v

DESIGN AND IMPLEMENTATION OF A COMPUTERIZED

POINT OF SALES SYSTEM
(A CASE STUDY OF GOLDEN TOAST ENUGU)

BY
IFEAKACHI OKONKWO
CS/2006/085

A PROJECT SUBMITTED TO THE DEPARTMENT OF

COMPUTER SCIENCE,
FACULTY OF NATURAL SCIENCE,
CARITAS UNIVERSITY, ENUGU

AUGUST, 2010

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TITLE PAGE

DESIGN AND IMPLEMENTATION OF A COMPUTERIZED

POINT OF SALES SYSTEM
(A CASE STUDY OF GOLDEN TOAST ENUGU)

BY
IFEAKACHI OKONKWO
CS/2006/085

A PROJECT SUBMITTED TO THE DEPARTMENT OF

COMPUTER SCIENCE,
FACULTY OF NATURAL SCIENCE,
CARITAS UNIVERSITY, ENUGU

IN PARTIAL FULFILLMENT OF THE AWARD OF

BACHELOR OF SCIENCE (B.SC) DEGREE IN
COMPUTER SCIENCE

AUGUST, 2010

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APPROVAL PAGE

This project has been approved by the department of computer Science, Faculty of
Natural Science, Caritas University, Enugu.

----------------------------- ------------------------------
Mr. Lawrence Ikpeama Date
Supervisor

----------------------------- --------------------------------
Mr. Ugwu Ejike Date
Head of Department

------------------------------ ---------------------------------
Date
External Examiner

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DEDICATION

This research work is dedicated to the Almighty God for his love, guidance

and protection all through the course of my study.

To my lovely and caring mother Mrs. Chioma Okonkwo for bequeathing the

best legacy on me.

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ACKNOWLEDGEMENT

I thank the almighty God for his guidance, protection, wisdom, knowledge
and understanding throughout the course of my study.
My profound gratitude goes to my supervisor, Mr. Ikpeama for his unalloyed
assistance and painstakingly guiding me throughout the period. In spite of his tight
schedule and engagements, he satisfied my many demand on his time. I thank you
for diligence and dexterity. Not forgetting my ever-zealous Head of Department,
Mr. Ugwu Ejike and other lecturers of the Department that have always met my
demand on their time, I am very grateful.
I most graciously thank my beloved mother, Mrs. Chioma Okonkwo for her
love, understanding, prayers, and for bequeathing the best legacy on me. I thank
you of teaching me to believe in my self and always have faith in God almighty.
My cousins to whom I remain indebted, Prince, Somtochukwu, Ginika,
Chinasa, S, Tochukwu, thanks a lot.
I thank Emeka, Tony, Chisom, Obiora, Ugochukwu, C. Y, Doris, Christian,
Bala, Kelechi nwakodi, Fredrick Izuorah, Kadio, to mention but a few for being
good friends indeed. Also in a special way thank Mr. Alex for being there, his
support and encouragement throughout the course of this research wok.
Not leaving out Golden Toast Enugu for providing me with the necessary
information that has been indispensable towards the completion of this work.
Accept assurance of my highest esteem and consideration. May the good Lord
guide you all in all your endeavours.

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ABSTRACT
The global community especially the technologically advanced world is striving to
attain what has been the global information age. It is an age that is envisaged to go
beyond the use of computers as a mere tool for fast information processing, rather
they will also become medium for processing and transferring such information
from one location to another at equal fast rate. As a result, its appalling that sales in
developing country like Nigeria have not been able to benefit much from this
revolutionized age of Information technology especially in the area of a
computerized Point Of Sales.A computerized point of sale system is a computer
program which takes the best out of a manual system and electronic cash registers
features. An electronic point of sale gives you the ability to store client and
supplier records, create quotations which can be later converted to invoices or cash
sales, keep track and categorize your inventory in an easy way and generate reports
at the click of a button! With today's high performance computers and large storage
devices one can easily run his/her business on an office computer (depending on
the size of the business).

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TABLE OF CONTENT

Title page-------------------------------------------------------------- i

Approval page --------------------------------------------------------ii

Dedication ------------------------------------------------------------iii

Acknowledgment ----------------------------------------------------iv

Abstract --------------------------------------------------------------- v

Table of contents ----------------------------------------------------vi

CHAPTER ONE

1.0 INTRODUCTION

1.1 Background of the study -------------------------------------------1

1.2 Statement of the problem ------------------------------------------2

1.3 Purpose of study ----------------------------------------------------3

1.4 Significance of the study-------------------------------------------3

1.5 Scope of study -------------------------------------------------------3

1.6 Objective of the study ---------------------------------------------4

1.7 Limitation of study -------------------------------------------------4

1.8 Assumption of study -----------------------------------------------4

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1.9 Definition of terms -------------------------------------------------5

CHAPTER TWO
2.0 LITERATURE REVIEW
2.2 An overview of computerized point of sale -----------------------8

2.1.1 The benefits of POS ----------------------------------------------- 8

2.2 Hospitality Pos Retail POD System -------------------------------12

2.3 Advantages of an electronic Point of sale ------------------------14

CHAPTER THREE
METHODOLOGY OF SYSTEM ANALYSIS AND DESIGN

3.1 An overview of the exist system -----------------------------------16

3.2 Methodology ---------------------------------------------------------16

3.3 The objectives of the existing system ----------------------------18

3.4. Organization structure --------------------------------------------19

3.5. Input analysis and Design ----------------------------------------20

3.6 Processing of the input POS Data --------------------------------20

3.7 Problems of the existing system ----------------------------------21

3.8 Justification of the new system ----------------------------------22

3.9 Design of the new system -----------------------------------------22

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3.10 Input specification ----------------------------------------------- 24

