Sales and Inventory System for XYT Company

In Partial Fulfillment of the Requirements in

AIS311/L Information System Analysis and Design

Presented by
ROYALE MARIE M. ESPANUEVA
JOSHUA L. MEDILO
JHEANY ZYL L. SORONIO
ERNAME T. YUSALAN

Presented to
FE B. YARA
AIS311/L Adviser

December 17, 2020

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 ACKNOWLEDGEMENT

First of all, we would like to thank our Almighty God, for giving us the

wisdom and knowledge while making this project. To our AIS 311/L professor,

Prof. Fe B. Yara, for the continuous support and guidance that she gave

throughout the whole process.

To our parents, for the financial and moral support that they have

showered upon us. And to all those people that extended their helping hand

while making this project, thank you very much.

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 TABLE OF CONTENTS

CHAPTER 1 – THE COMPANY Page

Company Profile 8

Organization Chart of the Company 9

Business Environment 10

Description of the Existing System 11

Data Flow Diagram 19

CHAPTER 2 – THE PROBLEM

Statement of the Problem 22

Feasibility Study 25

Operational 25

Technical 26

Economic 27

Schedule 29

CHAPTER 3 – THE SOLUTION

System Development Methodology 31

System Objectives 32

System Requirements 35

System 35

Platform 36

Hardware Specifications 37

Software Specifications 37

Hardware Components 39

Software Components 40

Infrastructure 40

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 Entity-Relationship Diagram 40

System Design 41

Scope and Limitations 42

Security Plan 43

Implementation Plan 43

Information System Evaluation 44

System Prototypes 45

Appendix A

Appendix B

Appendix C

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 LIST OF TABLES
Table No. Page
1 List of the Products and Their Suppliers 10

2 Estimation of Costs of Human Resources 28

3 Estimation of Costs of Hardware Components 28

4 Estimation of Costs of Software Components 29

5 Estimation of Costs for Efforts 29

6 SDLC Schedule 29

7 Hardware Components 39

8 Software Components 40

Appendices
9 System and Integration Testing 57

10 User Acceptance Testing 57

11 Cashier Module 58

12 Online Order Request Module 59

13 Sales Invoice Module 60

14 Offline Electronic Sales Invoice 60

15 Online Electronic Sales Invoice 61

16 Warehouse Module 62

17 List Inventory Item 63

18 Accounting Module 64

19 Generate Reports Module 64

20 Hardware Components 66

21 Testing Schedule 66

22 Human Resources and their Tasks 66

23 System resources and their Descriptions 67

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 LIST OF FIGURES

Figure No. Page

1 XYT Company’s Organization Chart 9

2 Context Diagram of Sales & Inventory System 19

3 Context Diagram of Billing System 19

4 Context Diagram of Sales Reporting System 20

5 Context Diagram of Inventory System 20

6 Context Diagram of Purchasing System 21

7 Context Diagram of Accounting System 21

8 ER Diagram 41

9 USE Case Diagram 1 41

10 USE Case Diagram 2 42

11 USE Case Diagram 3 42

12 Login Form (Mobile) 45

13 Login Form (Web) 45

14 Dashboard Module Prototype 46

15 Data Entry for Company Products 46

16 Data Entry for Customers 47

17 Transaction Module Prototype 1 48

18 Transaction Module Prototype 2 49

19 Inventory Module Prototype 1 49

20 Inventory Module Prototype 2 50

21 Report Module Prototype 1 50

22 Report Module Prototype 2 51

23 Accounting Module Prototype 51

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24 Income Statement Prototype 52

25 Cash Flows Statement Prototype 52

26 Balance Sheet Prototype 52

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 Chapter 1

THE COMPANY

Company Profile

In the year 2000, the XYTCompany started selling their products such

as hardware supplies and auto parts which is managed personally by the

couple named Mr. and Mrs. Tee. It continually grows and successfully put it

into place in the business industry after experiencing hardships and struggles

in settling the business. The couple aimed to become one of the successful

businesses here in the Philippines that internationally competes in the global

market. In the beginning, they were purchasing the products from a few local

suppliers and until, they decided another option which is to purchase from a

different supplier coming from overseas. Successfully, they consistently

purchasing these products from an international supplier and the company

was finally sailing smoothly. The company was flooded with positive

feedbacks from their regular clients and their business became successful

since then.

Mr. Xyril Yee Tee, the son of Mr. and Mrs. Tee, was hired as the Chief

Executive Officer (CEO) of the XYT Company after two years of its operation

since the company was founded. Also, the name of the company was simply

derived from the name of their son by using his initials. The purpose of using

the son’s initials is to serve as a commemoration of having their first ever

business they built. Regarding with their location, their office is located at

Quezon Ave., Bacolod City, Negros Occidental.

The XYT Company is a large Sales and Inventory Company that sells

different supplies such as hardware and electronics supplies, motor parts and

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such. The inventory management system and the billing system are one of

the major businesses process that are currently using by the company from

getting the orders from their clients, doing the billing transactions, updating

their inventory, purchasing additional products for the inventory up to sending

off ordered products to their respective clients. The company is currently

using a hybrid system which means there are processes that are manual

and/or computerized.

Organizational Chart of the Company

Secretary

Accountant

Figure 1: XYT, Inc. Company’s Organizational Chart

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 The XYT Company consists of 5 major departments: (1) the Sales

Department, (2) the Accounting Department, (3) the Warehouse Department,

(4) the Purchasing Department, and (5) the Logistics Department. Every

department has its own department head and it consists of two employees.

Also, the CEO has a personal secretary and an accountant.

Business Environment

The XYT Company is a large Sales and Inventory company where their

products such as supplies, and motor parts are offered to clients both local

and international. They are predominantly operating in the Philippines as an

International company.

Here are the following lists of the products they sell and their respective

suppliers both local and international:

PRODUCTS SUPPLIERS
 Lightings  Galaxy and Global hardwares*
 Plasticwares
 Electronic supplies
 Hardware supplies
 Auto parts  Yamaken Auto and Motor Parts*
 Motorcycle parts
 Furniture Supplies  SamYa*
 Mandawi
*International supplier
Table 1: Lists of the Products and Their Suppliers

When it comes to their business location, the official address of their

location is at 28 Barangay 36, Purok Immaculada, Quezon Ave., Bacolod City,

Negros Occidental and it is in front of Mercedes commercial building.

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 There are only minimal number of employees in the company which

composed of two employees per department excluding their head. Overall,

there are 10 employees and 5 department heads currently working in the

company. These employees are generally consisting of cashier, personnel in-

charge and working staffs. In terms of their clients, they usually cater around

500 clients in a day that consists of walk-in, regular, and online clients. In fact,

the company has more than thousands of customers coming from the global

market.

Description of the Existing System

Sales Transaction

The Sales department is mainly the one who does the sales

transactions from getting the orders up to cashiering. Clients can purchase

their products as walk-in customers or sending them an email containing the

products that they want to purchase. To differentiate the two, walk-in

customers are customers that purchase products unintentionally or with no

definite purpose while, online customers are those customers that purchase

products via online transaction with the use of emails or other online

platforms. In this case, this is the time that the two employees under the Sales

department will do their respective jobs to their clients.

