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DESIGN AND IMPLEMENTATION OF A COMPUTERIZED POINT OF SALES SYSTEM (A CASE STUDY OF GOLDEN TOAST ENUGU)
BY IFEAKACHI OKONKWO CS/2006/085
A PROJECT SUBMITTED TO THE DEPARTMENT OF COMPUTER SCIENCE, FACULTY OF NATURAL SCIENCE, CARITAS UNIVERSITY, ENUGU
AUGUST, 2010
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TITLE PAGE
DESIGN AND IMPLEMENTATION OF A COMPUTERIZED POINT OF SALES SYSTEM (A CASE STUDY OF GOLDEN TOAST ENUGU)
BY IFEAKACHI OKONKWO CS/2006/085
A PROJECT SUBMITTED TO THE DEPARTMENT OF COMPUTER SCIENCE, FACULTY OF NATURAL SCIENCE, CARITAS UNIVERSITY, ENUGU
IN PARTIAL FULFILLMENT OF THE AWARD OF BACHELOR OF SCIENCE (B.SC) DEGREE IN COMPUTER SCIENCE
AUGUST, 2010
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APPROVAL PAGE
This project has been approved by the department of computer Science, Faculty of Natural Science, Caritas University, Enugu.
----------------------------Mr. Lawrence Ikpeama Supervisor
-----------------------------Date
----------------------------Mr. Ugwu Ejike Head of Department
-------------------------------Date
------------------------------
--------------------------------Date
External Examiner
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DEDICATION This research work is dedicated to the Almighty God for his love, guidance and protection all through the course of my study. To my lovely and caring mother Mrs. Chioma Okonkwo for bequeathing the best legacy on me.
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ACKNOWLEDGEMENT I thank the almighty God for his guidance, protection, wisdom, knowledge and understanding throughout the course of my study. My profound gratitude goes to my supervisor, Mr. Ikpeama for his unalloyed assistance and painstakingly guiding me throughout the period. In spite of his tight schedule and engagements, he satisfied my many demand on his time. I thank you for diligence and dexterity. Not forgetting my ever-zealous Head of Department, Mr. Ugwu Ejike and other lecturers of the Department that have always met my demand on their time, I am very grateful. I most graciously thank my beloved mother, Mrs. Chioma Okonkwo for her love, understanding, prayers, and for bequeathing the best legacy on me. I thank you of teaching me to believe in my self and always have faith in God almighty. My cousins to whom I remain indebted, Prince, Somtochukwu, Ginika, Chinasa, S, Tochukwu, thanks a lot. I thank Emeka, Tony, Chisom, Obiora, Ugochukwu, C. Y, Doris, Christian, Bala, Kelechi nwakodi, Fredrick Izuorah, Kadio, to mention but a few for being good friends indeed. Also in a special way thank Mr. Alex for being there, his support and encouragement throughout the course of this research wok. Not leaving out Golden Toast Enugu for providing me with the necessary information that has been indispensable towards the completion of this work. Accept assurance of my highest esteem and consideration. May the good Lord guide you all in all your endeavours.
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ABSTRACT The global community especially the technologically advanced world is striving to attain what has been the global information age. It is an age that is envisaged to go beyond the use of computers as a mere tool for fast information processing, rather they will also become medium for processing and transferring such information from one location to another at equal fast rate. As a result, its appalling that sales in developing country like Nigeria have not been able to benefit much from this revolutionized age of Information technology
especially in the area of a
computerized Point Of Sales.A computerized point of sale system is a computer program which takes the best out of a manual system and electronic cash registers features. An electronic point of sale gives you the ability to store client and supplier records, create quotations which can be later converted to invoices or cash sales, keep track and categorize your inventory in an easy way and generate reports at the click of a button! With today's high performance computers and large storage devices one can easily run his/her business on an office computer (depending on the size of the business).
