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A. FEASIBILITY STUDY
Claretian Communications Foundation, Inc. is an international publication
of religious books which was established in 1981 and still utilizing the manual
system to record vast amount of book stocks. The majority of books published
are in the categories of Scriptural Books, Seasonal Books, theology, Religious
books and Pastoral Missiological. Each categories of book are holding thousands
of different title making it harder for the employee to record it using the manual
system. Claretian Communication Foundation Inc is practically run by lay people,
with its 42 employees. It is composed of three divisions, each is headed by a
Manager, with their corresponding departments: Administration and Finance,
Marketing and Production. Human resource, accounting, general services, and
systems and information management are under the administration and finance
which is able to provide systematic support in every area of a business without
any interruption in services. This department keeps an effective communication
channel open, so everyone is informed of any new changes and how the
changes may affect the organization. Sales, ads and promotions, and Claretian
bookstore which is under the marketing does the research and strategic
communication planning, while the sales department implements selling-specific
promotional strategies. Under the production there is an editorial and product
development, foreign orders and rights, and logistics which ensures the process
of turning raw materials into products is performed efficiently and accurately.
Claretian Communication Foundation Inc. has a Board of Trustees composed of
members of the Provincial Government of the Claretian Philippine Province. Two
Filipino Claretians are now directly involved in this apostolic work of the province
as Executive Director and Assistant Director, respectively.
The company maintains a small staff of employees as compared to its
growing production. Counting all the stocks manually will cause lengthy time.
The employees and staffs of the company are still using manual system in the
logistics department. Using stock cards, recording the name of the books and
stocks may be prone to errors and may cause of loss of information.
Stock cards were used to locate the specific location of the books. The
staff needs to manually check each rack of books to find its specific titles. With
this process of locating the title of the books, it will need a lot of time to do it. By
using the manual way of computing and storing data, being susceptible to
miscalculation is possible and just by single mistake, repeating the process may
Developing a Sales and Inventory System with Barcode Scanner for
Claretian Communications Foundation, Inc. would make a mark improvement to
the company and will make the task of employees and staff easier and protected.
This will not only benefit the logistics department but will also benefit other
department of the company because of the precision and accuracy of
calculations within the logistics department. The company’s mission as stated is
“As a claretian pastoral endeavor of the claretian missionaries in the philippines
that brings the word of god to people from all walks of life, we commit ourselves
to promote integral evangelization and renewed spirituality that is geared towards
empowerment and total liberation in response to the needs and challenges of the
church “, and the vision statement as follows “We, the claretian communication
foundation, inc., envision to be the leading religious publisher in Asia and the
The proposed system consists of 3 computer unit and printer. The printer
is for printing documents and will be deciphered to print a readable stock reports
and sales invoice. Each computer unit is connected to a Local Area Network
(LAN) and connected to a single database for retrieving and sending data from 1
computer unit as a Server. The usage of Sales and inventory system is to record
the sales and stocks that has been released in the warehouse of the company.
The proposed system requires a network hub for connecting the 3 computer unit.
The Windows 7 Professional will be used as an operating system for the
computer and MySQL will used as the database of the system. These hardware
and software will be used for five years to handle or to maintain the computerized
Sales and inventory system. The Uninterrupted Power Supply (UPS) will not be
provided though it is essential; the company will decide for providing the
The proposed computerized Sales and inventory system enables the
company to control the company’s asset tracking needs and fixed assets.
Printers are known of their quality, proven reliability, ergonomic design, and ease
of use. This kind of Sales and inventory system monitors the products of the
company to gain visibility and control the inventory, stock levels, customer
payment and sales of the products. It also reduces time spent searching for
inventory, eliminate stock outs, and improve customer service. Sales and
inventory levels will now be easy to manage, track, and control. The Claretian
Communication Foundation Inc. has Sales and inventory system which is
manually conducted. Innovation from manual to computerized will greatly benefit
The proponents can say that Claretian Communication Foundation Inc. is
economically feasible because for over 35 years of business, Claretian
Communication Foundation Inc. became one of the leading book supply producer
and manufacturer worldwide. The company is willing to upgrade and modernize
its current system. In fact, the company already provided a budget for the said
system. Installing the hardware and software needed for the proposed system
will be possible for the company.
REVIEW OF RELATED LITERATURE
Inventory Management may seen complicated to some, but if one truly
thinks about what the word “inventory management” means, it is simple concept.
Inventory basically a list of goods and materials that are held by a business and
are available in stock. Inventory Management is the process of keeping track of
inventory and having the delicate balance of supply and demand firmly mastered.
When having inventory, a company does not ever want to have too much of a
product, nor does it want to have not enough of that product to meet demand.
