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Simplified Barcode-Based Point Of Sales And Inventory Management System

With Replenishment Decision

Article · September 2022

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Edward Panganiban Jenefer Pimentel Bermusa

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 INTERNATIONAL JOURNAL OF SCIENTIFIC & TECHNOLOGY RESEARCH VOLUME 9, ISSUE 03, MARCH 2020 ISSN 2277-8616

Simplified Barcode-Based Point Of Sales And

Inventory Management System With
Replenishment Decision
Edward B. Panganiban, Jenefer P. Bermusa
Abstract: The world today is full of innovations. Every year, people can see and discover different inventions such as gadgets, machines, electronics,
and many others which are timely in this generation which makes these inventions to become life easier. Technology is used mostly by people in
schools, jobs, and offices every day. Through this, the authors established a paper that applied technology for grocery stores. The grocery store
companies have many targets. Through their business plans, they typically detail those targets well before the start of new fiscal years. These
companies can best reach their goals by staying customer-focused, offering their customer-wanted products and services. That is why most grocery
store firms also developed comprehensive marketing plans to achieve their key goals. Marketing strategies help the owner identify their target customers
better and shop the concept better. With these problems, the researchers came up with an idea, which is to develop a system entitled ―Simplified
Barcode-based Point of Sales and Inventory Management System with Replenishment Decision‖. The main purpose of the study is to help the groceries
in inventory, quantity, and sales as well as in receiving reports promptly and to give a better and exclusive way for communication. The researchers
developed the system based on the conceptual framework and system architecture established after determining the problems in the existing problem.
The researchers used alpha, beta, and acceptance testing in order to test the functionality of the system. The functionalities of the system were
conducted that serves as a testing process. During the pilot test, the respondents rated the system into a ―strongly agree‖ description in terms of its
functionality, reliability, and usability which confirmed that the system accomplished its objectives.

Index Terms: Point of Sales (POS), inventory, management, barcode, computerized, simplified, replenishment
——————————  ——————————

1 INTRODUCTION
The grocery store companies have many targets. Through The barcode consisted of dark bars and spaces read through
their business plans, they typically detail those targets well a barcode scanner. The barcode scanner then produces a set
before the start of new fiscal years. Such businesses can of unique numbers. This system can maintain and organize
better achieve their targets by remaining customer-focused, records and can also create multiple accounts for security
delivering their customer-wanted products and services. That reasons. Finally, this study was conducted to make the
is why most grocery store companies have built detailed inventory management system simple as much as possible in
marketing plans to achieve their key goals. Marketing accordance to the demand of the client.
strategies help the owner identify their target customers better
and the definition of the shop. To improve the current system in 2 METHODS
some small grocery stores, the researchers established a study
entitled ―Simplified Barcode-based Point of Sales and Inventory 2.1 Conceptual Framework
Management System with Replenishment Decision‖ for a Figure 1 shows that if the client will purchase to
grocery store. A Real-time Tracking Point of Sale, Inventory and
Sales Management and an upgraded system was established to Admin/Owner/Staff and accepts it after the client requested for
the Grocery Point of Sale, Inventory, and Sales Management purchase. After that, the Admin/Owner/Staff will log in to the
System. The system allows the administration to manage and system and the system will send requests from the database
track the stock and sales. The system also can maintain and and then the system responds if account exits and can retrieve
organized records according to the desired outcome. It can also password if ever forgotten. After logging in, the
create user accounts for security reasons. It also has the admin/owner/staff can manage inventory by adding, updating
following additional features: User-Friendly, CPU-Friendly, Data or deleting inventory records the same with sales. The system
Safety, Special Roles and Permissions. The established system can generate receipts and sales reports. The system can also
used a barcode system integrated with an inventory view all the inventory and sales management. The system only
management process for records keeping of products. allows the admin/owner/staff to be the user.
Barcode technology is a marking system with spaces and bars
that are written side by side on the item, such as paper.

__________________________________________

• Edward B. Panganiban, Ph.D. from Isabela State University is currently

pursuing his second doctorate degree of Ph.D. in Electronics
Engineering at Mapua University, Manila. He was a former College
Dean of AMA Computer College – Santiago City Campus. E-mail:
[email protected]
• Jenefer P. Bermusa is from AMA Computer College Santiago Campus,
Isabela. E-mail: [email protected]

Fig.1 – Conceptual Framework

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and pattern) represent letters and numbers in a form that a bar

