CHAPTER ONE

1.0 INTRODUCTION

An inventory control system contains a list of orders to be filled and then prompts workers to

pick the necessary items, and provides them with packaging and shipping information. Inventory

control may be used to automate sales order fulfillment process and also manage in and outward

material of hardware. Automation is the replacement of human workers by technology. For

optimal sales and inventory management process, robust functionality is needed for managing

logistics facilities. Warehouse management functions for inventory control cover internal

warehouse movements and storage and its support helps in the recording and tracking of

materials on basis of both quantity and value.

This application takes care of all supply orders reducing cost for warehousing, transportation

while improving customer service. It significantly improves inventory turns, optimizes flow of

goods. It also improves cash flow, visibility and decision making. It provides efficient execution

of tasks using this fast and reliable computerized method

1.1 Background of Study

SunnyBenz Auto Nig. Ltd is a car Parts dealing company established in the year2004, it is

located at block 11 shop R120, Gudu market beside diamond bank, Abuja, Nigeria Abuja, Fct-

Abuja 112122 Nigeria. It aims at providing satisfactory, comfortable and Sound automobile parts

to the Nigerian population through the stocking of several kinds of automobiles parts. It is

second to none and for this reason, the demand is high and the company responds to the

increasing demand by stabilizing supply to strike a balance.

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Justifiably, the company has the problem of keeping adequate record of goods transfer and since

it is done manually, associated problems of insecurity, high cost of operation and delay in supply

arise. Data processing in SunnyBenz Auto Nig. Ltd is presently carried out using people, pens,

and paper to control stock and inventory.

The design and development of an automated inventory control system for the Sunny Benz Auto

Nig. ltd will no doubt bring immeasurable relief from the problems associated with the manual

system.

1.2 Statement of Problem

SunnyBenz Auto Nig.S ltd basically operates manually and have several problems facing them

and which reveals a number of problems.

1. The recording of sales and cash received are done manually on a book that appears rough.

Thus, the books are exposed to physical damage, information can be lost and dust

particles are accumulated.

2. The control system is time consuming, less accurate and less efficient, and the

environment is not user friendly.

3. Inaccuracies often ensue from human error.

The manual system is quite tedious and can be reduced or eliminated with the introduction of the

proposed system.

1.3 Aim of the study

The purpose of this study is to design and implementation of an automated inventory system for

Sunnybenz Auto Nig. ltd

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Objective of the study

The main objective of this study is to Design and Implementation of Autoshop inventory

management system. Others include;

1. Calculate the bill.

2. Give the bill to the customer.

3. Store how many products are sold.

4. Store products and their prices and with other information.

5. Set the rates of taxes and commission on the products.

6. Can see the report of the product in a fix period of time.

7. Change the Graphical User Interface of the system.

8. It provides higher level security as the system would be passworded to prevent

unauthorized access.

But can’t:

1. Calculate of the salaries of the employees.

2. Calculate the expanses on the product.

1.4 Significant of study

This study is primarily aimed at increasing efficiency in operations, reducing maintenance

and running cost, monitoring the supply of goods and its distribution and increase profit in

the Nigerian Breweries PLC by introducing an automated inventory control system.

1.5 Scope of the Project

The scope of this study includes:

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 1. Users Management

2. Inventory of Products

3. Suppliers Management

4. Purchases and Other

5. Report generation

6. Point of sales

1.6 Limitation of the project

This project was constrained by the following factors:

(a) Financial Constraints

Bearing in mind the economic state of the nation, it was found difficult in making both ends

meet, because of the exorbitant nature of things nowadays in travelling for the collection of data

needed for the project.

(b) Time Constraints

Looking at the interval between the resumption and vacation of the final semester for the project

to be completed, the time given seemed to be short for the collection of required information for

better work to be done.

(c) Non-Availability of Material

During this project, it was noticed that the required materials needed for the project are not

documented. Those that were documented lacked storage facilities where they can be reached.

1.7 Definition of basic terms and concepts

Automation: This is the use of technology or computers to control and process data reducing the

need for human intervention.

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Database: This refers to a large store of related data on a computer that a user can access and

modify.

Password: This is a secret code that must be entered into a computer to enable access to its

applications. It is made up of numbers, letters, special characters or a combination of any of the

above categories.

Inventory Control System: A list of orders to be filled, and prompts workers to pick the

necessary items and provides them with packaging and shipping information.

Computerization: This is the conversion of a manually operated system to a controlled,

organized and automated system.

Research: A careful study of a subject to discover facts, establish a theory or develop a plan of

action based on the facts discovered.

System: A set of computer components functioning together.

Technology: The study of techniques of mobilizing resources such as information for

accomplishing objectives that benefit man and his environment.

Software: A computer program or set of instructions that direct a computer to perform

processing functions.

Information System: A collection of procedures, people, instructions and equipment to produce

information in a useful form.

Processing: This is dealing with something according to an established procedure.

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 CHAPTER TWO

LITERATURE REVIEW

2.0 Comprehensive Overview

According to [1] Inventory is the quantity of goods and materials on hand that a manufacturer

uses to represent those items that are ready and available for sale.

An inventory control system is a set of hardware and software based tools that automate the

process of tracking inventory. The kinds of inventory tracked with an inventory control system

can include almost any kind of quantifiable goods including food, clothing, books, equipment

and other items that consumers, retailers, or wholesalers may purchase. Modern inventory

control systems are exclusively based on using technology to track and control inventory. [2]

Inventory control systems work in real time using technology to transmit information to a central

computer system as inventory is monitored and as transactions occur to ensure an organized

management system and generate detail-oriented records and reports that cover all aspects of the

business. [3]

2.1.1 Purpose

Companies often use inventory control systems to reduce their carrying costs. The system is used

to track products and parts as they are transported from a vendor to a warehouse, between

warehouses, finally to a retailer or directly to a customer. The purpose of a good inventory

control system is to maintain a balance between too much and too little inventory. It provides the

foundation for monitoring product sales and measuring inventor levels. Inventory control

systems acts as a blueprint for picking, packing and shipping items from a warehouse and

