ABSTRACT
This
research work is concise and generally summarizes the activities duly carried
out in the design and implementation of an electronic invoicing system in
Gamzaki store. The system is designed to efficiently handle the movement and
tracking of goods through the replacement of human workers by technology. The
manual method or intervention is labour intensive, costly, and error prone and
cannot ensure the inventory remains up-to-date due to oversight and internal
shrinkage. With the proposed new system, inventory can be updated in real time
without product movement, scanning, or human involvement. The automated system
allows inventory status to be determined and shipping and receiving documents
to be generated automatically triggering automatic orders for products that are
low in inventory. The study outlines the main concepts of the analysis and
design methodology of the proposed system, compares it to the existing and goes
further to explain the design and implementation of the system using MS Access for
the database. The fact finding techniques employed is interview, observation,
online and library research.
TABLE OF CONTENT
Title Page ----------------------------------------------------------------------------------
i
Approval Page
--------------------------------------------------------------------------- ii
Acknowledgement
---------------------------------------------------------------------- iii
Dedication
-------------------------------------------------------------------------------
iv
Abstract
-----------------------------------------------------------------------------------
v
Table of Content--------------------------------------------------------------------
vi-viii
Chapter One: Introduction
1.1
Introduction
----------------------------------------------------------------------- 1-2
1.2
Problem Statement
------------------------------------------------------------------ 2
1.3
Aim of Project -----------------------------------------------------------------------
3
1.4
Objectives
---------------------------------------------------------------------------- 3
1.5
Scope of the Project
-------------------------------------------------------------- 3-4
1.6 Limitation of the Project
----------------------------------------------------------- 4
Chapter Two: Literature Review
2.1Review
of Related Literature ---------------------------------------------------- 5-6
2.2
Description of the topic ------------------------------------------------------------
6
2.3 Brief
History of Case Study ------------------------------------------------------- 7
Chapter Three: System Analysis and Design
3.1 Analysis
---------------------------------------------------------------------------- 8
3.2 System Investigation
Procedure ------------------------------------------------- 8
3.3 Description of Existing
System -------------------------------------------------- 8
3.4 Analysis of the Existing
System ------------------------------------------------ 9
3.5 Problems associated with
existing system ------------------------------------- 10
3.6 Advantage of the New
System -------------------------------------------------- 11
3.7 Need to the Automation of
Inventory Control System ------------------ 11-13
3.8 Processes in the
Automation of Inventory Control System ----------------- 13
3.9 System Design
--------------------------------------------------------------------- 14
3.9.1 Structure Chart
------------------------------------------------------------------- 15
3.9.2 Use Case Diagram
--------------------------------------------------------------- 16
3.10 Database Design
------------------------------------------------------------------ 17
3.11 Design Process
------------------------------------------------------------------- 17
3.11.1 Input Specification
--------------------------------------------------------- 18-19
3.12 Output Specification
------------------------------------------------------------ 19
3.8.3 Processing ------------------------------------------------------------------------
20
3.8.4
Chapter Four: System Implementation
4.1 Implementation Stages
------------------------------------------------------------ 21
4.1.1 Programming Stage
------------------------------------------------------------- 21
4.1.2 User Training Stage
------------------------------------------------------------- 21
4.2 System Requirements
------------------------------------------------------------- 22
4.2.1 Software Requirements
--------------------------------------------------------- 22
4.2.2 Hardware requirement
---------------------------------------------------------- 22
4.2.3 Input
Requirement/Specification ---------------------------------------------- 23
4.2.4 Output Requirement/Specification
-------------------------------------------- 23
4.2.5 Non Functional
Requirements ------------------------------------------------- 23
4.3 Implementation
---------------------------------------------------------------- 24-28
4.4 System Testing
-------------------------------------------------------------------- 28
4.5 System Integration
---------------------------------------------------------------- 28
4.6 Operating the New System
------------------------------------------------------- 29
4.7 Error handling
---------------------------------------------------------------------- 29
Chapter Five: Summary, Conclusion and Recommendation
5.1 Summary
---------------------------------------------------------------------------- 30
5.2 Recommendation ------------------------------------------------------------------
30
5.3 Conclusion
------------------------------------------------------------------------- 31
References
-------------------------------------------------------------------------- 32-33
Appendix
----------------------------------------------------------------------------
34-44
_______________________. BisuNO
CHAPTER ONE
INTRODUCTION
1.1
BACKGROUND OF THE STUDY
Electronic invoicing System is the process
of managing inventory in order to meet customer demand at the lowest possible
cost and with a minimum investment, Byoungho (2004). A successfully implemented
invoicing control program takes into account such things as purchasing goods
commensurate with demand, seasonal variation, changing usage patterns, and
monitoring for pilferage, Ellram (1996). A preliminary step in the process of invoicing
control is to determine the approximate costs of managing invoice. According to Langabeer and
Stoughton (2001), these costs include such expenses as storage costs, inventory
risks, and the loss-of opportunity costs associated with tying up capital.
