Points of Sale With Inventory System For
Points of Sale With Inventory System For
A Project Presented to
Prof. Lalaine Josefa L. Carrao
Presented by
BSIT – PET
Group 2
Bahandi, Jermaine A.
Jorvina, Crhistian Paul D.
Narzoles, Jopete G.
Orata, Kevin D.
Sarigumba, Cirilo Jr, H.
Taboy, Jaide B.
Tan, Regie Nicolas
Josefa L. Carao for the continuous support of this project, for her patience, motivation,
enthusiasm, and immense knowledge. Her guidance helped us in all the time of
research and writing of this project. We could not have imagined having a better advisor
for project.
Besides our advisor, we would like to thank Mrs Josipine N. Carabio the aunt of
Regie Tan for allowing the proponents to develop their system and documents in her
residence. And our families for supporting us financially, emotionally and spiritually
We thank also out fellow classmates in System Analysis and Design for their
Last but not the least, we would like to thank God the creator for making this
project possible.
THE PROPONETNS
DEDICATION
The proponents dedicate this work to their families who are very supportive
emotionally and financially for the completion of this project to the members of the group
To the future researcher who will undergo the same study, may this serve as a
THE PROPONENTS
ABSTRACT
The proposed system is entitled Points of Sale with Inventory System for Red Zel
Pharmacy. Points of sale and inventory system helps customers make payments to the
merchant in exchange for goods and services. The current transactions that the
company has are slow and unreliable. The company is using a manual transaction for
their business this means the business rely on their team’s capability to correctly
calculate sales transactions, which can lead to mistakes and errors. This can result in
undercharged, resulting in a loss of profit. This also means the business compute and
updates their points of sale and inventory by physical calculation and counting the
The business owner or staff must keep track of inventory sales on a daily basis,
while updating the system manually at the end of the day. The manual inventory system
does not update at the end of the day with updated inventory counts, which means you
must go through the inventory items each time you need to place an order for new
products or supplies for the inventory. This can be a time consuming process, as you
will physically have to go through each product box and browse through the items. Also,
a manual inventory system relies heavily on the actions of people, which increases the
possibility of human error. With this system the company can easily do a computerized
transaction without having efforts to manually list the name of the sold products and put
it in the inventory records. Using this system the company will never loose profit
Title Page…….……………………………………………………………................... i
Acknowledgment………………………….…………………………………………... ii
Dedication…………………………………….……………………………………….. iii
Abstract…………………………………….…………………………………………… iv
List of Appendices
Gantt Chart…………………………………………………………….
Context Diagram………………………………………………………
Data Dictionary…………………………………………………………
Network Design………………………………………………………..
Curriculum Vitae……………………………………………………….
List of Tables
Table 3 Hardware………………………………………………………
Table 4 Software……………………………………………………….
Table 6 Expenses………………………………………………………
Table 12 Expenses…………………………………………………….
Table 13 Summary Existing Cost………………………………………
List of Figures
Log in form………………………………………………………………
Inventory Form………………………………………………………….
CHAPTER I
PROJECT BACKGROUND
Introduction……………………………………………………………
Statement of Objectives…………………………………………….
General Objective…………………………………………..
Specific Objectives…………………………………………
Scope………………………………………………………..
Delimitations………………………………………………..
Methodology………………………………………………………..
Definition of Terms………………………………………………….
CHAPTER II
CHAPTER III
CHAPTER IV
Form Specifications……………………………………………………….
Report Specifications…………………………………………………….
CHAPTER V
FEASIBILITY STUDY
Technical Feasibility……………………………………………………..
Operational Feasibility……………………………………………………
Economic Feasibility……………………………………………………..
