CHAPTER ONE

INTRODUCTION ABOUT SYSTEM

1.1 Introduction to Inventory Management System

The project Online Inventory Management System is a complete web-based application
designed. The main aim of the project is to develop Inventory Management System in
which all the information regarding the stock level, sales and purchase of the organization
will be presented. It is an online based application which has only single user component to
keep the record of products and manage the overall inventory of the system.

The application is based on the management of stock and other records of the organization.
The application contains item details, sales details, purchase details and the available stock
that are presented in the organization.

This system has very simple user interface, which can be easily operated by the user. The
main theme of my project is to upgrade from manual recording system of items to digitized
system. While opening the system first login screen will appear and then after the
occurrence of login page if valid data is passed then main dashboard or homepage of the
system will appear where every other functionality of the software can be seen such as
adding items, sales details, purchase details, search feature and report etc. These are kept in
a menu format for easy access. User/Admin can make changes and manipulate the products
accordingly.

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 1.2 Introduction of the organization
Ankita Books and stationery is a stationery store which is located at Sundar bazar
Lamjung and was started in 2066 BS. It has established the name on the around local
market with the quality stationary products at a reasonable price. Now, its aims to
digitalize the organization, and feels need of a digitalize System.

1.3 Problem Statement

At present context of the organization uses manual record keeping system for handling the
stationery items. This often requires a lot of time and effort to keep the record of each
individual product in a daily manner. On other hand there is difficulties with the traditional
record keeping system via bill pads, registers and keeping track of the stock items
available in the stationery. With the increasing number of transactions, it is vigorously
hard to keep the records of purchased items, sold items, and stocked items. To keep track
of stock quantity and managing the whole inventory, it is necessary to start using the
digital application software. So, to digitalize the process of purchasing, selling and keep
track of the available items the organization has the need of an inventory management
system.

1.4 Objectives of the Study

The objective of this system is given below:

 To identify every inventory item and its associated information.

 To print reports properly.

 To properly store the customer and vendor details.

 To provide remote access facility that helps in work efficiency.

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1.5 Methodology

As we know different methodology can be applied for gathering required information, for
this work also, various research methods have been used to extract the information required
for the proposed system. Direct interviews with questionnaire and work process observation
are the some of the methods to gather the information required.

1.5.1 Project Framework

Project framework is a combination of processes, tasks, and tools used to transition a

project from start to finish. This chapter reveals the proposed method of implementing the
project. The important on this is systematic planning and implementation to complete
system on time.

Figure 1.1: Project Framework

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• Project Initiation

This is the first phase in the system development cycle where a reasonable topic that is
capable to solve the issue of the organization was selected. Work on the topic was started
after defining its objectives and scope. A written document as a project proposal was
submitted to the concerned faculty, stating the clear view about the organization, its issue,
recommendation, and requirement of the organization. To gather all these data required the
organization was visited. After the approval of the project proposal, the next phase was
started.

• Project Planning

In this phase the process involved in the overall development of the system and the
activities that must be performed as well as the strategies were defined. Division of the time
and work in different categories such as frontend, backend, data collection, organization
visit etc.

• Project Execution

In the third phase, the requirement documented were prioritized and the system view was
developed. Different types of feasibility were analyzed for the completion of the project
within the estimated time, budget and the resources required. The overall module of the
system was developed in this phase. The actual implementation was performed, and the
testing of the system was also executed. This phase was the longest phase.

• Project Closure

This is the last phase, in which the project is completed and formally closed. In this phase
the overall process and the achievement is documented and presented to the mentor. Project
Closure involves handing over the actual implementation view of the project along with the

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documentation including all the activities involve in project from scratch level to the
completion of the project to the concerned External and Internal supervisor.

1.5.2. Nature and Sources of data

Primary Source: Primary source includes observations, survey, interview, and

questionnaires. Interview with proprietor have helped to fetch huge amount of information
regarding the current scenario, problems, and future of the organization.

Secondary Source: The secondary sources used while competing this report are basically
different online articles, books, reports and websites. (Bell Electronics Corporation,2008),
(Cohen & Lee, 1988), (Riordan Manufacturing) were reviewed for preparing this report.
Important information about what an inventory management system does and how this
system enhance efficiency were gathered.

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 CHAPTER TWO

TASKS AND ACTIVITIES PERFORMED

2.1 Analysis of problem

As we know manual system is quite tedious, time consuming, less efficient, and less accurate
computerized system. It is essential to identify the major problem prior to doing anything. This
project tries overcoming the problem faced by the organization using manual record keeping
system. Privacy and data protection are increasing issues in the organization.so this project tries
to solve the above mentions problems and will also try to overcome them.

2.2 Analysis of possible solutions

The company most adopt the new strategy of record keeping system for each product
individually. This can replace the problem of manual record keeping system as a result it will
consume less time and in the other hand it is efficient.

2.3 Literature Review

Tim Crosby (2012) in his study on “How Inventory Management Systems Work” stated that
inventory management system is the rule in knowing which products are selling and which are
taking up shelf space for enterprises as well as smaller businesses and vendors.

