CATEEN SALES PROCESSING

SYSTEM.

ALLAN NHAMO
CANTEEN SYSTEM
Table of Contents

INVESTIGATION AND ANALYSIS

INVESTIGATION AND ANALYSIS 1
INVESTIGATION OF CURRENT SYSTEM ……………………………………………………………………………………………………2
BROAD DESCRIPTION OF EXISTING SYSTEM…………………………………………………………………………………………….4
EVALUATION……………………………………………………………………………………………………………………………………………5
REQUIREMENTS OF SPECIFICATIONS……………………………………………………………………………………………………….6
AIM AND OBJECTIVES…………………………………………………………………………………………………………………………… .9

DESIGN
ALTERNATIVE METHODES 10
INPUT DESIGN……………………………………………………………………………………………………………………………….14
OUTPUT DESIGN……………………………………………………………………………………………………………………………20
TEST PLAN …..21
SOFTWARE DEVELOPMENT

TECHNICAL
DOCUMENTATIOIN………………………………………………………………………………………………………………………………18

USER DOCUMENTATION………………………………………………………………………………………………………………………26

TESTING AND EVALUATION

USER TESTING………………………………………………………………………………………………………………………………………29

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 Section A

Selection, Investigation and Analysis

1. Background Study
Vai’s Canteen was formed by Ms Mutemwa and has been running since 2015.It is located in
Mabvuku a few kilometers from the shopping center .Its reason for location was a mere purpose
of providing food supplies for the shop workers and people around the area whilst continuously
making profit. However despite its anticipated goal, the business serves other companies as well
as individuals from areas like Zimre Park and East view Park, This is due to the pull factors of
hygiene and satisfactory customer service of provision of a television set for entertainment and
availability of soft drinks served with meals. The company has six occupants with a balance of
gender with all of them having to attend to all duties as and when required to do so. The flow of
customers differs per day and it influences the close of business. As a daily routine, however, to
kick off business, one of the employees on duty stays with the manager, MS Mutemwa and
counts the money attained after a daily’s work. Cash received is placed in the cash box after
processing a sales order.

2. Problem Definition/Identification
The system has many problems associated with that hinder successful sales ‘processing. The
major problems of the current system are: There is no immediate update of records; as a result
stock runs out. Errors are common because records are handwritten. Omission of deliveries to
some of the customers or double deliveries. Records are kept in many different files as a result
compilation is time consuming. Food frequently runs out of stock. Supplier orders are
haphazardly done when demand increases. Cost analysis is difficult as some employees do not
record account their sales. Adcock reports cannot be produced easily.

3. Investigation of the current system

The following research instruments were used to get a full understanding of the system:

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Questionnaires

Questionnaires were administered to the Canteen Employees, Customers and the founder.

Advantages of questionnaires

Questionnaires are easy to analyze. Data entry and tabulation for nearly all surveys can be
easily done with many computer software packages. Questionnaires are familiar to most people.
Nearly everyone has had some experience completing questionnaires and they generally do not
make people apprehensive Questionnaires reduce bias. There is uniform question presentation and
no middle-man bias. The researcher's own opinions will not influence the respondent to answer
questions in a certain manner. There are no verbal or visual clues to influence the respondent.

Disadvantages of questionnaires

One major disadvantage of written questionnaires is the possibility of low

response rates. Low response is the curse of statistical analysis. It can dramatically
lower our confidence in the results. Another disadvantage of questionnaires is the
inability to probe responses. Questionnaires are structured instruments. They allow
little flexibility to the respondent with respect to response format. In essence, they
often lose the "flavor of the response. Nearly ninety percent of all communication
is visual. Gestures and other visual cues are not available with written
questionnaires.

Record Inspection

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Current existing documents were analyzed to have a good understanding of current and past sales
and order processing.

Advantages of Records Inspection

Documents are unobtrusive and can be used without imposing on participants; they can
be checked and re-checked for reliability. It overcomes the difficulties of encouraging
participation by users There are few costs involved other than staff time.

