Inventory management system

Sales and Inventory Management Group 2-C0907i - FPT-Aptech

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

1


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
2

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

3


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.

4


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.

5


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.

6


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.
7

 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

8


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

Presentation Layer User Interface – GUI Component, where
data is entered and displayed

Call Reply

Business Logic Layer Concentration of processing modules of the
program

Request Reply

Data Access Layer Access to the database and retrieves
information upon request

Data Manipulation Result
s

Database

9


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.

10


Chapter 4: Data Flow Diagram (DFD) &
Flowcharts

*
* *

A.Data Flow Diagram :

Data Flow : Process:

Data Store: External entity:

External entity: Transaction Inventory Details Inventory
Salesmen Manager

Reports Reports review

Feedback
Feedback Sales and
Inventory
Transaction Checking
Feedback
Management
System
Feedback Reports Review

Items Information
Sales Manager
Admin
Feedback
Account Details

DFD level 0: Context Diagram
11


1. Login System

Username, Password Feedback

New Info User’s Information
2. Change
Admin 3. Create
Info new User
Feedback Feedback

New Price Items/Categories Details

5. Change 4. Add new
Items Price Items/Category
Feedback Feedback

DFD Level 1.0 – Application Process : Administrator

12


Authentification
Login

1. Login System SIM System

Check Username, Password Logout

Users Username, Password Feedback

Admin

DFD Level 1.1 – Function Process : Login System

Users

Feedback Save new info

New Info
2.Change
Admin
Info
Feedback

DFD Level 1.2 – Function Process : Change Information

13


Users

Create User Feedback

User’s Information
Admin 3.Create
new User
Feedback

DFD Level 1.3 – Function Process : Create new User

Items

Save New Items Feedback

Items’s Details
Admin 4. Add new
Items

Feedback

DFD Level 1.4.1 – Function Process : Add new Items

14


Categories

Save New Category Feedback

Category’s Details
Admin 5.Add new
Category

Feedback

DFD Level 1.4.2 – Function Process : Add new Category

Items

Save New Price Feedback

New Price
Admin 6.Change
Items price

Feedback

DFD Level 1.5 – Function Process : Change Items Price

15


1. Login System 7. Add new
Customers
Customer info

Username, Password Feedback
Feedback

New Info
Items info
2. Change 3. View Items
Information Sales Person info
Feedback Request

Request help Bill Details (id, date, item, ect…)
Report Feedback
details

6. Get Help Help
5. Create 4. Create Bill
Reports

DFD Level 1 – Application Process : Sales Person

16


Authentification
Login

1.Login System SIM System



Sales Person


Users


New Info
2.Change
Sales Person
Info
Feedback


17


Items

Items info Request

Items info
3. View Items
Sales Person info

Request

DFD Level 1.3 – Function Process : View Items Information

Bill Details (id,date,item,ect…)

Sales Person 4.Create Bill

Feedback

Save Feedback

Bills

DFD Level 1.4 – Function Process : Create Bill

18


Sales Person

Report Feedback
details

5. Create
Reports

Inform
Inform

Feedback

Inventory Sales Manager
Manager

DFD Level 1.5 – Function Process : Create Reports

Sales Person

Request help
Help info

6. Get Help

DFD Level 1.6 – Function Process : Get Help
19


Customers

Save New Customer Feedback

Customer’s Details
Sales Person 7.Add new
Customer

Feedback

DFD Level 1.7 – Function Process : Add new Customers

20


1. Login System

Username/Password Feedback

New Information Feedback

2. Change info Sales Manager 3. Check Bills

Feedback Bills details

Exceptions Create
Check Feedback

4. Reports 5. Create Sales-
Trends

DFD Level 1 – Application Process : Sales Manager

21


Authentification
Login

1.Login System SIM System



Sales Manager


Users


New Info
2.Change
Sales Manager
Info
Feedback

DFD Level 1.2 – Function Process : Change information

22


View Bills details

Sales Manager 3. Check Bills

Bills details

Bills details Request

Bills

DFD Level 1.3 – Function Process : Check Bill

Exceptions
Sales Manager

Check
Contact

4. Reports

Fix’s Command

Report details
Feedback

Inventory Manager
Sales Person

DFD Level 1.4 – Function Process : Report
23


Feedback

Sales Manager 5. Create Sales-
Trends
Create

Feedback
Inventory -
trends

Inventory Manager

DFD Level 1.5 – Function Process : Create Sales-Trends

24


1. Login
System

Username/Password Feedback

Feedback View Report
2. Change Inventory Manager 4. View Report
Information
New Info
Report Details

