La Concepcion College: Gorpos: A Point of Sales System For Botika NG Pleasant

LA CONCEPCION COLLEGE
Kaypian Rd, Cor. Quirino Highway, City of San Jose Del Monte Bulacan
Telefax No. (044) 769 – 0686
Website: www.laconcepcioncollege.com
GorPOS: A Point of Sales System for
Botika ng Pleasant
In Partial Fulfilment of the Requirements
In Information Systems
Submitted to:
Mr. Viktor Dimalanta
Instructor
Presented by:
Abril Krhistian Reigniel Orfano
Bryan Kenneth Balitos
John Marie Macapia
Avi Kyle Rubio
Marriz Palcat
Telefax No. (044) 769 – 0686
TABLE OF CONTENTS
Introduction 1
Background of the Study 3
Theoretical framework 6
Conceptual framework 8
Statement of the Problem 10
Scope and Limitations 11
Software design methodology 12
Data flow Diagram Level 1 19
Data flow Diagram Level 2 21
Screenshot of the System 23

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INTRODUCTION
Computer is called as the fastest technology that has the ability to process
information, stored data, and generate transaction over a less period of time. Computers
have become common place in our personal as well as our professional lives. Some
business comes across computers like in the grocery store, the offices, pharmaceutical
companies, our vehicles, our homes, our schools, state and universities. It can also help
retrieve and update the files of every individual. Most people use computer as storage
device especially in big business that require development of system.
One of these types of businesses that use point of sales is in line with medical
establishment, which is a pharmacy. King James I established Western society’s first
independent pharmacist guild in England during the early 17th century, pharmacy has
held a central role in health care. Initially know as “apothecaries,” early community
pharmacist prepared and dispensed remedies while offering front-lined medical advice to
their customer.
The pharmacy sells generic and branded medicines, and has also an additive
purchasing product such as cosmetics, medical supplies, infant milk, and personal
hygiene.
There are a lot of businesses in the Philippines and one of these types of
businesses is in line with medical establishment, which is Pharmacy. A Pharmacy is a
store or part of store in which medicines are prepared and sold. The pharmacy sells
generic and branded medicines. Some of them sell cosmetics, groceries and items for
personal hygiene. This type of business is using a manual or computerized point-of-sales
system. A Point-of-sales system is a transaction between a seller and buyer when a
product or service is purchased. Point-of-sales system is a system that provides a
customer purchased details wherein they can view the purchased product, amount, total
amount, customer’s change, and VAT (Value Added Tax). This study helps the owner
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track or identify the products that are most commonly bought according to their needs or
prescribed by the doctor.
The Point of Sale System is the place where the customer executes the payment
for goods or services bought from the company. A point of Sale System is a combination
of software and hardware that allows merchants to take transactions and simplify key
day-to-day business.
According to Cheburkova in his “Inventory Management System”, a solution to
the issue in the current Inventory Management and Database Systems is an Inventory
Management System, which is intended to enhance rather than replace the current system
of recording and tracking details of customers as well as maintaining the stock levels of
the business. Upon success, the current method of tracking of details of customers would
be replaced so that the details are typed into the computer. (E. Cheburkova. Inventory
Management System
(http://www.termpaperwarehouse.com/essay-on/Inventory-ManagementSystem-Project-
Proposal/49338)).
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Background of the Study
In the year 2016, the Vergara family decided to put up a business which is
related to the course that Mr. Robert took up. He is a Pharmacist who led them to
establish a Pharmacy. They named their pharmacy after the subidivision’s name
“Pleasant”. Botika ng Pleasant has one branch located at San Manuel, City of San Jose,
Del Monte, Bulacan. The branch is being managed by Robert Vergara who also serves as
the pharmacist of the said branch.
The pharmacy is experiencing some problems such as loss of records, wherein
they do not have an account of the past sales whether is weekly, monthly or even
annually. They do not have a receipt for customers and a store copy for future use and
sales recording. The pharmacy seldom checks their inventory and expired items, which
results to late restocking of products and removing expired items from the shelves. The
processing of customers’ orders sometimes takes time due to slow flow of operation.
As the proponents conducted an interview, the owner had decided to have a step-
by-step plan by thinking of different ways such as the amount of capital in establishing
the business and measurement of the pharmacy. Based on the interview, the proponents
also asked specific questions regarding the income per day, number of products and
number of customers in a day. The estimated profit of the pharmacy every month is Php
40,000.
When it comes to recording inventory, the business is using manual method by
means of writing items on a log book. It takes weeks to check the available products if it
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is in stock, sometimes the pharmacy is just depending on the customer’s needs before
knowing if it is out-of-stock.
During the operation of the Botika ng Pleasant, the proponents noticed that the
business is having difficulties in managing. The business is manually operated, which
makes the flow of operation slow and inconvenient for the customers. The customers
usually experience long queues before having their order processed. The system will help
the business in processing discounts (senior citizen), tracking inventories and checking
products.
The Pharmacy uses manual system that is why they encounter the following
problems: First, there is no accurate record regarding their sales and inventory. Second, in
monitoring the expiration and critical level of the medicine stock, the pharmacist
consumes time in checking the product because the pharmacists do it manually. The
pharmacist does not know if the medicines are expired or in a critical level. It takes
weeks doing manual inventory. Lastly, in case of a loss of record like receipts that
includes the list of expiration of each product, the pharmacist will get the original copy
from the department.
Moreover, if the medicine requires a written document from the doctor, the
customer must present the prescription to the pharmacist to get the medicine the latter is
buying.
In terms of monitoring the products, the pharmacist checks and counts the number
of products manually. Therefore, they will know if the product is in stock or almost out of
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stock. The pharmacist spends one to four hours a day when it comes to checking products
that are running out of stock. However, some pharmacists check it weekly.
In monitoring the critical level of medicine stock, the owner checks the
availability of a certain medicine daily or weekly. In the expiration of every product,
there is a label indicated on it and the owner bases on the sales invoice to know if the
product is nearing expiration.
In terms of returning a product, the pharmacist allows their customers to return it
as long as it has no damage. These returned products are valid only within a day or the
next day. Some pharmacies may accept products returned within the same day. If the
product that the customer returned is out of stock, some pharmacists replace it with
another product and some of them refund the payment to the customer.
The proponents intend to improve the Botika ng Pleasant’s processes by creating
a study about the Computerized Point of Sale which will enable them to track inventories,
check products, generate receipts and create reports. The system aims to fix the current
issues that the business is experiencing. A good working Computerized Point of Sale will
enable the Pharmacy to carry out daily tasks easily and fail-proof, without the worry of
losing profit and records.
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Theoretical Framework
Basic Diagram of the Existing Point of Sales System
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The figure shows the process of the existing system. It has six entities: customer,
pharmacy assistant, pharmacist, cashier, owner and supplier. First, the customer will give
the medicine information, doctor’s prescription, list of order and amount paid. Then, he
will check for product availability and price. Then, the customer will receive a receipt.
Second, the pharmacist will check the inquired medicine and the doctor’s prescription.
The pharmacist will then write down the product information and summary of inventory
to their existing system. Next, the owner will list down the product details to their
existing system so he will have the product list. The owner will get the sales and
inventory report so he can now order to the supplier. The supplier will receive the
purchase order list and total amount then the owner will receive the list of the ordered
products and the receipt. Next, the pharmacy assistant and cashier will write down the
product description, quantity, price and total amount to their existing system once he
knows the inquired medicine and product list.
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Conceptual Framework of the Study
Conceptual framework is an analytical tool with several variations and contexts. It