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TABLE OF CONTENT Title page-------------------------------------------------------------- i Approval page --------------------------------------------------------ii Dedication ------------------------------------------------------------iii Acknowledgment ----------------------------------------------------iv Abstract --------------------------------------------------------------- v Table of contents ----------------------------------------------------vi CHAPTER ONE 1.0 INTRODUCTION 1.1
Background of the study -------------------------------------------1
1.2
Statement of the problem ------------------------------------------2
1.3
Purpose of study ----------------------------------------------------3
1.4
Significance of the study-------------------------------------------3
1.5
Scope of study -------------------------------------------------------3
1.6
Objective of the study ---------------------------------------------4
1.7
Limitation of study -------------------------------------------------4
1.8
Assumption of study -----------------------------------------------4 7
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1.9
Definition of terms -------------------------------------------------5
CHAPTER TWO 2.0 LITERATURE REVIEW 2.2 An overview of computerized point of sale -----------------------8 2.1.1 The benefits of POS ----------------------------------------------- 8 2.2 Hospitality Pos Retail POD System -------------------------------12 2.3 Advantages of an electronic Point of sale ------------------------14 CHAPTER THREE METHODOLOGY OF SYSTEM ANALYSIS AND DESIGN 3.1 An overview of the exist system -----------------------------------16 3.2 Methodology ---------------------------------------------------------16 3.3 The objectives of the existing system ----------------------------18 3.4. Organization structure --------------------------------------------19 3.5. Input analysis and Design ----------------------------------------20 3.6 Processing of the input POS Data --------------------------------20 3.7 Problems of the existing system ----------------------------------21 3.8 Justification of the new system ----------------------------------22 3.9 Design of the new system -----------------------------------------22 8
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3.10 Input specification ----------------------------------------------- 24 3.11 File Design ---------------------------------------------------------25 3.12 Procedure chart ---------------------------------------------------26 3.13 System flowchart --------------------------------------------------27 CHAPTER FOUR SYSTEM DESIGN AND IMPLEMENTATION 4.1 System Design -----------------------------------------------------28 4.2. Program flowchart ------------------------------------------------29 4.3 Pseudo code for POS System ------------------------------------31 4.4 System requirement ---------------------------------------------34 4.5 Documentation ----------------------------------------------------35 CHAPTER FIVE SUMMARY, CONCLUSION, RECOMMENDATION 5.1 Summary ---------------------------------------------------------- 45 5.2 Conclusion -------------------------------------------------------- 46 5.3 Recommendation -------------------------------------------------46 References Appendix ---------------------------------------------------------49 9
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CHAPTER ONE
1.0 1.1
INTRODUCTION BACKGROUND OF STUDY
One of the great recent advances in the world of information technology is the rapid development of communication which has brought world into a global village, we can send mails electronically (e-mail), search for information (WWW), buy goods online (e-commerce), withdraw transfer money (e-banking), schooling online (e-learning), this has effected the society positive to a great extent, as result computerization of sales should not be exempt Application of technology in Sales has been adopted in developed countries for over two decades now, and this has been attributed to the desire of the governments of these countries to improve the efficiency of their goods and services, processes, accountability. Switching from a traditional cash register to a computerized POS system can be difficult - there are many factors to consider and some pitfalls to avoid. However
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the return on investment and benefits to your business can really make it worth your time and effort. In the most basic sense, a POS system is a glorified cash register. The most basic POS system consists of a computer, a cash drawer, receipt printer, a monitor, and an input device such as a keyboard or scanner. However, in addition to being more efficient than cash registers, POS systems can create detailed reports that can help you make more informed business decisions. POS systems saves money, provide productivity gains, and can cut down the amount of time you spend away from the primary focus of your business. This POS System Buyer's Guide will walk you through the process of evaluating multiple POS vendors and choosing the right system.
1.2
STATEMENT OF PROBLEM
Sales is the fundamental tools in any business organization the profit and loose of any business depends detailed information on sales made to aid decision making and implementations, if accountability is not checked, then the business is sure to collapse, as a result in any retail or hospitality business there is need for a system 11
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that gives feedback to the management to aid decision making, this is where point of sales systems comes in handy
1.3
PURPOSE OF STUDY
The purpose of this study is to aid Golden Toast Enugu in enhancing their business by creating detailed reports that can help make more informed business decisions.
1.4
SIGNIFICANCE OF STUDY
Moving from a cash register machine to a Point of Sales system is very significant to any retail sales of business activities because the return on investment and benefits to your business in the area of stocks processing, accountability and accurate data collation for effective management of the business.
1.5
SCOPE OF THE STUDY
This project covers Golden Toast Enugu Office, the design will only cover the point of sales section of the company.
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1.6 OBJECTIVE The aims and object of this project to design and implement a computerized point of sale software with the aim of enhancing accountability within points of sales.
1.7
LIMITATION OF THE STUDY
Most constraints experienced during the course of writing this project is that of detailed information about their major operations, the personal manager was a little diplomatic in answering my questions in order to reveal information that may indent the company’s image, though that did not stop me from writing and researching for detailed information
1.8
ASSUMTIONS OF STUDY
It is assumed that Golden Toast Enugu, uses cash register as their point of sales and they are networked and connection to the internet for effective information dissemination.
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1.9
DEFINITION OF TERMS
Bar Code: information encoded into a rectangular bar shape, this information can be read by special device. Cash Drawer: a box attached to point of sales system that opens when directed by the software. Daisy Chained: used when one device is connected through another device Data Collection Terminal: a stationary or hand held battery powered terminal with application software use to collect and process data from bar code LCD (Liquid Crystal Display) : technology used for display. VAR(Value Added Reseller): a classification of business that resells items and add some value to the sale either in training or supports
SKU(Stock Keep Unit): used in inventory control and POS where each product is assigned a number.
Warranty A written guarantee of a manufacturer's or retailer's responsibility. A limited warranty provides specific conditions under which a manufacturer or retailer will repair or replace an item.
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Drawer fund The amount of money left in a drawer after the drawer has been closed. The drawer fund is typically used to provide startup money (change) for the next business day. Drop-ship Refers to an item that will be shipped directly from your supplier to your customer. DUKPT (Derived Unique Key Per Transaction) A method of PIN pad encryption. Dun A demand for payment of a bill or account. EBT (Electronic Benefit Transfer) An electronic system that allows recipients to receive government benefits (e.g., food stamps) by means of a debit card. Retailers can only accept EBT cards for food items that have been authorized by the USDA’s Food Stamp program EDC (Electronic Draft Capture) : An automatic method of authorizing, balancing, and settling credit card transactions entered in your retail software package. EDI (Electronic Data Interchange): Ability to electronically exchange purchasing information between your retail software and the vendor's system.
