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DEDICATION
This study is dedicated to our parents who never failed to
be with us always especially when the time that we needed them
the most, for giving us all we need each and every day of our
lives and for the moral and financial support they gave us during
the time we developed our system. Also, to the Computer Studies
Faculty for giving us time and knowledge whenever we approach
them about our doubts and problems while making this study. And
most of all, to our Almighty God for giving us strength, wisdom,
patience, perseverance and love in accomplishing this study and
defending it to the panelists.
All of these positive outcome will not be possible without
their presence in the midst of our eagerness to finish our
course.
Thank you very much.
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Benjamin C. Cabusas (BCC) Enterprises Online DealersTransactions Monitoring System
-----------------------------------
A Capstone Project
Presented to the Faculty of the
Computer Studies Program
Father Saturnino Urios University
Butuan City, Philippines
-----------------------------------
In Partial Fulfillment
of the Requirements for the Degree
BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY
-----------------------------------
by
Angelito Escol
Candy Claire Bucong
Efrenilo Lascua
James Kenneth Bollozos
Ralph Mordeno
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March 2012
Executive Summary
The subject, BCC Enterprises, is a dealer of Avon
Products such as Cosmetics, Gadgets, Men, Ladies and
Childrens wear, Lingerie, etc. The first ten years of
dealing with people, it is managed by Mrs. Semfronia
Semie Cabusas and in the following year up to now, Mr.
Benjamin Cabusas is the one who replaces his mother as the
manager of BCC Enterprises.
Their old system existed in the time of the first
manager and owner, and until now it is visible but already
not in good condition. It is now only used for printing
TRAs (Trust Receipt Agreement) and viewing dealers and
their respective areas. Also, the appearance of their old
system is not organized and not-so-easy to manipulate.
By these problems, the researchers were able to catch
their desire to have a new system for their establishment.
But as an aspirants in programming, they just limit the
topic and take just a part from the establishments over-
all old system to upgrade and update. They then decided to
design/create an online system that monitors their dealers
transactions and have an overview to the in-and-out of the
products.
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TABLE OF CONTENTS
Title Page i
Executive Summary ii
Table of Contents iii
Chapter 1. Introduction
Project Context 1
Purpose and Description 2
Objectives 3
Scope and Limitation 4
Review of Related Literature 6
Technical Background 7
Chapter 2. Methodology
Requirements Specification 8
Analysis 11
Design 12
Development and Testing 27
Recommendations 28
Implementation Plan 28
Definition of Terms / Operational Terms 29
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CHAPTER 1. Introduction
Project Context
Nowadays, Database Management System with regards to
web-based programming is the most widespread by means of
storing and retrieving data information and accessed
through time. Many establishments or even institutions like
schools, banks, companies, enterprises, organizations, etc.
use this kind of data management for the convenience of
data utilizations. This system is normally connected to the
sales and inventory system in order to monitor the incoming
and outgoing of stocks/products in a certain establishment,
company, etc. Also, it has a more organized and secured
place for your data such as price variations, sales and
inventory reports, and other data needed to be backed up
for future purposes.
In connection, the researchers will be assessing the
Online Dealers Transactions Monitoring System of BCC
Enterprises, a private establishment, dealer of Avon
products. They chose this establishment for they have been
using an obsolete system for many years now and almost all
functions of their system turns into manual for it had
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already been corrupted. In addition, some files in their
Database Management System had been corrupted but still
accessible.
With this, they draw their goals for their subject and
will create the Dealers Transactions Monitoring System
into a web-based environment. Basically, they will change
the graphical user interface and also add some add-ons that
are not available in the old system and was suggested by
the owner.
Purpose and Description
The purpose of this project is to come up with a
system that is more fair condition and has a more
systematic approach in monitoring the dealers transactions
of BCC Enterprises. The use of web technology makes the
users more convenience. The Online Dealers Transactions
Monitoring System could improve the effectiveness of BCC
Enterprises in terms of record keeping and efficiency of
sales flow transactions used in decision making. It will
also provide more efficient support and service to their
dealers. It will eliminate the paper-based workloads that
are more time consuming and inefficient in terms of saving
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information. Specifically, information offered by this
study would be greatly beneficial to the owner, employees,
dealers, costumers and future researchers.
Objectives
General Objectives
The researchers aimed to come-up an Online Dealers
Transactions Monitoring System for BCC Enterprises with
some additional functionalities and features so that the
proposed system will be more comfortable to operate, easy
to manipulate, accurate in processing transactions and most
of all, informative to the users.
Specific Objectives
The following are objectives that our group would like to
achieve:
- Online registration of dealers and issuance of
dealers account numbers which can be used by their
costumers in paying their credits.
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- Turn into a web-based system the old one used by BCC
Enterprises.
- Change GUI into a more user-friendly and good to look
environment of the system.
