University of Nueva Caceres

College of Computer Studies

J.Hernandez Ave. Naga City

DESIGNING A LOGICAL DATA MODEL

FOR A
DY SALES AND INVENTORY
MANAGEMENT SYSTEM

Presented By: Jan Ryan Relunia

Version: (3.0)

Presented To:
JUNE ARREB DANILA
Marvin Monteagudo
Irvin Villanueva

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 ABSTRACT

The retail business vision is to maximize profit from customer satisfaction

and loyalty towards the store by providing more personalized service for the
customer. However, the retail business also easy to lose its possible customer if they
do not have sufficient stocks in the store. Thus, in this paper, the developer had
identified problems related to inventory that exists in Tokyo Gadgets Store. The
major problem of the store is they do not have a proper inventory control system in
guiding and managing their sale and inventory level of the store.

By proposing a Sale & Inventory Management System to the store as the

replacement of old manual ways, the project aims in providing the system with
enhanced and more flexible functions to the store. The objective of the system is to
provide functions in managing goods in the store more efficiently. To achieve the
objectives derived, the scope of the project will focus on the aspects such as
database, report generating, quality control (QA), and point of sale of the store.
Besides, the development of the system will be based on an offline system or
window based.

In developing the system, a phase development prototype is chosen. This

methodology Wii performs the development stage according to modules
underlines in the scope of the project. Thus, version by version of the system
will be developed before the whole complete system is ready to use. The
expected result of the system is that the user interface to be developed will be
user-friendly so that it can be handled easily by people with no IT
background. Besides, the system is also expected to serve its functions and
helps Tokyo Gadget Store in reducing time and paperwork in managing their
inventory.

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 TABLE OF CONTENTS
1.1 Project Background ...............................................................................................5

1.2 Problem Statement.................................................................................................6

1.2.1 Problem Identification…………………………………………………...6

1.2.2 Significance of the Project…………………………………………………7

1.3 Objectives ..............................................................................................................7

1.4 Scope of Study .......................................................................................................8

1.5 Research Limitation……………………………………………………………...8

1.6 The Relevancy of the Project…………………………………………………….9

1.6 The Relevancy of the Project…………………………………………………….9

CHAPTER 2: LITERATURE REVIEW

2.1 Sales and Inventory Management System: History and Concepts ........................10

2.2 Point of Sale (POS) Concepts and Usage .............................................................12

CHAPTER 3: METHODOLOGY

3.1 Research Methodology ..........................................................................................13

3.2 Project Phases ........................................................................................................15

3.3 Methods of Data Collection...................................................................................15

3.4 Tools, Mechanisms and Software ..........................................................................16

3.6 Preliminary Study ..................................................................................................17

3.6.1 Interview and Observation……………………………………………….17

3.6.1 Interview and Observation………………………………………………17

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 3.6.1 Interview and Observation……………………………………………….17

3.7.2 Feasibility Analysis………………………………………………………20

3.8.1 Functional Requirements ……………………………………………...22

3.8.2 Non-Functional Requirements……………………………….…...………24

CHAPTER 4: RESULTS AND DISCUSSION

4.1 The Framework of the System ..............................................................................34

4.2 Functional Model...................................................................................................35

4.3 Prototype Application ............................................................................................42

4.3 Prototype Application ............................................................................................42

CHAPTER 5: CONCLUSION

5.1 Conclusion .............................................................................................................58

REFERENCES.................................................................................................................59

APPENDICES..................................................................................................................61

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 CHAPTER 1

INTRODUCTION

PROJECT BACKGROUND

The retail industry is one of the industries that is growing in fast pace where
the number of retail business keep on increasing from time to time to meet
the demand from consumers of specified areas. There are different types of
retail shops available for the consumer to choose ranging from hypermarket
to mini market according to their convenience. Most of the shops can be
found in residential areas, streets, or a shopping mall. Retail store sells a wide
range of goods and services from wholesaler or supplier to the end-user.
Thus, the nature of the retail business required good management of
inventory level to meet the demand of the customers.

The traditional way retailer keeps their sales and inventory details is in
spreadsheets which are not effective anymore when the size of the shop gets
bigger. This is because more items will be made available in a larger quantity,
thus tracking the sales made with inventory level in the shop would be
complicated and time-consuming for the retailer. Besides, the situation gets
worst when the retailer does not have a proper method to determine items
purchased by their customers.

