1.0 Introduction
In daily living, transactions are important in every business to earn money and increase profit on every sale. Businesses are a reliable source of income for every business owner and a way to provide good products and services to customers. In the traditional way, businesses use a manual system for their transactions, which causes a lot of problems. These problems include slow transactions, improper storage of data, data loss, unmonitored stocks, and billing problems. Therefore, the proponents decided to develop a Computerized Inventory and P.O.S System to solve problems in businesses and replace the manual system.
1.1 Background of the Study
Point of sale (also called POS or checkout) is the place where a retail transaction is completed. It is the point at which a customer makes a payment to the merchant in exchange for goods or services. At the point of sale, the retailer would calculate the amount owed by the customer and provide options for the customer to make payment. The merchant will also normally issue a receipt for the transaction.
The POS in various retail industries uses customized hardware and software as per their requirements. Retailers may utilize weighting scales, scanners, electronic and manual cash registers, EFTPOS terminals, touch screens, and any other wide variety of hardware and software available for use with POS. For example, a grocery or candy store uses a scale at the point of sale, while bars and restaurants use software to customize the item or service sold when a customer has a special meal or drink request.
The modern point of sale is many times called the Point of Service because it is not just a point of sale but also a point of return or customer order. Additionally, it includes advanced features to cater to different functionality, such as inventory management, CRM, financials, warehousing, etc., all built into the POS software. Prior to the modern POS, all of these functions were done independently and required the manual re-keying of information, which can lead to entry errors.
http://en.wikipedia.org/wiki/Point_of_sale
Inventory System
A computerized sales and inventory system would not only keep records of the sales that are made, but also keep track of current inventory based on those sales. Furthermore, the computerized sales and inventory system may also be set up to purchase goods or inventory as directed and based on the parameters set by the programmer or user on an automated basis. Careful consideration would be needed to ensure that the system is ordering the correct quantities based on the trends. Some systems can even evaluate trends and purchase based on them.
Computerized Sales and Inventory System
1.2 Statement of the Problem
1.2.1 General Problem
How can you create a computerized inventory system with a P.O.S. system for Blaze O’ Grill? Additionally, how can you improve the current business system to ensure that it organizes records, creates data reports, speeds up and monitors transactions, and ultimately increases profits while minimizing the possibility of business failure?
1.2.2 Specific Problems
1.2.2.1 How to create a module that can monitor perishable goods and the number of stocks?
The perishable goods are not easily monitored, especially those that are nearest to perishing. The number of raw material stocks is also difficult to determine when it reaches a critical level because the stockman relies on his record book. With too many items on the list, it is hard for the stockman to compare them all and determine which one is nearest to perishing and the order of the stock’s perish time.
1.2.2.2 How to create a module that prevents the company from ordering too many stocks?
The company cannot easily determine what to order, when to order, and the quantity to order. Sometimes, the company accidentally orders more stocks from the supplier than they need, which may lead to a waste of money.
1.2.2.3: How to create a module that validates the items received from the supplier? Sometimes, the received items are not the items ordered by the company, or the quantity received is less than the quantity ordered.
1.2.2.4 How to create a module that provides effective communication between the waiter and the chef when preparing orders? The communication between the waiter and the kitchen crew is vulnerable to misunderstandings. This is because the chef is often too busy preparing food, and the kitchen crew may not be fully attentive when the waiter lists the orders. There are instances where the waiter or chef forgets one or more orders, or the kitchen crew doesn’t hear or understand some of the orders that the waiter communicates.
1.2.2.5 How to create a module that handles transactions and receipts efficiently? In the customer’s payment, sometimes the waiter makes a mistake in giving the bill, like accidentally switching the customer’s bill with another’s bill. The cashier’s computation is vulnerable to mathematical errors because of mistakes in input data, as the cashier uses only a calculator and notepad. For instance, the cashier may make a mistake in using the calculator that may lead to the wrong payment or change. Each transaction is manually written to the transactions record book, and customers are not given a receipt.
1.2.2.6: How to create a module that can compute and view the profit?
The accountant’s computation is not that accurate because sometimes the accountant relies only on expense receipts and transaction records. The computation is vulnerable to mathematical errors because of mistakes in input data.
1.3 Objectives of the Study
1.3.2 General Objective
To create a computerized sales and inventory system for Blaze O’ Grill. The objective is to improve the current business system to ensure that it organizes records, creates data reports, and speeds up and monitors transactions for the company. This will increase their profit and minimize the possibility of business failure.
1.3.3 Specific Objectives
1.3.2.1 To create a module that can monitor perishable goods and the number of stocks.
Real-time monitoring of the perishable stocks’ number of stocks and date of expiration is necessary because the proposed computerized system automatically notifies the user if one or more of the stocks are about to expire or are about to become out of stock.