issue to make conceptual distinctions and ideas.
Conceptual Framework of the Study
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The figure shows the conceptual model in the study that includes input, process,
output, and feedback. Input includes the knowledge, hardware and software
requirements. The knowledge requirements are composed of learning processes acquired
through database management, point of sale, sales and inventory, and pharmacies
services.
Software requirements include Visual Basic 2010, MySQL. Visual Basic is an
IDE, which helps proponents create a GUI (Graphical User Interface). MySQL is used as
an operational source relational database management system wherein it stores a large
amount of data, which will used to view and to create reports in sap crystal report, and
Adobe Photoshop used in designing the user interface of the system.
Hardware requirements consist of computer units and laptop that will used to
execute the program. Switch and UTP cable will be essential for the local network
connection of the computer units. Printer will used to print receipt. Printer will be need to
print the necessary reports such as delivered items, sales, inventory, stock adjustment,
sales return items and purchase return report. Barcode reader will be used to read printed
barcodes that the items have.
Process involves the phases conducted by the proponents to develop the system. It
follows the waterfall model that is a sequential design process, often used in software
development processes, in which progress is seen as flowing steadily downwards like a
waterfall through the phases of requirements analysis, design, coding, testing and
implementation and maintenance. The proponent decided to use this waterfall model,
because you can turn back to the previous process if you have encounter problems and
after that you can proceed and continue again the last part of the process to finish the
development of the system.
Output states the Point of Sale System and Inventory System using barcode
reader. Feedback is the result of assessment evaluated by the users.
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Statement of the Problem
The study aims to develop a Local area network- Based System to enhance the
Point-of-sales in said Pharmacy and intends to give answers to the following questions
below:
1. What is the demographic profile of the respondents be in terms of:
1.1 Name
1.2 Gender
1.3 Age
1.4 Addresses
1.5 Position in the pharmacy
2. How can the proposed system be assessed in terms of the following:
 Functionality
 Reliability
 Usability
 Efficiency
 Portability
 Durability
3. What are the major problems encountered by the customers in buying