3.11 File Design ---------------------------------------------------------25

3.12 Procedure chart ---------------------------------------------------26

3.13 System flowchart --------------------------------------------------27

CHAPTER FOUR
SYSTEM DESIGN AND IMPLEMENTATION
4.1 System Design -----------------------------------------------------28

4.2. Program flowchart ------------------------------------------------29

4.3 Pseudo code for POS System ------------------------------------31

4.4 System requirement ---------------------------------------------34

4.5 Documentation ----------------------------------------------------35

CHAPTER FIVE
SUMMARY, CONCLUSION, RECOMMENDATION
5.1 Summary ---------------------------------------------------------- 45

5.2 Conclusion -------------------------------------------------------- 46

5.3 Recommendation -------------------------------------------------46

References

Appendix ---------------------------------------------------------49

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CHAPTER ONE

1.0 INTRODUCTION

1.1 BACKGROUND OF STUDY

One of the great recent advances in the world of information technology is the

rapid development of communication which has brought world into a global

village, we can send mails electronically (e-mail), search for information (WWW),

buy goods online (e-commerce), withdraw transfer money (e-banking), schooling

online (e-learning), this has effected the society positive to a great extent, as result

computerization of sales should not be exempt

Application of technology in Sales has been adopted in developed countries for

over two decades now, and this has been attributed to the desire of the

governments of these countries to improve the efficiency of their goods and

services, processes, accountability.

Switching from a traditional cash register to a computerized POS system can be

difficult - there are many factors to consider and some pitfalls to avoid. However

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the return on investment and benefits to your business can really make it worth

your time and effort.

In the most basic sense, a POS system is a glorified cash register. The most basic

POS system consists of a computer, a cash drawer, receipt printer, a monitor, and

an input device such as a keyboard or scanner. However, in addition to being more

efficient than cash registers, POS systems can create detailed reports that can help

you make more informed business decisions.

POS systems saves money, provide productivity gains, and can cut down the

amount of time you spend away from the primary focus of your business. This

POS System Buyer's Guide will walk you through the process of evaluating

multiple POS vendors and choosing the right system.

1.2 STATEMENT OF PROBLEM

Sales is the fundamental tools in any business organization the profit and loose of

any business depends detailed information on sales made to aid decision making

and implementations, if accountability is not checked, then the business is sure to

collapse, as a result in any retail or hospitality business there is need for a system

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that gives feedback to the management to aid decision making, this is where point

of sales systems comes in handy

1.3 PURPOSE OF STUDY

The purpose of this study is to aid Golden Toast Enugu in enhancing their business

by creating detailed reports that can help make more informed business decisions.

1.4 SIGNIFICANCE OF STUDY

Moving from a cash register machine to a Point of Sales system is very significant

to any retail sales of business activities because the return on investment and

benefits to your business in the area of stocks processing, accountability and

accurate data collation for effective management of the business.

1.5 SCOPE OF THE STUDY

This project covers Golden Toast Enugu Office, the design will only cover the

point of sales section of the company.

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1.6 OBJECTIVE

The aims and object of this project to design and implement a computerized

point of sale software with the aim of enhancing accountability within points of

sales.

1.7 LIMITATION OF THE STUDY

Most constraints experienced during the course of writing this project is that of

detailed information about their major operations, the personal manager was a little

diplomatic in answering my questions in order to reveal information that may

indent the company’s image, though that did not stop me from writing and

researching for detailed information

1.8 ASSUMTIONS OF STUDY

It is assumed that Golden Toast Enugu, uses cash register as their point of sales

and they are networked and connection to the internet for effective information

dissemination.

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1.9 DEFINITION OF TERMS

 Bar Code: information encoded into a rectangular bar shape, this information

can be read by special device.

 Cash Drawer: a box attached to point of sales system that opens when directed

by the software.

 Daisy Chained: used when one device is connected through another device

 Data Collection Terminal: a stationary or hand held battery powered terminal

with application software use to collect and process data from bar code

 LCD (Liquid Crystal Display) : technology used for display.

 VAR(Value Added Reseller): a classification of business that resells items and

add some value to the sale either in training or supports

 SKU(Stock Keep Unit): used in inventory control and POS where each

product is assigned a number.

 Warranty A written guarantee of a manufacturer's or retailer's responsibility. A

limited warranty provides specific conditions under which a manufacturer or

retailer will repair or replace an item.

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 Drawer fund The amount of money left in a drawer after the drawer has been

closed. The drawer fund is typically used to provide startup money (change) for

the next business day.

 Drop-ship Refers to an item that will be shipped directly from your supplier to

your customer.

 DUKPT (Derived Unique Key Per Transaction) A method of PIN pad

encryption.

 Dun A demand for payment of a bill or account.

 EBT (Electronic Benefit Transfer) An electronic system that allows recipients

to receive government benefits (e.g., food stamps) by means of a debit card.

Retailers can only accept EBT cards for food items that have been authorized

by the USDA’s Food Stamp program

 EDC (Electronic Draft Capture) : An automatic method of authorizing,

balancing, and settling credit card transactions entered in your retail software

package.

 EDI (Electronic Data Interchange): Ability to electronically exchange

purchasing information between your retail software and the vendor's system.

