Final > Copy Of Final

a presentation prepared by: Vincent Je Makiputin and Kristyl Mae Ortigas

ORGANIZATIONAL CHART

Store proprietor cashier

Sales person

Sales lady

Sales boy

Store person

driver

mechanic

1.1.2 JOB FUNCTIONS OF EACH EMPLOYEE PROPRIETOR •The owner of the company is the one who plans and coordinate all aspects of the operations of the store. CASHIER •Receives the customer’s payment for the ordered items •Calculate totals for cash and other takings at the end of each working day SALES PERSONS •Take the order of the customer •Assess customer’s needs and explain products to them which may involve the purpose of the item for which they may be used DRIVER •Deliver the ordered items to the client’s residence •The one who is responsible in delivering the stocks from the main dealer to their office MECHANIC •Assembles bikes and motor spare parts •Fix motor engines and other purchased items

STATEMENT OF THE PROBLEM When we conduct an interview through the assigned company, we found out that their problem is the reporting of the in and out their products. Their inventory reports are manually done. They don’t have ledgers of their products for them to recognize their in and of each items and for them to know their sales for that specific day. According to them, “if the area of the product where it is displayed is empty, meaning that item is out of stocks”. Some of their products are left behind the stockroom. With regards to this problem, the company is wasting plenty of money.

SCOPE AND LIMITATION The researcher limits his study on the inventory system with a little touch of their billing system. This study focuses on the in and out of products for the c0mpany to know their gain and loss for a specific day.

STATEMENT OF ALTERNATIVE SOLUTION “Yoyong motorcycle and bicycle parts” is recently using the manpower especially on the inventory sales which is a waste of time and a big waste of money. Through this problem, we recommend a computerized system for their inventory sales and billings instead of the previous system they use. With the use of computerized system, they will be able to recognize the in and out their products.

STOCK ROOM

NEW CUSTOMER ORDER

CUSTOMER ORDER VERIFICATION

Order processing system

PAYMENTS

CASHIER

receipt CONTEXT DATA FLOW DIAGRAM

2 copies

2.2 PHYSICAL DATA FLOW DIAGRAM

billing

CUSTOMER

STORE PERSON

payment

CASHIER

ENTITY RELATIONSHIP DIAGRAM CUSTOMER

IT MAKES

ASSIGN TO

SALES PERSON

ORDER PROCESS

BELONGS TO

CALCULATE TOTAL ORDER

CREDIT BALANCE

CEDIT RECORD

CUSTOMER

PAID CASH

CASHIER

ACCOUNTING ALL TRANSACTION RECORDS

RANK AND FILE REPORT

Logical data flow diagram

Item file

customer

Item record Customer order Add customer

New customer information Add customer record

order

Calculate total order Item total

cashier

Customer file

Pending order Produce customer Account information

Report file

Sales person

Item price

accounting

Transaction file

Accounts receivable

Order Pickling list

Stock room

Order processing system

Deliver order

customer

START

ENTER USER ENTER PASSWORD

SEEK USER SEEK PASSWORD

N

INVALID USER

IF FOUND USER N

INVALID PASSWORD

DBF

Y

IF FOUND PASSWORD

Y

WELCOME FORM

1

1

MAIN MENU

MASTER FILE

A

TRANSACTION

B

REPORTS

C

OTHER

TOOLS

D

E

QUIT

F

A

CUSTOMER

ADD CUSTOMER RECORD

EDIT CUSTOMER RCORD

A.1

A.2

DISPLAY CUSTOMER RECORD

A.3

A.A

ITEM

ADD ITEM RECORD

EDIT ITEM RCORD

A.1

A.2

DISPLAY ITEM RECORD

A.3

B

CHARGES ENTRY

DAILY

INCOME

MONTHLY

ORDER

CHANGE PRICE

ORDER OF THE DAY

DAMAGE/RETURN

DELIVERY ORDER

C

CUSTOMER

INVENTORY

C.2 RECEIPT

CHARGES

OUT OF STOCK

C.3

STATEMENT OF ACCOUNT

D

OTHER SALE

E

CALCULATOR

NOTEPAD

CALENDAR

F

QUIT/END

A.1

ENTER FILE NUMBER

y

n

IF ZERO

ENTER NAME

n z.1

ENTER FAMILY NAME

Z

IF BLANK

y

Z

IF BLANK

z.1

ENTER M.I.

