I.

INTRODUCTION
It is general knowledge that the objective of all business establishment was to
earn profit. In view thereof, the financial performance of business must be measured from
time to time. The accuracy of the reported income lies in the proper recording and
monitoring of all transaction conducted by the business, that is why sales and inventory
system plays a significant role. A computerized system is the best solution and most
innovative answer for the secure and efficient way of recording and monitoring
transaction. However, because most accounting systems are costly, a large number of
small businesses cannot afford to have one.
Because of the above mentioned observation the Researchers are motivated to do
a study on this matter. It is expected that the output will help others to understand more
about computer-generated data processing, especially on how to deal with computers in
terms of speed, accuracy and data security.
II. BACKGROUND OF THE STUDY
The primary purpose of this study is to design a computerized system that will
help to improve the accuracy of financial reporting and lessen, if not eliminated, human
errors. Also covered in the study are saving of information and transaction records with
the customers.
The Sales and Inventory System Monitoring based on Peachtree Accounting is
concerned with the processing of the transactions of the business and saving the sales
records at the same time. These saved records area filed and stored for future use. This
computerized system is important to a company because through it, the owner can easily
assist the customers and store data safely. In addition, the monitoring of stocks is the
most important part of this system.
III. REQUIREMENTS ANALYSIS
i. DFD
ii. Data Dictionary
The following terms are defined operationally:
Computer-Based. A complex system in which computers play a major role
Database. A usually large collection of data organized especially for rapid search
and retrieval.
Hardware. It is the major items of equipment or their components used for a

particular purpose.
Inventory. It is the quantity of goods on-hand
Sales. It is relating to or used in selling.
Software. The entire set up program, procedures and related documentation
associated with a system and especially a computer system.
System. It is a regularly interacting or interdependent group of items forming a
unified whole.
Technology. It is the practical application of knowledge especially in a particular
area.
iii. System Process Flow
iv. Problem Areas
During the proponents personal interview with the manager of JPs General
Merchandising, the proponents personally observed the problems on monitoring the
inventories, recording the additional products and sold.
In our interview, we have found out that its physical inventory is done weekly
and as part of our data gathering, observation, we have observed that they were really
counting its products weekly. They record all the necessary information regarding their
stock movements. The proponents found that the job is very time consuming but if JPs
has its Sales and Inventory Monitoring System they can easily monitor their sales and
inventory.
a. Major Problem
The researchers identified that the major problem of the JPS General
Merchandising, is that there is no computer that will handle business operations, in terms
of their sales and inventory. Because of that, it results to a slow process of generating the
operations they incurred.
b. Specific Problem
The manual record keeping of books
Documents of the products are being kept only in folder placed in their filling
cabinet, in which at times lead to lose and destructions and they are not aware of the
outgoing and incoming products.

IV. DESIGN ANALYSIS

a. Description of the Proposed Solution
Alternative 1
System Description
Technical Feasibility
The technical feasibility will test if the hardware and software is capable of
meeting the needs of the proposed system and if it can be acquired or developed by an
organization in the required time.
The system is specifically designed for JPs General Merchandising use only and
is intended to replace the manual system. In order for the system to be implemented, the
management should have a workstation (computer).
Since the company or business doesnt have a computer the proponents highly
recommend that they have to purchase a new computer desktop that has the following:
Hardware
Components

Specifications

Quantity

Processor

Intel
Core
Processor/1.70GHz

Storage Device

approx. 32GB (solid state device) + 1

500GB Hard Disk Drive

RAM

64MB

Keyboard

Ps/2 cable connection

Printer

dot matrix, parallel, serial USB

Monitor

Mag LCD wide screen

Mouse

Standard mouse

Motherboard

Asus PSQ Pro Turbo Intel P45 Socket 1

775 Motherboard

i5-3317U 1

Table 1: Proposed Hardware Components

Software
Components

Specifications

Quantity

Operating System

Windows 8 Single Language 64bit 1

OEM

Microsoft Home Office Pro 2010 Eng PC Attach OEM, 1

and Business
APPLICATION, 1,32/64, Word Excel,
Powerpoint, One Note Outlook Access
Table 2: Proposed Software Components