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receiving items into a warehouse or other storage locations to cut down product obsolescence

and spoilage. [4]

2.2 TYPES OF INVENTORY CONTROL SYSTEMS

Properly managing inventory requires a system of some sort. It does not matter if the system

consists of writing inventory levels on the back of an envelope or using the most sophisticated

radio frequency identification system. As the old saying goes, “there are many ways to skin a

cat”, the different types of inventory control systems all have pros and cons. choosing the right

one boils down to which system holds the most value for the company. [5]

2.2.1 Basically, there are four types of inventory control systems:

1. Manual inventory management system

2. Barcode technology

3. Radio Frequency Identification (RFID)

Warehouse Management System

2.2.1.1 Manual Inventory Management System

Many small business owners, especially if the business has very few products, keep track of

inventory manually using a spreadsheet. Spreadsheets are set up to calculate when products need

to be reordered. At the start of each week, the owner manually counts products and materials that

are on hand and enters the values in the spreadsheet and also enters expected usage based on

existing orders. Using the appropriate spreadsheet formulas, the owner can determine if he has

enough materials for the week or if purchases should be made. Manual systems allow the small

business owner to manage inventory with very little investment in systems or training.

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Maintaining data integrity is a major downside to manual inventory management as a single data

entry or formula error can cause major inaccuracies in the data output. [6]

2.2.1.2 Barcode Technology

Barcodes consist of series of parallel vertical lines, or bars, used to assign a unique identification

code to an item. The major use of barcode identification system is to track inventory

automatically. A barcode combines several sequences to create a unique set of numbers or

characters that identifies the item. [1]

All major retailers use barcode technology as part of an overall inventory control system because

it increases the accuracy and efficiency of managing inventory. When a barcode is read at the

point of sale, inventory sales data is immediately read and sent to a broader system that

maintains usage statistics. Barcodes manage inventory at the warehouse level as it facilitates

movement of inventory within the confines of the warehouse. [7]

2.2.1.3 Radio Frequency Identification (RFID)

This technology is relatively new and it works by having a tag that emits information that can be

collected by a reader from a distance. RFID uses two types of technology to manage inventory

movement; active and passive technology. Active RFID technology uses fixed tag readers

assigned throughout a warehouse such that anytime an item with an RFID tag passes the reader,

the movement of the item is recorded in the inventory management software. Active systems

work best in environments that require real time inventory tracking or where inventory security

problems exist. Passive RFID technology requires the use of handheld readers to monitor

inventory movement. Because RFID technology has a reading range of up to 40 feet using

passive technology and 300 feet using active technology, it greatly increases the accuracy of

moving inventory around a warehouse. [8]

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2.2.1.4 Warehouse Management System

This is the management of storage of products and services rendered on the product within the

four walls of a warehouse. [9]

It is a key part of the supply chain and primarily aims to control the movement and storage of

materials within a warehouse and process the associated transactions including shipping,

receiving, put away and picking. It can be described as the legs at the end of the line that

automates the store, traffic and shipping management. Warehouse management systems help to

efficiently monitor the flow of products. Once data has been collected, there is either batch

synchronization with, or a real time wireless transmission to a central database. The database can

then provide useful reports about the status of goods in the warehouse. The Warehouse

management system would be discussed further to reflect its mode of operation. The types of

inventory control systems are used generally to track and control inventory. Many companies are

now using sophisticated Warehouse Management Systems integrated with Supply Chain

Systems, Enterprise Systems and Electronic Data Interchange (EDI). The movement and

tracking of goods through the manufacturing and supply chain process is still a complex

procedure which is difficult to manage. In many instances, the goods being distributed to the

retailer must go through one or more third party distribution processes before they reach their

final destination.

Currently, most material tracking systems employ two dimensional barcodes that must be close

to and within the “line of sight” of the barcode reader. This requires manual scanning or a

conveyor like process to position the barcode and scanner. Barcodes can run the risk of getting

wet or scratched due to mishandling or a harsh environment, which often prevents accurate

reading by the scanner. Manual intervention is labour intensive, costly and error prone. In

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addition, scheduled scanning or manual method cannot ensure the inventory remains up to date,

due to oversights, errors and internal shrinkage. With RFID, inventory can be updated in real

time without product movement, scanning or human involvement. The fully automated system

allows inventory status to be determined and shipping and receiving documents to be generated

automatically. The system also triggers automatic orders for products that are low in inventory.

2.3 HOW INVENTORY CONTROL SYSTEMS REALLY WORK

The systems work like this, first, barcodes or RFIDs tell scanners which items consumers are

buying. The scanners transmit the information to computers by reading the barcodes and sending

that information to the software. The software then interprets the numbers from the barcodes and

matches those numbers to the type of merchandise they represent. This allows the merchant to

track sales and inventory either at the checkout counter or with a handheld scanner keeping the

store abreast of which items are selling. [10]

Specialized software keeps track of how much stock is going out the door via purchases and how

much remains on shelves and in the warehouse, giving managers a real time picture of what is

happening. The software analyzes the data and makes recommendations for reordering strategies.

Sometimes they are programmed to automatically order at a certain point. It is important to note,

however, that good systems leave room for human decision making. The systems provide good

information to support decisions but leave the final call up to managers. Once mangers make a

reorder decision, the system uses Electronic Data Interchange (EDI) to communicate its needs

for additional merchandise to a vendor. Electronic Data Interchange is the process of sending and

receiving data between two parties, a retailer and a vendor, for example using data transmission

lines, such as the internet. The data is stored in a computer’s memory bank and read by managers

at both ends of the line.

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While inventory management systems offer retailers and vendors many advantages, there are

some pitfalls. Because the system aims to keep a bare minimum of stock in store, retailers can be

caught short if an item unexpectedly becomes a big seller. Retailers traditionally have additional

stock on hand known as safety stock or buffer to prevent that occurrence but many have

discontinued the practice. And as with all technology, these types of systems are subject to the

effects of a wide spread computer crash or software failure.

