Final Project report for sales and inventory control system

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Final Project report for sales and inventory control system Powered By Docstoc
					    CHEEP SIDE (PVT.) LTD




       SALES
         &
INVENTORY CONTROL
      SYSTEM

                              G.A.A.R Devinda
                              E.G.R Dayananda
                                     20.06.2008



NATIONAL INSTITUTE OF BUSINESS MANAGEMENT.
                     ACKNOWLEDGEMENT

        We take this opportunity to thank all those who assisted, guide
and encouraged us during our project study.

        We are thankful to Managing Director; Mr.Nihal Siriwardane,
Marketing Manager; Mr. Kamal Silva, Division Manager; Mr. Upali Nonis
& all other employees of the ELLYS (Pvt) Ltd for providing us al
necessary information to make this project success.

         We especially thankful to the senior lecturer of National Institute
of Business Management; Mr. Jayanetthi for the valuable assistance gave
us to complete this project.

          We are thankful to the repentance members of the National
Institute of Business Management & librarians for their division & care
commitments.

         Finally we express our heartful appreciation to our friends and
several others from whom we derived valuable information, suggestions
and assistance in several ways for completion of this project report.
Contents…….



Chapter 01- Introduction                                                                                              01

1.1   Terms of Reference ..................................................................................... 02
1.2   Scope of Study ............................................................................................. 03
1.3   Methodology ................................................................................................ 04
1.4   Duration ....................................................................................................... 05
1.5   About the Organization .............................................................................. 06



Chapter 02 – Existing System                                                                                          06
2.1   About the Organization ................................................................... 07
2.2   Existing Data Flow Diagram ........................................................... 08


Chapter 03- Requirement Specification                                                                                 09

Chapter 04- Proposed System                                                                                           58

4.1   Proposed Data Flow Diagram .................................................................... 59
4.2   File System ................................................................................................... 64
4.3   Screens and Outputs ................................................................................... 70
4.4   Reports and Inquiries ...................................................................... 75
4.4   Pseudo Codes ............................................................................................... 251



Chapter 05- Cost & Benefit Analysis                                                                                   438

5.1   Required Facilities ...................................................................................... 450
5.2   Initial Cost ................................................................................................... 452
5.3   Annual Recurrent Expenditure ................................................................. 462
5.3   Benefits ......................................................................................................... 490


Chapter 06 – Conclusion                                                                                               175
   Chapter 01
INTRODUCTION
1.1     Terms of Reference
        The system study investigates the exciting system and
recommends a more suitable system to fulfill the organization’s
management information needs and data processing of sales and
inventory.

The system study;

   1.      Analyze the adequacy of the existing system
   2.      Identify the weakness of the existing system
   3.      Provides a complete system including hardware, software, live
           wear and other facilities
   4.      Provide a cost benefit justification of the recommended system
   5.      Coding the system




1.2     Scope of Study

Existing system

        The ELLYS (Pvt) Ltd is current sales and inventory control system
is fully control by manually. An examination of the different functions of
the organization is carrying out and areas which are having problems are
identified. After that detail study of the problems are done.

       The analysis show that sales & inventory control system could be
made simple and more efficient by using proposed system. It found the
suitable area for the computerization and also offered great scope from the
point of view of providing the management with vital information through
the reports.


Plan of the new System

Inputs :      All manual transactions

Outputs:      Maintain store records
              Linkage to other systems
              Provide management reports
              Maintain computerized Sales & Inventory control system
1.3   Methodology

          The information regarding the existing system, which includes
sales and inventory processes of the ELLYS (Pvt) Ltd, the personal
involved, document flow and files were studied by the use of many ways.
I.e, collected facts by background reading, interviewing observation &
inspecting previous records.

Background reading:

         We gathered company information in the form of organizational
chart, we looked into book register and maintained files and studied the
informational procedure.

Interviewing:

         We interviewed the employees and obtain information about the
operations of the existing system and the requirements need for planned
replacement.

