Vol.

3 March 2012
Print ISSN 2244-1468 Online ISSN: 2094-9626
doi: http://dx.doi.org/10.7828/aitr.v3i1.133

Advancing Information
Technology Research

Sales and Inventory System

of Edmar Marketing
JENNYLEN ABACAHIN
DELIA AMIL
MARICEL CANDA
ALTHEA DUMON
MARIE ANAFAYE MATILOS
LAURENCE PEROCHO

Abstract
Edmar Marketing currently does its sales and inventory manually. As such,
it takes time to locate certain files for reports and the entries in the monitoring
sheet are not clear, thus, creating confusion. The project is an automated Sales
and Inventory System which has an array of functions involving sales and
inventory that can be of very big help to the company. It aims to make files
updated and easy to locate, hence, data and information become accurate and
orderly which may provide a faster alternative or means in doing the inventory.
The system inventory may also be harder to cheat because the coming in and
going out of stocks are recorded in the system. The warehouse personnel is
more accurate in their reports and can save more time by using the system.
Since the system user has saved time, the personnel in-charge can then be
more productive in terms of output which can be beneficial to the company.
Keywords
Sales, inventory, automated

259

Advancing Information Technology Research

INTRODUCTION
Edmar Marketing is the sole distributor of the products of Rebisco Group
of Companies in Region 10. It started operating in November of 1990. It started
as a small-scale business and had only one truck to do the deliveries. Today,
EDMAR Marketing distributes not only REBISCO products but also that of its
sister company which is JBC.
Edmar Marketing covers the areas of Cagayan de Oro, Bukidnon, Lanao,
Gingoog and Camiguin. Every year, it acquires one or two additional delivery
trucks. The marketing arm has about 72 personnel and 26 units of trucks for
deliveries and route-selling distribution in the assigned areas.
Currently Edmar Marketing does its inventory manually. It has inventory
monitoring sheets which are filled up whenever stocks come in and delivered
out. Whenever a customer gets stocks, EDMAR provides the customer a
delivery receipt, keeps a copy of it and then inputs on the monitoring sheet
the stocks that are taken out. When stocks come in, the assigned personnel
inputs the number of stocks in the monitoring sheet and add it to the current
number of stocks. On Saturdays, posting is done, doing a balance between
the delivery receipts and the amount entered in the monitoring sheet. If the
total amount reflected in the delivery receipts does not come up to the same
amount entered in the monitoring sheet, a manual recount of stocks is done.
FRAMEWORK
The context diagram illustrates the structure of the Sales and Inventory
System of Edmar Marketing. It shows the relationship among the Administrator,
Warehouse personnel and the Customer. The system has inputs like the product
information, user information, customer information, order information and
order status. To access to the system, the user enters the correct username
and password. After the username and password validation, the user can add,
delete, edit and view depending on the transaction desired. The system has
several outputs like customer order report, payment summary and inventory
report.

260

OBJECTIVES OF THE STUDY

Development Objectives
The Edmar Marketing Sales and Inventory System is intended to provide
Edmar Marketing a modern, organized and faster alternative in doing its
sales monitoring and inventory. With this computerized Sales and Inventory
System, the various transactions that involve sales and inventory, are carried
out faster and more efficiently. This is because all the information needed are
readily available on its database. The user interface must be user-friendly and
designed to suit its functions and usage.
Immediate Objectives
The study aimed to provide Edmar Marketing with an easier and more
modern alternative in doing its sales and inventory. Specifically, it aimed to
261

Advancing Information Technology Research

provide a faster alternative in doing the inventory and the process of coming
up with clear and accurate sales, and an inventory system that is non-confusing
and easier to understand. It also aimed to make an organized system that makes
the required reports easy and fast. Furthermore, files are easy to locate thru this
system. The project is Sales and Inventory System which uses Microsoft Visual
Basic 6.0 for the front-end and Microsoft Access for the back-end.
SIGNIFICANCE OF THE STUDY
The findings of this study will be beneficial to the following:
The Management of Edmar Marketing. The result can be used as a very fast
and easy alternative in keeping track of their sales and in doing the inventory.
By using the system, it is easier for the management to keep track of their
various business transactions.
The Warehouse Personnel. The warehouse personnel will be more accurate
in their reports, thus, will contribute to effectiveness and efficiency of the
establishment. The assigned employee can become more productive, since
they can do so much more than what is expected, thus, proving beneficial to
the company.
OUTPUT
Apart from the sales and inventory software designed for Edmar Marketing,
a documentation which includes the system description has also been done.
The documentation includes the database design and its specifications. A users
manual was also produced as a reference for the system user. Also compiled is a
complete program source code.

