates
inventory and sales reports, your employees will have
less paperwork to file and more time to focus on
operations. Perfect for businesses with franchise
operations, this user-friendly inventory management
system can be customized for any multi-site company,
commissary, or warehouse backend ordering operation.18
KONEK.com is a hardware store located at Mabini St.,
Molave, Zamboanga Del sur. It was owned and managed by Mr.
& Mrs. Roy Megapatan. They started at a very small scale
business selling cell phone accessories. But because of
the company’s dedication for hard work and determination
to rise among others, the very small hardware store
becomes one of those who are trusted when it comes to
supplying electronic devices such as computers, computer
accessories, cell phones, cell phone accessories, flash
drives and etc. in its community. The researchers
developed a system which will help the management keep
18 - Inventory Ordering System by Globe Business Phillipines, 2013.

https://salesmonitoringsystem.sandycap.weebly.com/uploads/1/8/8/6/18868624/chapter_2_-
_sandycap.docx.1
22

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 committing mistakes while recording large
data could be avoided. Also the work of the management and

19
the time consume during inventory will be minimize.
REVIEW OF RELATED STUDIES
This presents both of foreign and local studies.
Information was gathered in other dissertations and
research projects in the internet and schools.
Foreign Studies
According to US PubMed.gov (2014), automating the
purchasing and inventory control functions. Factors
involved in computerizing the purchasing and inventory
control functions in hospital pharmacies are described.
When initiating an automated purchasing 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

19 - Online_Sales_Monitoring_and_Inventory_System_Jan2011.https://salesmonitoring system-
sandycap.weebly.com/uploads/1/ 8/8/6/18868624/chapter_2 _-_sandycap.docx

23

materials management is involved with other hospital
departments. The advantages and disadvantages of
decentralized versus centralized systems 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.20
According to a recent Aberdeen Group study (March

24
2015), companies are prioritizing supply chain visibility,
inventory optimization, supply chain analytics, and supply
chain outsourcing as ways to cut supply chain management
(SCM) costs this year.21
According to IBM (October 2014), Innovations such as
just-in-time manufacturing bar codes and RFID tags have
revolutionized supply chain management. Unfortunately
these innovations have brought with it staggering amounts
of data to deal with. This white paper outlines some of

20 - Automated_Purchasing_Inventory_and_Controlled_System_by_UsPubMed.gov,2014
.https://salesmonitoring system-sandycap.weebly.com/uploads/1/ 8/8/6/18868624/chapter_2 _-
_sandycap.docx
21 - https://www.nimble.com/blog/aberdeen-group-
survey/Aberdeen_Group_Sudy_Inventory_System_Abedeen_Company
the major factors affecting inventory and supply chain
management.22
Local Studies
According to Edmar Marketing, (2014), automated Sales
and Inventory System aims to make files updated and easy
to locate, hence, data and information become accurate and

25
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 is recorded in the system. The warehouse personnel
are 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.23
According Garcia, et al., 2011), Inventory Management
System is primarily about specifying the size and
placement of stocked goods. Inventory management is
required at different locations within a facility or

22 - https://www-07.ibm.com/services/hk/pdf/ibm_i2_just-in-time/solution
23 - https:/ejournals.ph/article.php?id=5528/Sales_and_Inventory_System_of_Edmar_Marketing,2014/
within multiple locations of supply network to protect the
regular and planned course of production against the
random disturbance of running out of materials or goods.24
Inventory system is important and needed to be used

26
by the companies in the industries. This will sped up the
filling of records, manpower utilization, security
guidelines; the company will be able to track the money,
stocks, updates, changes in the company and other matters
that include managing. Manual systems are old fashion and
have no assurance that the files have a security. The good
inventory system a database recording with security that
will take care of the records, as such a good system will
organize and handles the integrity of the records. (Nelly
Guzman, N.D)(2013).25
https:/ejournals.ph/article.php?id=5528/Sales_and_Inventory_Management_System, 2014/
24
-
25 - ibid
CHAPTER III
RESEARCH METHODOLOGY, PROCEDURE AND DESIGN
This chapter presents the software development
methodology, date gathering techniques, data gathering
procedure and selection and description of respondents.
Data Gathering Techniques
Questionnaire
The proponents gathered information using a
questionnaire; it involved gathering responses from
subject through a written work. A paper questionnaire was
distributed to the respondents to answer the paper
questionnaire; the researches collected it and used the
data for research.
Internet Surfing
The internet is a global system of interconnected
computer network that use the Standard Internet Protocol
Suite to serve billions of user’s

