CHAPTER 1

THE PROBLEM AND ITS SCOPE

Welcome to information age…

There is no question that he user of computer in business is

increasing. Walk into your local bank, fast food restaurant and
grocery store you will see that the operation defends on
computers. Go into management offices and you will find computers
use to analyze marketing alternatives, make financial decision
and in making presentation and reports.

Observation at present reveals that there are establishment

in our locality that needs to be developed. The researcher
noticed that people are very much behind with the enhancement of
the technology. That is whey they find it difficult to meet the
ever increasing and fast demand and needs of the customers. The
researchers need to coop up with the innovation just for the good
of business or establishment to be updated and to be able to
render good quality services to the customers.

Being a responsible person the researcher decide dot use

computerized based system for the PURHCASED AND SALES SYSTEM OF
A. ESPINOLA STORE. The system can contribute a lot of benefit to
the grocery store because this system can help business run
automatically and help manipulate the work and business
transaction accurately.

A computer can store large amount of data and can help

minimize the time in taking such work loads. That’s why it is
very necessary in every company or establishment to have
computerized based system to facilitate the business in an
accurate and easy way.

Statement of the Purpose and Objectives.

The main concern of this study is to develop the way of

using manual system into an Automated System. The researcher
would like to propose PURCHASE AND SALES SYSTEM in A. ESPINOLA
STORE in order for the store to obtain the easier, faster and
better way especially in the process of purchasing and selling
the product.

The study has the following objectives.

1. To Provide an accurate way of processing.

2. To provide faster, reliable and correct information.

3. Save time in purchasing and selling the product.

4. To render good services to the customer.

5. To help the owner keep records so that in case of

emergency, they find records easier through the computers.

Scope and Limitation of the Study.

The researchers present the scope and limitation of they

study to be able to minimize difficulties faced in purchasing and
selling the product of the said store.

The researchers consider these following parameters:

Subject: This study focuses on the Automation of Purchased and

Sales System of A. Espinola Store.
Content: This study contains about the Purchased and Sales
System of A. Espinola Store from manual operation to
Automation/Computerized System.

Time: This study covers for the whole year of Academic Year
2009 – 2010.

Place: Purok-2 Linintian, Cantilan, Surigao del Sur.

Significance of the Study

The system is the upgrading process of marketing to both

consumer and retailer in a particular way; it aims to obtain
faster; more comfortable and efficient way of purchasing and
selling the products of A. Espinola Store rather than to work it
manually.

The system is intended to the said store for the purpose of

utilizing manpower and it takes less time consuming to both
parties; the consumer and the retailer.

The system is also useful in the purchasing and selling the

stocks for it has broader capabilities of storing data that are
used in the said store.

The beneficiaries of the system are both consumer and the

producer. This is also helpful to students in acquiring knowledge
of what is our course specification.

Definition of Terms
 The following terms are used mainly in the system and which
contains significant meaning. To let the readers understand what
the proponents means.

Automated System – A System that does not used any manual

process instead uses the computerization process to
work within the system.

Consumer - Somebody who buys goods or services.

Computer - is an electronic device that capable to

manipulate data and information.

Customer - one who gives his custom or trade; purchaser.

Diagram - is a simple drawing showing the shape, layout, or

working of something.

Database - is any collection of related information grouped

together as a single item.

Enterprise - Is a unit of economic organic or activity in

business organization.

Information - Data has been processed by a computer and

produced as output in a form of meaning to a user.

Item - applies to each thing specified separately in a

list or in a group of thing that might be listed or
enumerated.

List - refers to a generalized dynamic linear data

structure.

Manual Work - a work has done by hand not a machine; work done
without using computer or other devices.
Menu - The tool used in searching and finding the file
in a system.

Marketing - is the business activity or commodities for

profit.

Official Receipt – is the document issued by the collecting

officer after payment.

Process - is a series of action directed towards a

particular aim.

Product - is something by paying money; to buy something by

using money.

Purchase - to obtain ownership of a security or other asset

in exchange for money or value also called buy.

Record - an accounting something, preserved in a testing

form.

Retailer - is a person shop or business that sells good

directly to the public.

Sales - A sale is the pinnacle activity involved in

selling products or services in return for money or
other compensation.

