University of Perpetual Help System-JONELTA

Sto. Niño, City of Biñan, Laguna

COLLEGE OF COMPUTER STUDIES

PCGEN SALES & SERVICES

INVENTORY MANAGEMENT SYSTEM

A System Analysis and Design Project

Presented to the Faculty of the
College of Computer Studies
University of Perpetual Help System – JONELTA

In Partial Fulfillment of the

Requirements for System Analysis and Design Subject
IT312 and IT312L

Tovvy B. Dumaplin
Gabriel Miguel T. Dela Cruz
Patrick Vincent G. Gaerlan

November 2018
Acknowledgements

We wish to express our deepest gratitude to the Almighty God who’s always there to

support our team in fulfilling this final stepping stone of our course. The one and only Almighty

God who lead our way to his light. We would also like to acknowledge and thank the following

persons who guided us with their enlightening advices to compensate in our troubles.

Mrs. Jasmine H. Almarinez, our professor, without her intelligence, we wouldn’t be able

to craft our project with a plain mindset.

To the people who gave us the idea on how to start our project with haste and create a

much better output for ourselves.

Table of Contents

Chapter I Introduction
1.1 Case Background of the Study
1.1.1 Background of the study
1.1.2 Systems Currently Applied in the Company
1.1.3 Overview of the Case Problem
1.2 Statement of the Problem
1.2.1 Causes of the Problem
1.2.2 Effects of the Problem
1.3 Objectives of the Study
1.3.1 General Objectives
1.3.2 Specific Objectives
1.4 Scope and Limitations
1.5 Significance of the Study

Chapter II
2.1 Conceptual Framework of the Study
2.2 Related Studies, Literature, URL, CD
2.3 Definition of Terms
2.3.1 Operational Terms
2.3.2 Technical Terms

Chapter III Architectural Design

3.1 Data Flow Diagram
3.2 Data Dictionary
3.3 Users of the System
3.3.1 Primary Users
3.3.2 Secondary Users
3.4 Components of the System
3.4.1 General Features of the System
3.4.2 Function of the System
3.4.3 Hierarchy of Input Process Output

Chapter IV Project Management Feasibility

4.1 Time Management
4.2 Development Cost

Chapter V Design
5.1 Virtual Contents

Chapter VI Implementation
6.1 Security
6.2 Maintenance
6.3 User’s Manual

Chapter VII
7.1 Summary
7.2 Recommendation
Appendix
A. Resume
B. Job Description
C. Bibliography
 Chapter I

Introduction
1.1 Case Background of the Study

1.1.1 Background of the study

The Inventory Management is a prime task for the business to achieve their desires in

maintaining the proper pace of their growth. The project entitled “Inventory Management

System” shall provide the needs of the organization with keeping track of their records and sales.

In designing such system, .Net is the framework used, C# as the main programming language

and MySQL as the database.

The Inventory Management System will help the organization to find out the remaining

stocks, new stocks, suppliers, income, and employee log. Thus, the system will also have its own

point of sale wherein the login part of the Administrator and Cashier are different. The

administrator is the only one who can access the full system whilst the cashier could only access

the point of sale. Replacing the PCGen’s current system with the newly created software should

finish the tasks.

1.1.2 Systems Currently Applied in the Company

The organization is currently using their manual/written data logs that sometimes cause

their biggest problems in maintaining the records. This manual/written record keeping is not the

best way to maintain the important data’s because it’s too risky. In addition, the logbooks are

really outdated and isn’t a good habit to use especially when they are keeping important

information’s.
 1.1.3 Overview of the Case Problem

The record keeping that is currently implemented in the organization is really unhealthy

for the business. It is really troublesome to record their sales, inventory reports, suppliers,

employee log in a single logbook. With that said, it created a massive setback for PCGen’s

growth. Furthermore, the manual record keeping started a huge piled up jobs for the employee

and sometimes the reason why some of their employee’s leave the job.

1.2 Statement of the Problem

1.2.1 Causes of the Problem

One of the main causes is manual record keeping, they often lose tracks of important

details that are supposed to be kept. Secondly, their employee log. They are absolutely causing

mayhem in making a report in the time in and time out of the employee’s. Lastly, the most

certain of all is the Inventory, they couldn’t finish the task without committing a mistake that

results in data loss and multiple data entry.

1.2.2 Effects of the Problem

The effects are huge, it has prevented the organization to grow bigger because the

business simply can’t take care of their own important data. It created multiple employee

retirement and made them look for a new one thus, giving them the responsibility to train the

new employee over again. Not being able to comply with the expectation of the organization is a

common effects because of manual record keeping and data restoration in impossible if lost.
1.3 Objectives of the Study

1.3.1 General Objectives

The general purpose of this study is to develop a System entitled “Inventory Management

System” that will give a huge extent for the organization’s growth thus, will benefit the

employee’s to give them a great boost in their work area. Keeping the records in a sustainable

system will be the next step for the organization’s growth.