The worldwide.
28
researcher surfed on the internet to gather data and
information which are related to their studies conducted.
Library Technique
A library is a collection of sources resources, and
services, and the structure in which it is housed; it is
organize for use and maintained by a public body an
institution, or a private individual. The researcher
gathered using textbooks to seek more information related
to their studies. They also scanned different thesis
proposal as basis for doing their thesis. They also
borrowed different books that are related to their
studies.
Observation
Observation is either an activity of a living being
(such as human), consisting of receiving knowledge of the
outside world through the senses, or the recording of
data using scientific instruments. Through observation
the researcher has actually revealed the different
problem needed to redness and to solve.
Interview
An interview is a conversation between two or more
people (the interviewer and the interviewee) where
questions are asked by the interviewer to obtain
information from the interviewee. We interview some

29

workers of the establishment to gathered data that is
needed to our study.
Selection and Description of Respondents
The respondents of this study are Mrs. Nenita B. Uy,
the owner, Ms. Christina B. Uy, the manager of the main
office, and Ms. Vicky Guzman cashier of the company.
The researches choose them because they are the one
who generates a daily report in the business.
The researchers believes’ that the respondents can
supply the information needed for this study.
Research and Project Design
SDLC serves as a guide to the project and provides a
flexible and consistent medium to accommodate changes, and
perform the project to meet client’s objectives. SDLC
phases define key schedule and delivery points which
ensure timely and correct delivery to the client within
budget and other constraints and project requirements.

30

SDLC co-operates project control and management activities
as they must be introduced within each phase of SDLC.
Software Development Methodology
This study made used of Spiral-model methodology.
31
Spiral-model
Spiral model is one of the most important Software
Development Life Cycle models, which provides support for
Risk Handling. In its diagrammatic representation, it
looks like a spiral with many loops. The exact number of
loops of the spiral is unknown and can vary from project
to project. Each loop of the spiral is called a Phase of
the software development process. The exact number of
phases needed to develop the product can be varied by the
project manager depending upon the project risks. As the
project manager dynamically determines the number of
phases, so the project manager has an important role to
develop a product using spiral model.26
Advantages of Spiral-model Methodology
Below are some of the advantages of the Spiral Model.
 Risk Handling: The projects with many unknown risks
that occur as the development proceeds, in that case,
Spiral Model is the best development model to follow
due to the risk analysis and risk handling at every
phase.
26 - https://www.geeksforgeeks.org/software-engineering-spiral-model/
32

 Good for large projects: It is recommended to use the
Spiral Model in large and complex projects.
 Flexibility in Requirements: Change requests in the
Requirements at later phase can be incorporated
accurately by using this model.
 Customer Satisfaction: Customer can see the
development of the product at the early phase of the
software development and thus, they habituated with
the system by using it before completion of the total
product.27
Phases of Spiral-model
Planning Objectives Phase
Requirements are collected from the customer then the
aims are recognized, elaborated as well as analysed at the33
beginning developing project.28
In this phase, the researchers gathered the
needed data from internet and questionnaires to the
business for the study that will be conducted.
Risk Analysis and resolving Phase
27 - ibid
28 - https://www.w3schools.in/sdlc-tutorial/spiral-model/Phases-of-Spiral-Model/
In the risk analysis, a process is undertaken to
identify risk and alternate solution. A prototype is
produced at the end of the risk analysis phase. If any
risk is found during the risk analysis then alternate
solutions are suggested and implemented.29
In this phase, the researches identify possible
problem in the proposed system and come up with solutions
of it.
Develop the next level of product Phase
As the development progress goes to the third
quadrant, the well-known and mostly required features are
develop as well as verified with the testing
methodologist. As this stage proceeds to the end of this
third quadrant, new software or the next version of the
existing software is ready to deliver. 34
Plan the next Phase
As the development process proceeds in the fourth
quadrant, the customer appraised the develop version of
the project and reports if any further changes are
required.
29 - ibid
CHAPTER IV
DISCUSSION OF FINDINGS
This chapter shows the presentation, analysis and
findings of data gathered. It also covers the analysis of
the existing and the proposed system, including the system
requirements.
The Existing System
The existing Sales and Inventory Monitoring processes
of Nita’s Agricultural and Hardware Supply are done
manually. They are currently using paper, record book,
ball pen, calculators and cell phone as their instruments
in their transactions in the company. They use calculators
for calculating the income and sales transaction in the
company. They used paper for giving a receipt and for
producing reports they write it in their record book.
The Processes in the Existing System
The various processes in the existing Sales and

