School Supplies Point of Sale and Inventory System

April 4th, 2019

J Collin Guidry
Table Of Contents
Table of Contents
School Supplies Point of Sale and Inventory System ................................................................... 0
Table Of Contents ......................................................................................................................... 1
Overview ....................................................................................................................................... 2
Objectives ..................................................................................................................................... 3
● Deliverables ...................................................................................................................... 3
Specifications/Requirements ........................................................................................................ 4
● Actors ................................................................................................................................ 4
● Logins ............................................................................................................................... 4
● Use Cases ......................................................................................................................... 6
○ Login ............................................................................................................................... 7
○ Customer Login .............................................................................................................. 8
○ Employee Login .............................................................................................................. 9
○ Access and Edit Inventory ............................................................................................ 10
............................................................................................................................................. 10
○ Customer View ............................................................................................................. 11
○ Checkout and Receipt .................................................................................................. 12
............................................................................................................................................. 12
○ Purchase History (Customer) ....................................................................................... 13
○ Create an Account ........................................................................................................ 14
● Navigation ....................................................................................................................... 15
● Data Design .................................................................................................................... 17
● Usability Assessment ...................................................... Error! Bookmark not defined.
● Testing .............................................................................. Error! Bookmark not defined.
● Development Environment ............................................. Error! Bookmark not defined.

1
Overview

Our project’s goal is to create a functioning windows application that works in tandem with
a local Microsoft Access database. This project is directly concerned with the legal sale
of the items being sold by School Supplies. In theory, an application of this sort could be
used in a business across multiple computers operating on the same local network. The
application login form allows two user types, users and employees, to be directed to
different forms within the application. Our application will feature a form for customers
which displays School Supplies item inventory, a description of each item, a price per unit
of each item, and a means for the customer to select the quantity of each item which they
intend to buy. The inventory will contain a variety of common office or classroom related
items. Our application will then generate a receipt for the customer’s order, and
simultaneously logs a transaction in the system. Customers may also create an account
with the “New Customers” form, which stores information into the “Customers” table inside
of our database. Employees can also log in to view tables within the database. Once the
transactions table has been populated by customers, employees can see each
transaction, as well as the level of inventory for each item. As our inventory is being sold,
the system will automatically change the inventory levels by subtracting quantity of each
item in a customer’s order from our companies’ total supply.

2
Objectives
The main objective for this project is to design a working point of sales application for a
company that sells school supplies.

● Deliverables
○ Actor type selection screen
○ Working Logins for Customers and Employees
○ ‘Create an Account’ and login form for New Customers
○ Employee and Customer views with unique functions
○ Select item(s) form connected to database
○ Checkout and receipt

3
Specifications/Requirements

● Actors
There will be several different ‘actors’ (user types) using the POS interface:
○ Returning Customer (customer)
○ Should be able to log in using previously created username and
password stored within the database
○ New Customer (customer)
○ Should be taken to the New Customer Form to fill out the
necessary info for a customer account
○ Employees (employee)
○ Should be able to view and change inventory values within the
database from the employee form

● Logins
Once the application’s login form is displayed, the user will be prompted to login or
to create a new account. The provided information will be checked alongside our
database to ensure the user receives the appropriate interface based on whether
they are a customer or an employee.
○ Employee Login
○ System will automatically detect login information that corresponds
to an employee within the database
○ Gains access to Transaction History, Inventory, Customer
Database, and Order History
○ Transaction History- tracks the transaction ID, an Item’s name,
quantity, price, and description, as well as the associated customer
email
○ Inventory- allows employee to view pricing of items, item ID’s,
associated item names and descriptions, and to edit inventory
levels of items

4
 ○ Customer Database- allows employee to see basic information of
customers such as first name, last name, account email, and
account password, and billing information
○ Customer Login
○ Existing Customer- returning customers can enter their login as the
information has been stored in our database from their previous
visit
○ New Customer- new customers will be redirected to another form
that will allow them to create their account
○ Once the customer’s account information has been accounted for
the shopping may begin!

5
● Use Cases

The Use Case Diagram shows which actions are available to the user based on
their classification within the database, i.e. whether the system detects an
employee or a customer.

Figure 1: Use Case Diagram

6
 ○ Login

Before any purchases or changes are made, the customer or employee will enter
their login credentials on the Initial Login form or create an account if the user is a
new customer.

Figure 2: Login Form

This login form serves as the entry point for the application. When opened,
the user will be greeted by the platform and prompted to login into their shopping
account. Based on the entered information, it will check with our database and lead
to 3 options: the Create an Account form, the CustomerView form, or the
EmployeeView form.

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○ Customer Login

Figure 3: Customer Login View

8
○ Employee Login

Figure 4: Employee Login View

9
 ○ Access and Edit Inventory

After logging into the login screen, the employee will have access to all the
necessary information needed to do their job.

Figure 5: Employee Inventory Interface

This form is the initial view employees will see once logging in. From this
form, employees will have access to information such as Inventory levels,
Transaction History, Order History, and the Customer Database. The drop-down
menu serves as a simple and ergonomic way for the employee to easily traverse
through the information tables for the one he/she may need.

10
 ○ Customer View

Once the customer logs into their pre-existing account, they will be taken to the
CustomerView.

Figure 6:CustomerView/Shopping Interface

This form

11
○ Checkout and Receipt

Figure 7: Customer Receipt

12
○ Purchase History (Customer)

Figure 8: Purchase History

13
 ○ Create an Account

New Customers will be taken to the New Customer Form where they will insert
their information, create an account, and log in from there. Then they can access
the store and begin shopping!

Figure 9: New Customer Form

14
● Navigation
Navigation throughout the system is shown below.

Figure 10: Navigation Diagram

15
● Data Design

17