1.3.2 Specific Objectives

Specifically it aims,

 To create and design a system that can allow the employee to add, update,

change and sell an item to the customers while keeping track of the

organization’s reports and new stocks.

 To eliminate the manual recording system of the business.

 To code the system using C# Programming Language with Visual Studio

2012

 To give the organization a safe and secure database, MySQL

 To test the functionality of the System

 To evaluate simple errors that may disrupt the data’s

1.4 Scope and Limitations

The focus of this research is to analyze, design, develop, test and implement a System for

Windows Operating System that is eligible to contain relevant information for the

organization. This will furtherly enhance the data recording of PCGen to the next level. This

will also allow the employee to finish the task in a short time span. Furthermore, the system

will be having some special features that can allow the user to navigate the system easily.

This will enhance the productivity of the employee as the visualization is simple and easy.

The system will only be implemented on PC platform with Windows 2007 Operating

System and above which will work without the need of internet connection. The system will

be used by two separated accounts, the administrator and the cashier.

1.5 Significance of the Study

Inventory Management System is a key component into having a stabled business.

Keeping in pace with the current technology trend will give the organization a better chance for

success. In addition, the generalization of this study would be a great contribution for PCGen’s

business to expand their ability to maintain the proper order of data’s and keeping their

organization in the spot. Vital output of this research will be beneficial for the following:

Customer – Buyers could now take their receipt without having to wait the employee to

manually write it.

Employee – With the new implemented system, the employee shall find no trouble in keeping

the records intact.

Organization – The Business will now have a smooth and stable way for saving their data’s.
 Chapter II

2.1 Conceptual Framework of the Study

2.2 Related Studies

“Point Of Sales System”

A point of sale inventory management system allows a business owner to have more than

one business location and adequately keep track of inventory at each without being present. No

more worries about employee theft or pricing inconsistency between one location and another.

The boss can be away and not worry about employee theft. Employee efficiency can be

maintained. Point of sale systems take care of those problems that result when management isn't

present.

Ravi (2010) pointed out that manual sales systems are time consuming, it is very tedious,

lots of paper work, slow data processing, it is not user-friendly environment and it is difficult to

found records due file management system.

In an early age when the most of the company are still using the manual system in the

sales and inventory most of the company encountered so many problems and this is because of

the process of the existing system is too slow and too long. According to Kaye Morris (2010),

manual inventory management system can help sales and production managers control costs by

identifying lost sales due to inventory shortages; inventory overrides on products that are not

selling; losses due to employee’s theft or damage. Implementing an inventory management

system can take a large amount of time depending on the size and diversity of inventory.
 “A procedure for the optimization of the dynamic response of a Vendor Managed

Inventory system”

This paper considers the performance of a production or distribution-scheduling

algorithm termed Automatic Pipeline, Inventory and Order Based Production Control System

(APIOBPCS) embedded within a Vendor Managed Inventory (VMI) supply chain where the

demand profile is deemed to change significantly over time. A dynamic model of the system

using causal loop diagrams and difference equations is presented. The APIOBPCS ordering

algorithm is placed within a VMI relationship and a near saturated search technique evaluates

optimum solutions based on production adaptation cost, system inventory cost and distributors'

inventory costs. The procedure can also cope with supply chains that operate in a localized

region (where small, frequent deliveries are possible) or on a global scale, where large batch

sizes are needed to gain economies of scale in transport costs. Properties of the optimal systems

are highlighted via various Bullwhip, customer service level and inventory cost metrics.

Managerial insights are gained and a generic decision support system is presented for ‘tuning’

VMI supply chains. An important feature of the optimization procedure is the ability to generate

a number of competing ordering algorithm designs. Final selection of the ‘best’ system is then

made via managerial judgment on the basis of the simulated response to typical real-life

demands. We finish with a discussion of how the procedure may be used in an industrial context

to design and strategically manage VMI supply chains.

2.3 Definition of Terms

2.3.1 Operational Terms

Sale - the exchange of a commodity for money; the action of selling something.

Report - give a spoken or written account of something that one has observed, heard,

done, or investigated.

Add – To add a new member or to increase the number of users/stocks.

Update - make a product or user up to date.

Delete - Remove or obliterate (written or printed matter), especially by drawing a line

through it or marking it with a delete sign.

2.3.2 Technical Terms

Inventory - a complete list of items such as property, goods in stock, or the contents of a

building.

User - is a person who utilizes a computer or network service.

System - a set of connected things or parts forming a complex whole, in particular.

 Chapter III
Architectural Design
3.1 Data Flow Diagram
3.2 Data Dictionary

Users table
- This table will hold the information of the users whether he/she is an admin or cashier.