36
Inventory Monitoring System of Nita’s Agricultural and
Hardware Supply are as follows:
Ordering of Products
The cashier will listed all the items that are near
out of stock. At the end of the day, the cashier will pass
the listed product that near out of stocks to the manager.
Then she will prepare an order form to purchase it.
After the cashier gave the listed out stock of the
items, the manager will call the supplier and forward the
list of the orders for they references. Then the supplier
will prepare all the items that written in the order form
and deliver the products.
Transaction in the Customer
The sales person will ask the customers’ what item or
product would he like to acquire then she will find that
item then give to the cahier. The cashier will listed that
product on the record book and prepare a receipt of the
item. The cashier have her own calculator so that if the37
customers buy a large quantity of a product, she can
immediately compute all the prices of the products and
compute the cash and change of the customers.
The Nita’s Agricultural and Hardware Supply can also
transact to the customers’ through phone call and cash on
delivery basis.
Producing a Reports for Sales Income
In every day before the Nita’s Agricultural and
Hardware Supply will close, the cashier will compute the
income in a whole day and saves it on the accounting
record book. The cashier will list the income in their
record book and in the end of the month; the cashier will
compute all the total income in a whole month and write it
again in their accounting record book.
Problems Encountered by the NAAHS staffs
The staffs’ of the Nita’s Agricultural and Hardware
Supply encounters problems such as:
1. Checking the products quantity and stocks and listing
the products information and incomes are time38
consuming because they manage it manually.
2. When it comes to security issues, their products are
not secured because anyone in the company can get a
product without knowing by the cashier or the owner.
3. Files are also accessible. It is only stored in
tables and shelves. When the owner is not around,
anyone can view it.

4. If there is an unexpected calamity, losing and
damaging of files may happen.
The Proposed System
The proposed system primary objective is the
computerization of the different transactions and records
of Nita’s Agricultural and Hardware Supply. This aims to
eliminate problems and to make their work more accurate
and efficient.
The features of the proposed Hardware Sales and
Inventory Monitoring System are the following:
a. Flexibility of operations.
b. Integration of the production of the reports
c. Well-organized records and Secured. 39
Overview
The proposed system is composed of six (3) Menus
namely: File, Transactions, and Reports.
1. The File Menu allows the user to go in the main form.
These forms can only access by the administrator. The
Stock, Discount, Account and Exit are included in
this Menu.
2. The Transaction Menu has two (2) forms namely: Stock
Balance, this form allows the user to view the stocks
and add a new item, edit and modify the record of the
items. The Point of Sale (POS) is for recording the
sale of the acquired item from the customer.
3. The Reports Menu allows the user to access the sales
inventory report and print it out.
Security
Due to the sensitivity of Nita’s Agricultural and
Hardware Supply, levels of access as security measures are
incorporated as follows:
1. The system can only be accessed by the authorized
users through the use of username and password.
2. Only the administrator has the authority to make a
new account for the users.
3. Cashier user can only access the transaction assigned
to her.
4. The cashier user cannot edit and delete any products
information in the inventory and reports. Only the
Administrator can perform this.

System Requirements
Below are the minimum and maximum requirements that a
computer needs to run the proposed system. Some
requirements may require additional system requirements
not outlined below.
Hardware Requirements:
DEVISES MINIMUM RECOMMENDED MAXIMUM

CPU
 Processor
41
CPU Dual Core Core 13 Core 15
 Motherboard Intel Intel Intel

Memory 2 GB memory 2 GB memory
42
4 GB memory
RAM RAM RAM

Video Card 512 1 GB 2GB
Hard disk 500 GB Hard 500 GB Hard 1 TB Hard Disk
Disk Drive Disk Drive Drive
Monitor Flat Screen 16 Flat Screen 16 Flat Screen 21
inches inches inches
Printer Epson Epson Epson

Mouse PS 2 - Optical PS 2 - Optical PS 2 - Optical
Keyboard PS 2 PS 2 PS 2
Software Requirements:
a. Windows 10 Operating System
b. Microsoft Access Applications
 Microsoft Access 2010
 Microsoft Access 2010

CHAPTER V
SUMMARY, CONCLUSION AND RECOMMENDATION
This chapter presents the discussion about the
summary, findings, conclusion and recommendation of the
study.
Summary
This study entitled “Computerized Hardware Sales and
Inventory Monitoring System” aims to develop a
Computerized Sales and Inventory Monitoring System with
the purpose of improving the existing transactions of
Nita’s Agricultural and Hardware Supply, that is, from
manual transaction to computerization. This study aims to
create and design a Computerized Sales and Inventory
Monitoring System which will make every transaction
easier, secured, efficient and reliable.
This study sought to answer the following problems:
1. What is the present status and processes of Nita’s
Agricultural and Hardware Supply in terms of: 44
2. What are the problems encountered in Nita’s
3. What system shall be designed, developed and
implemented to address the current problems
encountered Nita’s Agricultural and Hardware Supply?
4. What are the security and control measures that
safeguard the data in the proposed system?
Findings
The following were the findings of the study:
A. The status of processes of Nita’s Agricultural and
Hardware Supply
 The existing processes of Nita’s Agricultural and
Hardware Supply are manually. They are using
calculator, paper, record book, ball pen and cell
phones as their instruments in the processes in the
company.
45

