General Sir John Kotelawala Defence University

Faculty of Computing

Department of Information Technology

IT2992 - Industry Based Software Engineering

Group Project

Project Proposal for

Stock Management System in
Sri Lanka Light Infantry Regiment (SL Army)

Group Details
Group Number Reg. Number Student Name
D/BIS/20/0003 GWNR Wijayawardana
D/BIT/20/0002 KBGSN Devindika
13 D/BIT/20/0023 GKGM Jayawardhana
D/BIT/20/0024 WMTN Weerasekara
D/BIT/20/0038 CS Kodithuwakku
Project Details
Project Title Stock Management System in Sri Lanka Light Infantry
Regiment (SL Army)
Supervisor Mr. Buddhika Wijesinghe
Table of Content

1. Client’s Details………………………………………………………………………... 3

2. Introduction…………………………………………………………………………… 3

2.1 Background and Motivation………………………………………………………….. 3

2.2 Problem Domain………………………………………………………………………4

2.3 Aim…………………………………………………………………………………… 5

2.4 Objectives…………………………………………………………………………….. 5

3. Literature Review…………………………………………………………………….. 5

4. Methodology………………………………………………………………………….. 7

4.1 Hypothesis……………………………………………………………………………. 8

4.2 Functional Requirements……………………………………………………………... 8

4.3 Non-Functional Requirements………………………………………………………...9

4.4 Technology………………………………………………………………………….. 10

5. Time Plan……………………………………………………………………………..11

6. Conclusion…………………………………………………………………………... 11

7. References…………………………………………………………………………… 12

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1. Client’s Details
 Name of the company - Sri Lanka Light Infantry Regiment (SL Army).
 Address - Sri Lanka Light Infantry Regiment, Army Cantonment, Panagoda,
Homagama.
 Email Address - rhqslli@gmail.com
 Name and the Contact Number of the Person in-charge - Captain SR Hindurangala
SLLI, 0774295068.

2. Introduction

Today's competitive environment is forcing companies without manual systems to

optimize business processes and stock levels while at the same time ensure accuracy,
reliability and efficiency of stock controls and maintain flow of goods. Besides stock
management system is the most important and advanced module in most of the
companies. It is the system of overseeing and organizing goods or materials. It requires
the monitoring of receiving systematically storing and locating of product. Companies
may forecast their future business condition by analyzing their past stock movements and
records. Business owners may use computerized inventory data to plan for growth and
order inventory intelligently to utilize cash flow resources. Therefore, companies need
accurate and reliable system as well as they wants to reduce manual work by automating
the processes.

Then here, we introduce a web-based system for managing stocks of Sri Lanka Light
Infantry Regiment (SL Army). The Stock Management System refers to the system and
processes to manage the stock of organization with the involvement of Technology
system. The system will be used to store the details of the stocks, stock maintenance,
update the stocks based on the supplier details, generate sales and stock report daily or
weekly based.

Before developing the application, we identify some stock management system existing
in the market.
1. Cin7
2. Finale Inventory
These application softwares are only used by the large organizations. According to the
client, we come up with an idea to develop a Stock Management System for the
management of their stocks.

2.1 Background & Motivation

The Stock Management System reflects the inflows and outflows of goods through
supplier delivery and customer sales. It includes the processes of the purchase order,
stock transfer, product information management, access control. The system can be
accessed by users with different user roles such as Administrator, Stock controller, Daily

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 Operation Staff and Supplier. The determination of policies of the location, layout and
materials and storage handling equipment certainly help in the effective working of stores
organization.

All the present and old information about the products, sales details and stock movement
details are stored in a centralized database. The system can be used for valuing the
inventory, measuring the change in inventory and planning for future inventory levels. It
helps to analyses the inventory status through a comprehensive report generated.

