CHAPTER III-B

THE PROPOSED SYSTEM

The proponents have identified different problems brought by the

company’s existing billing and collection system that need to be addressed as

soon as possible. The proponents then have decided to propose a computerized

billing and collection system that aims to minimize, if not to eliminate, the existing

problems through deviating from a manual system to a computerized one.

The access of the system will only be limited to the manager, cashier, and

store personnel. The manager’s access on the system is limited to viewing

customers’ information, due accounts, delinquent accounts, updated

customers’ accounts, uncollectible accounts and reports generation. She will

also act as an administrator wherein she can delete accounts in case the user of

the system will be changed.

Through the new computerized system, report generation will be

automatic in the system. The manager doesn’t need to bring her work at home

anymore and sending of her monthly reports would be effortless since it’s only

one click away or just through an email.

The cashier’s access is also limited to viewing customer’s information and

daily cash collection summary, updated customers’ accounts and recording

payments.
 The Proposed System

Through the computerized system, there will be an automatic update of

customers account. Also, the cashier will not have to prepare daily cash

collection report anymore since the system automatically generates it.

The store personnel’s access on the system is limited to customer’s

information only.

To log in, the system will require for the username and password of the

user. The system only allows three attempts in entering the user’s password, if

three attempts have been made; the system will require the user to reset his/her

password with a security question which was already integrated in the creation

of the user’s account. In case the user forgot his/her password the user will simply

click on the forgot his/her password just below the log in button then a security

question will appear. In the Main Menu which will be different depending on the

level of access of a user, there will be different tabs made for each user’s needs.

Application

Upon application, the customer will fill up the application forms

given by the store personnel. The personal and product information will serve as

the input in establishing the customer’s account. The customer will also have to

submit additional requirements to be passed (2x2 ID picture, 2 Valid ID’s, Latest

Cedula, Original Brgy. Clearance, Proof of Billing and Proof of Income).

After which, the customer will pass the forms to the store personnel which

will then be encoded and stored in the Customer Database. This consists of

customer information, auto-generated monthly payments based on

downpaymet and period of payment.

 The Proposed System

Billing

The customer will now wait for contracts to be signed and

breakdown of payments based on the time period chosen. The system will

automatically compute for the monthly payment which depends on the

down payment paid. After entering all necessary information, the system

will automatically give a schedule of payments.

Collection

After the billing and giving the payment schedule, the

customer will have to pay the down payment which should not be less

than Php. 1500.00. The store cashier will issue an official receipt of the

transaction made and will enter the amount paid to the system and forward it to

the server for confirmation. After which the system will automatically record the

collection in the daily cash collection and update the customer’s account.

Recording of payment will be faster compared to how it is done on the manual

system

Subsequent Collections

Every month the customer will have to pay the computed monthly

payment. The bookkeeper will input additional amount or surcharge for

delinquent payments which depends on the days passed. The system will then

transmit the billing information to the customer database which will be the basis

of the store cashier for collection.

 The Proposed System

After being billed, the customer will pay the total amount to the store

cashier. Store cashier will get the bill from the system that will serve as basis for

the customer’s payment. The system will automatically update the outstanding

balance and the daily cash collection, again based on the input from the

customer database and the recording of collection.

Report generation

The processed information from the recorded payments will automatically

generate the Statement of Collection Report and Updated Customer’s Account.

At the end of the month, the manager can easily generate the said

reports through the system. The system will also provide Delinquent Reports and

Summary of Uncollectible Accounts. The researchers have also incorporated

internet access to the system so that the manager will only have to email the

reports.

There will also be available printer in the office which she could use to

print back-up documents. The reports can be stored also through Drop box for

soft copy of back up documents.

Inherent to the system is security of information. There are only limited

number of users who have an access to the system. This means that there is a

lesser risk on manipulation of data.