B. The problems encountered of Nita’s Agricultural and
Hardware Supply in Culalabo, Sto. Tomas, Isabela are as
follows:
 Checking the products quantity and stocks and
listing the products information and income are time
consuming because they manage their transaction
manually.
 When it comes to security issues, their products are
not secured because anyone in the company can get a
product without knowing by the cashier or the owner
because the cashier do not know what are the number
of the items stocks and what are names of those
products that already sell.
 Their files are also accessible. Anyone can just
view it when the owner is not around because it only
stored in shelves and tables.
 46
Lost and damage documents is also an issue due to
unexpected calamities.
C. Solution to address the current problems encountered of
Nita’s Agricultural and Hardware Supply:

 The researchers developed a Computerized Sales and
Inventory Monitoring System dedicated to the Nita’s
Agricultural and Hardware Supply to help them
improve their existing processes. The researcher
decided to make use of Visual Studio.Net 2010 and
Microsoft Access database software to develop the
proposed system.
Conclusions
Referring to the findings of the study, the following
conclusions were drawn:
1. The existing processes of Nita’s Agricultural and
Hardware Supply are manually, they use calculator,
paper, record book, ball pen and cellphone as their
instruments.
47
2. Their records are managed by the use of forms
provided.
3. By the implementation of the proposed system, the
various transaction and production of the reports
will be improved.
Recommendations
The following are recommended by the researchers of the
study:
1. The proposed system should be adopted and implemented
by the Nita’s Agricultural and Hardware Supply
administration.
2. The Nita’s Agricultural and Hardware Supply must use
the recommended system requirements to run the
proposed system.
3. Prior to the deployment of the system, the system
users shall undergo training first with the
supervision of system developers.
4. With regards on the maintenance of the proposed
system, the users may seek help from the researchers
or programmers for problems regarding the system and
may refer to the user’s guide.

Appendices
49
List of Figures
Flowchart Symbols
The flowchart is a means of visually presenting the
flow of data through an information processing system, the
operations performed within the system and the sequence in
which they are performed.
Symbol Description
Start/End – The terminator symbol marks
the starting or ending point of the
system. It usually contains the word
“Start or End”
Action or Process – a box can represent
a single step or entire sub-process
within a larger process.

Decision – a decision or branching
point. Lines representing different

50
decision emerge from different points of
the diamond
Input /Output – it represents material
or information entering or leaving the
system, such as customer order or a
product.
Flow line – lines indicate the sequence
of steps and the direction of flow.

Off page – indicates that the process
continues off page.

Connector – Indicates that the flow
continues where a matching symbol
(containing the same letter) has been
placed
Document – A printed document or report
Database – Indicates a list of
information with a standard structure
that allow for searching and sorting.

51
Existing System Flowchart
52
Proposed System Flowchart

The table shows the given task of the users every
time they log-in to the system implemented.
Getting Started / Log-in Form

53
Main Menu
54
Stock Record Menu

55
Stock Balance Record Menu

56
Point of Sale Menu

57
User’s Manual
a) System Installation
b) Database Backup and Restoration
c) Forms Screenshots
Figure 1: Log-In Form - is intended for security measures,
it requires the user to enter Username and Password before
logging in to the system. Due to the Organization’s
confidentiality of transactions, the user log-in is
integrated in the system.

58
Figure 2: Main Menu Form - Main Menu Form serves as front
and linking form to all forms of the system developed.

Figure 3: Stocks Form – This form is intended for viewing
the stock of all sales.
Figure 4: Discount Form – This form is intended for
customers who can use and apply their advantage for a less
bill.
Figure 5: System Users – This form is intended for
creating accounts of system users with their Username,
Fullname, Password and Account Type. Only the
Administrator can create an account. The cashier cannot
access this form.
Figure 6: Stock Balance Form – This form is intended for
knowing and to update all the items stocks. This is where
you can add if there is an items being deliver, edit, and
delete an items.
Figure 7: Point of Sale Form - This form is used for the
daily product transaction/s of the company. Every item/s
being sold, it will automatically compute and ready for
printing an Official Receipt.