Observations:

        In some occasions we obtained by this method such as flow of
work and interruptions.

Then the detailed study was done.

After the detailed study, we prepare the requirement specification. Then
we stared to develop the system using following method.

       System                  -     Inventory Control System

       System Design           -     Data Flow Diagrams

       Language(Interfaces)    -     Visual Basic Language
1.4   Duration


      Activity                    Duration

Data Collection & Investigation        2 Weeks

System Analysis                        2 Weeks

Requirement Specification              3 Weeks

System Design                          4 Weeks

Coding                                 6 Weeks

Preparation of the Final Report        1 Week
    Chapter 02
EXISTING SYSTEM
2.1   About the Organization

         ELLYS (Pvt) Ltd is a company which gets shoes & garments from many
suppliers, and get involved in selling and distributing. The items are selling using three
consecutive ways. i.e. retail selling by using showrooms, whole selling and distributing
among several areas. The showrooms of the company have spread over mainly within
Nugegoda and Majestic City.

         ELLYS (Pvt) Ltd was established in December 1998 with 07 employees, one
showroom and one store at Nugegoda. But currently now there are more than 40
employees working and performs as one of the best companies in Sri Lanka which sales
and distributes imported items.
2.2   Existing Data Flow Diagram
         Chapter 03
REQUIREMENT SPECIFICATION
                                        Introduction



ELLYS (Pvt) Ltd is a company which buys Gaments from many buyers, and which get involved
in selling and distributing.


The items are selling using three consecutive ways i.e retail selling by using Showrooms, Whole
selling goods among Whole sale customers.


Credit sales are not allowed in Showrooms and Whole sale business. The company does not
purchase goods on credits also.


The Company handles damage Garments, Which are returned to the Show Rooms.
                                      Information Description

Purchasing

             After the company makes a request, the supplier sends the performa invoice to the
              company.
             Then the company orders items using purchase order.
             Supplier sends the goods according to the purchase order with the GRN & Invoice.
             Company makes the particular payments to the supplier through the Bank.

Selling

          Direct Sales

             Direct customer, order the items by using the customer order.
             Then the company sales items with a produced Invoice.

Showrooms

             There are three Showrooms.
             Stock issue, each Showroom with Goods Issuing Note.
             For each transaction Showroom will issues an Invoice to the customer.
             Showroom sends all invoice copies with the payments to the company end of each day.
             Damage items accept by the showrooms and those are sending to the main stores with the
              Good Return Note.

Reports

             Three types of reports are taken monthly named, showroom sales details, sales analysis
              and stock information.

Inquiries

             This system provides the facility to see the four types of inquiries. i.e. :-
                               1. All Items
                               2. Customer Information
                               3. Supplier Information
                               4. Showroom Information
Problems and Requirements encountered with the company

     The information flow within the current system is slow. The delay is the transaction information
      flow within the system is to be highly reduced.
     The company, require to record all the information referring to transactions.
     The existing system running now is not under controlled properly, and as a result the stealing is
      high. So that they need to operate the system under fully controlled manner.
     The management reports and operation monitoring reports can be produced by the current system
      are very limited and time consuming.
     It is required to flow up the transaction information flow with in the system
     It is required to have tight controls to avoid inflow of incurrent information.
     It is required to have highly accurate correct information in and our.