1.3.2.2 To create a module that prevents the company from ordering too many stocks.
In creating a purchase order using the proposed computerized system, the system prevents and notifies the user from ordering a number of stocks that will exceed the maximum number of stocks.
1.3.2.3 To create a module that validates the items received from the supplier.
Automatically compare each item’s details received to the order list created. The proposed computerized system will prevent the user from receiving items that are not ordered by the company. Notify the user if one or more of the items received quantity is less than the quantity ordered. The computerized system has the ability to create a backorder.
1.3.2.4 To create a module that provides effective communication between the waiter and the chef in order preparation.
This will make communication between the waiter and the kitchen crew much easier and decrease the vulnerability of misunderstandings and forgotten orders. The computerized system can create and print a customer’s order list with the table number, eliminating the need for the waiter to verbally communicate with the kitchen crew. Instead, the waiter can simply provide the printed order list to the kitchen crew.
1.3.2.5 To create a module that handles transactions and receipts efficiently.
Secure the customer’s payment and prevent them from making a mistake in the wrong
payment or change to the customer. The proposed computerized system will create an official receipt for the customer.
1.3.2.6 To create a module that can compute and view the profit, the proposed computerized system will automatically calculate the total sales and purchase expenses within specific dates determined by the user for Profit and Loss Analysis. The user only needs to enter other operational expenses, and the computerized system will compute the profit. It can also create, save, and print a Profit and Loss Analysis Report.
1.4 Significance of the Study
This study can provide significant benefits to the company for its daily business transactions and enhance the business knowledge of the proponents.
1.4.1 Owner
Using the proposed computerized system, the owner will be satisfied with the improvement of their business.
1.4.2 Company
This computerized inventory and P.O.S. system will make managing inventory and point of sales simpler and faster. It can satisfy specific company requirements and needs.
1.4.3 Benefits of the Company
The Manual System will be replaced with a computerized system developed by the students of software engineering. Transactions will become faster, which may cause an increase in sales. Saving and retrieving records will become simpler and faster. The inventory will be easier to monitor, which will help the company decrease the probability of loss of profit.
1.5 Scope and Limitations
Even though the system will be useful in providing a good solution to the problems of the company, there are limitations. For example, it cannot solve user errors, and there will be times when this system cannot satisfy the needs of the company because of major changes.
1.5.1 Scope
1.5.1.1 User Authentication
The administrator can access the Point Of Sale and Inventory module. The salesperson can only access the Point of Sale module, and the Stock Manager or Stockman can only access the Inventory Module.
1.5.1.2 Check Inventory Status
The proponents made a module that notifies the user if one or more of the items in the inventory are nearly expired, already expired, in critical number of stocks, or out of stock.
1.5.1.3 Inventory Status Reports
The proponents have created a module that can generate a report to determine the status level of the inventory. This Inventory Status Report will be sent by the Stockman to the Company’s Manager.
1.5.1.4 Purchase Order
The proponents created a module that can create a purchase order with an auto-generated Purchase Order Number that prevents the user from ordering a quantity of items that will lead to exceeding the maximum number of stocks. This module records the date when the order was placed and received, so these records can be retrieved to view the history of purchases.
1.5.1.5 Receive Inventory
The proponents created a module that receives the item/s ordered in the Purchase Order. This module compares the purchase order number of the items received to the purchase order created. If the quantity of items received is either less than or equal to the quantity ordered, the system will automatically reject the items and inform the user what is wrong. The inventory is updated with the list of items under a certain PO number. Then, the purchase order records are updated with what and how many items were received.
1.5.1.6 Back Order
In receiving inventory, if one or more of the items received is less than the quantity ordered, the proposed computerized system will notify the user and ask if they want to create a backorder.
1.5.1.7 Point of Sales
The proponents created a module that can handle transactions and receipts efficiently. This module can handle computational work and accept the payment of the customer.
1.5.1.8 Sales Reports
The proponents have created a module that can generate a report for users to view or determine the sales of the computerized restaurant system within specified dates.
1.5.1.9 Profit and Loss Analysis
The proponents have created a module that can compute and generate a Profit and Loss Analysis report based on user-specified dates. This module automatically calculates the total sales and total purchase expenses. The user-entered expenses are used to compute the total profit and create the Profit and Loss Analysis Report.
1.5.1.10 Maintenance
The proponents have created a module that can add, edit, and delete records in various categories such as user accounts, menu items, menu item categories, inventory, and supplier records.
1.5.2 Limitation
1.5.2.1 Ability to Accept Credit Card Payments
The proponents do not have a module that can accept credit card payments.
1.5.2.2 Ability to Accept Online Payments
The proponents do not have a module that can accept online payments.
1.5.2.3 Taxes
The proponents have no module that can compute taxes.
