1. 0 Introduction As the world is embracing the epoch of Information Age, it has provided new concepts and perspective in looking at things especially in every aspect of the business. It has created wide transformations in the management. It is always expected that the newly designed system is better than the old ones like a Computerized Inventory System. Inventory Software allows companies to track and evaluate the sales of the product using a single software application. Inventory Software enables the company to store, track and organize the sales every month.
Everything needed to track and evaluate the sales is available on a computer. Computerized Inventory System implements a new set of records to be computed accurately and effectively and easy to deal with. It generates a quality time in computing such report on sales of the product, and easier and lesser access time. Computerized Inventory System used to eradicate endless paperwork, sifting though documents and manual computation. 1. 1 Statement of the Problem Businesses today rely on computer technology to assist them in almost area of their corporate life.
Computers have invaded grocery stores, fast food restaurant, big businesses and small offices. They process data, store information, workout complex mathematical problems, and truck inventory and even control temperature in lightning and office buildings. CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 1-1 As the researchers observed, the current system of Computer Sales and Services for Lighthouse Cooperative encounter some problems generalized and specified as follows: 1. 1. General Problem How to develop and design a comprehensive Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative? 1. 1. 2 Problem Statement This aims is to develop a Computerized Inventory System of Computer Sales and Service of Lighthouse Cooperative. Hence, it seeks to answers the following: 1. How effective and efficient is the proposed system in terms of accuracy and speed? 2. How can the proposed system monitor the records of the products with security? 3. How can the proposed system hasten easy access and retrieval of daily reports? . How to formulate a proposed system that can track and evaluate the sales of the product? 5. To what extent will the proposed system will benefit the company? CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 1-2 1. 2 Current State of the Technology As computers became more powerful, it became evident that single-user batch processing rarely utilize the computer’s resources efficiently because most of the time was spent waiting for slow input/output devices to complete their tasks.
Instead it was thought that many jobs or tasks could be made to share the resources of the computer to achieve better utilization. Companies like Lighthouse Cooperative Computer Sales and Services spend a lot of time and effort in terms of recording, maintaining, and utilizing the sales of their product. In this process, the company requires in charge person to record the stock in and stock out of their product every month. As of now, the company uses a manual system. They use a simple sheet where the person in charge records the stock in and stock out of their product.
When the products arrived, the person in charge must record the stock in with the necessary requirements such as brand, item description, reference number of the product, date delivered, quality and amount of the product. After recording, the product will display or otherwise they stock in to mini warehouse. If some products were rejected, then they will return into the supplier to change a new one, they called as “Backload”. In the procedure of stock out of the product, some employees or internal customer request a product for service center use and some agencies purchased an order.
In this process the person in charged will record the product into a simple sheet. CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 1-3 To record the product for stock out, there are necessary requirements such as brand, item description, reference number of the product, quality and amount must be considered. In terms of purchasing the said product, it may pay on a cash basis or installment. In some cases if they have balance, they must pay on the time required. 1. Objectives 1. 3. 1 General Objectives The main objective of the proponents is to develop and design a comprehensive Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative, Tuguegarao City. 1. 3. 2 Specific Objectives 1. To help the office to come up with a more comprehensive data and information needed in monitoring the products. It allows the provision of accurate, reliable and efficient data on the system implemented. 2. To provide a secured system that will allow only the authorized erson to view the different information of the system software.
3. To make the processing and induction of the products of the company more convenient for the users in changed on monitoring and evaluation of products. 4. To retrieve data if someone accidentally delete the record. CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 1-4 5. To allows data users to visualize more specific information with the important features if some customers complain with the sales of the product. . 3. 3 Scope and Limitations 1. 3. 3. 1 Scopes: 1. The study is focused in developing a Computer-Based Inventory System of Computer Sales and Services of Lighthouse Cooperative, Tuguegarao City. 2. The study covers the analysis of the present system where in the researchers will study process used in the present system in the company. 3. The processes used in the current system will still be adopted but the researchers will do some adjustment to cater for the requirements of the Computer-Based system. . Inventory system store and generate report regarding availability and disposal of assets. 5. The system is developed using Visual Basic 6. 0 and MS Access as its database and it will run on either on a client server or stand alone computer with minimum hardware requirements. 1. 3. 3. 2 Limitations The proposed system is limited to the following: 1. The proposed systems will not tackle the inventory system of the other major business segments of Light House Cooperative. It will
CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 1-5 solely be implemented to Light House Computer Sales and Services. 2. The proposed system will not utilized any peripheral data capturing device aside from the major components of a typical computer system. 3. The researchers’ duty will focus exclusively in system development. Expenses from hardware requirement in the implementation phase will be shouldered by the beneficiary.
CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 1-6 2. 0 Theoretical Framework 2. 1 Theoretical framework Theoretical framework is use to limit the scope of the relevant data by focusing on specific variables and specifying the specific frame or viewpoint that the researcher will take in analysis, and interpreting the data that will be gathered, understanding concepts and variable according to the given definitions, and building knowledge by validating the theory. It helps when the variables and roposed relationship are illustrated by drawing a chart. 2. 2 Computer Science Computer Science, is the study of computers, their design computer architecture, and their uses for computation, data processing, and systems control, including design and development of computer hardware and software, and programming. The field encompasses theory, mathematical activities such as design and analysis of algorithms, performance studies of systems and their components, and estimation of reliability and availability of systems by probabilistic techniques.
Because computer systems are often too large and complicated for failure or success of a design to be predicted without testing, experimentation is built into the development cycle. The fields of computer hardware and software. It includes systems analysis & design, application and system software design and programming and datacenter operations. For young students, the emphasis is typically on learning a CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 2-1 programming language or running a computer with little attention to information science, the study of information and its uses.
If students were introduced to data administration, DBMS concepts and transaction and master files, they would have a better grasp of an organization’s typical information requirements. 2. 3 Computerized Inventory System Computers and bar codes allow for a more efficient management of inventory levels and provide a clearer view of inventory movement. More businesses are using transactional review systems because computerized systems can link to the point of sale with automatic debiting of inventory occurring in real time when the sale occurs.
Inventory software can also link to other business systems to integrate more fully all aspects of the business process. 2. 4 Management Information Systems (MIS) Management Information Systems (MIS), are information systems, typically computer based, that are used within an organization. WorldNet described an information system as “a system consisting of the network of all communication channels used within an organization”. An information system is comprised of all the components that ollect, manipulate, and disseminate data or information. It usually includes hardware, software, people, communications systems such as telephone lines, and the data itself. The activities involved include inputting data, processing of data into information, storage of data and information, and the production of outputs such as management reports. CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 2-2 As an area of study it is commonly referred to as information technology management.
The study of information systems is usually a commerce and business administration discipline, and frequently involves software development, but also distinguishes itself by concentrating on the integration of computer systems with the aims of the organization. The area of study should not be confused with Computer Science which is more theoretical and mathematical in nature or with Computer Engineering which is more engineering. In business, information systems support business processes and operations, support decision making, and support competitive strategies.
CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 2-3 3. 0 Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 3. 1 Introduction Companies like Lighthouse Cooperative Computer Sales and Services spend a lot of time, and efforts in recording, maintaining, and utilizing the sales of their product. This process requires the in charged person to record the stock IN and stock OUT of the product everyday. Computerized Inventory System enables in implementing a new set of records to be compute accurately and effectively become easy to come deal with.
It generates a quality time in computing such report on sales of the product, easy to access and generate lesser time. Computerized Inventory System used to mean endless paperwork, sifting though documents and manual computation. That has changed with the Computerized Inventory System with simple implementation. Inventory Software allows companies to track and evaluate the sales of the product using a single software application. Inventory Software enables the company to store, track and organize the sales everyday. Everything needed to track and evaluate the sales is available on a computer.
