ii EXECUTIVE SUMMARY
Title:Bicycle and Spare Parts Database and Billing System Researchers:John Michael G. Dizon Princes C. Espinosa Jandanver N. Morilla School:Tarlac State University Degree:Bachelor of Science in Information System The researches aim to develop a computerized database and Billing System to enhance the daily operation of the locale and to save time in calculating an accurate bill of every transaction and in their inventory monitoring system. This study will also give accurate printable reports such as receipts, sale reports and detailed stock status.
This study aims to provide proficient service to the Facilitator and management of Tayag Bike Shop. The system intends to realize the benefits and these are, 1. The system provides an easier way of monitoring sales and stocks. 2. Will provide an efficient way of calculating bills and issuing of receipts. 3. And lastly the system will help the business to provide the customer fast and accurate and services that will make them want to return. iii CHAPTER I INTRODUCTION
Computerization is widely used in businesses, schools and at homes it is designed to speed up and lessen the time that is being consumed in finishing a particular activity or job with accuracy and efficiency. Through the use of computers, a lot of manual processes of day to day mechanism are improved into much easier and more convenient system. At this time, computer is a part of the basic provisions of a company even a small business establishment. That’s why most of them are engaging into a computer-based system for easier and faster completion of transaction.
Tayag Bike Shop is located at MH Del Pilar Street Brgy. Sto. Cristo, Tarlac City owned by Armando Tayag and it sell any kind of Bicycle and its Parts has been using a manual system for inventory and on its day to day transaction. If the owner wants to know their stock status the management wills then count all the remaining products to their stockroom. If the customer will purchase products the facilitator will write all the orders in a clean sheet of paper. After the calculations of the bill they will issue a receipt. This type of system is time consuming.
Furthermore all documents are only hand written and are difficult to understand. Also in the manual system, copy of each document is unorganized, thus in case of loss no replacement can be provided. Through these issues operation of Tayag Bike Shop slows down and at times becomes inneficient. This study deals with the development of Computerized Database and Billing System for Tayag Bike Shop that provides an efficient, accurate and reliable report. The computerized based system provides convenience and timesaving effort in calculating bills, sales and in the inventory process, as well as on generating reports.
1 The computerized Database and Billing System of Tayag Bike Shop will ease down the process of the inventory and sales transactions. To this extent the researchers believe that using the right handling, the Computerized Database and Billing System will be beneficial to the management of tayag Bike Shop. Statement of the objectives 1. The study intended to design and develop A Bicycle and Spare Parts Database & Billing System for Tayag Bike Shop that focuses on the following: a. Accuracy of the system b. Security of records c. Speed of process
2 PURPOSE AND DESCRIPTION The study is designed to improve the manual system of Tayag Bike Shop using computerized spare parts database & billing system and produce a well designed data bicycle and spare parts database & billing system. 1. To the Management: – It will be easy to monitor all the products / stocks that are sold out and all the remaining stocks. – It will lessen the time spent for monitoring the quantity of supplies. – And the developed system can provide faster way when it comes to making manual inventory reports.
– the system will help the business to provide the customer fast accurate and service that will make them want to return. 2. To the cashier: – The developed system can provide faster way in tracking the remaining items. – The developed system can provide faster way in searching for the availability of supplies. – And it will lessen the spent time for retrieving that information needed for inventory. – The system will provide an efficient way of calculating bills and issuing of receipts. 3 SCOPE AND LIMITATION The Computerized Database and Billing System for Tayag Bike Shop contain dynamic features such as: 1.
All reports can be accessed by the manager or the owner and if the person who logs in is just an employee he/she can never access all the reports. 2. The system also has a user friendly interface causing easy system navigation for users. 3. The developed system is also able to produce printable receipt and reports. 4. All suppliers can be encoded in order to secure a record. The system is designed for the use of Tayag Bike Shop. Some Limitation is identified and these are viewing the computations of all reports. 4 CHAPTER II REVIEW OF RELATED LITERATURE AND STUDIES
RELATED LITERATURE FOREIGN LITERATURE As Stated by Jeffrey A. Hofer ((1996). Since computer power was the critical resource, efficiency of processing became the main goal. Emphasis was placed on automating existing process such as purchasing or paying, often within single department as indicated by on Modern System Analysis and Design. As Stated by Ralph M. Stair’s (2001). A database is an organize collection of facts and information. An organization database can contain facts and information on customers, employees, inventory, sales information and much more.
Most Managers and executive believe a database is one of the most valuable and important parts of a computer based Information System in accordance with Fundamentals of Information System. Just in time production (2003). Was specifically designed to minimize the amount of inventory that needs managed and also cuts out storage space cost. The premise of Just in time (JIT) inventory, also called lean production, is that supplies are arriving just as they are needed. Therefore, as one product is leaving the shelf that product’s replacement is arriving and being stocked.