n

y

IF BLANK

ENTER ADDRESS

y

IF BLANK

n

X

X

ENTER CONTACT NUMBER

y

IF ZERO

n

SAVE

Customer already added

A.2

Master file. DBF

A.2

Enter file no.

y

If zero

n

Customer info. dbf

Seek file no

n

If found

y

Display customer info

w.1 w

w

Enter name

y w.1

If blank

n

Enter family name

n

v.1 Enter mi.

v

If blank

y

v

v.1

y

n

If blank

Enter address

y

If blank

n

Enter control number

n

u

y If zero

u

Masterfile.DBF

save

Customer record updated

A.3

If cmdExit click Display main menu

Customer record. DBF

B

B

Enter item code

y

If zero

n Enter item name

n

T.1 Enter item price

T

If blank

y

T

y

T.1

If zero model

n

If blank

brand

y

If blank

n

CmdAdd GotFocus

s

y

s

If click Item_file.DBF

save Items added

B.2 Q.1

1 Item code y 1

If zero

n

Q

Q Seek item code no.

Q.1

Item_file. DBF

IF FOUND Item info modification

y

If txtbox= blank

save

p

item.DBF

p Item added y Clear text code Clear name

If cmdClear click

n

If cmdCancel click n

Clear price

Add item form Clear model Clear brand

B.3

y

Main menu

B.3

Item name Item.DBF

Seek item name N

y Item info Edit item form

IF FOUND If cmdEdit click

n Item info O

O

y

DBF

If cmdDelete click

n

Item info

Item info

Item delete

If cmdExit click

Items deleted

View item file Main menu

C.1 2 File number

2

y

2

If zero n

n

Customer_info.DBF

Seek file #

If found

y Customer info Charge type

y

If blank n N

N

quantity n

y

If blank

amount

y If zero

n

description

y

If blank

Tot=q*a

total

report_info.DBF

save

Rec. already change

C.2 3.3 3 Charge to

3

y

n

If blank

3

n

Seek file

customer.DBF

If found

Customer info

Delivery charge

y

If blank

n M.1 quantity M

M

Item code

If blank

seek

Item info.DBF

n

y If found Itemcode,price,total

save

Record already charge

L

reports.DBF

M.1

L

3.3

y

If cmdNew_click

n

Delivery form

If cmdExit_click

Main menu

Delivery form

C.3 4.4

4 Charge to

4

y

If blank

n

Seek file

4

n

If found

customer.DBF

y

Customer info K.1 Item code

customer.DBF

Seek item

K

K

y

Customer info

If found

n

K.1

Tot=Q*A total

SAVE

reports.DBF

Order added Order form n y 4.4

If cmdNew.click

n

Order form

If cmdExit.click y Main menu

D.1

File code

y

If zero

n

Seek file

customer.DBF

Customer info

customer.DBF

Seek file

Customer receipt.dbf

If cmdreciept.click

n

Customer receipt form

D.2 5 File code

5

y

If zero n Seek file

5

customer.DBF

If found Customer info Seek file

J

transaction.DBF

J

Customer info

y

If found

n

name

n

If found

customer.DBF

y

Transaction and charges

D.3 6 File code

6

y

If zero n Seek file

6

n

If found

customer.DBF

y Customer info Seek file

I

transaction.DBF

I

y

Charges.dbf

If found

n

name

n

If found

customer.DBF

y

Customer info Charges info Statement of account

E 7.7

7 Item name

7

y

n

If blank

quantity

n

If blank

Item price y

If zero

n H

y

H

Tot=q*a

total

save

customer.DBF

Rec.saved

7.7

y

If cmdNew.click

G

n

Other sale form

G

n

y Main menu

If cmdExit.click

n

y Goodbye form

END

Other sale form

If cmdQuit.click

Main menu