Goals and Objectives of the Proposed System

     To increase efficiency and accuracy of the transactions, up to certain level.
     To optimize and reduce unnecessary stealing.
     To avoid the informal activities.
     To implement security levels.
     Better management of data.
     Ease of operations.
     Perform operations effectively.
                                      E.g. Suspensions
                                            Conciliations
     To prepare reports in daily.
     Provide facility to get information about return items.
     Capable to get printed outputs of following documents at any given time in addition to on – line
      printouts.
                                     E.g. Purchase Order
                                          Invoices
                                          Goods Issuing Notes
    Chapter 04
PROPOSED SYSTEM
4.1 Proposed Data Flow Diagram
                    All Files In Order


 FILE NO                      FILE NAME
F01        PURCHASE ORDER HEADER FILE

F02        PURCHASE ORDER DETAIL FILE

F03        GOODS RETURN NOTE HEADER FILE

F04        GOODS RETURN NOTE DETAIL FILE

F05        SUPPLIER INVOICE HEADER FILE

F06        SUPPLIER INVOICE DETAIL FILE

F07        SUPPLIER MASTER FILE

F08        ITEM MASTER FILE

F09        STOCK DETAIL FILE

F10        CATEGORY MASTER FILE

F11        GOODS RETURN NOTE DETAIL FILE

F12        GOODS ISSUING NOTE HEADER FILE

F13        GOODS ISSUING NOTE DETAIL FILE

F14        PASS WORD FILE

F15        CUSTOMER MASTER FILE

F16        CUSTOMER INVOICE HEADER FILE

F17        CUSTOMER INVOICE DETAIL FILE

F18        RECEIPT DETAIL FILE

F19        GOODS RECEIVED NOTE HEADER FILE

F20        GOODS RECEIVED NOTE DETAIL FILE
                        All Screens In Order

            SCREEN NO              SCREEN NAME
SCR _01                     SCR_LOGIN
SCR _02                     SCR_MAIN MENU
SCR _02.1                   SUB MENU 01
SCR _02.2                   SUB MENU 02
SCR _02.3                   SUB MENU 03
SCR _02.4                   SUB MENU 04
SCR _02.5                   SUB MENU 05
SCR _02.6                   SUB MENU 06
SCR _02.7                   SUB MENU 07
SCR _02.8                   SUB MENU 08
SCR _03                     SCR_CATEGORYMAS
SCR _04                     SCR_ITEMMAS
SCR _05                     SCR_SUPLLIERMAS
SCR _06                     SCR_CUSTOMERMAS
SCR _07                     SCR_OPESTOCKDATA
SCR _08                     SCR_PODATAENTRY
SCR _09                     SCR_PURGRNDATAENTRY
SCR _10                     SCR_PURINVDATAENTRY
SCR _11                     SCR_WSCUSGIN
SCR _12                     SCR_SHOWRMGIN
SCR _13                     SCR_WSCUSGRN
SCR _14                     SCR_SALESINV
SCR _15                     SCR_SALESREC
SCR _16                     SCR_ALLITM
SCR _17                     SCR_CUSINFO
SCR _18                     SCR_SUPINFO
SCR _19                     SCR_SHOWRMINFO
SCR _20                     SCR_ABOUT US
SCR _21                     SCR_GRENTEDATAENTRY
SCR_LOGIN
SCR_MAIN MENU
SUB MENU 01
SUB MENU 02
SUB MENU 03
SUB MENU 04
SUB MENU 05
SUB MENU 06
SUB MENU 07
SUB MENU 08
SCR_CATEGORYMAS
SCR_ITEMMAS
SCR_SUPLLIERMAS
SCR_CUSTOMERMAS
SCR_OPESTOCKDATA
SCR_PODATAENTRY
SCR_PURGRNDATAENTRY
SCR_PURINVDATAENTRY
SCR_WSCUSGIN
SCR_SHOWRMGIN
SCR_WSCUSGRN
SCR_SALESINV
SCR_SALESREC
SCR_ALLITM
SCR_CUSINFO
SCR_SUPINFO
SCR_SHOWRMINFO
SCR_ABOUT US
21. SCR_GRENTEDATAENTRY
                    All Messages In Order


