SALES AND COMMODITY INVENTORY MANAGEMENT SYSTEM PROJECT REPORT

SALES AND COMMODITY INVENTORY MANAGEMENT SYSTEM PROJECT REPORT

PROJECT REPORT

SALES AND COMMODITY INVENTORY MANAGEMENT SYSTEM PROJECT REPORT

PROJECT SOURCE CODE

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SALES AND COMMODITY INVENTORY MANAGEMENT SYSTEM PROJECT SOURCE CODE

2.1. INVENTORY

Inventory can be defined in several ways as follows as given below:

· Inventory is the stock of physical items such as materials, components,

work-in-progress, finished goods, etc., held at a specific location at a

specific time.

· Inventory is the merchandise that is purchased and/or produced and

stored for eventual sale.

· Inventory is a list of what you have. In company accounts, inventory

usually refers to the value of stocks, as distinct from fixed assets. An

inventory would include items which are held for sale in the ordinary

course of business or which are in the process of production for the

purpose of sale, or which are to be used in the production of goods or

services which will be for sale.

· Inventory is a list of names, quantities and/or monitory values of all or

any group of items.

· Any quantifiable item that you can handle, buy, sell, store, consume,

produce, or track can be considered inventory. This covers everything

from office and maintenance supplies, to raw material used for

manufacturing, to semi-finished and finished goods, to fuel used to

power equipment used in the business.

2.2. TYPES OF INVENTORIES - SALES AND COMMODITY INVENTORY MANAGEMENT SYSTEM

Depending up on the type of organization the inventory can be classified into

two basic types. They are as follows:

1. Manufacturing Inventory:

It is the inventory maintained by a manufacturing organization.

Manufacturing Inventory consists of following three parts:

a. Raw Materials (RM) which are processed to manufacture the final

product.

b. Work In Progress (WIP) which refers to the intermediate product

which is obtained by processing the raw material but is not fully

converted into final product.

c. Finish Goods (FG) that are the fully processed final products that

are being manufactured and are ready to be dispatched.

2. Trading Inventory:

It is the inventory maintained by a trading organization with a purchase

and sale business.

Trading Inventory consists of goods that are purchased from a supplier

or manufacturer and sold to customers with a certain margin of profit.

In this case, the purchased goods do not undergo any further

processing and are sold directly without any change of form.

The Trading Inventory is also referred as the term ‘Stock’.

2.3. INVENTORY CONTROL

The chief motive of an organization is ‘Profit Maximization’. Inventory is an

essential part of an organization since it is one of the major factors that affect

the profit earned by the organization. Hence controlling or managing inventory

is one of the most important tasks necessary to achieve organizational goal of

earning maximum profit and reducing costs and expenses.

Inventory Control is a technique of maintaining and monitoring the size

of the inventory at appropriate level, so that the production and

distributions take place effectively.

The main objective of inventory control is to achieve maximum efficiency in

production and sales with the minimum investment in inventory.

Inventory Control is achieved by:

 Purchasing items at proper time and price, and in right quantity.

 Provision of suitable storage locations with sufficient space.

 Maintaining proper level of stocks.

 Adequate inventory identification system.

 Up-to-date and accurate record keeping.

 Appropriate requisition procedures.

2.4. ADVANTAGES OF INVENTORY CONTROL

Inventory control or management has several advantages as stated below:

1. Provides protection against fluctuations in demand and supply by

monitoring the trends in demand and supply.

2. Ensures a better service to the customers by avoiding the out of

stock situations by keeping a check on the minimum stock levels.

3. Helps to reduce risk of loss on account of obsolescence or

deterioration of items.

4. Helps to reduce administrative work load in respect of purchasing,

inspection, store-keeping, etc. thus in turn reducing manpower

requirements, and consequently costs.

5. Helps to make effective utilization of working capital by avoiding its

blockage in excess inventory.

6. Ensures to maintain a check against loss of materials through

carelessness or pilferage.

7. Facilitates cost accounting activities.

Eliminates the possibility of duplication in ordering or in replenishing stocks by

centralizing the source from where the purchase orders are issued.

