RWANDA POLYTECHNIC

INTEGRATED POLYTECHNIC REGIONAL COLLEGE HUYE

DEPARTMENT OF INFORMATION COMMUNICATION

TECHNOLOGY

TOPIC: WISE STOCK MANAGEMENT SYSTEM

CASE STUDY: HUYE STOCK MANAGEMENT

Submitted in Partial Fulfillment of the Requirements for the grade of Advanced Diploma in
Information Communication Technology.

Prepared by: Supervisors:

GROUP 1 MEMBERS INGABIRE Daria

Huye, March, 2024

DEPARTMENT OF INFORMATION COMMUNICATION TECHNOLOGY

DECLARATION AND AUTHORITY TO SUBMIT THE

PROJECT
Names of the Students:

GROUP 1 Members

Title of the Project: “DESIGN AND IMPLEMENTATION OF STOCK MANAGEMENT

SYSTEM

Declaration by the Students

“We do hereby declare that this Project submitted in partial fulfillment of the requirements for
the Advanced Diploma in Information Communication Technology at IPRC HUYE, is our
original work and have not previously been submitted elsewhere also, we do declare that a
complete list of references is provided indicating all the sources of information quoted or cited.
Date and Signatures of the Students

Group 1 members names………

b. Authority to submit the project

Names of the Supervisors BUCYIBARUTA Nelson & INGABIRE Daria

In our capacity as Supervisors, we hereby authorize the student to submit his/her Project to
the department ready for presentation.

Date and Signature of the Supervisors

INGABIRE Daria

……………………………………..

DEDICATION
This book is dedicated to:
 Almighty God

 Beloved parents

 Our supervisor

 Our institution leader

 Our brothers and sisters

 Our colleagues and friends

Group 1
ACKNOWLEDGEMENT
First of all our greatest gratitude goes to our Almighty God for guide us to achieve this step in
our academic life. We are deeply thankful to our supervisor Mrs. INGABIRE Daria for their
invaluable advice, friendly guidance, encouragement which enabled us to complete this study.
Thank you so much for your commitment. We wish to extend our thanks to all our lecturers for
their valuable social and academic contribution in our studies, many thanks are due to all
classmates, friends, whose moral support was vital to the success of our studies at IPRC HUYE.
Our sincere gratitude goes to IPRC-HUYE for having cooperation with us and provides all
needed information
ABSTRACT
iii

ABSTRACT

Many stores uses Excel sheets to monitor sales and inventory by keeping

separate distinct sheets for sales and inventory data within the cost. This project

is helpful in accounting and analysis, which can determine the fluctuations in sales

and stock levels .However, we face many issues while using excel to record the

sales and stock levels. For example, If more than one person works on the Excel

sheets, then it may lead to many inaccuracies, inconsistencies and loss of data.

Also, if number of stocks and sales increases then it is really hard to maintain large

amounts of data which is also hard to retrieve when needed. Furthermore, excel

does not offer real-time updates or integration with other systems, such as point-

of-sale (POS) systems, which can lead to inaccuracies and inefficiencies in the

sales and stock management process. These limitations highlight the need for a

more robust and integrated solution for sales and stock management in a grocery store.
CHAPTER 1: GENERAL INTRODUCTION
1.0 INTRODUCTION
Stock management system tracks, manages, and organises stock levels, orders, sales, and
deliveries. The purpose of stock management software is to maintain an optimal stock level,
track goods during transport between locations, receive new items, manage warehouse
processes such as picking, packing, and shipping, prevent product obsolescence and
spoilage, and ensure your products are never out of stock.

Software for stock management automates what used to be a time-consuming, manual

process of counting each item one by one and recording it on paper. Digitising this process
not only makes it more accurate, it saves valuable time.

Core capabilities include stock optimisation, product identification and tracking, service
management for service-oriented companies, asset tracking, and reorder points. Stock
management software can provide accurate data on stock conditions in real time, and also
give you insights into trends so that you can respond to changing market demands and
conditions without losing out on sales opportunities.

1.1. BACKGROUND
Grocery stores used to do their inventory manually before the new dawn of

technology to mankind, large stores found it hard to maintain their operations

efficiently and effectively. Sales and stock management systems were

developed to carry out the daily activities whether in grocery stores or

companies. With a proper and timely determination of the system, the strategy

allows for freeing a significant number of stocks increasing resource

efficiency. Excel spreadsheets are used for data entry manually which can

lead to great inaccuracies in the information processed.

