point of sale system of farmacia gentaro

8/18/2019 Point of Sale System of Farmacia Gentaro

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Chapter 1

OPERATIONAL FEASIBILITY

Background of Study

Farmacia Gentaro is pharmacy of San Juan, Sto. Domingo, Albay nearby

Pugad Lawin Par. Farmacia Gentaro has ! employees. "t was established in

April, #$$%, Farmacia Gentaro was ser&ing dominguenios for se&en years. 'he

manager of this company is (ar Gentaro ). (achii. Farmacia Gentaro has a

net income of Php *$,$$$.$$ + $,$$$.$$ monthly or #$,$$$.$$ annually

depending on the demand of the products. 'heir sales increase from day-to-day

operations.

Point of sale P/S0 is one of the essential components of a successful

business. "t is a modern replacement for the cash register in retail application. "t

can help to record securely all the sales and customer1s orders, trac products

which are poor on business sales and of course manage in&entory. 2sing

computeri3ed point of sale will gi&e benefits to the business owners, employees,

and to the customers.

)&ery day, technology upgrades. 'he proponents decided to propose and

pursue a Point of Sale System for Farmacia Gentaro to alternate their manual

system of ser&ing customers. 'he main ob4ecti&e of this study is to create and

de&elop a computeri3ed point of sales system that is completely responsible for

Farmacia Gentaro in support of the daily business transactions.

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employees recorded what customer1s purchased products in a piece of paper as

a receipt and the manager or cashier collects at the end of the day for

computation and will mo&e to in&entory to determine the remaining stocs

a&ailable.

=hen there is a deli&ery of the products, the manager as well as the

employee list all the number of items and eep the list as a stoc record, this

done when the employee carry out monitoring of stocs by counting and writing

down on a piece of paper the number of items or products a&ailable on the stoc

and the payment of those items. 'he products were purchased based on the

demand. 'he stoc products was inspect by ha&ing in&entory when deli&ery is

gi&e the chec list to the manager to chec the items sold when it is correspond

to the items a&ailable on the stoc. 'he manager e7amines the products sold on

a day and added it to the stoc count of the ne7t day, and the result should be

e>ual to the pre&ious stoc count.

Farmacia Gentaro is ha&ing difficulties in billing and monitoring and

issuing of receipts and they are finding ways or solutions to impro&e their

business and mae the business transactions automated. 'hey belie&e that this

study could offer a great help in impro&ing the business1 approach to changes

which the economy demands.

%enera# O"&ect'e!

'he ob4ecti&e of this study is to pro&ide a better security for Farmacia

Gentaro Point of Sale system by de&eloping a system with authori3ation and to

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enable admin or re&iew any transaction and then print-out &arious types of

reports, and also to get the fulfillment rates of their sale.

Specfc O"&ect'e

:. 'o gain more profit.#. 'o ha&e an accurate sale and in&entory reports.!.


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not included in the system. And the system cannot recei&e amounts on credit

card basis.

Re!pon!"#te!

'he proposed system can be used daily by the business. "t can be for a

lifetime transaction by the business. "t can be lessen paper wors and manipulate

data secured in the system. "t minimi3es time in 4ust one clic. 'he users who

ha&e rights of using this system will need some practice on how to manipulate

the system.

Operatona# Chart(

Fgure 1) Operatona# Chart

*anager) 'he manager has the responsibility to o&ersee all functions of the

company handle payables and customer relations. ?esponsible of the money of

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company. 8e is in charge to the decision maing of the company. 8e has the full

control and access of the record in the system.

Ca!her) 'he cashier is the one who is operating the cash register. 'hey are the

one responsible in transacting with the costumer in paying bills and issuing

receipt.

Sa#e!per!on) 'he salesperson is the one who assist the customer, maintaining

an orderly store and ensure good ser&ice specially in locating certain items.

Con!trant!

Farmacia Gentaro has possible constraints that may influence on the

proposed system. Some of these are9

:. =hen the system is bar down, it will not wor.#. =hen there is an incorrect input by the user it may cause data

malfunction.

!. 'here is no technician to maintain the system.

Po!!"#e A#ternat'e!

'he basic alternati&e is to pre&ent problems that the system might

occur. "t refers to solution in the constraints of the system. 'hese are

possible alternati&es9

:. "t must be secure when storing files. Also pro&ide administrator to

assigned username and password to secure information.

#. (anagement must select gi&e responsibility to the persons that will

manage the products

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!. (anagement should hire "' personnel who is reliable to maintain the

system in case it caused brea down and malfunctioning of hardware

and software.

