Abstract The Online Ordering with Stock Monitoring and Electronic Quotation was proposed to Ramcrete Development Corporation because they currently using semi computerized mode of placing and tracking the orders of their customers. Using advertisements through brochures and referrals is no longer enough. Monitoring stocks and handling requests for quotation had become difficult. The Ramcrete Development Corporation needs a faster transaction and it is not well organized.
The proponents proposed an Online Ordering with Stock Monitoring and Electronic Quotation for them to improve the company’s better communication with their customers and to have a faster and effective transaction. Developing an Online Ordering with Stock Monitoring and Electronic Quotation for Ramcrete Development Corporation will help their placing and tracking customer orders organized. All information about their company and products will be shown through the website. By having this system, the company will have a better and more organized flow of transaction thus improving the company’s system and services.
Preface The Ramcrete Development Corporation is a 100% Filipino owned company with a vision of becoming the Philippine’s leading supplier and installer of Geosynthetics. From its humble beginnings in 1986 as a supplier of specialty construction materials, Ramcrete has emerged as the Philippine’s leader in Geosynthetics with over 1. 5million square meters of HDPE liners installed in over 150 projects across the country. With the eventual growth of the company, the current manual system that they are using can no longer handle the increasing volume of customers.
Online Ordering with Stock Monitoring and Electronic Quotation is proposed to the company to have an organized placing and tracking of all the orders and to simplify all the transaction to their customer. By the advent power of the internet, this will help the Ramcrete Development Corporation to show their products to the customers without having a personal communication. The company will acquire more customers and provide an easy way of doing transaction with the company. I. Introduction
Ordering system throughout the world was relied on pens and papers problems such as missing orders and information sent to the wrong place arise. Furthermore some could not be able to handle massive number of orders. Under the old manual ordering systems, it takes up too much time to process. Real time ordering and improve efficiency has been the focus of entrepreneurs. As with many business scenarios, getting rid of paper improves efficiency, reduces human error and allows information to flow to an infrastructure without a time consuming data input process.
There is also a less chance of handwritten orders being misread and higher customers turn around as customer will be served faster. In accordance to this we proposed the Online Ordering with Stock Monitoring and Electronic Quotation. This system will develop specially to meet the needs of Ramcrete Development Corporation. The Company stated that they are still working under a manually operated method. So some of the important things have been overlooked at, like the unorganized mode of placing and tracking of orders because it is only done using phone calls, sales agent, email, ledgers and MS Excel.
Because of this, it leads to their clients’ dissatisfaction and we the proponents see the opportunity to improve their business operation by introducing the Online Ordering with Stock Monitoring and Electronic Quotation. 2. 1 Statement of the Problem Ramcrete Development Corporation transaction specifically the company’s ordering system currently uses unorganized mode of placing and tracking orders through the use of a ledger, MS Excel, emails and phone calls. 1. 1. 1General Problem
How to develop an Online Ordering and Stock Monitoring System with Electronic Quotation that will help them in speeding up and organizing all their transaction with the customers? * Ramcrete Development Corporation uses unorganized mode of placing and tracking of orders done using phone calls, sales agent, emails, ledgers and MS Excel. 1. 1. 2 Specific Problem * How to develop a webpage that will display all necessary information such as company profile and product information like thickness, size and price of a product? Currently, all information about the company and their product are shown only through their brochures. They have different kind of brochures for every different kind of project.
The information they provide in their brochures are inadequate and in business, there should be no ending point or limit to the way you advertise, promote and acquire customers as long as the company can afford and its benefits are greater than its cost. * How to develop a webpage wherein customers can place orders easily by choosing one of the company’s services? When the customers are placing their order in the company, it takes a lot of time to process, so every time the customers place their order, they always ask the company if they have websites where they can order because when the company entertains a client through phone, the other clients must wait for the transaction to finish.
This result in lesser sales and profit for the company. * How to create a webpage that will monitor the available stocks and will give notifications when critical level is reached? Our client told us that when it comes to their inventory, they have someone assigned to this job. He manually checks their stocks every Monday. They have the sales book and spreadsheet to tally the deducted item from the total quantity of items.
