NIRVANA WATER REFILLING STATION SALE AND INVENTORY

SYSTEM
 CHAPTER I

PROJECT BACKGROUND

INTRODUCTION

Technology is devices which are the result of scientific knowledge being

used for practical purposes in our society. It also changes the lifestyle of every

people and leads them to become a better individual. With the past-changing

process of technology varieties of system are developed gradually, continuously to

improve the way of living. Technology has a good benefit in our society; it makes

our daily task easy and lessen the effort and time we spent. Computer technology

has a major impact to industry, government, military and educational institutions

or even at homes. The good effect of these modern technologies includes speed,

accuracy, sophistication and advancement.

Inventory system management is the core responsibility in any business

organization. It should be recognized as a formal program within any business or

other organizations, which means that the organizational need to improve the

organizational and financial support necessary to ensure effectiveness of the

inventory programs.

POS and Inventory System were designed to be an auditing and monitoring

system. It was intended to monitor and audit the weekly sales, monthly sales, and

yearly sales of the business, it also monitor the products and goods that may

receive from suppliers.

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 Point-of-Sale Inventory System in one of essential components of a

successful business. It is a modern replacement for the cash register in retail

application. It can help to record securely all the sales and customer’s orders, track

products which are poor on business’ sales and of course management inventory.

Efficient, fast, and effective inventory management are important factors of

a store owner’s establishment. Store owners are tasked to make consistent,

reliable, and timely decisions considering obstacles like uncertainly, pressure, and

lack of information. Effective inventory control requires store owners to ensure

inventories of the right items in the correct quantities. When the store overstocks,

money is wasted since procuring, storing, and accounting for unneeded items

require time, space, and money which could have been used on more critical

assets.

This particular system can improve the way, the small and mid-sized

businesses do their inventory and sale transactions. It will aid some of the common

problems facing by business industries, that in this era of modernization, still using

a manual process of inventory. Common problems like slow inventory process,

lost records, inventory shortages, and high risk of errors can affect the whole

business. A manual POS Inventory System can affect the whole business process

in terms of sales and confidential document security because a manual process is

not reliable enough.

Many water refilling station have upgraded or replaced their systems into

more advanced technological systems that offer more accurate, reliable, secured,

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and fast processing of every transaction. With continuing the increasing of the

population of disabled and sick people in various regions, a computerized system

will help them speed up their work. It can load a large capacity of work that will

not affect the speed and accuracy of every process.

Project Context

POS and Inventory System is an important part of a business transaction

process that enables the user to make the transaction easier reliable and accurate in

transacting a product using POS and Inventory System. However, the transaction

in the said facility at Nirvana Water Refilling Station Caloocan Batangas is still

using paper-based receipt for receipting the sales of every customer.

A type of paper-based system faces different kinds of problems. The log-

book or folder for transactions can be lost or misplaced. The number of hours

consumed by the owner/crew for logging-in into log book for the transactions and

products will be a wasting of time. Additional paper and printing costs are really

expensive in paper-based system. Some crew does not log the product or goods

had sold. The summary of the POS and Inventory System is not reliable because

the forms of erroneous entries.

POS and Inventory System is an advanced technology that provides secure

and accurate details and organize information that may be in the system for present

and future needs. It is used for monitoring the sales and inventory of product of

every customer buy. Sometimes it uses Calculator for calculating the sales and

Log book for inventory of sales.

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Purpose and Description

The developers observed that the water station is still using paper-based

system which is currently not applicable or recommended for secured type of

system. The developers decided to develop a system that will fulfil the needs of

the Nirvana Water Refilling Station to make every process more convenient and

accurate.

The purpose of the project was to provide more convenient accessible

system in the Nirvana Water Refilling Station, Caloocan Batangas. Through the

system, the assigned employee can save time and effort in monitoring and auditing

the sales and product of the business. The system can secure all the information

where even old records can be accessed, unlike the traditional monitoring and

auditing of sales and product of the business which can easily be destroyed by

others.

With the POS & Inventory System, the accurate information could be

retrieved. This system took away a lot of manual tasks, and it fulfilled main goal

of getting rid of as much paper as we possibly could. Plus, the windows based

system is user-friendly; the point-and-click graphic display is easy to navigate.

