Project Background Willard Enterprises started in January 5, 2004 with only a handful of equipment and some basic school supplies and catered to its primary client, the Polytechnic University of the Philippines (PUP) College of Engineering and Architecture students.
Aside from school supplies, the enterprise primary offers ring binding, photocopy, fax service, printing services, photo printing, and iced cold beverages. Today, Willard’s Enterprises extends the business by putting up a printing business (which specializes in CAD plotting, large format printing, and blue printing), added engineering & architecture supplies and events Management Company.
The study focuses only on operations involved in the sales and inventory of products, related to school and office supplies. With this, several problems were identified.
Errors in the manual computation for sales and discounts are often experienced. This results in inconsistency of information and worse wrong or lost sales. Also, difficulties abound for matters related to stock and its inventory. Since manual operations are also facilitated for operations such as recording and updating of stock level, it was noted that unreliable information are generated. This issue affects an even more crucial activity, that is, the generation of purchase order. Willard’s Enterprises is having difficulty in maintaining the continuity of purchase order number, delivery notes, and statement of accounts.
It is therefore the intention of the study to improve the operations of Willard Enterprises by using the developed LAN-based Sales and Inventory System using Barcode Reader.
Objectives of the Project The objective of this study is divided into two parts namely general and specific objectives. The proponents listed down the main objective followed by the specific objectives.
General Objective The general objective of this project is to develop LAN-Based Sales and Inventory System using Barcode Reader that will facilitate better input and output of the store to ensure high-quality service that can accommodate to all the needs of the users and customers and to address the enterprise’s problems.
Specific Objectives Listed below are the specific objectives of the study: * To develop a user-friendly interface for the enterprise that will facilitate ease in operation by users who may start with novice IT skills. The interface to be developed shall be intuitive and graphical. * To develop a system that will facilitate faster way of monitoring operations related to inventory of stock and operations involved in product selling. * To develop a system that will provide real-time notification regarding status level of stock which is critical in the generation of Purchase Order. * To develop a system that includes mechanism for automated generation of Purchase order to be sent to product suppliers. * To implement the developed system to Willard’s Enterprises and assist in the transition from the existing manual procedures to the developed system.
STATEMENT OF WORK
This section includes the Scope of the Project, Limitation of the Project and List of Deliverables.
Scope of the Project
The study has developed a LAN-based Sales and Inventory System for Willard’s Enterprises for the three (3) end-users, namely: the manager, cashier and warehouse manager. The Manager’s module handles important transactions such as User Account, Product Information, Customer Information, Supplier Information, and Purchase Order. User Account module enables the manager to assign user privileges to employees in various functionalities of the system. Product Information module entails the management of product information details. Such important information are product ID, product name, product brand, supplier price (by piece/retail), selling price (retail and wholesale), quantity, reorder and critical level both for display and stock, and identified supplier(s) of the product. Customer Information module encompasses the management of customer information. It is significant that information on customers be maintained since Willard’s Enterprises caters to both wholesaler and retailer. Terms of payment, discounts, and historical transactions of the wholesaler customer must be maintained to facilitate improved transactions and relations. Supplier Information module handles information about the suppliers of the products. This includes the history of transactions with the suppliers, the identified products they provide, and more importantly, the terms of payment given to Willard Enterprises by the suppliers. Purchase Order module enables the manager to generate Purchase Order to suppliers as the need for replenishment of stock arises. Report Generation module provides reports on Sales and Inventory in a regular fashion, generation of reports can be daily, weekly, monthly, quarterly and yearly. This also includes marking the fast moving and slow moving products.
Audit Trail module provides a record of who has accessed the system and what operations has performed during a given period of time.
Backup module provides the easy way of creating a copy of stored data in the database and the current setting of the system to prevent loss of data. Finally, the Manager’s module is responsible in handling product return. Adjustment on stock and product information must be included for this purpose. This module is also responsible for recording of check payment. The Cashier’s module facilitates transactions related to sales. This module primarily accepts payment to walk-in, retail customers. For regular wholesale customers, information coming from the Manager’s module is referenced to ensure that correct dealing be made, particularly about terms of payment and discounts. The Warehouse Personnel’s module also handles stock delivery from the supplier as initiated by the Purchase Order. This module reconciles the information from the Purchase Order Request with the actual delivery of the requested products. Also, this module responds to the Cashier’s request for replenishment of stock in the store, or the so-called display stock.
Limitation of the Project
The developed system has its limitation:
Services such as printing, ring binding, photocopy, fax services, photo printing, computer café, and events management are not included in the developed system.
Other products such as iced cold beverages, smoothies and personalized items are not included in the developed system.
Payments such as credit card, debit card, are not included in the developed system.
Payroll and attendance for the employees’ will not be included in the developed system.