262

MATERIALS AND METHODS

Current System

Figure 2. The Current Set-up

In the current set-up, the work is done manually. The customer gives a
purchase order to Edmar Marketing and the warehouse In-charge checks on
the monitoring sheet the available items. The supply delivery is also done
manually. There is a monitoring sheet which reflects the products that come
in. Should the management need a certain report, the warehouse in-charge
usually copies the report from the monitoring sheet or from the delivery
receipts which are then checked by the management.

263

Advancing Information Technology Research

Proposed System

In the proposed system, the customer gives the details necessary thru the
order form then submits the accomplished form to the warehouse personnel
who will input the same into the system. For the delivery, the supplier gives
the delivery details to the warehouse personnel and the system user inputs
the details into the system. The management can then generate reports thru
access to the system.

264

Project Design

Entity-Relationship Diagram

265

Advancing Information Technology Research

Customer Transaction
E-R Diagram

266

Item Details
E-R Diagram

Order Entry
E-R Diagram

Delivery Details
E-R Diagram

267

Advancing Information Technology Research

Database Structure
The Edmar Marketing Sales and Inventory System uses Microsoft access
named SalesSystem as the database. It has several tables where various data
are stored. The database stores customers and users information. It also stores
details of the items which the company distributes.
Data Dictionary
tblBOWarehouseDet
DATA FIELD
NAME

DATA TYPE
SIZE

VALUE

DESCRIPTION

Date

Date/Time

Computer
Generated

ItmCode

Double

Not Null

Item Code

Allow Null

Item Description / Item Name

Not Null

Number of Items

ItmDesc

Text

50

Qty

Long

Total

Currency

WBONum

Double

Allow Null
Computer
Generated

Date

Total of BO
BO Number / ID

tblCustCM
DATA FIELD
NAME
Date
CustID
CustName
ItmCode

DATA TYPE
SIZE
Date/Time
Double
Text
Double

8
8
50
8

ItmDesc

Text

50

Packaging

Text

15

Price

Currency

268

VALUE
Allow Null
Computer
Generated
Allow Null

DESCRIPTION
Date
Customers ID
Customers Name

Computer
Generated

Item Code

Allow Null

Item Description / Item Name

Allow Null
Not Null

Item Packaging
Item Price

Qty

Long

Not Null

Number of Items

Amount

Currency

Not Null

Total amount of item

Remarks

Text

50

CMNUm

Double

Allow Null
Computer
Generated

Credit Memo Remarks

Credit Memo Number

tblCMCustPending
DATA FIELD
NAME
Date
CMNUm
CustID

DATA TYPE

Date/Time
Double
Double

SIZE

VALUE
Allow Null

DESCRIPTION

Date

Computer
Generated

Credit Memo Number

Computer
Generated

Customers ID

CustName

Text

50

Total

Currency

Allow Null
Not Null

Customers Name
Total Credit Memo

tblCMCustInactive
DATA FIELD
NAME
Date

DATA TYPE
SIZE
Date/Time

VALUE
Allow Null

CMNUm

Double

Computer
Generated

CustID

Double

Computer
Generated

CustName

Text

50

Total

Currency

Allow Null
Not Null

DESCRIPTION
Date
Credit Memo Number
Customers ID
Customers Name
Total Credit Memo

269

Advancing Information Technology Research

tblCustomer
DATA FIELD
NAME
CustID

DATA TYPE

Double

SIZE

VALUE

Computer
Generated

CustName

Text

50

CustAddress

Text

50

CustContactNo

Text

15

CustStatus

Text

50

Allow Null
Allow Null
Allow Null
Allow Null

DESCRIPTION
Customers ID
Customers Name
Customers Address
Customers Contact Number

