Inventory management system

Sales and Inventory Management

Group 2-C0907i - FPT-Aptech

1

This is to certify

that

Mr./Ms:

Dinh Huy Toan, Vu Van Thang, Nguyen Duc Duy

Has successfully Designed & Developed:

Inventory Management System

Submitted by: Vu Tran Lam

Date of Issue: Aug 9, 2010

Authorized Signature: Dinh Huy Toan



2

Contents

Chapter 1: Problem Definition ............................................................................................. 4

I. Description about Inventory Management System .............................................................. 4

Chapter 2:Customer Requirement Specification (CRS) ............................................ 5

A.Business/Project Objective : ................................................................................................ 5

B. Analysis of each function: .................................................................................................. 5

1. Administration Functionalities : ....................................................................................... 5

2.Salesmen Functionalities : ............................................................................................... 6

3.Inventory Manager Functionalities : ................................................................................. 7

4.Sales Manager Functionalities: ......................................................................................... 7

C.Hardware Requirements: .................................................................................................... 8

D.Software Requirements: ..................................................................................................... 8

E.Scope of the Work (in brief): ............................................................................................... 8

Chapter 3: Architecture and Design of theProject ................................................................. 9

A.Logical View ........................................................................................................................ 9

B. Physical View ................................................................................................................... 10

Chapter 4: Data Flow Diagram (DFD) & Flowcharts ................................................. 11

A.Data Flow Diagram :.......................................................................................................... 11

DFD level 0: Context Diagram .......................................................................................... 11

DFD Level 1.0 – Application Process : Administrator ......................................................... 12

DFD Level 1 – Application Process : Sales Person ............................................................. 16

DFD Level 1 – Application Process : Sales Manager .......................................................... 21

DFD Level 1 – Application Process : Inventory Manager ................................................... 25

B. Design Flowcharts : ......................................................................................................... 29

1.Login function : ............................................................................................................. 29



3

2.Change User Information Function ................................................................................ 30

3.Functions of Administrator ............................................................................................. 31

4. Function of Sales Manager: .......................................................................................... 35

5. Function of Sales Person: ............................................................................................. 37

6. Function of Inventory Manager..................................................................................... 42

Chapter 5: Entity Relationship Diagram (ERD) .................................................................... 44

I. Make Bill : ......................................................................................................................... 45

II: Permission for Users ....................................................................................................... 46

Chapter 6: Database Design/Structure .............................................................................. 47

I. Database Design ............................................................................................................... 47

II. Database Structure .......................................................................................................... 48

III. Screenshot: .................................................................................................................... 53

Chapter 7: Task sheet ...................................................................................................... 59

Chapter 8: Checklist of Validations .................................................................................... 60

Chapter 9: Submission Checklist ....................................................................................... 60



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Chapter 1: Problem Definition Form No.1/eProjects/Version 1.0

* * *

I. Description about Inventory Management System

Camp connection is general stores selling various fast moving consumer good (FMCG) which in existence from almost 5 years and is situated in the heart of the city. Since last 2-3 years, the huge complexes built around the area and people prefer to visit the nearest place to buy various FMCG.

The store is able to cater to the need of people but at the same

time finding it difficult to manage the sales and stock details. Due to increase in sales they are finding it difficult to manage the large amount of transactions which are causing discrepancies in the data.

To solve that difficult problem, the owner of the shop want make use of computer to maintain the data, he also thought of expanding the Itemss in the store by including the fruits, juices etc, so that we have researched and developed a system called Sales and Inventory Management System (SIMS).It will store all the information and required data can be retrieved with ease, so that users can manage the details and admin functionalities.



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Chapter 2:Customer Requirement Specification

(CRS) Form No.2/eProjects/CRS/Version1.0 * * *

Client: Users

A.Business/Project Objective :

To ensure that solve difficult problems by making the system should have the following functions:

1. Administration Functionalities.

2. Salesmen Functionalities.

3. Inventory Manager Functionalities.

4. Sales Manager Functionalities.

B. Analysis of each function:

1. Administration Functionalities :

Login to the System and change his password after login. Add contacts details information of new User to the System,

indicating the exclusive privileges of them. Add new item/categories to the inventory. Change the price of an item. Delete item/categories from the inventory.

Input :

- Username and password. - Information of User. - Item/categories details.

Process : - Authentication of existing Username and password. - Save to database when add /update/delete item/categories.

