Chapter I

Introduction

1.1 Background of the Project

The society has been dramatically changed with the evolution of technology. Before the advent of
modern day technology, life was burdensome and everyday chores consumed too much of our time.
There is no doubt that technology has advanced tremendously in the last half-century. Technology
has provided extraordinary improvements to our world. The advancement of technology in our society
makes life easier. Almost all people have the systems in the society that makes all transaction fast
and secure.

Business owners focus on their daily activities of managing their business for them to be able to
gain progress and growth of their business. For U & D Farm Supply, the most important routine or
recurring activities in their business comprises maintaining cash, salary calculation, inventory
checking, and much more. The system they are using right now is only paper and pen system which
means that their business in prone to errors that they don’t want to encountered throughout their
business hours. By that, they need a system that keeps track on cash as it maintains a cash register
and allows you to view information regarding daily sales and also prints the same for you as well as
customer’s reference. This system is called POS or point of sale system. The system is software that
will help you manage your transactions. This system keeps a track of your cash flow, inventory
checking, efficient billing, salary calculation and much more.

In order to get better result in this project, the developers are to enhance the paper and pen
system of this business. Almost everything in this business will be time efficient and easier as long as
the owner or the manager is using the POS or the point of sales system.

1.1.1 Narrative Listing of the Project

The U & D Farm Supply is currently using paper and pen system every time they
have transactions from their customers. We as the proponents are proposing the
Point of Sales system which enhances their current system in their transaction. The
first function of the system is that it allows you to add the item or product you wanted.
Next function is when a customer wants to buy an item or products but paid by debts
then records his payments every time he or she pays her debts. It can also record the
sales of their business every day and the most important it to reduce or minimize the
errors encountered in cash register.

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1.2 Issues and Problems

U & D Farm Supply is store of agricultural products even though the technology had been
exist to most all of business today but they still using the manual system or the paper and pen system.
The problem is that their manual system is time consuming and can prone to human errors. The
problem was not their manual system it is all about of how their can be more accurate and efficient.

1.3 Statement of the Problem

U & D Farm Supply business encounters problems due to their paper and pen system of calculating
their sale. We, as the proponents we propose the POS or point of sale system to solve their existing
problems.

 Returns
 Time consuming
 Prone to human errors

1.4 Objective of the Project

My team wants to propose a system that will help to implement good and accurate system to their
company. We, the proponents will gave our best to satisfy the current needs of the business by
making a point of sale system that will help them in their business. Develop and implement a point of
sale system for U & D Farm Supply that will enhance the company’s operation.

1.4.1 General Objective

The study aims to provide U & D Farm Supply with an easier and more modern alternative in
doing their sales.

Specifically, it aims to:

 Provide real-time sales data.

 Develop a system that easily generates reports to user queries.
 Create a database that would organize necessary details pertaining to sales

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 1.4.2 Specific Objective

 To design, develop and implement a module that will handle the security for the
system.
 To design, develop and implement a file maintenance module that will handle the
files, records and important data of the business.
 To design, develop and implement a sales module that will handle the sales
transaction of their company

1.5 Scope and Limitation of the Project

The propose project is limited to keeping track of sale and debt management for U & D Farm
Supply. It is concerned with reports relevant for the management of their business especially in their
sales. Reports which present in labor auditing are not within the scope of the project. The limitation of
the project is not capable of carrying transaction within customer’s credit card.

1.6 Significance of the Problem

The significance of this project to U & D Farm Supply is that it will provide easy to use and
easy accessed system. Transactions will be more reliable and faster that they do not have to hire
another employer to do the job. It gives more accurate and secure records of sales and list of
products.

The findings of this project will be beneficial to the following:

 Owner - Data and sales analysis can be with the access of real time information. Thus, the
owner will be able to make better decision and plan accordingly.
 Clerk - The over-all system is very advantageous in increasing the productivity of the clerk.
He or she would not have to manually write them on paper. The system would ensure
accuracy and speed in recording sales transactions.
 Customers -The system would also be beneficial to the customers since it makes reliable
outputs of the calculation of their bills. Customers would be served better and faster by the
clerk.

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 Chapter II

Design Analysis

2.1 Summary of Business Rules/Policies

 The customer can purchase one or more items

 The customer should pay his purchase item by cash or by debts. If the customer will pay
his/her bill by cash we will provide him cash invoice receipt, on the other hand if the customer
pay his bill by debts we will provide him a Delivery Receipt.
 Each customer can have their discount if they will purchase an item by case.
 The costumer is allowed to return their purchase items if necessary and can change their
items but they not allowed to get fully their money back.