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Employee discount :A reduction in selling price on merchandise sold to an employee. Accounts receivable Amounts owed to a business (an asset), usually by customers who purchased goods or services on credit. Adjustment An increase or decrease to the quantity indicated in the retail software package. The adjustment ensures that the records in the retail software match the actual physical quantity in inventory. Additional markdown :An increase of a previous markdown to further lower the selling price. Address Verification Service (AVS) A service that reduces credit card fraud by verifying the cardholder's address information when the physical card isn't available to swipe through an MSR device (e.g., as with telephone orders). AVS processing doesn't affect whether the charge is approved. Instead, AVS indicates whether or not the address provided by the customer matches the address on file with the credit card company so that the merchant can decide whether or not to process the charge.
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CHAPTER TWO 2.0 2.1
LITERATURE REVIEW AN OVERVIEW OF COMPUTERIZED POINT OF SALES
New businesses choose to invest in a POS system before reaching those revenue levels - or before having any appreciable revenue at all. They may want a POS system simply for the reporting features, or they may see it as an investment that can boost efficiency starting on opening day. A POS system is rarely totally unnecessary - most often, the only question is how soon it can pay for itself.
2.1.1 THE BENEFITS OF POS For the purpose of saving money pos has thee following advantages: (i) Eliminate shrinkage. A computerized point of sale system can drastically cut down on shrinkage, the inventory that disappears from your store or restaurant due to theft, wastage, and employee misuse. Because employees will know that inventory is being carefully tracked, internal shrinkage will dwindle. 17
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(ii) Improve accuracy. Whether you use barcode scanning or not, POS systems ensure that every item in your store or on your menu is sold for the correct price. Your staff will never mis-enter or guess prices again, and you can change prices with just one tweak in the computer. (iii) Get better margins. Detailed sales reports can help you focus on highermargin items. By moving items within a retail location or promoting underperforming dishes in a restaurant setting, you can help boost sales of high-profit items.
For the purpose of getting more information pos has the following benefits: (iv) Know where you stand. At any point of the day, a POS system can instantly tell you how many of a particular product have sold today (or last week, or last month), how much money you have in your cash drawer, and how much of that money is profit. (v) Better manage inventory. Detailed sales reports make it much easier for you to keep the right stock on hand. Track your remaining inventory, spot sales trends,
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and use historical data to better forecast your needs. Often, the software can alert you to reorder when stocks run low. Many store owners who think they know exactly what trends affect them find a couple of surprises once they have this data. Build a customer list. Collect the names and addresses of your best customers as part of standard transactions. Then use the list for targeted advertising or incentive programs.
If we are to consider the impact of POS on increased productivity the following benefits are achieved: (vi) Reduce paperwork. POS systems can dramatically reduce the time you have to spend doing inventory, sales figures, and other repetitive but important paperwork. The savings here: time and peace of mind. (vii) More efficient transactions. In retail settings, barcode scanners and other POS features make checkout much, much faster. Restaurants will find their order process greatly streamlined as orders are relayed automatically to the kitchen from the dining room. In both cases, your customers get faster, more accurate service.
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Keep in mind that realizing these benefits requires a commitment to utilizing the POS system capabilities to their fullest. Without appropriate training and ongoing analysis, even the most sophisticated POS system will be no more useful than a basic cash register. Few purchases can have as dramatic an effect on your retail or hospitality business as a point of sale (POS) system. The right POS system will give you a new level of control over your operations, increasing efficiency, boosting profits, and helping you fine-tune your business model. (Heerken, 2001) the wrong system, however, can be a waste of money and a source of ongoing frustration. Switching from a traditional cash register to a computerized POS system can be difficult - there are many factors to consider and some pitfalls to avoid. However the return on investment and benefits to your business can really make it worth your time and effort. In the most basic sense, a POS system is a glorified cash register (Kerzner, 2003). The most basic POS system consists of a computer, a cash drawer, receipt printer, a monitor, and an input device such as a keyboard or scanner. However, in addition
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to being more efficient than cash registers, POS systems can create detailed reports that can help you make more informed business decisions. POS systems save money, provide productivity gains, and can cut down the amount of time you spend away from the primary focus of your business. This POS System Buyer's Guide will walk you through the process of evaluating multiple POS vendors and choosing the right system.
2.2 HOSPITALITY POS VS. RETAIL POS SYSTEMS The POS market is divided into two segments with very different needs: retail operations and hospitality businesses like restaurants, bars, and hotels. 2:2.1 RETAIL POS SYSTEMS Of the two groups, retailers have simpler POS needs. Their transactions are completed all at once, and there is often less variation in the types of products they sell. Some POS features retailers may specifically want include the ability to support kits (e.g. 3 for $2 deals), returns and exchanges, and support for digital scales.
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A potential complication in some retail environments is the need for a product matrix. Your retail POS system will need to support matrixes if you sell items that come in a variety of styles, like clothing or shoes. For example, matrixes let you create one inventory and price entry for a particular sweater, but still track sales according to size and color.
2.2.2
HOSPITALITY POS SYSTEM
Depending on the type of establishment, restaurants and other hospitality businesses have different requirements from POS systems. Efficiency is the key focus for casual restaurants. For retail-style restaurants like sub shops, POS systems that relay inputted orders cut down on time-pertransaction and reduce the errors that can happen when hastily-scrawled orders are passed back to the kitchen. For quick-service restaurants, POS systems are practically a requirement for living up to their name: orders taken on terminals in the front are automatically displayed on monitors in the food preparation area, ready to be quickly assembled and delivered to the customer.