Disadvantages of Records Inspection

The author could not question documents for further classification or clarification, as they
do not have the ability to respond. Most of the information required by the researcher
was strictly private and confidential to the organisation as result it was a challenge to get
the information.

Interviews
The researcher selected the interviewees who would be able to give me the information that is
required to understand current system. The interview questions were designed in a way that
would allow one to get as much information as possible from the interviewee (open ended

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questions). Probing questions were also asked to get some of the technicalities of procedures and
processes that are involved.

Advantages of interviews.

They are useful to obtain detailed information about personal feelings, perceptions and
opinions. Interviews allowed more detailed questions to be asked and with a high response
rate. Ambiguities were clarified and incomplete answers followed up unlike during records
inspection.

Disadvantages of interviews
Interviews are time-consuming that is when setting up, interviewing, transcribing, analyzing,
feedback, reporting. .Interviews is costly.

4. Evaluation of existing solution

Weaknesses of the Current System

Writing is time consuming. Requires users to make mathematical calculations manually thus
it is inefficient to some extent. Require continuous monitoring to ensure all transactions are
accounted for and makes accessing records a more cumbersome process for the operator.
It is difficult to audit records. Documents are easily misplaced.

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Strengths
Use one large file for all documents to avoid losing some documents or misplacing them.
Sort documents by alphabetic order to make it easier to find documents. Store documents in
one place such as a file cabinet to make it easier to retrieve them.

5.Requirements specifications

a. Software
 Visual Basic .Net
 It supports a number of common programming constructs and language elements which
are easy to comprehend
 Microsoft access
 For easy storage of company records and reports
 Microsoft excel
 It can automatically carry out mathematical calculations
 Node 32 anti-virus software
 For protection of both computer and data stored

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  Windows 7 Operating system
 It is easy to use
 To enable system to run reliably

b. Hardware Requirements

A)Input requirements
Sensors
 To monitor temperature and humidity to keep perishable food stock at optimum temperature
Keyboard
 Creation of Canteen Monthly Production reports.
 Responding to prompts during daily product orders.
 Selecting menu options when a required task is to be done e.g. when saving the
document.
 Inputting Product stock input information.

Mouse {COMPAQ Optical Stroller Mouse} used for:

 Mouse for easy navigation of system
 Responding to error messages
 Production input e.g. when a user input food timetables.
 For scrolling up and down on orders.
 Selecting Main Menu
Starting and shutting down the system by clicking the Start or Shut down Icon

B)Output Devices

Monitor {HP Liquid Crystal Display}

 To display product stock Orders and Sales reports for preview before printing.
 For displaying Orders System menu interface for the user to choose tasks available in the
system.
 To display product stock and product orders and sales records input forms to allow the user
to enter records in the stock, sales and orders files.
 To display error messages when data is incorrectly input in validated data items of the
various files.

Printer {ML-1701P Samsung Laser Printer}

 Print Orders and sales reports.
 Print Daily Production Reports.

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  Print Orders Stock reports.
 Print product production reports.
 Print Product stock level reports.
 Print Monthly Production Reports.
.
Storage Device
A) Magnetic disk {80 GB 7200 rpm Ultra DMA Hard drive}
 Store created product orders information and stock for future use.
 Store Customer information.
 Increase the speed of product record retrieval during processing, record deletion,
modification and daily orders report production.
 Provide direct access to the product orders information.

DVD Rom/ CD-Writer

 To install orders on Orders and Sales system onto hard disk from the CD where it is
stored.
 To backup Orders and Sales system file so that data can recovered when corrupted or
damaged.

Processor Type {2.8 GHz Intel Pentium 4 processor}

 To compare records when producing reports from the Orders and Sales System.
 To update Stock when products are sold or delivered.
 To send Orders and Sales System reports to output and Storage devices printout or
storage.
 To check for errors during data input by comparing entered data to set validation rules.