2.5. ROLE OF SALES ANALYSIS IN PROFIT MAXIMIZATION

Inventory control is not all about managing stocks and ordering goods. But

inventory control combined with efficient analysis tools can be truly effective

as it can help us identify the trends in the demand for various products by

carrying out various types of analysis.

This includes comparative study of sales as well as sales analysis

concentrated on a single product.

Carrying out such analysis at regular intervals can help the shop manager to

decide upon the future reordering strategies and taking some major decisions

regarding purchase of goods.

3. REVIEW OF LITERATURE:

3.1. SCOPE OF THE PROJECT - SALES AND COMMODITY INVENTORY MANAGEMENT SYSTEM

APPLICATION OF INVENTORY CONTROL OR STOCK MANAGEMENT IN

OUR SELECTED DOMAIN – A SUPER-MARKET

Inventory management or inventory control is a very useful technique for

managing the stocks and sales records of a Super-market which is our

selected domain of implementation for the software.

The super-market stores and sales various products which includes packed

foodstuffs and drinks, milk products, glossary, decorative items, cosmetics

and many other products of day to day use. It also stores some costly items

like wrist watches, small electronic goods, artificial jewelry etc. Also there are

some household goods like washing powders, cleaning equipments, gaskets

etc. Managing all these products, sufficient stocks, sales records, also

analyzing sales and reordering from time to time is a difficult job. To do it

more effectively and correctly a better inventory control or stock

management is required. This is provided by our software ensuring an

efficient inventory control and rigorous sales analysis facility.

Our software helps to manage the daily sales records and assist in billing

process as well. It also includes reordering level and reordering quantity and

gives appropriate alerts, thus maintaining a safe stock.

The software also provides authorized users to perform sales analysis of

various products. By providing this facility, our software will prove to be

extremely useful to adjust the purchase and sales strategies leading to an

increase in profit.

3.2. PROMINENT FEATURES OF OUR SOFTWARE PROJECT - SALES AND COMMODITY INVENTORY MANAGEMENT SYSTEM

 Bill generation

 Accurate recording of daily sales

 Calculation of reordering quantity and reordering level

 ABC analysis feature for product classification

 Effective and user friendly graphical user interface

3.2.1. Bill generation

This will be useful for carrying out daily transactions of the supermarket.

A bill of items selected by the customer will be made and available

stock count will be adjusted.

A receipt of sold items will be printed and given to the customer.

3.2.2. Accurate recording of daily sales

The software records an entry for each unit of a product sold on daily

basis by maintaining a separate sales table.

The table contains the information about the number of units of a

particular product sold on a given date.

Maintaining such a database enables easy analysis of past sales and

studying the trends in market.

3.2.3. Calculation of reorder level and reorder quantity

The inventory level R in which an order is placed is called as reorder

level.

R = D.L

Where, D = demand rate in units per days/months

L = lead time in days/months

Another way calculation is,

R = (Maximum reorder period) * (Maximum usage)

The reorder quantity is the number of units of the product which must

be ordered. It is denoted by Q.

Reorder quantity depends upon various factors like maximum capacity

of inventory, reorder period etc.

Q = Maximum level of inventory – Reorder level –

(Minimum reorder period)*(Minimum usage)

When the inventory level of a particular item falls below the threshold

R, the software will generate an alert message.

3.2.4. ABC analysis feature for product classification.

ABC analysis also referred to as the Pareto analysis is a method of

classifying items, events, or activities according to their relative

importance. It is also know as Always Better Control analysis since

it provides the most optimum way of controlling inventory.

It is frequently used in inventory management where it is used to

classify stock items into groups based on the total annual expenditure,

or total stockholding cost of each item. It exercises discriminating

control over different items of stores classified on the basis of

investment involved. Organizations can concentrate more detailed

attention on the high value/important items. Pareto analysis is used to

arrive at this prioritization.

The first step in the analysis is to identify those criteria which make a

significant level of control important for any item. Two possible factors

are the usage rate for an item and its unit value.

The general ABC classification goes as follows:

A Class of items consist of only a small percentage about 5-15% of

total number of units handled by the stores but require heavy

investment about 70-80% of total inventory usage value because of

their high prices or heavy requirement or both.