The sales staff will entertain those clients both walk-in and online and

get the orders from them, respectively. The orders are recorded directly to

their sales invoice which will be forwarded to the Warehouse department for

checking if the product/s ordered from the clients are all available. Once it is

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verified, the invoice will be forwarded to the cashier who will do the billing. The

sales invoice is consisting of the unit of the product, the particulars, the

quantity, the price per unit, and the total amount. Before the billing, the sales

staff will inform the clients regarding of the amount they have to pay. All the

payments are done through bank to bank transactions. The Accounting

department itself will verify the amounts paid from the clients through bank

transactions. Once the verification is complete, the cashier will be informed

about the verification and will start doing the billing process.

The billing system is the only one business process that is categorized

as a computerized system being used by the company. It enables to keep the

records of their customers, the amount rendered, and calculate the change.

The total sales for the day will be also generated in the system. However, the

details about the products are not recorded in this existing system.

Doing the sales transactions are done electronically and manually. The

employees must record all the orders from their clients and create sales

invoice in manual. On the other hand, calculating the amount and doing the

billing process are in electronic by using a software.

Preparation of Sales Report

Every organization or business must prepare a sales report. A sales

report is a financial document that contain the details about the business’

sales activity. This is important for all top-level management such as

managers, executives and such to create better decisions and options to

make the operations of the business function well and to generate more sales

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as well. To prepare a solid sales report, one must gather the data such as the

total sales earned on that particular day.

In XYT Company, there is a part of the system where the cashier will

prepare a duplicate copy of the paid invoice after the billing and will be

forwarded to other departments for inventory purposes, while the original copy

will be forwarded to the Accounting department for the preparation of the

sales report.

Also, the cashier must endorse the total sales to the accounting office

at the end of the day. The total sales on that day will be generated during the

billing process. The staff in the Accounting department will check whether the

total sales endorsed by the cashier and the sales report that had been

prepared are the same or not.

In preparing the sales report, it takes hours or days for the Accounting

department to complete the sales report for that particular day which causes

delays that affects the entire operation of the company. The Accounting

department cannot proceed in preparing the financial report for the CEO to

foresee the overall status and profitability of the company without the sales

report.

Preparation of Inventory of Products

Industries have their own inventory, but they differ in definition or use.

Some inventories are tangible in nature, and there are some are not.

Inventories commonly defined as raw materials or products or finished goods

that are either perishable or not. The primary purpose of having inventories is

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to keep and satisfy the customers’ demands continuously and to maintain the

availability of the goods or products whenever clients want to purchase

additional goods. So, businesses should regularly monitor their inventories to

prevent from shortage of goods and inconvenience from the clients because it

takes times to purchase additional products from the suppliers.

XYT Company also have their inventories especially their products are

tangible in nature, so regular monitoring and updating their inventory is

required thing to do by the company. In preparing and updating the inventory

of the products, the duplicate copy of the paid invoice prepared by the cashier

will be forwarded to the Warehouse and Logistics department.

The Warehouse department will check the inventory stored in the

warehouse to see if there are available items to be sold. On the other hand,

the Logistics department will use the said invoice to send or deliver the

products by using a courier to their respective destinations. These are

manually done by the departments.

Preparation of Purchase Order

Purchase order is a document made by a buyer to a seller or supplier

that indicates the details of the products or goods need to be purchased such

as the quantity, unit, price per unit and the total amount. This type of

document is important to both buyer and seller because it makes the entire

transaction easier and it also serves as a documentation of the transaction for

both buyer and seller because there will be an invoice prepared by the seller

to the buyer to inform the total amount to be paid for the products ordered.

The preparation of a purchase order may happen if the inventory items are

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already reached its critical level. For instance, the XYT warehouse has their

own critical level which is 30 and below (≤30). It means that if the items are

already 30 and below, they need to prepare a purchase order for additional

items to sell.

Since the company is a sale and inventory company, they also

preparing purchase orders whenever there is a need to purchase additional

items for their inventory. According to the company, the Warehouse

department is the one who is responsible in checking and updating the

inventory of the company and the employees under the department is in-

charge of checking it. They regularly checking the inventory by doing the

physical count. Thus, if the inventory has reached below 30, they will prepare

a purchase order invoice of what are the products that need to be purchased

from their suppliers.

After preparing the purchase order invoice, it will be forwarded to the

Purchasing Department for verification and approval from the Chief Executive

Officer (CEO).

Delivery of the Products from Supplier

Once the purchase order is received by the supplier, a confirmation

that indicates the amount to be paid coming from the supplier will be sent to

the buyer. Together with the confirmation, the goods are already shipped to

the destination. In XYT Company, the Purchasing department will verify the

purchase order invoice prepared by the personnel in-charge from the

Warehouse department and it needs an approval coming from Chief

Executive Officer (CEO).

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 Once the invoice is approved by the Chief Executive Officer (CEO), it

will be forwarded by the Warehouse department to their suppliers to deliver

the products ordered. Also, it is the responsibility of the Warehouse

department to check the products once delivered.

Return of Products

It is inevitable for businesses to have items or goods that are damaged,

or insufficient due to circumstances and external factors. The only way to

solve this unexpected situation is either to return the product, ask for a

replacement, or a refund. However, there is a return and refund policy to

consider for the buyers before returning the item or asking for replacement or

refund. While dealing with the suppliers, companies or businesses usually

seek for conditions and policies regarding with returns and replacements.

Otherwise, the suppliers will initiate in introducing the policies pertaining to

returns and replacements.

The XYT Company also experiencing of having damaged items after

receiving those items. In their company, the Warehouse department will check

first the items ordered from their suppliers before putting them into their

inventory. If the department found out that there are damaged, insufficient or

inaccurate delivered products, their personnel in-charge of the department will

automatically update the delivery invoice. All the damaged products will be

returned to the supplier.

Delivery of Products from the Supplier

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 When there are damaged items identified after receiving those items, it

should be replaced it with new items or returned to the supplier. A proper

communication between the purchaser and the supplier must be established

to avoid any confusion and misconception regarding the items to be returned.

Concerns about shipping will also be discussed between the two parties.

In their situation, the damaged, insufficient or inaccurate products

ordered will be returned to the supplier. Before returning the items, the

personnel in-charge from the Warehouse department will automatically

update the delivery invoice. If everything is settled, they can start returning the

items to the supplier The Accounting Department will prepare the check

payments for the delivered items not including the damaged items.

Delivery of Products to Clients

For walk-in customers, there is no need to charge them with additional

fees such as freight or delivery fees. Adding delivery charges are only

applicable to those customers who purchase items by sending emails.

Generally, this is a usual scenario for all overseas customers who cannot be

able to visit the store physically due to its long distance or perhaps, it is

located outside of their countries. Therefore, they are required to pay delivery

or shipping charges.

Items purchased by the customers are shipped by a shipping courier

and there are available courier services that people can freely choose.

Overseas shipping can take for days or weeks due to its long-distance for the

products ordered to be reached to its destination. Since the company is

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offering their products to overseas, additional delivery or shipping charges is

required.

