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INVENTORY, PAYROLL, AND SALES MONITORING SYSTEM FOR

BTCL ENTERPRISES
Eugene Ardrian N. Arao
Dexter Lloyd Calonge
Reb Ojeda

INTRODUCTION
As year pass by technology evolve and continues to grow and most business are shifting
from manual system to a computer-base system. This brings efficient and accurate data that helps
to improve productivity. Three of the most important information for the owner(s) is the income,
inventory and the payroll. An appropriate statement probably to most business, especially in
merchandising. The manager periodically checks the availability of various items and determines
the order quantity. It works best in companies with low variety of items that can easily be
ordered and replenished. This system is the least-effective system, and oversight may result in
inventory shortages.
This study focus on developing computer-based for inventory system, sales monitoring
and payroll system. Inventory management is primarily about specifying the percentage of
stocked and goods. It is been placed into different location within the facility. The scope of
inventory management talks about different phases on how the process of the business shifts and
reacts to the wider environment. Future inventory, inventory visibility, physical inventory,
available physical space for inventory, quality management, returns of defective goods.
Balancing these competing requirements leads to optimal inventory levels.

BTCL Enterprises is running in the industry of disposable products for almost 2 years.
Founded by Calonge family. It supplies goods for different branches of different store/outlet in
the area of Luzon. BTCL Enterprises offers good quality of products at the low price and
providing good terms and services. BTCL Enterprises are using pen and paper for manual
inventory of finished products and stocks that might not always giving accurate data which might
lead to the shortage of materials and products that can affect the profit sale. They also having
problem on monitoring their annual profit sale. This study offers solution to the management by
developing computer-based system for inventory, sales monitoring and payroll.

Statement of the Problem

This study helps improve the production of disposable products of BTCL Enterprises. It
also helps for monitoring finished products and current stocks as a reference for another batch of
deliveries of raw materials.
Raw materials from vendors (divisoria) are being checked before and after deliveries for
the purpose of manual inventory to avoid Shortage of products, hence this might cause a big
impact to the profit. In connection to that, this study tried to answer the problem how can the
management be notify that the products are getting out of stocks?
Every receipt of expenses, transaction, et Al are being compile to a folder , list and
compute to a notebook manually together with other proof and documents and send it to Bureau
of Internal Revenue ( BIR ). Herein the study tried to answer the problem how can the
management / user lessen the time in computing profit sale and other expenses?
BTCL Enterprises is currently having a hard time recording their annual profit sale and
monthly / yearly expenses. Therefore the study tried to find helpful ways to lessen the paper
works and improve managing the information. how can the management monitor accurately
their annual profit sale and expenses?
The management is currently having a hard time in monitoring and computing
employees payment. Labors are being paid depends on how many finished products he / she
made and how much its cost in the market. In particular to the matter, the researcher tried to
answer the problem how can the management lessen the time in computing the payroll?.

Objectives of the Study

Generally, the study aimed to develop a computer-based system for payroll, sales
monitoring and inventory for BTCL Enterprises.
Specifically it aimed to:
1.

Analyze the system that will able to view the stocks of the products.

2.

Build a system that is capable of monitoring sales and products.

3.

Design a system that will help the user to lessen the time in managing records of
information, inventory, and records of tocks.

4.

Develop a system that is capable in computing labors salary.

Significance of the Study

BTCL enterprises is running in the industry of disposable products for almost 2 years.,
Founded by Calonge family. It supplies goods for different branches of different store/outlet in
the area of Luzon. This system plays an important role to help the BTCL Enterprises for
organizing their files and keep in track of in / out transactions. It can be an asset to give them an
idea to enhance their productivity.

For the management this helps to lessen paper works and still give the accurate data, they can
save more time to do other things. They can Work easily as everything less worry.

For the researcher the researcher gain knowledge about how the business flow that can be an
advantage for their professional growth and advancement. They also enhance their skills in
programming, coding, and developing their creative ideas.

For the future researcher this study give them some ideas and knowledge about sales
monitoring and inventory. They can use this, a reference to any related topic for future research.