Inventory Management helps to ensure that a proper inventory is maintained at
all times.(Ronsworth , 2010)
Ensuring the availability of materials and goods is one of the major
responsibilities and goals of inventory management, requiring various techniques
such as mathematical modeling and computational methods. To introduce the
basics of inventory systems and mathematical assumptions for all models are
grouped together, thereafter mathematical principles and applications are treated
as they relate to one another. With this clearly organized systematic exposition
and a unique balance is maintained between simplicity and rigor. (Sapra, 2010)
Inventory management systems do not make decisions directly, but help
employees to make decisions. A good inventory management system would also
provide help in forecasting the demand and supply apart from ensuring that the
confusing paper work is done away with. It makes sure that information about
warehouse and links to suppliers of raw materials as well as customers, retailers
and wholesalers is readily available for use.(Patel, 2010)
An inventory management system can also create a warehouse
management system that makes it easier for shipping personnel to find products.
Product return levels go down, customer satisfaction goes up and the increase in
customer repeat orders due to your excellent order fulfillment service goes up.
The Sales system challenges facing utilities are manifold, with huge
amounts of payments to accept, data to collect and accounts to manage. In every
transactions made in the cashier terminal it can encounter error of handling
orders and payments.(SICSE , 2010). Sales software is a growing product in the
software market. The calculation aspect of this type of software is well known.
Data entry occurs when the cashier types in the price for each item. Reduce
Transaction Costs, offer alternative, lower cost payment methods for person
transactions and lower your overall processing costs.(Francois, 2010). Fewer
personnel hire for the cashier terminal, less employee because the system will
automatically compute for the customer’s bill. Effective use of time is not
necessarily about bundling more activities into every hour, but about achieving
greater results in that hour because of doing the right thing. This use of time
planning means working a “living” marketing plan that addresses both long and
short term needs.(Kashima, Matsumo & Ishii , 2010)
Sales tracking is actually the process that involves keeping up to date
information about the sales of a company. It stores information about the current
sales of the product, the profits earned and inventory management. It is very
important in sales management as it tells us everything about our sales and our
products. It pinpoints those products whose sales are on the high all time; these
products are then evaluated for their costs and sales. Companies have realized
the importance of keeping track of their sales activities, (Bagoro, Barlis, et al,
Stock-taking in shops with a lot of items is time consuming. Performing a
store inventory without a system would likely take two employees four days to
complete. Using RFID will save significant time and efforts of each customers
and employees. The biggest benefit of using RFID is in the inventory
management. (Inventory Management in Apparel with Epc/Rfid, Japanese
Company Gains In-Store Efficiency, 2012)
Supply chain management seeks first to integrate all of the internal
activities to supply product to a customer. This system can decrease costs and
improve service by optimizing inventory. Through supply chain partnerships and
information exchange. Sourcing now comes under the supply chain umbrella. We
can see that good supply chain management is partly a matter of balance. This
system would manage all finished goods in inventory and have responsibility for
its distribution. This will perform the forecasting and inventory planning process.
All inventories would be managed more intensively to avoid excess and obsolete
and active inventories would be deployed and re-deployed on the forecast
requirements. (Supply Chain and Inventory Management, 2013)
Local Literature, Studies and Systems
A computer is a device that accepts information in the form of digitalized
data and manipulates it for some result based on a program or sequence of
instructions on how the data is to be processed. Complex computers also include
the means for storing data including the program, which is also a form of data for
some necessary duration. Computerization helps a business by allowing them
manually. It has the ability to synchronize task, bring down error rates. (Ely,
Montojo & Reonico, 2011)
A Transaction Processing System (TPS) is a system that supports the
processing of an organization’s transactions. For many businesses, a transaction
refers to an exchange of goods or services for money. The orders can be filed
whenever a payment has done. For every transaction, a decreased on the stocks
occurs and all the transactions will be recorded. Records can be used in
generating reports such as sales report, inventory report, and list of items in
critical level. (Dela Cruz, Mesina, etal., 2011)
Inventory System is an essential portion of an industry for the reason that
inventories are typically the major expenditures acquired from the business
processes. Most companies will use an inventory management system that will
track and maintain the inventory required to meet the customer demand.
Checking inventories on a precise premise during the time consolidated with a
procedure for consistent change in stock exactness will demonstrate a much
better technique for accomplishing exact inventories. The idea is extremely basic,
in the event that you create just what you require when you require it, then there
is no space for blunder. (Osita, Paragas, etal, 2011)
“Security us one of the best feature of the system; that uses a username
and password to secure the applicant files. The main objective of developing a
system is to keep the confidentiality and the security of the files and data of the
users. In developing a system it is important to improve one’s security measure
for the credibility of the system and most important for the company’s
stability.” (Ocampo & Heras, 2010).
“Database may be local or remote”. Local databases are available only to
one computer or to a local area network of computers that are connected to one
another and share software. Remote databases or also known as on-line
resources are stored on a computer at a different location. (Cates, 2010).