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For table-service restaurants and fine dining, POS requirements are somewhat different. They include the need to be able to create and store open checks, as parties order more over time, as well as track which server is responsible for which table. The efficiency gains from better management can be impressive. If a restaurant with 20 tables and an average check of $45 can increase turnover by one party per table, that is an extra $900 on a busy night. Lewis (2002) stated that a well-integrated hotel POS systems allow you to transfer meal charges from the dining room to guests' rooms with just a button or two pressed. Hotel managers need to be aware that not all POS systems integrate with all property management software).
2.3 ADVANTAGES OF AN ELECTRONIC POINT OF SALE A computerized point of sale system is a computer program which takes the best out of a manual system and electronic cash registers features. An electronic point of sale gives you the ability to store client and supplier records, create quotations which can be later converted to invoices or cash sales, keep track and categorize your inventory in an easy way and generate reports at the click of a button! (Lewis,
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2002). With today's high performance computers and large storage devices one can easily run his/her business on an office computer (depending on the size of the business).
Berkun (2005), in his book said that a software point of sale system connects and integrates all your business' components in one application; inventory, sales, clients and suppliers are the basic components of such a system. This is exactly what Skiworks Point Of Sale Solution has to offer you, an integrated and complete system in a simple to use software system!
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CHAPTER THREE 3.0 3.1
METHODOLOGY,SYSTEM ANALYSIS AND DESIGN AN OVERVIEW OF THE EXISTING SYSTEM
For a retailer, like Golden Toast Enugu Point of Sale information system is critical to gathering and applying information effectively in today's ultra competitive markets. it offers a wide selection of features to improve control of your business and save time spent on inventory, purchasing and accounting. The features listed here are all available in the Golden Toast though manually done. Manual count of the food, snacks, and drinks to be sold for a day is done, and recorded on a paper by the sales dept. Customer make an order based on the varieties of foods, snacks and drinks available, the order is punched in a cash register which automatically generate receipt manually, then issued to the buyer.
3.2
METHODLOGY
For a very sensitive topic like this, especially as it concerns critical issue like sales and profit making to avoid liquidation of company, I used the following fact finding methods. 25
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3.2..1 Structured interviews: this approach was adopted to ensure adequate and consistent response, because I took a visit to Golden Toast Enugu Office, with a well structured and boldly printed questions, accompanied by some of my course mate, to seek for option, the survey attempted to capture both quality and quantitative data from both staffs of the company. This interview covered: The respondents themselves (staffs) Knowledge of computer usage
We made sure the respondents understood the questions, and they were open and happy to discuss their problems and made suggestion on our it can be solved. This method helped us to have first-hand knowledge about their method of operation and some of the problems they encounter and how this project once implemented will be of great assistant to them.
3.2.2 Questionnaire: A well structured and simple question was prepared and shared to be learned among them, for other personal information that may not be disclosed in public. Also some worker currently in service was given to seek their
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option on this. It really helped me and they were pleased that somebody is thinking towards improving their operation.
3.2.3 Others: Data from this project was also sourced from: Journals : information for this project was also sourced from related write up and researches carried out by prominent people/authors on POS Internet: I visited the internet for researches on POS Articles
3.3 THE OBJECTIVES OF THE EXISTING SYSTEM As much as we want to improve on the current operation of the existing system, the existing system has its aim and objectives which are: •
Reduce Costs of production
•
Respond to trends faster
•
Improve Customer Service
•
Buy Smarter
•
Improve Marketing
•
Control the money 27
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3.4
ORGANIZATION STRUCTURE
CEO
DMD
GM
ED
Manager Accounts
Kitchen
Manager Strategic Planning
Manager Product
Manager Restaurants
Supplies
Purchase
FIG 3.1: ORGANISATION STRUCTURE
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Waiting
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3.5
INPUT ANALYSIS AND DESIGN
The input processes carried out mostly is from customer to the casher (cash register), below are the input data Items
Description
Food
Food menu available for the day 20
Character
Drinks
Drinks available for the day
20
Character
Snacks
Snacks available for that day
20
Character
Total
Total amount
12
Numeric
Receipt Num
Receipt
ticket
Width Data type
issued
to 30
customer Tab 3.1(i): Input Analysis and Design I
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Character
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Items
Width Data type
Food
20
XXXXX
Drinks
20
XXXXX
Snacks
20
XXXXX
Total
12
99,9999.99
Receipt
30
XXXXXX
Tab 3.1(ii): Input analysis and Design II
3.6
PROCESSING OF THE INPUT POS DATA
The processing done here is working with the variety of product ordered for by the customer with the corresponding amount attached to it, this amount is summed up and a total amount is issued with a receipt to the customer.