Customers Status

tblItem
DATA FIELD
NAME
ItmCode

DATA
TYPE
Double

SIZE

VALUE

Computer
Generated

Item Code

Allow Null

Item Description / Item Name

ItmDesc

Text

50

ItmQty

Long

Allow Null

DESCRIPTION

Item Quantity

tblItemDetails
DATA FIELD
NAME
ItmCode

DATA
TYPE
Double

SIZE

VALUE

Computer
Generated

Item Code

Allow Null

Item Description / Item Name

ItmDesc

Text

50

ItmPackSize

Text

10

ItmCasePrice

Currency

ItmPackPrice
ItmPiecePrice

270

Currency
Currency

8
8

Allow Null
Not Null
Allow Null
Allow Null

DESCRIPTION

Item Packaging Size

Item Case Price
Item Pack Price
Item Piece Price

tblPayCash
DATA FIELD NAME

Invoice

DATA
TYPE
Double

SIZE

VALUE

Computer
Generated

Invoice Number

Computer
Generated

Customers ID

CustID

Double

CustName

Text

50

Allow Null

DESCRIPTION

Customers Name

Date

Date/Time

Computer
Generated

Total

Currency

Not Null

Total

Cash

Currency

Not Null

Cash Paid

Change

Currency

Allow Null

Date Paid

Change

tblPayCheque
DATA FIELD NAME

Invoice

DATA TYPE

Double

SIZE

VALUE

Computer
Generated

Invoice Number

Computer
Generated

Customers ID

CustID

Double

CustName

Text

50

Computer
Generated

Date Paid

Not Null

Total

Date/Time

Total

Currency

Bank

Text

35

BankBranch

Text

35

ChequeNum

Text

25

DateDue

Date/Time

Text

Customers Name

Date

PayTerms

Allow Null

DESCRIPTION

20

Allow Null
Allow Null

Name of Bank
Bank Branch / Area
Cheque Number

Allow Null
Allow Null

Date Cheque is Due

Payment Terms

271

Advancing Information Technology Research

tblSalesHeader
DATA FIELD
NAME

DATA
TYPE

SIZE

VALUE

DESCRIPTION

Invoice

Double

Computer
Generated

Date

Date/Time

Computer
Generated

Date Paid
Customers ID

Invoice Number

CustID

Double

Computer
Generated

Total

Currency

Not Null

Total

PayMode

Text

10

Allow Null

Payment Mode: Cash / Cheque

PrepBy

Text

50

Allow Null

Prepared By / System User

tblSalesDetails
DATA FIELD
NAME
Invoice

DATA
TYPE
Double

ItmCode

Double

QtyOrdered

Long

Amount

Currency

SIZE

VALUE

DESCRIPTION

Computer
Generated

Invoice Number

Computer
Generated

Item Code

Not Null

Item Quantity ordered

Allow Null

Price multiplied by Quantity

tblSupplyDeliv
DATA FIELD
NAME
DelivNum

DATA
TYPE
Double

SIZE

VALUE

Delivery Number / ID
Delivery Date
Delivery Van Number

DelivDate

Date/Time

Computer
Generated

VanNum

Text

10

Not Null

Shipper

Text

25

272

DESCRIPTION

Computer
Generated

Allow Null

Shipper

tblSupplyDelivDet
DATA FIELD
NAME
DelivNum

DATA
TYPE
Double

SIZE

VALUE

DESCRIPTION

Computer
Generated

Delivery Number / ID
Item Code
Quantity Delivered

ItmCode

Double

Computer
Generated

QtyDeliv

Long

Not Null

tblUser
DATA FIELD
NAME

DATA
TYPE

SIZE

UserName

Text

25

UserPassword

Text

30

UserFName

Text

50

UserAddress

Text

50

UserContactNo

Text

20

UserStatus

Text

15

VALUE
Allow Null
Allow Null
Allow Null
Allow Null
Allow Null
Allow Null

DESCRIPTION
User Name
Password
User Fullname
User Address
User Contact Number
User Status

Project Design Descriptions, Requirements and Specifications

Database Functional Description

ADD
Process Narrative
This function adds a record for the new entries. The user is required to
enter details in the input screen. A command will handle the actual insertion
of the details in their corresponding tables in the database. Key fields, like the
User ID and Customer ID, are generated by the system.

273

Advancing Information Technology Research

Restrictions/Limitation
The System rejects inputted records that do not have the correct format.
There are various formats for entries. They can be alphabet, numbers, or a
combination of both.
Performance Requirements
The Add function saves a record in the database of the corresponding
details added like user details, customer details, and item details. If there are
duplicate records, the system will inform the user that the record already exists.
The system allows the administrator to modify existing records.
EDIT / UPDATE
Process Narrative
This function allows the administrator to modify the records. Details
like Customer and User Addresses, Contact Numbers and Item Prices can be
modified by the administrator by going to the corresponding form, search for
the record to be edited and enter the correct details if necessary.
Restrictions/Limitation