Thus, this project will provide a solution for retailers that are still using
traditional ways in keeping their inventory data like ‘Tokyo Gadgets Store, by
creating POS and Inventory system Management System is a computer-based
system that provides the shop structure for maintaining and controlling
goods to be stocked. The approach of Sales and Inventory Management
System is commonly used to avoid product overstock or outrages by
integrating daily ‘Point of Sales’ with store’s inventory level
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 PROBLEM STATEMENT

Problem Identification

POS and Inventory is one of the important departments that must be well
managed to ensure daily business activities run smoothly. However, Tokyo
Gadgets Store still does have an Inventory management system or POS as
they are not equipped with a computerized system in running their business.
As a result, the security level of all data, documents, and anything that related
to daily transaction and inventory is very low. A lot of documents have been
kept for each good and for each supplier which consumes a lot of time and not
effective for future references. Besides, due to poor POS and inventory
management, Tokyo Gadgets Store also faces problems in identifying the
quantity sold for each item per day and the available inventory level of the
items lose product and money. Existing inventory management also does not
provide any means of detecting aging Products like Power Bank, connector
Rex Pods, Tablet, Laptop, etc. Failure to identify the aging of certain Items
causes the store to incur losses profit because when the item like to Tokyo
Gadget Store is just stock for a long period time and the item lose their value
due of being stock for a long period time.

As the current system used just acts as calculated to calculate the total
amount of each customer purchase and does not any database link with it, the
system does not have the capability of generating a report on point of sales at
the end of the day. Thus, there is no proper guideline in making reports in the
store’s logbook which result in different kind of reports being prepared each
time. The simple report which is about the total sales of the day is determined
based on the amount of money in the cashier deck does not provide any input
for the owner to make the right decision regarding the business operation. In
case there is a shortage of cash at the cashier's desk or any stolen cases, the
owner cannot detect it as the current system does not have a database to
store the total sales of the day.

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Another identified problem is that the customers who made their purchases
at the store usually do not receive a proper receipt as references. Instead,
only the receipt contains prices being generated by the system. Thus,
customers face a problem when they wanted to change the items bought due
to damage, expired, or wrongly purchase as the receipt does 13 not indicate
the name of items which makes it hard for the customers to prove that they
bought them within 3 days in Tokyo Gadget Store.

Significance of the project

This new system that will be developed will contain a database that enables
data storage and retrieving of each transaction and data about the inventory
of each item in the store, manage the product releases and storage and
summarize the point of sales. This would generate a faster improvisation of
work with less time and effort. As the concept of the POS and Inventory
Management System is to reduce paper works and ineffective ways of
managing inventory, this system is expected to assist in making the right
decision in the process of managing inventory aligned with the sales level in
the store.

OBJECTIVES

As the available existing system provides limited functions to the user, thus
this project will contain enhanced and more flexible functions to the store.
The objectives include:

i. To provide a function to manage goods in the store more

efficiently. Basic functions such as ‘add’, ‘delete’, and ‘update’ for
data management will be made available.

ii. Filling system in managing all transactions and documents that

are relevant as they aid in the stock tracking routines.

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 iii. To automatically generate a weekly report on sales and
inventory activities

iv. To provide notifications on the goods’ expiring date for

clearance activity.

v. To provide notifications on the goods that have been Order.

vi. To generate a receipt with the proper format for customer

references

vii. To provide a point of sales for each day

viii. To reduce time and cost to control and manage inventory

SCOPE OF STUDY

Within the boundary of this project, the system aims in having the following
aspects:

• Database - has two parts in it, temporary transaction database and

master database. The data in a master database will be updated
according to the temporary database at the end of each day.

• Report
 Generates daily, weekly and monthly reports to know the
number of inventory in the products.
 Generates daily, weekly, monthly and yearly reports to know
the status of the sale.
o To know if they can hit their target sale on that date.
o To know what product is most profitable.
o To know if there is needed to improve on marketing
because this day or profitable.