     MSG_ NO              MESSAGE

MSG _01        INVALID USER ID

MSG _02        INVALID PASS WORD

MSG _03        CATEGORY CODE ALREADY EXIST

MSG _04        RECORD SUCCESSFULLY ADDED

MSG _05        CATEGORY CODE NOT FOUND

MSG _06        RECORD SUCCESSFULLY MODIFIED

MSG _07        RECORD SUCCESSFULLY DELETED

MSG _08        ITEM CODE ALREADY EXIST

MSG _09        ITEM CODE NOT FOUND

MSG _10        SUPPLIER CODE ALREADY EXIST

MSG _11        SUPPLIER SUCCESSFULLY ADDED

MSG _12        SUPPLIER CODE NOT FOUND

MSG _13        CUSTOMER CODE ALREADY EXIST

MSG _14        CUSTOMER SUCCESSFULLY ADDED

MSG _15        CUSTOMER CODE NOT FOUND

MSG _16        INVALID ITEM CODE

MSG _17        INVALID DATE
MESSAGE 01
MESSAGE 02
MESSAGE 03
MESSAGE 04
MESSAGE 05
MESSAGE 06
MESSAGE 07
MESSAGE 08
MESSAGE 09
MESSAGE 10
MESSAGE 11
MESSAGE 12
MESSAGE 13
MESSAGE 14
MESSAGE 15
MESSAGE 16
MESSAGE 17
               All Reports In Order



     RPT_ NO                       REPORT

RPT _01            Supplier Purchase Order

RPT _02            Supplier Goods Return Note

RPT _03            WS Customer Goods Issuing Note

RPT _04            WS Customer Invoice

RPT _05            WS Customer Receipt

RPT _06            List Of Sales

RPT _07            Item List

RPT _08            Re-Order Item List
                                                  Ellys Fashions (Pvt) Ltd.
                                                  No 173/11, HighLevel Road,
                                                  Nugegoda.
                                                  SriLanka.




                     SUPPLIER PURCHASE ORDER

                                           Purchase Order No : PONO184750
                                                        Date : 12/02/2005
Supplier Code    : SUPCODE00156
Supplier Name : Mr. A.V Perera
Supplier Address : No. 24, Navinna, Maharagama.


Category   Item Code    Description    Quantity   Unit Price(Rs.)   Value(Rs.)

CACD12     ITCODE012     After Shave     150          100.00           15000.00

CACD 63    ITCODE560     Baby Soap      1000          125.00           12500.00

CACD10     ITCODE125     Shoes           200          1350.00          27000.00
******      ******       ******        ******         ******           ******
******      ******       ******        ******         ******           ******
******      ******       ******        ******         ******           ******
******      ******       ******        ******         ******           ******
******      ******       ******        ******         ******           ******
******      ******       ******        ******         ******           ******
******      ******       ******        ******         ******           ******
******      ******       ******        ******         ******           ******
                                                  Grand Total




                            RPT _01 Supplier Purchase Order
                                  SUPPLIER GOODS RETURN NOTE


Supplier Code                    : SUPNO0156
GRN No                           : RN100025                      Date: 25/06/2001


Category        Item Code            Description          Unit Price    Quantity

CACD021         ITCODE487            Candle               25.00           500
CACD001         ITCODE110            Tie                  550.00          25
************    **************       ***********          ***********    ********
*************   **************       ***********          ***********    ********




                                                         Ellys Fashions (Pvt) Ltd.
                                                   No 173/11, HighLevel Road,
                                                         Nugegoda.
                                                         SriLanka.
                     WHOLE SALE CUSTOMER GOODS ISSUING NOTE


Whole Sale Customer No : WCNO1460
Goods Issuing Note No  : GINNO0025                             Date: 21/09/2001


Category      Item Code        Description       Unit Price    Quantity      Value

CACD458       ITCODE023        Black Trouser     1250.00          100        110000
CACD421       ITCODE360        Black Shirt       990.00           10         9000
***********   **************   **************    *********         *****     *********
***********   **************   **************    **********        *****     *********




                                                       Ellys Fashions (Pvt) Ltd.
                                                 No 173/11, HighLevel Road,
                                                       Nugegoda.
                                                       SriLanka.