Restrictions and Limitations in the ADD function also apply to the EDIT /
UPDATE function. Also, IDs and their corresponding Names cant be modified.
Only details like user and customer addresses, contact numbers, item pack size
and item prices can be modified.
Performance Requirements
The function must provide an option that cancels the modification before
it is to be saved in the database. The function should be able to locate the
file when the user searches for it, like search by ID or name, and display the
information on their corresponding textboxes; hence, the user has to press
the EDIT button and fields that can be edited will be enabled. After correct
modifications are done, the user can then press the UPDATE button and save.
By this process, incorrect modifications can be avoided.
274

Design Constraints
Since this function will allow the user to modify records, it is limited to the
administrator. If ever incorrect, modifications are done which can be modified
again by the administrator.
DELETE
Process Narrative
This function allows the administrator to delete records from the database
permanently. After selecting the record, the details will be displayed in the
form. After pressing the delete button, the administrator will be prompted
to delete the record if he wants to. When confirmed by the administrator, the
record will be deleted.
Restrictions/Limitation
Only the administrator can use this function, just like the EDIT / UPDATE
functions.
Performance Requirements
The function must provide an option that cancels the deletion before the
record is completely deleted from the database. The function, like the EDIT/
UPDATE function, should be able to locate the file when the user searches
for it and display the information on their corresponding textboxes so that
the administrator has to press the DELETE button. After pressing the DELETE
button, the administrator must be prompted if the deletion is final. If the
administrator answers NO then no record deletion will occur.
Design Constraints
Since this function will allow the user to DELETE records this function is
only limited to the administrator. Unused records should be deleted so as to
save disk space. Deleted records can not be accessed again by the system.

275

Advancing Information Technology Research

SEARCH
Process Narrative
This function allows the system user to search for records from the database.
The system user can search for record details by using the corresponding ID or
name. The user has to go to the correct search form and from there input either
the ID or name, to be able to search for the record.
Restrictions/Limitation

Both the system administrator and the warehouse personnel can use this
function. The string could be the first few numbers of the ID, first few letters of
the name or it could be exactly the same name stored in the database.
Performance Requirements
The search must be able to locate the correct files which should not take
so much time.
Design Constraints
This function has various search forms intended for the various records to
be searched. The customer search form is separated from the item search form.
REPORTS / PRINT
Process Narrative
This function allows the system user to search for a particular data and a
report will be generated so the system user can print it.
Restrictions/Limitation

The system user can only generate and print reports in the forms built by
the system builders.

276

Performance Requirements
This function should be able to display on the screen various reports, as
displayed on the reports menu. From the reports displayed, the system user
can then print the report.
Design Constraints
The format of the report will be built as part of the system, so only a limited
amount of formats are available. If the system user wishes for another format, it
will require a modification of the system.
Design Features and User Interface

User Login

277

Advancing Information Technology Research

Main Menu

Item Details

278

Customer Details

User Information

279

Advancing Information Technology Research

Search

Order Entry

280

Returned Stocks

Special Consideration
To ensure that the system is highly operational, the researchers added
special considerations:
1. A Login form where only system users input their username and
password. Only authorized users are allowed to use the system and only
administrators are granted full access to the system.
2. A mechanism that protects the IDs and username is employed, so as not
to be edited.
3. Providing options to the system user to go through with record
modification or deletion.
The System is limited to monitoring the incoming and outgoing stocks
of Edmar Marketing. It includes the sales to monitor the amounts that are
delivered out. Payrolls and employee commissions are not included in the
system.

281

Advancing Information Technology Research

Audit Trail and Transaction Facility

The system is on sales and inventory, therefore, maintaining database
security is very crucial. Only authorized users are allowed to access to the
system and these users have their usernames and passwords to login to the
system. There are two kinds of system users, the administrator and the regular
user. Regular users cannot sign-up; it is the administrator who makes their
account. Log-in and Log-out is monitored and saved in the archives which the
administrator can open and monitor.
1. Run-Time Testing / Debugging Findings and Results
The following are the findings and results obtained during the system
testing and implementation.
During the testing, there were several results that showed the need to
debug the system to be able to meet the clients requirements. The feedbacks
that came from the users are:
1. Run time error sometimes occurs.
2. List doesnt automatically refresh.
CONCLUSIONS
A computerized system as compared to doing things manually is faster
and easier. It facilitates paperworks which is time-saving. Computer-generated
reports come out clean, clear and more accurate, thus, easy to understand.
Effectiveness and efficiency are henceforth achieved proving beneficial to
REBISCO, its customers and its distributor, the EDMAR Marketing.
LITERATURE CITED
Brown, Steve, Visual Basic 6 In Record Time, Sybex Inc., 1999
http://www.vbtutor.net/vbtutor.html

282