medicine/s?
4. What are the employee’s problems in using manual system?
5. What are the benefits of using Computer-based system on the said

pharmacy?
6. What are the alternatives in the event of system failure and solution to fix
it?
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Scope and Limitation
The proponents conducted a system evaluation and system survey to 10 (ten)

Respondents. They consist of 10 (ten) employees from pharmacy that uses a manual
operation. This system features the pharmacy’s information including the pharmacy’s
logo, pharmacy name, location, mission, vision as well, and design of the system. The
pharmacy employee’s assistant and cashier can scan one item and product. It uses a
barcode reader to speed up processing and recording the data and information. The
pharmacist, pharmacy assistant and cashier can easily input the purchased item in the
system. The system is also capable of inputting quantity of the products and the system
computes the total price and Value added tax of the purchased items. The system is also
capable of inputting the amount tendered and computes the change for the purchased
items. The system provides automated updates of inventory once a product has been
bought or sold, returned or replaced. It can also generate daily or weekly sales reports,
specific date and specific month and it can be printed by the system administrator.
The system can also maintain the return and exchange of products. Otherwise, the
system administrator can maintain the products to be sold like product identification
code, product name and product price bought by the customers. The system can also
monitor the critical level and expiration of the products. It allows the system
administrator to set the minimum quantity required for each item in the inventory for
monitoring the critical level. The system can also maintain the supplier’s personal
information like supplier’s name, location and contact information. The system is also
capable of generating daily or weekly inventory reports, specific date and specific month
and can be printed by the system administrator. The system can also generate user log
reports. The system also features the verification of the users if it is a pharmacy assistant,
pharmacist, cashier or system administrator. Only the authorized users can access the
system. Audit trail function is also part of the system so the system administrator can
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monitor the transaction that is made during a certain time.The system is set through a
Local Area Network. It only accepts cash payments.
Software design methodology
Methods of Research Used
In establishing the solution to the problem of the existing system and evaluating
the performance of the proposed system, the researchers used the following methods of
research for the achievement of the objectives. Research methodology is a term basically
means the science of how research is done scientifically. It is a way to systematically and
logically solve a problem, help the researchers understand the process not just the product
of research, and analyzes methods in addition to the information obtained by them.
Descriptive Method of Research
The advocates have used the Descriptive Research Method wherein the study is
focused on present situations. It involves the recording, description, analysis and the
presentation of the present system, composition or processes of phenomena. The findings
and result and findings of the study shall be compared with the standards. With the
survey method, researchers are able to statistically study the specific areas were the
advocates must concentrate. In this study, descriptive design was used. Descriptive
design describes trends or characteristics for population of people. In this method, it
focuses the situations, events, and even any unexpected phenomenon. By this, the
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researchers can find more information and knowledge that can be use. Problems and can
be reveal as well as immediate measurement.
Observation. Is the communication between the researcher and the participator in
the investing research.
Data Gathering Instruments and Technique
These are the instruments or tools for gathering data in research used as basis for
drawing conclusions or making inferences. Some of these tools are questionnaires,
interviews, empirical observations, research and analysis used by the proponents as they
conduct the proposed study. . Likert Scale was used, It is the most widely used approach
to scaling responses in survey research, such that the term (or more accurately the Likert-
type scale) is often used interchangeably with rating scale, although there are other types
of rating scales. The scale is named after its inventor, psychologist Rensis Likert.
Interview.
An Interview is defined as a meeting of two people face to face to confer about
something or an act of questioning to receive a desired answer that is necessary in solving
a specific problem. This is where data gathering occurs by asking questions for much
needed information from the interviewer verbally and directly. In this way, there will be a
connection and communication between the researchers and respondents.
Observation.
This technique is used when the researchers cannot secure adequate or valid data
through the use of the questionnaire or other technique. It is considered to be the most
direct means of studying people in so far as their overt behavior is concerned and
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watched. Observation of a current operating procedure is another data gathering tool
seeing the system in action gives you additional perspective and better understanding of
system procedures.
Research.
Research is simply, the systematic search for pertinent information on a specific
topic or problem. It is systematic study or investigation or something for the purpose of
answering questions posed by the researcher. It includes reviewing journals, periodicals,
literatures and books to obtain background information, technical material, and news
about industry trends and developments. This is the best way to gained enough
knowledge about the topic
Questionnaire.
A pre-written series of questions used in gathering important information’s from
one or more persons. This will be given to the individual who have a direct bearing of the
study and in order to satisfy the proponent’s goal that is to get and measure the opinions,
polls and attitude of the respondents of the study. Questionnaires is the tool of the
researchers to gained enough data.
Analysis.
Is the process of breaking-up the whole study into its constituent parts of the
categories according to the specific questions under the statement of the problem. This is
to bring out into focus the essential feature of the study.
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Sampling Methods of Technique
Sampling may be defined as measuring a small portion of something and then
making a general statement about the whole thing. It enables the study of a large,
heterogeneous population, economic wise, meaning not expensive, and more realistic and
possible to make. The population to be researched is quite small; hence scientific
sampling is implied to each member of the population since the number of population is
attainable for sampling. The proponents decided to use the unstructured random sampling
technique since the population is well in the reach of statistical evaluation. the members
of the sample are selected randomly and purely by chance. As every member has an equal
chance of being selected in the sample.
Method Used in Software Development
At this point, the work of the system analyst will be tested to its fullest ability.
This is the point where the system analyst must be able to determine and explain the
methods that will be used throughout the entire project. Software Development is a
tedious task not only for the programmer but also for the system analyst, because they
will decide on the type, size and creativeness of the system. At this juncture, the methods
used in developing the software must be explained and defined generally and specifically.
The proponents used the Software Development Life Cycle as their methodology. It
involves the following procedures:
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Requirement Gathering – The proponents gathered the data and information that
were needed by interviewing the employees and the owners of the said pharmacy. The
pharmacy owners were asked about the problems that they encountered during the current
system that they were using. Also, the owners will be ask about the requirements and
expectations on the proposed project. This phase should be clear so that the pharmacy
will be sure that the proponents will meet their said requirements and expectations.
Design– After gathering and analyzing the data and information from the said
pharmacy, the proponents planned on how the system will look like and how it will work
based on the requirements that were given by the end users. In this phase, they also
planned the software that should be used in developing the system.
Code Generation. After planning for the design and algorithm of the system, the
developers did the actual coding of the system and checked every module that they
planned based on the requirements of the users.
Testing. This phase took place after finishing the coding of the system to check if
there was an error or none. If there is an error, the developers should correct and fix it
because it may affect the flow of the system. After making sure that the system is error
free, the proponents should have an evaluation especially with the end users if they are
satisfied with the system or if there are more things that should be added.
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Implementation.
In this phase, the system was already finished and will be delivered to the clients
for it to be install and implemented.
Maintenance.
The developers have the duty to check or visit the said pharmacy. if there is a
problem or things that need to be changed. The clients might also request to improve or
upgrade the system.
Analytical Tools
The analytical tools used in conducting the proposed study are the System
flowchart, IPO (Input Process Output) and HIPO(Hierarchical Input-Process-Output),
which are precisely tackled in this section for the development of the system.
IPO (Input-Process-Output) Diagram.
These are the components or elements that make up the system. It is also
described as tools on of design of the entire software.
Data Flow Diagram (DFD).This is a graphic illustration that shows and
illustrates the flow of data and logic within the system.
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System Flowchart.
It is formalized graphic representation of aprogram logic sequence, work or
manufacturing process, organizing chart, or similar formalized structure.
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Data flow diagram (Level 1)
Context Diagram of a Generic Point of Sale w/ Inventory Management System for