Output : - Inform the corresponding.



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2.Salesmen Functionalities :

Login to the System through the initial screen of the system and change his password after login.

See the status of the inventory.

Search for a particular item by typing the initial letters or by category-wise.

Enter the items purchased by a customer and produce a bill for the same.

Cancel the Items bill, in case of error in entering the details, and produce a new one.

Take back an already sold item that is not satisfactory to the customer and produce a receipt for the same.

Inform the inventory manager about the items that are not available, so that they can be stocked.

Inform the sales manager about any exceptions.

Get help about the system on how to use the different features of the system.

Input :

- Username and password for login or new password for change. - The letters or category-wise for search. - Information about items purchased by customer for produce a

bill. - An already sold item that is not satisfactory to the customer for

produce a receipt. Process :

- Authentication of existing Username and password. - Search database based on the letters or category-wise. - Produce a bill for the same item. - Produce a new produced bill in case of error in entering the details. - Produce a receipt for the same item that is not satisfactory to the customer.

Output : - Result of search by letters or category-wise. - Details of bill produced by Salesmen. - Help message about different features of the system. - Inform the corresponding.



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3.Inventory Manager Functionalities :

Login to the system/change his password after login. Check the status of the inventory. See the reports from sales people about item that are not

available and need to be kept in the inventory. Validate the inventory against the sales done in the previous

day. Generate inventory reports of the items category-wise, price-

wise. Generate inventory-trends.

Input :

- Username and password for login or new password for change. - Status/information of the inventory. - The reports from sales people.

Process of module: - Authentication of existing Username and password. - Validate the inventory. - Generate inventory report.

- Generate inventory-trends. Out put of module:

- Details of the reports from sales - Details of the inventory report and inventory-trends. - Inform the corresponding.

4.Sales Manager Functionalities:

Login to the system/change his password after login. Check how many bills have been generated in the day so far. Check how much money is transacted in the day so far. Check how many bills have been cancelled so far in the day. Check how many items have been returned so far in the day. Check for any exception reports from the sales persons and correct

it by contacting the inventory manager. Generate sales-trend graphs for each of the item. Input :

- Username and password for login or new password for change. - The status and information of bills, money, the bills have been

cancelled, the item have been return in the day so far. - Exception report from the sales persons.



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Process: - Authentication of existing Username and password. - Correct exception reports by contacting the inventory manager. - Generate sales-trend graphs for each item.

Out put of module:

- The numbers of bills, money, the bills have been cancelled, the item have been return in the day so far.

- The sales-trend graph for each item.

C.Hardware Requirements:

A minimum computer system that will help you access the entire tool in the course is a Pentium 166 or a higher capability CPU.

128 Megabytes of RAM or Higher.

D.Software Requirements:

Any platform you can have (window,Linux…). .NET Framework. Java Virtual Machine/J2EE server. jdk 1.6 or later.

Net Bean 6.5.1

MS SQL Server 2005.

E.Scope of the Work (in brief):

- Registration of new client and authentication of existing client.

- Provide a user friendly interface to the user to work with application - Add new goods and manage the entire item in the store. - Generation of reports related to all the store problems



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Chapter 3: Architecture and Design of theProject Form No.3/eProjects/Design/Version1

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* *

Since the application will have client server architecture, it will have three-tier architecture.

A.Logical View

User Interface – GUI Component, where

data is entered and displayed

Concentration of processing modules of the

program

Access to the database and retrieves

information upon request

Presentation Layer

Business Logic Layer

Data Access Layer

Call

Reply

Request Reply

Database

Result

s

Data Manipulation



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B. Physical View

Client sends the request operations such as adding, deleting, and

updating via Internet to Business Logic Server.

Server to receive and process those requests and then sent via

Internet to Database Server .

Database Server receives service requests and manipulates the

database and return relevant results for Business Logic Server.

Business Logic Server receives the result from Database Server and

return to the Client.