Users Log Table

- This table will insert the login and logout time of the user.

Inventory Table
- This table will hold the products to be sold by the business and this is where the user gets
the report.
Supplier Table
- This table holds the basic information’s of the suppliers.

Sale Table
- This table hold the items that are sold inside the business.

Chart Table
- This table includes the chart’s points to compare with the total sales from the sales table.
3.3 Users of the System

3.3.1 Primary Users

The primary user of the system is the Administrator; he/she could disable the

accessibility of the cashier. The administrator also do the job for adding new item, new supplier,

new user, and sale, delete an item, update an item, and check reports, print reports, export

reports, print receipt. In addition, the logs of the users are also accessible for the administrator

for the log reports.

3.3.2 Secondary Users

The secondary user of the system is the cashier, the only part of the system accessible for

the cashier is the Point of sale wherein he/she could sell an item and print receipt. Thus, his login

and logout time are recorded and viewable by the administrator.

3.4 Components of the System

3.4.1 General Features of the System

The System had some important and needed features to maintain the proper data

management while storing the logs of the employees. The general features that are included in

the system are the following:

 User Logs – This feature will hold the vital information’s of the user’s login and logout
time.
 Export to Excel/PDF – This feature allows the administrator not only to print single line
data but to export everything on the data grid to have a better output in printing.
 Transitions – The transitions inside the system are created for better visualizations of the
user.
 3.4.2 Function of the System

The general functions of the system are divided in the most part. The following items below

explain the functions of everything that can be used inside the system.

 Add to cart – This function inserts the item of the customer inside the grid to stack the

items needed for further additions.

 Export to Excel – This function exports all of the data that are shown inside the grid.

 Export to PDF – Same as the Excel part but different in some way, this is un-editable and

straight forward.

 View Users – This will show all of the users in the system including the administrator

and cashier.

 View Product – This will show the entire list of items that are available.

 Add new user – This will add a new user that is eligible to use the system.

 Add new item – This will add a new item to be sold by the business.

 Edit item/user – This will update the current data’s of the item or user.

 Delete item/user – This will delete the information of the user or item. (Not soft delete)

 Login – This is created for the better security of the system.

3.4.3 Hierarchy of Input Process Output
 Chapter IV
Project Management Feasibility

4.1 Time Management

Description of Work Start and End dates

Phase Data Collection August 1, 2018 – August 14, 2018
One
Database designing
Phase Front-end development August 15, 2018 – September 2, 2018
Two
Back-end planning
Phase Back-end development September 3, 2018 – September 20, 2018
Three
Phase System Development September 20, 2018 – October 19, 2018
Four (Finalization)

4.2 Development Cost

The development of the system costed a total amount of PHP 0.00 excluding the printing
of the required documents for finals.
 Chapter V
Design
5.1 Virtual Contents

Loading Screen Form

Log in Form 1.1

Log in Form 1.2

Log in Form 1.3

Main page Form

Add User Form

View Users Form 1.1

View Users Form 1.2

Edit User Info Form

User Log Form

Inventory Form
Inventory Form 1.1

Inventory Report Form

Product Form

Supplier Form
Edit Supplier Form

Point of Sale Form 1.1

Point of Sale Form 1.2

Sales Report Form

Income Growth Form

Index form (Logout and View account)

 Chapter VI
Implementation
6.1 Security

The system is equipped with a login feature that separates the index of the Administrator

and the Cashier while protecting the system away from intriguers and unwanted people viewing

the system mechanics.

6.2 Maintenance

The Maintenance is advised, the properties of the system is checked thoroughly by the

developers and database check-up is a must.

6.3 User’s Manual

Adding new item to inventory – When adding an item, make sure to insert a valid image to

avoid problems inside the system

Edit item/user information – When doing this, make it sure that the needed data’s are filled to

avoid problems when reporting.

Delete user/item – When deleting a data, make it sure that the data isn’t useful anymore since

the soft delete isn’t implemented inside the system.

Report – The user can select the items that he/she wants to print by typing his/her desired

item/user.

Sale – The user can make a new transaction by clicking the new transaction button in the point of

sale form.

Income Growth – The user can change the goals for the business and compare it with the total

income of the organization.

 Chapter VII
7.1 Summary

PCGen Sales and Services is a small business that is scaling through the business world

to give their customers what they need, it started in the late 2014 up until today. On the other

hand, the Inventory Management System is created to increase the versatility of the business in

terms of data storing. They have been using the manual data recording since they started the

business, but to help them in their cause, the Inventory Management System is here to prevent

them from their own issues. The said system is eligible to handle every data in the organization

and with complexity. The needed features are there to help them solve their problems.