Some computer groups have objected to RFID technology too, claiming it invades their privacy

by providing additional information about their buying habits and personal data. They argue that

the information could be used to push other products on individual customers, or be sold to other

businesses for similar purchases. The RFID signals can also “step on” or “collide” with each

other, making accurate readings difficult.

Most retailers, however, have bought into the vast advantages offered by such systems. They

include the high efficiency, the need for less warehouse space, less cash tied up in inventories

and better sales. The systems also promote better information sharing between the retailer and

the vendor, which helps drive down cost for both, as well as for the consumer. Inventory control

systems can help a worker locate the items on the order list in the warehouse, it can encode

shipping information like tracking numbers and delivery addresses, and it can remove these

purchased items from the inventory tally to keep an accurate count of in-stock items. The

benefits of modern inventory control systems are not just for the retail and manufacturing

sectors. They also offer great advantages for any organization that manages a supply chain for

consumable items. [11]

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Everywhere you look, inventory control systems are making sure the products are there when we

need them by providing businesses with real time inventory tracking information which makes it

simple to locate and analyze inventory information in real time with a simple database search.

2.4 WHAT INDUSTRIES USE INVENTORY CONTROL SYSTEMS

Inventory control systems are employed in a wide variety of applications, but they all revolve

around tracking delivery of goods to customers. Inventory control is crucial in retail stores

especially to those with a large number or variety of merchandise items for sale. Inventory

control also used in warehouses to track orders and shipments, and for automated order

processing. Other important applications of inventory control systems are in manufacturing,

shipping and receiving.

2.4.1 Application of Inventory Control Systems in the Manufacturing Industry

Manufacturers mainly use inventory control systems to create work orders and bills of materials.

This facilitates the manufacturing process by helping manufacturers efficiently assemble the

tools and parts they need to perform certain tasks. For more complex manufacturing jobs,

manufacturers can create multilevel work orders and bills of materials which have a timeline of

processes that need to happen in the proper order to build a final product. Other work orders that

can be created using inventory control systems include reverse work orders and automatic work

orders. [12]

Its advantages include;

a) Cost Savings: It helps companies cut expenses by minimizing the amount of unnecessary

parts and products in storage and helps keep lost sales to a minimum by having enough stock on

hand to meet demand.

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Warehouse organization: It helps distributors, wholesalers, retailers, manufacturers optimize

the warehouses. If certain products are often sold together or are more popular than others, those

products can be grouped together or placed near the delivery area to speed up the process of

picking, packing and shipping to customers.

c) Time Savings: It gives employees enough information access to receive products, make

orders, transfer products and do other tasks without compromising company security by issuing

administrator passwords to prevent unauthorized access.

The disadvantages of its application are mostly cost and complexity. Many large companies use

inventory control systems but small businesses may not afford it and if an IT technician leaves,

the system might be too complex for the users except another technician is employed.

2.4.2 Importance of Inventory Control Systems:

Inventory control is important to ensure quality control in businesses that handle transactions

revolving around consumer goods. [13] Without proper inventory control, a large retail store

may run out of stock on an important item. A good inventory control system will alert the retailer

when it is time to reorder. Inventory control systems are important means of automatically

tracking large shipments. For example, if a business orders ten pairs of socks for retail resale but

only receives nine pairs, this will be obvious on inspecting the contents of the package, and error

is not likely. On the other hand, say a wholesaler orders 100,000 crates of malt and 10,000 crates

are missing, manually counting each crate of malt is likely to result in error.

An automated inventory control system helps to minimize the risk of error. In retail stores, an

inventory control system also helps track theft of retail merchandise, providing valuable

information about store profits and the need for theft-prevention systems.

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2.5 WAREHOUSE MANAGEMENT SYSTEMS

A warehouse consists of area, equipment, items, devices and people. According to [1], it is a

large building or store in which goods, commodities, or raw materials are stored. Within this

warehouse, the processes of purchasing, receiving, put away, storage, value added services,

picking, packing and shipping are constantly taking place. To aid in this endeavor, the use of

Warehouse Management Systems have been introduced. It spans the areas of warehouse resource

management, warehouse configuration, task management, advanced pick methodologies and

value added services. Warehouse Management Systems optimize the material handling business

processes for warehouses, manufacturing facilities and distribution centers, as well as, providing

integrated barcode scanning and label generation to improve material transactions and advanced

shipping process. [14]

A crucial part of a manufacturing organization’s supply chain inventory management involves

proper storage and transportation of products to a chain of retailers and wholesalers. Poor supply

chain inventory management could spell disaster for any company. The higher the inventory

investment as a percentage of total assets of a company, the higher the damage caused by poor

inventory control. To ensure that this does not happen, Warehouse Management System uses a

user defined rules engine coupled with its Advanced Task Framework to ensure inventory

accuracy.

2.5.1 Warehouse Management Rules Engine

Warehouse Management System can provide rules driven processes meaning that flexibility

meets needs without customizations. The rules driven processes eliminates customization, can

easily be changed or evolved, increases long-term flexibility, and accelerates implementation.

They are also supported for directed picking, directed put away, task assignment, costing and

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labeling. Through the rules engine, companies can enforce proper work processes and employees

interact with the system with instructions that are fed and tasks that follow a predefined work

process based on conditions found in the warehouse. [15]

The Rules Engine can be used to create six different types of rules including picking, put away,

task type assignment, cost group assignment, label format assignment, and operation plan

assignment in a Warehouse Management System enable environment. It is seeded with several

default rules which allows for material organization. Rules must be defined in a strategy and

enabled using the rules workbench.

2.5.1.1 Rules Workbench

The Rules Workbench is used to create rules to effectively dispatch tasks and manage inventory.

It can be used to streamline picking and put away of goods, assign newly received products to a

cost group, ensure customer complaint labeling, assign tasks to a resource with the appropriate

training and equipment, and select the correct operation plan for tasks.

2.5.1.2 Warehouse Management System Strategy

A strategy is a sequence of rules that the rules engine runs to try to allocate products, space, or

fulfill a request. Picking, put away, cost group assignment rules use strategies. Strategies are

constructed from one or more rules and rules can be reused for multiple strategies. If a strategy

cannot find enough products to fulfill an order or find enough space for a put away, the product

is backordered or the put away fails.

