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Design of a Computerized Inventory Management System for Supermarkets
Article in International Journal of Science and Research (IJSR) · September 2013
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Volume 2 Issue 9, September 2013
Design of a Computerized Inventory Management
System for Supermarkets
Abisoye Opeyemi A. 1 , Boboye Fatoba 2 , Abisoye Blessing O^3
(^1) M. Sc (Computer Science), Federal University of Technology, Department of Computer Science, Minna, Niger State, Nigeria
(^2) PGD (Computer Science), Field Support Engineer, MTN, Minna, Niger State, Nigeria
(^3) M.Eng. (Electrical), Federal University of Technology, Information Technology Services (ITS), Minna, Niger State, Nigeria
Abstract: Inventory is often the largest priced asset of a business after the fixed asset. Keeping the inventory also means keeping a tab on the realizable value, market value of all the stocks, stock in production and finished stock. This paper explores the challenges of manual inventory management system for supermarkets and infers solutions to the current challenges by designing a computerized inventory management system to order and update the stocks. The main method used for this research work is interview. Data were collected from 5 heterogeneous supermarkets and used as a tool for obtaining facts. When the goods were supplied the update of the stocks were being taken from time to time. The finding shows the challenges facing the manual system of inventory management system; the manual system requires everyday counting of items in the inventory, human errors are very prevalent during counting and recording and in case of disaster like fire or flood or poor communication, all the manual inventory records will be damaged and irretrievable. Based on the findings this paper highlights the possible solutions to the above problems; a computerized inventory management system to order and update the stocks was designed and goods were supplied to implement the possible solutions.
Keywords: Inventory management, Stock, Goods, Order
1. Introduction
Inventory management is the process of efficiently overseeing the constant flow of units into and out of an existing stock of goods. This process usually involves controlling the transfer of units in order to prevent the inventory from becoming too high, or dwindling to levels that could put the operation of the company into jeopardy [16]. Inventory management is primarily about specifying the size and placement of stocked goods. It is a science primarily about specifying the shape and percentage of stocked goods. Inventory management is required at different locations within a facility or within multiple locations of a supply network to protect the regular and planned course of production against the random disturbance of running out of materials or goods. The scope of inventory management also concerns the fine lines between replenishment lead time, carrying costs of inventory, asset management, inventory forecasting, inventory valuation, inventory visibility, future inventory price forecasting, physical inventory, available physical space for inventory, quality management, replenishment, returns and defective goods and demand forecasting [16]. Planning and controlling of inventory management is concerned with the following three basic questions:
- Which items and how much of them should be on stock?
- Where to store them?
- How is the re-order point defined?
In this context, the planning stage deals with the question of which items should be kept on stock and which specific to stock the items has to be defined. The third question is concerned with the re-order point, of when to order in which order quantity. These questions are closely concerned with the overall research aim and the implementation of e- commerce. The initial question is about which items or spare
parts should be provided to the customer to fulfill the customer needs. Furthermore, the whole distribution site and supply chain processes have to be determined. [5].
2. Aims and Objectives
Aim: To design a Computerized Inventory Management System to ascertain stock level of a supermarket, when to order for more goods, keep status and updates of transactions, thereby helping managerial decisions, progress level and stock taking.
The objectives are:
- To study the functions of inventory management system
- To explore the challenges being faced by the manual system
- To design a computerized inventory management system that solves the problem inherent in the manual system with the use of Microsoft access and Microsoft Visual Basic
- To implement the supply products data on the computerized inventory management system to ensure its functionality
3. Methodology
The main method used for this research work is interview. Data were collected from 5 heterogeneous supermarkets and used as a tool for obtaining facts. About 10 goods were ordered for and were supplied. When they are supplied the update of the stocks including supplier records were being taken from time to time. The Computerized Inventory Management System is designed with the use of Microsoft Visual Basic and Microsoft Access.
Paper ID: 1201336 340
Volume 2 Issue 9, September 2013
Inventory system. In the Customer System an Advertised product is purchased by the Customer, the customer’s data is manually recorded at the inventory and invoice is issued in respect to the goods purchased. The Financial system records the transaction details and Cash Flows, the Manager of the company Records the Sale Item, checks the stock level to avoid Shortage and Overstock and issue an order if there is shortage of stock and the product supplied is not what was ordered, he will then Reorder for more. The Supplier of the product from the manufacturer checks the wholesaler’s order and Reorder and makes the Shipment or delivery of goods. Each stage and activities in the figure above takes manual inventory of the processes. The same thing is experienced in the Fig 7.2 above, but the manual record taking in the former is electronically handle in the new system called Computerized Management System which handles the New stock, Stock order, Stock update, Product or Item Search to check availability and Stock Report.