B) Processing requirements
 Computer system must be 100% IBM (international business machine) compatible
since they are considered done systems
 Intel Pentium technology e.g. CPU
 It provides maximum system utilization by consolidating multiple environments into a
single server or computer
 It also increases manageability ,security and flexibility

C)Network requirements (optional)

 A LAN switch connection (100MB or more)

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  Transmission media (Wired twisted pair)
 Network Interface Cards (NIC)

D)Storage requirements
i)Magnetic disk {80 GB 7200 rpm Ultra DMA Hard drive}

 Store created product orders information and stock for future use.
 Store Customer information.
 Increase the speed of product record retrieval during processing, record deletion, modification
and daily orders report production.
 Provide direct access to the product orders information.
ii)DVD Rom/ CD-Writer

 To install Sales system onto hard disk from the CD where it is stored.
 To backup Sales system file so that data can recovered when corrupted or damaged.

E)Output requirements
Printer {ML-1701P Samsung Laser Printer}
 Print Orders and sales reports.
 Print Daily Production Reports.
 Print Orders Stock reports.
 Print product production reports.
 Print Product stock level reports.
 Print Monthly Production Reports.
 High resolution touch screen monitor

Aims and objectives

Aims
Provides the searching facilities based on various factors Such as Food, Sales, Products,
Canteen It tracking all the information of Items, Orders, Products Manage the
information of Items Shows the information and description of the Food, Sales
To increase efficiency of managing the Food, Items It deals with monitoring the
information and transactions of Products Manage the information of Food Manage the
information of Products Integration of all records of Canteen

Objectives
The system will:
Automatically updates stock files, sales files, customer files, projects supplier file when a
transaction has been done. Record all transaction timeously Notify the Manager if stock
reaches reorder level. Create a centralized database linking all files. Eliminate lag time

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 when retrieving records. System must have access level security. Reduce costs on
stationery. Produce user account log in log out. Avoid duplication of data.

SECTION B
Design
1.Alternative A: Improving current Existing System
Advantages of improving existing system
 It is cheap to implement
 No threat of hackers
 Information cannot be lost because of accidental power cuts
 It is easier for user to read paper documents because he is used to them

Disadvantages of improving existing system

 Errors are common
 Slow updating of records
 Time consuming because records have to be written and calculations are done manually
 Data duplication is common because there are no repetition checks
 Paper documents take up space in the office

Alternative B: Using Off-the Shelf System

Advantages of buying system from external sources
 No time is wasted in developing new system

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  Calculations are done accurately
 Software is immediately implemented after purchase
 Developed by experts with better system development skills

Disadvantages of buying system from external sources

 It might not have the desired features
 It might not carry out tasks correctly
 It is difficult to improve a system if you do not have in depth knowledge of it
 May lead to de-skilling of workers

Chosen Solution: FullComputerization

The chosen method of solution which is full computerization meets most of the system
objectives. The system supports the arithmetical calculations that need to be done and has the
least disadvantages which are less threatening to the system and its user’s. Full computerization
will reduce the workload of workers allowing moiré work to be done in a short period of time.

This is an application program which comprehends and makes it easier to find the customers and
suppliers thus making it easy to enter and retrieve information. Visual Basic.Net will solve most
of the problems the current system is facing by providing a file for each book where all this
information from different books will be recorded in different files. Less storage space is
required, calculations are carried out automatically and the process is less time consuming. No
errors are made when entering data as the program can detect such errors.