2.5.2 Importance of Warehouse Management Systems

Warehouse Management Systems provides for daily businesses with access to real time and

complete business information. With this information employees receive real time feedback on

activities they perform and their impact on operations. The system has an in-built performance

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management tool that enable mangers to proactively manage warehouse performance. The Board

Management can view the company’s current financial status, perform transactions, and

calculate product availability. It is also used to monitor and refine facility activity thereby

providing real time status with active alerts and notifications to handle last minute changes and

keep key personnel informed with multiple reporting options.

The warehouse management systems enable warehouses to maintain accurate, real time

inventory information through physical inventory management and cycle counts. The warehouse

would manage inventory levels using automated replenishment and transfers between facilities.

It enables companies to maximize their utilization of labour, space and equipment by

coordinating and optimizing resource usage. The systems also direct and optimize stock put

away based on real time information about the status of bin utilization. It provides a set of

computerized procedure to handle the receipt of stock and returns into a warehouse facility,

model and manage the logical representation of the physical storage facilities, manage the stock

within the facility and enable a seamless link to order processing and logistics management in

order to pick, pack and ship product out of the facility.

Warehouse management system is not just managing within the boundaries of a warehouse; it is

much wider and goes beyond the physical boundaries. It acts as an interpreter and message

buffer between existing systems. It does not just start with receipt of products but with actual

initial planning. It monitors the progress of products through the warehouse. It uses the physical

warehouse infrastructure, tracking systems and communication between product stations to

monitor and deal with receipt, storage and movement of normally finished goods to intermediate

storage locations or to a final customer. It helps in optimal cost of timely order fulfilment by

managing the resources economically. [16]

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2.5.3 Inventory Control Systems vs. Warehouse Management Systems

An inventory control system can be extended by the warehouse management system which

manages to store bins in complex warehouse structures. While inventory control systems manage

stock by quantity and value, the warehouse management system reflects the special structure of a

warehouse, and monitors the allocation of storage and transfer transactions in the warehouse.

2.6 AUTOMATED INVENTORY CONTROL SYSTEM SOFTWARE

The automated inventory control system software is a computer based system for tracking

product levels, orders, sales and deliveries. It can also be used in the manufacturing industry to

create a work order, bill of materials and other production related documents. Companies use

inventory management software to avoid product overstock and outages and also, as a tool for

organizing inventory data that was generally stored in hardcopy form.

The software is made up of components working together to create a cohesive inventory control

system which include;

i. Asset tracking: This involves tracking products via its barcodes and other tracking criteria

such as serial number when they are in a warehouse or store.

ii. Order management: Once products reach a certain low level, a company’s inventory control

system can be programmed to tell managers to reorder that product. This helps companies to

avoid running out of products or tying up too much capital in inventory.

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iii. Service management: Companies that are primarily service oriented rather than product

oriented can use this software to track the cost of the materials they use to provide services. This

way, they can attach prices to their services that reflect the total cost of performing them.

Automated inventory control systems are efficient, effective and have helped to improve the

manufacturing industry thereby providing more security to warehouses while improving

customer service.

2.7 Summary of chapter two

Chapter two consist of a comprehensive search on inventory management system, which some of

the article where guarded from books, online articles etc. It also stresses on the advantages of

implementing or deploying inventory management system in an organization.

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 CHAPTER THREE

3.0 SYSTEM ANALYSIS AND DESIGN

3.1 METHODOLOGY

This involves the specification of procedures for collecting and analyzing data necessary to

define or solve the problem for which the research is embarked upon. The scope of this research

covers the SunnyBenz auto Nig. Ltd Abuja in particular.

3.2 DATA COLLECTION

The major source in data collections and facts findings used is primary source.

3.2.1 Primary Source

This involves oral interviews conducted with various personnel in the SunnyBenz Auto Nig. ltd,

reviewing and sharing their experience about the difficulties they undergo in using the manual

inventory control system.

3.2.2 Secondary Source

This includes the use of textbooks, dictionaries, journals, newspapers, electronic books and

internet downloads to collect data and aid comprehension of the system.

3.2 Input Analysis

The input analysis deals with the information or data that serves as the system. This section

encounters a lot of problem in its input process. When products is purchased, the product is

stored in the warehouse and some of the information used in tracking the products include:

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3.2.1 Product Management

Product id…………………………………

Product description……………………….

Category…………………………………..

Supplier…………………………………..

Date supplied……………………….

Unit price…………………………………

Whole sale price…………………….

Retailers price…………………………..

3.2.2 User Management

Surname………………………………………………………………………..

Othername………………………………………………………………………

Designation………………………………………………………………………

contact……………………………………………………………………………

Sex………………………………………………………………………………

3.2.3 Category

Category name…………………………………………………………………..

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3.3 Process Analysis

The processing involve steps followed whining registering or restocking product in the

warehouse and also making sales.

Enter data here

Process data entered

from the keyboard

Display data to
screen

Sava to database

RDBMS

3.4 Output Analysis

The output according the personnel of sunnybenz said that it must correspond to the inputted

data. This output is the result (Reports generated by the information system) and equally help in

tracking products

3.4.1 Category

Category name

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3.4.2 Users output

Fullname:

Username

Password

3.4.3 Product

Product id

Product description

Category

Supplier

Date supplied

Unit price

Whole sale price

Retailer’s price

3.4ANALYSIS OF THE EXISTING SYSTEM

The existing system is one that has been manually operated over the years. It is a system in

which all the methods of controlling inventory is of a manual approach. Critical analysis of this

system reveals that it is prone to errors. Careful analysis also shows that due to the complexities

of the manual system, records of inventory kept are inaccurate and manually operated in such a

way that requires the clerk to register sales on a book, thereby making a staff handle two or three

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jobs at a time. An example is a staff trying to register sales and at the same time rushing back to

face a queue of impatient retailers waiting to be attended to. This makes the place so crowded

with customers with just one person attending to them. Sometimes, due to unavailability of staff,

customers who have other things to do, end up missing their various appointments. As a result of

this, the attendant finds it very difficult to have an accurate record as pressure is being mounted

on him. The attendant might end up writing an order meant for another customer and have it

delivered to the wrong person. The SunnyBenz Auto Nig. Ltd operates manually and has not

adopted a computerized mode of operation. This generates inadequate records or exercise

improper management of the company and in extreme cases, the company may lose her

customers.