They only estimate the critical level of the items before they order like the setting the items to be in critical level when an item goes below 10 rolls as in the case of HDPE. * How to develop webpage that will enhance or improve the generation of reports such as list of orders, deliveries and stock reports? Our client told us that when it comes to their report such as the delivery reports, the coordinator will check the sales ledgers and spreadsheet to see the list of deliveries on a particular day. With regards to the stock report, this is done by Mang Silvio by checking every items in the warehouse then will call the coordinator to inform what items are in need of replenishment. By manually checking each and every items and transaction happening in the company, causes delay on their delivery and restocking of items. * How to develop webpage that will generate quotation? *
This section discusses the benefits and advantages of the proposed system to the following: * Company Once the system is implemented the company will be able to meet the customers’ demands effectively and become competitive with other business firms. The system will also help the company to maintain a reliable status and records of stocks. It will also provide the company with an easy to use application that will increase productivity of the employee and will allow them to focus more on important operation tasks. * Customers In today’s competitive market an excellent service is a necessity.
Companies should respond quickly to the customers’ demand. With the proposed system, customer’s satisfaction is guaranteed because they are provided with better and faster service from the company. * Management Providing customer satisfaction is one of the goals of a company and this in one way could also be achieved through the use of an online ordering system. This will also make the company to keep phase with the current trend in the society. An online ordering website will also serve as a promotional tool for the company to help acquire more potential customers.
This will also help improve accuracy and efficiency in handling and taking orders from customers. * Future Researchers The study will served as a starting point for researchers who would like to focus on studying online ordering system. To give future researchers an idea and to developed high standard of online ordering system and stock monitoring with electronic quotation. * The Proponents Through this study, the proponents will be able to enhance both their logical and programming skill including their working relationships while developing the system. They will also gain knowledge and experience regarding system development. . 1 Current State of the Technology
* Advertisements: The current modes of promoting the company’s products are branches out into two sections. First is through brochures that are given by sales representative. The project photos are posted in their brochures including other information. Second is through referrals, the customer who had been previously been in contract with the company sometimes refer the company from their friends and that friend will also refer the company to others especially when the company meets the needs of the customer. * Quotation: * Placing an Order: Types of Customers: Regular Customer They are the one who have contract with Ramcrete Development Corporation. More often, their regular customer also asks Ramcrete to construct their project because Ramcrete is also the constructor. * Walk-in Customer They are the one who have no contract with Ramcrete. All types of customer without contract with Ramcrete are considered as walk-in. Even though they bought a high quantity of product from the company, still, they are considered as walk-in customer. The sales representative will accept the orders from the customer and he/she will process the order.
After processing an order, he/she will discuss or review the details of the transaction they made to the customer such as the total amount, when they will pay and when they deliver or when will the customer pick-up the order from the warehouse. On the other hand, for the new customer, the sales representative will ask for some personal information for the customer like name, address, contact number etc. Sales representatives also discuss some details about the company if needed and if all information is settled, he/she will accept order from the customer and it will be processed by him/her.
There are two ways for a customer to place an order: * Phone calls Regular customers usually order using phone call, he/she will place his/her order, the sales representative will process the order. The sales representative will accept place ordered from the customer and he/she will process the order. After processing an order, he/she will discuss or review the transaction they made to the customer if how much, when they will pay and when they deliver it or when will the customer pick-up the order from the warehouse * Email
The email received will be checked by the sales representative and he/she will call the client to verify all the things and information needed. If the client didn’t include their contact number in the sent email, Ramcrete will reply through email to get the contact number and to talk to them personally. * Office Customer These customers are those who go directly to the company’s location. It’s either regular or walk-in customer. Some of their regular and walk-in customer places their order direct to them and the sales representative will entertain these customers.
The sales representative will accept placed orders from the customer and he/she will process the order. After processing an order, he/she will discuss or review the transaction they made to the customer. * Billing Currently, their way of giving bills is first, they will determine the price of items that the customer bought from them and they will compute the total amount of item according to the type, size and thickness of the product. If the customer is on the phone/email, they will just discuss the amount to be paid by the customer bank to bank.
If the company already received the payment from the customer, they will call or send e-mail to their customer to inform that they’ve already received the payment. The receipt will be given upon delivery or pick-up. * Payment: * Bank to Bank The bank to bank is applicable to the customer who placed their order through phone calls and emails. The sales representative will check their account if the customers have already deposited the money on the set date. * Cash These are walk-in customers that usually buy items on a cash basis and order a small quantity of products in Ramcrete Development Corporation.