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Chapter 4: Data Flow Diagram (DFD) &

Flowcharts Form No.4/eProjects/Design/Version1

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* *

A.Data Flow Diagram :

DFD level 0: Context Diagram

Data Flow : Process:

Data Store: External entity:

External entity:

Admin

Items Information

Account Details

Feedback

Feedback

Salesmen

Transaction

Feedback

Reports

Sales Manager

Inventory

Manager

Sales and

Inventory

Management

System

Inventory Details

Reports review

Feedback

Transaction Checking

Reports Review

Feedback



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DFD Level 1.0 – Application Process : Administrator

Feedback

3. Create

new User

4. Add new

Items/Category

5. Change

Items Price

New Price Items/Categories Details

Feedback

Feedback

1. Login System

Admin 2. Change

Info

New Info

Feedback

Username, Password Feedback

User’s Information



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DFD Level 1.1 – Function Process : Login System

DFD Level 1.2 – Function Process : Change Information

Admin 2.Change

Info

Users

New Info

Feedback

Save new info Feedback

1. Login System

Admin

Users

Login

Logout

Authentification

SIM System

Feedback

Check Username, Password

Username, Password



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DFD Level 1.3 – Function Process : Create new User

DFD Level 1.4.1 – Function Process : Add new Items

3.Create

new User

User’s Information

Create User Feedback

Feedback

Users

Admin

4. Add new

Items

Items’s Details

Save New Items

Feedback

Feedback

Items

Admin



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DFD Level 1.4.2 – Function Process : Add new Category

DFD Level 1.5 – Function Process : Change Items Price

5.Add new

Category

Category’s Details

Save New Category

Feedback

Feedback

Categories

Admin

6.Change

Items price

New Price

Save New Price

Feedback

Feedback

Items

Admin



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DFD Level 1 – Application Process : Sales Person

Sales Person

Feedback Username, Password

6. Get Help

Request help

Help

Report

details

1. Login System

3. View Items

info

Items info

Request

4. Create Bill

Bill Details (id, date, item, ect…)

5. Create

Reports

Feedback

2. Change

Information

New Info

Feedback

7. Add new

Customers

Feedback

Customer info



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1.Login System

Sales Person

Users

Login

Logout

Authentification

SIM System

Feedback


Username, Password

Sales Person 2.Change

Info

Users

New Info

Feedback




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DFD Level 1.3 – Function Process : View Items Information

DFD Level 1.4 – Function Process : Create Bill

Sales Person 3. View Items

info

Items

Items info

Items info

Request

Request

Bills

Sales Person 4.Create Bill

Bill Details (id,date,item,ect…)

Feedback Save

Feedback



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DFD Level 1.5 – Function Process : Create Reports

DFD Level 1.6 – Function Process : Get Help

Sales Person

Report

details

5. Create

Reports

Inventory

Manager

Sales Manager

Inform Inform

Feedback

Feedback

Sales Person

6. Get Help

Request help

Help info



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DFD Level 1.7 – Function Process : Add new Customers

7.Add new

Customer

Customer’s Details

Save New Customer

Feedback

Feedback

Customers

Sales Person



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DFD Level 1 – Application Process : Sales Manager

4. Reports

Sales Manager 2. Change info 3. Check Bills

1. Login System

Username/Password Feedback

Feedback

New Information

Bills details

Check

Exceptions

5. Create Sales-

Trends

Feedback

Create

Feedback



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DFD Level 1.2 – Function Process : Change information

1.Login System

Sales Manager

Users

Login

Logout

Authentification

SIM System

Feedback


Username, Password

Sales Manager 2.Change

Info

Users

New Info

Feedback




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DFD Level 1.3 – Function Process : Check Bill

DFD Level 1.4 – Function Process : Report

Sales Manager 3. Check Bills

Bills

Bills details

View Bills details

Bills details Request

Sales Manager

Inventory Manager

4. Reports

Sales Person

Feedback

Contact

Fix’s Command

Check

Exceptions

Report details



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DFD Level 1.5 – Function Process : Create Sales-Trends

Sales Manager

Inventory Manager

5. Create Sales-

Trends

Feedback

Create

Feedback Inventory -

trends



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DFD Level 1 – Application Process : Inventory Manager

1. Login

System

Inventory Manager 2. Change

Information

3. Check

Inventory Status

4. View Report

5. Create

Report/Inventory-

trends

Username/Password Feedback

Feedback

New Info

Inventory Status Check

Report Details

View Report

Feedback

Report

Details



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1. Login System

Inventory

Manager

Users

Login

Logout

Authentification

SIM System

Feedback


Username, Password

Inventory

Manager 2.Change

Info

Users

New Info

Feedback




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DFD Level 1.3 – Function Process : Check Inventory Status

