Sales and inventory management project report

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

4
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.

5
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.

6
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 :
- 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.

7
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 :
- Status/information of the inventory.
- The reports from sales people.
 Process of module:
- 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.
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 :
- 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.

8
 Process:
- 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

9
Chapter 3: Architecture and Design of theProject
Form No.3/eProjects/Design/Version1
*
* *
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

10
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.

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

12
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
Admin2. Change
Info
New Info
Feedback
Username, Password Feedback
User’s Information

13
DFD Level 1.1 – Function Process : Login System
DFD Level 1.2 – Function Process : Change Information
Admin2.Change
Info
Users
New Info
Feedback
Save new infoFeedback
1. Login System
Admin
Users
Login
Logout
Authentification
SIM System
Feedback
Check Username, Password
Username, Password

14
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

15
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

16
DFD Level 1 – Application Process : Sales Person
Sales Person
FeedbackUsername, 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

17
1.Login System
Sales Person
Users
Login
Logout
Authentification
SIM System
Feedback
Username, Password
Sales Person2.Change
Info
Users
New Info
Feedback

18
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…)
FeedbackSave
Feedback

19
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

20
DFD Level 1.7 – Function Process : Add new Customers
7.Add new
Customer
Customer’s Details
Save New Customer
Feedback
Feedback
Customers
Sales Person

21
DFD Level 1 – Application Process : Sales Manager
4. Reports
Sales Manager2. 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

22
DFD Level 1.2 – Function Process : Change information
1.Login System
Sales Manager
Users
Login
Logout
Authentification
SIM System
Feedback
Username, Password
Sales Manager2.Change
Info
Users
New Info
Feedback

23
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

24
DFD Level 1.5 – Function Process : Create Sales-Trends
Sales Manager
Inventory Manager
5. Create Sales-
Trends
Feedback
Create
Feedback
Inventory -
trends

25
DFD Level 1 – Application Process : Inventory Manager
1. Login
System
Inventory Manager2. 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

26
1. Login System
Inventory
Manager
Users
Login
Logout
Authentification
SIM System
Feedback
Username, Password
Inventory
Manager
2.Change
Info
Users
New Info
Feedback

27
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
StatusRequest
Inventory Manager 4. View Report
Sales Person
Report Details
View Report
Feedback
Report
Details

28
DFD Level 1.4 – Function Process : Create Report/Inventory-Trends
Inventory Manager 5. Create
Report/Inventory-
trends
Sales Manager
Feedback
Report
Details
ViewInform

29
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

30
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

31
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

32
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

33
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

34
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

35
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

36
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

37
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

38
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

39
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

40
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

41
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

42
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

43
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

44
Chapter 5: Entity Relationship Diagram (ERD)
*
* *
Symbol Description
Entity
Preferences
Primary key attribute
connection relations
connection properties
Relational
1:1 One – one Relational
1:N one – many Relational
- - - - - - - - -
- -

45
I. Make Bill :
N
Items
I_ID
I_Nam
e
Price
Make
1
Bill Details
1
Contain
1
N
N
1
Sales
Sale IDName
1
B_ID
CustNam
e
Make
Bills
Categories
Contain
C_ID
C_Name

46
II: Permission for Users
Roles
R_NameR_ID
Contain
Users
1
N
UserName
U_ID
Password

47
Chapter 6: Database Design/Structure
*
* *
I. Database Design
Database Name: Inventory

48
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

49
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

50
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

51
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

52
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

53
III. Screenshot:
1. Login Form:

54
2. Change Password:

55
3. Administrator:

56
4. Salesmen:

57
5. Sales Manager:

58
6. Inventory Manager :

59
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

60
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?

Sales and inventory management project report

Recommended

Recommended

More Related Content

What's hot

What's hot (20)

Similar to Sales and inventory management project report

Similar to Sales and inventory management project report (20)

More from Upendra Sengar

More from Upendra Sengar (19)

Recently uploaded

Recently uploaded (20)

Sales and inventory management project report