2.2 System Architecture code reader can easily recognize and decode [7]. This system
Figure 2 shows that if the client will purchase to Cashier and involves barcode technology for simplification purposes. In
accepts it after the client requested for purchase. After that, addition, this study includes expiration date to help the stores
the Cashier will barcode the item to generate the system and determine what products are to be disposed ahead of time.
the system will send requests from the database and then the Forecasting the products expiration date is very important to
system responds to the product description and price. After decide what to do and for the inventory control. In inventory
payment sales will generate in the database. After that, it will management, the control of inventory is very significant.
print the official receipt. Control can be managed through its expiration date. A
significant percentage of the food products have finite lifespan
and when these commodities reach their expiry dates, the
degradation risk keeps increasing and nears 100 percent at
their expiry dates. Once the people buy these kinds of goods,
they also verify the best before date of the commodities and
seek to purify the chase that is later than the expiry date
before they can keep the goods for a considerable period of
time. Consequently, in addition to the appropriateness of a
product's price, the maturity date of the item is equivalently
essential in order to retain customers throughout purchase or
sale [8]. Every product has an expiration date especially on
food products. Food products may not be ideal in fairly good
Fig.2 – System Architecture condition for humanity after this time period. Therefore, within
their lifespan, suppliers / vendors want to market this kind of
3 LITERATURE REVIEW items. If they are unable to sell these products within the
Most companies requires an inventory system whether manual maximum lifespan, then they completely lose the amount
or computerized. This process in their workplace is very spent. Hence, the researchers made a point of sale system
important to keep track of their products that includes raw with an inventory system that includes the validity of the
materials, office supplies, goods and other tangible things. The products. Through this system, it can monitor products which
inventory system is made use for predictability, demand are near to its expiration date. This will serve as an aid for the
fluctuations, supply reliability, price protection, and discounts. replenishment decision to be made by the company
Inventory can be made work-in process, raw materials and management. This system will be of big help most especially
finished goods [1]. In grocery stores, this kind of system must to the grocery stores to avoid spoiled items and to maintain the
be used to monitor the availability of the products being sold. quality of their products
Computerized inventory system starts with Point-of-Sale
(POS) system. POS system serves as an aid for the regular 4 RESULTS AND DISCUSSION
monitoring of the products, the status of the orders, the This paper conducted a research about a point of sale
percentage of stocks available, and warehouse inventory [2]. inventory management system which includes the feature of
More research shows that a POS device streamlines the inclusion of expiration date in the system. This expiration date
process of loading inventory into a database after transactions is very essential for the replenishment decision strategy and to
have been completed, allowing companies to manually handle sustain the quality of the products being sold. The major
inventories [3]. POS information can also be used to produce component of this study is the development of software and its
projected sales trends based on prior request. This could evaluation. The next discussion are the results of the
affect work orders which "should then be measured as to how developed software and the evaluation of the system as to
much customers are likely to expect, so POS results can be functionality, reliability and usability.
used to anticipate what consumers will purchase" [4].
Projections are a very powerful tool when determining how to 4.1 Software Development
price goods and when to add or remove additional products Figure 3 is the actual interface of the system administrator.
because the level at which items are sold is known. A POS The system administrator is also the system user. The
system is a way of automatically gathering and aggregating interface displays several functions of the system such as the
sales data, that can then be used to provide a multitude of administrator account function which manages all the
sales figures including: regular reports with historical administrator account kept in the database. The Create New
information, one-month trend statistics, highest level-selling user Account function is used to create an account when a
types, edge-margin customers, top-margin products, client new staff will come. The user management function used to
category by revenue, highest-selling goods and day-to-day manage the staff’s account. Inventory Management used to
sales [5]. Inventory management system can provide reliable manage the products. The Low stock notice will glow red if
and existing inventory reports based on sold and damaged there’s a low stock product. The reports function used to report
goods which can be accessed either from a company the transaction receipt. The interfaces also display the name
computer (software package) or through a POS terminal of the current logged in account in the system. The current
(Software as a Service) [6] Almost all grocery stores employed date and time are also displayed on the administrators’
barcode technology as an alternative to keyboard entry. A bar interface. The logout function allows the administrator to exit
code is a component of Advanced Authentication Systems from the system.
storing data in real time. This is a sequence of vertical bars or
a visual strip pattern that can (largely depends on the length
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4.3 Final prototype

Figure 5 is the prototype result of the established study. The
figure includes the system hardware components used. The
system software is installed on the server. The display screen
serves as an output device for managing and viewing the
records in the system. The barcode scanner is used to capture
the barcode of the Product ID. The thermal printer is used for
printing the receipt with a barcode. The system keyboard and
system mouse are used to navigate the system.