Report
Details
Feedback

5. Create Check
Inventory Status
Report/Inventory-
trends 3. Check
Inventory Status

DFD Level 1 – Application Process : Inventory Manager

25


Authentification
Login

1. Login System SIM System



Inventory
Manager


Users


New Info
2.Change
Inventory
Info Manager
Feedback


26


Inventory Status

Inventory Manager 3. Check
Inventory Status
Check

Request Status

Items

DFD Level 1.3 – Function Process : Check Inventory Status

View Report

Inventory Manager 4. View Report

Report Details

Report
Feedback
Details

Sales Person

DFD Level 1.4 – Function Process : View Reports
27


Report
Details

Inventory Manager 5. Create
Report/Inventory-
trends
Feedback

Inform View

Sales Manager

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

28


B. Design Flowcharts :

1.Login function :
Start

Input Username
and Password

False
Check Username,
Password on Users Display Error
table on Database

True

Check Status of Users

On User Table

True False
Status=1

False
Status=2
Display Administrator
Main False
True
Status=3

Display Salesmen True
Main
Status=4
Display Sales
Manager Main

Display Inventory
Manager Main

Stop
29


2.Change User Information Function

Start

Input new Information

False

Validate Inputted
Display Error
Data

True

Update Information on Users
table on Database

Display Success
Message

Stop

30


3.Functions of Administrator
3.1 Add new User:

Start

Input Information and
controllable of new User

False

Validate Inputted
Display Error
Data

True

Insert new User to Users
table on Database

Display Success
Message

Stop

31


3.2 Add new Category

Start

Input Information of new
Category

False

Validate Inputted
Display Error
Data

True

Insert new Category to
Categories table on Database

Display Success
Message

Stop

32


3.3 Add new Items

Start

Input new Information of
Items

False

Validate Inputted
Display Error
Data

True

Insert new Item to Items
table on Database

Display Success
Message

Stop

33


3.4 Change Items’ Price

Start

Choice Items which change
price

Input new Items’
Price

False
Validate input
data Display Error

True

Update Items price

Display Success
Message

Stop

34


4. Function of Sales Manager:
4.1 Check bills are created in day:

Start

Count numbers of Bills are
generated in Order table

Display numbers
of Bills

Stop

4.2 Check moneys are transacted in day:

Start

Count sum of money are
transacted in Order table

Display sum of
money

Stop

35


4.3 Check Bills are cancelled in the day:

Start

cancelled in the day in Order
table

Display numbers
of Bills

Stop

4.3 Check Items are returned in the day:

Start

cancelled in the day in Order
table

Count numbers of Items in
these Bills

Display numbers
of Items

Stop

36


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

Get all Items that are not
available, need to be stocked

Inform the Inventory Manager
about those Items

Stop

37


5.2 Search Item:

Start

Input Keyword for
Search

False
Validate input
Data

True
Display Error
Message
Search on Items table by
Keyword

False
Data found

True

Display result

Stop

38


5.3 Enter Purchased Items and produce the same Bills:

Start

Enter purchased
Items details

False
Validate Data Display Error

True

Produce the same Bill

Save this Bill into Bills table

Display Message

Stop

39


5.4 Cancel produced bill and take back Items:

Start

Select Bill from Bills

Check Bill data

Data Error
True

False
Cancel Bill

False
True

Update this Bill’s Status =1 in Bills
table, count item’s number in this bill

Add this Item’s number to the same
Item in Items table

Display Message

Stop

40


5.5 Add New Customers

Start

Input Customer’s
Information

False

Validate Inputted
Display Error
Data

True

Insert new Customer to
Customers table on Database

Display Success
Message

Stop

41


6. Function of Inventory Manager.
6.1 Check Inventory’s status and validate againts.

Start

Select status of all Items in
Items table

View Sales report

Validate the inventory status

False
Done

True

Stop

42


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

Start

False
Validate Inventory
Status Done

True

Generate Inventory Report

Base Inventory status

Generate Inventory-trends
Base Inventory status

Stop

43


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

44


I. Make Bill :

Name Sale ID

C_ID
Sales C_Name

1

Categories
Make
B_ID
1
N

CustNam Bills Contain
e
I_ID
1 N

Items I_Nam
Make e

N Price
1
1
Bill Details Contain

45


II: Permission for Users

R_ID R_Name

Roles

1

Contain

N

Users Password

U_ID
UserName

46


Chapter 6: Database Design/Structure

*
* *

I. Database Design
Database Name: Inventory

47


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

48


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

49


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

50


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

51


Table 6:

Table BillDetails
Fields Data Type Null Key Description
Name

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

52


III. Screenshot:

1. Login Form:

53


2. Change Password:

54


3. Administrator:

55


4. Salesmen:

56


5. Sales Manager:

57


6. Inventory Manager :

58


Chapter 7: Task sheet
Form No.7/eProjects/TAB/Version1.0

*
* *

Project Ref. No : Project Activity Plan Date of Preparation of Activity Plan:
Prepared By
Sr. Task Title : Start Date Complete Team Member Status
:
No Date Names

1. Project 09/08/2010 18/08/2010 Dinh Huy Toan Finish
Definition,
Sales and E-Project
Flowchart,
Inventory Guidelines
CRS Management
Book
2. Design System Vu Van Thang Finish
Database,
ERD

3. Data Flow Nguyen Duc Finish
Diagram Duy

59


Chapter 8: Checklist of Validations
Form No.8/eProjects/Tab/ver1.0

*
* *

Option Validated

Can a new user who gets registered, enter the application Yes
after logging in?
Do all the options present in the application display the Yes
correct result?
Does the application’s functionality resolve the user Yes
problem, and satisfy their needs?
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?
60

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