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 •POS and Inventory- facilitate the transaction of each customer The
development of the system will be based on an offline system or
window-based system which does not require any internet connection
to operate it. To implement the system, the first thing is to collect
information about the products and requirements from the owner to
see the feasibility of developing the system for the Tokyo Gadget store.
Then the process of identifying the methodologies and tools to be used
will take place in the first half of the project. Together with that, the
interface of the system also will be developed. The second half of the
project will be mainly on implementing and testing the system until it
is completed. It is estimated to take around 3 months to complete this
project.

THE RELEVANCE OF THE PROJECT

The POS and Inventory Management System is relevant to Tokyo Gadget

Store as the store offers a wide range of Gadget products to customers around
the Bicol area. Tokyo Gadget Store is the New burn store in the area of one
year of operation and they also had opened up new branches to gather
growing customers. However, until now they do not use any computerized
system in helping them with sales and inventory control. That explains the
need for having a systematic inventory control system.

Increased proper management of inventory and efficiency are the main

target of a system which will overcome the weakness of the current
manual ways of doing business.

PROJECT FEASIBILITY WITHIN SCOPE & TIME FRAME

Time and scope are interrelated constraints in project development. In the

development of the system, the scope has been narrowed down to only
inventory control through daily sales and this has given the developer enough
time to conduct preliminary research and develop the project. The research

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will be conducted only regarding the Tokyo Gadget Store sales & inventory
system and within the time frame, it is believed that can be done.

CHAPTER 2

LITERATURE REVIEW

POS AND INVENTORY MANAGEMENT SYSTEM: HISTORY AND

CONCEPTS

A point-of-sale (POS) is the location where customers of a small business

exchange money for the products or services sold by the small business. A POS
transaction occurs when a customer buys or returns a product or service and
occurs either at a brick-and-mortar store, on a mobile app, or in online checkout.

A POS system may be a simple cash register, a single computer, or an

integrated computer network with point-of-sale software. It may also be a mobile
device like a laptop, tablet, phone, or specialized terminal that can be used
remotely for online sales transactions. POS terminals may be either stationary
units tied to a computer inside a brick-and-mortar business, a mobile unit like an
iPad, or a unit for online transactions.

POS systems may be used in a variety of ways. They are most useful for small
businesses that sell products. POS systems that track inventory are especially
useful in businesses that sell products or those that use products they want to
track in their production process. These systems are a useful tool in the toolbox
of businesses that engage in inventory management.

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 ADVANTAGES OF SALES AND INVENTORY MANAGEMENT
SYSTEM

As the advantages of switching to a modern inventory control system proven

by many businesses, it is time for Rahmath Store to start implementing it in
their store to see the differences that will be brought to the store. Donald
Reimer (2008) in his study with the title of ‘Computerization is the key in
maintaining proper inventory levels’ identified few benefits as follows:

• Inventory management increases profitability

Activities such as forecasting, controlling, and managing

inventory increase sales and productivity of the store resulting
in greater profitability. Besides, accuracy improvements on the
inventory level will result in a reduction of fixing costly
mistakes. Spend management also will be improved as the
system provides quick access to current and historical pricing,
cross-referenceable product codes, and tools set for managing
purchasing activities (Zipkin, P.H., 2000).

• Inventory management improves cash flow

Purchasing the correct inventory in the right amount to meet

customer demand and at the same time eliminating slow-
moving, obsolete inventory leads to better cash flow and
eventually to higher profits.

• Inventory management improves decision-making

Real-time business intelligence across all areas of the store is

possible with rapid, accurate data collection. Not only that,
issues and events integrated with the system enable to
proactively identify and solve the issues.

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 • Inventory management increase customer satisfaction

Anticipating the seasonal promotion and changing marketing

conditions by having the right products in stock for customers.

POINT OF SALE (POS) CONCEPTS AND USAGE

Tim Bajarin (Jun 2013) writes in his article ‘Bringing the Checkout Counter to
You’ that the station or aisle where individuals transport and place products
they have chosen to purchase from the location is a checkout counter or
cashier stand. The typical process that occurs at checkout is that cashier scans
and rings up each item on the cash register and obtains the total. The
transactions at the checkout process using a POS system that the retail store
adopts according to its needs. According to Kaplan, Karen in his article on Los
Angeles Times entitle of "Do-It-Yourself Solution: Small Grocery Chain Has
Big Plans for Its Retailing Software", stated that POS term is applicable for a
retail shop or store, the checkout counter in the store where transactions
between customer and store can occur. The term Point of Sale is often used in
connection or relative with the hardware and software for checkouts POS
systems are being utilized in many different industries since its technology
merge ranging from restaurants, hotels & hospitality businesses, casinos,
salons, and as well as retail environments.

