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CHAPTER 1
THE PROBLEM AND ITS BACKGROUND
Most of the Appliance Centre uses a database for its day to day
transaction like inventory and sales. Database is a collection of data organized
for rapid search and retrieval. The proposed system is going to use to easy
determine the total number of sales and Inventory. But Ocampos Appliance
Centre uses manual system for inventory and sales. Its still uses manual system
in bookkeeping, recording sales and updating inventory. They have some
computer unit in their shop, however, they do not have a computerized or
database for sales, and inventory system. Hence, we believe that Ocampos
Appliance Centre is open for improvement, from Manual to Automated.
The system proposed by the researchers aims to help Ocampos
Appliance Centre in facilitating the process of bookkeeping, recording sales and
updating inventory in a faster, easier, more efficient and accurate manner by a
way of Computerize Inventory and Sales System. A Computerize Inventory and
Sales System is a system that would not only keep records of the sales that are
made, but also keep track of current inventory based on those sales. With the
use of this system, it can manage the process of the business as well as the daily
transaction.
The proposed system will help the Ocampos Appliance Centre in a
faster, easier, more efficient and accurate manner in a way that it will help the
personnel to do their work at the right time. Also it is much easier to their reports
and other communications for their customer and also to the manager. Because
the proposed system can print the total numbers of inventory and remaining
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inventory also total sales for Ocampos. Having this system, it will enable the
business to be more efficient.
II. STATEMENT OF THE PROBLEM
The existence of a computerized sales and inventory system will make
transaction in more efficient than an enterprise without a system. In this study the
researchers pointed the problems to be solved.
General Problem
The General Problem is how a Computerized Sales and
Inventory System for Ocampos Appliance Centre that will automatically
process the sales and inventory products.
Specific Problem
1.) How will the system monitor the processes of billing the client?
2.) How will the system search files easily and quickly?
3.) How will the system secure the sales, inventory and customer
transaction?
4.) How will the system reduce human error on having physical inventory
count?
5.) How will the system provides form for monitoring the sales of
inventories?
III. OBJECTIVE OF THE STUDY
General Objective
The study aims to provide a computerized inventory and sales system
for Ocampos Appliance Centre.
Specific Objective
1.) The propose system will monitor the processes of billing the customer
providing automated billing system.
2.) The propose system will provide a list of products wherein all
inventories that is ready to sell may easily find by means of searching
it in a search box allocated in the table.
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3.) The propose system will secure the sales, inventory and customer
transaction by providing a security code that only authorized person
will know and can open.
4.) The propose system will provide counting features. Deducting the sold
item to the total amount of inventory to come up from the total
inventory available for sale.
5.) The propose system will check and monitor the sales of inventory by
providing a report. This form provides all products that have been sold
during the transaction.
IV. SIGNIFICANCE OF THE STUDY
The proponents observed and noticed that the Ocampos Appliance
Centre is having a hard time in the process of sales and inventory. It takes a
lot of risk in accommodating clients when it comes to sales and inventory
process. This study will help the Ocampos Appliance Centre in their sales
and inventory system to be effective and efficient.
Locale
The proposed system will help the locale to render effective, efficient
and convenient services to customers, to perform transactions faster, and
to have a properly managed inventory and sales account.
Employees
The proposed system will help the employees work easily and
conveniently because the system will provide accurate inventory count,
total number of sales, access customer accounts.
Customers
The proposed system will help the customers to know the remaining
balance in their account, to easily determined the specs and the prices of
the product that the customers wants to buy.



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Researchers
The proposed system will help the researchers to know more about
the company and also apply the knowledge that weve learned in our
subject Systems Analysis and Design.

V. SCOPE AND DELIMITATION
Scope
The proposed system has a log-in form where unauthorized
person cannot access it. Cashier, Manager, Stockman, and Salesmen/
Ladies are the one who can access in the system because they are
authorized. Cashier is the one who can access the process of billing the
customer providing automated billing system every time the company
accrued sale.
The system can provide a list of products wherein all inventories
that is ready to sell can easily be find by means of searching it in a search
box allocated in the table. Just simply type the name of the product that
customer want asked, then the system will show brand names,
specification, prices, and related information about the searched product.
The salesmen and saleslady can access in this section to help the
customer.
The system can secure the sales, inventory and customer
transaction by providing a security code that only authorized user will
know and can open. These authorized users are the manager, who can
access all the forms in the system, the cashier, who can only access the
sales and customer form, the saleslady/men who can only access the
item information, and the stockman who can only access suppliers
information and inventory count.
The system provides counting features. Deducting sold item to the
total inventory available for sale to come up with the total inventory
balance. These will use by the manager monthly/ weekly report if how
many in that particular product are remaining. Also when there are
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delivered item from the supplier, the stockman is the one who will going to
update the total inventory count. After that the manager will going to
check if the inventory count that the stockman updated is right.
Check and monitor the sales of inventory by providing a report.
This form provides all products that have been sold during the
transaction. This is one of the systems functions where the manager can
only access. This can help the manager to come up with good decision in
purchasing a product.
The manager can access all the forms in the system. Because
he/she is the one who manage the firm. Also the manager is the one who
can change the price of the product. The managers basis in changing the
price of the product is when the new delivered item is higher or lower than
the previous price.
The System can also add, save, and bring to another form the
products no longer available. Only the Manager can do it.
When a customer got a defective item in the company, the item
will going to be subjected to exchange because the company do not
refund the money that the customer gave to the company. Then
stockman is the one who will contact the supplier to tell that there is a
defective item.
The system has an audit trail. Also it has a backup.
The System also has a form for instalment payment, paying the
required down payment in the purchase item then the balance is payable
within 2 years. Then the payable within two years is a 24 months equal
payment of the purchase balance. Also, according to the company, if the
customer doesnt pay for two to three consecutive months, the item will
be pulled out to the customer. And if the customer doesnt want to pull out
the item then the customer will be indicted by the company to the
police/municipality. The company is the one going to input the required
percent rate of down payment in an item.
Thats why the company must have a substitute as power source
like generator in case of power loss so that the system will work and can
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be used by the users and the day to day transactions of the organization
will not be interrupted also the company can use Uninterrupted Power
Supply (UPS) to prevent loss of data or simply mean for the employees to
have time to save their transaction.
Lastly if the companys workers forgot their user name and
password the systems users will go to the system administrator to request
his/her password. Also the system Administrator is the one who can make
a new user and password for a new employee. If the employee attempt 5
times incorrect password then the system will going to be inactivate.

Delimitation
The proposed system will not work if the company loss electricity.
The researchers do not include a discount form and a form for
credit cards and ATM Cards. Also the company doesnt accept repairs.
VI. RECOMMENDATION
To achieve the mission of the locale to develop a more efficient, more
effective and more accurate sales and inventory system, the following
improvements and recommendations must be implemented or added to the
functions of the system:
Ordering form to a supplier when the company need to avail or order
products.
Accept Credit cards and ATM Cards.