Offices and businesses use computer in thousand ways. To them, it is a tool that provides information in order to manage their job and make their work easier. In Computer rules and services of Lighthouse Cooperative of Tuguegarao City, Computerized Inventory System of Computer sales and services has been CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 3-1 prepared to cater the needs of prospective personnel in speeding their job and arriving to a more accurate and effective output. 3. 2 System Design and Specification 3. 2. Data Flow Diagram Employee Sales items reorder Overstock/ shortage 1. 0 invoice Inventory System Purchase product Shipment Reorder Costumer Supplier Figure 1. 0 Context Diagram Computerized Inventory System for Computer Sales and Services For Lighthouse Cooperative CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 3-2 D2 D1 invoice invoice D3 Item sold sales Sales data cashier Supplier Record item Item sold Item sold Item sold Reorder order 2 3 Updated inventory Stock number 4 Reorder stock D4 Item ordered Item Costumer invoice Sell items
Stock number Quality sold Description D5 inventory Stock number Stock number Quantity received Stock number Stock on hand Stock number Stock on hand Manager 5 Stock on hand Identity sale item Stock number 1 order Process shipment Record item Stock on hand D2 cashier 6 Physical inventory Supplier D4 Item ordered Figure 1. 1 Level 1 Computerized Inventory System for Computer Sales and Services For Lighthouse Cooperative CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 3-3 D1 sales Date of sale Manager 4. 1 Analyze sales data Invoice number Stock number Sales/day D3 Item sold
Stock on hand reorder point 4. 2 Analyze inventory Stock on hand reorder point D5 inventory Description reorder quantity Supplier D6 Reorder data Reorder data Sales/day order Stock number Expected sales reorder point Supplier name Expected sales 4. 3 4. 4 Compute expected sale 4. 5 Generate reorder Supplier data D2 cashier Supplier Make reorder decision Supplier data Record date D4 Item Reorder date Manager Figure 1. 2 Level 2 Computerized Inventory System for Computer Sales and Services For Lighthouse Cooperative CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative -4 Table 1. 0 Summary of Inputs Computerized Inventory System for Computer Sales and Services For Lighthouse Cooperative Input Item Stock in of the product Supplier Information Found Product Identification Supplier Identification Source Supplier Purpose For record saving of the product Supplier For record saving of the supplier Update stock in of the product Information about the stock in / stock out update Supplier For changes in corrections in saved files or records This table shows the inputs of the products and suppliers undergoing for an access to the system.
CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 3-5 Table 2. 0 Summary of Outputs Computerized Inventory System for Computer Sales and Services For Lighthouse Cooperative Output Item Stock out of the Product Purchase Order Description Customer bought a product Receipt for the product bought Information Found Product Identification Product Identification Product Identification Product Identification Destination Customer Customer Master List Complete list stored in the system Manager Inventory Summary It shows the Inventory summary reports Manager Expired Items
It shows the expiration of the product Product Identification Manager Reordered List It shows the reordered product Product Identification Product Identification Manager Stock Adjustments It shows the adjustment report form to the Manager CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 3-6 adjustment made by the user Fast/ Slow moving Items It shows how fast an Product item sold Identification Manager The summary of outputs deal about the outputs being generated by the system, this includes the compilation and list of product and the updates being mandated by the manager.
Table 3. 0 Summary of Transaction Computerized Inventory System for Computer Sales and Services For Lighthouse Cooperative Control Item Purchase order Purpose To prove that the product was really bought Stock in of the Product To record how many product will be stored in the inventory (inflow) Stock out of the Product To record of how many product was purchased (outflow) Update stock in / stock out To know how many The product information The product information will be recorded Sub-Process The cashier will give the product with the receipt The product information will be recorded
CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 3-7 products are still in the inventory and what will be reordered Product Identification To identify products and stored related information Supplier Identification To identify supplier of particular products List of the product and supplier To checked and verified by the manager will be recorded The system will store the data The system will store the data The system will be updated This product representing the process being ran on the proposed system. This has three main processes, stock in or stock out of the product, supplier and the updates
Table 4. 0 Summary of Files Computerized Inventory System for Computer Sales and Services For Lighthouse Cooperative File Product record (stock in and stock out) Description This is where the product information and details can be found Information Found Product Identification CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 3-8 Supplier This is where the supplier information and details can be found Supplier Identification This table shows the data store of the system, also called as the database. It has only (2) two, the products records file and the supplier records file. . 2. 2 Entity Relationship Diagram CONSUMER Purchase PRODUCTS Stock Out Delivers SUPPLIER Reorder INVENTORY PRODUCT Stock In INVENTORY Figure 4. 0 Entity Relationship Diagram Computerized Inventory System for Computer Sales and Services CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 3-9 For Lighthouse Cooperative The ERD shows that the supplier have product and it will purchased to the consumer. The system unit will process the data and stored. Then, the manager will check the data. 3. 2. 3 HIPO Chart Figure 2. 0 HIPO Chart for Log-In Log-In Username
Password Figure 2. 1 HIPO Chart for File Menu File Manage Product Manage Supplier Printer Setting Log Out Exit CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 3-10 Figure 2. 2 HIPO Chart for Transactions Menu Transaction Purchase Order Stock In Stock Out Stock Adjustment Inquiry Figure 2. 3 HIPO Chart for Reports Menu Reports Purchase Order Reorder List Product List Supplier List Customer List Stock Adjustment Inventory Report Stock in Stock out CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 3-11 Figure 2. HIPO Chart for Maintenance Menu Maintenance Users Account Figure 2. 5 HIPO Chart for Tools Menu Tools Back Up Restore Transaction Log Figure 2. 6 HIPO Chart for Help Menu Help About the System Developers CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 3-12 4. 0 Performance Analysis 4. 1 Introduction A complete system cannot be called fully functional/operational if it does not passed efficiency, and integrity assessment. Inventory System of Computer Sales and Services of Lighthouse Cooperative have undergone rigid testing to validate system’s operability.