DFD Level 1.4 – Function Process : View Reports

Inventory Manager 3. Check

Inventory Status

Items

Inventory Status

Check

Status Request

Inventory Manager 4. View Report

Sales Person

Report Details

View Report

Feedback Report

Details



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DFD Level 1.4 – Function Process : Create Report/Inventory-Trends

Inventory Manager 5. Create

Report/Inventory-

trends

Sales Manager

Feedback

Report

Details

View Inform



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B. Design Flowcharts :

1.Login function :

True

Start

Input Username

and Password

Check Username,

Password on Users

table on Database

Display Error

Status=1

Check Status of Users

On User Table

Display Administrator

Main

Status=2

Display Salesmen

Main

Status=3

Display Sales

Manager Main

Status=4

Display Inventory

Manager Main

Stop

True

False

False

False

False

True

True



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2.Change User Information Function

Start

Input new Information

Validate Inputted

Data

Update Information on Users

table on Database

Display Success

Message

Stop

Display Error

True

False



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3.Functions of Administrator

3.1 Add new User:

Start

Input Information and

controllable of new User

Validate Inputted

Data

Insert new User to Users

table on Database

Display Success

Message

Stop

Display Error

True

False



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3.2 Add new Category

Start

Input Information of new

Category

Validate Inputted

Data

Insert new Category to

Categories table on Database

Display Success

Message

Stop

Display Error

True

False



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3.3 Add new Items

Start

Input new Information of

Items

Validate Inputted

Data

Insert new Item to Items

table on Database

Display Success

Message

Stop

Display Error

True

False



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3.4 Change Items’ Price

Start

Input new Items’

Price

Validate input

data

Update Items price

Display Success

Message

Stop

Display Error

False

True

Choice Items which change

price



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4. Function of Sales Manager:

4.1 Check bills are created in day:

4.2 Check moneys are transacted in day:

Start

Count numbers of Bills are

generated in Order table

Display numbers

of Bills

Stop

Start

Count sum of money are

transacted in Order table

Display sum of

money

Stop



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4.3 Check Bills are cancelled in the day:

4.3 Check Items are returned in the day:

Start


cancelled in the day in Order

table

Display numbers

of Bills

Stop

Start


cancelled in the day in Order

table

Display numbers

of Items

Stop

Count numbers of Items in

these Bills



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5. Function of Sales Person:

5.1 View Status of Inventory and inform:

Start

Select status of all Items in

Items table

Display all status

of Items

Stop

Get all Items that are not

available, need to be stocked

Inform the Inventory Manager

about those Items



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5.2 Search Item:

Start

Input Keyword for

Search

Data found

Search on Items table by

Keyword

Display result

Stop

Display Error

Message

True

False Validate input

Data

False

True



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5.3 Enter Purchased Items and produce the same Bills:

False

True

Enter purchased

Items details

Validate Data Display Error

Produce the same Bill

Save this Bill into Bills table

Display Message

Start

Stop



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5.4 Cancel produced bill and take back Items:

Start

Select Bill from Bills

Display Message

Stop

True

False Cancel Bill

True

Update this Bill’s Status =1 in Bills

table, count item’s number in this bill

Check Bill data

Data Error

False

Add this Item’s number to the same

Item in Items table



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5.5 Add New Customers

Start

Input Customer’s

Information

Validate Inputted

Data

Insert new Customer to

Customers table on Database

Display Success

Message

Stop

Display Error

True

False



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6. Function of Inventory Manager.

6.1 Check Inventory’s status and validate againts.

Start

Select status of all Items in

Items table

Stop

Validate the inventory status

Done

True

False

View Sales report



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6.2 View Sales report and generate Inventory report/inventory-trends

Start

Validate Inventory

Status Done

Generate Inventory Report

Base Inventory status

Stop

True

False

Generate Inventory-trends

Base Inventory status



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Chapter 5: Entity Relationship Diagram (ERD) Form No.5/eProjects/Design/Version1

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* *

Symbol Description

Entity

Preferences

Primary key attribute

connection relations

connection properties

Relational

1:1 One – one Relational

1:N one – many Relational

- - - - - - - - -

- -



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I. Make Bill :

N

Items

I_ID

I_Nam

e

Price

Make

1

Bill Details

1

Contain 1

N

N 1

Sales

Sale ID Name

1

B_ID

CustNam

e

Make

Bills

Categories

Contain

C_ID

C_Name



46

II: Permission for Users

Roles

R_Name R_ID

Contain

Users

1

N

UserName

U_ID

Password



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Chapter 6: Database Design/Structure Form No.6/eProjects/Design/Version1