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 Employee discount :A reduction in selling price on merchandise sold to an

employee.

 Accounts receivable Amounts owed to a business (an asset), usually by

customers who purchased goods or services on credit.

 Adjustment An increase or decrease to the quantity indicated in the retail

software package. The adjustment ensures that the records in the retail software

match the actual physical quantity in inventory.

 Additional markdown :An increase of a previous markdown to further lower

the selling price.

 Address Verification Service (AVS) A service that reduces credit card fraud

by verifying the cardholder's address information when the physical card isn't

available to swipe through an MSR device (e.g., as with telephone orders). AVS

processing doesn't affect whether the charge is approved. Instead, AVS

indicates whether or not the address provided by the customer matches the

address on file with the credit card company so that the merchant can decide

whether or not to process the charge.

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CHAPTER TWO

2.0 LITERATURE REVIEW

2.1 AN OVERVIEW OF COMPUTERIZED POINT OF SALES

New businesses choose to invest in a POS system before reaching those revenue

levels - or before having any appreciable revenue at all.

They may want a POS system simply for the reporting features, or they may see it

as an investment that can boost efficiency starting on opening day. A POS system

is rarely totally unnecessary - most often, the only question is how soon it can pay

for itself.

2.1.1 THE BENEFITS OF POS

For the purpose of saving money pos has thee following advantages:

(i) Eliminate shrinkage. A computerized point of sale system can drastically cut

down on shrinkage, the inventory that disappears from your store or restaurant due

to theft, wastage, and employee misuse. Because employees will know that

inventory is being carefully tracked, internal shrinkage will dwindle.

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(ii) Improve accuracy. Whether you use barcode scanning or not, POS systems

ensure that every item in your store or on your menu is sold for the correct price.

Your staff will never mis-enter or guess prices again, and you can change prices

with just one tweak in the computer.

(iii) Get better margins. Detailed sales reports can help you focus on higher-

margin items. By moving items within a retail location or promoting under-

performing dishes in a restaurant setting, you can help boost sales of high-profit

items.

For the purpose of getting more information pos has the following benefits:

(iv) Know where you stand. At any point of the day, a POS system can instantly

tell you how many of a particular product have sold today (or last week, or last

month), how much money you have in your cash drawer, and how much of that

money is profit.

(v) Better manage inventory. Detailed sales reports make it much easier for you

to keep the right stock on hand. Track your remaining inventory, spot sales trends,

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and use historical data to better forecast your needs. Often, the software can alert

you to reorder when stocks run low. Many store owners who think they know

exactly what trends affect them find a couple of surprises once they have this data.

Build a customer list. Collect the names and addresses of your best customers as

part of standard transactions. Then use the list for targeted advertising or incentive

programs.

If we are to consider the impact of POS on increased productivity the

following benefits are achieved:

(vi) Reduce paperwork. POS systems can dramatically reduce the time you have

to spend doing inventory, sales figures, and other repetitive but important

paperwork. The savings here: time and peace of mind.

(vii) More efficient transactions. In retail settings, barcode scanners and other

POS features make checkout much, much faster. Restaurants will find their order

process greatly streamlined as orders are relayed automatically to the kitchen from

the dining room. In both cases, your customers get faster, more accurate service.

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Keep in mind that realizing these benefits requires a commitment to utilizing the

POS system capabilities to their fullest. Without appropriate training and ongoing

analysis, even the most sophisticated POS system will be no more useful than a

basic cash register.

Few purchases can have as dramatic an effect on your retail or hospitality business

as a point of sale (POS) system. The right POS system will give you a new level of

control over your operations, increasing efficiency, boosting profits, and helping

you fine-tune your business model. (Heerken, 2001) the wrong system, however,

can be a waste of money and a source of ongoing frustration.

Switching from a traditional cash register to a computerized POS system can be

difficult - there are many factors to consider and some pitfalls to avoid. However

the return on investment and benefits to your business can really make it worth

your time and effort.

In the most basic sense, a POS system is a glorified cash register (Kerzner, 2003).

The most basic POS system consists of a computer, a cash drawer, receipt printer,

a monitor, and an input device such as a keyboard or scanner. However, in addition

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to being more efficient than cash registers, POS systems can create detailed reports

that can help you make more informed business decisions.

POS systems save money, provide productivity gains, and can cut down the

amount of time you spend away from the primary focus of your business. This

POS System Buyer's Guide will walk you through the process of evaluating

multiple POS vendors and choosing the right system.

2.2 HOSPITALITY POS VS. RETAIL POS SYSTEMS

The POS market is divided into two segments with very different needs: retail

operations and hospitality businesses like restaurants, bars, and hotels.

2:2.1 RETAIL POS SYSTEMS

Of the two groups, retailers have simpler POS needs. Their transactions are

completed all at once, and there is often less variation in the types of products they

sell. Some POS features retailers may specifically want include the ability to support

kits (e.g. 3 for $2 deals), returns and exchanges, and support for digital scales.

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A potential complication in some retail environments is the need for a product

matrix. Your retail POS system will need to support matrixes if you sell items that

come in a variety of styles, like clothing or shoes. For example, matrixes let you

create one inventory and price entry for a particular sweater, but still track sales

according to size and color.

2.2.2 HOSPITALITY POS SYSTEM

Depending on the type of establishment, restaurants and other hospitality

businesses have different requirements from POS systems.

