In daily living transactions are important in every business to earn money and to increase profit on every sales. Businesses are reliable source of income for every business owners and a way to give good products and services to customers. In traditional way businesses uses manual system for their transactions in this case system occur a lot of problems. Like slow transactions, improper storage of data, data loss, unmonitored stocks and billing problems. So the proponents decided to develop a Computerized Inventory and P.O.S System to solve problems in businesses and to replace the manual system.
1.1 Background of the Study
Point of sale (also called as 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 uses 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 as 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 advance 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.
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. Even further, 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 make sure that the system is ordering the correct quantities based on the trends. Some systems can even evaluate trends and purchase based off of them.
1.2 Statement of the Problem
1.2.1 General Problem
How to create a computerized inventory with P.O.S system for Blaze O’ Grill? How to improve the current business system to make sure that it organizes records, creates data reports, and speeds up and monitors transactions for the company to increase their profit and minimize the possibility of business failure?
1.2.2 Specific Problems
220.127.116.11 How to create a module that can monitor perishable goods and the number of stocks? The perishable goods are not easily monitored, which nearest to perish. The number of stocks of raw materials are not easily determined if it reaches the critical level, because the stockman relies on his records in his record book. Too many number of items in the list in his record book, it’s hard for the stockman to compare them all and determine which one is the nearest time to perish and the order of stock’s perish time. 18.104.22.168 How to create a module that prevents the company from ordering too much number of stocks? The company cannot easily determine what to order, when to order, and the number of quantity to order. Sometimes the company accidentally orders number of stocks from the supplier greater than the number of stocks they need. This scenario may lead to waste of money.
22.214.171.124 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.
126.96.36.199 How to create a module that gives good communication to the waiter and the chef in preparing orders? The communication between the waiter and the kitchen crew is vulnerable to misunderstanding. Because while the chef is too busy in preparing food, kitchen crew loses focus in listen to what waiter is saying of list of orders. Sometimes there are instances like the waiter or the chef forgets one or more of the orders, or the kitchen crew didn’t hear or understand some of the orders that the waiter told to the kitchen crew.
188.8.131.52 How to create a module that handles transactions and receipt efficiently? In the customer’s payment, sometimes the waiter makes a mistake in giving the bill, like accidentally switched the customer’s bill with other’s bill. Cashier’s computation is vulnerable to mathematical errors because of mistakes in input data, because the casher uses only calculator and notepad. For instance, the cashier may make mistake in using calculator that may lead to wrong payment or change. Each transaction is manually written to transactions record book and they have no receipt given to the customers.
184.108.40.206 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 expenses receipts, and transactions 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. To improve the current business system to make sure that it organizes records, creates data reports, and speeds up and monitors transactions for the company to increase their profit and minimize the possibility of business
1.3.3 Specific Objectives
220.127.116.11 To create a module that can monitor perishable goods and the number of stocks.
Real – time monitor the perishable stocks’ number of stocks and date of expiration, 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.
18.104.22.168 To create a module that prevents the company from ordering too much number of stocks.
In creating purchase order using the proposed computerized system, the system prevents and notifies the user from ordering number of stocks that will exceed the maximum number of stocks.
22.214.171.124 To create a module that validates the items received from the supplier.
Automatically compares each item’s details received to the order list created. The proposed computerized system will prevent the user from receiving items that is not ordered by the company. Notifies 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.
126.96.36.199 To create a module that gives good communication to the waiter and the chef in preparing orders.
Make the communication between the waiter and the kitchen crew much easier and decrease vulnerability of misunderstanding and forgetting of orders, because the computerized system can create and print a customer’s order list with the table number. So the waiter doesn’t have to talk to the kitchen crew, the waiter just have to give the printed order list to the kitchen crew.
188.8.131.52 To create a module that handles transactions and receipt efficiently.
Secure the customer’s payment and prevent 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.
184.108.40.206 To create a module that can compute and view the profit. In Profit and Loss Analysis using the proposed computerized system, the computerized system will automatically compute the total sales and purchase expenses within specific dates determined by the user. The user just has to enter other operation expenses, and the computerized system will compute the profit and can create, save and print a Profit and Loss Analysis Report.
1.4 Significance of the Study
This study can provide large benefits to the company for its daily business transactions and business knowledge to the proponents.
Using the proposed computerized system, the owner will be satisfied in the improvement of the owner’s business.
This Computerized Inventory and P.O.S System will make managing inventory and point of sales simpler and faster. This can satisfy the 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 that may cause to increase sales. Saving and retrieving records will become simpler and faster. The inventory is easier to monitor, this will help the company to decrease probability to loss of profit.
1.5 Scope and Limitation
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 at time when this system cannot satisfy the needs of the company because of major changes.
220.127.116.11 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.
18.104.22.168 Check Inventory Status
The proponents made a module that notifies the user if one or more of the items in the inventory are nearly expires, already expired, in critical number of stocks, and out of stock.
22.214.171.124 Inventory Status Reports
The proponents made a module that can create a report to determine the status level of the inventory. This Inventory Status Report that will be sending by the Stockman to the Company’s Manager.
126.96.36.199 Purchase Order
The proponents created a module that can create a purchase order with auto generated Purchase Order Number that prevents the user to order quantity of items that will lead to exceed the maximum number of stocks. This records the date when ordered and received so these records can be retrieve to view the history of purchases.
188.8.131.52 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 the quantity ordered. The System will automatically reject the items and inform the user what is wrong. Update the inventory with the list of items under a certain PO number. Then, update the purchase order records of what and how many items received.
184.108.40.206 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 and ask the user if the user wants to create a backorder.
220.127.116.11 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.
18.104.22.168 Sales Reports
The proponents made a module that can create a report to see or determine the sales of the computerized restaurant system within specified dates by the user.
22.214.171.124 Profit and Loss Analysis
The proponents made a module that can compute and create Profit and Loss Analysis within specified dates by the user. This module automatically computes total sales and total purchase expenses. The other expenses entered by the user will be used to compute the total profit and create a Profit and Loss Analysis Report.
The proponents made a module that can add, edit and delete records in different records like user accounts, menu items, menu items categories, and inventory and suppliers’ records.
126.96.36.199 Ability to Accept Credit Card Payments
The proponents have no module that can accept the credit card payments.
188.8.131.52 Ability to Accept Online Payments
The proponents have no module that can accept the online payments.
The proponents have no module that can compute taxes.