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The system balances the goal of ensuring customers always have enough of what they want
against a retailer’s financial need to maintain as little stock as possible (Tim Zierden,2009) The
ability to track sales and available inventory, communicate with suppliers in near real-time and
receive and incorporate other data such as seasonal demand must be available in the modern
inventory management systems.

In Donald Reimer (2008) in his study states with the title of ‘Computerization is the key in
maintaining proper inventory levels. 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 reduction of fixing costly mistakes.
Spend management also will be improved as the system provide quick access to current and
historical pricing, cross-referenceable product codes and tools set for managing purchasing
activities (Zipkin, P.H., 2000). 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.
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 enables to proactively
identify and solve the issues. Anticipating in seasonal promotion and changing marketing
conditions by having the right products in stock for customers.

According to Anton Dolinsky (2010) on his article about ‘Barcodes, sales and inventory control’
stated that in the earliest days of inventory keeping, in order to forecast future needs, the
merchants wrote down purchases or looked down at how many units were gone at the end of the
day. However, this practice seems to be difficult to carry out after the Industrial Revolution as
the mass production became the main goals of business together with improving customer
experiences at the point of sale.

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2.4 Feasibility Study

The section is the evaluation of a proposed project to determine if its technically feasible,
feasible within estimated cost, and will be profitable. I created the following feasibility analysis
for the Online Inventory Management System of Ankita Books & Stationery Shop.

2.4.1 Technical Feasibility

The technical issue usually rose during the feasibility stage of the investigation. In the context of
Ankita Books & Stationery Shop, it helps to keep the records of products available in the
company. The current system is developed is technically feasible. It is a web-based GUI user
interface, so it is used as the online based system by user/admin. It provides the technical
guarantee of accuracy and reliability. The software and hardware requirements for the
development & deployment of this project are quite cheap.

2.4.2. Economic Feasibility

A system can be developed technically and that will be used if needed must still be a good
investment for the organization. In the economic feasibility, the development cost in creating the
system is evaluated against the ultimate benefit derived from the new systems. Financial benefits
must equal or exceed the costs. The system is economically feasible. Since the interface for this
system is developed using the existing resources available at the organization, there is nominal
expenditure and economic feasibility for certain.

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2.4.3 Operational Feasibility

Operational Feasibility was conducted to find out how well this proposed system solves the
problem of the organization. The system solves all the problem stated earlier. Operational
feasibility aspects of the project are to be taken as an important part of the project
implementation. Some of the important issues raised are to test the operational feasibility of a
project includes the following:

• Is there sufficient support for the management from the users?

• Will the system be used and work properly if it is being developed and implemented?

• Will there be any resistance from the user that will undetermined the possible application
benefits?

2.5 Requirement Analysis

Requirements analysis encompasses those tasks that go into determining the needs or conditions
to meet for a new or altered product or project, taking account of the possibly conflicting
requirements of the various stakeholders, analyzing, documenting, validating, and managing
software or system requirements
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2.5.1. Functional Requirement

Functional requirements for a system defined specific facilities to be provided by the system or
describe what the system does. Functional requirement for Online Inventory Management
System.
 For Users/Admin:
Users/Admin can register and logged into the application. After successful login to the
application, the authenticated user is presented with the inventory management working
dashboard. The user/admin can perform:
1) Can keep record of the available items to calculate the stock.
2) Can keep record of the sales and purchase of the stationery items.
3) Can generate the reports of the inventory.

Fig: Use Case diagram

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2.5.2. Non-Functional Requirement

i. Usability:

The system must be easy to operate and understand.

ii. Reliability:

The system must successfully add the purchased records of items and display the sales
records of items.

iii. Performance

The system must not lag. All the functions of the system must be available to the user
every time the system is turned on.

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2.6 System design
Design is the process of implementing software solutions to one or more sets of problems.
This part of the project consists of all he works performed from the very initial sketching pf
the outcome of the project to successful designing of the project.

2.6.1 Context Diagram

Fig: Level 2 DFD

2.6.2 ER-Diagram

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2.7 Implementation

Implementation is the carrying out, execution or practice of a plan. a method or any design. idea,
model, specification, standard or policy for doing something. This part will look at the
implementation of the system including the database and the main application. The database was
created first followed by the main application which was integrated with the database. This
system highlights the main feature of the system and how they were implemented.

2.7.1 Tools used

During the development of these system different tools will use. Mainly used tools will be used:

 HTML5

HTML5 is used to develop the frontend part for the web application developed in this
project, HTML helps to create the structure web pages.

 CSS3

In this project, CSS is used with HTML to create and format content structure of the web
pages.

 PHP

PHP is used to create the backend system of the web application developed in this
project, PHP works on data handling, validation & many more.

 MYSQL

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 MySQL is an open-source relational database management system. In this project,
MySQL is used to create the database for the web application developed in this project.

 Bootstrap 4.1.1

In this project, most common use of Bootstrap is focused on building the responsive
website.

 jQuery 3.3.1

In this project, jQuery is used to enhance the capabilities of the JavaScript, since it is
JavaScript library.