3.5 LIMITATION OF THE EXISTING SYSTEM

As we know, manual inventory control systems are quite tedious, time consuming and less

efficient and accurate in comparison to the computerized system. The SunnyBenz Auto Nig.

Ltd has the following problems/weaknesses.

a. The system cannot inventory stocks by its self or without human help.

b. Compilation of inventory records consumes a lot of time and manpower.

c. Some records get lost over time while some are not easily found.

d. It involves lot of paperwork and data processing is very slow. The environment is

not user friendly.

e. The system does not calculate and give financial reports at a glance and as such,

the degree of decision making in urgent matters is not applicable.

f. The system is unable to detect faults within the system in case of rectifying fraud.

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 g. It takes a long time for mistakes to be rectified and sometimes throws the system

into confusion.

3.5 SYSTEM DESIGN

TRANSACTION/MOVEMENT FILES: These are files used to update a master file which

contains new records to be added into the master file or to be deleted from a master file. This file

contains all order received at a particular time.

MASTER FILES: These are files of the company’s permanent nature. It involves the regulars

updating of these files to show a current position. It has been seen therefore that master record

will contain both data of a static nature e.g. a customer name and data which changes each time

transaction occurs.

METHOD OF FILE OPERATION AND ACCESS: I explained some ways a file can be

organized depending on the storage medium and the way the file can be processed. The objective

of the designer is to organize the file in such a way as to give a user the facilities he requires

while using minimum computer resources access time.

RANDOM ACCESS: Here files are not accessed serially or sequentially. Records are accessed

and likewise stored in direct access device like magnetic diskettes, the arrangement; records are

stored without regard to the sequence of their control field.

SEQUENTIAL ACCESS: This is simply the assessment of file using the sort key on the record

are after the other either on a magnetic tape or tapes. It provides fast access of records stored

sequentially relative to it position.

INDEXED SEQUENTIAL: This combines the time feature of both the random and sequential

process records that can be accessed both sequentially and randomly as the need arises. Records

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are indexed at the same time taking note of their locations thus allowing them to run one after the

other. Reference to record and direct of its position.

SERIAL ACCESS: Here, assessment can be on any storage medium without referencing any

particle sequence. To access first the records in the serial file are arranged in manner to help for

easy sorting.

3.7 SYSTEM FLOW CHART

The diagram (fig 3.6) below shows the flow of control through a system while specifying all

programs, inputs, input from keyboard, cpu, disk storage, report and output.

This flow chart is to be the basis for communication among system analyst, and users,

applications programmers and computer operators. It serves as a technical blue print for

implementation. This chart represents how the program starts operation, the operation that suites

the intended task is then selected, they are:

Input: the quantity of goods available in the database.

CPU: Central Processing unit is responsible for processing the input and sending it to the disc

storage device for easy accessibility.

Disk storage: Data inputs are stored in the disc storage.

Report: final analysis of goods going in and out of the ware house.

Output: the final stage on the flow chart where the data is read as information and can thereby

be printed and filed for record purpose.

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 Fig [1] System Flawchart

3.7 Top down Design Diagram of The New System

Login

Stock Category Suppliers Maintain Report

Users

Add/Edit Add/Edit Add/Edit Backup/Restore Generate

Add/Edit Stock
Database Report

Sales Stock
Adjustment
level 26

Fig [2] Top down design

3.8Choice of Programming Language

To ensure a standardized object oriented program in its entire ramification, I used Microsoft

Visual Basic IDE 6.0, and Microsoft Access DBMS. These entire programs were used to ensure

effective program.

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 CHAPTER FOUR

SYSTEM IMPLEMENTATION AND TESTING

4.0 Introduction

This chapter discusses how the program was implemented and how the program was tested

respectively.

4.1 System Flowchart

SBIS

ENTER DATA

VALIDATE
OF RECORD DATE RECORD
VERIFICATION UPDATE OF

PROCESS
VALIDATED DATA

RECORD
DELETE EDIT RECORD
STORE DATA

DISPLAY
28
4.2 Procedure Chart

START

SBIS

LOGIN

ADMIN MENU CASHIER MENU

CASHIER MENU
FILE CATEGOR SUPPLIER PRODUCT
Y S

LOGOU
T
POINT OF BACKUP/ EXIT
SALE RESTORE

EXIT

29
 4.3 Program Flowchart

START

DISPLAY LOGIN, ENTER USERNAME/

INCORREC PASSWORD; USERPASS
T
PASSWOR
D

DISPLAY
IS IS TYPE
YES YES ADMIN B
NO USERPA =ADMI
MENU
SS N?
CORREC
T?

NO

DISPLAY CAHSIER C
MENU

STOP

30
4.3.1 Admin Flowchart

START

DISPLAY USER

DISPLAY POS

DISPLAY
SUPPLIER

DISPLAY
PRODUCT

DISPLAY
CATEGORY

DISPLAY SALES
REPORT

BACKUP

DISPLAY
PRODUCT

31
C
 C

YES DISPLAY USER

IS
FORM
INDEX
(1)?
NO

IS INDEX YES DISPLAY POS

(2)?

NO

DISPLAY
IS INDEX YES SUPPLIER
(3)?
FORM

NO

DISPLAY
IS INDEX YES PRODUCT
(4)?
FORM

NO

DISPLAY
IS YES CATEGORY
INDEX FORM
(5)?
NO

DISPLAY SALES
IS YES
REPORT
INDEX
(6)?