*

* *

I. Database Design

Database Name: Inventory



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II. Database Structure

Table 1:

Table Customers

Fields Name Data Type Null Key Description

Cust_ID int No Primary key Identity, Store the Id of Customer

Cust_Name nvarchar(50) No Store name of Customer

Tel varchar(12) No Store contact phone of Customer

Address nvarchar(50) No Store address of Customer

Gender bit Yes Store gender of Customer

Purchased float No Store number of purchasa

Status Bit No Store status of Customer

City nvarchar(20) Yes Store City of Customer

Country Nvarchar(30) Yes Store Country of Customer



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Table 2:

Table Users


U_ID varchar(5) No Primary key Store Id of User

R_ID Varchar(5) No Foreign key Reference Roles table

UserName varchar(30) No Store username of User

PassWord Varchar(16) No Store password of User

Name Nvarchar(50) No Store Name of User

Phone varchar(12) No Store contact phone of User

Email Varchar(30) No Store contact Email of User

Address Nvarchar(50) No Store address of User

LastLogin DateTime No Store the last time when User

login to system

U_Status int No Store status of User, Default 1



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Table 3:

Table Items


I_ID varchar(5) No Primary key Store Id of Item

C_ID Int No Foreign key Store ID of Category Contain Item

I_Name nvarchar(25) No Store name of Items

I_Unit Varchar(15) No Store measure of Item

I_Price Float No Store price of Item

I_Quantity int No Store quantity of Item in stock

I_Status int No Store status of Item

Table 4:

Table Categories


C_ID int No Primary key Identity, Store ID of Category

C_Name nvarchar(30) No Store Name of Category



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Table 5:

Table Bills


B_ID int No Primary key Identity, store Id of Bill

U_ID varchar(5) No Foreign key References U_ID field on Users

table

Cust_ID int No Foreign key References Cust_ID field on

Customers table

Date datetime No Store purchased date

Discount float No Store the discount of Item

Payment nvarchar No Store payment of transactions

Total float No Store total price

Status bit No Store status of this order



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Table 6:

Table BillDetails

Fields

Name

Data Type Null Key Description

B_ID Int No Foreign key Reference B_ID field of Bills table

I_ID varchar(5) No Foreign key Reference I_ID field of Items table

Price float No Store price of this Bill

Quantity int No Store quantity of this Bill

Primary key of this table is a synthesis of two key fields B_ID and I_ID

Table 7:

Table Roles


R_ID Varchar(5) No Primary Key Store ID of Role

R_Name Nvarchar(30) No Store Name of Role

R_Permission int No Store Permission of Role



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III. Screenshot:

1. Login Form:



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2. Change Password:



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3. Administrator:



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4. Salesmen:



57

5. Sales Manager:



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6. Inventory Manager :



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Chapter 7: Task sheet

Form No.7/eProjects/TAB/Version1.0

*

* *

Project Ref. No : Project

Title :

Activity Plan

Prepared By

:

Date of Preparation of Activity Plan:

Sr.

No

Task Start Date Complete

Date

Team Member

Names

Status

1. Project

Definition,

Flowchart,

CRS

Sales and

Inventory

Management

System

E-Project

Guidelines

Book

09/08/2010 18/08/2010 Dinh Huy Toan Finish

2. Design

Database,

ERD

Vu Van Thang Finish

3. Data Flow

Diagram

Nguyen Duc

Duy

Finish



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Chapter 8: Checklist of Validations

Form No.8/eProjects/Tab/ver1.0

*

* *

Option Validated

Can a new user who gets registered, enter the application after logging in?

Yes

Do all the options present in the application display the correct result?

Yes

Does the application’s functionality resolve the user problem, and satisfy their needs?

Yes

Has the hardware and software been correctly chosen? Yes

Chapter 9: Submission Checklist Form No.9/eProjects/Tab/Ver1.0

*

* *

Sr.No Particulars Yes No NA Comments

1. Are the users able to log in to the

application after validation is performed on the user name and password?

2. Are the users able to modify their details after getting registered?

3. Are all the screen contents devoid of spelling mistakes?

4. Is the user able to trade on fund which has been selected?

5. Is the application user-friendly?

Inventory management system

Technology

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