In XYT Company, the department who is responsible for the delivery of

products to their clients is the Logistics department. The cashier who

prepared the duplicate copy of the invoice will be also forwarded to the

Logistics department to deliver the items to their courier. Once the personnel

have finally received and checked the invoice, they can start sending the

products. Clients from overseas are using a range of currencies to pay the

products ordered. So, there is a need for the company to consider by putting

in the system of fluctuating currency exchange rates especially these

currencies have different amounts from one another. A minimum of Php

300.00 or $4 as freight charges for orders below Php 10,000.00 or &20.

These charges are based on the total amount of the products ordered.

Preparation of Financial Report/Accounting Reports

Every business is required to prepare a financial report for both the

external and internal users to foresee the overall performance of the business

if there are areas that need to improve. The one who handles and prepares

financial or accounting reports in the business or company is the Accounting

department. They will summarize and interpret the numerical information that

have been gathered and make it into a financial report. Traditionally, these

reports are usually done manually where they must prepare ledgers, trial

balances, t-accounts by hand. As modern technology widely spreads and

dominantly invades people’s daily lives, people slowly adapt and use

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information systems and systematic approach to make their work a lot easier.

Hence, there are now accounting softwares that are available to be used.

In their case, the Accounting department will prepare a financial report

every week. In order to create a report, they must get the number of sales

from the cashier at the end of the day. The accounting staff will check if the

sales amount endorsed by the cashier has equated the amount in the sales

report prepared by the Accounting department. However, the preparation of

financial report takes time due to delayed submission of sales reports. There

are also areas in the company that should be checked such as inventories

and purchases which are needed in creating a financial report.

Data Flow Diagram

Figure 2: Context Diagram of Sales & Inventory System

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 Figure 3: Context Diagram of Billing System

Figure 4: Context Diagram of Sales Reporting System

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Figure 5: Context Diagram of Inventory System

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Figure 6: Context Diagram of Purchasing System

Figure 7: Context Diagram of Accounting System

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 Chapter 2

THE PROBLEM

Statement of the Problem

This contains the issues found in the existing system currently using by

the company.

Time-consuming process in doing Sales Transaction

The process in doing the sales transactions from the clients is very

time-consuming. It is because the sales staff and the cashier in the Sales

Department must record all the orders from walk-in and online clients

manually. Doing it manually can consume time that is much longer than

recording the orders through computer or a generated system. Considering

the customers that they cater per day, it is too tiresome for the employees in

the Sales department to cater all of them. The cashier will also prepare a

duplicate copy of the paid invoice that is to be forwarded to the Warehouse

and Logistics department. Preparing the duplicate copy of the invoice was

done manually.

Delay in the preparation of Sales invoice

There is a delay in preparing the sales invoice because the sales staff

and the cashier will record the details of the orders from the clients manually.

The sales invoice consists of the details of the order consisting the unit, price,

particular, quantity and the total amount. All of these must be recorded

manually by the staff. After recording it, the invoice will be forwarded to the

Accounting department. In preparing sales invoice, the worst scenario comes

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when there are incoming bulk orders from the customers. For instance, a

customer will order 70 pieces of electronic and hardware supplies with

corresponding prices. The staff will record the order details manually and it

will take minutes to finish writing the details. Hence, it will cause long delays

for the departments especially in the Accounting Department to verify the

amount written in the invoice and also, to inform the total amount to be paid to

the clients.

Delay in the preparation of Sales Report

There is a delay in preparing the sales report because of the sales

invoices coming from the Sales department needed by the Accounting

department. The original copy of the sales invoice prepared by the cashier will

be forwarded to the Accounting department for the preparation of sales report.

In this case, the sales invoice will not be automatically forwarded to the

Accounting department because preparing an invoice was done in writing.

The department must compile first the invoices before preparing the said

report. For example, the bulk orders from the clients should have an invoice

indicating the payment paid prepared by the cashier. Since it was a hand-

written invoice, there is a delay in forwarding the original copy of the invoice to

the Accounting department. Hence, the submission of the sales report will be

also delayed.

Excessive checking and monitoring the inventory

Employees under Warehouse department plays a vital role in the

company where they are the ones who will check and update the inventory in

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a regular basis. However, excessive regular checking and monitoring the

inventory is too tiresome for the employees who handle the inventory. Every

duplicate copy of the paid invoice received by the personnel in-charge will be

checked afterwards and look for the items to inform the other department the

availability of the items. It is because they need to record all the items sold

every time there will be an incoming order. Also, doing it excessively will

create a large time gap between the time of the customer ordered and the

time of the items that are already shipped from the logistics by sending a

notification to the client.

Delay in the Submission of Financial Report

The Accounting department must submit a financial report to the CEO

on time. However, there is a delay in submitting the financial report because

in preparing a financial report, there should be a set of reports such as sales

reports, inventory report and other reports to be summarized and interpreted

by the Accounting department. For instance, the sales report for that particular

date was delayed or not yet finished due to the number of clients whose

orders are bulk in nature. Since the sales report was not yet finished, the

preparation and the submission of the financial report as well will take much

longer. Sometimes, it will be delayed due to errors found on the reports so

there must be a re-check or tracking of the possible transactions that cause

errors or mistakes in encoding the orders.

Limited online platforms for online transactions

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 Employees under Sales department entertain online clients and get

their orders via emails. The main problem is that company only used emails

other than phone calls as their communication towards their clients from

overseas or long-distanced areas. There will be customers from overseas

wanted to ask about the items’ specifications and its availability and it usually

takes 5 to 10 mins or more to finalize the order of the customer. Emails can

be disruptive as it requires a time interval, so it is considered as a

disadvantage in doing online transactions.

Feasibility Study

Operational Feasibility

In today’s modern world, every company has their own management

that composed of managers, supervisors, department heads, and lastly, their

staff and employees. These people are also one of the key components to

establish a company or business. Human judgement, intelligence and skills

can be found holistically to human beings. So, it is necessary for a company

to have a group of people that would manage and work on the tasks and job

that even computers and systems cannot do it alone.

In XYT Company, there is a need for upgrading their existing system

as there are delays and problems happening on their current system.

Employees on different departments as well as the management and the

heads must know all the details and information about implementing the new

system for faster and convenient transactions to their clients.

Considering the number of employees working in the company, it is a

big struggle for them to do the tasks according to do their department they

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belong in which it is already divided for smooth and organized flow of the

processes circling around in the company. With the new and upgraded

system, it is a good opportunity for them to lessen the burdens and

inconvenience while doing the transactions. But the main problem is their

capability to operate and adapt the system considering the limited time they

have. The only one solution is to give them a brief and open discussion about

the implementation of the new and upgraded system. Trainings and programs

can also be implemented. Regarding about the adaption of the new system,

the admins and the staffs of all departments are willing to adapt and use the

new system that may lead their businesses processes to become efficient and

functional.

Technical Feasibility

In a computerized system, transactions must be done systematically

without consuming too much time while generating checks and bills for the

invoices paid, and other processes that uses this kind of system. Processing

the transactions using a computerized system will not work if hardware and

software components that will aid during the process are absent. Without

these components, a computerized system would not exist.