Small to Medium Scale Pharmacy
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This figure shows the process of the proposed context. It has five entities:
pharmacy assistant/cashier, customer, pharmacist, supplier and system administrator. The
system administrator will input the details of the pharmacy, user, user access, delivered
product, manufacturer and supplier to the system. Then, the system will give him an
output of supplier information, manufacturer information, delivered product information,
user access, user and pharmacy information. Then he will also get the sales report,
inventory report and userlog. Next the customer will ask for the product details and he
will said the product that he will going to buy and he will give the amount that he
purchased. Then, the customer will get a receipt as a proof of purchased. Next, the
pharmacy assistant/cashier will input the details of the product, return and exchange.
Then, the system will give him an output of product, exchange and return information.
Next, the pharmacist will input the details of the exchange, product, return, critical level
and defective to the system. Then, the system will give him an output of defective
information, critical level information, return, product and exchange information. Lastly,
the supplier will received a purchase list then he will give the list of ordered products.
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Data flow diagram (Level 2)
1
Product details Product price D1 Product
fgtrgdgfr
CUSTOMER
Product information Search Product
Product list
Invoice details
Create Sales D2 Invoice
Transaction
fgtrgdgfr
PHARMACIST
Purchased order
Product supply details Monitor fgtrgdgfr
Inventory Product supply list SUPPLIER
Delivery details
List of new product supply