Recommendation…………………………………………………………
REFERENCES
CHAPTER I
Introduction
The Red Zel Pharmacy is one of the thousands Pharmaceutical Industry that are
operating in the Philippines. It is managed by the owner Ms Hazel Zamora. The Red Zel
Pharmacy is derived from the name of the owner who is Ms Hazel and from the red
blood cells that are why is called Red Zel Pharmacy. In the current Pharmaceutical
Industry in the country some of these companies are using automated points of sales
and inventory system and for those who are in small-scale industries they used manual
points of sales and inventory calculations. The Red Zel Pharmacy has been operating
for almost 2 years since it founded last July 2014 and it has lots of customers that lead
them to adding one more employees from the current employees of the pharmacy. Due
to high level demand of medicines and drugs the Mr Hazel increased more medicines to
The company uses manual points of sales and inventory system. This means the
business rely on their team’s capability to correctly calculate sales transactions, which
can lead to mistakes and errors. This can result in customers being overcharged,
With this system, the level of amenity is dependent on individuals and this puts a
motivated and to ensure they are following the correct procedures. It can be all too
easy to accidentally switch details and end up with inconsistency in data entry or in
hand written orders. This has the effect of not only causing problems with customer
service but also making information unable be used for reporting or finding trends with
data discovery. Reporting and checking that data is robust can be timely and
expensive. This is often an area where significant money can be saved by automation.
The company as well use a manual points of sale and inventory system
which means the business compute and updates their points of sale and inventory by
physical calculation and counting the inventory items or products on a regular basis.
The business owner or staff must keep track of inventory sales on a daily basis, while
updating the system manually at the end of the day. The manual inventory system does
not update at the end of the day with updated inventory counts, which means you must
go through the inventory items each time you need to place an order for new products
or supplies for the inventory. This can be a time consuming process, as you will
physically have to go through each product box and browse through the items. Also, a
manual inventory system relies heavily on the actions of people, which increases the
miscount the number of goods. This results in needless additional orders that increase
the company's inventory carrying costs and use up precious storage space. Inaccurate
physical counts could also result in not ordering enough of a product, meaning the
business could run out of a crucial item at the wrong time. Lastly, manual inventory
inventory records a more cumbersome process. The time spent monitoring inventory
Statement of Objectives
General Objective
correlated retail information with regards to the products that they purchase with their
respective prices, the quantity they purchase, and with less time burden and
simultaneously track their sales activity and inventory where a single transaction entry
records necessary details on the customer while also updating inventory levels.
Specific Objectives
1. To develop a points of sale with inventory system for Red Zel Pharmacy.
the products they purchase during their transaction and the reliability and
clarity of results.
3. To develop a system that can monitor the stocks of medicines and drugs
replenishment of stocks.
they purchase during their transaction and the reliability and clarity of
Scope
2. This system can run on Windows 7 and above versions of Windows, with at least
3. The system provides a log in features so that the system cannot easily accessed
4. This system has two users level the administrator and the employees where the
account can add, update and remove goods and employees. And the admin can
view summary of sales and the admin account is cannot be accessed by the
employee. The employee account has minimal access to the system like the
points of sale system for a regular transaction, can send a request for order for
those critical goods. And can print sales and inventory reports.
5. This system can update the number of products that has been purchased in
6. The proposed system can monitor the stocks of medicines, drugs and sales
7. This system can compute senior citizen and person with disabilities discounts.
8. This system can help the utilized the use of people and equipment.
9. This system has security features that will help the administrator to protect
replenishment of stocks.
Delimitations
4. The system has no online features and can be access through lan based.
5. The system does not produce receipt but can generate sales invoice.
Methodology
This section discussed the methods used in the development of the system; this
presents the researchers way of designing the system proposal. This chapter includes
research methods used. It also deals with the instrumentation, data gathering
procedures and the statistical tools used by the proponents in the formulation of an
This diagram is a representation of all the process and activities of the entire Sale and
Inventory System.
Life Cycle to develop a clear defined standards and procedures of this system. Modified
Waterfall Model was used by the proponents a reason that the phases of it are
permitted to overlap. At the same time a number of task can function concurrently which
ensure that the defect of the system are removed in the development stage itself and
the overhear cost making changers to the system before implementation is saved. In
case there are any errors introduced because of the changers made, correction of them
is also easy.