Advantages of designing a new system

 There automatic calculations
 Security through passwords and firewalls
 Data capture is easier and quicker
 Reduced storage space as data will be compressed on a hard disk
 Easy editing
 Less money is spent on stationery

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Disadvantages of designing new system
 It is expensive to develop a new system
 Threats from hacker

Suppliers Customer Order

Registration
Customer File
Supplier file

Order Procurement
Sales file
Delivery file
Inventory file
Invoice

Inventory file

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 Credit Accounting
Accounts receivable
file
Accounts Payable file

Debit note

Customer
Report

Reporting Delivery Report

Supplier Report report

Accounts receivable Report

Inventory report

Accounts payable report

A File Direction of flow System Module Printed Document

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Interface design
It is the design that creates a platform for interaction between a user and the
computer.
An interface will cater:
Safety in color and light screen sensitivity. Effectiveness in carrying out required
work.
The interface styles on the system comprise of four types

a) Menu
This is a menu card for the food that is prepared at the canteen which is ready
.customer should choose food that he wants and it will be delivered at his place

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b)Full Menu .this is the form which must be used by the customer to food while
the customer is online and there is no need for the customer to go to the canteen

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c)Dialogue Interface
An example is the log in form which prompts user for a username and a password before
granting access to the system.

d) Forms
These are used to enter data and remove data from a system database .They are created using
VB.Net .It is appropriate to have the forms displayed on screen so that the user fills in required
attributes .Default values are placed to avoid entry of wrong data. These forms include:

Input design
I) CUSTOMER REGISTRATION

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II) CUSTOMER DELETE FORM

III) CUSTOMER SEARCH

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IV) SUPPLIER REGISTRATION

V)SUPPLIER DELETE

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 Daily food timetable Search

VI)DAILY FOOD TIMETABLES FORMS

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 Section C: Software Development
Software Development
Technical documentation
Algorithms related to system requirements
pseudo codes

Under registration
If customer=yes then
Register Customer
Else
RegisterSupplier
End

Under Order Processing

If Supplier Order =yes then
Place order
Else if Customer Order = yes then
Process Customer Order
End if

Under Accounting
If Accounts payable =yes then
Pay Supplier
Else if Accounts Receivable = Yes then
Record Customer Payment
End if

Under Reporting
If Inventory Report = yes then
Show Inventory Report
Elseif Supplier Report = Yes then
Show supplier Report
Elseif Customer List =Yes then
Show Customer Report
Elseif Accounts Receivable =Yes then
Show Accounts payable
Elseif Delivery Report= yes then
Show Delivery Report
End if

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 Flowcharts for modules
Flowchart for Registration Module

start

Customer
YES Registrati NO
on?

Register Customer
Register Supplier

STOP

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 \

Flowchart for Order Processing

start

YES Supplier Order Processing ? NO

Supplier Order Sales Order

STOP

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 Flowchart for Accounting Module

Start

YES Accounts Receivable? NO

Receipt Customer Pay Supplier

STOP

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 Flowchart for Reporting Module

Start

Inventory?
Yes

Produce Inventory Report

NO
Yes
Supplier?

Produce Inventory Report

Yes
Accounts Receivable?

Produce Inventory Report

Yes

Delivery Report ?

Produce Delivery Report

Stop

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Code Listing

Main Menu Code

PrivateSub SupplierRegistrationToolStripMenuItem_Click(ByVal sender As System.Object,
ByVal e As System.EventArgs) Handles SupplierRegistrationToolStripMenuItem.Click
frmsreg.Show()
EndSub

PrivateSub CustomerRegistrationToolStripMenuItem_Click(ByVal sender As System.Object,

ByVal e As System.EventArgs) Handles CustomerRegistrationToolStripMenuItem.Click
frmcreg.Show()
EndSub

PrivateSub ExitToolStripMenuItem_Click(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles ExitToolStripMenuItem.Click
End
EndSub

PrivateSub ToolStripMenuItem2_Click(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles ToolStripMenuItem2.Click
MessageBox.Show("Section Under Development")
EndSub

Customer Registration Code

PrivateSub CUSTOMERREGBindingNavigatorSaveItem_Click(ByVal sender As
System.Object, ByVal e As System.EventArgs)
Me.Validate()
Me.CUSTOMERREGBindingSource.EndEdit()
Me.CUSTOMERREGTableAdapter.Update(Me.CanteenDataSet2.CUSTOMERREG)