“Just in time inventory strategies were embraced by the Japanese when they rebuilt their industry after World War II. In the U. S. , Just in time was slower to catch on, but it now is frequently used (Just in time, 2003). ” JIT process focus on delivering and producing exactly the amount of inventory required at the exact time consumers require it. 5 LOCAL LITERATURE According to Josefina Estolas (1995). In exploration, we find new techniques, new knowledge, even develop new substances, gadgets, equipments, process or procedures, imagination and skill is employed by the researcher.
The commodities, new devices, services, in technology are needs of man for better fuller life which is the concern of the research. These useful arts are the products of the technological environment and the end-user is society in general. According to Irish R. Banayat (2010). Technology has taken a big leap forward in 21st century, with computer programs, electronics upgrading by the month & even by the day. Technology has influenced & greatly simplified almost in every aspect of a student’s life today.
It is amazing what technology has done to our society and how dependent we have become on it. Having computers in the workplace has enable the business to our more efficiently and has contributed in having on all around better businesses, using computers cut down our work time, we don’t have to write everything out by hands or type out on typewriters. This increase in usage of computer proves that computers have affected every aspect of our lives and have become one of the necessities. Many developers have contributed to such an advancement and widespread of computer technology.
Nowadays there are so many companies using technical system to improve the quality of service of their company, but there are some companies still using manual computing for their product inventory like LC Pc Net Sales & Services. LC Pc Net Sales & Services is owned by Mr. Leo Boongaling. It is established on April 2010. It is the first company that he built in order to apply his knowledge and skills in his past schooling together with his friends as employee. 6 RELATED STUDIES FOREIGN STUDIES As stated by Hugh McCauley (2005).
Improvements to Riordan Manufacturing Inventory processes require the automation of the company’s inventory system. Team B recommends that a dedicated computer system and database he used to store information about items on hand, in addition keeping tracks of quantities and bin locations. The database will also be able to keep track of those items that have been ordered and when they are expected to arrive at the manufacturing facility. San Mateo County (California, USA) managers over $100 million of infrastructure assets such as roads and sewer infrastructure, equipment and facilities.
The County uses Hansen’s off the-shelf Computerized Maintenance Management software to catalog all assets and to create preventative maintenance schedules. County staff adds and updates location information relevant to each asset via their Oracle Spatial Enterprise GIS. Fields in the GIS with a direct correspondence to fields in the asset management system were easily automatically updated and kept in sync. However a significant number of data fields needed to be calculated using GIS tools and then entered manually into the Hansen asset management database.
(FarallonGeographicsInc. , 2007) Farallon Geographic’s implemented a complete automated solution that would keep two databases in sync for all types of data. Spatially derive data which previously had to be entered manually to Hansen such as repositioning of assets, matching of unique asset identifiers between systems, and calculation of parameters could now be automatically pushed from the GIS to the Hansen database in real-time. An example would be a sewer pipe, which touches other assets such as other sewer pipes and manholes.
When its position is updated in the GIS, all adjacent assets are automatically updated and this information is passed to the Hansen database. Farallon also implemented controls over the process to prevent duplication and unauthorized deletion of data. 7 LOCAL STUDIES The problem of the study is about the company’s inventory and sales system (2000). Due to its current method of inventory system, the company has ensured several problems regarding the monitoring and stock checking. With these problems currently being encountered by the company, the motivation to create and implement sale and inventory system is high.
To provide simple but accurate sales and inventory system in this company can have a big difference with their sales and eventually in their company’s reputation as one of the trusted hardware stores in its community Store located at Block 15 Lot 22 Phase 2, Gold Street, Mary Homes Subdivision, Molino IV, Bacoor, Cavite. The company was founded by Mr. and Mrs. Nonelan B. Ogot. The company started as a small scale business selling elastomeric paints, cements, door knobs, fluorescent lamps, grass cutters, piping and light bulbs.
The couple went on to build its first store at Molino IV, Bacoor, Cavite. Having a clear vision to become a premier construction products provider in Cavite and along with its trusted employees, the company started with a capital of Php. 600,000, not that big for a hardware business. But with the company’s dedication for hard work and determination to rise among others, the small hardware store became one of those who are trusted when it comes to supplying construction materials within their community.
Today, Noliboy General Enterprises boast its tag as one of its community’s premier general merchandise store. The SUA stationary (2011) gets difficult in handling and monitoring sales getting from time consuming in recording process that requires a user to fill a data in each book manually. Also difficult in determination of price and to check the availability of commodities in the store, this is doing by perusing page by page from books its recorded. Moreover is lack of data integrity here since the system used is paper-based therefore there is no way changing takes place to all books at a time.