Fig. 3 – System user interface

4.2 RESULTS OF TESTING

Administrator’s account registration test
The account creation tests were conducted for accounts of
administrators and sub-users as illustrated in Figure 4. The
table shows 3 examples of system administrator’s account and
2 examples of sub-users that were successfully created in the
system’s database. The UserID column pertains to the
database account ID per record stored in the database. The
LASTNAME and the FIRSTNAME columns are the personal
information of the account Staff. The Role columns are about
the registered staff to be utilized by the system administrators Fig. 5 – Final prototype
and sub-users when opening or accessing the system. The
Status column is about the user status that is active. The table 4.4 Software Evaluation
is a detailed summary of the administrators and sub-users Evaluation forms were given to the respondents to weigh in
account wherein tests were done to verify its reliability. the system’s functionality, usability, and reliability. The number
of respondents was 50 which composed of customers using
the statistical analysis used is the 5-point Likert Scale. Table 1
illustrates the average perception of the respondents based on
the functionality of the system. The results showed that most
of the respondents strongly agree on the questions related to
functionality with an overall weighted average of 4.59. On the
other hand, table 2 is a tabulated perception of the
respondents pertaining to its usability. The summarized result
showed an overall weighted average of 4.70 which indicates
that the respondents describe the usability of the system as
Fig. 4 – Account creation test for system user
―strongly agree‖. Lastly, table 3 is the tabulation about the
perception of the respondents in terms of the reliability of the
Encoding and Printing of barcode
system. The overall weighted average of 4.64 points out that
For encoding and printing of barcode, figure 5 shows sample
the respondents strongly agree that the system is reliable.
18 instances that were successfully encoded and printed. The
BARCODE column is the barcode of the product per record.
Table 1. Functionality Evaluation Result
The Product ID, Quantity, Product Description, Category, Cost,
Weighted
Price, Re-Order Level, Date columns are about the information Criteria
Average
Description
of the Product. The table showed that the issuing of barcode The system registered new Strongly
and recording has obtained the desired output. 4.69
accounts easily and securely. Agree
The system shows an error
Moderately
message for the unsuccessful 4.35
Agree
registration of accounts.
The system displays the
Strongly
product number when the 4.63
Agree
product barcode is scanned.
Strongly
Overall Weighted Average 4.59
Agree

Table 2. Usability Evaluation Result

Weighted
Criteria Description
Average
The system is simple and
4.58 Strongly Agree
understandable.
Fig. 5 – Issuing of barcode and recording test The system needs less
4.87 Strongly Agree
supervision.
The system’s functions can 4.64 Strongly Agree
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be remembered easily.
Overall Weighted Average 4.70 Strongly Agree

Table 5. Reliability Evaluation Result

Weighted
Criteria Description
Average
The system is still
Strongly
operational even with 4.69
Agree
encountered.
The system can be
Strongly
restarted once there is a 4.72
Agree
failure of functions.
The system keeps a
Strongly
complete and reliable 4.65
Agree
record after recovery.
The system can back-up
and retrieve records Strongly
4.52
when there is a power Agree
failure.
Overall Weighted Strongly
4.64
Average Agree

4 CONCLUSION
Based on the conducted software development and its
evaluation, it was proven that the project system entitled
―Simplified Barcode-based Point of Sales and Inventory
Management System with Replenishment Decision ―operates
its intended functions and it is an effective system in
monitoring inventory and sales management. It was tested in a
grocery store and rated with strongly agree according to its
usability, functionality and reliability. This system also includes
expiration date entry for replenishment decision purpose and
for the maintenance of the quality of the products. This study
concluded that it is a must that expiration date must be
embedded in any inventory system for companies with food
products. This will not only for the quality of the food products
but also for the safety of the customers.

5 REFERENCES
[1] M. Muller, Essentials of Inventory Management Third
Edition. 2019.
[2] R. Shapiro, ―How to Use POS Data in Demand
Planning,‖ J. Bus. Forecast., vol. 27, no. 4, pp. 36–38,
2008.
[3] J. Casison, ―Retail Technology Update 2013,‖ Gift.
Decor. Accessories, vol. 114, no. 8, p. 36, 2013.
[4] Ro. SImon, ―The ABCs of point of sales (POS) data,‖
J. Bus. Forecast., vol. 27, no. 4, p. 4, 2008.
[5] J. Polanz, ―Your POS Shopping List,‖ Today’s Gard.
Cent., vol. 8, no. 5, p. 20, 2011.
[6] M. Cote, ―The Power of Point of Sale,‖ 2015.
[7] G. Singh and M. Sharma, ―Barcode technology and its
application in libraries and Information centers,‖ Int. J.
Next Gener. Libr. Technol., vol. 1, no. 1, pp. 1–8,
2015.
[8] M. A. A. Khan, A. A. Shaikh, G. C. Panda, I.
Konstantaras, and A. A. Taleizadeh, ―Inventory system
with expiration date: Pricing and replenishment
decisions,‖ Comput. Ind. Eng., vol. 132, no. April
2018, pp. 232–247, 2019.

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