Voucher - is any material thing (as writing) that serves to

vouch for the truth of something, or attest in all
edge, especially to receipt of money.
 Chapter 3: SYSTEM ANALYSIS

This chapter contains with the presentation, analysis and

interpretation of the gathered data/information on the purchase
and sales system of A. Espinola store.

Overview of the present system:

The A. Espinola Store was operated manually. It has a step

on how the owner interacts with a supplier and how the owner
interacts with the costumers. In PURCHASING, it involves the
owner of the store between the suppliers on how to purchase the
products. The owner informs/asks the supplier to purchase the
products for the grocery store. The supplier delivers the
purchase(order) product to the owner. The owner will then check
and record the products, then compute and pays the purchased
products to the supplier. For the SALES process it involves the
owner of the store between the costumers.

In present system it takes longer time in handling their

daily activities/transaction, that’s why it is time consuming.
And they also encounter some problems when it comes to business
transaction matters.
Present system events list:

Purchasing:

1.) Owner informs/asks the suppliers to purchase the products

needed for his grocery store.
2.) Supplier delivers the products to the store.
3.) Owner approach the supplier to check and record the price
or every product purchased.
4.) Owner approach the supplier to compute the whole product
purchased.
5.) Owner pays the purchase products to the supplier.

Sales:

1.) Owner sales the product to the costumer.

2.) Owner check and record the price/amount of each product
sold to the costumer.
3.) Owner/cashier count/compute the total amount of the whole
product sold.
4.) Customers pay the goods/products they purchased to the
owner/cashier.

Bottlenecks:

As the programmers, conducted an interview to the owner of

A. Espinola Store of their manual operation. Here are the
following problems they encountered:

 Cashier is using calculator in computing the amount of the

purchased/sold products during counting process.
 The said store acquires inefficient access in recording the
purchased/sold products.
 Their manual operation accommodates more time and effort in
counting, recording and checking the purchased/sold
products.
 Costumer takes more time in paying the products.
 Deliver goods/products

Approach for checking and recording

of purchased products

Supplier
Compute the purchase products

Pay purchase products

Owner Sale the products/goods

Checked and record the product

sold

Count/compute the total amount of

the sold products
Customer

Pay purchase products

Use case diagram of the Present System

Overview of the Proposed System

The proposed system would be made by the proponent’s leads

to a maximum accuracy, reliability and security through
computerization system of the entire database of the A. Espinola
Store.

The proposed system focuses on purchasing and sales system of the

said store. Through this proposed system, the owner/cashier can
easily find or view all the data being stored in the computer.

The primary objective of this study is to build an automated

process of purchasing the sales system that solves the problem of
the present system, such as daily transactions that are operated
manually. The proponents would like to propose ways to satisfy
the work of the worker.

The main difference of the proposed system from the present

system is that the proposed system is automated or using
computer. This system will help to reduce the time and effort
rendered in processing the business transaction of the said
store.
 Registration of Product/Item

Supplier

Record the delivered product

(Purchase Order)

Owner
Process Sells Transaction

Generate Collection Report

Customer

Use case diagram of the Proposed System

 Product information

The product information contains the list of products and all the
information about the products/items of the store. It include the
size, description and unit price of the item. By saving the
product information in to the system, this will help the owner of
the store view the product list, and find/trace the product
information easily.

Name Registration of products/items

Description Register the product/item

information/profile

Desired outcome To register and store the product profile

User goal To save the product profile in the

automated PURCHASE AND SALES SYSTEM

ACTOR Owner

precondition The owner will encode the product profile

Scenarios Happy Path:

1. The owner will encode the item profile

by using the automated System.

2. The owner will check if the entered

item profile is correct.

3. The owner will save the item profile.

 4. The owner will use the automated
Purchase and Sales System during the
purchase and sales process.

Workflow

OWNER

STAR
T

encode the item profile by

using the automated System

check if the entered

item profile is correct.

save the item profile

use the automated Purchase and Sales

System during the purchase and sales
process

END

Post condition The owner successfully stored and saved the

new product profile

Business rule The owner should enter the correct profile/

information of the product/item.
 Purchase order

Purchase order contains some information about the record of the

purchased products from the supplier. This includes the order
cost, quantities, item description and delivery dates.