NO

C
2
32
 C2

IS DISPLAY
YES
INDEX BACKUP/
(7)? RESTORE
DATABASE

NO

STOP

B1
4.3.2 Users form Flowchart

ENTER USERNAME

ENTER LASTNAME

ENTER FIRSTNAME

USER TYPE

PASSWORD

STOP 33
4.3.3 Supplier Flowchart

B2

SUPPLIER NAME

CONTACT NAME

ADDRESS

CONTACT
NUMBER

EMAIL

VALIDAT
NO
E
DATA

YES

SAVE DATA

DATA SAVED

STOP

34
4.3.4Product Flowchart

B3

PRODUCT ID

PRODUCT NAME

DESCRIPTION

CATEGORY

SUPPLIER

DATE

SELLING PRICE

UNIT

VALIDAT NO
EDATA

YES

DATA SAVED

35
STOP
4.3.5 Category Flowchart

B4

CATEGORY
NAME

VALIDAT NO
E DATA

YES

STOP

4.4 System Requirement

The system requirement are categorized into four namely Hardware requirement, software

requirement, operational requirement and personal requirements.

4.4.1 Hardware Requirements

1. Storage – 40 GB and above

2. RAM – 1GB and above Memory – 256MB

3. Display – 15 inches of monitor

4. Optical Device Drive – CD drive

36
4.4.2 Software Requirements

1. Storage – 40 GB and above

2. RAM – 1GB and above Memory – 256MB

3. Display – 15 inches of monitor

4. Optical Device Drive – CD drive

4.4.3 Operational Requirements

1. A flat table

2. A chair that supports method of agronomy

4.5 Interface Design

Figure [4.1] welcome page

37
Figure [4.2] Main Menu

Figure [4.3] Database

38
Figure [4.4] Category

Figure [4.5] Supplier

39
Figure [4.6] User record

Figure [4.7] Product

40
Figure [4.8] Product report

Figure [4.9] Point of sales

41
Figure [4.10] About

4.6 Database design

Figure [4.11] category table

42
Figure [4.12] product table

Figure [4.12] Supplier

43
Figure [4.13] Account table

Figure [4.14] Point of Sales

44
 CHAPTER FIVE

RECOMMENDATION, SUMMARY AND CONCLUSION

5.1 Recommendation

From the research I and analysis carried out during my analysis on designingthis project work,

design and implementation of automated inventory system for sunnybenz Nigeria Limited, I

recommendon patient database. It was recommended that sunnybenz Nig ltd the system should

implements it and use itbe used in Renaissance University medical centre to control and

trackassist medical expert in carrying out their daily transactions. This system isjobs. Also, with

the assistance of this software, other personnel can go through the software. It was recommended

that more accurate than human expert so therefore using this research should be used in changing

the system will help the manager make timely decision..

5.2 Summary

The general information collected is used to design and develop an automated inventory

management system for sunnybenz Nig. ltd. The inventory system serves as a control system; in

the sense that it is used to control records, monitor transactions, keep accurate records of day to

day transaction. It also serves as a real time system.

The information contained in the medical record also serves as a basic for planning patient care,

documenting, communication between the health care provider and any other health professional

contributing to the patient care, assisting in protecting the legal interest of the patient and health

care providers responsible for the patient care, and documenting the care and services provided

45
to the patient. In addition, the medical record may serve as a document to educate medical

students/ resident physician to provide data for the internal hospital auditing and quality

assurance and to provide data for medical research. Personal health records combine many of the

above features with portability, thereby allowing a patient to share medical records across

providers on health system.

5.3 Conclusion

Based on the findings of this work, the following conclusions have been researched. The

implementation of an automated inventory control system in Sunnybez Nig ltd will positively

increase working performance within the organization. It will eliminate the trial and error which

occurs when implementing the manual method. It will also help the manager to make timely

decision.computerized medical diagnosis system on patient database will be a big relief for

medical doctors and nurses. The system can help in the following ways;

5.3 REFERENCES

1.[1] Microsoft Encarta Dictionary, (2009). Inventory. Retrieved May 24, 2011.

2.“About VB” http://VB./ABOUT VB.html. Retrieved April 30, 2011.

3.[2] Kotler, I.C. (2003). Inventory Control Management in the 21st Century. Charlotte (USA):

Mac-Williams and Capital Publishers Inc.

4.[3] Harry, E.G. (2005). Tracking Inventory. London: Underwood Pitman.

5.[4] Monzerka, J.G. (2002). Sales Management: Theory and Practice. London: Paul Chapman

Publication.

46
6.[5] Rubin, K. (2007). Computer Applications for Inventory Control Systems. Boston: McGraw

Hill.

7.[6] Lysons, M.C. (2001). Systematic Planning for Change. Palo Alto, California: Mayfield

Publishing Company.

8.[7] Kenneth. D.C. (2002). Contemporary Inventory Management Systems. New York:

McGraw Go Spot.

9.[8] Hamlet, J. (2006). Cultivating Alliances with Customers. International Journal of

Organizational Management, New York. Vol. 7. Issue 3, pp. 255-287.

10.[9] Sande, O.F. (2003). Automated Warehouse Management Systems. Journal of Information

Technology, Massachusetts. Vol. 2, pp. 35-43.

11.[10] Zenz, A.Z. (2004). How Inventory Control Systems Really Work. New Jersey USA:

Peterson Educational Inc.

12.[11] Michael, G.T. (2002). RFID Concept: Principles and Practice. New York: John Wiley

and Sons Ltd.

13.[12] Bolton, D.J. (2001). Applying Automated Inventory Control Systems in Manufacturing

Industries. London: D.P Publications Ltd.

14.[13] Benson, F.T. (1999). Inventory Management: An Instruction Manual. London: Ashore

Color Press Go Spot.

15.[14] Gramaccioni, S.J. (2009). Improving Warehouse Organisation. California: Good Year

Publishing Company.

47
16.[15] Finchley, O.S. (2001). Developing Strategic Rules Engine for Warehouse Management

Systems. Hollywood Illinois: Richard D Irion Inc.

17.[16] Haywood, R.J. (1984). Warehouse Management Systems. California: Academic

APPENDIX A

COSTING

Sunnybenz automatedComputerized inventory management system was designed by Amadi

Philip Azeru Regno: Rnu/csc/2009/0075Arezuna . The software worth is Fifty five thousand

naira only (N55, 000)

48
 APPENDIX B – USER MANUAL

 Boot the system

 Select my computer icon from the desktop or from the start menu, go to my computer

 Locate the setup file from the CD/DVD drive and install

 After installation, double click on the sunnybenz inventory management system icon on

the desktop.