EndSub

PrivateSub CUSTOMERREGBindingNavigatorSaveItem_Click_1(ByVal sender As

System.Object, ByVal e As System.EventArgs) Handles
CUSTOMERREGBindingNavigatorSaveItem.Click
Me.Validate()
Me.CUSTOMERREGBindingSource.EndEdit()
Me.CUSTOMERREGTableAdapter.Update(Me.CanteenDataSet2.CUSTOMERREG)

EndSub

PrivateSub frmcreg_Load(ByVal sender As System.Object, ByVal e As System.EventArgs)

HandlesMyBase.Load

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'TODO: This line of code loads data into the 'CanteenDataSet2.CUSTOMERREG' table. You
can move, or remove it, as needed.
Me.CUSTOMERREGTableAdapter.Fill(Me.CanteenDataSet2.CUSTOMERREG)

EndSub

PrivateSub Button1_Click(ByVal sender As System.Object, ByVal e As System.EventArgs)

Handles Button1.Click
CUSTOMERREGBindingSource.AddNew()

EndSub

Accounts Receivable Code

PublicClass frmaccrec

PrivateSub Button4_Click(ByVal sender As System.Object, ByVal e As System.EventArgs)

Handles Button4.Click
BindingSource1.AddNew()
EndSub

PrivateSub Button1_Click(ByVal sender As System.Object, ByVal e As System.EventArgs)

Handles Button1.Click

ACCOUNT_RECEIVABLETableAdapter.Update(CanteenDataSet2.ACCOUNT_RECEIVABL
E)

EndSub

PrivateSub frmaccrec_Load(ByVal sender As System.Object, ByVal e As System.EventArgs)

HandlesMyBase.Load
'TODO: This line of code loads data into the 'CanteenDataSet2.ACCOUNT_RECEIVABLE'
table. You can move, or remove it, as needed.
Me.ACCOUNT_RECEIVABLETableAdapter.Fill(Me.CanteenDataSet2.ACCOUNT_RECEIV
ABLE)

EndSub

PrivateSub Button3_Click(ByVal sender As System.Object, ByVal e As System.EventArgs)

Handles Button3.Click
End
EndSub
EndClass

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Code for Supplier Order Processing
PublicClass frmsuporder

PrivateSub PURCHASE_ORDERBindingNavigatorSaveItem_Click(ByVal sender As

System.Object, ByVal e As System.EventArgs)
Me.Validate()
Me.PURCHASE_ORDERBindingSource.EndEdit()
Me.PURCHASE_ORDERTableAdapter.Update(Me.CanteenDataSet2.PURCHASE_ORDER)

EndSub

PrivateSub PURCHASE_ORDERBindingNavigatorSaveItem_Click_1(ByVal sender As

System.Object, ByVal e As System.EventArgs)
Me.Validate()
Me.PURCHASE_ORDERBindingSource.EndEdit()
Me.PURCHASE_ORDERTableAdapter.Update(Me.CanteenDataSet2.PURCHASE_ORDER)

EndSub

PrivateSub frmsuporder_Load(ByVal sender As System.Object, ByVal e As System.EventArgs)

HandlesMyBase.Load
'TODO: This line of code loads data into the 'CanteenDataSet2.PURCHASE_ORDER' table.
You can move, or remove it, as needed.
Me.PURCHASE_ORDERTableAdapter.Fill(Me.CanteenDataSet2.PURCHASE_ORDER)

EndSub

PrivateSub Button1_Click(ByVal sender As System.Object, ByVal e As System.EventArgs)

Handles Button1.Click

EndSub

PrivateSub Button4_Click(ByVal sender As System.Object, ByVal e As System.EventArgs)

Handles Button4.Click
Exit
EndSub
EndClass

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 User documentation

Installation
Insert Cd labeled Catering System into Cd-drive
Copy application labeled Catering System and paste it into local disk drive
Open the folder mentioned above and double click the icon shown below.

