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