 Enter username and password in the boxes provided as a cashier staff or an administrator.

 The program will take you to the section you logged in.

 Enjoy………………………………

49
 APPENDIX C

SOURCE CODES

Option Explicit

Dim db As ADODB.Connection

Dim rs As ADODB.Recordset

Private Sub mydb()

Set db = New ADODB.Connection

db.CursorLocation = adUseClient

db.Open "PROVIDER = Microsoft.Jet.OLEDB.4.0;Data Source=" & App.Path & "\

SalesInventory.mdb;"

End Sub

Private Sub cmdcancel_Click()

50
If MsgBox("Are you sure you want to exit this application ?", vbYesNo + vbQuestion, "msg

confirmation") = vbYes Then

End

Else

Exit Sub

End If

End Sub

Private Sub cmdok_Click()

If txtPassword.Text = "" Then

MsgBox "Access Denied", vbCritical, "Sales Inventory"

Else

Set rs = New ADODB.Recordset

rs.Open "Select*from UserAccount", db, 3, 3

rs.Find ("Username = '" & ComboUser.Text & "'")

If rs.Fields("Password") = txtPassword.Text Then

If rs.Fields("Usertype") = "Administrator" Then

51
 Me.Hide

MDIMenu.Show

Load frm_welcome

frm_welcome.Show

MDIMenu.account.Enabled = True

MDIMenu.maintenance.Enabled = True

MDIMenu.transacation.Enabled = True

MDIMenu.reports.Enabled = True

' MDIMenu.Toolbar1.Enabled = True

MDIMenu.logout.Enabled = True

MDIMenu.login.Enabled = False

MDIMenu.about.Enabled = True

' frmwarning.Show vbModal

frmSales.Text1.Text = rs!FirstName & " " & rs!LastName

POS.Cstmername.Text = rs!FirstName & " " & rs!LastName

MsgBox "Welcome " & rs!FirstName & " to SunnyBenz Auto Inventory system",

vbInformation

End If

52
If rs.Fields("Usertype") = "Ordinary" Then

MsgBox "Welcome " & rs!UserName & " to SunnyBenz Auto Inventory system", vbInformation

POS.Cstmername.Text = rs!FirstName & " " & rs!LastName

Load frm_welcome

frm_welcome.Show

POS.Show vbModal

End If

Else

MsgBox "Invalid Password!", vbExclamation, "Sales Inventory"

End If

End If

ComboUser.Text = ""

txtPassword.Text = ""

End Sub

53
Private Sub users()

Set rs = New ADODB.Recordset

rs.Open "Select*from UserAccount", db, 3, 3

Do Until rs.EOF

ComboUser.AddItem rs!UserName

rs.MoveNext

Loop

End Sub

Private Sub ComboUser_Click()

cmdok.Enabled = True

End Sub

Private Sub Form_Load()

Call mydb

54
Call users

cmdok.Enabled = False

End Sub

Option Explicit

Dim db As ADODB.Connection

Dim rs, Qs As ADODB.Recordset

Private Sub mydb()

Set db = New ADODB.Connection

db.CursorLocation = adUseClient

db.Open "PROVIDER = Microsoft.Jet.OLEDB.4.0;Data Source=" & App.Path & "\

SalesInventory.mdb;"

End Sub

Private Sub MyRs()

Set rs = New ADODB.Recordset

rs.Open "Select*from Category", db, adOpenStatic, adLockOptimistic

End Sub

Private Sub cmdcancel_Click()

Unload Me
55
MDIMenu.Enabled = True

End Sub

Private Sub cmdsave_Click()

With rs

.addnew

!CategoryID = txtID.Text

!CategoryName = txtName.Text

.Update

End With

MsgBox "Sucessfully saving Data", vbInformation, "Category'"

txtID.Text = ""

txtName.Text = ""

Call autonum

txtName.SetFocus

End Sub

Private Sub autonum()

' **Generate Autonumber** '

56
 Set Qs = New ADODB.Recordset

Qs.Open "select * from Category", db, 3, 2

With Qs

If .RecordCount = 0 Then

txtID.Text = "C-0001"

Else

Qs.MoveLast

txtID.Text = "C-" & Format(Right(Qs!CategoryID, 4) + 1, "0000")

End If

Qs.Close

Set Qs = Nothing

End With

txtID.Locked = False

End Sub

Private Sub Form_Load()

Call mydb

Call MyRs

57
Call autonum

End Sub

Option Explicit

Dim rs As ADODB.Recordset

Dim db As ADODB.Connection

Dim rs1, rs2, Qs, sp, rs4 As ADODB.Recordset

Dim b As String

Private Sub mydb()

Set db = New ADODB.Connection

db.CursorLocation = adUseClient

db.Open "PROVIDER = Microsoft.Jet.OLEDB.4.0;Data Source=" & App.Path & "\

SalesInventory.mdb;"

End Sub

Private Sub MyRs()

Set rs = New ADODB.Recordset

rs.Open "Select* from Products ", db, adOpenStatic, adLockOptimistic

58
End Sub

Private Sub cmdClose_Click()

If MsgBox("Are You Sure you want to close this form?", vbExclamation + vbOKCancel, "Sales

and Inventory System") = vbOK Then

Unload Me

MDIMenu.Enabled = True

End If

End Sub

Private Sub cmddelete_Click()

On Error Resume Next

If rs.RecordCount > 0 Then

If MsgBox("Are You Sure you want to Delete ?", vbExclamation + vbOKCancel, "Sales and

Inventory") = vbOK Then

rs.Delete

rs.MoveNext

Set rs4 = New ADODB.Recordset

59
 rs4.Open "Select * from Products where PROD_ID='" & txtID.Text & "'", db, 3, 3

If rs4.RecordCount > 0 Then

If MsgBox("Are You Sure you want to Delete ?", vbExclamation + vbOKCancel, "Sales and

