Point of Sale and Inventory System Capstone Project
REQUIREMENTS ANALYSIS AND SPECIFICATION
Purpose of the Project
The main purpose of this study is to design and develop a POS (Point of Sale) application for the business establishments, the said application will help enhance the productivity of the office and at the same time will make their transactions much easier.
It is a Solution designed with an optimized and systematic POS that has a user-friendly interface as well as a systematic and automated approach for easier handling and this improvement of the Data Management System. This project demonstrates the efficient and effective data and inventory management. It uses less of time for accessing data or information about the client and at the same time makes the process become faster.
Functional Requirements
Login Module. It prevents unauthorized personnel to gain access to the system. You must have the right combination of username and password to use the system.
User Account Management.This module is for the management of user account. The administrator can create another user with certain privileges or restriction, updating, deleting of user account is available also in this module. Security wise there should be only one administrator account that has the full control on the system, the rest of the users are limited.
POS Module (Direct Sales). This is considered as the main interface of this application because it is the where the sales transaction occur.
Products Module. This is the module in which encoding of products, deleting of products information, and updating the products information such as price, product category, etc. We have provided a search function to find the products easily.
Product Category Module. Products category refers to the type of products like RTW, Foods, etc. You can create, update, and delete products category information in this module.
Product Unit Module. It refers to the quantity of measurement such as box, pieces, dozen, etc.
You can create, update, and delete products unit information in this module.
Cash On Hand Module. It will provide the cash information collected for that certain period of time. The user can print the information provided on this module.
Inventory Module. It will provide you the real time inventory of your products. Printable reports are also available.
Receive Products Module. This module allows the user to record the items or products that are being delivered by the suppliers. This transaction is only available to the user accounts that has an administrative privilege.
Supplier Module. This module will provide you the list of suppliers that is affiliated on the company. It stores the information such as contact name, company address and contact number. You can create, update, and delete supplier information in this module.
Information Requirements
The following are the reports needed for the POS:
Sold Product – reports on the products sold on a certain period of time.
Inventory Report – real-time inventory report of the products on hand
Users Log – reports on the users who logged in the system
Receipt Report – the customer will be provided with a receipt of the items purchased
Management and Support Requirements
Restore Database Menu. This kind of menu only the privilege user account (admin account) allows accessing and manipulating the Restore Database menu. The Restore Database is responsible for restoring the saved files from the selected storage location.
Backup Database Menu. Like to Restore Database Menu, only the privilege user account (admin account) can allows to access the Backup Database Menu. Backup Database Menu helps the current user to save the system together with its database in another location for the security purpose.
Process Design
The POS shall be installed in the PhilPost main server employing the star topology and adapts a Local area Network (LAN) connection specifically in the ICT Department. Hubs will be used for network connections. The hub is a device wherein many computers can connect to a server for sharing of data and information and it connects computers within the limited area only. A back-up server will be provided to assist the main server in-case the main server bug downs. Authorized cashiers can utilize the POS through the office Intranet.
Through the ordering procedure, the system user checks if there’s available items in the current stocks that available to release and sell. If there’s an items available to sell the ordering transaction will taken place and after the order transaction finish, the inventory process occur, when the inventory done the system user issued a billing transaction to its client/customer. After the customer pay the issued bill, the system user provide an original receipt for the order items rendered by a customer, now the items can take the customer and the transactions done.
SUMMARY, CONCLUSION, RECOMMENDATION
Summary
The Point of Sale that we are going to develop will help to make the process management become more efficient and easier. It is a Solution designed with an optimized and systematic Automated System that has a user – friendly interface as well as a systematic and automated approach for easier handling and this improvement of the Data Management System. This project demonstrates the efficient and effective data and sales and inventory management. It uses less of time for accessing data or information about the client and at the same time makes the process become faster.
The objectives of the study are the following: make the management system more efficient, data consistency, and provide a comfortable and easily services for clients. An optimized and systematic Point of Sale could easily track down the purchases, expenses and inventory records to improve cash flow, visibility, and decision making. It will also optimize the security and validity of the number of supplies, sales, purchases, expenses every month.
Recommendation
Below are the researchers recommendation based on the findings and conclusion of the study.
- In order to improve their manual process of sales presently used by the company there is a need to develop a Point of Sale System to cater the needs of their customers.
- As to have a good performance and effective inventory and sales system the proposed system should be replaced to the present manual system used by the company, the proposed system is highly recommended for the basis of improvement.
“Point of Sale System” is better than to retain the Manual Inventory System. In the Point of Sale System it easily inputs the product and price faster using the bar code scanner and automatically prints receipt using receipt printer for the customers’ receipt. With the use of Point of Sale System the computing process is faster and easier and secured as well. It will ensure consistency in terms of maintaining accurate inventory controls at each location. This system lessens the time for accessing data. The Point of Sale System
For future research study, the researchers highly recommended the following:
- Web-based point of sale system
- Inventory Management System
Software Life Cycle Model
The Software development model used which is the modified waterfall model that includes many stages such as Requirements analysis, System and Software Design, Implementation and Unit Testing, Integration and System Testing and Operation, and Maintenance was used.
The traditional Waterfall Method was first considered. But then Prototype Model was also considered since the system is actually based on the response of the user. Each developer worked on different specific part of the program, one was doing the layout of the forms, one was doing the layout of the reports, one was doing the database and one was doing the codes. There was also a constant communication with the user thus they were able to test and be able to improve and modify the software as it was created. But since it was initially started with the traditional Waterfall method from planning to analysis, and additional requirements was also set by the client as the system develop, the Modified Waterfall Method was decided.
Design Phase
This was the phase where series of designs were created, revised, and finalize, from the simple fonts, buttons, forms, and interfaces. But most importantly, this was the actual system flow was designed, from the Decomposition, Data Flow Diagram and the Entity Relationship Diagram.
Coding
In this phase, the coding was started based from the flow of the system. The program was created to meet the client’s requirements. System functions needed were ensured to be functional and executable.
Testing
This phase discussed the implementation and unit testing of POS System. This phase also discussed if the recommended functions and suggestions of the respondents and users were met.
Glossary of Terms
POS, (Point of Sale) – term normally used to describe cash register systems that record transactions or the area of “checkout” in a retail store.
UML, (Unified Modeling Language)
Inventory. The goods and services that businesses hold in stock. http://www.nationalbarcode.com/info/what-is-inventory.html. Operationally, refers to a system used by an organization in some purposes.
Inventory system. Is an effective way for monitoring and tracking different materials that are transferred in and out of a company’s warehouse or establishment usually for accounting purposes. www.wikipedia.inventory.com.ph. Operationally, it refers to a system used by the researchers as a primary subject of the study.