Chapter +

TEC,NICAL FEASIBILITY

Point of sale system will pro&ide clear, reliable and accurate data and

information in e&ery transaction. 'he purpose of this chapter is to e&aluate the

feasibility of and e7plore the technical parameters re>uired for Farmacia Gentaro

"t also discusses the system hardware and software and its importance on the

proposed system.

Sy!te$ -e!crpton

'he proposed system in Farmacia Gentaro is Point of Sale with in&entory

which can help the company in billing, monitoring the stocs, and issuing of

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receipts, importing all the product and goods in a system by using databases. "t

will help the system management to a&oid errors and optimi3e the &alidity of

number of sales, supplies, purchase and their e7penses monthly. "t monitors the

fre>uency of theft, or breaage of products recei&ed. 'he manager and the

cashier will ha&e the accessibility for the program.

=hen a customer approaches the cahier to complete a transaction, the

cashier will liely employ a computer or cash register to collect some basic

information. P/S systems either re>uire cashier to manually enter information

about the purchased items using a eyboard or use a bar code scanner to

automatically register product information. 'he computer system then retrie&es

the item price and a basic description from a database, and some systems

automatically deduct the item from the retailer@s in&entory. =hen the cashier

indicates that she has registered all of the items in the transaction, the P/S

system calculates a subtotal, applies any applicable ta7es and presents a total

amount due. Adding items to the in&oice updates the in&entory.

"n payment process, if the customer pays cash, the merchant typically

registers the payment amount with the computer, accepts the currency and

returns the difference between the tendered amount and the amount due in the

form of change. As printing the receipt, the information will be recorded to the

database, including the receipt number.

'he user access of the manager allows monitoring and &iewing the sales

in&entory and transaction made by cashier to the customer. Also, updating the

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items, adding new items to the database, and adding new number of stocs of a

certain product. 'he company can a&oid running out of stocs of a product by

means of monitoring the remaining stocs.

Sy!te$ .!er!)

'he focus is who is liable for the system. 'he one who manage the

system is the one who will ha&e rights.

*anager) 'he manager has the authority to access the database system,

which allows the manager to ac>uire the sales report from its pharmacy system.

'he manager has also the responsibility to o&ersee all functions of the system to

handle payables and customer relations. ?esponsible of the money of company.

Ca!her . 'he cashier is the one who pro&ides the billing receipt to the

customers. 'he receipt will be printed based on the order made by the

customers.

Sy!te$ -ata

An entity-relationship diagram )?D0 is a type of data modeling that

shows a graphical representation of ob4ects or concepts within an information

system or organi3ation and their relationship to one another )

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Fgure +) Entty Re#aton -agra$

'he admin as owner will create and add salesperson6 it includes the first

name, middle name, last name, username and password. Admin will create

products table list include its details, which can &iew by the salesperson if there is

a&ailability of the product. 'hen print it with information. ?eceipt information

includes the receipt "D, date, total, payment amount and the change. A receipt

detail includes the receipt no., product code, product name, product >uantity and

product price. And generate report with the sales, e7penses and in&entory.

Conte/tua# -agra$

Fgure 0( Conte/tua# -agra$ of the propo!ed !y!te$

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/n the conte7tual diagram it shows the process of the system. 'he

manager ha&e a full access of monitoring the cashier1s transaction. 'he cashier

will input the uni>ue product code and it will display the details of the said

products. 'he data of the sold items will automatically store in the database

accessed by the manager and proceed to update the sales.

-ata F#o -agra$

'his is the graphical presentation that will show the Data Flow Diagram of

the Proposed System how process of transaction is made.

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Fgure 2) -ata F#o -agra$ of the propo!ed !y!te$

Figure ; shows the Data Flow Diagram of the proposed system. "t starts

from customers purchasing products by asing and assisting the salesperson.

)ach product has its uni>ue product code. 'he cashier will scan the barcode or

input uni>ue product code, and it has details shown in the screen, then input the

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>uantity of the products that customers wants to buy, system will automatically

compute the ordered items. Payment shall follow. Printed receipt will be gi&en to

the customer. 'he database will automatically sa&e and update the data gathered

as in&entory. 'he cashier will update the sales to the database and transaction

will be recorded automatically.

/nce the data are sent, the manager will recei&e report about the total

sales. 'he manager will &iew the reports for the in&entory of the products and

also to update and checed their stocs.