XYT Company is currently using a computerized system particularly in

the billing system where the cashier does the billing transactions after

receiving the confirmation from the Accounting Department about the invoice

paid by the client. With a computer and an existing software, they cater

around 500 clients, both walk-in and online clients, in a day. The cashier will

entertain all the clients or customers one by one, who physically enter the

store or send emails through online. Part of their computerized system where

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the sales invoice shows about the unit, price, quantity, particulars, and the

total amount which is already generated in the system.

In this case, there is a need for a company to upgrade their existing

software to have a fast and convenient transactions while entertaining the

clients or customers. Regarding with their hardware requirements, acquiring

one or more computers that will use for processing the transactions is a good

option but, the people who will use these hardware components is one thing

that must be considered.

Moreover, the company itself is willing to invest in acquiring these

resources for developing a new system. The total costs to be incurred that are

intended for these resources are already planned and estimated by the

company.

Economic Feasibility

There should be a budget estimation and allocation in acquiring

hardware and software components. It is to oversee if it is sufficient and good

enough for upgrading the current system used by the company.

In XYT Company, the CEO is willing to invest time and money in

upgrading the system in order to make their business processes operate

faster and efficient to use. Hence, there is already an allocation where to use

the budget corresponding to the requirements such as hardware and software

requirements that should be comply and completed in upgrading the system.

The allocation for budget for hardware and software requirements must

be planned and discussed further because the system itself is very complex to

program and it is costly. Advanced and proper planning will minimize the

unnecessary expenditures from upgrading and programming the system.

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28
Table 2: Estimation of Costs of Human resources
Human Number Rate per Hours Total
Resources hour
System Analyst 1 Php 230 100 Php 23,000
Programmer 1 Php 240 187 Php 44,880
Software Engineer 1 Php 240 90 Php 21,600
Administrative 2 Php 130 24 Php 6,240
Assistants
Tester 1 Php 200 80 Php 16,000
TOTAL Php 111,720
(Source: www.salaryexporer.com)

Table 3: Estimation of Costs of Hardware Components

Hardware Components No. of Units Cost Total
 Keyboard 1 Php 400 400
 Mouse 2 Php 149 298

 Track pad 1 Php 200 200

 Microphone 1 Php 1,345 1,345

1 Php 15,000 15,000
 Printer(impact)
1 Php 10,000 10,000
 Printer(non-impact)
1 Php 2,930 2,930
 Monitor (touchscreen)
Php 3,300 6,600
 Monitor (Display) 2
Php 3,100 3,100
 Speakers 1
4,244
 1TB Hard Drive Php 4,244
1
Php 250 250
 16GB Flash Disk 1
 Router Php 4,000 4,000
1
 LAN Cables Php 300 600
2
TOTAL Php 48,967
(Source: www.ph.priceprice.com, www.asianic.om.ph, www.iprice.ph)

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Table 4: Estimation of Costs of Software Components
Software Components Cost
 Windows 8/10 Php 10,000
 Microsoft Office

Table 5: Estimation of Costs forEfforts

Activities Costs
Meal Expenses Php 8,000
Transportation costs Php 3,000
Printing Expenses Php 2,500
TOTAL Php 13,500

Schedule

The table below are the planned schedule that corresponds to the

phases or procedures for upgrading the current system of XYT Inc. company.

Table 6: SDLC Schedule

By Week/s
Phases in
SDLC 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19

P1:
Identifying
problems,
opportunities
, and
objectives
P2:
Determining
human
information
requirements
P3:
Analyzing
system need

By Week/s

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Phases in 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19
SDLC
P4:
Designing
the
recommende
d system
P5:
Developing
and
documenting
software
P6:
Testing and
Maintaining
the system
P7:
Implementin
g and
evaluating
the system
P8:
The Impact
of
Maintenance

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 Chapter 3

THE SOLUTION

System Development Methodology

After identifying the problems and describing the businesses processes

of XYT Company, the type of methodology to be used must be indicated

before proceeding to the next phase. The methodology to be used for

developing the system is the Iterative Model. This type of methodology is

suitable for XYT Company because they must use a newly developed

application and a newer version system as well. There are departments in the

company that are already using the computerized system but there is still a

need for improvements or adding additional features in the system or

upgrading the system version. Also, developing an application for online

transaction would bring benefit to the entire company once it will be

implemented and ready to use for users.

Apparently, the company had encountered issues and lapses regarding

with their current system. As to what methodology to be used, this will help to

develop an upgraded and new system for the company to solve the problems

and issues and to create optimization to every department using the system.

By using the new system, users or clients may create orders in an instant via

online applications or platforms developed. One of the strengths of using the

Iterative model is the involvement of the users in discussing the newly

upgraded system together with the analysts and the programmers. In this

case, analysts will get the user’s feedbacks and concerns about the system.

Also, they can address their needs and concerns about the new system and

the application to be used based on their experiences while using their current

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existing system in the company. Employees who are lack of knowledge or

unfamiliar with the technology would also benefit in developing the system

because they will know on how to use the system. Once it will be finalized and

already done by the testing and maintenance, the employees of every

department can easily access with the system for data purposes and do

transactions with their clients smoothly.

System Objectives

Automate the Sales System

Automating the sales system will help to identify the items and its

corresponding prices placed in the database based on the clients’ orders, and

to calculate the total amount instantly using the computerized system. The list

of the items found in the orders from different clients will reflect to the sales

invoice after finally confirming the said order from the client. The billing

process of the sales invoices will become faster and efficient, and the

verification from the Accounting department will be forwarded automatically

without any delays.

The problem regarding with the recording of the sales invoice manually

and the delay time it causes will be eliminated by the new system. The order

from the client, whether it is local or international as long as online platforms

were used in transacting the orders toward the store, will be recorded

electronically without any manual labor involved such as writing the sales

invoice directly. Also, the overall time to be consumed will be shortened as the

system will do the job in notifying the different departments about the

verification of the invoice, the updates for the inventory and the payment to be

33
paid by the client. The effect of automation of the sales system will bring a

great impact to the issue faced by the Accounting department where sales

reports were submitted late to the office of the CEO. Since, sales invoices

were recorded electronically, it will also be forwarded automatically to the

Accounting department in preparation for the sales reports to be submitted on

time to the CEO’s office.

Develop an electronic sales invoice

Developing an electronic sale invoice will bring a great impact to the

issue or problem faced by the Accounting department where sales reports

were submitted late to the office of the CEO. After confirming the payment

made by the client, the amount paid will automatically reflect to the sales

invoice in an electronic format. Since, paid sales invoices were recorded

electronically, it will be forwarded automatically to the Accounting department

in preparation for the sales reports to be submitted on time to the CEO’s

office.

The possibility of the delay in submitting the sales reports due to

manual work done by the cashier which is writing and duplicating the sales

invoice will be reduced. Using the electronic sales invoice format, the flow of

the quantifiable data from the Sales towards Accounting department will

become smooth and well-organized.