These are the modules that the system provides:

 Users create module
 Products create module with categories, brand & supplier create
 Purchase ordering process
 Purchase requisition process
 Stock transferring process for one location to another
 Invoice module
 Reporting module
 Administration module
 Stock Controller module

Users (possible actors) of the system:

1. Administrator
2. Stock Controller
3. Daily Operation Staff (Including clerk, cashier, and salespeople)
4. Suppliers

2.2 Problem Domain

After contact the Sri Lanka Light Infantry Regiment (SL Army) and discuss about their
problems, we have identified some key issues in existing manual system.

1. A manual inventory system does not update in real time. It updates periodically.
2. Keeping track of daily purchases is another difficult. Existing manual system requires
writing down the items sold during a single workday.
3. Poor communication: considering the existing system it requires employees and stock
controller have to write down each time an item is removed from the inventory.
4. Misplacement of products.
5. Stock controller has to go through the inventory items, when he wants to place an
order. This is a time-consuming process.
6. Possibility of human errors.
7. Decentralized control.
8. Lack of optimization.

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 According to these issues, Sri Lanka Light Infantry Regiment (SL Army) needs a reliable
and efficient way to solve these issues.

2.3 Aim

The main aim of this project is to make a secure online environment to manage sales.

2.4 Objectives

● Tracking Sales
○ Track and review the sales as part of the inventory management system.
● Avoid Stock-Outs
○ To ensure a continuous supply of inventory items.
● Avoid Stock-Ins
○ Maintain investment in inventories at an optimum as required by the sales.
● Replace the existing manual system with reliable and accurate web-based system
● Minimize unnecessary costs
● Minimize wastes and losses
● To increase sale and production
● To prepare a secure and reliable system to protect the store data from man-made and
natural disasters
● To produce simple not complexity system
● Ensuring Safety of Inventory
○ Keeping goods secure is one of the priorities of inventory management.
● Ensuring Accuracy of Inventory Systems
○ Keep track of your device inventory; inaccurate data displayed on inventory
databases can trigger issues in your company. The inventory database should be kept up
to date as a goal of inventory management.

3. Literature Review
Manual handling of the inventory leads to the wastage of time, reduced efficiency and
more over keeping track on the inventory. Furthermore, ensuring inventory consistency
can be difficult at times. This project works in intended to minimize the above-mentioned
drawbacks. In this paper the proposed work of this project is to minimize the wastage of
time, reduced efficiency and moreover keeping track on the inventory.

Before the industrial revolution, people basically had to write down all of the products
they sold every day. Then they had to order more products based on their handwritten
notes. That was an inefficient and inaccurate way of doing business. So, we are planning
to use automated system and we classify the inventory in correct order, then we can
manage our limited resources. We can apply ABC method for that. It is widely accepted
methods. Where A items are very important to the business, B items are moderately
important and C items are unimportant (Hatefi, Torabiand Bagheri, 2014). Hatefi et al.,

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(2014) aptly stated that inventory for many companies includes many items; while the
required resources to manage them are often limited. By classifying inventory, firms can
focus their limited resources on the most importance items.

And there should be a correct measuring technique for our system. Throughout the
article reviewed, the determinants of an effective inventory management are ITR. That
means ‘’ Inventory turnover ratio is a measure of how effectively inventory is being
marged ‘’ (Narayanapillai, 2010, p.407). ITRs holdbgreat importance in performance
analysis (Choudhary and Tripathi, 2012). According to Farooquie and Khan, a low ITR
impies poor sales, excess inventory or overstock and a higher ITR generally implies a
more efficient use of inventory (Frooquie and Khan, 2010). Efficiency is another
important thing in our system. Mohamad, S. J. A. N. bin S., Suraidi, N. N., Rahman, N.
A. A., & Suhaimi, R. D. S. R. (2016) concluded that efficiency of inventory management
is a major concern area of business.

Khobragade, P., Selokar, R., Maraskolhe, R., and Prof. Talmale, M. (2018) An
Inventory management system,
For a study on the same topic, a survey was used to collect data. This project eliminates
the human faults, manual delay and speed up process. Inventory Management System will
have the ability to track sales and available inventory, tells a storeowner when it's time to
reorder and how much to purchase.