Paying more attention to A class items using sophisticated stock

control system can give control of about 70-80% of total stock

investment. Hence A Class items are controlled closely to avoid

overstocking as well as shortage which may lead to a considerable

loss.

These items can be ordered frequently in smaller quantities.

B Class items are relatively less important; they may be 30% of total

number of units managed by the stores. The percentage of investment

required is about 15 % of the total investment in inventory.

In case of B class items as the sum involved is moderate, the same

degree of control as applied in A class items is not warranted.

The orders of the items belonging to this category can be placed after

reviewing their situations periodically.

Fig. 1: Bar Graph showing ABC classification example

C Class items do not require much investment. It may be around

5-10% of the total inventory usage value but they are nearly 50-60% of

the total number of units handled by the stores.

For C Class items there is no need of exercising constant control.

Orders for C Class items can be placed after a relatively larger period

of time with large quantities after ascertaining the consumption

requirements.

ABC Classification example

Part Unit Cost Annual Usage

1 60 90

2 350 40

3 30 130

4 80 60

5 30 100

6 20 180

7 10 170

8 320 50

9 510 60

10 20 120

Fig. 2.A

From above information following parameters are calculated

Part

Value in

Rs.

% of

Total

Value

% of

Total

Quantity

%

Cumulative

Class

9 30,600 35.9 6.0 6.0

8 16,000 18.7 5.0 11.0

2 14,000 16.4 4.0 15.0

A

1 5,400 6.3 9.0 24.0

4 4,800 5.6 6.0 30.0

3 3,900 4.6 10.0 40.0

B

6 3,600 4.2 18.0 58.0

5 3,000 3.5 13.0 71.0

10 2,400 2.8 12.0 83.0

7 1,700 2.0 17.0 100.0

C

Total Rs.85,400

Fig. 2.B

Finally using the ABC analysis method the items are classified as

shown below

A Class 9, 8, 2 71.0 15.0

B Class 1, 4, 3 16.5 25.0

C Class 6, 5, 10, 7 12.5 60.0

Fig. 2.C

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Advantages of ABC analysis

 The investment needed is minimized.

 The maintenance cost is minimized.

 Management time is saved.

 Work connected with the purchases is systematized.

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3.2.5. Effective and user friendly graphical user interface

The software provides the user with an effective and easy to use

graphical user interface.

It also has the feature of generating comparative sales reports in the

form of pie-charts, bar graphs etc. for facilitation of the sales analysis.

3.3. DESIGN AND DEVELOPMENT METHODOLOGY - SALES AND COMMODITY INVENTORY MANAGEMENT SYSTEM

We have used Microsoft Visual Basic.Net for developing our front-end

i.e. our Graphical User Interface (GUI) while our backend consist of

Microsoft SQL Server.

 The Visual Basic.Net is used for programming the User Interface

& coding.

 Crystal Reports for analysis report generation.

 SQL Server is used for database management.

The software has client-server architecture. In which SQL Server is

running on the server and the client has Forms for making the Bill for

the products purchased by the consumer.

The data (product info.) collected from client is transferred to SQL

Server database. This data is processed on server and proper output

(billing information) is given to the respective client. Every effort is

made to make the software a User-friendly Application.

3.3.1. VISUAL BASIC.NET

Why Visual Basic.Net?

Visual Basic .NET, the next generation of Visual Basic, is designed to

be the easiest and most productive tool for creating .NET applications,

including Windows applications, Web Services, and Web applications.

All the User Interfaces of our project are developed using Visual

Basic .NET. Visual Basic .NET uses fewer & less complex constructs

(like pointers). Visual Basic .NET employs Windows environment for

the User Interface. Visual Basic .NET uses common dialog boxes so

that users can access the typical features they expect in a Windows

application.

Visual Basic .NET programs are easier to maintain .If any part of the

software is to be altered in the near future, then it can be done easily

due to the use of Visual Basic .NET.

Varied Database Technology can be incorporated into Visual Basic

.NET programs. It possible to provide external ActiveX controls.

Developing GUI(Graphical User Interface) in Visual Basic .NET is very

easy because it makes many aspects of programming as simple as

dragging graphic objects(like buttons, text box, etc) onto screen using

a mouse.