Economic Feasibility
The proposed system might mean an expense because on the initial process, the
business will be providing the said kinds of computer to use for their business operation.
But eventually, as the process is adopted and functional, all works will be easier and by
that system, it can help to lessen the expenses they might encounter as it works
continuously rather than the expenses they should have been incurred in the past
transactions.
Materials

Quantity

Cost

Receipt

4 boxes

P 1,200.00

Big Notebook

10 pcs

P 470.00

Ball pen

10 pcs

P 150.00

Calculator

2 pcs

P 1,350.00

Staple wire

3 boxes

TOTAL

93.00

P 3,263.00
Table 3: Monthly expenses of the manual system

Computation for monthly consumption:

Receipt (12pcs/box) P300/box X 4boxes= P 1,200.00
Big Notebook P47.00each X 10pcs= P 470.00
Ball pen P15.00each X 10pcs= P 150.00

Calculator P675.00each X 2pcs= P 1,350.00

Staple wire P 31.00/box X 3boxes= P 93.00
TOTAL of Monthly Expenses using Manual System is P 3,263.00
Annual Expenses is P 39,156.00
Hardware
Components

Specifications

Quantity

Cost

Processor

Intel
Core
i5-3317U 1
Processor/1.70GHz

P 8,960.00

Storage Device

approx. 32GB (solid state 1

device) + 500GB Hard
Disk Drive

P 2,100.00

RAM

64GB

P 5,400.00

Keyboard

Ps/2 cable connection

P 695.00

Printer

dot matrix, parallel, serial 1

USB

P 3,000.00

Monitor

Mag LCD wide screen

P 3,900.00

Mouse

Standard mouse

P 350.00

Motherboard

Asus PSQ Pro Turbo Intel 1

P45
Socket
775
Motherboard

P 5,750.00

TOTAL
P 30,155.00
Table 4: Proposed Hardware Components
Software
Components

Brand Name

Quantity

Cost

Operating
System

Windows 8 Single 1
Language 64bit OEM

P 4,480.00

Microsoft
Office Pro 2010 Eng 1
Home
and PC
Attach
OEM,
Business
APPLICATION,
1,32/64, Word Excel,

P 15,020.00

Powerpoint, One Note

Outlook Access
TOTAL
P 19,500.00
Table 5: Proposed Software Components

Organizational Feasibility
Sales and Inventory Monitoring System based on Peachtree Accounting for JPs
General Merchandising is a computer-based system which will be used by the business
owner, manager and assistant. For the system to be successfully managed the said
personnel in the business should undergo a training by which will be conducted by the
proponents who will also make the system on how to use and operate the new technology
in the business. Using the system is not a burden to the individuals because directions on
how to use it will be included in the plan system.
DFD
Data Dictionary
System Process Flows

Process Model

Figure 5: Sales and Inventory Monitoring System Process Model

III. CONSTRUCTION PHASE

Architecture Design

Architecture Report

The design will be made through visual basic; structure will also be made
through Paint. The log-in form will first appear in the system including the username and
password that will serve also as the security of the documents. The computer will only be
used y the school librarian and assigned student assistants in which they are only
consigned in the information desk where the system will be placed.

Figure 6: Architecture Design

Computer unit will be place on the counter table beside/near the television.

Hardware and Software Selection

Hardware and Software Specifications (Feasibility Study)

Hardware
Components

Specifications

Quantity

Processor

Intel
Core
i5-3317U 1
Processor/1.70GHz

P 8,960.00

Storage Device

approx. 32GB (solid state 1

device) + 500GB Hard
Disk Drive

P 2,100.00

RAM

64GB

P 5,400.00

Keyboard

Ps/2 cable connection

P 695.00

Printer

dot matrix, parallel, serial 1

USB

P 3,000.00

Monitor

Mag LCD wide screen

P 3,900.00

Mouse

Standard mouse

P 350.00

Motherboard

Asus PSQ Pro Turbo Intel 1

P45
Socket
775
Motherboard

P 5,750.00

TOTAL

Cost

P 30,155.00
Table 10: Hardware Specifications (Proposed System)