E/p#oded -agra$

Fgure 3) E/p#oded -agra$

'he whole records are managed by the manager. "t is the authori3ed

personnel to add, delete and update of the products information.

'he manager can add new products in the store with a uni>ue product

codes. An item can also be remo&ed depending on the manager if it is no longer

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needed from the database. 2pdating an item is also necessary that allows the

user to add new numbers of stoc of the products.

Technca# Re!ource!

'he 'echnical ?esources for the proposed system are categori3ed into the

hardware and the software.

'his also refers to the one who has confident in managing the system, lie

professional "' or engineer that will manage and chec the system about the

process so that they can easily identify and fi7 the problems encountered in their

system.

,ardare

8ardware is a collection of all the parts that can be physically

touched. "t includes monitor, mouse, eyboard, motherboard, ?A(,

processor, hard dis dri&e, Automatic oltage ?egulator and other parts

that are tangibles.

8ardware refers to the tangible parts of the system. 'o a&oid

system failure once it is implemented, the system re>uires compatible

specification for the hardware.

Softare

Software is a collection of instructions that enables the user to

interact with a computer or ha&e it perform specific tas for them. =ithout

software computer will be useless.

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'he software is the intangible part of the computer. 'he software

re>uirements are the needed application for de&elopment of the system.

Sy!te$ Re4ure$ent!

'he System ?e>uirement for the proposed system is the specifications

re>uirements. 'he table below shows the minimum specification and the

recommended in operation.

-e!crpton *n$u$ Reco$$ended

,ardare

(onitor L


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Ta"#e 1) ,ardare

'he monitor will display the output and processes made by the users. 'he

mouse and eyboard are the primary input de&ices. 'he motherboard and

memory will be used for the processes of the computer unit. 'he hard dis will

ser&e as the memory storage. 'he processor is used for the speed of the system.

Ta"#e +) Softare

Softare Specfcaton!

Softare *n$u$ Reco$$ended

/perating System =indows ultimate =indowsProfessional

Programming language isual 5asic #$:$ isual 5asic #$:#

Database Software SEL ser&er #$$% SEL Ser&er #$:#

As to the proposed system, the proponents choose windows

Professional recommended operating System, (icrosoft isual 5asic #$:#, as

the programing language and SEL ser&er #$:# for database as the storage of

data, will be used to create the program.

Sy!te$ Interface

'he system is di&ided into two user accesses, one for the manager, and

one for the cashier. 'here is a separated storage for employee accounts.

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P#ate 1( Ad$n and E$p#oyee Logn Interface

2ser will assess whether the one who log in is the manager or a

employee. /nce the administrator log in clics, it directs to admin log in shown in

plate #.

P#ate +( *anager Logn Interface

'his plate is the log in form of the manager. /nce the user log in

successfully, the monitoring system of the manager will show.

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P#ate 0( *ontorng Interface of *anager

(onitoring "nterface used by the manager. "t allows the manager to add,

remo&e, and update the product information. (anager has the full access of all

the records for e&ery transaction of the cashier.

P#ate 2( Add Ite$ For$

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Plate ;, allows manager to add new items to the database. 'he item code

must be uni>ue. 'he system will chec the database whether the codes already

e7ist or not before adding it to the database. 'he remaining stoc depends on the

total stocs of the item since it has 4ust to be added as new item.

P#ate 3( update Ite$ For$

(anager can be update by clicing the 2pdate "tem1 button. 'his plate

allows manager to edit information, and the item will automatically copy to

2pdate Forms field. 2pdating items also includes adding new >uantity of stocs

of a certain product, also update the price. /nce the update is done, time and

date also include for monitoring purposes.

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P#ate 5( Ca!her Log n For$

Plate * shows the login interface of the cahier. =hen the username and

password is &alid, it will direct to plate .

P#ate 6( Ca!her *an For$ Interface

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)&ery purchased item will be recorded, consist of the receipt number

where it belongs. =hen remo&ing items from the in&oice, it will also remo&e the

information from the database. System also allows discount for bul orders. Print

?eceipt1 button will pro&ide the printed receipt for the customer which is also

being recorded. /B1 button will clear all the fields and mae a new transaction.

P#ate 7( Search Ite$ Interface

Search item will help the cashier to easily find products information. 5y

choosing items from the form and clicing the Select 5utton1, it will >uicly add

products to the main form.