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Features of Visual Basic .NET

 Full support for Object Oriented Programming.

 Structured Error handling capabilities.

 Access to .NET Framework.

 Powerful unified Integrated Development Environment (IDE).

 Inherent support for XML & Web Services.

 Better windows applications with Windows Forms.

 New Console capabilities of VB.NET.

 Immense power of tools & controls (including Server Controls).

 Interoperability with other .NET complied languages.

 Better database programming approach with ADO.NET.

 Simplified Deployment of Windows applications.

 Enhanced security for the Windows Applications

 Improved versioning support.

(These are some of the major features of Visual Basic.NET; there are

additional features also.)

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3.3.2. Crystal Reports

Crystal Reports for Visual Studio .NET provides a comprehensive

reporting solution for .NET developers that is thoroughly integrated with

both the Visual Studio .NET IDE and the .NET Framework. It integrates

seamlessly with the Visual Studio .NET Server Explorer, toolbox, and

design environment. It has a rich programming model and flexible

options for customizing and deploying reports.

Crystal reports can be used effectively for tasks such as generating

Acrobat (PDF) documents from your reports, building reports on

parameterized SQL Server stored procedures, and passing reports

using the current user's database security credentials.

Crystal reports can be used effectively to generate accurate bar

graphs, text reports, pie charts and many other types of graphical

reports such as area graphs and 3-dimensional graphs.

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3.3.3. SQL SERVER 2000 - SALES AND COMMODITY INVENTORY MANAGEMENT SYSTEM

Why SQL SERVER 2000?

Microsoft SQL Server 2000 is a complete database and analysis

solution for rapidly delivering the next generation of scalable Windows

and Web applications. SQL Server 2000 is a key component in

supporting e-commerce, line-of-business, and data warehousing

applications, while offering the scalability necessary to support

growing, dynamic environments.

The SQL Server manages the entire database part of our project. We

are using SQL Server in our project instead of Oracle because it is

cheaper than Oracle and gives all the features required for our project.

SQL Server 2000 includes rich support for Extensible Markup

Language (XML) and other Internet language formats; performance

and availability features to ensure uptime; and advanced management

and tuning functionality to automate routine tasks and lower the total

cost of ownership.

SQL Server can handle many request at a time, hence many clients

can Query the SQL Server simultaneously.

Features of SQL Server 2000

 User-defined functions and Stored procedures.

 Indexed views.

 Distributed partitioned views.

 New datatypes and User Defined Datatypes.

 Cascading Referential Integrity(RI) constraints.

 Multiple SQL Server instances.

 XML support.

 Log shipping.

 SQL Server 2000 includes several components that improve the

capability to build data warehouses that effectively support decision

support processing needs.

 Support for .NET platform.

 Online backup.

 INSTEAD OF and AFTER triggers.

4. PLAN OF WORK:

The software is divided into three parts:

· Database

· Administrator’s User Interface

· Client Side User Interface

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4.1. DATABASE SCHEMA: SALES AND COMMODITY INVENTORY MANAGEMENT SYSTEM

Fig. 3: Database Schema

Above figure gives the schematic representation of the project database.

It shows various data tables which represent various entities and their

relationships. The tables along with their attributes are explained as follows:

1. Product: It stores the general information about each product in the

inventory. Each entry is uniquely identified by the primary key pid.

Product names and brand names are stored. Also, for better retrieval

and for facilitation of analysis process the products are classified at

several stages into main group, sub group and type. This table also

stores valuable attributes like reorder level, reorder quantity, stock

related attributes, maximum reorder period and minimum reorder

period etc. which are essential for exercising inventory control. Product

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table also records information about the nature of product such as

perishable, seasonal etc.

2. Vendor: It is used to store the general information about the various

vendors that supply products to the inventory. Each entry is uniquely

identified by the primary key vid. It includes attributes like Vendor

name, contact person etc. along with a composite attribute address

consisting of several simple attributes that can be used as criteria to

search a vendor from the table.

3. Supply: This table represents the relationship between the tables

Product and Vendor. Each tuple is uniquely identified by the union of

foreign keys pid and vid. It stores important attributes namely, cost

price, order quantity, order time and quality rating.