2.2. List of Needed Reports and Transactions

 Report of the sales everyday

 Records of the accounts of the farmers
 Transactions

2.3. List of Identified Entities and their Attributes

Supplier

 Sup_id
 Sup_LName
 Sup_FName
 Sup_ContactNum

Item

 Item_id
 Sup_id
 Item_Name
 Item_Price
 Item_category

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Invoice line

 Involine_id
 Item_ID

Invoice Receipt

 InvoRe_id
 Involine_id
 Cus_id
 InvoRe_date
 Total_sum

Delivery Receipt

 DeliRe_id
 Depts_id
 Cus_id
 DeliRe_date
 Depts_due-date
 Depts_condition
 Total_sum

Customer

 Cus_ID
 Cus_FName
 Cus_LName
 Cus_Address
 Cus_PhoneNum

Returns

 Returns_id
 Cus_id
 Sup_id
 InvoRe_id
 Return_date

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Debts

 Debts_id
 Involine_id
 Debts_date

Sales Report

 Sales_id
 InvoRe_id
 Sales_date
 Sales_Discount
 Returns
 Sales_total

Debts Record

 Debt-rec_id
 DeliRe_id
 Debts_total

2.3.1. The Identified Relationships among Entities

 Supplier – Item = 1:M

 Item – Invoice_Line = M:1
 Invoice_Line – Debts = 1:M
 Debts – Delivery_Receipt = M:1
 Delivery_Receipt – Delivery_Rec = 1:1
 Delivery_Receipt – Customer = M:1
 Customer – Invoice_Receipt = 1:M
 Invoice_Receipt – Sales_Rep = 1:1
 Invoice_Receipt – Returns = M:1
 Customer – Returns = M:1
 Returns – Supplier = M:1

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2.4. List of System Functions

ADD

 Product Name
 Price
 Debt Information

DELETE

 Product Name
 Price
 Debt Information

UPDATE

 Price
 Debt Information
 Returned items

VIEW

 Debt Information
 Sales

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 Chapter III

Database Design

3.1. The Relation Diagram

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3.2 The Entity Relationship Diagram (Crow’s Foot Notation)

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3.2.1 Billing Transaction

3.2.1.1 Supplier information

3.2.1.2 Item Information/Add Item/Update Item

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3.2.1.3 Cashiering Area/Billing

3.2.1.4 Receipt/Bill information

3.2.1.5 Add Customer

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3.2.2 Debts Transaction

3.2.2.1 Supplier information

3.2.2.2 Item Information/Add Item/Update Item

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3.2.2.3 Cashiering Area/Billing

3.2.2.4 Receipt/Bill information

3.2.2.5 Add Customer

3.2.2.6 Debts information/ Add Debts

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3.2.3 Generating Sales Report

3.2.3.1 Supplier information

3.2.3.2 Item Information/Add Item/Update Item

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3.2.3.3 Cashiering Area/Billing

3.2.3.4 Receipt/Bill information

3.2.3.5 Add sales Report/Sales information

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3.2.4 Generating Debts Record

3.2.4.1 Supplier information

3.2.4.2 Item Information/Add Item/Update Item

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3.2.4.3 Cashiering Area/Billing

3.2.4.4 Receipt/Bill information

3.2.4.5 Add Customer

3.2.4.6 Debts information/ Add Debts Record

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 3.3. The Database Data Dictionary

Table Name Attribute Name Caption Data Type

Customer Customer_ID ID number INT

Customer_LName Last Name VARCHAR(45)

Customer_FName First Name VARCHAR(45)

Customer_Address Address VARCHAR(45)

Item Item_ID ID number INT

Item_Name Name of Item VARCHAR(45)

Item_Price Price of Item INT

Item_PriceHistory Old Price of an Item INT

Item_Unit Unit of an Item VARCHAR(45)

Item_Quantity Quantity of an Item VARCHAR(45)

Item_Order Item_Order_ID ID number INT

Item_Order_List List of Orders VARCHAR(45)

Transaction Transaction_ID ID number INT

Transaction_Date Date of Transaction TIMSTAMP

Transaction_TotalCost Total Cost INT

Transaction_Mode Mode VARCHAR(45)

Delivery_Receipt Delivery_Receipt_ID ID number INT

Delivery_Receipt_Date Date TIMESTAMP

Delivery_Receipt_DueDate Due Date TIMESTAMP

Delivery_Receipt_Condition Condition VARCHAR(255)

Delivery_Receipt_Collateral Collateral VARCHAR(255)

