1.

0INTRODUCTION
Prior to Industrial Revolution, merchants basically had to write down all the
products they have sold every day, then, they had to order more products on their
hand-written notes. This was an incredibly inefficient and inaccurate way of doing
business. Merchants couldnt really record their goods unless they did time
consuming physical counts on a regular basis. They also had trouble on making sure
theyve got the accurate number of products when orders came in because of
normal record keeping but, it was the best they could do. As computers become
more efficient and cheaper, merchants or companies started experimenting with
inventory management software that would record data. RJ Audio Car Accessories is
an establishment that sells cars accessories and provides car audio, car stereo, car
alarm set-up, central lock roof rack, power window, door visor, step board,
H.I.D/Bulb/LED and carbon hood sticker to customers. The establishment is located
at Brgy.1 National Hi Way, Calamba City Laguna, Philippines which is founded by
Reijin Catvista, a car technician and the owner of store, He started his business in
year 2012 an which the objective is to provide different car services for the car
owners. They record the data by using Microsoft Excel spreadsheets, present tables
of values arranged in rows and columns, that can be manipulated mathematically
using both basic and complex arithmetic operations and functions. The developers
conduct an interview with the RJ Audio Car Accessories Store owner and it showed
that they need a system to enhance the manual recording of the sales and
inventory. The system also provides an automated calculation, higher security,
comprehensive reports and user friendly that will help the owner and customers
especially in terms of transactions.

1.1

Statement of the Problem

Lion Saturn Fuel Trading is in business for almost 4 years now and
since then, the manual system is still being used. As the company expands, it
is difficult to handle a lot of transactions, especially in manual monitoring of
sales and inventory twice a year or once a year due the numerous
transactions every day. Below are the cited problems encountered by the
company:

How to compute a single or multiple items?

In computing the sales, the assigned personnel count items manually and by
uses calculator to compute multiple items price per piece. This operation is
taking much time before finishing and getting the total price that can lead to
miscalculation of the item. To verify the data gathered, recounting is
necessary.
How to tally records?
In calculating the sales, the assigned personnel used excel to compute
the sales. The total price and total numbers of item that has been sold didnt
match upon reviewing the records on excel due to the numerous data that
has been recorded.
How to monitor sales transactions information?
Employees find difficulty in monitoring sales and transactions information,
using the Microsoft excel in finding data is complicated specially if there is a
lot of data encoded. Opening many tabs on excel to find the needed
information, including the date and time when the item has been sold.

How to create a comprehensive report?

In sales transactions, the official receipt is manually made and takes much
time and effort before showing receipt to the customer. This transaction is
difficult to process especially when there is a large number of data to input.
The sales and inventory reports is affected due to the incorrect process in
sales transactions.
How to monitor sales trends?
Monitoring the sales trend is necessary. Sometimes it is counted monthly and
yearly. In RJ Audio Car Accessories the authorized personnel find it difficult to
monitor the sales trends for the reason that there is a lot of data to count and
computing it manually will take much time and effort.
How to monitor the stocks?
Monitoring stocks is important because it prevents the retailers from running
out of stocks. The owner RJ Audio Car Accessories monitors the stock every
six (6) months, if the certain item is out of stock or lost and when the supplier
delivers other stock the records will be unorganized because of the delayed
monitoring of stocks.
How to secure the data?
The current system of RJ Audio Car Accessories store can be easily tampered
and manipulated. This kind of system is also prone to human errors that will
lead to miscalculation of inventory as well as the sales.

1.2

Current State of Technology

1.2.1 Client
The RJ Audio Car Accessories is a store that sells cars accessories and
provides services, like car audio, car stereo, car alarm set-up, central lock
roof rack, power window, door visor, step board, H.I.D/Bulb/LED and carbon

hood sticker to customers. The establishment uses Microsoft Excel to input or

track the records of their item by manually writing sales transaction on the
log books. Microsoft Excel is an electronic spreadsheet program that can be
used for storing, organizing and manipulating numbers and data. Its a
flexible program to find answers to logic based questions and it can also
compile a lots of data into graphs and tables. Based on the conducted
interview and information gathered by the developers, for over four (4) years
now and since then, the RJ Audio Car Accessories used Microsoft Excel in
recording and monitoring every transaction. As the establishment expands it
is difficult to handle a lot of transactions, especially in manual monitoring
sales and inventory twice a year or sometimes the establishment schedule an
inventory monitoring once a year due to the numerous transactions everyday.
Because of the difficulties that the establishment encountered with their
current system, the developers came up with an idea to make an integrated
solution to the establishment which will provide a more efficient, data
consistency, most convenient, easiest and fastest monitoring of sales
transaction.

1.2.2 Local Study

The study entitled CIMS (Construction Inventory Management System)
for Cerquit Solutions Inc. is a web-based application that allows users to
manage the company's supply chain and enhance customer satisfaction by
providing reliable information about inbound or outbound delivery as well as
current inventory levels. The system can automatically calculate project
budget for easy yet effective cost management. And it has Requisition,

purchasing, receiving and delivery a form for processing items, materials;

covering all inventory levels for efficiency and productivity and reduced
paperwork.

Jeonsoft Inventory System aims to provide easier and faster way to

monitor the movement of the business stock of goods. It is interactively
designed to possible do the transferring of goods from one warehouse to
another and production, can keep track of help your inventory. JIS uses
JibesXP Tools that has been especially configured with properties that would
help you organized well the flow of your inventory. To secure the maintenance
of JBS system it has JADE (Jeonsoft Administrator Enforcer) programmed to
protect the transaction in the system. Users will be asked to enter their login
name and password to confirm if they are entitled to access modules that are
related to their work. These only means that in some reason using computer
technology and a system can lessen the works of individual with an accurate
result that are safe and reserved for the future of the company.