Sunitha, K. V. (2012)
Inventory management is vital for keeping costs down when meeting regulations. It is
difficult to balance demand and supply and inventory management to make sure that the
balance is untouched. The trained inventory management and good quality software will
help make inventory management a victory.

Qiang H.S., Deng, Lao R., and Wu, S. (2016)

Drop in inventory is considered one of the most significant aspects of inventory
management.

Mohamad, S. J. A. N. bin S., Suraidi, N. N., Rahman, N. A. A., and Suhaimi, R. D. S.

R. (2016)
Efficiency of inventory management is a major concern area of business. Suggestions are
given to improve the performance of inventory management, demand forecasting,
scattered inventory & cycle counting. That focused on boosting inventory management to
improve the supply chain of the company.

Plinere, D. and Borisov, A. (2015)

Inventory management is necessary to every company, having inventories. Companies
have stock, but so much as to keep away from overstock and out-of-stock situations.
Inventory management can better company’s inventory control existing condition and
reduce costs of the company.

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 Horia Demian (2009) Traceability in Stock Management System
The traceability of a product if we are using stock management system which uses FIFO
or LIFO discharging methods. Helps for the calculation of the stock without any errors.

Xin, Y., Haifeng, M., and Jingfeng, S. (2010)

Development of stock management system using Microsoft Access. The development is
suit for all the small business in managing their stock using software.

White, D.H., Ternoth, A.H., and McConchie, B.J. (2017)

Stock rate and grazing management is need for every stock management system in
achieving productive, profitable and sustainable sheep production system.

Srivastava, K., Kumar, D., and Kumar, J. (2020) Implementation of inventory

management system
The entire E-Commerce department stores an abundant amount of data everyday which
sometimes results in missing items, improper inventory control and thus loose the track of
their database. With the increasing amount of data every second the online shopping
sector, industries even the IT companies are facing a lot of problem not only in storing the
data but also how to keep it intact.

Manual inventory system could result human faults and delays. As a result for these
issues a web based inventory management system is reliable for the business as it
provides accuracy, traceability and saving of time. Managing the company’s stock using
software happens to be an effective way of maintaining the company’s profit. And it leads
the systems to continuous working with providing a secure online environment. Other
than above reviews this system will help with fast and secure inventory management with
saving time as well as the busy schedules.

4. Methodology

We hope to use Stock Management System in Sri Lanka Light Infantry Regiment (SL
Army) as the methodology of our stock management system. Sri Lanka Light Infantry
Regiment (SL Army) stock management is a technique that is based on putting products
into categories in order of importance, with A being the most valuable and C being the
least. Not all products are of equal value and more attention should be paid to more
popular products.

Although there are no hard-and-fast rules, Sri Lanka Light Infantry Regiment (SL Army)
analysis leans on annual consumption units, inventory value, and cost significance. The
key is to operate each category separately, particularly when selective control, allocation
of funds, and human resources are required. These are the major advantages of Stock
Management System in Sri Lanka Light Infantry Regiment (SL Army) methodology.

 Aids demand forecasting by analyzing a product’s popularity over time.

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  Allows for better time management and resource allocation.
 Helps determine a tiered customer service approach.
 Fosters strategic pricing.

4.1 Hypothesis
By using the proposed system, administrators can manage the stocks. The current stock
management system is not yet computerized. The manual system of stock management
cannot have store previous stock information from the stock's database in the secure way.
From the expected system, the system interface must be simple and easy to understand.
The system must be secured. The system must be linked to the stock database for easy
retrieval of stock information.

4.2 Functional Requirements

 The system should display a login screen where users can access the system by entering
their username and password.

 The system should store information about the products, suppliers, orders, delivery
order.

 All the users should have a profile page. The page shall include all the necessary
information about them.

 The system shall keep track of all processes and changes happening to the data between
login and logout times of the users.

 The system should provide stock transfer facility for transfer stock from one location to
another location.

 The system should provide authentication to the users by verifying the username and
password before accessing the system.