- Add functionalities such as pass due reminders,
products ordered viewer, data back-up and restoration,
etc.
Scope and Limitation
The Dealers Transactions Monitoring System of BCC
Enterprises covers the functions in the following web pages:
Administrator
In the administrator page, the user can perform all
functionalities of the system such as to create dealers
account, approved pending applicants, edit/update accounts,
access dealers accounts; its credit reports and payment
reports, inventory of products, and view TRAs; by dealer or
monthly. Also, it can alter product information and
discounts depending on the latest brochure contents.
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Cashier
In the Cashier page, it can perform almost all of the
actions of the Administrator except for the inventory of
products and editing of dealers account.
Dealer
As soon as the dealer is log-in to its account, it can
view the transactions made; TRA number, products ordered,
due date, total discount, total amount, partial payments
and outstanding balance.
Homepage
In the homepage, there is a registration page link
that when filled-up, the information directly goes to the
pending requests page in the Administrators page. Also,
after verifying the account and already a dealer, it can
log-in automatically using the given dealer ID and password.
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Review of Related Literature
Dealership is an authority to sell a commodity. It may
be a sales agency or a distributor with such authorization.
[http://dictionary.reference.com/browse/dealership]
The researchers conducted an interview to the owner of
BCC Enterprises, Mr. Benjamin C. Cabusas, and they gathered
all the information needed to create a system out from the
problems cited by the owner and some improvements he wanted
to be added in the system.
As they think of the solution and perform many
researches, they encounter some articles that are similar
to the topic they have. In comparison, it may differ only
to products dealt and size of the business but in terms of
its systems, it has no farther dissimilarities.
In the old system that the BCC Enterprises used, it
was programmed using Turbo C programming language and it
hadnt take any system maintenance for about 5 years now.
The owner stated that he is planning to hire a programmer
to revise his business system and that he is finding that
time because it would be a break to the establishments
operation while upgrading the system.
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With this, the researchers grab the opportunity to
render a functional Dealers Transactions Monitoring System
that is web-based. They base the program to the old system,
altering its graphical user interface to a more user-
friendly environment and restoring the efficiency of
backing up data of the dealers, products, reports, etc.
Technical Background
The BCC Enterprises is on business for 15 years now
and still serving many dealers/costumers. Their point of
sales can be in cash basis or on credit payable for one
month depending on the type of products ordered.
Some problems in their system occur. One of these is
monitoring the dealers. They manually monitor dealers
accounts and also in updating their accounts if there are
partial payments. Also, the interface is not so good to
look at and some more adjustments need to repair and
simplify.
As the researchers go on with the discussion for
building the system, the owner cited some functionalities
that are not available in the old system that he want to
see in the proposed system. They include it in their goals
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to meet the owners expectation with regards to this
project.
CHAPTER 2. Methodology
Requirements Specification
Nowadays, there are several approaches such as
Structured Analysis/ System Design (SA/SD) Method and
Object Oriented (OO) Method available that can be used to
develop a system. According to Rumbaugh, J., methodology
such as Structured Analysis/ System Design Method is
representative of data flow approach that begins with a
single process or function that represents the overall
purpose of the desired software. While, Object Oriented
(OO) Method provides a mechanism for mapping from real-
world problems to abstractions from which software can be
developed effectively (Bennett, S. et al., 2000). Object
orientation is widely spread technique, and there are many
object oriented design approaches such as OMT, Booch,
Object Oriented Software Engineering (OOSE) etc. The main
difference is the fact that the object oriented approach is
not based on functional decomposition but on describing the
real objects that play a role in the real world. For the
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researchers, OMT Methodology best fit to the topic theyve
chose.
Object Modeling Technique (OMT) Methodology
OMT is a software engineering methodology that deals
with object-oriented development in the analysis and design
phases. It is primarily used by system and developers
supporting full life-cycle development, targeting object
oriented implementation and has proven easy to understand,
to draw and to use.
OMT Phases
Figure 2.1. OMT Phases
Analysis Phase
ANALYSIS SYSTEMDESIGN
OBJECTDESIGN
IMPLE-
MENTATION TESTING
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The researchers gathered all information and
suggestions from the sets of interviews they conducted to
the management of BCC Enterprises and they then sum up all
the problems needed to be solved in order to render a
functional online dealers transactions Monitoring system
for the establishment. They aimed to create an online
registration page for the dealers. Also, they follow the
flow of the old system but with different GUI and some
changed functionalities.
System Design Phase
The topic only covers the monitoring of the dealers
transactions of BCC Enterprises. Under this system is as
follows:
- monitoring of products ordered from the service center
- monitoring of products ordered by dealers
- monitoring passed due dates of dealers
- monitoring the availability of products to determine
the point of re-ordering
- backing-up and restoring data from/to database
Implementation Phase
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As they implement the new system, they encountered
some minor problems in the coding of programs and
incompatibility to some operations of the system. They also
discover some functions that are not necessary for the
system. Series of try-outs in order to finally implement
the system is needed and they still need more real-time
operations in order to finalize our proposed system.
