Sales and Inventory System

1.0 Introduction

Sales and Inventory System is a computer based way of checking and auditing of the sales of the company, it is faster and more reliable rather than doing manually. The system can lessen errors in editing and can be easily accessed any time by the company. Sales and Inventory System makes the company more productive, efficient, and convenient to the company and its customers. The system is meant to help the company show more relevant items to the customers, hoping to expedite and increase the sales and most importantly to increase the profit of the company. [PEAVLER2013] With the aid of Sales and Inventory System, management can easily make consistent, reliable, and timely decisions. A computerized system is far superior to a manual system when it comes to accessing files, as the speed at which this can be done is faster. If records are needed, these can be accessed in a matter of seconds by just searching relevant information on screen. All the information need can be stored in a single file, as opposed to having reams of paper and various files for each products that would require sifting through to access in a manual system. All files can be kept on a computer, taking up far less space than having to house filing cabinets and drawers to keep track on the paperwork.

1.1 Background of the Study
Inventory is basically the stock of goods from a company to a business. An inventory system is a process whereby a business keeps track of the products it has available. It can be done manually by a count at the end of each day. In this way, it is possible to keep track of the products coming in the business and the products being sold. Since manual inventory consumes a lot of time and is prone to errors, it would be helpful to build a system that will computerize the transactions from acquisition of the product description to updating the inventory database. The system will improve the work efficiency by computerizing routine and time consuming tasks such as the time spent in taking down product information. The accuracy of the current system will also be improved, since the computerized inventory system would eliminate the need of constantly encoding lengthy details of products by having an inventory database. The Sales and Inventory System for Medicine Supplies is a proposed system for Klinika Medika. It was proposed to enable the production of correct reports, fast retrieval of correct data, and reduce the amount of space used for storing receipts occupying a small clinic. The benefits of the system are to provide a computer based system for the current inventory and monitoring, to lessen the manual processes, and to make the system generate efficient report.

1.2 Statement of the Problems
1.2.1 General Problem
How to create a Sales and Inventory System for Klinika Medika. 1.2.2 Specific Problem
How to create a sales module for Klinika Medika.
The current system of the client makes use of a manual process where invoices are issued and keeps a copy of the transaction. How to create a security module for the Sales and Inventory of Klinika Medika. With the client manual system of storing data there are no guaranteed of keeping the files safe from theft. Therefore, anyone can access and manipulate data without any administrative permission. A system that has poor security is not healthy for a business. How to develop a product file maintenance for Klinika Medika The current system keeps record of products and its information in a log book. If there are new products to be added, edited or removed, they update it in their log book. How to create an inventory module for Klinika Medika?

The current system uses a count and log process to keep in track of a product’s number of remaining stocks. The client relies on the inventory book where the clinic gets the information of the product state. How to create a report for Klinika Medika?

The current system creates a weekly report of its sales and inventory. In this process, they are able to identify which products to re-order. It is a tedious process and must be properly reviewed.

1.3 Statement of the Objectives
1.3.1 General Objective
To create a Sales and Inventory System for Klinika Medika.
The proposed system is a computer-based inventory system with a simulated point of sale system where transactions involving the product of the business occur. Having a system for sales and inventory will aid the client with information towards customer satisfaction. To provide products without having to worry about the number of products will increase the sales of the business. The proposed system will help the client to monitor stocks whether it is running low or over-stock.

1.3.2 Specific Objective
To create a sales module for Klinika Medika.
The proposed system will make a printable Sales Invoice for its customer. All details of the transaction will be stored in the system in any case the client want view a transactions that have been made. To develop a security module for the sales and inventory of Klinika Medika. The system will have a login form to secure all files of Klinika Medika. This will be also used to access the system. The module will also prevent non-employee on making changes in the system. To develop a product file maintenance for Klinika Medika

The file maintenance module will provide the client to add, edit, and delete a product on the system. The module will make adding of products much easier. Deleting of products will also be available on the system since not all the products are not needed in the inventory To create an inventory module for Klinika Medika

Inventory of products will be easier and faster with the module that the developers will be made. The module will help the client on viewing the inventory. Tracking of products that are under stock, overstock will be easier. To Create a report for Klinika Medika

There will be a printable weekly report of the inventory for the Klinika Medika

1.4 Significance of the Study
For the proponents- the study will expose the developers on the research activities. The developers will be aware on the different process involved in creating a sales and inventory system as well as it enhance the skill in programming.

To the Client- this study will provide a system that can reliably monitor all incoming and outgoing products.

To the student of STI-Taft-The study aims to provide the STI Students in their future studies, group research and provide reference analysis. It will also serve as a baseline for future development of such system.

1.5 Scope and Limitations
This part of the study will discuss the boundaries of the research which the project will be developed.

1.5.1 Scope
Sales
By using the computerized system, the cashier will be able to compute and process the item purchased by the customer and also creates a printed report about the transaction that happened within the day. Generating weekly and monthly sales report.

Inventory
State the condition of the product and inform the user if there is a need to perform a Re-order of the product from the supplier to avoid running out of products or having under stock. Checking products availability in inventory.

The following are the modules that will be provided for the Sales and Inventory System:

File Maintenance
This module has been established with the functionality to address editing, deleting, saving and updating. Product – The product module contains product information like product name, description, category, supplier name, unit price, and selling price. Supplier –The supplier module contains supplier
information like supplier name, address, contact number and person.

Sales Transaction
This module indicates the information of sales transaction of the business. Point of Sales – This module shows the transaction of the sales person to the customer. This process the information of the products that the customer buys regarding the amount of the customer and generates sales invoice. Sales Invoice – The computerized system also has the ability to create a sales invoice. The sales invoice has complete information regarding the purchased product.

Inventory of Products
This module contains the processes that are needed for inventory of products. Purchase Order – usually made when the products reached the critical level point. The computerized system can easily generate a purchase order to the supplier. Received Products – This shows the purchase order number and the product that has been ordered by the business owner. Inventory Stocks – This shows how many products are still available, if the owner needs to order a new stock of products or not. Report Module

Reports are important documents to Klinika Medika. This report shows the status of the selling goods or not. It shows the daily transactions of the business and the sales and inventory of the business. Sales Report – This module will generate a summarized or a detailed report for a specific period of time. Product List – Display the entire products for the customer to see what products are available. Purchase Order Report –This will show the PO which will be given to the supplier to order new sets of products. Receive Product Report – This report shows the information of delivered products by the supplier.

1.5.2 Limitations
The system is limited to handle transaction in purchase and do not include the following modules and process in the system. The system will not support Online Ordering services
The computerized system does not accept checks in sales transaction. The computerized system does not accept a refund.
The computerized system will not support the distribution of free medicines. Back order would not be supported by the system since Klinika Medika does not accept any back order from their supplier according to the business rule. There will be no refund and product exchange on POS.