These customers are usually taken care of by the sales agent in the office where they get the customer’s order, then after computing the total items bought by the customer the sales agent forward the computed order to the cashier to process the payment then after the payment process, the sales agent will ask the customer when will they pick up the items in the storehouse. * Downpayment Regular customers can pay the 50% of the total amount for their orders to be processed. After which, they have to pay the remaining 50% when picking up their order or upon which will also require a delivery charge.
Stock Monitoring: Stock monitoring is conducted every Monday by the warehouse custodian. They have the sales book and spreadsheet to tally the deducted item from the total quantity of items. Items that are defective due to long period of time will be recorded as broken and will be reflected in the inventory. They consider the item in critical level example when a High Density PolyEthylene (HDPE) is less than or equal to 7rolls or 4900square meters are considered as critical level in their stock. * Deliveries:
They will only have a delivery of the items if they will be the one who will make the project. As long as the company will not construct the client’s project, the customer is the one who is responsible to pick-up their ordered items Picking up of items is depend on the agreed date. If the company constructs their clients’ project, the delivery fee will charge. Ramcrete Development Corporation deliveries are within the Philippines and delivery fee cost depends on the distance of the project. Regular customers can pay the 50% of the total amount for their orders to be processed.
After which, they have to pay the remaining 50% when picking up their order or upon delivery which will also require a delivery charge. 1. 2 Objectives 1. 3. 1 General Objectives To be able to develop an Online Ordering and Stock Monitoring with Electronic Quotation that will help them in speeding up and organizing all their transactions with the customers. * This will help the company speed up and accurately organized all their transaction with the customers allowing for a faster, easier, more reliable, secure placing and tracking of orders.
It covers up online payment in which customer will not have to visit the store for their bill(s). They will just have to wait for their orders to be sent. Customers will receive notifications about the progress of their transaction with the company, whether it is about the cost of their orders and its breakdown, payment status and delivery. Having a more organized system will also increase profit and lessen unwanted losses on the part of the company. 1. 3. 2 Specific Objectives To be able to create a webpage that will display all the necessary information such as company’s profile and products information like thickness, size and price of a product. Allowing customers to view all information about the company may bolster confidence and trust to the company and accommodates all possible customers in the future. Providing customers with all necessary information about a certain product will speed up transaction and eliminate unnecessary conversation between the customer and company.
Target customers have no limits as long as they are within the reach. To be able to develop a webpage wherein customers can place orders easily either by choosing one of the company’s services. The system will generate a form to let the client to order their preferred items or services to be bought and they can easily view the amount that they need to pay for the services or items that they want. * To be able to create a webpage that will monitor the available stocks and will give notifications when critical level is reached. The system will automatically check the available stocks in their warehouse and give notifications if the critical level has met. To be able to develop a webpage that will enhance or improve the generation of reports such as list of orders and stocks report.
This module will allow the administrator to view and print all of the transactions. It also allows them to filer their desired data or record for retrieving. 1. 1. 3 Scope and Limitation Scope * Front End Maintenance * User Maintenance Allows the customer to create their account by registering in the company’s website. * Customer Information Maintenance Allows registered customers to change or modified their profile or account information. Back End Maintenance * User Maintenance Administrator Allows system administrator to add and edit user’s accounts whenever deemed necessary. * Product Maintenance Allows system administrator to add and alter product in their inventory. * Price Maintenance Grants the administrator the ability to add and edit product’s price. * Service Maintenance Allows system administrator to add and alter services they can offer for their customers. * Transactions * Ordering It Allows customer to place orders using their own account in the company’s website. * Billing
It allows the customer to view their bills before submitting or paying their orders. It allows them to verify if their orders are correct. * Modes of Payment The customer can pay their bill from the company’s affiliated banks. After payment, they can post their bank receipts. * Utility * Security * A customer needs to register first before they can place an order. * Gives customer the ability to retrieve forgotten and/or change their passwords. * Website Features * Home * It provides welcome information and services. * About Us * It provides basic information about the company Products * It provides list of products of the company. * Services * It provides list of services of the company. * Customer’s Feedback * It allows the customers to post suggestions and comments using the website’s built-in forum. * Ordering * Enables customers to place their desired orders. * My Account * It allows customer to verify their payment or down payment status. * Limitation * The proposed system will not accept the use of credit cards upon payment in sales transactions because it is in their policy not to accept such payments.