Software
Components

Brand Name

Quantity

Operating
System

Windows 8 Single 1
Language 64bit OEM

Cost
P 4,480.00

Microsoft
Office Pro 2010 Eng 1
Home
and PC
Attach
OEM,
Business
APPLICATION,
1,32/64, Word Excel,
Powerpoint, One Note
Outlook Access

P 15,020.00

TOTAL
P 19,500.00

ERD

Other

Alternative 1
System Description
Technical Feasibility

The technical feasibility will test if the hardware and software is capable of
meeting the needs of the proposed system and if it can be acquired or developed by an
organization in the required time.
The system is specifically designed for JPs General Merchandising use only and
is intended to replace the manual system. In order for the system to be implemented, the
management should have a workstation (computer).
Since the company or business doesnt have a computer the proponents highly
recommend that they have to purchase a new computer desktop that has the following:

Hardware
Components

Specifications

Quantity

Processor

Intel
Core
Processor/1.70GHz

Storage Device

approx. 32GB (solid state device) + 1

500GB Hard Disk Drive

RAM

64MB

i5-3317U 1

Keyboard

Ps/2 cable connection

Printer

dot matrix, parallel, serial USB

Monitor

Mag LCD wide screen

Mouse

Standard mouse

Motherboard

Asus PSQ Pro Turbo Intel P45 Socket 1

775 Motherboard
Table 1: Proposed Hardware Components

Software

Specifications

Quantity

Components
Operating System

Windows 8 Single Language 64bit 1

OEM

Microsoft Home Office Pro 2010 Eng PC Attach OEM, 1

and Business
APPLICATION, 1,32/64, Word Excel,
Powerpoint, One Note Outlook Access

Table 2: Proposed Software Components

Economic Feasibility

The proposed system might mean an expense because on the initial process, the
business will be providing the said kinds of computer to use for their business operation.
But eventually, as the process is adopted and functional, all works will be easier and by
that system, it can help to lessen the expenses they might encounter as it works
continuously rather than the expenses they should have been incurred in the past
transactions.
Materials

Quantity

Cost

Receipt

4 boxes

P 1,200.00

Big Notebook

10 pcs

P 470.00

Ball pen

10 pcs

P 150.00

Calculator

2 pcs

P 1,350.00

Staple wire

3 boxes

TOTAL

93.00

P 3,263.00

Table 3: Monthly expenses of the manual system

Computation for monthly consumption:
Receipt (12pcs/box) P300/box X 4boxes= P 1,200.00
Big Notebook P47.00each X 10pcs= P 470.00
Ball pen P15.00each X 10pcs= P 150.00
Calculator P675.00each X 2pcs= P 1,350.00
Staple wire P 31.00/box X 3boxes= P 93.00
TOTAL of Monthly Expenses using Manual System is P 3,263.00
Annual Expenses is P 39,156.00
Hardware
Components

Specifications

Processor

Intel
Core
i5-3317U 1
Processor/1.70GHz

P 8,960.00

Storage Device

approx. 32GB (solid state 1

device) + 500GB Hard
Disk Drive

P 2,100.00

RAM

64GB

P 5,400.00

Keyboard

Ps/2 cable connection

P 695.00

Printer

dot matrix, parallel, serial 1

USB

P 3,000.00

Monitor

Mag LCD wide screen

P 3,900.00

Mouse

Standard mouse

P 350.00

Motherboard

Asus PSQ Pro Turbo Intel 1

P45
Socket
775
Motherboard

P 5,750.00

TOTAL

Quantity

Cost

P 30,155.00

Table 4: Proposed Hardware Components

Software
Components

Brand Name

Quantity

Operating
System

Windows 8 Single 1
Language 64bit OEM

P 4,480.00

Microsoft
Office Pro 2010 Eng 1
Home
and PC
Attach
OEM,
Business
APPLICATION,
1,32/64, Word Excel,
Powerpoint, One Note
Outlook Access