Inventory management is a vital function to help ensure the success of
manufacturing and distribution companies and lately retail stores. The
effectiveness of invoicing management systems is directly measurable by how
successful a company is in providing high level of customer service, low
inventory investment, maximum throughput and low costs, Ellram (1996). The
challenge of productive invoicing management is to support an upward trend in
sales while keeping the investment at the lowest level consistent with adequate
customer service. Control of invoice, which typically represents 45% to 90% of
all expenses for business, is needed to ensure that the business has the right
goods on hand to avoid stock-outs, to prevent shrinkage (spoilage/theft), and
to provide proper accounting, Khan (2003).
Articles stored and later used in
this way are known collectively as inventory. In large organizations, it is
usual for inventory to be in tens, even hundreds of items valued at tens of
millions of naira. Given this state, it has become natural to have inventory
items represented in computer maintained files. Computer especially
microcomputer has become an important tool in all types of business from one
man operations up to large international business firms.
Every business manager need to know
what he purchased, what he sold and what is remaining in the warehouse. For
this obvious reason, large, small and medium organizations, companies and
government, as a whole need computerization of inventory control. The speed at
which the administrative and paper work in retail stores increases on daily basis calls for a corresponding
need for a quick and effective device to meet up with the demand. This project
hopes to link inventory control and computer system.
1.2 PROBLEM STATEMENT
The current inventory control at
Gamzaki store is completely manual which result in inaccuracy and inefficiency
in record keeping of availability or otherwise of goods in the store. The
process of updating the inventory requires the sales personnel to monitor stock
level of each item. Anytime a stock level reaches a point that is too high or
low, an action is instituted which include to write down stock status report or
to generate a purchase order. There are a lot of problems associated with using
this manual method which include time wasting, difficulty in calculating the
total amount of items sold, too much paper work and difficulty in updating
every time a change is made, hence the need for automating the inventory
system.
The proposed automated system will
take in data of stock items like stock number, product name, quantity, cost
price and selling price as inputs. The system process and update records
accurately within a short time and store it. After processing these inputs, the
system will be able to generate sales report, stock report, payment receipt and
transactions history report as outputs.
The new system will be able to
generate report regarding the details of stocks available in the store and
print out the various reports generated via a printer. Also, security provision
like the login authenticity will be provided so as to curtail unauthorized
access to the system.
1.3 AIM OF THE PROJECT
The main aim of this project is to
develop software that will automate the current manual invoice control system
through incorporation of computer to eliminate errors relating to inventory
control calculations and management.
1.4 OBJECTIVES
i.
To provide system that keeps constant updates about total number of stock
available in the store and constantly
each and every items in the stock that is going down low to out of stock, the
system alert as soon as is due.
ii.
To provide software that save time and
reduces energy consumption by making complicated processing and inventory sales
report easy and without delay.
iii.
To help track sales, hence staffs are
constrained to sell at a fixed price and remit recommended price.
iv.
To be able to discover several goods in
stock that are about to expire in stock. The software gives the flexibility to
know every single item in the store, its Quantity and their expiry dates at
just a click to the software.
v.
The software provide easy way to print
out weekly/monthly summary reports, showing how much have been used for
different stock items from a computerized stock system.
1.5 SCOPE OF THE PROJECT
The program is designed to take
care of a typical control system, which deals with invoice control of Gamzaki
Store and other retail stores/supermarkets alike having similar problem of
inventory control.
1.6 LIMITATION OF
THE PROJECT
The study was faced with a problem
of getting all the information from the
respondent because of potential cynical suspicion. Poor keeping of records caused some data not to be available
and finally some respondent were not able to give the desired responses as they
were not much familiar with adequate knowledge on invoice management.
1.7 Definition of
Terms
i.
Item
Name: - This is a name given to each product. This name is
unique to the product by which it identifies.
ii.
Stock
Balance : - This is the number of goods that are present in
stock
iii.
Cost
Price: - This is the initial cost of purchased goods
iv.
Selling
Prices: - This is the cost at which goods or a particular item
is sold after being purchased.
v.
Receipt:
- This is a document prepared to be given out to a customer for confirmation of
goods purchased.
vi.
Transaction
History: - it is used to show all the list of daily
sales and stored each record for reference purpose.
vii.
Change
Password: - it allows the management or system admin
to change a password.
viii.
Low
Stock Balance Alert: - it is a reminder that keeps you
updated whenever a stock balances is going down or low.