Time and Place of Study

The study started on July 17, 2015 to be exact. The proponents conducted a plan at Cavite
State University Imus Campus, located at Land Transportation Office (LTO), Palico IV, Imus
City. Couple of weeks ago the research started at Mary Cris Complex Subd., phase 4, blk-104, lot
24, General trias, Where the subject is being located. The researchers gathered data from BTCL
enterprises.
Scope and Limitations of the Study

This study focuses on three major components of business, the inventory, sales
monitoring, and payroll system. Each module is individually discussed.
The system has an access module which the admin and the staff can log in depending on
the type of the user. User can create an account if he/she has not yet an account. User only have 3
attempts to log in and each attempt it prompt a message that Invalid User Name or Password
and the number of attempts. If the users meet the maximum attempts, the system prompt a
message saying that You Have Reach The Maximum Attempts, the System will now close, and
the system will now automatically close .The admin can access all the functionality of the system
while the staff can do limited task.
Inventory module can be access by both admin and staff. This module displays all kinds
of products. Since the management are already using system to create barcode. This module
displays the barcode products, the Product name, product quantity, product type, product
category, packing and product price. Admin can access all the functionality like viewing, adding
new products, deleting existing products and updating the products while the staff can only view
the list of products. Staff can also add new products and update products but cannot delete

existing products. Admin and staff can search of products by searching the barcode to the search
tab.
Sales monitoring module can only be access by admin. This module can generate the total
amount of sales per month and the total expenses per month. Admin can also compute the profit
sales of the company. In this module, the admin can also view the records of sales and profit
sales per month.
Payroll module can only be access by admin. This module allow(s) the admin to view the
records of labor- salary and compute the employee salary by selecting employee, products,
product quantity and product price. Staffs are being paid depending on the price of the item from
divisoria they are repacking (commission base) and how many item/product (s) they done.
Order module can be access by both admin and staff. In this module, admin / staff will
choose a product, select quantity, and store where the products to be deliver. This module display
the product name, product quantity, product price, total amount of product, date of deliveries and
store (destination). This also serves as the P.O. (Purchase Order).
Account module can be access by both admin and staff. In this module, the staff and
admin allows to edit and update his / her account. Only the admin can monitor all the account
and view the records of information. This module display all the information contains pertaining
to the particular account.
However, the system is limited for this transaction; Inventory, Sales monitoring and Payroll only.

Definition of Terms
Purchase Order. Serve as the receipt in every transaction. Listed all the products / items and
date.
Inventory Module. One of the functionality of the system that allows the staff and admin to
view and monitor the stocks of products.
Sales Monitoring Module. It allows the admin to track the sales and the history of expenses. It
also compute for the profit sale.
Payroll Module. It displays all the records of labor-salary (repackers).
Destination Module. This is where the admin / staff select the products for specific store.

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REVIEW OF RELATED LITERATURE AND STUDIES

Review of Related Literature
Inventory System
According to Gerald V. Post (2010) handling inventory is often a tricky procedure in
business database applications. In many situations, employees need to know the quantity on hand
for a particular item. An employee may be looking at items to reorder, or a manger might want to
know which items are overstocked and have not been selling fast enough. You have two basic
choices in determining the quantity on hand in a database system. First, you could write a
procedure that computes the current total on hand whenever it is needed. The second approach is
to keep a running total of the quantity on hand in the inventory table.
Many business applications involve inventory and sales data. The inventory table holds a
list of items and the amount the company has on hand. When a customer places an order, the
application should automatically change the corresponding QOH for that item.
According to Ravi Nayar (2008) in Corporate Detroit, Industry averages suggest that a 20
percent reduction in inventory is achievable with a computerized inventory control system.
A computerized inventory system helps management control the inventories, in turn
lowering overall operating costs in the areas of labor, facilities and logistics. A computerized
inventory system also improves customer-service metrics and fulfillment rates.