System Requirement In this phase, the proponents must identify the problems in
the target company. In practice, the initial system study involves the preparation of a
Analysis After identifying the problems, the proponents went through system
analysis. Where proponents collect factual data though direct interview with the
company owner and staffs, understand the processes involved, identifying problems
Designing the recommended system, after a long period of brainstorming and analyzing
the proponents finally came up designing the recommended system needs. The
proponents used Microsoft Visual Basic as a computer language to develop this system
because of it object oriented approach that is helpful and easy to use for both the
programmers and the end-users. Developing and documenting software during the
system development the proponents are successfully initiated the development process
for their system and documentation. This will last after the developing and documenting
stage if finished. Testing and maintaining the system, when the proponents are finished
developing the system it is the time to test it whether it is functioning according to the
the existing system. Thus, can help lessen the problems which are present in the
company
Red Zel Pharmacy Employees. The proposed system will make the employees of Red
Zel Pharmacy task easier and faster. In addition to that, the proposed system can help
adding new ones and editing and removing existing ones as well as monitor clock-in
Pharmacist. It allow them to easily add and remove purchased products and receipt as
well as compute the total price, the value-added tax, and the change after receiving
cash from the customers. It will allows them to save, preview, and print well-
documented receipts as well as generate company reports such as sales, expense and
revenue/profit
Future Researchers. This study can be used by the future researchers as guide of
Proponents. Through the process of making this study, proponents are able to develop
their knowledge about making research and are able to develop their analytical skills.
Definition of Terms
POS- the time and place where retail transaction is completed and a point at which a
Employee – a person who works for another person or for a company for salary.
Manufactures – Entity that makes a good through a process involving raw components,
different workers.
According to Audra Bianca and Demand Media “Using this type of system
regarding raw material purchases, production scheduling, pricing, logistics and other
decisions in the supply chain.” Sales & Inventory Monitoring Systems publication
describes sales and inventory data enables the company to increase or decrease
production in the factory so the company won't have too many finished goods stored
in its warehouses.
Monitoring Sales for Accountability
sales staff because each salesperson is different and they work in varied
methods. Because a sale involves customers, there are other factors impacting
sales, as well. Customers and their needs are different, business conditions vary,
individual customer bases differ and the product mix offered to each customer
can vary. What are the important components to track to determine sales
success? The factors can be tangible and intangible. When examining the
tangible side of the sales ledger you need to consider methods for targeting,
intangible factors that can be difficult to quantify are the salesperson's ability to
build relationships and "connect" with customers, and whether or not there is a
clear purpose of the call or meeting. The reason for contact can be to help the
should have a purpose: to help them be more profitable to your company. When
this occurs they have more worth through additional pay and incentives, and they
receive a value, and that is a good feeling about doing a great job. There are
identified: measuring, correcting with training, and planning to make the change
permanent.
criteria as a model to compare daily, weekly and monthly numbers. Here are
some of the criteria that Sales Creators uses when designing a monitoring
in platform complexity. Researchers believe that inventory systems are made not
in same faces.
Inventories have different faces because it varies upon use and it depends
technologies you have opportunity to design the process that best utilize the
Technology literate person with a high and technology makes a process minimal.
not worth the trouble. But prices have fallen considerably on both software and
expenses on the long run and it can also help to have more organized stocks in
preliminary plays when they are preparing to open a business. The customers do
not care if the business is manually counting the inventory or have access to an
automated system like the one that fulfilment centres provide. The only thing that
to take care of their need inn a reasonable amount of time. The importance of
have never worked in the business sector as stated from the Southern Fulfilment
(2010) from the thesis book of Cruz, E et al, entitled Sales and Inventory
Management system for fix & Care Ref and Aircon Repair Services.
is planning to start a business. Through it, they could be able to supply the needs
system as stated by Vitez (2010) form the thesis entitle Sales and Inventory
Management system for fix& Care Ref and Aircon Repair Services.
Computerized inventory management system is really important in
allowing for timely orders and zero wastage.” The publication describes that
what the inventory system does is allow you to order supplies based on the
most current data. This minimizes overstocking and at the same time, frees
up resources for more urgent needs. The Inventory Ordering System gives
you better control over your supply chain, affording you the convenience of
being able to place orders online or via SMS. And because the system
According to Riley (2008), from his book How Sales Forecasting Sales are
the lifeblood of a business. It is what helps you pay employees, cover operating
expenses, buy more inventory, market new product and attract more investors.
future performance.