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P#ate 8( Recept Interface

Plate H shows the output of the purchase product, which is the printed

receipt, which ser&es as the in&oice of the customer. "t display the cashier name,

cashier id number, and the summary of the purchase product, includes item

description, >uantity, price, total amount to pay, amount of pay, and the

difference between the tendered amount and the amount due in the form of

change.

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Chapter 0

SC,E-.LE FEASIBILITY

'he purpose of this chapter is to discuss the schedule of the proposed

system. Preliminary "n&estigation, Problem Analysis, ?e>uirement Analysis,

System Design, "mplementation, /peration and Support.

Pre#$nary In'e!tgaton

Farmacia Gentaro is using manual based transaction, their manual system

will be replaced by the computeri3ed point of sale system. Farmacia Gentaro will

be benefited to mae the business transaction accurate, easier and faster if the

proposed system will be implemented.

As the researchers conducted an inter&iew to Farmacia Gentaro, the main

reason is to be able to now the pharmacy1s current system and the problems

they encounter. 'his in&estigation ser&es as basis in the construction of the

proposed system.

PRO9ECT SC,E-.LE

'his shows the duration of time needed for the whole study of the system

until the implementation is completed. 'he illustration below is the Gantt


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Ta"#e 0) %antt Chart of Study

*onth 1!t *onth +nd *onth 0rd : 2th

*onth

3th *onth 5th *onth

;eek

Pre#$nary

In'e!tgaton

Pro"#e$

Ana#y!!

Sy!te$ -e!gn

I$p#e$entaton

Re'e and

*antenance

Ta"#e 0) Sho! the de'e#op$ent of #fe cyc#e of the propo!ed !y!te$)

It con!!t! of 5 non>con!ecut'e $onth!)

Pro"#e$ Ana#y!!

Farmacia Gentaro, using manual system according to our inter&iew to the

owner of the pharmacy, they cannot specify the e7act amount of sales and item

sold, they ha&e complication on sales and in&entory due to human errors and

also laboriousness and time consuming when it comes to generating sales and

in&entory reports, for ob&ious reasons that it is done manually.

(anual sales and in&entory system turned out to be slow and inaccurate

resulting to problems lie running out stocs and slow computations of product

prices being bought by the customers. Papers o&erload used are difficult to

maintain, it cause loss or damage. 'he owner of Farmacia Gentaro wants a

computeri3ed system to a&oid time consuming for the sales and in&entory, so the

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de&eloper maes computeri3ed sales and in&entory system to sol&e the problem

encounter by Farmacia Gentaro.

Sy!te$ -e!gn

Farmacia Gentaro will be benefited of the proposed system when it comes

to recording their sales transaction and e&en in&entory management. "n system

design, the proposed system focuses on what software they will be using for the

de&elopment and how they will perform it.

I$p#e$entaton

2pon implementation of the system, the hardware and software should be

checed in order to assure the performance of the system. 'he owner as

manager has ability to be responsible in using the proposed system. "f there are

errors and bugs, debugging will be conducted. 'here must be someone that will

maintain the system.

Re'e and *antenance

'his is the last phase of the study. 'he re&iew and maintenance is the

obser&ation of the user to the system to mae sure that the system will be

woring efficiently, and to maintain the security of the system will surely cause

less error and time consuming. 'he brea-down of the system must be fi7ed by

the technician or anyone from the company who is intelligent of fi7ing encounter

problems on hardware. (aintain must be twice a year after implemented. 'he

proposed system will be used for lifetime operation.

Chapter I?

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Econo$c Fea!"#ty

'he purpose of this chapter is measure of the cost-effecti&eness of an

information system solution of Farmacia Gentaro where the system will be

implemented.

Beneft!

'he proposed system main goal is to de&elop a computeri3ed system that

allows fast transaction and accurate data recording. Famacia Gentaro will be

benefited below9

Tang"#e "eneft!(

:. "mpro&es the producti&ity of process and personnel

#. Lowering the cost of products and ser&ices purchased

!. Paper and postage cost reductions

;. "n&entory reduction

C. Lead time reduction

*. ?educed stoc obsolescence

. Faster product I ser&ice loo-up and ordering sa&ing time and money

%. Automated ordering and payment, lowering payment processing and

paper costs

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Intang"#e "eneft!(

:. "ncreases organi3ational transparency and responsibility

#. Accurate and faster access to data for timely decisions

!. "mpro&ed customer response

;. Sa&es enormous time and effort in data entry 6

C. (ore controls thereby lowering the ris of mis-utili3ation of resources

*. Facilitates strategic planning

. 2niform reporting according to global standards

Tota# Pro&ect Co!t

'his phase e7plain the capital needed to finance the system in the

implementation of it. 'his is all about the cost of the designate user of the system

and the casual cost needed in the process.

