Presented by: AISHAH BINTI ABDULLAH NUR MARDHATI NABILA BINTI TUKIMAT MOHAMAD FAZRIN BIN SAHARUDDIN MUHAMAD FADHIL BIN NORRAJI
Presented by:
AISHAH BINTI ABDULLAHNUR MARDHATI NABILA BINTI TUKIMATMOHAMAD FAZRIN BIN SAHARUDDINMUHAMAD FADHIL BIN NORRAJI
Minimart Meranti is a small business that provides variable things such as food, snack, toiletries etc.
Located at Arked Meranti, UTM Skudai, Johor Bahru.
Minimart Meranti deals with supplier to determine the number of stocks and dealing with customer and other information necessary concerning the related services.
The system used is named POS Inventory System.
After conducting the interview with the company organization, some problem was identified.◦ Losing some item in stock◦ The information about suppliers was stored using
traditional method that required the employee have to take some time to review it differently on the invoice..
So we took the initiative to study this problem and a method to solve the problem was identified .
To enhance the store's inventory system by computerizing it and minimizing the amount of errors
encountered for the user.
APPENDICESOn Friday, 28th of October, an interview was conducted with the manager of Arked Meranti’s Minimart’s
Manager. Below are the interview questions and answers:
Q : What is the name of the system?A : POS Inventory SystemQ : Since how long have you been using the system?A : Quite recently actually, around the February of this year, so that makes about 9
months.Q : Prior to this system, how did you manage the inventory?A : Before, we’re only using the manual cash register and papers to record the flow of
items.Q : Can you tell us a bit how the system works?A : Of course. The system is actually divided into two; a client at the cashier and a
server at the manager’s room. When stocks come, I (the manager) will scan the barcodes of the stocks to add the number of item into the system’s database.If data (description and pricelist) of the item exists in the database, the amount of item will be simply increased in the database. If there isn’t, however, the system will prompt me with a screen notifying that the item is not in the database and I have to manually key-in the description. A good feature about this system is that it will calculate the selling price of a new item automatically, provided that we specify the amount of benefit we would like to get. The system will also print a monthly report of the store’s inventory, and will print a daily report if prompted to do so.
Q : Do you (or anyone else for that matter) have a difficulty navigating this system at first?A : I wouldn’t say I haven’t. The system is indeed hard to learn for an old-timer like
me, however once I get the gist of it, the system became perfectly easy and better than the previous method we use. Overall, I think the system is pretty easy to learn, at least for the cashier side because we have several student part-timers and they can do their work well once they learn it.
Q : Considering you have part-timers working for you, does the system have any authentication measure or something to make sure that the system is secure?
A : The system will need an ID and password to be accessible, so yes.Q : Is there any problem you would like addressed about this system?A : There is one thing. This actually happened not a long time ago. Say that a
customer bought an item and already paid for it, with the system already recorded the transaction. However, the customer then decided that he want to refund the item. The system cannot handle a refund and what’s done is already done, so it’s going to be hard to handle such situation.
Q : And what did you do to handle that situation earlier?A : There’s nothing we could do, at least by using the system. We simply printed the
receipt and attached it to the daily record book and makes a note about it somewhere when it’s time to calculate the store’s profit/loss.
Q : Thank you for your kind time, sir.A : You’re welcome.
From the interview, two major problems was determined:◦ Current system has no supplier’s menu, and to trace
which items come from where, the manager have to refer to the invoice. It takes time to trace back an item this way as a piece of invoice might be hidden in between a lot of other documents.
◦ Missing items can never be avoided. However, it can be reduced, and such a result can be achieved by the FoC values from buying items in bulks will cover the loss from missing items.
Information stored in the database.◦ Information will be stored in a secure database to prevent
leakage of information to individuals who are not responsible.
Saves time.◦ To find or update the information and company, the time
required to perform the process can be cut short and easy. It is an advantage to this system than previous systems. This system will shorten the time taken by employees of the company to keep the information or record each transaction involving the company's stock.
Company's activities can be monitored easily.◦ Managers can check the sales projection using this system,
so the manager can do the evaluation about the items that contributes higher sales.
CBA
Project Leader
(Mohamad Fazrin B. Saharuddin)
System Analyst
(Aishah Bt. Abdullah)
System Analyst
(Nur Mardhati Nabila Bt. Tukimat)
System Designer
(Muhamad Fadhil B. Norraji)
PROJECT TEAM MEMBER
0
Point Of Salessystem
Customer StoreManager
Vendor
PaymentManagement Report
Receipt
PurchaseOrder
ReceivedGoods
1
TransformCustomerPurchase
2
UpdateGoods andSold File
3
UpdateInventory
File
4
Update SaleTotal File
6
goods sold amount
Customer
StoreManager
D1
Goods Sold FileD2
Inventory FileD4
Sales Total File
payment
receipt
inventorydata
inventoryamount
formattedinventoryamount
managementreport
sales data
formattedsalestotalamount
ProduceManagement
Reports
sales total
formattedgoodssoldamount
goods sold
5
ProcurementsVendor
goodsamount
receivedgoods
purchaseorder
Procurement process
received goods ReceiveItems
order decision
5.1
ProducePurchase
Order
5.2
D2
inventory file
quantity onhand
quantityreceived
Transform Customer Purchase process
customer purchase
generate receipt
D5
PurchasingTransaction
sales
1.1
sales data
ReceivePayment
1.2
goods sold
Customer
Product
Supplier
Inventory
Sales
items ordered
items sold
purchased
produceby
offeredbyprovided
update items
transactions
Entity Relationship Diagram for POS system
purchasedby
produce
sentmake
retrieve
report
On the system menu, supplier menu was added.◦ To facilitate managers to view a list of suppliers
and goods from the supplier.◦ Manager are allowed to view records incoming and
outgoing goods from which company supplied the items by clicking the search button. If any information is inaccurate, the manager may refer the invoice to be sure.
For the missing item problem, we propose that the shop to use closed-circuit camera system (CCTV) but it expensive and to hire a someone to observe the minimart all day will increase the cost.
Another way to reduce the cost is when make many order from the supplier sometimes get the FoC items. FoC items can be sell to cover the loss due from the missing items.