Efficiency is the key focus for casual restaurants. For retail-style restaurants like

sub shops, POS systems that relay inputted orders cut down on time-per-

transaction and reduce the errors that can happen when hastily-scrawled orders are

passed back to the kitchen. For quick-service restaurants, POS systems are

practically a requirement for living up to their name: orders taken on terminals in

the front are automatically displayed on monitors in the food preparation area,

ready to be quickly assembled and delivered to the customer.

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For table-service restaurants and fine dining, POS requirements are somewhat

different. They include the need to be able to create and store open checks, as

parties order more over time, as well as track which server is responsible for which

table. The efficiency gains from better management can be impressive. If a

restaurant with 20 tables and an average check of $45 can increase turnover by one

party per table, that is an extra $900 on a busy night.

Lewis (2002) stated that a well-integrated hotel POS systems allow you to transfer

meal charges from the dining room to guests' rooms with just a button or two

pressed. Hotel managers need to be aware that not all POS systems integrate with

all property management software).

2.3 ADVANTAGES OF AN ELECTRONIC POINT OF SALE

A computerized point of sale system is a computer program which takes the best

out of a manual system and electronic cash registers features. An electronic point

of sale gives you the ability to store client and supplier records, create quotations

which can be later converted to invoices or cash sales, keep track and categorize

your inventory in an easy way and generate reports at the click of a button! (Lewis,

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2002). With today's high performance computers and large storage devices one can

easily run his/her business on an office computer (depending on the size of the

business).

Berkun (2005), in his book said that a software point of sale system connects and

integrates all your business' components in one application; inventory, sales,

clients and suppliers are the basic components of such a system. This is exactly

what Skiworks Point Of Sale Solution has to offer you, an integrated and complete

system in a simple to use software system!

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CHAPTER THREE

3.0 METHODOLOGY,SYSTEM ANALYSIS AND DESIGN

3.1 AN OVERVIEW OF THE EXISTING SYSTEM

For a retailer, like Golden Toast Enugu Point of Sale information system is critical

to gathering and applying information effectively in today's ultra competitive

markets. it offers a wide selection of features to improve control of your business

and save time spent on inventory, purchasing and accounting. The features listed

here are all available in the Golden Toast though manually done.

 Manual count of the food, snacks, and drinks to be sold for a day is done, and

recorded on a paper by the sales dept.

 Customer make an order based on the varieties of foods, snacks and drinks

available, the order is punched in a cash register which automatically generate

receipt manually, then issued to the buyer.

3.2 METHODLOGY

For a very sensitive topic like this, especially as it concerns critical issue like sales

and profit making to avoid liquidation of company, I used the following fact

finding methods.

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3.2..1 Structured interviews: this approach was adopted to ensure adequate and

consistent response, because I took a visit to Golden Toast Enugu Office, with a

well structured and boldly printed questions, accompanied by some of my course

mate, to seek for option, the survey attempted to capture both quality and

quantitative data from both staffs of the company. This interview covered:

 The respondents themselves (staffs)

 Knowledge of computer usage

We made sure the respondents understood the questions, and they were open and

happy to discuss their problems and made suggestion on our it can be solved. This

method helped us to have first-hand knowledge about their method of operation

and some of the problems they encounter and how this project once implemented

will be of great assistant to them.

3.2.2 Questionnaire: A well structured and simple question was prepared and

shared to be learned among them, for other personal information that may not be

disclosed in public. Also some worker currently in service was given to seek their

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option on this. It really helped me and they were pleased that somebody is thinking

towards improving their operation.

3.2.3 Others: Data from this project was also sourced from:

 Journals : information for this project was also sourced from related write up

and researches carried out by prominent people/authors on POS

 Internet: I visited the internet for researches on POS

 Articles

3.3 THE OBJECTIVES OF THE EXISTING SYSTEM

As much as we want to improve on the current operation of the existing system,

the existing system has its aim and objectives which are:

• Reduce Costs of production

• Respond to trends faster

• Improve Customer Service

• Buy Smarter

• Improve Marketing

• Control the money

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3.4 ORGANIZATION STRUCTURE

CEO

DMD

GM

ED

Manager Manager Manager Manager

Accounts Strategic Product Restaurants
Planning

Supplies Waiting
Kitchen Purchase

FIG 3.1: ORGANISATION STRUCTURE

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3.5 INPUT ANALYSIS AND DESIGN

The input processes carried out mostly is from customer to the casher (cash

register), below are the input data

Items Description Width Data type

Food Food menu available for the day 20 Character

Drinks Drinks available for the day 20 Character

Snacks Snacks available for that day 20 Character

Total Total amount 12 Numeric

Receipt Num Receipt ticket issued to 30 Character

customer

Tab 3.1(i): Input Analysis and Design I

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Items Width Data type

Food 20 XXXXX

Drinks 20 XXXXX

Snacks 20 XXXXX

Total 12 99,9999.99

Receipt 30 XXXXXX

Tab 3.1(ii): Input analysis and Design II

3.6 PROCESSING OF THE INPUT POS DATA

The processing done here is working with the variety of product ordered for by the

customer with the corresponding amount attached to it, this amount is summed up

and a total amount is issued with a receipt to the customer.

3.7 PROBLEMS OF THE EXISTING SYSTEM

The main problem of the existing system are inventory doesn't match your tallies.