1.2.3 Foreign Study

Under the Korean Red Ginseng Enterprise Sales and Inventory System
study, the developers used database for easy access of files and easier and
faster processing of the selling and inventory transaction. The system is
capable of generating reports such as monthly reports, inventory reports,
sales invoice and list of items. The system can help the user to know the
availability of the products. It also helped the manager monitor the stocks

and get immediate notice for acquisition of additional products. Acquires

knowledge about the file processing and report generations through this
study. It also gives ideas to create the systems reports in online sales and
inventory system.
The other literature is an Online Sales and Inventory Management
System (SIMS) (Aparanjitha,2008).This project is aimed to developed an
online Sales and Inventory Management System (SIMS) for a departmental
store. This system can be used to store the details of the inventory, update
the inventory based on the sale details, produce receipts for sales, generate
sales and inventory reports periodically etc. This is one integrated system
that contains both the user component (used by salesperson, sales manager,
inventory managers etc.) and the admin component (used by the
administrators for performing admin level functions such as adding new items
to the inventory, changing the price of an item etc.). This system runs on
multiple terminals, offers a GUI to its users and connects to a common
database(s).
1.3 Objectives of the Study
The developers gathered information through interviews and research
to help the client enhance the productivity of their sales and inventory using
the computerized sales and inventory system.

1.3.1 General Objectives

The general objective of this study is to design, develop and implement

a Computerized Sales and Inventory System for RJ Audio that will improve,
organize, and secure customer transactions.

1.3.2 Specific Objectives

To avoid item stock out
In sales and inventory system, it is needed to be informed if the
store is running out of stocks. The system will automatically notify the
user when a certain item reached its critical level.

To calculate sales and inventory automatically

To have an automatic calculation for fast sales transaction with
customers, avoid miscalculation and automatically reduce every purchase
item on the inventory by using a barcode scanner. The inventory is connected
to sales so the employees didn't need to count the inventory manually, the
system will process from sales to inventory. Totally different records.
There are important records to monitor in sales and inventory such as:
Sales Transactions - records of the transactions with the customers.
Supplier Purchases - records of orders and delivery transactions from
the suppliers. Items Sold - records of the items sold that will be
deducted in the inventory.
Inventory - from sales transactions, supplier purchases and items sold,
the inventory will be affected and will show report for the admin to be
informed when to add stocks
Logs - the information like in the sales transactions with a customer is
recorded with a date and time, official receipt, name of the person
logged in and the voided item is also considered. The transaction with

the supplier is also recorded to show the admin when was the last
transaction and how often the store transact orders with the supplier.
These records are related with each other and if one of these
transactions is incorrect or tampered the admin can trace the
transaction by checking the logs.

To improve tracking of records

There are different records that the system can make easier to
track and these are the following:
Inventory - the list of items is categorized and when the
employee will search about the items information, it is easier to
track, monitor how many items are there in the inventory or if
the item is stock out. The system will keep the admin updated
with the inventory real-time.
Sales and Supplier Transactions - the information such as the
name of the person who made the transactions and the date of
transactions can be searched. The system can track how many
transactions had been made daily, weekly or monthly.
Items Sold - The fast and slow moving items that has been sold
can be tracked by the admin.
Logs - the admin can track the transactions that have been
made daily, weekly or monthly. The information that will be
searched such as dates or items are filtered to see the
information organized.

To make an comprehensive report

To have a comprehensive report and automatic input for each item
that has been sold and it shows detailed information about a certain
transaction or item. To make transactions efficient
Less time consumed in sales transaction and in giving official receipts
because the system will automatically print receipt. The items
delivered by the supplier will be recorded in the inventory. Since the
system has a database of the products, the admin can put all the
quantity of each item efficiently. To secure the sales and inventory
information
Cashier - this section of the system has a password protection that only
cashier can use the system. The cashier is responsible in processing
the sales transactions with customers. The username of the cashier is
saved in logs to identify who processed the transaction in a business
days.
Admin - the admin is responsible of updating the inventory, tracking of
important records such as number of items, sales, and logs. There is
also a username and password provided that only the administrator
knows.
System Logs All the transactions processed by the admin and cashier
is saved in logs.

1.3.3 Scope and Limitation

1.3.3.1 Scopes
1.3.3.1.

1Point of Sales Module

The purposes of this module are the following: The system can automatically input
the sales transaction to the database as well as print official receipt. This module
can easily process transaction by reading barcodes.
1.3.3.1.
2 Administrator Module
The purposes of this module are the following: The system is capable of creating
duplicate copy of the database for backup purposes. The system can notify the
admin if a certain item reached its critical level. The system contains organized
storage of data files about the stocks. To easily track the information of the certain
item and it can be used to easily add the item in the inventory by using Barcode
Scanner. This module can generate unique barcode numbers and print barcode
stickers. All transactions and changes to the system are reported directly to the
system. The system can generate a comprehensive report for each transaction such
as sales report, inventory report, barcode report and supplier report.
1.3.3.2 Limitation The system is limited to use only ESC/POS Thermal Printer in
printing receipt. The system is not capable of credit card and cheque payment. The
system cannot accommodate only one user. System date and time depends on
computers system date and time regardless if it is updated or not in real world date
and time. The system is only use in Windows Operating System.