This process starts when the supplier delivers his products to

the owner of the store. The owner

Record the delivered product

Name
(Purchase Order)

Description The owner will record the delivered product

(Purchase Order)

Desired outcome To record and store the purchase order into

the system and generate purchase order list

User goal To record the information of the new

purchase order.

ACTOR Owner and Supplier

precondition The owner will encode/input the purchase

order information/profile

Scenarios Happy Path:

1. The owner purchase product to the

supplier.

2. The supplier delivers the product to

the store.

3. The owner approaches the supplier for

product checking.

4. The owner computes the total amount of

 the purchase product.

5. The owner pays out the amount to the

supplier.

6. The supplier receives the payment.

7. The owner will encode the purchase

product.

8. The owner will save the purchase

product.

Workflow

Owner Supplier

STAR
T

Purchase product to the Deliver products to

supplier the store.

Approach for product

checking

Compute the total

purchase

Pays out the amount Receive the payment

Encode the purchase

product

Save the purchase

product

END
Post condition Save the information of the purchase order.

Business rule The owner should record the information of

the delivered product (Purchase Order).

Sales

This process involves the sales transaction of the store. It

contains some information about the record of sales. The owner
executes the sales operation using this automated system in order
to make the sales transaction easy and fast, without consuming
much time and effort.

This process starts when a costumer buy and pay the products

Name Process Sales Transaction

Description The owner/cashier will process the Sales

transaction of the store by using the
automated Sales System.

Desired outcome To generate sales receipt and sales file

User goal To process /transact sales transaction

using the automated sales system.

ACTOR Owner and customer

precondition The owner/cashier authorizes to perform the

sales transaction.

Scenarios Happy Path:

 1. The costumer goes to store to buy
products.

1. The owner sale goods/products.

2. The costumer approaches the

owner/cashier for product checking and
payment.

3. The owner will process sales

transaction by using the automated
Sales system.

4. The owner search and record the sold

items/products.

5. The owner computes the total

amount/payment of sold products.

6. The costumer pays the goods/products.

7. The owner releases the receipt.

8. The costumer receives the receipt.

Workflow

costumer Owner

STAR
T

sale
Go to store to buy products
goods/products

Process sales Transaction

Approaches the owner/
cashier for product
checking and payment.
 Search and record the
sold items/products

pays the goods/products

Auto-Generate the
Computation

receives the receipt

Release the Sales
receipt to the costumer

END

Post condition The owner release receipt to the customer.

Business rule The owner should enter the correct profile/

information of the product/item.
Generate a Report

The last process is to generate a report to the purchase and

sales transaction of the store. Through this, the owner can
track/find the information of the report he needed for the
inventory of the store it is complied in this section of the
system.

Name Generate a Report

Description To generate a report on the

purchase/items/sales report of the store
using the automated system.

Desired outcome To produced a report on purchase and sales

transaction of the store by using the
Automated Purchase and Sales System.

User goal To visualized the purchase/item/sales

report of the store

ACTOR Owner

precondition The owner will select a report

(Purchase/Item/Sales report)

Scenarios Happy Path

1. The owner will select the report

he wants to, using the Automated
Purchase and Sales System.

2. The owner will select the date

he wants to view (only sales/Purchased
report)

3. The owner will view the report

 and print if needed.

Workflow

costumer Owner

START

Select the report he wants to,

using the Automated Purchase and
Sales System

Select the date he wants to view

(only in purchased and sales

report)

View the report and print if needed

END

Post condition The owner views the report and print if

needed.

Business rule The owner should________________

This diagram shows the flow when the owner Register the
product/item information.

Owner

1. Encode the product/item information by using the

Automated Purchase and Sales System.

2. Check if the entered item information is correct.

3. Save the item / product information.

This diagram shows the flow when the owner Record the delivered
product (Purchase order) to the Automated Purchase Sales System.
Owner

1. Encode the purchased product (Purchase order)

2. Search product / Item

3. Add new product /item profile

4. Save the purchase product (Purchase Order)

This diagram shows the flow when a costumers buy product/goods,
then the owner will process the sales transaction using the
Automated Purchase and Sales System.