Provide a software in updating the products

The products or items stored in the warehouse must be updated every

now and then. There should be a software that will update the items in real-

34
time. Every purchase of an item will reflect on the system and automatically

update the inventory count if the said item/s are confirmed sold.

Using a software will help the entire Warehouse department in handling

and monitoring the items or products stored without doing any tiresome

activities. Excessive monitoring and updating the items in the warehouse will

be reduced because the software will update the warehouse inventory. For

instance, the client will order an item. The application will send an order

request containing the items and it will directly forward to the software used in

inventory to check the item. The role of the employees will take place by

placing the items to be shipped. There is no need to wait for the written sales

invoice prepared by the sales staff that will cause delays and much longer

delivery time.

Using a software in preparing the Financial Reports

Financial Reports must be submitted on time. By using a software, this

will aid the staff in Accounting department to finally begin preparing the

financial reports. Other reports such as sales and inventory reports are

already presented on this software because they are automatically forwarded

once it is already by the other departments.

The number of sales is also reflected that is why there is no need to

wait for the staff in the Accounting department for the sales to be endorsed by

the sales staff at the end of the day. The numerical data in previous reports is

also stored. There is an organization of the data within the system especially it

involves quantitative data and the nature of the business which is selling

hardware parts in the global market.

35
Create online applications or platforms for online transactions

Web and mobile applications to be used by the clients or customers will

aid the customers to easily access and purchase items available in the

company. Other online platforms such as emails that may consume time in

taking the orders will reduce the delays and inconvenience for the customers.

The advantage of having web and mobile applications is the accessibility to

customers.

By using an application, the specification and availability of the items

will be shown on the section for presenting the available items. Also, different

payment methods and the total amount to be paid are presented and

introduced. Nowadays, majority of the people prefer to purchase items online

because it is accessible due to access to internet connection and it is less

tiring because clients can purchase at home. For instance, the application

itself will send an order request made by the client if the client himself has

finally confirmed in purchasing the item. If the client wanted to look for other

similar products or more cheaper products, he/she can navigate the

application using the features displayed. The client also may either download

the mobile app or search its official website using a browser.

System Requirements

System

36
 To provide a better and user-friendly system, a cross-platform

application for XYT Company will be developed. With this application, it

enables the business processes of the company to work efficiently and

smoothly without delays and inconvenience for both clients and employees

who will use the system. Processing sales transactions will become more

organized and computerized in nature other than generating bills. Also, doing

such work manually will be put to an end which is the root cause of problems

happening in the entire system. Updates for inventories will automatically

reflected by the system with direct involvement on the application to be used

for clients or customers. In purchasing for additional items for restocking,

sending an electronic purchase order towards suppliers prepared by the staff

will be done instantly and once already reached the critical number of stocks

or items stored in the warehouse. On time submission of financial reports will

be done provided by the new system and its software that will aid to create

important reports in preparing financial reports. This upgraded and extended

system will provide a competitive advantage especially in the global market

where clients both local and international can easily access and purchase

items they prefer.

Platform

Since the system will be using a cross-platform application, a web and

mobile application will be used for the clients or customers. For mobile

application, there will be an application to be developed and introduced for

online selling purposes where clients or customers can easily access and

view the products available. By using Google Play and App store, the said

37
application can be downloaded on their digital phones. For the web

application, a browser is a requirement for accessing the website. This

application was made for customers who cannot download the application in

the Google Play and Apps store and prefer to use a browser.

Hardware Specifications

For Clients

Clients will be using either both web and/or mobile applications in

purchasing their desired items. For the application to run, the following listed

below will be the required specifications that must have by the clients.

 For Android or iOS phones:

o RAM: At least 2GB

o Have at least Quadcore and up

o Uses LAN cable or WiFi connections

 For PC’s or MacOS:

o Have at least Dual Core CPU

o Uses LAN cable/WiFi/Router

For Admin/Employees

The admin or the employees must know the recommended

specifications in order for the application to run on the system. The following

listed below are the specifications required.

 Intel Corei7 or AMD R9

 RAM: At least 4GB

38
Software Specifications

For Developers

These are the software tools needed by the developers in order to

develop a web and mobile application for cross-platform application.

 JavaScript Language

This tool is suitable for hybrid app development where clients

can be able to access the application using an Android or iOS

mobile devices.

 PHP Scripting Language

This tool is easy to learn for both the admin and the clients who

will use the web application. Also, it has more web control for

the developers, and it is cost efficient as well.

 XAMARIN

A software framework that is suitable for cross-platform

application where different operating systems or platforms such

as Android, MacOS, iOS and Windows can make the application

to run in the system.

 MySQL Database

It is an open-source database where operating systems such as

Windows, MacOS, etc are applicable. It gives high performance

for large databases and it is suitable for the system to be

developed where high-volume information about the items,

prices, clients’ info are involved.

 Adobe Photoshop CC 2019

39
 This tool will be used in designing icons and designs for the

mobile and web application.

For Clients

 For mobile application:

o Android: At least Android Pie and up

o iPhone: At least iOS 12 and up

 For web application:

o Windows: Windows 8 or Windows 10

o MacOS: High Sierra, Mojave, Catalina, or Big Sur

o Any Browser

For Admin

To run the application, the following listed below are the specifications

required that the admins must have.

 Any Browser

 Windows 10

Hardware Components

The developers will develop an application for the system. In order to

proceed, the developers must have installed these following hardware

components.

Table 7: Hardware Components

Hardware Components Devices
Input Devices  Keyboard
 Mouse
 Track pad
 Microphone
Output Devices  Printer (impact & non-impact)
 Monitor (touch screen &

40
 display)
 Speakers
Storage Devices  Primary: 16GB
 Auxiliary: 1TB Hard disk,
16GB Flash Drive
Processing Devices  AMD Intel
Communication Devices  Router
 LAN Cables

Software Components
In order to proceed in developing an application, the developers must

have installed these following software components.

Table 8: Software Components

Software Components Devices
Operating Systems  Windows 8/10
 iOS
 MacOS
 Android
Office Applications  Presentation
 Word Processing
 Spreadsheet
Development Software  PHP Scripting Language
 JavaScript Language
Database  MySQL
Frameworks  XAMARIN

Infrastructure

In developing the application, developers must ensure the connectivity

of the network connection by using LAN cables and routers to prevent sudden

disconnection and interruptions while working the system.

Entity-Relationship Diagram

The figure below shows the relationship between entities involved in

the system. It starts with the customer using the application by creating orders

until the items purchased are ready to be shipped.

41
 Figure 8: ER Diagram

Systems Design

Figure 9: Use CASE Diagram 1

42
 Figure 10: Use CASE Diagram 2

Figure 11: Use CASE Diagram 3

Scope and Limitations

Organizational objectives, rules and regulations, and other legal

requirements of the company were clearly addressed to the developers, and

other individuals who are involved in developing the new system before doing

the first phase of SDLC. Other information or concerns that were not

discussed or formally not disclosed are already excluded while performing the

developers’ or programmers’ duties in making the new system.