And also inaccuracy calculation due to human errors. And insecurity of data stored is high risk in case of theft of book(s) or some pages within the book(s) been removed. 8 Mr. Larry Lazo (2000) The Company is located at 253 Maynon Street, Quezon City. The company offers different auto parts and accessories and other car services. It started with a capital of Five Hundred Thousand Pesos (? 500,000. 00) and got it back a year. The company also has its own warehouse wherein the product stocks are placed and it was located near the establishment itself.
Like any other establishment, Uno Auto supply also encounters many problems concerning their way of recording and tracking their sales and inventory. The records of their products were just written on a columnar notebook that there are some times may be misplaced are accidentally thrown away by the authorized personnel who is in-charge of their sales records. 9 REFERENCES: INTERNET Review of Related Literature and Studies By alvan09, Nov 2008 http://www. studymode. com/essays/Review-Related-Literature-Studies-177904. html Inventory Systems By eplotz, Aug 2010 http://www.
studymode. com/essays/Inventory-Systems-374534. html Foreign and Local Literature About Sales and Inventory System By analuna, Oct 2010 http://www. studymode. com/essays/Foreign-And-Local-Literature-About-Sales-439148. html Point of Sale By erosales, Aug 2006 http://www. studymode. com/essays/Point-Sale-93201. html Project Background – Sales and Inventory System By mhaanne, Jan 2011 http://www. studymode. com/essays/Project-Background-Sales-And-Inventory-549693. html 10 Sales Monitoring System By kamokyo, Feb 2011 http://www. studymode. com/essays/Sales-Monitoring-System-586674.
html Inventory Systems Improvement By jswanndcc, Nov 2007 http://www. studymode. com/essays/Inventory-Systems-Improvement-125981. html LIBRARY BOOKS Pressmann, Rogers S. , Software Engineering: A Practitioner Approach, 6th Edition. , USA: Pressmann, Rogers S. , Software Engineering: A Practitioner Approach, 7th McGraw Hill International Edition 2005 Taita, Roni L. Management Challenge for the 21st Country 10 CHAPTER III TECHNICAL FEASIBILITY TABLE 1 TAYAG BIKE SHOP HARDWARE MATERIALS QUANTITY UNIT Set of computer 1 Set Receipts paper 5 Ream Staple/ staple wire 4 Pcs Ballpen 2 Box Folder 10 Pcs
Table No. 1: Presents the technical hardware’s of the existing system. It includes the needed supplies, quantity and unit in a month. OPERATIONAL FEASIBILTY All the operations of Tayag Bike Shop will be affected upon implementing the study. This includes the design and develop a Tayag Bike Shop Customers’ Transaction System to improve their existing process of monitoring product and reports into more organized systematic and updated manner, to create a database to organize sale’s, supplier and product records for easy access and updates, create a user interface which is interactive and user friendly.
However the only person involves the usage of the study are the employees of Tayag Bike Shop and the owner. The implementation of the develop system will benefits the management of the locale. 11 ECONOMICAL FEASIBILITY COST/BENEFITS ANALYSIS The researcher will provide the develop system to the Tayag Bike Shop management for free and the only cost the locale has to acquire the materials of the software system are the following: TABLE 2 SYSTEM REQUIRMENTS MATERIALS QUANTITY UNIT COST(PHP) TOTAL COST (PHP) computer 1 set 20,000. 00 20,000. 00 Printer 1 pcs 2,500. 00 2,500.
00 Ink 100 ml 500. 00 500. 00 Bond Paper 5 ream 150. 00 750. 00 Total: 23,750. 00 PROJECT BENEFITS Easier manageability of reports. Eliminate manual method. Security of records and monitor all the transaction and remaining products. Time saving and user-friendly system or accessible. 12 CHAPTER IV METHODS OF RESEARCH AND SOURCE OF DATA This chapter presents the methods of research to be used, the procedure and the data gathering process. This study employed the developmental method, library research method, creative research method, Questionnaire, and survey method.
The researchers utilized several methods to acquire the information required justify the design of the developed system. Here are some methods that the researchers used. RESEARCH DESIGN DEVELOPMENTAL RESEARCH METHOD The researchers used the Developmental Research Method this focuses on fundamental techniques for understanding and managing research and development projects, particularly software development, consulting and implementation projects. The first part deals with finding, validating and
efficiently utilizing existing information and with developing new knowledge in as scientific way it is, in practice, very much focused on things that you need to know in order to write your master thesis. The second part deals with project management, as applied both to research and development projects, particularly in the software field. The third part is strongly focused on the Unified Modeling Language (UML), which has emerged as the dominant way of describing processes, systems, and software. 13 METHODS OF RESEARCH Library Research A research by which materials related to the subject is to be reviewed.