1.2 STATEMENT OF THE PROBLEM

When your inventory becomes hard to find, you have inventory visibility problems. Lack of visibility is
one of the most common inventory management problems. Locating the correct item in the right place as
quickly as possible is essential to inventory. If the hard to find inventory is part of the supply chain for
manufacturing, it can impact the operations of the entire manufacturing process. If the inventory stock is
being accessed for shipping and cannot be located, it leads to incomplete or wrong shipments and
severely impacts customer satisfaction. Either way inventory visibility problems have a severe impact on
the performance of the business and is one of the symptoms of poor inventory management.

inefficiency

Managing inventory manually is a cumbersome and tedious process. Even the routine tasks
become slower than they should be. As companies scale up, the process becomes more
inefficient and slow. Manual inventory management becomes even more challenging to
implement across multiple warehouse locations. Inefficient inventory management slows down
operations. Inventory management problems that cause slow shipping of products leads to a fall
in customer satisfaction. Even when software solutions are used, improperly designed or obsolete
systems do nothing more than merely replicate the manual process of inventory management.
Inefficiency and redundancy are some of the symptoms of poor inventory management.

Overstocking

Money that is spent on inventory gets locked in if the items are not used. Overstocking can
impact the profitability of a business. This is because more stock is bought than being sold.
Management of inventory to stock the correct quantity of items is essential to a company’s
financial well-being. Overstocking also results in the buildup of obsolete stock. This is the
material that has been bought or stocked in excess and is no longer in demand. In a manual
system, this stock may be abandoned or forgotten. When it is in demand again, the company may
buy more of it instead of using what is already stocked.

Understocking

Being understocked is also one of the inventory management problems. In manual systems, the
flagging of materials that need to be reordered is dependent on the vigilance of the people
managing inventory. When there is a slip-up, the company may find itself understocked to meet
demand. In a supply chain, inventory management feeds the entire production process.
Understocking can slow down production or even bring it to a halt. Not utilising the available
warehouse space is also money wasted. Improper inventory management does not make the best
use of all the available warehousing space that the company is paying for or bearing overheads
on.

Lack Of trend forecasting

Trend forecasting is essential to managing a business. Projections and forecasts for inventory
stocks are accurate when based on actual numbers and trends. Manual systems cannot quickly
deliver summaries and reports. Inaccurate forecasting of trends could also lead to the company
not anticipating seasonal rises and falls in demand. Lack of historical data to forecast trends is
essential to avoid both overstocking and understocking.

Lack of centralization

Centralisation is not a problem in smaller businesses, with all their inventory stored in one
location. As companies grow, they expand their inventory to different locations. Manual
maintenance of inventory records makes it very difficult to communicate and access inventory
data across locations. Manual reports and lists do not show the real-time stocks of inventory.
Disconnected data is often a cause of delayed or incorrect shipping. It is also impossible for
management to get an accurate real-time report on all their inventory across locations.

1.3. OBJECTIVES OF STUDY

1.3.1. General objectives
The general objective of the study is to design and implement Stock Management System by
using computerized system for helping customers to get best way of connecting with Self
Employer and business owners in order to get products approved by manager . This system
helps Manager to make report of financial transaction.
1.3.2 Specific objective
The key goals of this initiative are as follows:
1. Automate the sales and stock management processes, reducing manual
errors and increasing efficiency.
2. Provide real-time visibility into sales and stock data, enabling informed
decision-making.
3. Enhance the customer experience through improved checkout processes
and customer management.
4. Streamline the inventory management process, including stock levels,
reordering, and reporting.
5. Provide detailed sales and stock analytics, including graphs and charts, to
help the retail store track its performance

1.4 HYPOTHESIS OF THE PROJECT

Is it possible to develop a web based application that can alter positively an easy to the customers
to order and get products and quick way to managers, serving products in terms of efficient,
rapid, and reliable services to customers?

1.5 SCOPE OF THE PROJECT

The function what the system do, is linking Customers with Manager and employee through the
internet, to keep product’s data, search product data, update effectively, delete, and edit product
information and daily transaction. It generates report on product, gives navigation and
information for Stock . The Stock management system is password protected and controlled
only by the administrator. The Stock Management system is available based on the needs of
user, business Enterprise , can work properly, and do transactions efficiently including safe data
management of the Business’s Stock Management system.

Chapter 1: General introduction

This chapter describes the introduction of Stock management system, objectives, problems,
limitation and theoretical background of the study.
Chapter 2: Literature review
This chapter is related to the explanation of the theoretical context that is going to allow us to
understand the fundamental definitions used in this study and describe the methods and
instruments the researcher used to collect and analyze data.
Chapter 3: System analysis and design
This chapter is related to the system design and analysis of The Stock management system.
Chapter 4: Implementation
This chapter shows the implementation details of Stock management system.

Chapter 5: Conclusion and Recommendation

1.6 METHODOLOGY AND TECHNICS
• This section includes the different research methods that we are used in order to
achieve the objectives of the project.
These methods including waterfall model for modeling technique, interviews, reviewing of
existence documents, observation technique and questionnaires for data collection.

This chapter is related to the results and discussions of Stock management system.

1.8 SIGNIFICANCE OF THE STUDY

Using Excel sheets for maintaining sales and stock in a store may result in lot
of challenges. Some of them are getting errors while entering the data manually,
as the data increases scalability decreases and difficult to interact with other
systems like point -of-sales system. Due to all these reasons, it is really difficult to
decide about sales and stocks based on real -time details. Hence we need to
have an integrated system for all kinds of store in order to monitor sales and
stock.