43
Security Plan

There are risks that may cause unwanted errors and unexpected

failures found in the system. The existence of security is a must where

information about the customers and, also the transactions are highly

confidential. All of the components in which there is an involvement in the

system must be secured. This includes the network, computer, database, and

internet.

An anti-virus software or application must be installed in the system

that will detect different types of viruses that would cause hacks and system

failures.

Also, there is a need for installing firewalls that are responsible in monitoring

the outgoing and incoming network traffic and it only allows those authorized

users that can access the network. Passwords for log-ins is a must in a

system that only authorized people can access the system. In terms of the

database system, there are lots of information that are stored in the database

so there must be an authentication process that provides security to verify

customer’s and user’s credentials. Having back-ups in the system will also

secure the information stored in the database whenever there is an unwanted

access from unauthorized users. All of the methods in securing the system

will help the system to become more secured and, also confidentiality of

information is strictly observed.

Implementation Plan

The type of implementation to be used in the system is the phased type

where the new system gradually replaces the parts of the old system. It is to

44
monitor the changes in the system while implementing the new one and to

check if there are failures or errors tend to occur so that it can be easily

addressed.

Information System Evaluation

The purpose of this section is to provide an evaluation of the

information system. There will be a rating scale that is shown below as a

basis in evaluating the performance of the system.

5 – Very Satisfied 2 – Poor

4 – Satisfied 1 – Needs Improvement

3 – Fair

5 4 3 2 1

Ease of Installation

Usability

User-friendliness

Compatibility
 Hardware Components

 Software Components
Security

Responsive of the Interface

45
System Prototypes

Login Module

Figure 12: Login Form (Mobile)

This is a login form for mobile users by entering the email address and

password on the space provided, and then click the login button for the admin

to open his/her account. There is also a ‘Forgot your Password’ feature if the

admin forgot his/her password and need to fill-up the necessary details in

creating a new password.

Figure 13: Login Form (Web)

This is a login form for users who desired to browse in a website. The

email address and the password are needed in opening their accounts. There

46
is also a feature if they forgot their password by clicking a ‘Forgot your

password’ link.

Dashboard Module

Figure 14: Dashboard Module Prototype

This is a dashboard module prototype that displays data analytics such

as KPIs (key performance indicators), graphic illustrations, and features

based on the roles assigned to the admin and the users.

Data Entry Module

Figure 15: Data Entry for Company Products

47
 This is a data entry module for entering inputs or data about the

company products. The information about the products were shown in the

figure above such as the quantity, the purchase price, and the sales price. If

the user wants to update the product’s information, he/she can edit the

information by clicking the ‘Edit’ button.

Figure 16: Data Entry for Customers

This is the data entry module for the customers where the user will

enter data values regarding with products ordered and their desired quantity.

There is a feature or button where the user can save or print the inputted data

by clicking the given button.

48
Transaction Module

Figure 17: Transaction Module Prototype 1

Figure 18: Transaction Module Prototype 2

This is the transaction module of XYT Company, and this shows the

details of a sales transaction that consists of name of the items, number

ofquantities, the equivalent unit price and the total amount. The user can edit,

49
save and delete by clicking those buttons located at the bottom part of the

module.

Inventory Module

Figure 19: Inventory Module Prototype 1

Figure 20: Inventory Module Prototype 2

50
 This is a prototype of an Inventory Module where there are functions or

features to use as to what the user desires in relation to the inventory. By

clicking the ‘Items’ category, the names of the items are shown in the screen.

Report Module

Figure 21: Report Module Prototype 1

Figure 22: Report Module Prototype 2

51
 This is a report module prototype which displays the different reports in

a single screen. By clicking the sales report button, the details about the sales

for a certain period or date based on the preference of the user will be shown

in the screen. The user can preview, export, and save the data by clicking the

buttons located at the bottom.

Accounting Module

Figure 23: Accounting Module

Figure 24: Income Statement Prototype

52
Figure 25: Cash Flows Statement Prototype

Figure 26: Balance Sheet Prototype

APPENDIX A
53
 TEST PLAN

Sales Transaction, Inventory, and

Accounting Report for XYT Company

54
 Table of Contents

1. Introduction

2. Objectives and Tasks

Objectives

Tasks

3. Scope

4. Testing Strategy

System & Integration Testing

5. Hardware Requirements

6. Testing Schedule

7. Resources

8. Approvals

55
1.0 INTRODUCTION

The system of XYT Company consists of processing sales transaction,

monitoring and updating the inventory, and generating accounting reports.

Basically, the company offers a variety of products either locally or

internationally and therefore, their business processes are mainly into sales

and inventory. In terms of the responsibilities in handling these processes,

there are three departments who are involve in the system based on the

processes specified for system integration testing. First, the Sales department

who is responsible for sales transactions. Second, the Warehouse department

for handling the inventory, and lastly, the Accounting department for

generating accounting reports. These three departments are connected to

each other.

Employees in the Sales department does the work in transacting with

the clients, generating the bills, and encoding the sales. The orders requested

from the clients and handled by the Sales department will be transferred to

the Warehouse department whose job is to check the availability of the

products ordered. The role of the Accounting department is to generate the

reports based on the sales recorded and the inventory status from the

warehouse. There will be an electronic format of the Sales invoice for

encoding the payment to be paid which is operated by the system with the

help of the cashier. The number of products stored in the warehouse is also

reflected in the system with the participation of the employees in the

Warehouse department. Accounting reports to be submitted will also be

generated in the system with the help of the Accounting department.

56
2.0 OBJECTIVES AND TASKS

2.1 Objectives

The main objective of this test plan is to check the functionality of the

system if the system requirements and components specified in the

documentation are properly encoded in the system or if there are any minimal

errors and bugs found while testing the system by using system integration

test. This type of test is indicated in the test plan. Each business process that

is required to be tested will be documented here in the test plan such as

processing sales transaction, updating the inventory, and generating the

accounting reports.

2.2 Tasks

The following tasks mentioned below must be accomplished while

testing the system for sales transactions, inventory, and accounting reports:

1. Testing

2. Problem Reporting

3. Post Testing

3.1 SCOPE

Only the processing the sales transaction, updating the inventory, and

the accounting reports in the system will be tested. The entire testing will be

done once it will be approved by the project manager and after removing all

the errors and bugs found in the system for implementing the system.

57
4.0 TESTING STRATEGY

4.1 System and Integration Testing

The purpose of system and integration testing is to verify the system

requirements encoded in the system is properly implemented.

Table 9: System and Integration Testing

Sales Transaction, Inventory, and Accounting Reports

Test Objective It is to ensure proper data entry, calculation of

amounts, processing of inventory and
production of reports.
Technique  Expected results in encoding are valid.
 Messages for invalid data are displayed.
 Terms and conditions for business
processes are properly met.
Completion Criteria  All tests are properly done.
 Processes are executed well.
 Errors and bugs are eliminated.

4.2 User Acceptance Testing (UAT)

Table 10: Users Acceptance Testing

Acceptance
Number Requirement Critical Test Result Comments
YES NO ACCEPT REJECT
1 Important Sales
details about invoice will
the transaction not be
are displayed. accurate
until this
requirement
has been
met.