Sales are going unrecorded. Staffs are spending far too much time chasing

mistakes instead of tending to customers. These and other snafus suggest that it's

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time that your business did away with its cash registers and stepped up to a point-

of-sale (POS) system,

3.8 JUSTIFICATION OF THE NEW SYSTEM

The new system will store information with easy, allow easy retrieval of existing

sales transactions, and can print information from any date and year as hard copy

(i.e. on a paper)

3.9 DESIGN OF THE NEW SYSTEM

Point of Sale systems offer a wide selection of features to improve control of your

business and save time spent on inventory, purchasing and accounting. A

computerized point of sale system can drastically cut down on shrinkage, the

inventory that disappears from your store or restaurant due to theft, wastage, and

employee misuse. Because employees will know that inventory is being carefully

tracked, internal shrinkage will dwindle. This chapter which explain the software

aspect of the project, we will talk about the language use, data requirements,

features of the language, flowchart

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3.9.1 Output specifications and design

the output specification can will be viewed from the receipt issued after sales,

which contains the following

Items Description Width Data type

Food Food menu available for the day 20 XXXXXX

Drinks Drinks available for the day 20 XXXXXX

Snacks Snacks available for that day 20 XXXXXX

Quantity Quantity of each product bought 15 999

Total Total amount 12 99,999.99

Receipt Num Receipt ticket issued to 30 XXXXXXX

customer

Tab 3.2: Output Specification

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3.10 INPUT SPECIFICATION

Items Description Width Data type

Food Food menu available for the day 20 Character

Drinks Drinks available for the day 20 Character

Snacks Snacks available for that day 20 Character

Quantity Quantity of each product bought 15 Numeric

Total Total amount 12 Currency

Receipt Num Receipt ticket issued to 30 Character

customer

Tab 3.3: input specification

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3.11 FILE DESIGN

This face of the design illustrates the database used to store all data accepted and

processed from the entry of the user.

Items Description Width Data type

Food Food menu available for the day 20 XXXXXX

Drinks Drinks available for the day 20 XXXXXX

Snacks Snacks available for that day 20 XXXXXX

Quantity Quantity of each product bought 15 999

Total Total amount 12 99,999.99

Receipt Num Receipt ticket issued to 30 XXXXXXX

customer

Tab 3.4: File Design

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3.12 PROCEDURE CHART

This phase of the project shows the procedure used to design the new system using

charts, as shown below

Ask for user
authorization
through password
form

Validate users
entry

Display the main

menu

Open Sales Form

Sum up the total

amount

Issue Receipt to
Customer

Update the
Database

Fig 3.2: procedure chart

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3.13 SYSTEM FLOWCHART

Receives Request from

the customer

Processed the
customer’s
request
Database

Verify inputs,
validate entries

Check
products
stock level
Validation Error

Update my
Process Customer’s database
again

Issue Receipt

Fig 3.3: System Flowchart

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CHAPTER FOUR

4.0 SYSTEM DESIGN AND IMPLEMENTATION

4.1 SYSTEM DESIGN

The designing of a new system starts with incorporation of all the data and

procedures into functional program design to carry out the pos operation

4.1.1 Program design

The new system was design in menu format, as follows:

 Enter the user name and password to check for authorization

 If password is correct the main menu is displayed, if not the system request for

the correct user password.

 From the menu display, the user select from FILE

 FILE contain submenu like New, Display, and Exit

 New Form – if selected from the submenu, the POS form will be displayed,

here the officer fill in the customer’s request.

 Retrieve Form – this form displays day to day transactions of the organization.

 Prints Form – if selected, it prints customer’s receipts, daily sales.

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4.2 PROGRAM FLOWCHART

Start

Enter User
Name &
Password

Yes
Is Access to Menu
Password
Correct?

N (1) Pos Form

O (2) Retrieve
(3) Print
End (4) Exit

If option = 1 Pos Form

Pos Form
If option = 1

If option = 1 Pos Form

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If option = 1
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Data testing

Pic: 4.1
Fig 4.2 Golden Toast POS System
Sample Report

Fig 4.3 Golden Toast POS Menu39

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4.3 PSEUDO CODE FOR POS SYSTEM

10: Enter user name and password

If password is correct then

Display Main Menu

Else

Display “Access Denied Try again”

Goto 10

endif

20: ‘Main Menu

Select from main menu 1 to 4

If select = 1 then

Goto 30

If select = 2 then

Goto 40

If select = 3 then

Goto 50

If select = 4 then

Goto 60

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Endif

30: comment Fill Order form

Enter Order Number

Enter Order Date

Enter Product Supplied

Enter Quantity Supplied

Message = “is data correct for save”

If message = yes then

Open database

Save data

Close database

Goto 20

Else

Goto 30

Endif

40:

Comment Fill customer form

Enter Order Number

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Enter Order Date

Enter customer name/company name

Enter Products Ordered for

Enter quantity requested for

Enter Quantity Supplied base on stock availability

Message = “is data correct for save”

If message = yes then

Open database

Save data

Close database

Goto 20

50:

Comment “Retrieve data from database”

Request for order number

Open data base

If order number is found then

Display the records or print

Else

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Message “ Sorry Record not found”

Goto 50

Endif

4.4 SYSTEM REQUIREMENT

We look at the system requirements from the hardware and software application

used for effective implementation of the new design.

4.4.1 Hardware requirement

For effective use of the new design, the minimum requirements for the

hardware components are:

Components specifications

Processor speed Pentium4 board with 1GHZ speed

Ram size 128MB

Hard Disk 40GB

Display Unit 14” Monitor (VGA)

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Cd Rom Writer X54

Keyboard Window enhance

Mouse Optical

Printer Laserjet

4.4.2 Software requirements

The least operating system that must be used is window 2000 professional,

although window XP is better. Also other software like Microsoft Office 2000

and above, Visual Basic.

