An Inventory and Sales Management System

Prepared By

Everce Kyomuhendo

evercekyomuhendo@gmail.com
 Architecture and Design of the System

Since the application will have client server architecture, it will have three-
tier architecture.

A.Logical View

Presentation Layer User Interface – GUI Component, where

data is entered and displayed

Call Reply

Business Logic Layer Concentration of processing modules of the

program

Request Reply

Data Access Layer Access to the database and retrieves

information upon request

Data Manipulation Result

Database
B. Physical View

 Client sends the request operations such as adding, deleting,

and updating via Internet to Business Logic Server.

 Server to receive and process those requests and then sent via
Internet to Database Server.

 Database Server receives service requests and manipulates the
database and return relevant results for Business Logic Server.

 Business Logic Server receives the result from Database Server and
return to the Client.
 Data Flow Diagram (DFD) &
Flowcharts

Data Flow Diagram :

Data Flow : Process:

Data Store: External entity:

Transaction Inventory Details Inventory

Salesmen Manager

Reports Reports review

Feedback
Feedback Sales and
Inventory
Transaction Checking
Feedback
Management
System
Feedback Reports Review

Items Information
Sales Manager
Admin
Feedback
Account Details

DFD level 0: Context Diagram

 1. Login System

Username, Password Feedback

New Info User’s Information

2. Change
Admin 3. Create
Info new Users
Feedback Feedback

New Price Items/Categories Details

5. Change 4. Add new

Items Price Items/Category
Feedback Feedback

DFD Level 1.0 – Application Process : Administrator

 Authentification Login

1. Login System SIM System

Check Username, Password Logout

Users Username, Password Feedback

Admin

DFD Level 1.1 – Function Process : Login System

Users

Feedback Save new info

New Info
2.Change
Admin
Info
Feedback

DFD Level 1.2 – Function Process : Change Information

13
 Users

Create User Feedback

User’s Information
Admin 3. Create
New User
Feedback

DFD Level 1.3 – Function Process: Create new User

Items

Save New Items Feedback

Items’s Details
Admin 4. Add new
Items

Feedback

DFD Level 1.4.1 – Function Process: Add new Items

 Categories

Save New Category Feedback

Category’s Details
Admin 5. Add new
Category

Feedback

DFD Level 1.4.2 – Function Process: Add new Category

Items

Save New Price Feedback

New Price
Admin 6. Change
Items price

Feedback
 Login System

Username/Password Feedback

New Information Feedback

2. Change info Sales Manager 3. Check Bills

Feedback Bills details

Exceptions Create
Check Feedback

4. Reports 5. Create Sales-

Trends

DFD Level 1 – Application Process: Sales Manager

 Authentification
Login

1.Login System SIM System

Check Username, Password Logout

Admin
Users Username, Password Feedback

Sales Manager

DFD Level 1.1 – Function Process: Login System

Admin Users

Feedback Save new info

New Info
2. Change
Sales Manager
Info
Feedback

DFD Level 1.2 – Function Process: Change information

 View Bills details

Sales Manager 3. Check Bills

Bills details

Bills details Request

Bills/Transactions

DFD Level 1.3 – Function Process: Check Bill

Exceptions
Sales Manager

Check
Contact

4. Reports

Fix’s Command

Inventory Manager

DFD Level 1.4 – Function Process: Report

Sales Manager

Feedback

5. Create Sales-
Trends
Create

Feedback
Inventory -
trends

Inventory Manager

DFD Level 1.5 – Function Process: Create Sales-Trends

24
 1. Login
System

Username/Password Feedback

Feedback View Report

2. Change Inventory Manager 4. View Report

Information
New Info
Report Details

Report
Details
Feedback

5. Create Check Inventory Status

Report/Inventory-
trends 3. Check
Inventory Status

DFD Level 1 – Application Process: Inventory Manager

 Authentification
Login

1. Login System SIM System

Check Username, Password Logout

Users Username, Password Feedback

Inventory
Manager

DFD Level 1.1 – Function Process: Login System

Users

Feedback Save new info

New Info
2. Change
Inventory
Info Manager
Feedback

DFD Level 1.2 – Function Process: Change Information

 Inventory Status

Inventory Manager 3. Check

Inventory Status
Check

Request Status

Items

DFD Level 1.3 – Function Process: Check Inventory Status

View Report

Inventory Manager 4. View Report

Report Details

Report
Feedback
Details

Sales Person

DFD Level 1.4 – Function Process: View Reports

 Report
Details

Inventory Manager 5. Create

Report/Inventory-
Trends
Feedback

Inform View

Sales Manager

DFD Level 1.4 – Function Process: Create Report/Inventory-Trends

Design Flowcharts:

Login function:
Start

Input Username
and Password

False
Check Username,
Password on Users Display Error
table on Database

True

Check Status of Users

True False
Status=1

False

Display Administrator
Main False

Status=2

True

Status=3
Display Sales
Manager Main

Display Inventory
Manager Main

Stop
Change User Information Function

Start

Input new Information

False

Validate Inputted
Display Error
Data

True

Update Information on Users

table on Database

Display Success
Message

Stop
Functions of Administrator
Add new User:

Start

Input Information and

controllable of new User

False

Validate Inputted
Display Error
Data

True

Insert new User to Users

table on Database

Display Success
Message

Stop
Add new Category

Start

Input Information of new

Category

False

Validate Inputted
Display Error
Data

True

Insert new Category to

Categories table on Database

Display Success
Message

Stop
Add new Items

Start

Input new Information of

Items

False

Validate Inputted
Display Error
Data

True

Insert new Item to Items

table on Database

Display Success
Message

Stop
Change Items’ Price

Start

Choice Items which change

price

Input new Items’

Price

False
Validate input
data Display Error

True

Update Items price

Display Success
Message

Stop
Function of Sales Manager:
Check bills are created in day:

Start

Count numbers of Bills are

generated in Order table

Display numbers
of Bills

Stop

Check moneys are transacted in day:

Start

Count sum of money are

transacted in Order table

Display sum of
money

Stop
 Check Bills/Transactions are cancelled in the day:

Start

Count numbers of Bills are

cancelled in the day in Order
table

Display numbers
of Bills

Stop

Check Items are returned in the day:

Start

Count numbers of Bills are

cancelled in the day in Order
table

Count numbers of Items in

these Bills

Display numbers
of Items

Stop

36
Function of Sales Person:
View Status of Inventory and inform:

Start

Select status of all Items in

Items table

Display all status

of Items

Get all Items that are not

available, need to be stocked

Inform the Inventory Manager

about those Items

Stop
Search Item:

Start

Input Keyword for

Search

False
Validate input
Data

True
Display Error
Message
Search on Items table by
Keyword

False
Data found

True

Display result

Stop

38
Enter Purchased Items and produce the same Bills:

Start

Enter purchased
Items details

False
Validate Data
Display Error
True

Produce the same Bill

Save this Bill into Bills table

Display Message

Stop
5.4 Cancel produced bill and take back Items:

Start

Select Bill from Bills

Check Bill data

Data Error
True

False
Cancel Bill

False
True

Update this Bill’s Status =1 in Bills

table, count item’s number in this bill

Add this Item’s number to the same

Item in Items table

Display Message

Stop
Function of Inventory Manager.
Check Inventory’s status and validate against.

Start

Select status of all Items in

Items table

View Sales report

Validate the inventory status

False
Done

True

Stop
View Sales report and generate Inventory report/inventory-trends

Start

False
Validate Inventory
Status Done

True

Generate Inventory Report

Base Inventory status

Generate Inventory-trends
Base Inventory status

Stop
 Entity Relationship Diagram (ERD)

Symbol Description

Entity

Preferences

Primary key attribute

---------

connection relations

connection properties

Relational

1:1 One – one Relational

1:N one – many Relational

I. Transaction:

Name Trans ID

C_ID
Sales

Categories C_Name
Make
ref
1
N

CustNam transaction Contain

e Code
1 N

name
Items
Make

unit
N Price
1
1
Trans Details Contain
II: Permission for Users

Group_name permission

Groups

Contain

admin Password

U_ID
email
III. Database Structure
Table 1: Admin Users
Table 2: Items
Table 4: Transactions
Table 4: eventlog
Table 5: categories
III. Screenshot:

Login Form
Administrator Dashboard
Inventory Manager
 Thank You.
Hope it works for you well.
Contact me for inquiries:
Keithtumusiime6@gmail.com
https://www.facebook.com/keithorganisations