Starting the systems

A login Form will automatically appear as shown below.

 Enter the following Login IN Credentials

 Username= ALLAN Password = 1234
 After successfully logging in the main menu displayed below will appear as shown below

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To register a supplier selects registration from the main menu the Supplier Registration.
Enter Details of supplier as shown below:

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To save the records to a database click the button labeled save
If a user would like to remove typed details, click the button labeled CLEAR.
When a user is done with registration selects EXIT.

Exiting the system

Click File from the main menu and select Exit. A message box will be displayed if the user is
Sure to Exit. If cancel is selected, the system will remain on the screen and if okay is selected the
form will hide.

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 Testing
Test strategy and test results

Testing for abnormal data

Abnormal data is data that should not be accepted by the system, it is invalid data.Validation
checks were used assess user input.

Test number 1
Test for Abnormal data
Data field (s) Food Quantity
Correct data type Integer(Number)
Data entered Seven
Purpose To show that system rejects wrong data
The system rejected the incorrect data, a message will appear on the screen

Test number
Test for
Data field (s)
Correct data type
Data entered
Purpose

Testing for normal data

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This is data that would normally be entered into the system to produce the expected outcome.
Correct data type will easily save , search or perform any task that is required .In this case all
data is accepted.

Test number 1
Test for Normal data
Data field (s) Supplier id, supplier name, supplier address
Correct data type String
Data entered Name and password
Purpose To show that system accepts correct data

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Test number 2
Test for Normal data
Data field (s) Supplier ID
Correct data type String
Data entered 002RP
Purpose To show that system is able to search using known Supplier ID from the
database

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Test for extreme data
This is data that lies on the boundaries or has more characters than expected. The data will either
be on the upper boundary or lower boundary of the range.

Test number 1
Test for Extreme data
Data field (s) Day of the week
Correct data type Numeric
Data entered 7
Purpose To show that system accepts data on the upper boundary

Test number 2
Test for Extreme data (maximum number of characters allowable )
Data field (s) Day of the week
Correct data type String
Data entered 1
Purpose To show that system accepts data on the lower boundary

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 Evaluation
Achievements
 Objective- Link files to ensure automatic update of records
o This has been successfully achieved through the use of access, it allows
communication between tables from different departments for example the
medication and order file update the inventory file whenever transaction occur in
them.

 Objective- Produce a report if stock level is below buffer

o This has been successfully achieved through the frequent interrogation of the
inventory file. The system displays a message informing the user that stock of a
specific drug is below minimum level and gives the user an option of immediately
reordering stock.

 Objective- System must list all deliveries made during the month
o This was successfully achieved through the use of report. A report is produced
each month for the manager. This helps the company keep track of deliveries.

 Objective- Produce a report of company activities every month

o The system produces a report for each department from the months activities
stored in memory.

 Objective- Quick access to data in files and records

o This has been successfully achieved through the use a database which enables
individual customer, supplier, drug and order details to be quickly retrieved.
 Objective- System must have access level security
o The system uses passwords and user ID’s. The system also keeps records of all
user’s who enter the system and the time at which they log in and log out.
 Objective- Reduce costs on stationery
o All information about the pharmacy and its activities is saved in tables on the
computer hard disk.
 Objective- Produce user account report for log in log out
o The system stores all log in and log out details of users including their log in time
and log out time.

 Objective- Avoid duplication of data

 The system searches for the supplier or patient to be registered in its database, if
the supplier or patient is already in the database it is not stored.

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Future Developments
There are a few possible developments that can be made on the system which include:
 Use of electronic messages to inform users of transactions related to their
accounts.
 Add pictures of all patients for easier identification.
 Design a website for the pharmacy which enables patients to order drugs online
and have them delivered to their homes.
 Enable system to make calculations of profits and losses that take place in the
pharmacy
 Lock a user after three unsuccessful attempts to log in.

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