Currently, most retail POS Systems were the most sophisticated, powerful,
and user-friendly computer networks in commercial usage. Moreover, the
POS systems carry out more than just POS tasks where POS solutions
available that include fully integrated accounting, inventory tracking &
management, open-to-buy forecasting, customer relation management
(CRM), service management, rental services, operation reporting, and payroll
modules (Quorion,2011). POS software is only good as its integration with the
many different popular software and services nowadays. For example
accounting programs, where all of the daily activities and transactions would
automatically import into accounting without any labor input.

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 CHAPTER 3

METHODOLOGY

APPLICATION DEVELOPMENT (RAD) METHODOLOGY

Rapid Application Development is a type of Agile software development model that is

considered to be a progressive development model, which gives more importance to
rapid prototyping and speedy feedback over a lengthy development and testing cycle.

The advantage of using this model is that it allows developers to make multiple
iterations and updates to a software quickly, without requiring to restart a development
schedule from scratch every single time.

RAD is considered to be a methodology that requires minimal planning that will in-turn
favour rapid prototyping.

Figure no 1: Rapid Application Development

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Prototype: A prototype is a working model that is functionally equivalent to a
component of the product.
Step that are included in Rapid Application Development:
• Phase 1: Requirements planning
• Phase 2: User Design/Prototype
• Phase 3: Rapid construction
• Phase 4: Cutover
When to use Rapid Application Development?
• When you need a project done quickly
• When you can reliably rest your prototypes

As the system contains many modules that binds together to work as a

complete application, phased development-based is the best methodology to
anticipate this problem where it breaks an overall system into a series of
versions, which are developed sequentially. Thus, a system prototype will be
developed based on one module after another. The analysis phase identified
the overall system concept then categorizes the requirements into a series of
versions. Besides, the visibility of layout in window-based applications is one
of the critical parts. This allows the author to identify navigation and usability
problems when developing one of the modules before spending a lot of time
developing the entire system completely. Once version 1 is implemented, work
begins on version 2. Additional analysis is performed based on the previously
identified requirements and combined new ideas and issues that arose from
the user’s experiences with version 1.

The advantage of phased development-based methodologies of quickly getting

a useful system into the hands of users provides business value sooner to the
user. Moreover, because users begin to work with the system sooner, they are
more likely to identify important additional requirements sooner. These are
some of the reasons why the author chooses this methodology for the
development process.

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PROJECT PHASES

There are four phases in the project activities which comprise of:

i. Planning:
- The problem faced by the chosen shop is identified and the
solution is proposed
- The objectives and scope of the project are defined clearly
- The project activities are planned according to the time frame

ii. Analysis:
- Data is gathered and analysis on literature is done

iii. Design:
- Data is gathered and analysis on literature is done
- Interview session with Rahmath Store are conducted for
requirements collection purposes

iv. Implementation:
- Coding of the project is initiated until the system is completed
- Testing is carried out to test the usability of the project
- Make it available for the user

DATA COLLECTION METHODS

In the first part of the project, research and gathering information play a role.
Two research methods used in the project are:

i. Interview: conducting interviews with the owner of Tokyo

Gadget Store to see whether the system is useful for them as
well as gathering information on the requirements of the
system
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 ii. Searching on the Internet: basic information about existing
Sales and Inventory System and how to develop inventory
tracking system in general.

