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Point of Sale System Essay

One of the big houses today in Brgy. Guadalupe San Carlos City is owned by the Libre family. Mr. and Mrs. Adonis Libre have three children, namely Clyde, Lanie and Bonnie. They had a convenient store at Bryg. Guadalupe before they had built their new house at the year 1999. Later on their convenient store were replaced with more than one enterprise in San Carlos City, such as the C & B electronics which named after the siblings Clyde and Bonnie which is managed by their father.

At the year 2002, following their father’s footsteps, Clyde and Bonnie made their first business which is the JC and MJ enterprise, named after the initials of Clyde’s two sons, JC and MJ. It is an enterprise selling school supplies, located at Locsin Street San Carlos City, right beside their father’s C and B electronics.

The Clyde and Bonnie partnership ended after Bonnie’s marriage to Mark Penalosa. Clyde decided to focus on his business which is the C and V enterprise, with his wife Vicky as his partner and entrust JC and MJ to Bonnie and her husband, today’s current owners.

After Bonnie gave birth to her daughter Clarette, she and Mark planned to make another business, a store business similar to JC and MJ. At year 2010, they succeeded on their second business which named after their daughter, located at Azcona Street San Carlos City. For some reasons, at year 2012 Bonnie and Mark decided to merge Clarette with the JC and MJ enterprise, still at Locsin Street.

JC and MJ enterprise is currently proposing for a Point of Sale System since the capacity of the store’s products and customers are increasing because of the merging, and maybe implemented next year, 2014.

ORGANIZATIONAL CHART

Figure 1
Organizational Chart of JC and MJ Enterprise

JOB FUNCTIONS
1. OWNER – Operates store business, including managing profit and loss, facility management, safety and security. Manages products, including ordering, receiving, price changes, handling damaged products, and returns.

2. CASHIER – Collects and records payments from the customers.

3. SALESLADY – Entertains the customers, answering their questions and concerns. Also takes care of the products.

OPPORTUNITIES IDENTIFIED
The following are the opportunities identified for the JC and MJ Point of Sale System: 1. Timely and accurate sales tracking.
A sale unrecorded is a very common mistake in manual point of sale system, so there’s a case that the inventory will not match the tallies of the recorded sales. 2. Speed and reliability.
Manual recording of sales is time consuming and hassle, slows down the speed of service to customers. 3. Accurate and timely sales report
Manual recording of sales is prone to errors and may lead to inaccurate reports of sales.

STATEMENT OF THE EXPECTED SOLUTION
1. To guarantee a timely and accurate tracking of sales. The JC and MJ Point of Sale System will ensure a more timely and accurate tracking of sales. 2. To speed up the process of recording sales and make it more reliable both for the employees and customers. The JC and MJ Point of Sale System will speed up the process of recording sales and service to customers. 3. To give an accurate and timely sales reports.

The JC and MJ Point of Sale System will give accurate and timely reports of
sales.

SCOPE AND LIMITATION

This research study is concerned with doing away with most of the manual work of recording sales of JC and MJ Enterprise, San Carlos City. This system is proposed for recording sales as well as identifying inventory levels and giving timely and accurate reports.

CHAPTER 2
THE CURRENT SYSTEM

SYSTEM FUNCTIONALITY

A business will be even better if it uses technology like point of sale system that could help in enhancing the business’ development, first the personnel must be oriented in terms of understanding the benefits of having a computerized point of sale system. The system developers made sure to create a system that can give a solution to the problems that they are encountering in their manual point of sale system.

The manual recording of sales in each transaction is very time consuming, slowing down the service to the customers. Because the point of sale is done manually, it is recorded by the use of pen and paper, which is not secure and may lead to some mistakes like unrecorded sales. The inventory will not match the tallies of the wrongly recorded sales, and it can’t be trace anymore because the recording of sales is done manually.

The developers have studied the flow of the system to give accurate solutions to the problems encountered by the personnel of the business. The developers analyze the system’s flow for its further enhancement.

Context Data Flow Diagram

Figure 2
The Context Data Flow Diagram of the Current System

Based on the Data Flow Diagram of the manual point of sale system, it is very time consuming because the payments from the customers in every transaction is recorded manually, slowing down the customer service.

The recording may also result to some errors in recording sales, making the reports and inventory inconsistent. The records are also not secure because it is stored in a logbook. CHAPTER 3
THE PROPOSED SYSTEM

SYSTEM TECHNICALITY

The JC and MJ Point of Sale System is a computerized system in which data are stored in a built-in system database. It records the payments from the customers in every transaction, giving an accurate and timely report of sales and automatically updates the list of products on hand.