3.7 PROBLEMS OF THE EXISTING SYSTEM The main problem of the existing system are inventory doesn't match your tallies. Sales are going unrecorded. Staffs are spending far too much time chasing mistakes instead of tending to customers. These and other snafus suggest that it's
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time that your business did away with its cash registers and stepped up to a pointof-sale (POS) system,
3.8
JUSTIFICATION OF THE NEW SYSTEM
The new system will store information with easy, allow easy retrieval of existing sales transactions, and can print information from any date and year as hard copy (i.e. on a paper)
3.9
DESIGN OF THE NEW SYSTEM
Point of Sale systems offer a wide selection of features to improve control of your business and save time spent on inventory, purchasing and accounting. A computerized point of sale system can drastically cut down on shrinkage, the inventory that disappears from your store or restaurant due to theft, wastage, and employee misuse. Because employees will know that inventory is being carefully tracked, internal shrinkage will dwindle. This chapter which explain the software aspect of the project, we will talk about the language use, data requirements, features of the language, flowchart
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3.9.1
Output specifications and design
the output specification can will be viewed from the receipt issued after sales, which contains the following Items
Description
Food
Food menu available for the day 20
XXXXXX
Drinks
Drinks available for the day
20
XXXXXX
Snacks
Snacks available for that day
20
XXXXXX
Quantity
Quantity of each product bought 15
999
Total
Total amount
99,999.99
Receipt Num
Receipt
ticket
Width Data type
12 issued
customer Tab 3.2: Output Specification
32
to 30
XXXXXXX
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3.10 INPUT SPECIFICATION Items
Description
Food
Food menu available for the day 20
Character
Drinks
Drinks available for the day
20
Character
Snacks
Snacks available for that day
20
Character
Quantity
Quantity of each product bought 15
Numeric
Total
Total amount
12
Currency
Receipt Num
Receipt
to 30
Character
ticket
Width Data type
issued
customer Tab 3.3: input specification
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3.11 FILE DESIGN This face of the design illustrates the database used to store all data accepted and processed from the entry of the user. Items
Description
Food
Food menu available for the day 20
XXXXXX
Drinks
Drinks available for the day
20
XXXXXX
Snacks
Snacks available for that day
20
XXXXXX
Quantity
Quantity of each product bought 15
999
Total
Total amount
99,999.99
Receipt Num
Receipt
ticket
Width Data type
12 issued
customer Tab 3.4: File Design
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to 30
XXXXXXX
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3.12
PROCEDURE CHART
This phase of the project shows the procedure used to design the new system using charts, as shown below Ask for user authorization through password form
Validate users entry
Display the main menu
Open Sales Form
Sum up the total amount
Issue Receipt to Customer
Update the Database
Fig 3.2: procedure chart 35
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3.13 SYSTEM FLOWCHART Receives Request from the customer
Processed the customer’s request
Database
Verify inputs, validate entries
Validation Error
Check products stock level
Process Customer’s again
Issue Receipt
Fig 3.3: System Flowchart 36
Update my database
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CHAPTER FOUR
4.0 4.1
SYSTEM DESIGN AND IMPLEMENTATION SYSTEM DESIGN The designing of a new system starts with incorporation of all the data and procedures into functional program design to carry out the pos operation
4.1.1 Program design The new system was design in menu format, as follows: Enter the user name and password to check for authorization If password is correct the main menu is displayed, if not the system request for the correct user password. From the menu display, the user select from FILE FILE contain submenu like New, Display, and Exit New Form – if selected from the submenu, the POS form will be displayed, here the officer fill in the customer’s request. Retrieve Form – this form displays day to day transactions of the organization. Prints Form – if selected, it prints customer’s receipts, daily sales.
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4.2
PROGRAM FLOWCHART Start
Enter User Name & Password
Yes Is Password Correct?
Access to Menu
N O
(1) (2) (3) (4)
End
Pos Form Retrieve Print Exit
If option = 1
If option = 1
If option = 1
38 If option = 1
Pos Form
Pos Form
Pos Form
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Data testing
Pic: 4.1
Fig 4.2 Golden Toast POS System
Sample Report
Fig 4.3 Golden Toast POS Menu39
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4.3
PSEUDO CODE FOR POS SYSTEM
10:
Enter user name and password If password is correct then Display Main Menu Else Display “Access Denied Try again” Goto 10 endif
20:
‘Main Menu Select from main menu 1 to 4 If select = 1 then Goto 30 If select = 2 then Goto 40 If select = 3 then Goto 50 If select = 4 then Goto 60 40
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Endif 30:
comment Fill Order form Enter Order Number Enter Order Date Enter Product Supplied Enter Quantity Supplied Message = “is data correct for save” If message = yes then Open database Save data Close database Goto 20 Else Goto 30 Endif
40: Comment Fill customer form Enter Order Number 41
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Enter Order Date Enter customer name/company name Enter Products Ordered for Enter quantity requested for Enter Quantity Supplied base on stock availability Message = “is data correct for save” If message = yes then Open database Save data Close database Goto 20 50: Comment “Retrieve data from database” Request for order number Open data base If order number is found then Display the records or print Else 42
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Message “ Sorry Record not found” Goto 50 Endif
4.4
SYSTEM REQUIREMENT
We look at the system requirements from the hardware and software application used for effective implementation of the new design.
4.4.1
Hardware requirement
For effective use of the new design, the minimum requirements for the hardware components are:
Components
specifications
Processor speed Ram size
Pentium4 board with 1GHZ speed 128MB
Hard Disk Display Unit
40GB 14” Monitor (VGA) 43
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Cd Rom Writer
X54
Keyboard
Window enhance
Mouse
Optical
Printer
Laserjet
4.4.2
Software requirements
The least operating system that must be used is window 2000 professional, although window XP is better. Also other software like Microsoft Office 2000 and above, Visual Basic.