4.5 DOCUMENTATION

4.5.1 System documentation

This phase of the project talks about how the system works, because the system is

menu driven, all that is required are:

Stage 1: welcome page

Once the program is loaded, the welcome page is displayed, after few

seconds (say 10sec)

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Stage 2: Authorization Page

This stage displays the authorization form where user will enter his/her

username and password, then the system authenticate the pass word before moving

to the next stage

Stage 3: main menu page

This phase contains menu like FILE, DISPLAY AND PRINT, the File

menu contains sub menu like New Job Record, Daily Completed Job, and Exit, the

Display Menu contain submenu like: Display All Record, Display One Record, and

Print Menu contain submenu like: Print All, Print One

4.5.2 Program Documentation

The new system is design with VISUAL BASIC PROGRAMMING LANGUAGE,

this is because VB is real time, Object Oriented Programming (OOP) language and

can work across other platforms of operating systems. The Database is designed in

Micro Soft Access which is a flexible and reliable database package and can be

found on every computer, which makes the installation and operation of the

software easier.

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Installation: it is easy to visual basic programming language on the system, insert

VB CD in the CDROM drive and following the instruction, also make sure the

system has Microsoft Office.

4.5.3 User Documentation

The project has seven forms namely:

 Home form

 authentication form

 menu form

 sales order form

 summary form

 retrieve form(for specific daily record)

 retrieve form (for all data)

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4.5.4 Home form

This form functions as a security measure whereby the user will have to enter

his/her username and password to gain access to the system.

Pic 4.2 : Home form

4.5.5 Authentication form

This form ensures that the username and password entered by the user is valid.

Pic 4.3: Authentication form

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4.5.6 Menu form

This form acts as a navigation form. It has links to all the other forms in the

project.

The menu file has these submenus;

 new order: this activates the sales order form

 retrieve record: this menu has two submenus namely:

o daily record; which activates retrieve form (for daily record)

o all record; which activates retrieve form( for all record)

 Exit: this takes the user back to the homepage form.

Pic: 4. 4: Menu form

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4.5.7 Sales order form

This form shows all the sale items available. The user will only be selecting items

and the system will be calculating the total automatically. When the summary

button is clicked, the summary form will be activated.

Pic; 4.5: sales order form

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4.5.8 Summary form

This form displays the summary of all the order made by a customer. It can also

print the summary.

Pic: 4.6: Summary form

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4.5.9 Daily sales retrieval form

This form shows all the sales made in a group of days in a month. It can also print

the days and the sales of the days.

Pic: 4.7: Sales retrieval form

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4.5.10 All sales retrieval form

This form shows all the sales ever made by the company. It can also print these

sales.

Pic; 4.8: All sales retrieval form

Pic: 4.8: All sales retrieval form

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4.5.11 DATABASE

Microsoft access database was used as the projects database. The diagram below

displays the way the database golden Toast Enugu looks like

Pic; 4.9: Database form

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CHAPTER FIVE

5.0 SUMMARY, CONCLUSION, RECOMMENDATION

5.1 SUMMARY

Few purchases can have as dramatic an effect on your retail or hospitality business

as a point of sale (POS) system. The right POS system will give you a new level of

control over your operations, increasing efficiency, boosting profits, and helping

you fine-tune your business model. The wrong system, however, can be a waste of

money and a source of ongoing frustration. Switching from a traditional cash

register to a computerized POS system can be difficult - there are many factors to

consider and some pitfalls to avoid. However the return on investment and benefits

to your business can really make it worth your time and effort. As a result, the need

for a computerized Point of sales system can not be overemphasized.

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5.2 CONCLUSION

At any point of the day, a POS system can instantly tell you how many of a

particular product have sold today (or last week, or last month), how much money

you have in your cash drawer, and how much of that money is profit. Detailed

sales reports make it much easier for you to keep the right stock on hand. Track

your remaining inventory, spot sales trends, and use historical data to better

forecast your needs. Often, the software can alert you to reorder when stocks run

low. Many store owners who think they know exactly what trends affect them find

a couple of surprises once they have this data.

5.3 RECOMMENDATIONS

The following are the recommendation required in order to effectively use the new

design are:

 The hardware and software requirement should be as specified

 Staff should have basic knowledge of computer operations

 The original Visual Basic CD should be installed

 Staffs should be trained on the job, no special training is needed to achieve full

implementation
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REFERENCES

Berkun, S. (2005). Sales Managemen.U sa, O’Reilly Media.

Brooks, F. (1995). The Mythical Man Month.Miami, Wesley Press .

Chanmoum, Y. (2006). Professional Sales Project Management. The Guide,

Mixico,Mc graw hill..

Comninos, D. et al (2002), The Pratice of Sales of Processing.

Newyork, McGraw Hill.

Flyvberg, B. (2006). Distribution and Sales of production. Getting Risks Rights.

Newyok,Corol Press.

Heerkens, G. (2001). Effective Sales of Point (the Briefcase Book Series).

Newyork,McGraw Hill.

Lewis, J. (2002). Fundamentals of Sales Management Mexico,Mc grawhill.

Meredith, J. et al (2002). Sales Decision. Miami,Wesley Press.

Petee, S. (2005). Probelsms and Proposed Solutions of Sales of Processign System.

Miami, Wesley press.

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Verzuh, E. (2005). Sales Management System.Miami,wesley press.