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2.7.2 The System Module

i. Login Page

In login screen an admin or user must submit username and password to get access over the
system. User can create their own username and can sign in and access the system.

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ii) Homepage

This is the home page of the application which is after login. Home page consists of various
options such as Add items, purchase, Vendor, Sale, Customer, search reports. User can choose
the option and can perform their task according to their necessities.

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ii) Add items Page

This is the Add items page where user can add the available items to the stock. Based on the item
number same product vendor details is also added on the vendor and purchase section.

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iii) Purchase Page

In this purchase page, the items added in the add items are updated with the purchased vendor
name and unit price to calculate the total cost.

iv) Vendor Page:

In this page the vendor details can be inserted which will help to keep track of purchase record.

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V) Sales page:

From the sales page user can sale the item to the customer. Customer details is received from the
customer page.

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Vi) Customer Page

From this page the user can add customer details that can be used to track sales data.

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Vii) Search Page

From this page all the data inserted can be viewed in an ordered mannered with the list of
available stock.

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Viii) Report Page

From this page user can generate and print sales, purchase and stock report and also can be
viewed in the table.

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2.7.3 System Testing and validation

2.7.3.1 System Testing

This part will look at the testing of the system developed to ensure it has met its requirements.
As a flexible methodology was adopted for the development the testing of the application started
during its development with bugs being fixed as they were discovered. After each section of the
application was completed, it was tested so that error could be corrected.

2.7.3.2 Unit Testing

Unit testing was undertaken during the actual implementation of the system. Each time some
code was written it was run and monitored for the bug. As bugs were discovered they were
corrected by adding additional code or modifying the existing code. Several bugs were corrected
by analysing the error messages and correcting them by changing the code. After development of
the system had been completed testing was also performed.

Test Cases Test Data Expected Output Success?

Incorrect Username Xyz Incorrect Username / yes

Incorrect Password 1234 Password
Correct Username bibek Incorrect Username / Yes
Incorrect Password bibek Password
No information Please enter yes
Username and
Password
Correct Username bibek Login Successful yes
Correct Password bibek1234

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2.7.3.3 Validation Testing

In this requirement established as part of software requirements analysis are validated against the
software that has been constructed. Validation can be defined in many ways, but a simple
definition is that validation succeeds when software function in a manner that can be reasonably
by the customer.

2.8 Major Findings

After the completion of this project, it is possible to get various information about different
organization and how they operate, their present as well as past situation, the status of
technology in their company and field of improvement on the behalf of the technology.
Nowadays technology is being widely used but not in satisfactory range. Ankita Books &
Stationery shop has been handling its record of products manually which does not seem too very
efficient. This system aims to provide effective and efficient service to the organization by
digitalizing the task performed in the organization.

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 CHAPTER THREE
DISCUSSION AND CONCLUSION

3.1 Discussion

The main aim of this project was to eliminate the manual record keeping of Products for Ankita
Books and stationery shop. Being through different difficulties and overcoming those difficulties
with the help from different sources this project has been successfully completed. Great effort
and time were spending on completing the project as per the requirement specified by the
organization.

Despite the challenges and problems, the project was completed in specified duration. This
project has helped me to get a practical knowledge of core HTML, CSS, JavaScript, PHP and to
use database in the actual real-world scenario. The project is finally obtained as an offline
inventory system which has eliminated the manual book keeping system and data recording
process of the organization and helped to maintain a systematic record of information of the
items.

3.2 Conclusion

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This project has helped me as it provided practical knowledge of not only web programming in
HTML, CSS, JavaScript and PHP, some extent of open-source frameworks for designing web-
based application, but also about all handling procedure related with project management.
Overall, it was a great learning experience for me by completing this project.

Despite the challenges and problems, the project was completed. After this project I have learned
a lot of things. The project is finally obtained as a system that can convert manual process of
record keeping of items into computerized system. It has simple user interface which can be
easily operated by the user. The implementation of this system in the organization will
considerably reduce record keeping time and maintain the stock availability.

References

Crosby, T. (2007, July 23). How inventory management systems work. HowStuffWorks.
Retrieved March 28, 2022, from https://money.howstuffworks.com/how-inventory-
management-systems-work.htm

Wikimedia Foundation. (2022, January 21). Inventory management software. Wikipedia.

Retrieved March 28, 2022, from
https://en.wikipedia.org/wiki/Inventory_management_software

Zierden, T. (2009, May 1). 4 keys to inventory management. F&I and Showroom.
Retrieved March 28, 2022, from https://www.fi-magazine.com/309238/4-keys-to-
inventory-management

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 APPENDICS

Questionnaire:

1. Does the organization use any kind of Inventory management of software?

2. If not, then would you prefer new software?
3. What kind of application would you want?
4. Before implementing software, what was used to record the information of products?
5. What are the drawbacks of the software?
6. What are the future plans of the software?
7. How would you rate your overall satisfaction with the interview?

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