Testing Phase
In testing the new system, they make sure that it will
be in real operations of the BCC Enterprises. They try some
simple operations into the system and it really helps them
in debugging the program and finding more user-friendly
system. They also let the management use the system so that
they will be the one to know what are still needed to add
and alter. So far, the proposed system can handle simple
operations such as inputting/editing products and
categories, price alterations, dealer registration,
accounts verification, etc.
Analysis
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From the data gathered, they have come up to an online
system that is far similar from the old system in terms of
functionalities and efficiency of generating reports. They
assured the accuracy of giving information and storing data
of the dealers and the establishment.
Design
INPUT PROCESS OUTPUT
FEEDBACK
Figure 2.2. Schematic Diagram of the proposed Online
Dealers Transactions Monitoring System of BCC Enterprises
Figure 1 above shows how the researchers developed the
obsolete system of BCC Enterprises. They first identify the
problems in the system and then set-up their goals and
objectives for this project.
The only step they made and repeated it as to gather
all the information and suggestions they need is by
Setting-up objectives
and identify problems
from the subject wechose
Gather all information,
problems, suggestions
from the subject throughsome sets of interviews
Online Dealers
Transactions Monitoring
System of BCCEnterprises
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11
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interviewing the people who really knew the flow of the
system in terms of dealer monitoring. At first, they take
an overview to the old system along with how the
establishment monitor the dealers and they take note all
the transactions that the system can perform. And from
that, they plotted the things they can do. Some of the
transactions in the old system were already not functioning
and there are some programs that they can upgrade including
the Graphical User interface of the system for it is using
a Turbo C programming language. Also, they discussed some
additional functions for the proposed system that is not
available in their old system so that it will lessen some
heavy works in terms of taking important notes, making
records; daily or monthly, restoring databases, etc.
With this realizations and understanding, they will be
able to render a functional system for BCC Enterprises.
Functional in terms of monitoring the dealers and some
other functionalities that could make their business more
progressive and well-known.
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Entity Relationship Diagram
Figure 2.3. Entity Relationship Diagram of BCCEnterprises
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Context Diagram
Figure 2.4. Context Diagram of BCC Enterprises Online
Dealers Transactions Monitoring System
The diagram illustrates the entities in BCC
Enterprises Online Dealers Transactions Monitoring
System. The dealer consolidates all ordered products and
order it to BCC Enterprises. Then, BCC Enterprises sends
back the orders to the dealer if products are already
available. If not, BCC Enterprises orders the products to
the Avon Service Center. Then, the Avon Service Center
delivers the ordered products to BCC Enterprises. in dealer
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Avon ServiceCenter
Dealer
DealerRegistration
0
BCC Enterprises
Online Dealers
TransactionsMonitoring
System
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registration, the dealer supplies all needed information in
the registration page and after submitting and verifying
the account, BCC Enterprises sends its dealer ID and
password.
Data Flow Diagrams
Old Process for Ordering Products (Level 0)
1.0
consolidates allorders
Avon Service
Center
2.0Consolidates all
dealers orders
3.0Release ordered
products
4.0Update dealers
account
5.0
Monitor due
dates & re-
order points
Dealer
BCC
Enterprises
Dealer
account
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Figure 2.5.Level 0 Old Process for
Ordering Products
Old Process for Ordering Products (Level 1)
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6.0
Make monthlyTRA &
inventory
reports
BCC
Enterprises
2.1
Consolidates all
dealers orders
2.2
Put all orders in
the TRA form
(by dealer)
2.3
Check dealers
account
BCC
Enterprises
Dealer
account
2.4
Approved
orders
dealer
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Figure 2.6. Level 1 Old Process for Ordering Products
Old Process for Dealer Registration (Level 0)
Figure 2.7. Level 0Old Process for Dealer Registration
1.0
Fill up Bio dataApplicant
2.0
Submit bio dataand photocopy
of valid ID
3.0Applicant
approval
BCC
Enterprises
Applicant
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New Process for Ordering Products (Level 0)
Product_info
1.0
consolidates all
ordersDealer
Avon Service
Center
2.0
Consolidates all
dealers orders
3.0
Release ordered
products
4.0Update dealers
account &payments
5.0
Monitor duedates & re-
order points Inventory_logs
partialTRA
BCC
Enter rises
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DNew Process for Ordering Products (Level 1)
Figure 2.8.