62
d) Database Schema’s
A database schema is the skeleton structure that
represents the logical view of the entire database.

e) Printed Reports
63
References
Interview Questionnaire
COMPUTERIZED SALES AND INVENTORY MONITORING SYSTEM
QUESTIONNAIRE
As part of our degree research study at Saint Ferdinand
College – Cabagan Campus, we are conducting a survey and
interview to develop and design a Computerize system to
help your Agency/Company/Business in the future. We will
appreciate if you could complete and answer the following
question. Any information obtained in connection with this
study that can be identified with you will remain
confidential.
Respondent’s Details:
Name: Age: Gender:

Address: Cell. #: Status:
Position:
Part I: Background & History of the Company or Institution
1. When was your business start?

64
_______________________________________________________
_______________________________________________________
_______________________________________________________
2. Currently how many employed workers in this business?
_______________________________________________________
_______________________________________________________
_______________________________________________________
Part II: Process or Transaction of the
Agency/Business/Company
1. How do you transact with the customer?
_______________________________________________________
_______________________________________________________
_______________________________________________________
2. How do you record the item being sold to the
customer?
65
_______________________________________________________
_______________________________________________________
_______________________________________________________
3. What are the reports you usually generated?
_______________________________________________________
_______________________________________________________
_______________________________________________________
4. How do you generate a report?
_______________________________________________________
_______________________________________________________
_______________________________________________________
5. What are the common problems you encounter in the
business?
_______________________________________________________
66
_______________________________________________________
_______________________________________________________
Part III: Future Plan for the Business

1. What are your future plans five years from now?
_______________________________________________________
_______________________________________________________
_______________________________________________________
2. Do you consider having computerized system in the
business?
_______________________________________________________
_______________________________________________________
_______________________________________________________
3. Do you think having a computerized system will help
the business to grow and provide fast service?
_______________________________________________________
_______________________________________________________
_______________________________________________________
Thank you very much for giving us time for answering the
question for the success of our study.

67
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Saint Ferdinand College 1

Cabagan Campus, Cabagan, Isabela

THE PROBLEM AND ITS BACKGROUND

Today, business and establishment shift from manual

to computerization primarily because of the advantages

growth by the use of computer. Through the advancement of

technology, the computers exist. Because of this,

computers are great help for any form of establishment to

make work more accurate and fast on retrieval storage of

information. Another important development has been the

trend toward just-in-time inventory.

It is refers to the amount of goods a business keeps

available for wholesale or retail is called inventory. In

just-in-time inventory, the fir stocks only what I needs

for the next day or two. Many businesses rely on fast,

global computer communication to allow them to respond

quickly to changes in consumer demand. Inventories are

thus minimized and businesses can invest more in product

research, development and marketing.

Technology has played a prominent role in the

development of various industries; it has changed the

banking sector, changed education, changed the

agricultural industry, changed the entertainment world,

Saint Ferdinand College

and restructured many businesses. The impacts of

technology cannot be measured because it is still changing

the way we do everything.

Sales and Inventory Monitoring System control

involves purchasing so that the company issued to the

availability of the right quantity of equipment at the

right cost when they are needed. The inventory controls

methods and it’s describe as means for determining an

optical level of inventory as well as how much should be

ordered and when.

Inventory system is an integrated package of software

used in house ware operations, and elsewhere, to monitor

the quantity, location and status of Inventory as well as

the related shipping a receiving processes. Inventory

System maintains information about activities that ensure

the delivery of products.

Our proposed computerize system, Sales and Inventory

Monitoring System of Nita’s Agricultural and Hardware

Supply, Culalabo, Sto. Tomas, Isabela aims to enhance

their performance comparing to their manual system. The

flow of their manual inventory system goes like this; the

Saint Ferdinand College

items and category if there are available stocks in their

storage room. After that, she will compute the stocks

remaining and compare it to the previous record. Then,

prepare summary of Inventory Report to be submitted to the

manager. The manager will compare the list of products

sold out to the remaining stocks.

History of the Company

The owner Mrs. Nenita B. Uy named this business after

At present, the Nita’s Agricultural and Hardware

Supply has now three branches in Isabela. Their main

office is at San Mateo Tumauini, Isabela. The three

branches are at Cabagan, Sto. Tomas and Sta. Maria.

The daughter, Christina B. Uy is now the manager of

their main office. Her sons, Mr. Ronald B. Uy, Lorenzo B.

Uy, and Alvin B. Uy are also the managers of the

NITA’S AGRICULTURAL and HARDWARE SUPPLY

LARRY FORTO CARDING BELOSA