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Fishbone Diagram (Ishikawa Diagram)

In 2007, Dale and Barrie stressed out the Ishikawa diagrams are causal diagrams that
show the causes of a specific event created by Kaoru Ishikawa. Common uses of the Ishikawa
diagram are product design and quality defect prevention, to identify potential factors causing an
overall effect. Each cause or reason for imperfection is a source of variation. Causes are usually
grouped into major categories to identify these sources of variation.
Fishbone Diagram was used by the proponents to analyze the cause and effect of their
statement of the problem.
MySQL
The MySQL development project has made its source code available under the terms of
the General Public License, as well as under a variety of proprietary agreements. MySQL was
owned and sponsored by a single for-profit firm, the Swedish company.
It is the worlds most used relational database management system (RDBMS) that runs as
a server providing multi-user access to a number of databases. It is named after developer
Widenius M. daughter, My. The SQL phrase stands for Structured Query Language.
Free-Software-open source projects that require a full-featured database management
system often use MySQL. For commercial use, several paid editions are available, and offer
additional functionality. MySQL is also used I many high-profile, large-scale.
Retrieve :(www.Wikipedia.com)

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The researcher will use the MySQL that serve as database.

Use Case Diagram

According to Beus-Dukic (2009), in system engineering, use case is use at a higher level
than within software engineering, often representing missions or stakeholder goals. The detailed
requirements may then be captured in contractual statement.
The use case diagram describes system functionality as a set of task that the system must
carry out and actors who interact with the system to complete the tasks. Each use case on the
diagram represents a single task that the system needs to carry out. Buy a product, add client,
make purchase and validate order information are all examples of use cases. An actor is anything
outside the system that interacts with the system to complete a task.
Retrieve: (www.visualcase.com)
Use Case Diagram was use by the researcher to organize the access of each type of users.

Data Flow Diagram

According to Nelis, How to construct data flow diagram. Data Flow Diagrams are used
to illustrate how information will move between interrelated systems in the accomplishment of a
given function, task or process. The visual description of this information flow is typically
rendered at several levels of granularity, with each given level showing how data is fed into a
given process step and subsequently passed along at the completion of that step.

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The researcher use data flow diagram to illustrate the flow or step process of the system.

Visual Basic
According to Bruno R. Preiss in the book entitled Moving to VB.NET. If you are using
visual programming environment such as Visual Basic.Net you will not find Java (NetBeans)
simple. There is much strange syntax (though it does not take long to get the hang of it). More
importantly, you must do a lot more programming in Java (Netbeans) if you dont have any
background on programming. The beauty of Visual Basic is that its visual design environment
provides a lot of the infrastructure for an application almost automatically. The equivalent
functionality must be programmed manually, usually with a fair bit of code, in Java. There are,
however, third-party development environments that provide drag-and-drop style program
development.

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Review of Related Studies

Computerized Inventory System with EQQ using Barcode Technology in property
of CVSU-Imus Campus
According to Bornea, E.N. and Ruiz, R.G. (2011) inventory is the total amount of goods
or materials contained in a store or factory at any given time. Inventory can also refer to both the
total amount of good and the act of counting them. Many companies state take an inventory of
their supplies on a regular basis in order to avoid running out popular items.
The study serves school system as an adequate fixed asset system and to provide
computerized inventory model that offers support for cause of future educational program
designs and contributes to budget preparation by school system.
Computerized Sales Transaction System and Inventory System for Heritage
Aluminum Sales Corp.
According to Marquez, D.J., Ramirez, R.B. and Sasis, R.J. (2012) Heritage Aluminum
Sales Corp. (HASC) is already operating for more than a decade. With four branches in different
locations. HASC is now one of the successful aluminum and glass dealers. Main branch is
located in Bacoor, Cavite.

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The researchers conducted an interview with their client. Through that interview the
client was able to share his personal thoughts regarding the sales transaction and inventory
monitoring of his business. Although his business already exists and operates for more than a
decade, it has no computerized system yet for their customers. All transactions were manually
done and because of that, they consume lots of time and effort with that case, the client made a
request to the researchers to create a system that will make their transaction and inventory
monitoring computerized.

Sales Monitoring and Inventory System for Fax Valley Knitting Inc.
According to Cuevas, J.V., Sapinoso, R.S. and Tizon, D.T. (2011) inventory management
is primarily about specifying the shape and percentage of stocked goods. It required at different
locations within a facility or within many locations of a supply network to precede the regular
and planned course of production and stock of materials.
Sales Monitoring and Inventory System for Fax Valley Knitting Inc. develop to organize
their files and private record. It also help to secure their files. That will lead to the enhancement
of the business in terms of having transaction with their customers and monitoring of stocks and
inventory.