Presented by: AISHAH BINTI ABDULLAH NUR MARDHATI NABILA BINTI TUKIMAT MOHAMAD FAZRIN BIN SAHARUDDIN MUHAMAD

FADHIL BIN NORRAJI

Minimart Meranti is a small business that provides variable things such as food, snack, toiletries etc. Located at Arked Meranti, UTM Skudai, Johor Bahru. Minimart Meranti deals with supplier to determine the number of stocks and dealing with customer and other information necessary concerning the related services. The system used is named POS Inventory System.

After conducting the interview with the company organization, some problem was identified.

So we took the initiative to study this problem and a method to solve the problem was identified .

Losing some item in stock The information about suppliers was stored using traditional method that required the employee have to take some time to review it differently on the invoice..

To enhance the store's inventory system by computerizing it and minimizing the amount of errors encountered for the user.

APPENDICES

On Friday, 28th of October, an interview was conducted with the manager of Arked Merantis Minimarts Manager. Below are the interview questions and answers: Q A Q A Q A Q A : : : : What is the name of the system? POS Inventory System Since how long have you been using the system? Quite recently actually, around the February of this year, so that makes about 9 months. : Prior to this system, how did you manage the inventory? : Before, were only using the manual cash register and papers to record the flow of items. : Can you tell us a bit how the system works? : Of course. The system is actually divided into two; a client at the cashier and a server at the managers room. When stocks come, I (the manager) will scan the barcodes of the stocks to add the number of item into the systems database. If data (description and pricelist) of the item exists in the database, the amount of item will be simply increased in the database. If there isnt, however, the system will prompt me with a screen notifying that the item is not in the database and I have to manually key-in the description. A good feature about this system is that it will calculate the selling price of a new item automatically, provided that we specify the amount of benefit we would like to get. The system will also print a monthly report of the stores inventory, and will print a daily report if prompted to do so.

Q : A :

Do you (or anyone else for that matter) have a difficulty navigating this system at first? I wouldnt say I havent. The system is indeed hard to learn for an old-timer like

Q : A : Q : A :

me, however once I get the gist of it, the system became perfectly easy and better than the previous method we use. Overall, I think the system is pretty easy to learn, at least for the cashier side because we have several student part-timers and they can do their work well once they learn it. authentication measure or something to make sure that the system is secure? The system will need an ID and password to be accessible, so yes. Is there any problem you would like addressed about this system? Considering you have part-timers working for you, does the system have any

Q : A :

customer bought an item and already paid for it, with the system already recorded the transaction. However, the customer then decided that he want to refund the item. The system cannot handle a refund and whats done is already done, so its going to be hard to handle such situation. And what did you do to handle that situation earlier? receipt Theres nothing we could do, at least by using the system. We simply printed the somewhere when its time to calculate the stores profit/loss. Thank you for your kind time, sir. Youre welcome. and attached it to the daily record book and makes a note about it

There is one thing. This actually happened not a long time ago. Say that a

Q : A :

From the interview, two major problems was determined:

Current system has no suppliers menu, and to trace which items come from where, the manager have to refer to the invoice. It takes time to trace back an item this way as a piece of invoice might be hidden in between a lot of other documents. Missing items can never be avoided. However, it can be reduced, and such a result can be achieved by the FoC values from buying items in bulks will cover the loss from missing items.

Information stored in the database. Saves time.

Information will be stored in a secure database to prevent leakage of information to individuals who are not responsible. To find or update the information and company, the time required to perform the process can be cut short and easy. It is an advantage to this system than previous systems. This system will shorten the time taken by employees of the company to keep the information or record each transaction involving the company's stock. Managers can check the sales projection using this system, so the manager can do the evaluation about the items that contributes higher sales.

Company's activities can be monitored easily. CBA

 Gantt SDLC

Chart

Planning Analysis Design Implementation

PROJECT TEAM MEMBER

Project Leader (Mohamad Fazrin B. Saharuddin)

System Analyst (Aishah Bt. Abdullah)

System Analyst (Nur Mardhati Nabila Bt. Tukimat)

System Designer (Muhamad Fadhil B. Norraji)

Payment Management Report

Customer
Receipt

Point Of Sales system

Store Manager

Received Goods

Purchase Order

Vendor

pay ment

Customer
r ec eipt
goods s old

Tr ansfor m Customer P urc hase

s ales data

inv entor y data

Update G oods and Sold F ile

for matted goods s old amount
D1 D2

Update Inve ntory F ile

Update Sale Total F ile

for matted s ales total amount
D4

for matted inv entor y amount

G oods Sold F ile

goods s old amount

Inve ntory F ile

Sale s Total F ile

inv entor y amount s ales total

r ec eiv ed goods
5 6

goods amount

Ve ndor
pur c has e or der

P r oc ur eme nts

P r oduc e M anage me nt Re ports

management r epor t

Stor e M anage r

Procurement process
5.1

order decision

Produce Purchase Order

quantity on hand

D2

inventory file
5.2

received goods

Receive Items

quantity received

Transform Customer Purchase process

1.1

custom purchase er

sales data

Purchasing Transaction
D5

sales
1.2

generatereceipt

Receive Payment

goods sold

Customer

purc has ed purc has ed by

Sales

produc e by

produc e

tr ans ac tions

retriev e

Product
report

items sold

update items

Inventory

mak e

s ent

items ordered

prov ided

offer ed by

Suppli er

Ent ity Rel ati onship Diagram for POS system

On the system menu, supplier menu was added.

To facilitate managers to view a list of suppliers and goods from the supplier. Manager are allowed to view records incoming and outgoing goods from which company supplied the items by clicking the search button. If any information is inaccurate, the manager may refer the invoice to be sure.

For the missing item problem, we propose that the shop to use closed-circuit camera system (CCTV) but it expensive and to hire a someone to observe the minimart all day will increase the cost. Another way to reduce the cost is when make many order from the supplier sometimes get the FoC items. FoC items can be sell to cover the loss due from the missing items.