This is to provide the beneficiary organization a working system that they can integrate to their current process and will not compensate the organization from wrong transaction output of the system. With this, the researchers did the following quality assurance measures to ensure optimum system performance: 4. 2 Experimental 4. 2. 1 Alpha Error Testing This is done through system design; all errors found during this phase were corrected by the programmers. Validation rules where integrated to each system module to trap gibberish inputs and minimize erroneous data.
Data inputted where compared to data saved in the database to test system data reliability. Logical and syntax errors where determined using step down debugging until system is free from bugs and errors before the implementation phase. The proponents did system dry CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 4-1 run and warily check each and every module to ensure system’s maximum efficiency. 4. 2. 2 Beta Error Testing The finished system was delivered to Computer Sales and Services of Lighthouse Cooperative for further testing of the system prototype.
The system was installed to a system unit that passed the minimum hardware requirement to check hardware and software compatibility. The system prototype was integrated to the real inventory process scenario with arduous usage to test the limit and credibility of the proposed system. Bugs and errors found due to extensive usage was noted to be solved before final system implementation. All comments and system requirement modifications were listed by the user (tester of the system prototype) for the final revision of the system. 4. 2. Acceptability Test A general acceptability test was done by the future user of the system to gauge its applicability. The system was tested in terms of interface (design, navigation), correctness of data generated, similarity of transaction flow to original business process, data security, and time efficiency of the system. A qualitative rating of passed or failed judgement will be given to each criterion. Occurrence of one failed remark means rejection of the prototype system and further revision base on recommendations for the system to be accepted.
CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 4-2 4. 3. Results and Analysis Inventory System of Computer Sales and Services of Lighthouse Cooperative as a system that needs to be integrated in a crucial part of a business flow must not be confined in mediocrity but with the optimal performance suitable for high-standard organization. With the perfection of the system through alpha and beta testing the researchers are confident enough that the system is performing at its best. Errors found in alpha testing paved way to lessen the probability of generating wrong data.
Recommendations during the beta errors leaded to the semi-perfection of the system for the usage of the organization. Testing during this part strengthen the probability of the system to be accepted. Now, the system is modelled through the requirement of the user, thus it is more personalized and is more likely to be implemented within the organization. The general acceptability test shows whether the system will be implemented or not. Failure to pass one of the criteria may nullify all efforts in adopting the system (e. g. proposed system may generate correct results but it slows down business flow).
The general acceptability test manifested positive result, meaning the system will be adopted after some recommendations will be made. CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 4-3 5. 0 Conclusion As the world is fast changing, so is the technology that now governs almost all facet of business industry. With its latest trends and the findings made by many researchers, Computerized Inventory System has been popularly used nowadays by a large number of small and medium enterprises.
Computer Sales of Lighthouse Cooperative is one of the active units of the business aggregation and thus, needs to address the challenge of maintaining into the stream of successful business venture. With this, the researchers found that one of the most crucial part of the business operations- the inventory system needs to be computerized. Computerized Inventory System of Computer Sales of Light House Cooperative doesn’t only give the organization a competitive advantage, more so it grants the organization the benefit of internal advantage of organized, fast, accurate, and reliable.
The Inventory System of Lighthouse Computer Sales and Services has been designed to ease the cumbersome and arduous experience in their traditional manual process that is currently implemented in the organization. The following conclusion was drawn basing from system functionalities: 1. The system will help the organization to minimize over stocking and under stocking problem; it will also help then in monitoring expiration of items. 2. Reorder point shall be also monitored by the system regularly basing from baseline number of product per category. . Hasten the inventory process by fast information retrieval and access of information. CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative 5-1 The system can also provide report as needed by the organization. 4. Data security and integrity through electronic database. 5. Increase organization’s profit through by mitigating under stocking and over stocking and disposing near expiration products. CISComSS: Computerized Inventory System of Computer Sales and Services of Lighthouse Cooperative