4
List of delivered product
Delivery Information D3 Delivery
Defective product details Update Delivered product information D4 Inventory
Inventory
Defective product information D5 Defective
5 Transaction record
List of product
Most availed product Invoice record
Generate D6 Transaction
Sales report Reports Inventory record
Inventory report
Category information
Category record D7 Category
6 Generic information
Category details Generic record D8 Generic
Generic details Medicine type information
Medicine type record D9 Medtype
Medicine type details Medicine information
Medicine record D10 Medicine
Medicine details
Product information
Product details Maintain
Supplier information
Pharmacy Supplier record D11 Supplier
Retail unit details Information User information
Supplier details User record D12 User
User details Discount information
fgtrgdgfr
ADMINISTRATOR Discount details Discount record D13 Discount
VAT information
VAT details VAT record D14
D11 VAT
User access information
User access details User access record D15
D11 User access
Product list details Product record
Propose dataflow diagram
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This figure shows the proposed data flow diagram of point of sales and inventory
system using barcode reader for the pharmacy. This figure has 5 entities, such as
administrator, pharmacist, pharmacy assistant/cashier, customer and supplier. The
customer will ask for specific product, and then the pharmacy assistant will search for
the availability of the product. If available, the pharmacy assistant will scan the barcode
of the product. And the customer will give his payment. After that the customer will
receive the receipt. Then, the system will automatically update the sales and inventory.
If the administrator wants to know status of his business, the system can generate reports
like, most availed products, list of products, sales report and inventory report.
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Screenshot of the system
Login form
Server settings
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POS form
Set up form
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Reports form
Maintenance form
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Purchases form
About form
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Flow Chart of the System
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LA CONCEPCION COLLEGE

GorPOS: A Point of Sales System for

In Partial Fulfilment of the Requirements

Mr. Viktor Dimalanta

Abril Krhistian Reigniel Orfano

Bryan Kenneth Balitos

John Marie Macapia

Avi Kyle Rubio

Background of the Study 3

Statement of the Problem 10

Scope and Limitations 11

Software design methodology 12

Data flow Diagram Level 1 19

Data flow Diagram Level 2 21

Screenshot of the System 23

Background of the Study

the pharmacist of the said branch.

The pharmacy is experiencing some problems such as loss of records, wherein

When it comes to recording inventory, the business is using manual method by

business is having difficulties in managing. The business is manually operated, which

from the department.

availability of a certain medicine daily or weekly. In the expiration of every product,

product is nearing expiration.

In terms of returning a product, the pharmacist allows their customers to return it

The proponents intend to improve the Botika ng Pleasant’s processes by creating

losing profit and records.

Basic Diagram of the Existing Point of Sales System

knows the inquired medicine and product list.

Conceptual Framework of the Study

Conceptual framework is an analytical tool with several variations and contexts. It

Conceptual Framework of the Study

Statement of the Problem

3. What are the major problems encountered by the customers in buying

4. What are the employee’s problems in using manual system?

5. What are the benefits of using Computer-based system on the said

Scope and Limitation

The proponents conducted a system evaluation and system survey to 10 (ten)

Software design methodology

Methods of Research Used

of research, and analyzes methods in addition to the information obtained by them.

Descriptive Method of Research

presentation of the present system, composition or processes of phenomena. The findings

design describes trends or characteristics for population of people. In this method, it

be reveal as well as immediate measurement.

Observation. Is the communication between the researcher and the participator in

the investing research.

Data Gathering Instruments and Technique

drawing conclusions or making inferences. Some of these tools are questionnaires,

An Interview is defined as a meeting of two people face to face to confer about

something or an act of questioning to receive a desired answer that is necessary in solving

connection and communication between the researchers and respondents.

watched. Observation of a current operating procedure is another data gathering tool

Research is simply, the systematic search for pertinent information on a specific

topic or problem. It is systematic study or investigation or something for the purpose of

answering questions posed by the researcher. It includes reviewing journals, periodicals,

knowledge about the topic

A pre-written series of questions used in gathering important information’s from

researchers to gained enough data.

to bring out into focus the essential feature of the study.

Sampling Methods of Technique

Sampling may be defined as measuring a small portion of something and then

possible to make. The population to be researched is quite small; hence scientific