TOOLS, MECHANISMS AND SOFTWARE

In the second part of the project, tools that are used to develop the system are as
follows:

i. Microsoft Visual Studio 2019

Microsoft Visual Basic is an integrated development
environment (IDE) from Microsoft. It is used to develop
console and graphical user interface applications in both
native code and managed code for all platforms supported by
Microsoft Windows, Windows Mobile, Window CE, .NET
Framework, .NET Compact Framework and Microsoft
Silverlight.

ii. Microsoft Access

Microsoft Access also known as Microsoft Office Access is a
database management system from Microsoft that combines
the relational Microsoft Jet Database Engine with a graphical
user interface and software-development tools. It is a member
of the Microsoft Office suite of application included in the
Professional and higher editions. Microsoft Access is used to
develop application software and supported by Visual Basic
for Applications
iii. Online Project Management (Smartsheet.com)
iv. Diagram Tools (Dia)
v. Microsoft Project Professional Office
vi. SQL Server Management Studio 2014
vii. MySQL
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 viii. Just Color Picker

PRELIMINARY STUDY

Interview and Observations

i. Background of Interview
I’m Thomson Dy, 23 years old, I started doing business when I was 18 back
when I was in manila. I put up my min restaurant in Quezon city since my mon
has her restaurant in Bicol and I learned a bit from her. That’s when I started
to have an interest in doing business and up until this day I have discovered
my skills in business, especially in retail. Tokyo Gadget started last October
2020 when there was a hype of digital-based technology like computer and
the like it.
ii. Purpose of Interview
• To uncover further problems regarding POS and Inventory
management using manual ways
• To understand the current methods and approach being used in doing
daily sales transaction by the staffs
• To identify the main features or functionalities to be integrated into the
project prototype

iii. Interview Question

1. What is the current method of recording Inventory Products and Sales
on the Tokyo Gadget Store?
2. What’s the problem faced by the store in managing inventory and
sales?
3. Did the customer complain about the product they out of stock?
4. How do you monitor the performance of the store?
5. What if the customer wishes to exchange the item purchased?
6. Why never use any system in doing business?
7. Will you use a system that will help you in managing the inventory and
your sale?
8. What are you requirement in the system to be development?
iv. Summary of Interview Results
1. The current method that Tokyo Gadget uses now is more on paper.

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2. The problem is more about managing the Inventory of Products that
(In and out) the daily sales and same time we encounter a problem in
sale management and inventory management that done by our
employee like their lose item base on inventory but we can never find
it where have been even we look at the receipt and on lab book we can’t.
Then only we can think is done by my employee I can only think on
scenarios on that case. We can’t judge our employee if we don’t have
any solid evidence to prove that our employee is guilty.

3. We always encounter a customer looking for a specific product or

product that is on lap book but doesn’t have stock in the store. When a
customer needed a product that we don’t have on our lab book we can
only if he/she what to order that product but he/she need to pay 50%
price of the total price of the item the customer what to. When
encounter a customer looking for a product but we out of stock what
we do is write it on a blackboard the product needed to re-stock.

4. By looking at sales report that sends on messager. We give a task to our

employee that always sends the daily sale when they close the store
every night in that way we can see daily what is the sale on store and
we as our on chat or call on the situation of the store on that day.

5. Our store has a rule the 2-week replacement for all Item with that to
weeks if customer what replace the Item we ask for the reason why
they what to replace the item, if the item is manufacture defective
product we offer to the customer a replacement on the same product
but if the customer doesn’t have them to replace the item a refund the
money we allow that we just ask for customer permission for basic
information like name, reason, and signature and we ask for the receipt
of the product that they buy if they don’t have a receipt we ask to just
back get the receipt if they say that the loss we do not allow that and
we deeply explain our rule.

6. I wanted to use and modernize the current system that we use but do
not have on my plan right now.

7. If the Software is very helpful in managing the Sale and Inventory. I use
it for my business is big help managing the business you can do many
things and big help because I do many things just to monitor may store
in Bicol.

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 8. What I want is online and when you login in the system and the data is
online for me can access the system even if I home or I out of town I can
easy to access just need internet and I what that attendance of my
employee for me can monitor my employee performance.

The system has an inventory table and admin and employee access for
the security of data, system is simple and easy to operate even the user
the gonna use the system can easily use it. The database I want the data
can see daily sales, weekly can generate report to the sale inventory
report monthly. The data can print in a table.

PLANNING

An interview was conducted with Tokyo Gadget Store’s owner about his opinion on
the need for a Sales & Inventory Management System. The interview also hints about
the proposed system of how they would respond if a system is available.