Inventory System is important and needed to be used by the companies in
the industries. This will speed up the filling of records, manpower utilization,
security guidelines, the company will able to track the money, stocks, updates,
changes in the company and other matters that includes managing. Manual
systems are old fashion and has no assurance that the files have a security. The
good inventory system a database recording with security that will take care of
the records, as such a good system will organized and handles the integrity of
the records. (Ely, Montojo&Reonico, 2011).
Inventory maintenance system is divided into separate procedures for
reviewing, receiving, issuing, or inventory on-hand. In this way, the system
supervisor can control which employees can issue stock, order, or adjust
quantities based on stock inventories. Access is controlled through an easy to
use but very effective password authentication system. (Anabeza, Aycardo, et al.,
Inventory management is primarily about specifying the size and
placement of stocked goods. Inventory management is required at different
locations within a facility or within multiple locations of 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. (Diesta, Garcia, et al., 2011)
Sales system is a process of sending a bill to customers for goods and
services rendered. It is a system that tracks customer usage of services and
calculates the impact on a customer account based on the price of the services.
A sales system is very useful to the company as it will reflect the income derives
from various services it renders. (Binoman, De Leon, et al, 2011)
Point of Sale (POS) terminal keep track of the goods that it has in stock
and to produce bills for customers. Whenever an item is sold the product code of
the item is read into a till by a barcode scanner. Sometimes the barcode is not
scanned properly. If this happens the till makes a beeping sound and the product
code must be rescanned or entered using a keyboard. Once the product code
has been entered the till looks up the price and name of the product in the
supermarket’s stock database. This information is printed on the customer’s
receipt. It also updates the product’s record in the stock files to indicate that the
product has been sold. (Flores, Garcillan. & Lorzano, 2011)
Synthesis of the Reviewed Literature and Studies
The line stated by much on the chapter II that were conducted are related
to the researchers’ study because these studies are concerned with the Sales
and inventory system of the company. Using this system, it has the advantages
of increasing efficient, time, accuracy, reliability, creativity in analysis, staffing and
reporting management when compared with manual inventory system. Computer
may more rapidly perform assessment than the previous used systems, once the
data has been entered into the system. It was all related in the area of
importance in keeping all the records and files of the company as well as the
acceptance of the company that these files are secured and accessible for the
advancement of the company. It also guarantees that people’s job will be easier,
faster, and more efficient for the benefits of the company.
B. PROJECT PROPOSAL
Sales and inventory system plays an extremely important role in the
management system of a company. But, such systems do not often relate
accurate outcomes. As each employees and managers desires to accomplish a
precise sales and inventory system which will calculate, store, record and update
the data that they will gather. The entire procedure includes heavy workload for
the employees keeping in mind that the count of stocks will be exact, correct and
will be equal to the calculations of the other staffs. The advocates of this study
wish to create a system that will efficiently manage the flow of materials,
effectively utilize people and equipment, and produce accurate calculation of
sales with the use of barcode scanner
As such, this paper aims to create a workable Sales and Inventory System
with Barcode Scanner that will address these issues.
Statement of the Problem
1. 4000 titles of books are not in alphabetical order causing to
unorganized monitoring system will cause lengthy time for the
employees when tracking the name of the books.
2. Difficulties in detecting the warehouse location and tracking the
rack’s location of each book will be burden to employees, each
book has a specific location and will be harder for the employees to
track them manually.
3. Inaccurate records due to misunderstanding the employee’s
penmanship will cause massive errors.
4. Duplication and losing of stock card may occur by misplacing it.
5. Need for back-up and recovery for 4000 titles of books. It requires
a back-up and recovery to avoid losing of records once the system
6. Lack of security access for the records affects the integrity of the
records and may be prone to alteration.
7. Difficulties on handling payment transaction due to vast amount of
Statement of Objectives
The general objective of this study is to develop a Sales & Inventory
System with Barcode Scanner for Claretian Communication Foundation Inc.
1. To create a system that will allow the user to search the title of the
books easily and will display the title of the books in alphabetical
2. To create a system that will display the warehouse location and
rack location of the books
3. To create a system that will produce accurate and readable records
for the monitoring of each book.
4. To create a system that will store records and data that is secured.
5. To create a system that can backed-up the records in order to
recover it when the system crashed.
6. To create a system that assigns a separate account for the
administrator, managers and employees with specific limitation and
7. To create a system that will view the item’s information and will
have a payment transaction using barcode scanner.
Scope and Delimitations of the Project
1. The system can add new item, store and update, view the current
stocks of the company and can also generate a list of available
2. The system can view the title, type, category, price, code, ISBN,
weight, size, and location of the book.