The system is very helpful to the JC and MJ personnel in dealing with their sales and inventory records as well as in dealing with their customer. The system provides an easy and fast way of recording sales and updating goods on hand, giving an accurate reports and a better service to the customers. Since the business is currently using a manual point of sale system, which means that they are recording their sales in a logbook. The proposed system will aim to solve the problems they encounter in their manual point of sale system.

Context Data Flow Diagram

Figure 3
The Context Data Flow Diagram of the Proposed System

In this Data Flow Diagram of the Automated Point of Sale System, the customer’s payment is recorded automatically by the system as well as the giving of receipt, which means that the transaction process is fast and easy. The Automated Point of Sale System gives a timely and accurate report of sales and updates products on hand, making the inventory easy to do. The record are also secured because it is stored in the database.

Entity Relationship Diagram
The researchers must know the flow of relationship of the Automated Point of Sale System. In order to deal with this, they used the Entity Relationship Diagram.
This diagram was to determine the relations of its entity which is symbolized by a rectangle symbol and the diamond symbol represents the relationships.

Figure 3
The Entity Relationship Diagram of JC and MJ Point of Sale System

Base on the Entity Relationship Diagram of JC and MJ Point of Sale System, the customers will pay their cash in the cashier, and the cashier will register the cash from the customer in the system. The sales recorded will be reported to the owner or manager. Data Dictionary

Name: Cashier
Aliases: Cashier
Description: Collects the payment from the customers
Related Data Elements: Username, Password
Permissible Range and Length in Character: Varchar(50), Varchar(50)

Name: Sales
Aliases: Sales
Description: The total amounts receive in exchange for goods in every transaction. Related Data Elements: Receipt No., Date, Total
Permissible Range and Length in Character: Varchar(50), Date(date), Double(2,4)

Name: Owner/Manager
Aliases: Admin
Description:
Related Data Elements: Username, Password
Permissible Range and Length in Character: Varchar(50), Varchar(50) CHAPTER 4
SCREEN LAYOUTS

Decomposition Chart

Screen Layouts/ User Interface

Log On Screen

Main Screen
Point of Sale Form

Items Lists Form
Sales Form

User Form

Sample Reports

Log On Screen

Point of Sale
Items Lists

Sales
User

CHAPTER 5
SOFTWARE, HARDWARE, & PEOPLEWARE RECOMMENDATION

Software
Java is used as the programming language to execute and develop this system, and Netbeans IDE for the interface. For the database, SQLYog is used. The
system is compatible with windows operating systems like XP, Vista, 7, and 8.

Hardware
The following hardware are recommended in developing the proposed system, JC and MJ Point of Sale System: 1 Computer Set
1 LD Monitor
1 CPU (Intel Core 2 Duo, 360 GB HDD, 2 GB DDR-2 RAM)
1 Mouse
1 Keyboard
1 Automatic Voltage Regulator (AVR)
1 Uninterruptible Power Supply (UPS)
1 Printer

Peopleware
The people who can access the proposed system is the owner/manager of JC and MJ enterprise and the bookkeeper which is also the cashier, and other users that the owner had given an access to the system.

CHAPTER 6
Project Management

Project ActivitiesDuration (in day/s)Predecessor
A1none
B2A
C2B
D3C
E4D
F13E
G2F
H6G
I1 H
J1I

Function Point Analysis

ActivitiesDays
a. Gouping1
b. Meetings2
c. Data Gathering2
d. Analysis3
e. Designing the Proposed System4
f. Coding13
g. Testing & Error-checking2
h. Documentation6
i. Presentation1
j. Implementation & Evaluation1

TOTAL MAN DAYS35

Systems Budget:
The following are the budget intended for the proposed system:

1 monitor Php 12,000.00 1 keyboard with mouse Php 500.00
1 CPU Php 800.00
1 Automatic Voltage Regulator Php 500.00
1 UPS Php 600.00
Printer Php 5,000.00
1 SA/Programmer Php 15,000.00
Snacks Php 1,000.00
Maintenance Php 10,000.00
Total System Budget:Php 45,000.00

Gantt Chart

PERT/CPM

JC and MJ Point of Sale System
San Carlos City, Negros Occidental

A System Development Project Presented to:
Ms. Via Mae Enrile
Colegio de Sta. Rita
San Carlos City, Negros Occidental

In Partial Fulfillment of the Requirements for the
subject
System Analysis and Design

Researchers:
Roxanne P. Sagang
Christine Rhode M. Bagacay
Geneva M. Villamor


Essay Topics:


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