System Request- Sales and Inventory Management System

• Project Sponsor
The person who initiates the project is the owner of Tokyo Gadget Store and
the workers together with the owner serves as the primary point of contact
for the project.
• Business Need
This project has been initiated to develop Sales and Inventory Management
System to provide a better way of inventory control and tracking therefore
store can manage the movement of goods more efficiently.
• Business Requirement
The system will be the first system used by Tokyo Gadget Store thus it will be
made as offline system. The system provides enables the owner to keep track
on the inventory level of each goods with presents of database. The
functionalities that the system should have are as follows:

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  User Log in
 Admin Log in
 Manage Sale
 Add Item at Inventory Database
 Update Inventory Database base on POS
 Delete allow Delete item Inventory Database only Admin can delete
 Generate Report on Sales
 Generate Report on Inventory
 Notification om low Inventory level
 Calulate Sale

• Business Value
Author expected that with this system, the users able to process customer
transaction easily with minimal error or zero error. Furthermore it is going
to be more efficient in managing inventory and sales data because all data in
available in database.

• Special Issues or Constraints

Tokyo Gadget Store needs to familiarize in using the new system in their day
to day business activities

Feasibility Analysis

i. Technical Feasibility
Technical aspect is the most important part in the system development. As
the system is offline based, visual basic will be used to develop the interface
and the functions of the database. For the database aspect, Microsoft Access
will be used which will link the system interface with the data storage.

The exposure gain in ‘Business System Development’ subject through course

curriculum has given the author the credibility to develop the program as
specified. Moreover, online tutorial on system development also vastly
available on the internet which will helps author in development stage.

ii. Economical Feasibility

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 Basic analysis has been done in investigating the economical feasibilities of
the project. The financial analysis demonstrates that the new system will
reveals a positive economic feasibility. In term of software designing and
license, it can be found on open source in the Internet thus, owner does not
need to purchase the software from the vendor.

New system will be requiring extra cost on the hardware implementation

part. Looking at current situation of the store, the owner has to purchase a
desktop to use the system and also bar code scanner to scan the barcode of
the products.

In term of special staff training, the new system will not need any extra cost.
Normally, newly develop system will need for special training for the user,
however in this case the system the handling part is very easy and eliminate
the need for training. Besides, a friendly interface makes staff work with less
stress.

Even though initial cost of implementation is quite high, the owner will enjoy
the benefits of switching to the new system in a long term in term of
efficiency and effectiveness of business operation. Firstly, they can reduce
the cost or the loss incur due to overstock of food based products that have
expired date. Secondly, the system also reduces the risk of having products
that out of stock in the store will eventually cause the customers to find the
products in other store. Besides, customers satisfactions also expected to
increase as the system will provide them with proper receipt for references
upon implementation.

Turnover rate of each items reported by the system also helps the owner to
make appropriate inventory level decision of the item precisely. Apart from
all the benefits, costs related to manual works and documents required to
maintain the inventory level will be reduce and eliminated gradually as all
the data will be stored in the database.

iii. Operational Feasibility

The risk of familiarity with the application is medium because the users/staff
never used to computerized system. Thus, there is a need for brief
introduction on handing the system in order to implement the system.
Besides, as most of the staffs in the store are not IT literate, the to-be system
will be user-friendly and easy to operate.

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 Administrator: The administrator will have easier access of inventory data
and update it. He prints out daily and weekly statistical report to check on
the store business performance.

The Staff: The to-be system will ensure the transaction handle by them will
directly send to database. Thus, the staff will gain advantage upon the
implementation of the system as this can reduce the human-error by
calculating the transaction manually and compare it with the amount of
money in the cashier and the inventory level available.

Functional Requirements

After the staff interviews and the study carried of the documents, the functional
requirements of the Tokyo Gadget Store were identified. The functional requirements of
the system vary for each user group. Hence the functional requirements of the system are
categorized for each user. The following are the functional requirements of the system.

Administration Functional Requirements

The CEO acts as the system administrator.

– System login function, with password change functionality after login
– Create new user of the system with staff details, limit their privileges according
to their job description
– Add new item and category into system product list
– Edit and update product prices
– Remove item and category from inventory with precautions message
– Delete and update system users
POS Manager Functional Requirements
– System login function through the user interface and change password after first
login.
– View inventory status
– Products search function by product code or by product name or by product
category
– Check bills generated for the day
– Check money transaction for the day
– Check the bills cancelled
– Check returned products
– Generate sales-trend graph.