P 15,020.00

TOTAL

Cost

P 19,500.00
Table 5: Proposed Software Components

Organizational Feasibility

Sales and Inventory Monitoring System based on Peachtree Accounting for JPs
General Merchandising is a computer-based system which will be used by the business
owner, manager and assistant. For the system to be successfully managed the said
personnel in the business should undergo a training by which will be conducted by the
proponents who will also make the system on how to use and operate the new technology
in the business. Using the system is not a burden to the individuals because directions on
how to use it will be included in the plan system.
1. System Description
2. DFD
3. Data Dictionary
4. System Process Flows
5. ERD
6. Other Requirements
V. RECOMMENDED ALTERNATIVE / SOLUTION
a. Justification

Technical feasibility and organizational feasibility revealed that XXX can afford
the system.

The automation of inventory system will increase transaction processing and can
lessen human errors not only the proponents business but as well as other small
businesses.

The security features installed within the system will give assurance to the end
user that their files are much safer than filling in the cabinet.

Although it was automated, human intervention was badly needed to operate and
encode as well as maintenance of the system.

b. Forms and Designs

Architecture Report
The design will be made through visual basic; structure will also be made
through Paint. The log-in form will first appear in the system including the username and
password that will serve also as the security of the documents. The computer will only be
used y the school librarian and assigned student assistants in which they are only
consigned in the information desk where the system will be placed.

Figure 6: Architecture Design

Computer unit will be place on the counter table beside/near the television.
Hardware and Software Selection

Hardware and Software Specifications (Feasibility Study)

Hardware
Components

Specifications

Quantity

Cost

Processor

Intel
Core
i5-3317U 1
Processor/1.70GHz

P 8,960.00

Storage Device

approx. 32GB (solid state 1

device) + 500GB Hard
Disk Drive

P 2,100.00

RAM

64GB

P 5,400.00

Keyboard

Ps/2 cable connection

P 695.00

Printer

dot matrix, parallel, serial 1

USB

P 3,000.00

Monitor

Mag LCD wide screen

P 3,900.00

Mouse

Standard mouse

P 350.00

Motherboard

Asus PSQ Pro Turbo Intel 1

P45
Socket
775
Motherboard

P 5,750.00

TOTAL

P 30,155.00
Table 10: Hardware Specifications (Proposed System)

Software
Components

Brand Name

Quantity

Operating
System

Windows 8 Single 1
Language 64bit OEM

P 4,480.00

Microsoft
Office Pro 2010 Eng 1
Home
and PC
Attach
OEM,
Business
APPLICATION,
1,32/64, Word Excel,
Powerpoint, One Note
Outlook Access

P 15,020.00

TOTAL

P 19,500.00

Table 11: Software Specifications (Proposed System)

Cost

Interface Design

Figure 7: Creating Company

Figure 8: Company Information

Figure 9: Personal Information

Figure 10: Verify account

Figure 11: Creating company/account completed

Figure 12: Logging in

Figure 13: Main Menu

Figure 14: Customer and Sales

Figure 15: Purchases

Figure 16: Inventory

Figure 17: Encoding Inventory

Figure 18: Searching inventory

Figure 19: Company

Figure 20: Report (Income Statement)

Figure 21: Report (Balance Sheet)

Database and file Design

Performance Tuning

Sales and Inventory Monitoring System is a system that can handles the records
of different products in the annual sold goods, inventory reports and searching of
products in XXX. In order to look up the performance of the system the following are
needed:

The system must be well-maintained.

The system must follow the given specifications listed on the technical

specifications.

The authorize persons (owner, manager and assistant) who will be using the
system must coordinate in inputting and updating the records.

Size Estimation

The size estimation that the database of the system consumes required a large
amount of memory for about 320GB of the Hard Drive because all of the products
records in the entity will be encoded in the database of the system as well as the name of
the products. This will almost consume about the half of the capacity of the hard disk
memory. But with the hard disk that is listed on the technical specifications can be
handled enough the capacity of the data that may be used.