7.2 Recommendation

The team highly recommend the organization to keep in pace with the technology and

stay away from their manual data recording because of the unsafe storage, thus, the safety of that

kind of habit are prone to mistakes and miscalculation of the revenue. Issues rise from that kind

of habit and that turn out to be the greatest mistake of every small businesses around the area. On

the other hand, keeping the system in-active is really future proof for the business. It’ll handle

most of their needs and they can assume that the safety of their data’s are in a good spot.
Appendix

D. Resume

TOVVY BURGOS DUMAPLIN

B5 L26 Crismore Ave. Brgy. San Vicente
San Pedro, Laguna, Philippines
evagreen_3@yahoo.com
0936 – 445 – 3455

Objectives: To be more effective and efficient IT student and improve my knowledge to enhance
my skills in a dynamic and fast paced workplace in order to centralize my ideas in any of the IT
connected activity.

Civil Status: Single

Date of Birth: January 2, 1997
Place of Birth: City of Biñan, Laguna
Nationality: Filipino
Religion: Roman Catholic
Language Spoken: Tagalog, English
Father’s Name: Tommy Lin
Occupation: Businessman
Mother’s Name: Salve D. Gayola
Occupation: Housewife

EDUCATION:

Tertiary Level:
University of Perpetual Help System Laguna – JONELTA, Biñan Campus
Sto. Niño, City of Biñan, Laguna
Bachelor of Information Technology
2016 – Present

Malayan Colleges Laguna

Pulo, Cabuyao City, Laguna
Bachelor of Information Technology
2014 – 2016

Secondary Level:
University of Perpetual Help System Laguna – JONELTA, Biñan Campus
Sto. Niño, City of Biñan, Laguna
2010 – 2014

Primary Level:
University of Perpetual Help System Laguna – JONELTA, Biñan Campus
Sto. Niño, City of Biñan, Laguna
2007 – 2010

University of Perpetual Help System Laguna – JONELTA, GMA Campus

 GMA, Cavite
2006-2007

Philippine Pasay Chung Hua Academy

A.Luna, Pasay, Metro Manila
2005 – 2006

SEMINAR AND WORKSHOP ATTENDED:

“DevCon Seminar”
Malayan Colleges Laguna – Auditorium
Pulo, Cabuyao City, Laguna
October 16th 2014

SKILLS AND QUALIFICATIONS

 Knowledgeable in VB.Net Programming
 Proficient in C#.Net Programming
 Has an idea about HTML and CSS scripting
 Has an idea about networks
 Capable of editing images in Adobe Photoshop CC
 Hardworking individual
 Quick learner
 Proficient in writing and vocal communication

ACHIEVEMENTS
 Best in Sports Award, University of Perpetual Help System Laguna – JONELTA, March
2010
 2nd place in Anime Parody, Multimedia – Team Grafico
 3rd place in Just Dance, Multimedia – Team Grafico

REFERENCE:

Ms. Nailyn C. Del Mundo

Secondary Teacher
University of Perpetual Help System Laguna – JONELTA

Mr. Luigi H. Roxas, RMT, MLS (ASCPi)

New Sinai MDI Hospital

Mr. Michael M. Orozco

College Professor
College of Computer Studies, UPHSL

I hereby certify that the above information is true and correct to the best of my knowledge and
belief.
Patrick Vincent G. Gaerlan
Block 11 Lot 19 Lansones St. Alfonso Homes II
Brgy. Sinalhan Santa Rosa Laguna
Cellphone No: 09270872822
Email add: pgaerlan489@gmail.com

CAREER OBJECTIVE:

To employ in a career that will utilize my capabilities and knowledge with the intention of
obtaining career enhancement and business opportunities.

EDUCATIONAL BACKGROUND:
 Bachelor of Science in Information Technology
University of Perpetual Help System JONELTA
Bo. Sto. Niño, Biñan, Laguna
2015 - Present

SKILLS AND COMPETENCIES

 Microsoft Word/Microsoft Excel/Microsoft Powerpoint

 Adobe Photoshop
 Adobe Animate/Adobe After Effects
 Computer Literate

CHARACTER REFERENCE:

Michael M. Orozco, MIT

Faculty
College of Computer Studies
University of Perpetual Help System – Biñan Laguna
Orozco.michael@uphsl.edu.ph
09194416651
E. Job Description

Full Name Task

Tovvy B. Dumaplin Programmer, Documentation
Gabriel Miguel T. Dela Cruz Documentation, Database Manager
Patrick Vincent G. Gaerlan Documentation, System Debugger

F. Bibliography

Website

Point Of Sales System. (n.d.). Retrieved from https://docuri.com/download/point-of-

sales-system-_59a8d8acf581719e12ae58c1_pdf

A procedure for the optimization of the dynamic response of a Vendor Managed

Inventory system. (2002, April 10). Retrieved from
https://www.sciencedirect.com/science/article/abs/pii/S036083520200061X