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SYSTEM DESIGN AND ANALYSIS PROPOSAL

Name of the proponents: Romero Howell Dwayne S.

Rosacia Luis A.

De Mesa Christian kyle O.

School year/Trimester: 2019-2020/Second Trimester

Proposed Title: Product Management System With Point of Sales for

Collectible Toys and General Merchandise with

Bardcode Utilizing Local Area Network Based

Technology.

Area of Investigation:

In April 2016 Collectible Toys started as a stall in Megamall convenient Event Hall

and annually selling Anime Collectible figures to Otakus being backed by the

owner’s suppliers from Japan. Eventually the business grew which lead to

decision to establish the store as Collectible Toys and General Merchandise in P

Oliveros Street Antipolo City. Currently the store has one employee – the store

keeper. The owner plans to expand the company hiring a cashier or another toy

keeper and security personnel.

The store currently uses manual system for sales and inventory recording every

transaction through a log book which is difficult to Mr.Carlo because sometimes

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the log book it gets misplaced despite having storage cabinet. It is true that Mr.

Carlo holds the key to the storage cabinet but it is also a given that he might

forget the keys which might also lead not updating the contents of the log books

that are stored in the cabinet. According to him it is a bother in physically inspect

and count the items to be recorded in the inventory log book. He receives

supplies from Japan through LBC which leads to deformities on some of the

items so eventually Mr.Carlo has to increase the value of the other products to

compensate.

This study is to provide a product management system to Collectible Toys and

General Merchandise utilizing Barcode Scanning and Point of Sales machine via

Local Area Network (LAN) Based technology to improve their point of sales,

inventory and file storage. This is a perfect opportunity for Mr. Carlo’s and for

proponents because we can help the company to develop and propose a

computerized system.

By using barcode scanning technology, it will eliminate the hassle of inputting the

product code manually on the POS Machine or log book by pressing the barcode

scanner to the product, the information will go to the database of computer. A

local disk is recommended to back-up files and data incase of computer failure.

Mr.Carlo also intends to open another store elsewhere the proposed system will

also implement a Local Area Network (LAN) to connect the POS and the barcode
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scanner to the main computer which holds the database. The propose system

will be complemented with the help of Management Information System (MIS) so

that it will provide administrators with the tools to organize, evaluate and

efficiently manage the sales and inventory transactions.

POS (Point of Sale) the method of payment is by cash the transactions still has

to be recorded on a database found in the main computer then ready for printing

as physical copy of the transactions.

By implementing the Computerized Sales and Inventory System with Barcode

scanning the owner/toy keeper can execute transactions and monitor sales and

inventory with ease. The advantages of propose system would be improvement

of speed, accuracy and security. Inside the system the products can be easily

viewed and updated when they logged in to the system. Common human errors

such as erasures will be virtually eliminated, will also provide back-up and reports

if needed. It is still possible to physically count the items upon delivery, then it will

be manually updated on the database as new entries or stocks.

The propose system consist of the following modules:

Registration and verification

This module requires the Admin/user to provide personal information such as

Username, Password, First Name and Last Name. The owner is responsible to

input the registration form. The system will confirm if there is an existing account,
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and there will be a message prompt that will verify if the inputs are recognized by

the database, if not it will be automatically access the system. Registration of the

product indicates Product code, Item name, Product type, Unit price and quality

under the inventory system. The admin and user has authority on register new

products.

Security

In this module the user is able to log-in and log-out. To access their accounts, the

users are required to enter valid Username and Password. After logging in, the

user is authorized to access the system depending on their level of access. The

level of access is different between the admin and the user. The admin have the

authority of the whole system, while the user only access POS and update

accounts.

Audit Trail shows all the records of the user who is logged in that time. It shows

the time and date of the log-in and log-out of the user. It automatically saved the

records of the one who used the system.

Forgot Password

If the user forgets their account and cannot access the password counter limit –

and this system will be three – the forgot password module will automatically

show and requires the username and the user will be prompt with the secret
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question and answer provided by the system and system will show the current

password of the user.

Through managed account, the user can edit and update his/her information

including his/her password. The changed password must consist of 6-12

alphanumeric characters.

Inventory System

This module can be broadly defined as the activity of checking the stocks it

contains the entire product list coming from data base. It can track the amounts

of the products and manage the entire database of the product’s. If the items

quantity is within the critical level, the administrator will be notified. A product will

be deducted to the storage whenever there is a transaction has been made by

the customer.

Product List

In this module the admin and user can monitor all of the products and

through the type of product option by the user or admin can select specific

types of product and view the entire item by its product code.

Product Registration
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In this module the admin and user can register new products by encoding

its product code, product type, product name, unit price and quantity each

entry of items will depend on which product code.

Admin Tools

This module requires a PIN number that the admin needs to input, only the

admin can access this module. The admin can control the whole system

he/she can allow or restrict the level of access of the employee.

Reports

In the reports module, the admin is the only one who can access the

module. He/she can view the total profit of the day, and the remaining

products. Also the receipts consider as reports contain the information of

the employee’s name authorized the transaction including the time and

date and the items, price, quality of the selected products purchase.

Search

In this module it will allow the admin to search anything in the database and

quickly find the employee’s information through the seach bar. User ID or

First Name of the user can be used to search quickly and retrieve the users

information. The products on the other hand can be searched through

product code to retrieve also the product information.

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Help

this module will help all the users by providing general information about

the system and it provides instructions to guide the users. Whenever they

will encounter errors and problems regarding the systems.

Software Development Tools to be used:

The software that the proponents will be using Visual Basic 2012 (VB.Net)

for the front-end and MySQL 5.6.20 for the back-end. The proponents can

create simple or sophisticated GUI applications in visual basic where forms

are created with a drag and drop technique, programming in visual basic is

a combination of visually arranging components or controls on a form and

writing an additional block of codes for functionality.

The MySQL 5.6.20 databases server provides a supreme scability and with

unique storage-engine architecture it allows the proponents to manipulate

and configure data specifically for the proposed system.