Sometimes water station didn't realize the inaccurate distribution of expenses and

the inventory level is not known. Besides that, water station also always do the

common mistake which is they will make the multiple orders for the same product.

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 The developers aimed to develop a project that will replace the manual

process of monitoring and auditing the Point of Sales (POS) and Inventory System

of the said water station. The system would help the water station speed up their

operations and transactions with customers. It would also enhance the monitoring

of sales inventory and products by means of database and search query. More

importantly, it would reduce paper works, save time and resources.

Statement of the Problem

The water station workers are using a manual process in services. The main

problem concerning the water station is that they do not have a centralized and

accurate system for storing records they have for these are very important to them.

How they will have a file maintenance system and will lessen the burden of works

they usually do in getting, keeping and updating files.

Related to the main problem, the water station is also faces problems like:

i. Currently, Nirvana Water Refilling Station does not have computerized

system. All the process had been done manually.

ii. Worker always does the common mistake such us making multiple

order for the same size of product.

iii. No automated process in manipulating data such as add, delete and

searching record.

Objectives of the Study

The developer’s Propose System has their own objectives and these are the

following:

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 i. To develop a computerized system that able to record the information.

ii. To computerized the manual task in term of bottle stock inventory.

iii. To apply different function to manipulate data like add, update, delete,

save, and cancel, clear.

Significance of the Study

The beneficiaries of the system are the owner, customers, assigned

employee to monitor the system, developers and future developers. The water

station will benefit from the system in such way that it will ensure fast transaction

in the Nirvana Water Refilling Station, Caloocan Batangas.

The owner and customer will benefit from the system because such study

was conducted to increase the speed of every process and transactions of Nirvana

Water Refilling, Caloocan Batangas. Moreover, it will lessen the effort of the

owner and crew from monitoring and auditing the system. They can be assured by

the developers that saved information is accurate and secured.

The assigned employee/crew in the Nirvana Water Refilling Station,

Caloocan Batangas will also benefit from the system. It will reduce the effort of

monitoring and auditing the Nirvana Water Refilling Station POS and Inventory

System. They will not be worried about the recorded information because there is

an assurance that the data entered into the system are accurate, accessible, and

secured.

Furthermore, developers will benefit from the study because this enhanced

their knowledge in developing a system and documentation. As well by the means

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of developing the system, the developers have gathered sufficient knowledge in

developing a database system.

Future developers will also benefit from the system because the study will

serve as their reference in their endeavor.

The proposed system will serve as an efficient, secured, high quality system

using VB.NET as its programming language, MS SQL as its database tools.

Scope and Limitations

The scope and limitation of developers Proposed System which is Point of

Sales (POS) with Inventory are the following aspects.

The system covered the transaction in the Nirvana Water Refilling Station,

such as basic information of bottle sizes, and quality of water. The system focused

on monitoring the products, and auditing the sales of the business in Nirvana

Water Refilling Station. The system was also responsible for recording the

products from supplier.

The system had its own limitation. The system was designed only for the

Nirvana Water Refilling Station of the said Water station and other transactions

outside the Water Station were not covered by the system. The system cannot

protect the data from malware and other viruses that cause corruption of data.

Moreover, the information is dedicated solely for the use of this system; therefore

it cannot be access by other units or areas within the Nirvana Water Refilling

Station

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Definition of Terms

The definitions below are provided by the developers for easy

understanding of the readers. It includes conceptual and operational definition.

Data Flow Diagram (DFD). It takes business processes and activities and uses

them to create a clear illustration of how data flows through a system. DFD’s

represents the flow of data from external entities into a single system by moving

and storing data from one process to another. The term was used by the developers

to illustrate the flow of information in the system.

MS SQL. MS SQL is a relational database management system developed by

Microsoft. As a database server, it is a software product with the primary function

of storing and retrieving data as requested by other software applications which

may run either on the same computer or on another computer across including

network.

VB.NET. VB.NET is a multi-paradigm, high level programming language,

implemented on the .NET Framework. Microsoft launched VB.NET in 2002 as the

successor to its original Visual Basic language. Although the “.NET” portion was

dropped in 2005, this article uses “Visual Basic .NET” to refer to all Visual Basic

languages releases since 2002, in order to distinguish between them and the classic

Visual Basic. Along with Visual C#, it is one of the two main languages targeting

the .NET framework.