Owner
Customer

1. Process sales transaction

using the Automated Sales System

2. Search the product/item

purchase by the costumer.

3. Select an item/products
purchase by the costumer.

4. Auto Compute the total Amount

of sold products.

5. Pay the goods / products.

6. Issue the sales receipt to

the customer.

7. Receive the receipt.

This diagram shows the flow when generating Purchase/item/ Sales
Report.

Owner

1. Select the report he wants.

Automated Purchase

and Sales System

2. Select the date he wants to

view only in (sales / purchase
3. The owner view the report report)
and print if needed.
 CPurchase CPurchaseItem
PONo as Integer PONo as Integer
Supplier as String ItemNo as Integer
NoofItem as Integer Qty as Integer
Pdate as Date OrderCost as Currency
SubTotal as Currency
Discount as Currency
Total as Currency

Search
Addnew
ChangeQTY
ChangePrice
RemoveItem CItem
Save ItemNo as Integer
Close Desc1 as String
Desc2 as String
OnhandQty as Integer
UnitPrice as Currency
Size as String
UPC as Integer
OrderCost as Currency
AddNew
Save
Close

CSales
InvoiceNo as Integer
ItemNo as Integer
Qty as Integer
ExtendedPrice as Currency
SDate as Date
SubTotal as Currency
Discount as Currency
TotalPayment as Currency
Cash as Currency
ChangeStatus as String
Search
ChangeQTY
RemoveItem
Payment
Close
Chapter 4
System Design
This chapter contains the structure and proposed outputs
plan that are being discussed and illustrated in this chapter. It
explains the programming language that are being used by the
proponents and its also described the preliminary user interfaces
that interacts between the systems structure of the system.
The Use Case diagram determined the scenarios of the
proponent system; the class diagram design determined the
attributes of the proposed system; the screen shots guided the
user in accessing and using the system; the sequence diagram
design of the proposed system determined the flow of events done
by the users.

Brief Description of the Proposed System:

The researchers proposed the computer based purchase and
Sales System to be use in processing the Purchase and Sales
Transaction and Inventory of the A. Espinola Store.
The System is designed using the object-oriented approach.
The Microsoft Visual Basic 6.0 as its front-end software and
reports generation and Microsoft Access 2007 as its end software
or database.
Component Diagram
Component Diagram is a kind that models the implementation
and deployment of the system. This diagram, in particular, in
used to describes the dependencies between various software
components such as dependency between executable files and source
files. There are two notations used in constructing component
diagram, these are components, which represents software entity
in a system. This diagram is represented by a rectangular box,
which too rectangles protruding from the left side as seen in the
image of the right dependency which is used to model the
relationship between two components.
CSales
InvoiceNo : Auto Generated Number
ItemNo : The number of the item
Qty : The quantity of the item being purchased by the
customer
Extended price: The total of the quantity of the item multiplied
by its unit price.
SDate : Sales Date
SubTotal : Total of product purchase by the customer.
Discount : Discount of a customer from owner.
TotalPayment: The total amount of all items purchase by the
customers.
Cash : The amount of cash / money pay by the customer.

Status :

Search : Search product /item

ChangeQty : Change the product quantity
RemoveItem: To Remove or delete the item(s)
Payment : To pay the amount due
Close : Exit Sales form
CPurchase
PONumber : The Purchase order Number. The number assigned to the
purchase order
Supplier : The name of individual of company which supplied the
merchandise
NoofItem : The number of Item (or Quantity) being purchased
PDate : Purchase Date. The date the purchase order was
originated
Subtotal : Total product Purchase
Discount : Discount of owner from supplier
Totalpurchase: The total amount of all items on the purchase
order

Search : Search Product / Item

Add new : Add new purchase order
ChangeQty : Change the qty according to quantity delivered
ChangePriced: to fit the delivery price of a product
RemoveItem: Remove the item not included
Save : Save all purchase product
Close : Exit purchase form
CItem
 Registration of Product/Item

Supplier

Record the delivered product

(Purchase Order)

Owner
Process Sells Transaction

Generate Collection Report

Customer

Use case diagram of the proposed System with automation

boundaries.