Inventory Manager Function Requirements

– System login function through user interface and change password after first
login

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 – Add product details and prices into the system
– Check the inventory status, minimum and maximum stock point and order point
– Update the inventory according to the sales done in previous day
– Create inventory reports of items category-wise, price-wise
– Generate inventory-trend graphs.

Salesmen Functional requirements

– System login function and change password function
– View the inventory status
– Product search function by product name or product code or product category
– Create purchase order entering purchase details
– Cancel the bills in case of error in entering the details
– Enter the product details for the returned order.

Users’ transaction requirements

The operations operated over the database objects are transaction. The minimum required
user transactions are described in this section which should be implemented during
physical database design process. The transaction requirements for the company were
discovered during the company’s document analysis and fact collecting techniques used
to collect user’s views and ideas about the system.

Data entry
Enter the detail of suppliers
Enter the details of products
Enter product category details
Enter product brand details
Enter product store details
Enter new and existing staff’s details
Enter role details of each staff
Enter customer details.
Enter order, order details.
Enter dispatched order details.
Enter payments details.

Data update/deletion
Update/delete staff details.
Update/delete product details.
Update/delete product category details.
Update/delete product brand details.
Update/delete product store details.

Update/delete order, order details.

Update/delete customer details.
Update/delete supplier details.

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 Update/delete payment details.

Data query
List the details of staffs.
List details of each staff roles.
List details of suppliers.
List details of each product.
List products in stock.
List products reaching minimum stock level.
List products hitting re-order level.
List products by category
List available category details.
List products by brand
List available brand details.
List products by store
List available store details.
List customer details.
List all incoming order details
List all dispatched order
List payment details for recent orders
List orders with credit payments and customer details
List total number of order.
List orders with full payments (balance 0).

In this chapter, the required users’ transactions are described. The reports that need
to be generated using the systems are described in this chapter. The design of the
reports shall be designed by the physical designer meeting the needs of the
company’s current report formats.

Nonfunctional Requirements

I.Software Requirements
a) MS Windows 2016 higher
b) MS Access
c) MS C#
II.Hardware Requirements
a) Pentium-II 500 MHz
b) 300 MB hard disk space
c) 256 MB RAM
d) 10Base-T Network Interface Card

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 e) Laser Printer
III.Security Requirements
a) User name and Password identification for all users
b) MS Windows Primary Domain Controller

IV.Reliability/Survivability Requirements
a) 8:00am – 9:00pm availability on those days
b) Data restoration within 24 hours of data loss
c) Daily/Nightly back-ups of database
V.Interface Requirements
a) Simple interface
b) No large user manual required
c) Short training session
VI.Lifecycle Requirements
a) System upgradeable
b) Development time < 6 months

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System Flowchart

This is the logical structure that represents the blue print of proposed system in other words,
it defines as the algorithm of the software in a concise and logical order. The process design
is represented diagrammatically in the form of system flow chart as shown below

Figure no 2: Process Flow Diagram

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Figure no 3: Sequence diagram

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Figure no 4: Subsystem Decomposition

Figure no 5: Login Screen

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Figure no 6: Registration

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 Figure no 7:Home Menu

Figure no 8:Manage Product input/view/delete

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 Figure no 9:Module Product

Figure no 10:Manage Category

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Figure no 11:Module Category

Figure no 12:Manage Brand

Figure no 13:Module Brand

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Figure no 14:Stock Module

Figure no 15:Stock History

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Figure no 16:Product List

Figure no 17:POS Menu

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 CHAPTER 4

RESULTS AND DISCUSSION

The Framework of the System

Reference
Choice of Programing Language
https://docs.microsoft.com/en-us/dotnet/csharp/programming-guide/
POS history
https://ehopper.com/articles/what-is-
pos/#:~:text=History%20of%20POS.%20To%20answer%20the%20question
%20%E2%80%9Cwhat,accounting%20books%20and%20also%20keep%20
their%20money%20safe.
All Icon download
https://icons8.com/icon/set/shopping%20cart/nolan

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