C.Storyboard
VI. IMPLEMENTATION AND TEST PLAN
Software Testing
The target of the system will be XXX owner, manager and assistant. In
testing the software, the proponents will use web based testing software in order to
locate the errors and to debug the system. The proponents will use the
www.onestoptesting.com in order to conduct the software testing. The website offers
different automated software testing and it is a free software testing site. It also
consists of Database testing which the proponents can be able to choose from different
products being offered by the website.

Performance Testing

In the performance testing of the system, the proponents will use the system
and it will be run in the given hardware and software specifications in order to see if the
system can perform well in a required response time. And also, ApTest can also be used
for testing the performance of the system since it also offers free testing. In its
performance testing, the user will established a certain period of time for the system to
respond and he/she will use the system during the testing method to see if the user can
use the system

VII. MAINTENANCE PLAN

A. Different Types of Maintenance Plan

Conversion Plan

The Proposed Sales and Inventory Monitoring System based on EJAY for XXX
will charge the traditional system to the automated system. In the conversion plan of the
proposed system, the products information will be encoded in the system as well as the
cost of each product. The system will also serve as a file keeper that is safe from any
harm that might occur instead of putting it into a filling cabinet for the reason that the
system has a database that has a capacity to handle all the records of the students. The
quantity on hand and a total number of products sold will automatically computed by the
system as the inventory of the sold products which can also provide inventory report.

Business Contingency Plan

The Sales and Inventory Monitoring System is a computer-based system that

will enable the department to automate the manual procedures such as, inventory and
product searching. In case of the unnecessary events that may happen, it is advisable that
there is a plan against it. If there is any problem such as changing of legal requirements in
terms of the corruption of files/document that is being stored and lack of knowledge in
using the system,, the system will have an added attributes in entering the new additional
requirements, have another hard drive to assure the backup copies of the record and have
a training for the user of the system.

Training Plan

In order for the system to fully-implemented in the organization, the users must
undergo training in order to gain enough knowledge in computer. The training will be
about familiarizing in the operating system interface which is based on EJAY so that the
user will know where to go in accessing the system. Also most importantly is that the
users must be trained enough on how to use the system. The training will be conducted in
between of the end of the year and start of the operations/year.

Security Plan
4.1. Physical Security

In the Physical Security, the files are secured because it is on the computer
instead of putting it in a filing cabinet. Aside from that, the computer that will be using by
the system will be secured since it is located on the counter table of XXX and can only be
used by the owner, manager and assistant or the authorized persons.
4.2. File Security
The File Security of the system is good enough to keep the records confidential
because there is different username that will be given to the users and each username will
have a different access on the system. The owner, manager and assistant will have a full
access on the records of the business in the system. And aside from that, the system is
protected by a password so that the system cannot be easily access by any one. When
either of the authorized persons is absent, he can give his password to the user. However,
when these authorized people arrive, he can know what are the changes happened in the
system through opening the logs.
4.3 User Security
In the proposed system, there is a security in the user part because each user has a
unique username that can be used in accessing the files. And also each username will
have a unique password which can be able to use for the security purpose of each users.

B. System Maintenance
1. Problem Report
Based on the observations and interview conducted by the proponents, the major
problem identified is the lack of technology that will handle the records of the customers
and perform tasks in the department such as in the annual sold books and inventory. So
then, specific problems arises such as; the slow process of recording transactions, the
manual inventory system that causes number of errors in making inventory reports. There
is no safe place for keeping all the records of the business since it is only kept in folders.
2. Project Assessment
Summary
The main concern of this study is to propose an inventory system that is efficient

and affordable for small business enterprise.

Specifically, it attempts to discuss the following:
Project Identification
System Request Summary
Feasibility Study
Technical Feasibility
Economic Feasibility
Organizational Feasibility
Preliminary Investigation Findings
Problem Identification:
a.1 Major Problem
a.2 Specific Problem
This study assessed the day to day activity of XXX and to find way on how to
create an affordable system that will improve their manual system of inventory. This
study limits only in the Sales and Inventory system and does not include payroll