8. Program Analysis
The program starts with a login page as a measure to ensure security. In which if it is successful, will display the splash screen after which it will automatically display the main menu form. The user has the option of choosing from the onscreen menu options. Which are the New Stock, Update Stock, Search and View options. The user form will capture records regarding stock details. Which are stored in the database, retrieved and viewed later.
8.1 Program Implementation
This is the stage in which the developed system is tested and it is expected that the system will perform the required task as to meet the need of the end-user. System implementation involves activities such as:
- Training end-users,
- Setting up implementation environment and
- Performing the conversion or change over.
8.2 Application Program Structure
Program design: Program design deals with logical procedures follow to achieve the desire goal of this project work as it is aimed to solve a particular problem. It could be a set of instruction in a logical way to achieve a particular task. Program design also implies the production of professional software, which was designed with Visual Basic and Microsoft Access. The program is normally run in Microsoft Visual Basic Environment or the executable file installed (Cannot be upgraded). When the program starts it displays a splash screen form (Display information about the software), after some time, it displays a login form that has a username and a password. On acceptance into login in, it displays the splash screen and main menu. Where you can choose any of the option of modules you want to run.
8.3 Application Program Element
The Integrated Development Environment element of the application program is designed to handle user friendly interface. It make use of forms where controls are placed
serving as the front – end. While the Database is serving as the back – end. And the application program is rich also with components and references that can be used and work behind the scene of your program.
8.4 Summary of Test Conducted
The following tested was conducted on the following;
- New Stock
- Update of stock
- Searching and viewing a particular product and supplier
9. Data Analysis
9.1 Input Design
In any organization, institution or any system of operation there is always an input into the system which keeps a system going, if the input is wrong definitely the output will be wrong. This design is meant to handle data about a particular product or stock in the Supermarkets.
Table 9.1: Table for the Input Design to add new product record Field Name Data type Field Size Order Number Integer 15 Product Number Integer 10 Product Name Text 30 Supplier Number Integer 15 Supplier Name Text 40 Quantity Order Integer 20 Quantity Received Integer 20 Date Order Text 15 Date Received Text 15 Received By Text 30
Table 9.2: Table for the Input Design to Add to the Stock Field Name Data type Field Size Supplier Number Integer 15 Name Text 35 Middle Name Text 20 Surname Text 20 Address Text 40 Contact Number Integer 15 Company Name Text 35 Company Address Text 35 Company Contact Text 30 Note Text 40
Table 9.3: Table for the Input Design to Add Supplier Record Field Name Data type Field Size Product No Integer 10 Product Name Text 30 Product Supplier Text 40 Category Text 30 Product Price Integer 20 Quantity Integer 20 Product Description Text 35
10. Result
The result of the test is stored in the database. Especially the details of the report will be generated in a form showing the details of available stocks and products.
Paper ID: 1201336 342
Volume 2 Issue 9, September 2013
10.1 Sample Outputs for Inventory Management
Figure 10.1: The Login Interface
Figure 10.2: System main menu
Figure 10.3: Add Product Record
Figure 10.4: Add Stock
Figure 10.5: Add supplier Record
Figure 10.1 above is the login interface for the stock keeper to have access to the inventory management system. The system is protected from unauthorized user and the system main menu interface is shown in Figure 10.2. Table 9. shows the input template to add a new product record while Figure 10.3 is the design template to add product to the record. Also, Table 9.2 above is the input template to add product to the existing stock while Figure 10.4 is the design template to add product to the existing stock. Also, Table 9. above is the input template to add supplier record while Figure 10.5 is the design template to add supplier record. The search for any existing product and supplier record can be performed with the use of Figure 10.7 and the template can be updated by the store keeper with the use of the menu below the template. Figure 10.6 and Figure 10.8 depict the reports of the existing product record and supplied record.
Figure 10.6: Supplier Report Records
Figure 10.7: Search for a Supplier Input Record
Paper ID: 1201336 343