In this citation, sakes are considered as the life of the company, because without
it the company, because without it the company’s life will be dry out.
A brief Introduction
(2011) Mr. Musarrat sheikh stated that DSS’s serve the management planning
and operations levels of an organization and help to make decision that may be
Monitoring with Your Cable TV, Monitoring of sales whenever it comes to doing
business online is very vital. To be able to make sure that everything is in order, it
must hire a person who is loyal and trustworthy. Otherwise the online business will
fall apart in a matter of time. One of the modus operandi commonly practiced is the
falsification of sales and revenue reports by the person trusted by the owner. A part
of the total sales might be pocketed. You cannot have a hundred percent assurance
Without proper monitoring a business my fall apart due to falsification of sales and
revenue reports. Monitoring of sales helps the owner of the business to keep track of
This is a simple inventory system that computers the running balance of an item. It
records the item received and item issued. As stated by Pabuaya(2010) from his
Inventory system is a simple system that keeps track of the item received and items
issued.
it could be wasting money on inventory without being aware of it. It may be buying too
much or not buying enough. It could be spending money counting and trying to value
your inventory. It may also be losing money because you don’t know where your
inventory is. There will be little room for error without having inventory system and
wasting products as well. Inventory management system needs to track past trends and
monitor current inventory levels. The manager needs to see all inventory levels at a
glance and make decisions accordingly. The faster the manager gets accurate data, the
The company uses a manual sales system. This mean, the business relies on
their staff’s competence to correctly calculate sales transactions, which can lead to
mistakes and omissions. This can result in customers being overcharged, reducing the
The company as well uses a manual inventory system which means the
business updates their inventory by physically counting the inventory items or products
on a frequent basis. The business owner or staff must keep track of inventory sales on a
daily basis, while updating the system manually at the end of the day. The manual
inventory system does not update at the end of the day with updated inventory counts,
which means you must go through the inventory items each time you need to place an
Points of Sale with Inventory System for the Red Zel Pharmacy is important to all
pharmaceutical industries that have a large number of stocks medicines and drugs. The
proponents came up with giving solution for the Red Zel Pharmacy.
The content of this system is to monitor and control the efficient movement of
medicines and drugs in line with a company's strategic plans through systematic and
computerized points of sale and inventory system. The system has two users’ levels the
administrator and the pharmacist. The administrator has the privilege to monitor the
current stocks, to monitor what medicines and drugs are in out of stocks and what are in
stocks. In addition the administrator has the authority to set additional stocks orders
transactions for a particular medicine or drugs that is out of stocks. The pharmacist has
at least minimal access to the system like to input the amount of medicines or drugs that
are sold in a particular day, week or month. The pharmacist also can print weekly and
monthly records of inventory and sales so that the owner can informed for the exact
number of medicines that are out of stocks/ in stocks and what drugs or medicines are
This is where the admin and the pharmacist input the right username and
password to the system.
This is where the admin checks the products numbers and volumes.
Figure 4 Points of Sale Form
This is where the pharmacist inputs the medicines and drugs that will be
sold to the customers the total charges of the items.
Report Specifications
FEASIBILITY STUDY
Technical Feasibility
connected to a Local Area Network (LAN) and connected to a single database for
operating system will be used as an operating system for the computer with at least 1
GB of ram and MySQL Maria DB version will be used as the database of the system.
These hardware and software will be used for seven years to handle or to maintain the
sales and inventory system.The Uninterrupted Power Supply (UPS) will not be provided
though it is essential; the company will decide for providing the equipment.
Operational Feasibility
The proposed sales and inventory system enables the company to control the
daily sales of the company and the products availability. This kind of inventory system
monitors the products of the company to gain visibility and control the inventory and
stock levels. It also reduces time spent searching for inventory, eliminate stock outs,
and improve customer service. Inventory levels and reorder points will now be easy to
manage, track, and control. The Red Zel Pharmacy has an inventory system which is
manually conducted. Innovation from manual to computerized will greatly benefit the
company.