 The system should inform the stock controller about the low levels of inventory and send
alerts to the user when the inventory levels are low.

 The system shall allow the new users to be added or delete the users.

 The system shall provide a feedback/evaluation of the products from the vendor.

 The system shall be able to update the inventory data including the order data, supplier
data.

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 The system should enable the users to logout after using the system when the user clicks
on the logout button.

 The system should allow authorized persons to export or print reports, and other
important documents.

4.3 Non-Functional Requirements

● Usability
The system should be available by all the authorized users. In order to accomplish this
objective, the system should have a simple and well-designed interface that provides
an easy navigation through the web pages.

● Reliability
Users have to trust the system.

● Performance
The performance of the system should be fast and efficient in searching and creating
new users, updating inventory status, and generating different kinds of reports. The
system should be available user in real time and up to date.

● Security
The system must be highly secured from external threats and unauthorized users. In
order to access the system user should login into the system with authorized username
and password.

● Extensibility and scalability

The system should be flexible enough to allow improvements for the future and
should be able to adapt to any additional future changes in activities; the system
components can be modified for more changes and features allow the addition of new
features without disturbing the main functionalities of the system.
.
● Error handling
The system should be able to handle unexpected errors quickly and easily.

● Friendly GUI’s
The users of this system have different types of roles in the company and different
levels of technical skills; therefore, the system should be accessible by all the users.
Consequently, the system should provide an easy to use, friendly Graphical User
Interface (GUI).

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● Accuracy
The new system should try to reduce errors that are in the existing system. The
accurate system will improve and ease all the processes from searching to updating
customer information to generate inventory reports and many other services.

4.4 Technology
We hope to use various worlds’ latest technologies to make successful Stock
Management System in Sri Lanka Light Infantry Regiment (SL Army).
Those are;
 Operating system - Windows 10
 Laravel Framework
 MySQL server 5.7
 Intellij Idea 2018
 Adminer – Database Management Tool
 MySQL Workbench
 PHP
 Microsoft SQL Server – 2018
 HTML

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5. Time Plan

6. Conclusion

To conclude, Stock Management System is a simple desktop-based application basically

suitable for small organization. It has every basic items which are used for the small
organization. Our team is hope to successful in making the application where we can
update, insert, and delete the item as per the requirement. This application also provides a
simple report on a daily basis to know the daily sales and purchase details. This
application matches for small organization where there small limited if items. Through it
has some limitations; our team strongly believes that the implementation of this system
will surely benefit Sri Lanka Light Infantry Regiment (SL Army).

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7. References

 Google
 Wikipedia
 https://www.capterra.com/inventory-management-software/

 https://www.smartsheet.com/inventory-management-101-simple-inventory-cloud-
based-management

 https://www.tradegecko.com/

 https://www.zoho.com/inventory/

 Punam Khobragade, Roshni Selokar , Rina Maraskolhe, Prof.Manjusha Talmale

“Research paper on Inventory management system” , International Research Journal of
Engineering and Technology (IRJET) , Volume: 05 Issue: 04 , Apr-2018.

 Mohamad, S. J. A. N. bin S., Suraidi, N. N., Rahman, N. A. A., & Suhaimi, R. D. S. R.

(2016) concluded that efficiency of inventory management.

 Sunitha, K.V. (2012). A Study on Inventory Management in Sujana Metal Products

Limited. (Master’s Report, Jawaharlal Nehru Technological University, Hyderabad.

 Shen, H., Deng, Q., Lao, R., & Wu, S. (2016). A Case Study of Inventory Management
in a Manufacturing Company in China. Nang Yan Business Journal, 5(1), 20–40.

 Mohamad, S. J. A. N. bin S., Suraidi, N. N., Rahman, N. A. A., & Suhaimi, R. D. S. R.

(2016). A Study on Relationship between Inventory Management and Company
Performance: A Case Study of Textile Chain Store. Journal of Advanced Management
Science, 4(4), 299–304.

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