4.5
DOCUMENTATION
4.5.1 System documentation This phase of the project talks about how the system works, because the system is menu driven, all that is required are: Stage 1: welcome page Once the program is loaded, the welcome page is displayed, after few seconds (say 10sec)
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Stage 2: Authorization Page This stage displays the authorization form where user will enter his/her username and password, then the system authenticate the pass word before moving to the next stage
Stage 3: main menu page This phase contains menu like FILE, DISPLAY AND PRINT, the File menu contains sub menu like New Job Record, Daily Completed Job, and Exit, the Display Menu contain submenu like: Display All Record, Display One Record, and Print Menu contain submenu like: Print All, Print One
4.5.2 Program Documentation The new system is design with VISUAL BASIC PROGRAMMING LANGUAGE, this is because VB is real time, Object Oriented Programming (OOP) language and can work across other platforms of operating systems. The Database is designed in Micro Soft Access which is a flexible and reliable database package and can be found on every computer, which makes the installation and operation of the software easier. 45
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Installation: it is easy to visual basic programming language on the system, insert VB CD in the CDROM drive and following the instruction, also make sure the system has Microsoft Office.
4.5.3 User Documentation The project has seven forms namely: Home form authentication form menu form sales order form summary form retrieve form(for specific daily record) retrieve form (for all data)
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4.5.4 Home form This form functions as a security measure whereby the user will have to enter his/her username and password to gain access to the system.
Pic 4.2 : Home form 4.5.5 Authentication form This form ensures that the username and password entered by the user is valid.
Pic 4.3: Authentication form
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4.5.6 Menu form This form acts as a navigation form. It has links to all the other forms in the project. The menu file has these submenus; new order: this activates the sales order form retrieve record: this menu has two submenus namely: o daily record; which activates retrieve form (for daily record) o all record; which activates retrieve form( for all record) Exit: this takes the user back to the homepage form.
Pic: 4. 4: Menu form
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4.5.7 Sales order form This form shows all the sale items available. The user will only be selecting items and the system will be calculating the total automatically. When the summary button is clicked, the summary form will be activated.
Pic; 4.5: sales order form
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4.5.8 Summary form This form displays the summary of all the order made by a customer. It can also print the summary.
Pic: 4.6: Summary form
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4.5.9 Daily sales retrieval form This form shows all the sales made in a group of days in a month. It can also print the days and the sales of the days.
Pic: 4.7: Sales retrieval form
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4.5.10
All sales retrieval form
This form shows all the sales ever made by the company. It can also print these sales.
Pic; 4.8: All sales retrieval form Pic: 4.8: All sales retrieval form
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4.5.11 DATABASE Microsoft access database was used as the projects database. The diagram below displays the way the database golden Toast Enugu looks like
Pic; 4.9: Database form
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CHAPTER FIVE 5.0
SUMMARY, CONCLUSION, RECOMMENDATION
5.1
SUMMARY
Few purchases can have as dramatic an effect on your retail or hospitality business as a point of sale (POS) system. The right POS system will give you a new level of control over your operations, increasing efficiency, boosting profits, and helping you fine-tune your business model. The wrong system, however, can be a waste of money and a source of ongoing frustration. Switching from a traditional cash register to a computerized POS system can be difficult - there are many factors to consider and some pitfalls to avoid. However the return on investment and benefits to your business can really make it worth your time and effort. As a result, the need for a computerized Point of sales system can not be overemphasized.
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5.2
CONCLUSION
At any point of the day, a POS system can instantly tell you how many of a particular product have sold today (or last week, or last month), how much money you have in your cash drawer, and how much of that money is profit. Detailed sales reports make it much easier for you to keep the right stock on hand. Track your remaining inventory, spot sales trends, and use historical data to better forecast your needs. Often, the software can alert you to reorder when stocks run low. Many store owners who think they know exactly what trends affect them find a couple of surprises once they have this data.
5.3
RECOMMENDATIONS
The following are the recommendation required in order to effectively use the new design are: The hardware and software requirement should be as specified Staff should have basic knowledge of computer operations The original Visual Basic CD should be installed Staffs should be trained on the job, no special training is needed to achieve full implementation 55
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REFERENCES Berkun, S. (2005). Sales Managemen.U sa, O’Reilly Media. Brooks, F. (1995). The Mythical Man Month.Miami, Wesley Press . Chanmoum, Y. (2006). Professional Sales Project Management. The Guide, Mixico,Mc graw hill.. Comninos, D. et al (2002), The Pratice of Sales of Processing. Newyork, McGraw Hill. Flyvberg, B. (2006). Distribution and Sales of production. Getting Risks Rights. Newyok,Corol Press. Heerkens, G. (2001). Effective Sales of Point (the Briefcase Book Series). Newyork,McGraw Hill. Lewis, J. (2002). Fundamentals of Sales Management Mexico,Mc grawhill. Meredith, J. et al (2002). Sales Decision. Miami,Wesley Press. Petee, S. (2005). Probelsms and Proposed Solutions of Sales of Processign System. Miami, Wesley press.