Whitty, S. (2005). A Menetic Paradigm of Sales Management.

Newyork,McGraw Hill.

Whitty, S. et al (2007). The Impact of Puritan Ideology on Aspects of

Management. Newyork,McGraw Hill.

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SOURCE CODE

Option Explicit

'Private Declare Function TabbedTextOut

Lib "user32" Alias "TabbedTextOutA" (ByVal hWnd As Long, ByVal x As Long,

ByVal y As Long, lpnTabStopPositions As Long, ByVal nTabOrigin As Long) As

Long

Const lb_settabstops = &H300

Private Declare Function TabbedTextOut Lib "user32" Alias "TabbedTextOutA"

(ByVal hwnd As Long, ByVal x As Long, ByVal y As Long, ByVal lpString As

String, ByVal nCount As Long, ByVal nTabPositions As Long,

lpnTabStopPositions As Long, ByVal nTabOrigin As Long) As Long

Private Sub settabs(Lst As ListBox)

ReDim lngtabs(0 To 2) As Long

Dim lngrtn As Long

lngtabs(0) = 110

lngtabs(1) = 150

lngtabs(2) = 170

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Lst = TabbedTextOut(lngrtn = hwnd, 20, 20, Lst, 20, 20, lb_settabstops,

lngtabs(0))

End Sub

Private Sub Command1_Click()

PrintForm

End Sub

Private Sub Command2_Click()

List1.Clear

Form1.Show

Form2.Hide

pie = ""

pienumber = ""

loaves = ""

loavesnumber = ""

xpie = ""

xloaves = ""

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dog = ""

dognumber = ""

xdog = ""

sauce = ""

saucenumber = ""

xsauce = ""

cream = ""

creamnumber = ""

xcream = ""

cookies = ""

cookiesnumber = ""

xcookies = ""

soft = ""

softnumber = ""

xsoft = ""

barley = ""

barleynumber = ""

xbarley = ""

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beer = ""

beernumber = ""

xbeer = ""

cereal = ""

cerealnumber = ""

xcereal = ""

fruit = ""

fruitnumber = ""

xfruit = ""

semo = ""

semonumber = ""

xsemo = ""

total = ""

End Sub

Private Sub Form_Activate()

'settabs List1

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Dim x As Integer

Dim y As Integer

Dim z As Integer

Dim a As Integer

Dim b As Integer

Dim c As Integer

Dim d As Integer

Dim e As Integer

Dim f As Integer

Dim g As Integer

Dim h As Integer

Dim i As Integer

Dim j As Integer

Dim k As Integer

Dim l As Integer

Dim m As Integer

Dim n As Integer

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Dim o As Integer

Dim p As Integer

Dim q As Integer

Dim r As Integer

Dim s As Integer

Dim t As Integer

Dim u As Integer

Dim v As Integer

Dim w As Integer

Dim ab As Integer

Dim ac As Integer

Dim ad As Integer

With Data2

.DatabaseName = App.Path & "\pos2.mdb"

.RecordSource = "date"

.Refresh

End With

With Data1

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.DatabaseName = App.Path & "\pos2.mdb"

.RecordSource = "salesorder"

.Refresh

End With

x = Len(Left("type", 22))

x = 20 - x

y = Len(Left("No. of Order", 22))

y = 20 - y

Data1.Recordset.AddNew

List1.AddItem "Date: " & " " & date1

Data1.Recordset("date") = date1

List1.AddItem "Type" & Space(x) & Space(2) & Space(3) & Left("No.of Order",

22) & Space(3) & Space(y) & "Amount(N)"

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If pie <> "" Then

z = Len(Left(pie, 22))

z = 20 - z

a = Len(Left(pienumber, 22))

a = 20 - a

List1.AddItem pie & Space(z) & Space(2) & Space(5) & Left(pienumber, 22) &

Space(a) & xpie

Data1.Recordset("meatpie") = pienumber

End If

If loaves <> "" Then

b = Len(Left(loaves, 22))

b = 20 - b

c = Len(Left(loavesnumber, 22))

c = 20 - c

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List1.AddItem loaves & Space(b) & Space(2) & Space(5) & Left(loavesnumber,

22) & Space(c) & xloaves

Data1.Recordset("bread") = loavesnumber

End If

If dog <> "" Then

d = Len(Left(dog, 22))

d = 20 - d

e = Len(Left(dognumber, 22))

e = 20 - e

List1.AddItem dog & Space(d) & Space(2) & Space(5) & Left(dognumber, 22)

& Space(e) & xdog

Data1.Recordset("hotdog") = dognumber

End If

If sauce <> "" Then

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f = Len(Left(sauce, 22))

f = 20 - f

g = Len(Left(saucenumber, 22))

g = 20 - g

List1.AddItem sauce & Space(f) & Space(2) & Space(5) & Left(saucenumber,

22) & Space(g) & xsauce

Data1.Recordset("sausage") = saucenumber

End If

If cream <> "" Then

h = Len(Left(cream, 22))

h = 20 - h

i = Len(Left(creamnumber, 22))

i = 20 - i

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List1.AddItem cream & Space(h) & Space(2) & Space(5) & Left(creamnumber,

22) & Space(i) & xcream

Data1.Recordset("icecream") = creamnumber

End If

If cookies <> "" Then

j = Len(Left(cookies, 22))

j = 20 - j

k = Len(Left(cookiesnumber, 22))

k = 20 - k

List1.AddItem cookies & Space(j) & Space(2) & Space(5) &

Left(cookiesnumber, 22) & Space(k) & xcookies

List1.AddItem ""