3. The system will provide a log-in access for Administrator, Manager
4. The system will record the name of the client who ordered the book.
5. The system can view instantly the total number of books.
6. The system can view and print the stock and return report.
8. The system will have a color indicator if the stocks reach the critical
9. The system will have a payment transaction using barcode scanner.
1. The System will not focus on recording and storing inventory For
the transaction outside the Philippines
2. The system are not concerned with the inventory of physical assets
like furniture and trucks of the company
3. The system cannot verify if the customer had a balance a pending
transaction to the account department
4. The system can be only used offline.
C. PROJECT DESIGN
SOFTWARE PROCESS MODEL
System Development Life Cycle
Figure 1 System Development Life Cycle (Waterfall Model)
The figure above helped the researchers follow the right stages in
developing a proposed system without wasting time and effort. Each phase
serves as a guide for the developers to follow a guide in developing a system. It
ensure that every process is not left out to make sure that the system runs at the
The proponents establish a preparation for the proposed system that
should develop. The proponents sought for all the ideas that may help upon
conducting the study.
The proponents used different tools and methods in collecting information
that is relevant and may contribute to the development of the study. This stage
also gave the proponents ideas on the things they should consider upon
developing the system.
The proponents will took data and information needed in designing the
user-interface. After analysis the proponents will not proceed on the design and if
it fails to satisfy all the requirements. The proponents will have to go back to the
This stage is the phase in which the system was actually constructed. The
application of the previous stages was carefully laid in this stage make the
system completely running.
After designing and coding, the system now needs to be tested and if
there will be an errors or efficiency in some process, the proponent will be
needing to check the design again if there are problems, then the system will be
debugged again and will be ready for evaluation and acceptance.
This phase is necessary for the proponents to know if the system will work
properly, the proponents will be presenting an Inventory System to the users to
evaluate the ratings of the proposed system.
SYSTEM ARCHITECTURE (DFD)
Database Specification (ERD)
A. Platform Information
The development of sales and inventory system uses different programming
language in every part of the system. In creating the front-end, proponents used
visual studio and a programming language of Visual Basic, this includes
designing of buttons and user validation. For the back-end, the proponents used
MySql for connecting the front-end and the back-end. Images that has been used
in the system are made in Adobe Photoshop and other pictures are from the
B. Hardware and Software Requirements
Quantity Particular Price Total Price
3 Intel Core i3 (PC
1 DLink DES 1008 8-
port (Network HUB)
5 Kebos PowerGrade
– As (UPS/AVR)
3 Canon Pixma MP237
Multi Function Printer
Quantity Particular Price Total Price
3 Windows 7
1 MySQL 0 0
1 Xampp 0 0
1 Microsoft Visual
C. Program Flowchart
FLOW CHART 1.0
FLOW CHART 2.0
FLOW CHART 3.0
FLOW CHART 4.0
FLOW CHART 4.1
FLOW CHART 4.2
A. Testing Plan
Design Verification or Compliance Test
Proponents test the system during the development or approval stages of
each module based on the appropriate design that is needed by the company.
Manufacturing or Production Test
Proponents may perform production test during the preparation or
assembly of the system in an ongoing manner for purposes of performance
verification and quality control.
Acceptance or Commissioning Test
Proponents perform acceptance test at the time of the installation of the
system based on the system requirements that needs to be met by a certain
Service and Repair Test
Proponents performed this test as required over the service life of the
system, this may include fixing of bugs and retrieving data over a system failure.
Module Log-in and Log-out / User Registration / Book Information and Cart
Stock Inventory / Book Category / Book Registration / Search / Add Item / Invoice / Sales Report /
A. Project Recommendation
Based on the study conducted, from gathering data and the following
justifications were drawn. The problems encountered by the respondents under
the manual system were prone to errors and does not acquire accurate
information needed. It needs more employees to do the inventory because it is
manual. It required to double check the calculation to avoid inaccuracy and
miscalculation of the produce books due to manual counting. Have a slow data
processing in handling orders due to the use of pens and papers as a manual
system. Have a weak monitoring system for 4000 titles of books and experience
uneasiness in detecting the location of each title. Misunderstanding of the
employee’s penmanship assign to handle the orders, sales invoice, stock card. It
causes inaccurate records. Often Duplication and losing of stock card cause by
misplacing it. The records can’t be backup and recovered. Lack of security
access for the system. In delivery, the books are prone to damage because the
sizes of it are not proportion to its packaging box. The existing manual system of
Claretian Communication Foundations Inc. must be replaced with the proposed
system. The proposed system should be implemented. It is also recommended
for the company to use a computer system with a proposed system to become
more efficient, secure and accurate in all the records that will be processed. The
proposed system had satisfied all the problems involved in the manual system,
therefore, the proposed system was found to be accessible, accurate,
maintainable, reliable and secured.