58
 Acceptance
Number Requirement Critical Test Result Comments
YES NO ACCEPT REJECT
2 Amount Sales invoice
computation will not be
for the accurate until
transactions is this
accurate. requirement
has been met.
3 Data entry is Data must be
properly done. valid.
4 Inventory Reports will not
status must be accurate
reflect to the until this
system. requirement
has been met.
5 Expected Expected data
results in the will become
reports must inaccurate.
be correct.

4.3.0 Sales Transaction

4.3.1 Cashier Module

Table 11: Cashier Module

Number Test Scenario Test Case
1 Username  Check the entry.
 Accepts only 8 to 10
character with 2
numerical digits
2 Password  Check the entry
 Hides the code using
asterisk (ex. ****)
 Accepts numerical
values only
 Limits to 5 digits only
3 LOG IN  Open the Sales
dashboard
4 CANCEL  Close the application

59
4.3.2 Online Order Request Module
Table 12: Online Order Request Module
Number Test Scenario
1 Order Number
2 Item Name
3 Items Quantity
4 Items Price
5 Total Amount
6 Home/Office Address
7 Confirm
60
Test Case
 Check the entry.
 Starts with “#” and
consists of
alphanumerical values
 Check the entry
 Displays the registered
name of the item
based on the inventory
 Check the entry
 Displays the number of
items preferred by the
client
 Check the entry
 Displays the price per
item
 Starts with a Peso sign
 Shows its equivalent
price using a foreign
currency
 Check the entry
 Displays the calculated
amount
 Shows the computation
by pointing the amount
using a cursor
 Check the entry
 Displays the address of
the client
 Confirm the request
4.3.3 Sales Invoice Module

Table 13: Sales Invoice Module

Number Test Scenario Test Case
1 Offline  Proceed to sales
invoice for offline
transactions
2 Online  Proceed to sales
invoice for online
transactions

4.3.4 Electronic Sales Invoice (Offline)

Table 14: Offline Electronic Sales Invoice

Number Test Scenario
1 Sales Invoice Number
2 Customer Name
3 Date
4 Currency
5 Payment Method
6 Item Quantity
7 Item Name
8 Items Price
Test Case
 Check the entry.
 Starts with “S” and
consists of numerical
values
 Check the entry.
 Check the entry.
 Suggests today’s date
 Check the entry.
 Displays the different
currencies.
 Check the entry
 Displays the different
payment methods
 Check the entry
 Encode number of
items
 Accepts numerical
values only
 Check the entry
 Shows suggested
names while encoding
 Check the entry
 Display the price of the
item based on the
“Item Name” section

9 Total Amount  Check the entry

61
  Displays the calculated
amount
 Shows the computation
by pointing the amount
using a cursor
10 OK  Confirm the invoice
11 CANCEL  Close the application

4.3.5 Electronic Sales Invoice (Online)

Table 15: Online Electronic Sales Invoice
Number Test Scenario
1 Sales Invoice Number
2 Order Number
3 Date
4 Currency
5 Payment Method
6 Home/Office Address
7 Item Quantity
8 Description
9 Total Amount
Test Case
 Check the entry.
 Starts with “S” and
consists of numerical
values
 Check the entry.
 Starts with “#” and
consists of
alphanumerical values
 Check the entry.
 Suggests today’s date
 Check the entry.
 Displays the different
currencies.
 Check the entry
 Displays the different
payment methods
 Check the entry
 Displays the address of
the client in the “TO”
section
 Displays the address of
the company in the
“FROM” section
 Check the entry
 Displays the number of
items preferred by the
client
 Displays the name and
the price of the item/s
 Check the entry
 Displays the calculated

62
 amount
 Shows the computation
by pointing the amount
using a cursor
10 Payment Status  Mark as “PAID” once
the items are paid.
 Mark as “PENDING” if
the payment is still
unpaid

4.4.0 Inventory
4.4.1 Warehouse Module

Table 16: Warehouse Module

Number Test Scenario Test Case
1 Username  Check the entry.
 Accepts only 8 to 10
character with 2
numerical digits
2 Password  Check the entry
 Hides the code using
asterisk (ex. ****)
 Accepts numerical
values only
 Limits to 5 digits only
3 LOG IN  Open the Inventory
dashboard
4 CANCEL  Close the application

4.4.2 List Inventory Item

Table 17: List Inventory Item

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 Number Test Scenario Test Case
1 Search  Check the entry.
 Accepts only registered
item names
2 Status History  Shows the recorded
items sold based on
sales invoices
 Prices and the quantity
are also indicated.
3 Add Product  Check the entry
 Accepts
alphanumerical values
only
4 Sales Price  Numerical values with
a Peso sign/symbol
5 Cost  Numerical values with
a Peso sign/symbol
6 Description  Description of the item
7 COGS Account  Checks the entry.
8 Product Name  Displays the name of
the item/s
9 Product ID  Consists of
alphanumerical values
10 Quantity  Displays the total
number of the
particular product
stored in the
warehouse
11 Unit of Measure (UOM)  Displays the unit of
measure of each
product
12 Status  Shows the current
status of each product
13 Update  Loads the item/s in the
system
14 Edit  Able to make changes
on the Status section
15 BACK  Return to the
application

4.5.0 Accounting Report

4.5.1 Accounting Module

64
Table 18: Accounting Module
Number Test Scenario
1 Username
2 Password
3 LOG IN
4 CANCEL
Test Case
 Check the entry.
 Accepts only 8 to 10
character with 2
numerical digits
 Check the entry
 Hides the code using
asterisk (ex. ****)
 Accepts numerical
values only
 Limits to 5 digits only
 Open the Accounting
dashboard
 Close the application

4.5.2 Generate Reports Module

Table 19: Generate Reports Module

Number Test Scenario Test Case
1 Accounting Reports  Check the entry.
 Shows suggested
financial statements
while encoding
2 OK  Open the desired
financial statement in
electronic format

5.0 HARDWARE REQUIREMENTS

Specifications

65
For Clients

Clients will be using either both web and/or mobile applications in

purchasing their desired items. In order to run the application, the following

listed below will be the required specifications that must have by the clients.

 For Android or iOS phones:

o RAM: At least 2GB

o Have at least Quadcore and up

o Uses LAN cable or WiFi connections

 For PC’s or MacOS:

o Have at least Dual Core CPU

o Uses LAN cable/WiFi/Router

For Admin/Employees

The admin or the employees must know the recommended

specifications in order for the application to run on the system. The following

listed below are the specifications required.

 Intel Corei7 or AMD R9

 RAM: At least 4GB

Hardware Components

The developers will develop an application for the system. In order to

proceed, the developers must have installed these following hardware

components.