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Verzuh, E. (2005). Sales Management System.Miami,wesley press. Whitty, S. (2005). A Menetic Paradigm of Sales Management. Newyork,McGraw Hill. Whitty, S. et al (2007). The Impact of Puritan Ideology on Aspects of Management. Newyork,McGraw Hill.
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SOURCE CODE Option Explicit 'Private Declare Function TabbedTextOut Lib "user32" Alias "TabbedTextOutA" (ByVal hWnd As Long, ByVal x As Long, ByVal y As Long, lpnTabStopPositions As Long, ByVal nTabOrigin As Long) As Long Const lb_settabstops = &H300 Private Declare Function TabbedTextOut Lib "user32" Alias "TabbedTextOutA" (ByVal hwnd As Long, ByVal x As Long, ByVal y As Long, ByVal lpString As String,
ByVal
nCount
As
Long,
ByVal
nTabPositions
lpnTabStopPositions As Long, ByVal nTabOrigin As Long) As Long
Private Sub settabs(Lst As ListBox) ReDim lngtabs(0 To 2) As Long Dim lngrtn As Long lngtabs(0) = 110 lngtabs(1) = 150 lngtabs(2) = 170 58
As
Long,
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Lst = TabbedTextOut(lngrtn = hwnd, 20, 20, Lst, 20, 20, lb_settabstops, lngtabs(0)) End Sub
Private Sub Command1_Click() PrintForm End Sub
Private Sub Command2_Click() List1.Clear Form1.Show Form2.Hide pie = "" pienumber = "" loaves = "" loavesnumber = "" xpie = "" xloaves = "" 59
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dog = "" dognumber = "" xdog = "" sauce = "" saucenumber = "" xsauce = "" cream = "" creamnumber = "" xcream = "" cookies = "" cookiesnumber = "" xcookies = "" soft = "" softnumber = "" xsoft = "" barley = "" barleynumber = "" xbarley = "" 60
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beer = "" beernumber = "" xbeer = "" cereal = "" cerealnumber = "" xcereal = "" fruit = "" fruitnumber = "" xfruit = "" semo = "" semonumber = "" xsemo = ""
total = "" End Sub
Private Sub Form_Activate() 'settabs List1 61
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Dim x As Integer Dim y As Integer Dim z As Integer Dim a As Integer Dim b As Integer Dim c As Integer Dim d As Integer Dim e As Integer Dim f As Integer Dim g As Integer Dim h As Integer Dim i As Integer Dim j As Integer Dim k As Integer Dim l As Integer Dim m As Integer Dim n As Integer 62
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Dim o As Integer Dim p As Integer Dim q As Integer Dim r As Integer Dim s As Integer Dim t As Integer Dim u As Integer Dim v As Integer Dim w As Integer Dim ab As Integer Dim ac As Integer Dim ad As Integer With Data2 .DatabaseName = App.Path & "\pos2.mdb" .RecordSource = "date" .Refresh End With With Data1 63
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.DatabaseName = App.Path & "\pos2.mdb" .RecordSource = "salesorder" .Refresh End With
x = Len(Left("type", 22)) x = 20 - x y = Len(Left("No. of Order", 22)) y = 20 - y
Data1.Recordset.AddNew List1.AddItem "Date: " & "
" & date1
Data1.Recordset("date") = date1
List1.AddItem "Type" & Space(x) & Space(2) & Space(3) & Left("No.of Order", 22) & Space(3) & Space(y) & "Amount(N)"
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If pie "" Then z = Len(Left(pie, 22)) z = 20 - z a = Len(Left(pienumber, 22)) a = 20 - a List1.AddItem pie & Space(z) & Space(2) & Space(5) & Left(pienumber, 22) & Space(a) & xpie
Data1.Recordset("meatpie") = pienumber End If
If loaves "" Then b = Len(Left(loaves, 22)) b = 20 - b c = Len(Left(loavesnumber, 22)) c = 20 - c
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List1.AddItem loaves & Space(b) & Space(2) & Space(5) & Left(loavesnumber, 22) & Space(c) & xloaves
Data1.Recordset("bread") = loavesnumber End If
If dog "" Then d = Len(Left(dog, 22)) d = 20 - d e = Len(Left(dognumber, 22)) e = 20 - e List1.AddItem dog & Space(d) & Space(2) & Space(5) & Left(dognumber, 22) & Space(e) & xdog
Data1.Recordset("hotdog") = dognumber End If
If sauce "" Then 66
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f = Len(Left(sauce, 22)) f = 20 - f g = Len(Left(saucenumber, 22)) g = 20 - g
List1.AddItem sauce & Space(f) & Space(2) & Space(5) & Left(saucenumber, 22) & Space(g) & xsauce
Data1.Recordset("sausage") = saucenumber End If
If cream "" Then h = Len(Left(cream, 22)) h = 20 - h i = Len(Left(creamnumber, 22)) i = 20 - i
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List1.AddItem cream & Space(h) & Space(2) & Space(5) & Left(creamnumber, 22) & Space(i) & xcream
Data1.Recordset("icecream") = creamnumber End If
If cookies "" Then j = Len(Left(cookies, 22)) j = 20 - j k = Len(Left(cookiesnumber, 22)) k = 20 - k