A collection of various materials in the library were used to get deeper understanding and knowledge about the study. The researchers went through articles, related studies, and other materials in the book, published and unpublished research work. The researchers made use of several materials such as books and unpublished materials and with this volume of materials; they were able to provide a better outline for the intended system. Survey Method This method is used when one aims to gather a comparatively limited data from quite large number of subjects.
Surveys are used to measure the existing observation without inquiring why it exist. Creative Research Method The method is important in illustrating the design of the proposed study. Careful coordination and artistic design of all element of the proposed system are necessary to make this attain success. The researchers use this method to achieve a well coordinated system into two view points, the computer programmer and the end user. 14 DATA GATHERING AND INSTRUMENT The following instruments were used in the study to generate the needed data.
Interview – this is a direct conversation with a direct purpose that user question and answer format in the interview, the researchers employed this to get the opinion of their interviewee, his/her suggestion and personal opinions regarding the system. Basically, the interviews permit the researchers to form an immediate impression of the person who is giving the information to arrive at some judgement of the truth of the answer and to read between the lines to understand things that may not have been said in words. The interview method was used in order to gather pertinent data.
On December 15, 2012 the researchers interviewed Mr. Armando Tayag to gather information about their day to day operation and in their inventory procedures. Questionnaire – this information gathering technique that allows the system analyst to gather attitude, belief and characteristics from several people in the store who may be affected by the current system. The researchers in the study used the structured Questionnaire. The respondents were asked questions and provided with several possible answers. From the several answers, the respondents were asked to select the most appropriate answer. 15
STATISTICAL TREATMENT Since the respondents consist of only (3 – 4) members, statisticians recommended the use of mean. The mean is the most commonly used, easily, understood, calculate and generally recognized average. Table 1 Rating Scale Rating Scale Description Rating 5 4. 51-above Very Poor 4 3. 51-4. 50 Poor 3 2. 51-3. 50 Satisfactory 2 1. 51-2. 50 Very Satisfactory 1 1. 0-below Outstanding Formula: F5 (5) + f4 (4) + f3 (3) + f2 (2) + f1 (1) Mean = _______________________ N 16 SYSTEM DESIGN METHODOLOGY The researcher made use of the System Development Life Cycle (SDLC) in order to achieve a systemized work.
The SDLC is a method of approach in creating a system, which involves the following; a. Planning phase: this involved the gathering information with regards to the current system. It should also determine the problem encountered in the existing system, by providing them a good software entitled “Bicycle and Spare parts Database and Billing System” January 15, 2012 the researchers interviewed Mr. and Mrs. Armando Tayag to identify the problems which occurred in using the manual system and in order to construct an idea on how to solve those problems.
b. Analysis phase: John Michael is assigned in this phase which could help the researchers to analyze the probable advantages and objective of the developed system. The main goal of the study is to give the Tayag Bike Shop assurance that the system will respond to better, faster and more accurate transaction with regards to the Database And Billing System. c. Design phase: Princess Espinosa was one of the members of the researchers who’s assigned to this phase, various alternatives and options are delineated and
analyzed, wherein the researchers, have chosen various alternatives enumerated to produce a system which will make the application easier, accurate and much easier to use and understand. d. Development phase: This phase covered the actual system that has been developed and analyzed if the particular options selections is executed and could be feasible enough to warrant meeting the objectives of the developed system. 17 Appendiz A Gantt chart Appendix B Republic of the Philippines Tarlac State University COLLEGE OF COMPUTER STUDIES Department of Information System
Tarlac City Name:___________________________ Position:_________________________ Direction: Please rate the following question/ situation by checking the space provided below. Legend: 1– Excellent 2 — Very Good 3 — Good 4 — Satisfactory 5 — Poor 1. Current: How would you rate the current system status in terms of: 1 2 3 4 5 A. Accuracy: a. Monitoring daily reports [ ] [ ] [ ] [ ] [ ] b. Organized input of records [ ] [ ] [ ] [ ] [ ] B. Reliability: a. Sufficient daily reports [ ] [ ] [ ] [ ] [ ] b. Updated due of the customer [ ] [ ] [ ] [ ] [ ] c.
Keeping and securing records by requiring [ ] [ ] [ ] [ ] [ ] Username and Password 2. Proposed: How would you rate the current system status in terms of: A. Accuracy: a. Monitoring daily reports [ ] [ ] [ ] [ ] [ ] b. Organized input of records [ ] [ ] [ ] [ ] [ ] B. Reliability: a. Sufficient daily reports [ ] [ ] [ ] [ ] [ ] b. Updated due of the customer [ ] [ ] [ ] [ ] [ ] c. Keeping and securing records by requiring [ ] [ ] [ ] [ ] [ ] Username and Password C. User convenience and satisfaction: a. Overall process of the system [ ] [ ] [ ] [ ] [ ]