                               WHOLE SALE CUSTOMER INVOICE


Purchase Order No      : PONO5498
Whole Sale Customer No : WCNO1460
Invoice Number         : INVNO5487                             Date: 22/11/2001


Category      Item Code            Description          Purchase Price

CACD001       ITCODE250            White Shirt          600.00
CACD036       ITCODE487            Hand Bag             250.00
************ *************         *************          ********
************* *************        ************           ********




                                                         Ellys Fashions (Pvt) Ltd.
                                                   No 173/11, HighLevel Road,
                                                         Nugegoda.
                                                         SriLanka.

                               WHOLE SALE CUSTOMER RECEIPT


Whole Sale Customer No : WCNO01460
Goods Issuing Note No  : GINNO30025                              Date: 21/09/2001


Category      Item Code        Description         Unit Price    Quantity      Value

CACD458       ITCODE023        Black Trouser       1250.00           100       110000
CACD421       ITCODE360        Black Shirt         990.00             10       9000
***********   **************   ************        ***********         ****    ********
***********   **************   *************       ***********         *****   *********
                                                        Ellys Fashions (Pvt) Ltd.
                                                  No 173/11, HighLevel Road,
                                                        Nugegoda.
                                                        SriLanka.



                                   DIRECT CUSTOMER RECEIPT


Direct Customer No               : DCNO54860
Goods Issuing Note No            : GINNO3025                     Date: 12/03/2003


Category       Item Code              Description Unit Price     Quantity     Value

CACD458        ITCODE210              Chain       15000.00             1      15000.00
CACD421        ITCODE871              Watch       3650.00              1      3650.00
************   **************         ********    ************         **     ***********
************   ***************        ********    ************         ***    ***********
          Chapter 05

COST & BENEFIT ANALYSIS
5.1 Required Facilities
Hardware

        Five Personal Computers
        Cables

Software

        Database Management System
        Operating System

Environment

        A dust free environment
        Preferably air conditioned

Staff

        Two data entry operators
        One database Administrator


5.2 Initial Cost
Hardware

        Five personal computers =      Rs.50000.00*5
                                =      Rs.250000.00
        Networking charges      =      Rs50000.00
        Total Hardware cost     =      Rs.300000.00

Software

        Software charges             = Rs.150000.00
        Total cost                   = Rs.450000.00



5.3 Annual Recurrent Expenditure

        Wedges
        Maintains of personal computers
        Diskettes
        Stationary
     Printers

5.4 Benefits
  1. The proposed system in comparison of documents with an On-line service.
     It is not necessary to exchange documents manually between the two parties. This
     saves time and energy.
  2. The filling system is improved by enabling the data to be accurate and easily to
     accessible.
  3. There in a possibility of getting a list of cheques to send to the bank, for any
     selected date…
  4. Powerful report generation will provide management decision making very easy
     and effective.
  5. There would be an account of the available stock at any stage.
 Chapter 06

CONCLUSION
                                  CONCLUSIONS


Being involved in Sales & Inventory Control System it will be more helpful to get
competitive advantage in rapid changing environment in different ways,

To Management

          The company will have efficient & effectiveness system which will be helpful to
          achieve their company VISION.
          It will be easier to get most accuracy MIS reports in minimum time.
          It will be helpful to reduce labour cost which will effect to company fixed
          overhead.
          The employees will get motivation by providing this system & it will favorably
          effect to their job description.
          By having Sales & Inventory Control System it will help to attract the customer,
          hence this will directly affect to company existence/success.
          It will help to provide better customer care service with minimum cost.
          Finally company could be able to provide their products with low sales price.
          With compared to other competitors and also it will help them to enlarge their
          market share.


To customer


          The customer will have more effective service than before.
          There will be competition between same industrious companies, then the final
          advantage will have for customer as well.
          The customer could be able to get the job done with less cost.

				
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