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Debt_PaymentHistory Debt_PaymentHistory_ID ID number INT

Total_Debt Total Debts INT

Current_Balance Current Balance INT

Payment_Date Date of Payment TIMESTAMP

Payment_Amount Amount of Payment INT

Invoice_Receipt Invoice_Receipt_ID ID number INT

Invoice_Receipt_Date Date TIMESTAMP

Invoice_Receipt_TotalCost Total Cost INT

Return_Item Return_Item_ID ID number INT

Return_Date Date TIMESTAMP

Category Catergory_ID ID number INT

Item_Category Item Category VARCHAR(45)

User User_ID ID number INT

User_Name Name of User VARCHAR(45)

User_Password Password of User VARCHAR(45)

User_Address Address of User VARCHAR(45)

User_ContactNum Contact Number LONG

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3.4. The Database Metadata

CREATE TABLE ITEM

 Item_ID INT NOT NULL AUTO_INCREMENT

 Item_Name VARCHAR(45) NOT NULL
 Item_Price INT NOT NULL
 Item_PriceHistory INT NOT NULL
 Customer_ID INT NOT NULL CONSTRAINT
 Item_Order_ID INT NOT NULL CONSTRAINT
 Item_Category_ID INT NOT NULL CONSTRAINT

CREATE TABLE ITEM_ORDER

 Item_Order_ID INT NOT NULL AUTO_INCREMENT

 Item_Order_Quantity INT NOT NULL
 Item_Order_Unit VARCHAR(45) NOT NULL

CREATE TABLE TRANSACTION

 Transaction_ID INT NOT NULL AUTO_INCREMENT

 Transaction_Date TIMESTAMP NOT NULL
 Transaction_TotalCost INT NOT NULL
 Transaction_Mode VARCHAR(45) NOT NULL
 Item_Order_ID INT NOT NULL CONSTRAINT CONSTRAINT
 User_ID INT NOT NULL CONSTRAINT

CREATE TABLE DELIVERY_RECEIPT

 Delivery_Receipt_ID INT NOT NULL AUTO_INCREMENT

 Delivery_Receipt_Date TIMESTAMP NOT NULL
 Date_Receipt_DueDate DATESTAMP NOT NULL
 Delivery_Receipt_Condition VARCHAR(255) NOT NULL
 Delivery_Receipt_Collateral VARCHAR(255) NOT NULL
 Transaction_ID INT NOT NULL CONSTRAINT

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CREATE TABLE DEBT_PAYMENTHISTORY

 Debt_PaymentHistory_ID INT NOT NULL AUTO_INCREMENT

 Total_Debt INT NOT NULL
 Current_Balance INT NOT NULL
 Payment_Date TIMESTAMP NOT NULL
 Payment_Amount INT NOT NULL
 Delivery_Receipt_ID INT NOT NULL CONSTRAINT

CREATE TABLE INVOICE_RECEIPT

 Invoice_Receipt_ID INT NOT NULL AUTO_INCREMENT

 Invoice_Receipt_Date TIMESTAMP NOT NULL
 Invoice_Receipt_TotalCost INT NOT NULL
 Transaction_ID NOT NULL CONSTRAINT

CREATE TABLE RETURN_ITEM

 Return_Item_ID INT NOT NULL AUTO_INCREMENT

 Return_Date TIMESTAMP NOT NULL
 Invoice_Receipt_ID INT NOT NULL CONSTRAINT

CREATE TABLE CUSTOMER

 Customer_ID INT NOT NULL AUTO_INCREMENT

 Customer_LName VARCHAR(45) NOT NULL
 Cutomer_FName VARCHAR(45) NOT NULL
 Customer_Address VARCHAR(45) NOT NULL
 Return_Item_ID INT NOT NULL CONSTRAINT

CREATE TABLE ITEM_CATEGORY

 Item_Category_ID INT NOT NULL AUTO_INCREMENT

 Pesticides VARCHAR(45) NOT NULL
 Insecticides VARCHAR(45) NOT NULL
 Seeds VARCHAR(45) NOT NULL
 Herbicides VARCHAR (45) NOT NULL
 Fungicides VARCHAR(45) NOT NULL
 Organic Fertilizer VARCHAR(45) NOT NULL

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CREATE TABLE USER

 User_ID INT NOT NULL AUTO_INCREMENT

 User_Name VARCHAR(45) NOT NULL
 User_Password VARCHAR(45) NOT NULL
 User_Address VARCHAR(45) NOT NULL
 User_ContactNum LONG NOT NULL

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