Economic Feasibility
The Red Zel Pharmacy is economically feasible because for over 2 years of
business, Red Zel Pharmacy still exist beyond competition different drugstores. The
company is willing to upgrade and modernize its current system. It already provided a
budget for the said system. Installing the hardware and software needed for the
No. of
Monthly
Personnel Number Working Hrs. / Day Rate / Day Salary
Amount
Days
43,564.50
522,774.00
Table 3: Hardware
Table 4: Software
Table 6: Expenses
Particular Amount
Hardware 52,000.00
Software 19,800.00
Furniture and Fixture 2,740.00
Total 74,540.00
No. of
Monthly
Personnel Number Working Hrs./day Rate/day Salary
Amount
Days
Cashier 2 20 8 hrs. 466.00 9,320.00 18,840.00
18,840.00
226,080.00
Personnel 226,080.00
Expenses 1,470.00
Total 227,550.00
BIBLIOGRAPHY
(Use APA Format, label with Books, Dictionaries, Online Sources, etc.)
Books
Journals
Online Sources
APPENDICES
APPENDIX A
Gantt Chart
APPENDIX B
Context Diagram
Supplier
Context Data Flow
Diagram
Figure 5
Data flow Diagram
Figure 6
APPENDIX E
Data Dictionary
Data Dictionary
Data Data
Data Aliases Length Primary key Used in
Name Type
Category
category_id int 100 Yes Inventory
ID
Category
Name
category_name varchar 200 No Inventory
Table 2: Employees
Primary
Data Name Data Aliases Data Type Length Used in
key
Log ID log_id int 100 Yes Log in
Data Name Data Aliases Data Type Length Primary key Used in
Sales ID sales_id int 200 Yes Transaction
Table 5: Transaction
Data
Data Aliases Data Type Length Primary key Used in
Name
Sales ID sales_id int 200 No Transaction,Sales
Table 6: Inventory
Data
Data Name Data Aliases Length Primary key Used in
Type
ID id int 200 Yes Inventory
Product
product_code int 200 No Inventory
Code
Product
product_name varchar 200 No Inventory,Sales
Name
Product
product_price varchar 200 No Inventory,Sales
Price
Category
category_id int 100 Inventory
ID No
Quantity quantity int 200 No Inventory,Sales
Data No
data_received date Inventory
Received
Expiration No
date Inventory
date expiration_date
Dosage dosage varchar 200 No Inventory
No
Brand brand varchar 200 Inventory
FIGURES
CURRICULUM VITAE
Your photo here
REGIE N. Tan
2x2
Blk. 24 Lot 23 Kingstown 1 Subdivision Bagumbong Caloocan City
09057740963
______________________________________________________________________
PERSONAL INFORMATION
Citizenship: Filipino
Gender: Male
______________________________________________________________________
EDUCATIONAL BACKGROUND
______________________________________________________________________
PERSONAL QUALIFICATION
Narzoles,Jo-pete G. Your photo here
3145 MRB Phase III Pilot Drive Commonwealth Quezon City 2x2
09219796503
______________________________________________________________________
PERSONAL INFORMATION
Citizenship:Filipino
Gender:Male
Civil Status:Single
Interest:Computer
______________________________________________________________________
EDUCATIONAL BACKGROUND
Tertiary:
______________________________________________________________________
PERSONAL QUALIFICATION
Sarigumba Jr,Cirilo H. Your photo here
#40 Piopongco St. Brgy San Antonio San Francisco Del Monte 2x2
Quezon City
09463890520
______________________________________________________________________
PERSONAL INFORMATION
Citizenship: Filipino
Gender: Male
______________________________________________________________________
EDUCATIONAL BACKGROUND
Tertiary:
______________________________________________________________________
PERSONAL QUALIFICATION
____________________________________________________________________
PERSONAL INFORMATION
Citizenship: Filipino
Gender: Male
______________________________________________________________________
EDUCATIONAL BACKGROUND
Tertiary:
______________________________________________________________________
PERSONAL QUALIFICATION