Level 0 New Processfor Ordering Products
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6.0Generate TRA
& inventoryreports
reports
2.1
Consolidates all
dealers orders
2.2
input all orders in
the TRA form(by dealer)
2.3
Check dealers
account
BCC
Enterprises
Dealeraccount
2.4
Approvedorders
dealer
Purchase
item
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Figure 2.9. Level 1 New Process for Ordering Products
New Process for Dealer Registration (Level 0)
1.0
www.avonmonitoring.tk
2.0
Supply required
fields inregistration page
Members_info
3.0
Verify account
using yahoomail
4.0
Accountapproval
Applicant
BCC
Enterprises
Applicant
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order
products
Orderproductsto service
center
Monitor
duedates
& re-order
point
Deliver
orders to
BCC Ent.
TRA
form
Updatedealers
account
payments
Make
monthly
reports
Orders
information
TRAs &
inventory
Figure 2.10. Level 0 New Process for Dealer
Registration
Use Case Diagrams
BCC Enterprises(Old Process)
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Figure 2.11.Old Process of Ordering Products
The diagram above shows the interactions of BCC
Enterprises, its dealers and Avon Service Center to its
system. It also shows how they manipulate the system and
the steps/processes of the system.
The dealers order products of Avon to the BCC
Enterprises (These products, as we all know are just orders
also from the dealers costumers but since costumers are
not covered by this topic so the researchers did not
include in the diagrams). The BCC Enterprises consolidates
all ordered products for these will be their basis of the
quantity of products that they will be going to order to
the Avon Service Center. With this, they monitor the
products re-order point by recording the most ordered
products. Also, these ordered products will be listed in
Trust Receipt Agreement (TRA) form. When products are
delivered to BCC Enterprises from the service center, the
dealers will get the products and deliver it to the
ordering customers. Also, BCC Enterprises may deliver the
products.
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In payment, dealers are responsible for their
customers due dates. There are certain additional percent
to those who have pass due dates. In the other hand, for
advanced payments, a rebate of 5% is added to the default
25% discount in ordering an item.
Dealer Registration(Old Process)
Figure 2.12. Old Process of Dealer Registration
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Fill-up bio-data
Valid ID
Evaluateapplication
s
Applicant
approval
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BCC Enterprises(New Process)
order
products
Orderproducts
to service
centerMonitordue dates
& re-
orderpoint
Deliver
orders to
BCC Ent.
TRA
form
Update
dealersaccount
payments
Makemonthly
reports
Orders
informatio
n
TRAs &
inventory
Inputorders
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Figure 2.13. New Process of Ordering Products
BCC Enterprises(New Process)
www.avonmonitoring.t
k
Supply required
fields in
registration page
Verify
account inyahoomail
Approve
pending
applicants
Provide
their
dealer IDand
password
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Figure 2.14. New Process of Dealer Registration
Development and Testing
The BCC Enterprises had been in business for over 15
years now. The management was not used to change its
workers as long as it can be trusted thats why their
staffs already know all the possible problems that they may
encounter in their system and database. The establishment
can be managed by 5-10 staffs in different functions.
In relation to the proposed system, the researchers
make sure that it will coincide to the people who will use
it and especially to the transactions that will be
conducted. They assure the fairness of its appearance and
simplicity of its functions. All that is seen in the system
were only based from the establishments desire and
suggestions.
As they go along with the research, the instrument
they used to gather all information are through web
searching and they conducted some sets of interviews to the
establishment. By that, they are clarified by some
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questions and fill-in the lacking information in order to
finish the research.
They gather data based on the questions raised by the
researchers and the suggestions of the BCC Enterprises.
They utilized the use of internet and the knowledge they
learn in making computer programs to be able to come-up
with a system that fits to their subjects expectations.
Recommendations
The researchers recommend their project to the
owner/manager of BCC Enterprises and they fully guarantee
that it is very useful and much more efficient in working
with it. Also, they recommend it to the other companies,
either big or small establishments, that can be applied to
its flow of system.
As a whole, although they only take just a part from
the whole old system, they can still say that they made it
more user-friendly, presentable and more accurate in terms
of record keeping and work efficiency.
Implementation Plan
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In general, the proposed system covers the Dealers
Transactions Monitoring of BCC Enterprises. It monitors all
the transactions of the dealers and the incoming and
outgoing products. Other functionalities are online
registration of dealers, viewing of ordered items and the
outstanding balance of dealers using their own account,
payment records, available discounts, product lists and
reports.
By this functional system, they undergone multiple
test sessions and debug the program. They also made some
group discussions with regards to the implementation of the
program to the real business environment of BCC Enterprises.
Definition of Terms / Operational Terms
Trust Receipt Agreement (TRA) a form wherein the orders
are printed/written and it serves as a record for the
establishment to monitor the incoming and outgoing
products. This will also help in product inventory.
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Sales Invoice (SI) term used by the establishment in
inputting incoming products. It is composed of components
such as product name, product code, quantity, etc.
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