Data1.Recordset("cake") = cookiesnumber

End If

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If soft <> "" Then

l = Len(Left(soft, 22))

l = 20 - l

m = Len(Left(softnumber, 22))

m = 20 - m

List1.AddItem soft & Space(l) & Space(2) & Space(5) & Left(softnumber, 22)

& Space(m) & xsoft

Data1.Recordset("mineral") = softnumber

End If

If barley <> "" Then

n = Len(Left(barley, 22))

n = 20 - n

o = Len(Left(barleynumber, 22))

o = 20 - o

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List1.AddItem barley & Space(n) & Space(2) & Space(5) & Left(barleynumber,

22) & Space(o) & xbarley

Data1.Recordset("malt") = barleynumber

End If

If beer <> "" Then

p = Len(Left(beer, 22))

p = 20 - p

q = Len(Left(beernumber, 22))

q = 20 - q

List1.AddItem beer & Space(p) & Space(2) & Space(5) & Left(beernumber, 22)

& Space(q) & xbeer

Data1.Recordset("alcohol") = beernumber

End If

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If cereal <> "" Then

r = Len(Left(cereal, 22))

r = 20 - r

s = Len(Left(cerealnumber, 22))

s = 20 - s

List1.AddItem cereal & Space(r) & Space(2) & Space(5) & Left(cerealnumber,

22) & Space(s) & xcereal

Data1.Recordset("rice") = cerealnumber

End If

If fruit <> "" Then

u = Len(Left(fruit, 22))

u = 20 - u

v = Len(Left(fruitnumber, 22))

v = 20 - v

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List1.AddItem fruit & Space(u) & Space(2) & Space(5) & Left(fruitnumber, 22)

& Space(v) & xfruit

Data1.Recordset("ukwa") = fruitnumber

End If

If semo <> "" Then

w = Len(Left(semo, 22))

w = 24 - w

ab = Len(Left(semonumber, 22))

ab = 20 - ab

List1.AddItem semo & Space(w) & Space(2) & Left(semonumber, 22) &

Space(ab) & xsemo

Form2.Data1.Recordset("samolina") = semonumber

End If

List1.AddItem "--------------------------------------------------------------------------------

------------------------------------------------------------------"

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ac = Len(Left("GRAND TOTAL", 22))

ac = 20 - ac

ad = Len(Left("", 22))

ad = 20 - ad

List1.AddItem "GRAND TOTAL:" & Space(ac) & Space(2) & Space(3) &

Left("", 22) & Space(ad) & total

Data1.Recordset("total") = Val(total)

Data1.Recordset.Update

Data2.Recordset.AddNew

Data2.Recordset("date") = date1

Data2.Recordset.Update

Form1.Refresh

End Sub

Private Sub cboalcohol_Click()

If chkmeat.Value = 1 Then

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meatpie = 150 * Val(cbomeat.Text)

End If

If chkhotdog.Value = 1 Then

hotdog = 100 * Val(cbohotdog.Text)

End If

If chkbread.Value = 1 Then

If cbobread.Text = "Bread Cake" Then

bread = 200 * Val(cbobreads.Text)

ElseIf cbobread.Text = "Coconut Bread" Then

bread = 150 * Val(cbobreads.Text)

Else

bread = 100 * Val(cbobreads.Text)

End If

End If

If chksausage.Value = 1 Then

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sausage = 80 * Val(cbosausage.Text)

End If

If chkcake.Value = 1 Then

If cbocake.Text = "Ordinary Cake" Then

cake = 200 * Val(cbocakes.Text)

Else

cake = 1500 * Val(cbocakes.Text)

End If

End If

If chkicecream.Value = 1 Then

icecream = 150 * Val(cboicecream.Text)

End If

If chkmineral.Value = 1 Then

If cbomineral.Text = "Coke(35cl)" Then

mineral = 40 * Val(cbominerals.Text)

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ElseIf cbomineral.Text = "Coke(50cl)" Then

mineral = 50 * Val(cbominerals.Text)

ElseIf cbomineral.Text = "Fanta" Then

mineral = 40 * Val(cbominerals.Text)

ElseIf cbomineral.Text = "Sprite" Then

mineral = 40 * Val(cbominerals.Text)

Else

mineral = 35 * Val(cbominerals.Text)

End If

End If

If chkmalt.Value = 1 Then

If cbomalt.Text = "Royal Malt" Then

malt = 60 * Val(cbomalts.Text)

ElseIf cbomalt.Text = "Hi Malt" Then

malt = 60 * Val(cbomalts.Text)

Else

malt = 100 * Val(cbomalts.Text)

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End If

End If

If chkalcohol.Value = 1 Then

alcohol = 150 * Val(cboalcohols.Text)

End If

If chkrice.Value = 1 Then

If cborice.Text = "Fried Rice" Then

rice = 350 * Val(cborices.Text)

ElseIf cborice.Text = "Jollof Rice" Then

rice = 300 * Val(cborices.Text)

Else

rice = 400 * Val(cborices.Text)

End If

End If

If chkukwa.Value = 1 Then

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ukwa = 300 * Val(cboukwa.Text)

End If

If chksamolina.Value = 1 Then

samolina = 200 * Val(cbosamolinas.Text)

End If

lbltotal = meatpie + hotdog + bread + sausage + cake + icecream + mineral + malt

+ alcohol + rice + ukwa + samolina

End Sub

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