List1.AddItem
cookies
&
Space(j)
&
Left(cookiesnumber, 22) & Space(k) & xcookies List1.AddItem "" Data1.Recordset("cake") = cookiesnumber End If
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Space(2)
&
Space(5)
&
v
If soft "" Then l = Len(Left(soft, 22)) l = 20 - l m = Len(Left(softnumber, 22)) m = 20 - m
List1.AddItem soft & Space(l) & Space(2) & Space(5) & Left(softnumber, 22) & Space(m) & xsoft
Data1.Recordset("mineral") = softnumber End If
If barley "" Then n = Len(Left(barley, 22)) n = 20 - n o = Len(Left(barleynumber, 22)) o = 20 - o
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List1.AddItem barley & Space(n) & Space(2) & Space(5) & Left(barleynumber, 22) & Space(o) & xbarley
Data1.Recordset("malt") = barleynumber End If
If beer "" Then p = Len(Left(beer, 22)) p = 20 - p q = Len(Left(beernumber, 22)) q = 20 - q
List1.AddItem beer & Space(p) & Space(2) & Space(5) & Left(beernumber, 22) & Space(q) & xbeer
Data1.Recordset("alcohol") = beernumber End If
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If cereal "" Then r = Len(Left(cereal, 22)) r = 20 - r s = Len(Left(cerealnumber, 22)) s = 20 - s List1.AddItem cereal & Space(r) & Space(2) & Space(5) & Left(cerealnumber, 22) & Space(s) & xcereal
Data1.Recordset("rice") = cerealnumber End If
If fruit "" Then u = Len(Left(fruit, 22)) u = 20 - u v = Len(Left(fruitnumber, 22)) v = 20 - v
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List1.AddItem fruit & Space(u) & Space(2) & Space(5) & Left(fruitnumber, 22) & Space(v) & xfruit
Data1.Recordset("ukwa") = fruitnumber End If
If semo "" Then w = Len(Left(semo, 22)) w = 24 - w ab = Len(Left(semonumber, 22)) ab = 20 - ab
List1.AddItem semo & Space(w) & Space(2) & Left(semonumber, 22) & Space(ab) & xsemo Form2.Data1.Recordset("samolina") = semonumber End If List1.AddItem "-------------------------------------------------------------------------------------------------------------------------------------------------" 72
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ac = Len(Left("GRAND TOTAL", 22)) ac = 20 - ac ad = Len(Left("", 22)) ad = 20 - ad
List1.AddItem "GRAND TOTAL:" & Space(ac) & Space(2) & Space(3) & Left("", 22) & Space(ad) & total Data1.Recordset("total") = Val(total) Data1.Recordset.Update Data2.Recordset.AddNew Data2.Recordset("date") = date1 Data2.Recordset.Update Form1.Refresh
End Sub
Private Sub cboalcohol_Click() If chkmeat.Value = 1 Then 73
v
meatpie = 150 * Val(cbomeat.Text) End If
If chkhotdog.Value = 1 Then hotdog = 100 * Val(cbohotdog.Text) End If
If chkbread.Value = 1 Then If cbobread.Text = "Bread Cake" Then bread = 200 * Val(cbobreads.Text) ElseIf cbobread.Text = "Coconut Bread" Then bread = 150 * Val(cbobreads.Text) Else bread = 100 * Val(cbobreads.Text) End If End If
If chksausage.Value = 1 Then 74
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sausage = 80 * Val(cbosausage.Text) End If
If chkcake.Value = 1 Then If cbocake.Text = "Ordinary Cake" Then cake = 200 * Val(cbocakes.Text) Else cake = 1500 * Val(cbocakes.Text) End If End If
If chkicecream.Value = 1 Then icecream = 150 * Val(cboicecream.Text) End If
If chkmineral.Value = 1 Then If cbomineral.Text = "Coke(35cl)" Then mineral = 40 * Val(cbominerals.Text) 75
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ElseIf cbomineral.Text = "Coke(50cl)" Then mineral = 50 * Val(cbominerals.Text) ElseIf cbomineral.Text = "Fanta" Then mineral = 40 * Val(cbominerals.Text) ElseIf cbomineral.Text = "Sprite" Then mineral = 40 * Val(cbominerals.Text) Else mineral = 35 * Val(cbominerals.Text) End If End If
If chkmalt.Value = 1 Then If cbomalt.Text = "Royal Malt" Then malt = 60 * Val(cbomalts.Text) ElseIf cbomalt.Text = "Hi Malt" Then malt = 60 * Val(cbomalts.Text) Else malt = 100 * Val(cbomalts.Text) 76
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End If End If
If chkalcohol.Value = 1 Then alcohol = 150 * Val(cboalcohols.Text) End If
If chkrice.Value = 1 Then If cborice.Text = "Fried Rice" Then rice = 350 * Val(cborices.Text) ElseIf cborice.Text = "Jollof Rice" Then rice = 300 * Val(cborices.Text) Else rice = 400 * Val(cborices.Text) End If End If
If chkukwa.Value = 1 Then 77
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ukwa = 300 * Val(cboukwa.Text) End If
If chksamolina.Value = 1 Then samolina = 200 * Val(cbosamolinas.Text) End If
lbltotal = meatpie + hotdog + bread + sausage + cake + icecream + mineral + malt + alcohol + rice + ukwa + samolina
End Sub
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