Table 20: Hardware Components

Hardware Components Devices

66
 Input Devices  Keyboard
 Mouse
 Track pad
 Microphone
Output Devices  Printer (impact & non-impact)
 Monitor (touch screen &
display)
 Speakers
Storage Devices  Primary: 16GB
 Auxiliary: Hard disk, Flash
Drive, External disk
Processing Devices  AMD Intel
Communication Devices  Router
 LAN Cables

6.0 TESTING SCHEDULE

Table 21: Testing Schedule
Task Members Estimate Effort
Create the test Test Designer 96 hours
specification
Perform Test Execution  Tester 216 hours
 Test Manager
Test Report Tester 36 hours
Test Delivery QA Member 10 hours
TOTAL 358urs

7.0 RESOURCES
Human Resources
For testing, a plan must be prepared for human resources as following:
Table 22: Human resources and their tasks
Number Project Member Tasks
1 Test Manager He/She:
 Manages the project;
 Acquires the appropriate
resources, and;
 Defines project directions.

2 Tester He/She:
 Identifies and describes test
techniques;

67

3 Developer in Test
4 Test Administrator
5 SQA Member

Verifies and assesses the Test
approach, and;
 Executes the log results, tests
and reports the defects
He/She:
 Implements the test cases, test
suites, etc.
He/She:
 Supports the Tester to use the
test environment for execution
He/She:
 Takes in-charge of quality
assurance, and;
 Checks to confirm the testing
process meet the requirements

System Resource
For testing, there should be a plan for system resources as following:

Table 23: System resources and their descriptions

Number Resources Description

1 Server  Install the web application under

test.
 It includes a separate web server,
database server, and an
application server if applicable.
2 Network  It includes a LAN and Internet to
stimulate the real business and
user environment.
3 Computer  It is often use by users to connect
the server.

68
8.0 APPROVAL

This is to certify the implementation of the Test plan.

Approved By:

Date:

69
 APPENDIX B

SURVEY QUESTIONNAIRE

Instructions: The responses below will be kept confidential and to be used

only for system’s development essential for the utilization of the company.
Company’s System Information
1. What are the current systems of the company?
☐ Inventory System ☐ Management Information System
☐ Payroll System ☐ Point of Sale System
☐ Enrollment System ☐ Library System
☐ Others, please specify

2. What type of system is the one mentioned in Question No.1?

☐ Manual System
☐ Computerized System
☐ Combination of both manual and computerized system

3. Is the company willing to invest additional computer hardware or

software for the computerization or customization of the system?
☐ Yes ☐ No
Company’s Profile:
1. When was the company started?

2. What is the historical background of the company?

3. Who is/are the owner/s of the company?

4. How many employees does the company have?

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5. What is the organizational structure of the company?

Business Processes
1. What are the processes of the System checked in question 1? (Indicate
the step by step process including the person in-charge?

2. What are the problems encountered in the current system?

3. How many customers the company caters in a day?

4. What are the types of clients they have?

☐ Regular Clients ☐ Walk in Clients ☐ Online Clients

5. Who are their suppliers?

6. How many and what are the products and services do the company
have?

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(For inventory system only)
7. How did they conduct and record inventory of products?

8. When is the schedule of conducting the inventory?

9. What is the reorder level to purchase additional products?

10. What did they do if there are damaged products?

11. How did they generate inventory reports?

12. When is the time they generate sales reports?

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 APPENDIX C

CURRICULUM VITAE

Royale Marie M. Espanueva

Address: B18 L18, Guatemala St., Rosalina Village 3,
Barangay Baliok, Toril,
Davao City, 8000
Contact Details: r.espanueva.478586@umindanao.edu.ph
09273495782/09087155469

EDUCATIONAL BACKGROUND:
 Tertiary:
Bachelor of Science in Accounting Information System
The University of Mindanao (2018 – present)
Matina, Davao City
 Senior High School:
The University of Mindanao (2016 – 2018)
Matina, Davao City
 Secondary:
International College of St. Ignatius de Loyola (2012 – 2016)
Corner Iwha, Espino Subdivision, Davao City
Matina, Davao City
 Elementary:
St. Ignatius School of Davao (2007 – 2012)
Roha Subdivision, Toril, Davao City
SKILLS:
Technical
 Computer literate (MS Word, MS Excel, MS PowerPoint)
 Accounting Software literate (QuickBooks, NetSuite)
Personal
 Communication skills
 Team player
 Flexible
 Responsible and Well – Organized

SEMINARS/TRAININGS ATTENDED
 Student Training Assistant Program – Office Practice
 Values Build – Up Seminar

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Joshua L. Medilo
Address: Tibungco, Davao City
Contact Details: joshua.medilo123123@gmail.com

EDUCATIONAL BACKGROUND:
 Tertiary:
Bachelor of Science in Accounting Information System
The University of Mindanao
Matina, Davao City
 Senior High School:
The University of Mindanao
Science, Technology, Engineering & Mathematics (STEM)
 Junior High School:
University of Mindanao
Matina, Davao City

WORK RELATED SKILLS:

 Editing
 Managing
 Electrical stuff
 Accounting

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Jheany Zyl L. Soronio
Address: Km. 8 Sto. Nino Hillside
Barangay Tigatto, Buhangin
Davao City, 8000
Contact Details: j.soronio.478286@umindanao.edu.ph
09979358401

EDUCATIONAL BACKGROUND:
 Tertiary:
Bachelor of Science in Accounting Information System
The University of Mindanao (2018 – present)
Matina, Davao City
 Senior High School:
Holy Cross of Davao College (2016 – 2018)
Sta Ana Avenue, Davao City
 Secondary:
Holy Cross of Davao College (2014 – 2016)
SOS Drive, Bajada, Davao City

Davao Wisdom Academy (2012 – 2014)

F. Torres St., Davao City
 Elementary:
Kapt.Tomas Monteverde Sr. Central Elem. School (2007 – 2012)
Ponciano, Davao City
CERTIFICATIONS AND LICENSES
 Microsoft Office Specialist Excel 2016
 National Certificate II in Bread and Pastry Production
SKILLS
Accounting Skills
 Journalizing Entries
 Posting T-Accounts and General Ledgers
 Creating Trial Balance
Software Applications
 Microsoft Word,
 Microsoft Powerpoint
 Microsoft Excel
 Adobe Photoshop
 Adobe Indesign

SEMINARS/TRAININGS ATTENDED
 ISACA Manila Summit 2020
 Excellence with Strong Character Seminar (2017)

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Ername T. Yusalan
Address: B3 L43, Uuhsa
Ulas, Davao City, 8000
Contact Details: yusalanername16@gmail.com

EDUCATIONAL BACKGROUND:
 Tertiary:
Bachelor of Science in Accounting Information System
The University of Mindanao (2018 – present)
Matina, Davao City
 Senior High School:
The University of Mindanao (2016 – 2018)
Accountancy, Business & Management Strand
Matina, Davao City
 Secondary:
Talomo National High School (2012 – 2016)
With Honors
 Elementary:
St. Ignatius School of Davao (2007 – 2012)
Roha Subdivision, Toril, Davao City
SKILLS:
Technical
 Computer literate (MS Word, MS Excel, MS PowerPoint)
 Accounting Software literate (QuickBooks, NetSuite)
Personal
 Communication skills
 Team player
 Multi-tasking person
 Responsible and Well – Organized

WORK EXPERIENCE
 Gempesaw law Office
Position: Accounting Officer (January 26, 2019 – present)

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