Part I.

Description of the System  Textual Description:

BandMax Point of Sale, Inventory& Online Product Ordering

BandMax is a business (located at the Public Market, Urdaneta City) wherein computer units, laptops, and other computer peripherals are their main products. With regards to data entry and record keeping on their daily business transactions, they are currently using Ms Excel- which is not suitable for storing confidential data, and can be used only for simple data storage and its hard for them to keep track of their stocks. Because of the problems they mostly encounter, the said establishment aims to be more competitive in terms of upgrading their manual business transaction to an automated one to attain better service to their valued customers. The BandMax Point of Sale, Inventory& Online Product Ordering can greatly enhance the internal security and can process large amounts of data, process inputs faster and can generate reports for the personnel involved in the establishment, user-friendly, and the system can rapidly analyze data to produce control information for the cashier and for auditing. Providing BandMax a website wherein customers can easily view a detailed list of products with their corresponding prices and be updated with their latest promos and other special services. With means to capturing data in computerized form, a vast amount of data is available at the click of a mouse button. With so much data available, organizing these data for ease of retrieval and maintenance is paramount. The system enables the establishment to be more efficient upon offering services to their customers need.

 Data Flow Diagram

Buy products Client

Bandmax POS
Manage accounts

Clerk

Figure 1.Context Diagram

Bandmax POS
Buy products Client 1 Purchasing 2 Inventory Checks product details Clerk

Request information

Figure 2. Top-level Diagram

Bandmax POS

Confirmation product availability

Purchasing

Inventory
Total amount of products

1.1
Item specification

1.2 Check Stock

2.1
Count total products

2.2
Count total amount of sold products

Inquire Product

Total sold products and amounts

Client
1.3 Receive Goods
Receipt of goods

1.4 Prepare Bill

Purchased product

Clerk

2.3
Stock Total amount in stock subtract with total purchased amount
Verifying stock

1.5
Preferred product
D Product File

Purchased Item

Pay Item
D Purchase File

D Product File

D Purchase File

D Inventory File

Item verification

Figure 3. Explosion

Part II. Database Structure  Entity-Relationship Diagram ProductID CustomerID CustomerName Address CustomerFile Email makes Price Stocks ContactNo ReceiptNo UserID CustomerID contains VatRate Warranty Products Model Brand ProductName

PurchasedFile

Quantity

ReceiptNo

ProductID have

UserID UserName Users Password UserType Name ReceiptNo Petsa UserID issue ReceiptFile

FirstName

MI

LastName

 Table Structure

CustomerFile Table Field Name CustomerID CustomerName Address ContactNo Email Constraint Primary Key Description Uniquely identifies the customers identification number Identifies customers complete name Identifies customers exact location Identifies customers contact information Identifies customers e-mail address where they could send updates to Identifies the receipt number of products purchased by the customer; linked from the ReceiptFile table

ReceiptNo

Foreign Key

Products Table Field Name ProductID ProductName Model Brand Price VatRate Stocks Warranty Constraint Primary Key Description Uniquely identifies the products identification number Identifies products name Describes the specifications of the products Identifies the manufacturer of the product Identifies how much a product is Identifies products Value Added Tax rate is. Identifies how many products are still available Identifies products warranty

PurchasedFile Table Field Name ReceiptNo Constraint Foreign Key Description Uniquely identifies the receipt number of the purchased products; linked from ReceiptFile table Identifies the products identification number; linked from Products table Identifies how many products the customer have purchased; derived attribute Identifies the users identification number; linked from Users table Identifies the customers identification number; linked from CustomerFile table

ProductID

Foreign Key

Quantity

UserID CustomerID

Foreign Key Foreign Key

ReceiptFile Table Field Name ReceiptNo Constraint Primary Key Description Uniquely identifies the receipt number of the purchased products Identifies when the purchasing happened Identifies the users identification number; linked from Users table

Petsa UserID Foreign Key

Users Table Field Name UsersID UserName FirstName MI LastName UserType Password Constraint Primary Key Description Uniquely identifies the users identification number Identifies the name being used by the user to access the system Identifies users first name Identifies users middle initial Identifies users last name Identifies the type of user either Admin or Cashier Identifies the password of the user that match the user name

 Report Documentation

FORMS Login Form

PURPOSE Login form is one feature of the system that imposes security to limit the accessibility according to the type of user. Menu form contains the modules in order to access the system. This is where the information involve during the purchase are input. Products form lets the user search for information about a particular product inquired by a customer. This form contains information for products and users. This is where products and user accounts can be added, modified, deleted, and retrieved for further reference. The form contains sales inventory and product inventory. This enables user to create reports. Reports for sales inventory could be according to date. For product inventory, the user can create reports for all products, available products, or unavailable products. Reports can also be customized in which user can only select products according to his preference to create a report. The form contains information about customers.

Attributes Used UserID, Password

Menu Form Purchasing Form

Products Form

File Maintenance Form

Inventory Form

UserName, ReceiptNo, ProductCode, Price, Quantity, Subtotal, VatRate, Amount ProductID, ProductName, Model, Brand, Price, Stocks, VatRate, Warranty Products: ProductID, ProductName, Model, Brand, Price, Stocks, VatRate, Warranty User accounts: UserID, FirstName, MI, LastName, UserType, Username, Password Date

Customer Information Form

CustomerID, CustomerName, Address, ContactNo, Email

 Attribute Documentation

CustomerFile Table Description Customer Identification Number Customers Complete Name Complete Address Contact Information E-mail Address Receipt Number Attribute Name CustomerID Constraint Primary Key Data type integer Structure Format: 9999 (e.i. 0001)

CustomerName Address ContactNo Email ReceiptNo

text varchar text text integer

Maximum characters: 40 Maximum characters: 160 Maximum characters: 13 Maximum characters: 30

Foreign Key

Products Table Description Product Identification Number Product name Product model type Product Brand Product Price Product Value Added Tax rate Product Stocks Products Warranty Attribute Name ProductID ProductName Model Brand Price VatRate Stocks Warranty Constraint Primary Key Data type text text varchar text float double integer text Structure Maximum characters: 6 Maximum characters: 25 Maximum characters: 160 Maximum characters: 25

Maximum characters: 10

Description Receipt Number Product Identification Number Quantity Value Users ID Customers ID

Attribute Name ReceiptNo ProductID

PurchasedFile Table Constraint Data type Foreign Key Foreign Key integer text

Structure

Maximum characters: 6

Quantity UserID CustomerID

Foreign Key Foreign Key

integer integer integer

Format: yy-mm-dd-usertype (e.i. 11-02-25-cashier) Format: 9999 (e.i. 0001)

Description Receipt Number Date bought Users ID

Attribute Name ReceiptNo Petsa UserID

ReceiptFile Table Constraint Data type Primary Key Foreign Key integer text integer

Structure

Format: dd-mm-yyyy Format: yy-mm-dd-usertype (e.i. 11-02-25-cashier)

Description Users Identification Number User Name Users First name Users Middle Initial Users Last Name Type of User Users Password

Attribute Name UserID UserName FirstName MI LastName UserType Password

Users Table Constraint Data type Primary Key integer text text text text text text

Structure Format: yy-mm-dd-usertype (e.i. 11-02-25-cashier) Minimum of 8; maximum of 15 characters Maximum characters: 15 Maximum characters: 2 Maximum characters: 15 Maximum characters: 10 Minimum of 8; maximum of 15 characters