Ta"#e 2) Pro&ect Co!t

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)stimated Pro4ect


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'his phase point out the cost need of the proposed system. =hen the

system implemented the person who will be managing system will e7perience

training to maintain the system.

Ta"#e 3) Operatona# Co!t

/perational


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economically feasible the system once it is implemented and how long will tae

to return the income of the pharmacy after buying the system.

Pay"ack Perod Ana#y!!

'his deals with the time that it taes for the pro4ect to return the

pharmacy in&estment. All else being e>ual, shorter paybac periods are more

preferable to longer paybac periods. 5elow is the formula for paybac period.

Paybac Period


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Return on In'e!t$ent


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?/" ::,C$$.$$ 7 :$$

!#,C$$.$$

?/" !CM

'herefore, the ?/" is !CM that means the in&estment is profitable.

5ased from the computation abo&e, !CM of its in&estment will return to the

company. 'his pro&es that the company is capable of buying the system and they

can gain their in&estment bac in a minimal time.

Chapter ?

S.**ARY CONCL.SIONS AN- RECO**EN-ATIONS

'his chapter discusses the summary and findings in the study. 'he

conclusion and recommendation is pro&ided for the company, the user, and the

future researchers. P/S Point-/f-Sale0 machines and cashless transactions are

an integral part of today1s shopping e7perience. "t pro&ide businesses with the

capability to retain and analy3e a wide &ariety of in&entory and transaction data

on a continuous basis.

Su$$ary

'his study aims to help Farmacia Gentario with its business process and

mae those more ci&ili3ed. Farmacia Gentaro had continuous business process

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for o&er a years, continuous but salesperson had hard time, good system but not

better for the company for the daily business transaction, manually taen but not

always accurate it always depends on how the salesperson will do this wor.

'he proposed system is operationally feasible. 'he needed resources are

a&ailable anytime. 'he hardware and software re>uired is of high >uality and of

reputable brand to minimi3e the time of the system to depreciate.

'he proposed system is technically feasible. 'he transaction process will

become faster, accurate and updated. 2nlie the manual process, the company

can only update their stocs after the manual computation. 'he system will

automate and mae the stocs organi3ed.

'he proposed system is also economically feasible. 'he cost of the

system is 4ust right to in&est with. 'he companies can loss thousands of pesos

e&ery year in recording the manual transactions. An in&estment of Php !#,C$$ is

nothing compared to what they loss in their manual system. 'he company will

earn more than their in&estment and will mae the business profitable.

Conc#u!on

'he de&eloper taes the owner problems in the business, to now what

the need of Farmacia Gentaro is. 'he de&eloper found that the problem of

Farmacia Gentaro is the process of their manual sales and in&entory and the

transaction of purchasing item. 5ecause sometimes they cannot monitor if they

ha&e a stoc. So sometimes the process taes a long time in searching the

items. =hich obstruct in the customer and to the employeeN And in terms of

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in&entory they compute their sales through manual computation, and the owner

does not now if the sales of Farmacia Gentaro will increase or decrease. 'he

software is focused on the transaction of P/S Point of Sale0, "n&entory system,

and report that gi&es benefits to the owner, employee, and to the user.

'he software meets the need of owner, the P/S now is easier than the

e7isting system the employee can easily search the number of items they ha&e.

And in terms of "n&entory the owner can automatically see the sales of the day,

because the software automatically gi&e reports to the administrator account.

Reco$$endaton

/ne ma4or concern of the proposed study is the people to benefit from it.

'hey recommend this system to Farmacia Gentaro for fast process. "t is &ery

useful to same employees who in-charge of the stocs, sales, and in&entory in

their company. "n using that system the process would be easily and >uicly than

the pre&ious process.

After thorough analysis of the system, final recommendations for the

company and the future researchers are included in this chapter.

For the Co$pany(

:. 'he use of Point of Sale System in the company, Farmacia Gentaro

will be beneficial in its business growth.

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#. 'his study aims to lessen time consumed by the manager and

employee of pharmacy in recording, searching, retrie&ing of data.For the Future Re!earcher!(

:. 'his feasibility study is to impro&e nowledge and understanding of the

researchers of the system they are manipulating.#. 'his study can be used as a basis to de&elop new studies.

point of sale system of farmacia gentaro

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