Inventory") = vbOK Then

rs4.Delete

rs4.MoveNext

End If

End If

MsgBox "Record Deleted", vbInformation, "Sales and Inventory System"

End If

End If

End Sub

Private Sub editfield()

Call mydb

Dim rs_cat As New ADODB.Recordset

Set rs_cat = Nothing

60
rs_cat.Open "Select * from [Products] order by [Product_ID] asc", db, 3, 3

Set DataGrid1.DataSource = rs_cat

Set txtID.DataSource = rs_cat

txtID.DataField = "Product_ID"

Set txtName.DataSource = rs_cat

txtName.DataField = "Product_Name"

Set txtDescription.DataSource = rs_cat

txtDescription.DataField = "Description"

Set comboCategory.DataSource = rs_cat

comboCategory.DataField = "category"

Set ComboSupplier.DataSource = rs_cat

ComboSupplier.DataField = "supplier"

Set txtWPrice.DataSource = rs_cat

txtWPrice.DataField = "Wholesale"

Set txtRPrice.DataSource = rs_cat

txtRPrice.DataField = "Retail"

Set txtSPrice.DataSource = rs_cat

txtSPrice.DataField = "Selling_price"

61
Set txtunit.DataSource = rs_cat

txtunit.DataField = "Unit_qty"

cmdupdate.Visible = False

End Sub

Private Sub cmdedit_Click()

Call editfield

cmdedit.Enabled = False

cmdupdate.Visible = True

cmdsave.Visible = False

End Sub

Private Sub cmdnew_Click()

Call Auto_num

txtName.Text = ""

comboCategory.Text = ""

txtDescription.Text = ""

txtWPrice.Text = ""

62
ComboSupplier.Text = ""

txtSPrice.Text = ""

txtRPrice.Text = ""

txtunit.Text = ""

txtSPrice.Enabled = True

txtID.Enabled = True

txtName.Enabled = True

comboCategory.Enabled = True

txtDescription.Enabled = True

txtWPrice.Enabled = True

ComboSupplier.Enabled = True

' txtUnit_qty.Text = True

txtRPrice.Enabled = True

txtunit.Enabled = True

txtName.SetFocus

cmdsave.Enabled = True

cmdsave.Visible = True

cmdupdate.Visible = False

63
End Sub

Private Sub cmdsave_Click()

Dim rssave As New ADODB.Recordset

Set rssave = New ADODB.Recordset

rssave.Open "Select * from [Products]", db, 3, 3

With rssave

.addnew

!Product_ID = txtID.Text

!Product_Name = txtName.Text

!Description = txtDescription.Text

!category = comboCategory.Text

!supplier = ComboSupplier.Text

!Wholesale = txtWPrice.Text

!Retail = txtRPrice.Text

!Selling_price = txtSPrice.Text

!Unit_qty = txtunit.Text

!Date = DTPicker1.Value

64
 ' !Supplier_Price = Me.txtSPrice.Text

.Update

End With

Set rssave = New ADODB.Recordset

rssave.Open "Select * from StockIn where PROD_ID='" & txtID.Text & "'", db, 3, 3

With rssave

.addnew

!PROD_ID = Me.txtID.Text

!Product_Name = Me.txtName.Text

!Quantity = Me.txtunit.Text

!Date = DTPicker1.Value

.Update

End With

MsgBox "Successfully Saving Data", vbInformation, "Sales and Inventory System"

65
 txtID.Enabled = False

txtName.Enabled = False

comboCategory.Enabled = False

txtDescription.Enabled = False

txtWPrice.Enabled = False

txtRPrice.Enabled = False

ComboSupplier.Enabled = False

txtSPrice.Enabled = False

cmdsave.Enabled = False

txtunit.Enabled = False

Call Form_Load

End Sub

Private Sub addnew()

'On Error Resume Next

End Sub

66
Private Sub cmdupdate_Click()

'On Error Resume Next

Call updatefields

' Call cmdnew_Click

MsgBox "Update Successful ", vbInformation, "Sales and Inventory Inventory"

End Sub

Private Sub Form_Load()

On Error Resume Next

Call mydb

Call MyRs

Call Productcategory

Call supplier

Set DataGrid1.DataSource = rs

Call Auto_num

DTPicker1.Value = Date

txtID.Enabled = False

cmdsave.Enabled = False

67
cmdupdate.Visible = False

End Sub

Private Sub Auto_num()

On Error Resume Next

'displaying of the Auto P ID

' Order By Product_Name DESC

Set Qs = New ADODB.Recordset

Qs.Open "select * from Products ", db, 3, 2

With Qs

If .RecordCount = 0 Then

txtID.Text = "PR-0001"

Else

Qs.MoveLast

txtID.Text = "PR-" & Format(Right(Qs!Product_ID, 4) + 1, "0000")

End If

68
 Qs.Close

Set Qs = Nothing

End With

txtID.Locked = False

End Sub

Private Sub supplier()

On Error Resume Next

Set rs1 = New ADODB.Recordset

rs1.Open "select*from Supplier", db, 3, 2

Do Until rs1.EOF

ComboSupplier.AddItem rs1!SupplierName

rs1.MoveNext

Loop

End Sub

69
Sub Search()

On Error Resume Next

Set sp = New ADODB.Recordset

sp.Open "select*from Products", db, adOpenStatic, adLockOptimistic

With sp

.MoveFirst

Do Until .EOF

If txtName.Text = !Product_Name Then

txtID.Text = !Product_ID

txtDescription.Text = !Description

txtSPrice.Text = !Supplier_Price

txtRPrice.Text = !Retail

txtWPrice.Text = !Wholesale

comboCategory.Text = !category

70
 ComboSupplier.Text = !supplier

txtunit.Text = !Unit_qty

Exit Do

Else

.MoveNext

End If

Loop

End With

Me.cmdsave.Enabled = False

End Sub

Private Sub Productcategory()

Set rs2 = New ADODB.Recordset

rs2.Open "select*from Category", db, 3, 2

Do Until rs2.EOF

71