4. Sold: It is the data table which records daily sales for every product

and serves as a basis for sales analysis. Each entry represents the

number of units of a particular product sold on a particular date. Its

primary key consists of pid and a date attribute named datetoday.

5. Customer: This table is used to record customer details. Primary key

is custid.

6. Bill: It is used to store the basic data about a bill entity. Primary key is

billID.

7. Bill Items: It is the relationship table between main tables Bill and

Product. Primary key is formed by union of billID and pid. This table

stores the number of units of a particular product sold within a

particular bill. It also stores the custid to identify the customer.

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4.2. ADMINISTRATOR’S USER INTERFACE:

Fig. 4: Administrator’s Home Form

When the administrator enters the valid username and password in the login

form he will be directed to the form called ‘Welcome Administrator’.

The layout of this form is as shown in the figure and consists of a toolbar

having dropdown buttons, each having a menu consisting of menu items

directing to the respective forms as shown in the figure below.

This form is a MDI Container and exploits Multiple Document Interface

property provided by VB.net.

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Fig. 5: Menu items provided by the administrator home form

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4.2.1. Analysis:

4.2.1.1. ABC Analysis:

Fig. 6: ABC Analysis form showing product classification report

The design of form ‘abc’ consists of a crystal report viewer and two push

buttons.

The working mainly consists of two parts. Firstly, when the administrator

wants to recalculate the classes for the products he clicks on ‘Classification’

button to get the new ABC classification calculated using the data from the

sales record database. This report is loaded in the crystal report viewer as

shown in above figure. This report gives the product ID, name and respective

class of every product.

Secondly, the ABC analysis report document can be loaded in the report

viewer by clicking on ‘ABC analysis report’ button. This helps in studying the

sales value distribution of A, B and C classes, which follows the Pareto rule.

Fig. 7: ABC Analysis form showing analysis report

Area graph is used to display the sales value distribution effectively. This is

shown in above figure where the graph shows the sales value distribution by

means of the area shown by blue color.

4.2.1.2. Product Comparison: SALES AND COMMODITY INVENTORY MANAGEMENT SYSTEM

Fig. 8: Product Comparison form design and working

The form ‘Product Comparison’ allows the user to select products

categorically to compare the sales within a specified period of time.

A product category such as a main group, a sub group or a type is selected

using the 3 combo-boxes which provide the user with appropriate values

from the database for selection.

Similar combo-boxes are used to select the span of comparison by getting

the start and end date from the user.

When the user makes the necessary selections and clicks on ‘Compare’

button, the application shows the ‘Comparison Report’ form as shown in the

figure below.

The comparison report form basically includes a Crystal Report Viewer

component and a flat toolbar to select the type of report document.

Crystal Report Viewer allows the user to view the report document that is

loaded. It also provides the facilities such as search, export, zoom etc. When

the form is loaded the crystal report viewer is loaded with the textual report as

shown in the figure below.

Fig. 9: Design of Comparison Report form

Using the buttons provided on the toolbar the user can select the type of

report he wants to view. It may be a text report, a bar graph representation, a

pie chart view or a detailed 3D view displaying the quantity sold of a particular

product on a particular day. Following figures show the various types of the

reports available.

These reports are generated using the Crystal reports which are provided with

the Visual Studio.NET which facilitates generation of reports using the

database or the ADO.net datasets used as a project data.

Fig. 10: Bar Graph Representation of Comparison Report

Fig. 11: Pie Chart Representation of Comparison Report

Fig. 12: Detailed Cubic View Representation of Comparison Report

These reports can be stored by exporting them into a non modifiable file

formats such as a ‘pdf’ file.

4.2.1.3. Time Line Analysis:

This feature is provided to study the trends in the sales of a particular product

over a period of time.

To start with, the user is shown the form in the figure below.

Fig. 13: Time-line Sales Study form design

The form has 4 combo-boxes for facilitating the user to select the product for

which he wants to analyze the sales.

Secondly, the user is also asked to select the time period to be considered. A

group of radio buttons is used to get a choice among daily, monthly and yearly

sales comparison. When ‘OK’ button is clicked the queries are fired at the

sales database and the reports are generated using their results.

The reports are displayed in the next form named ‘Time line report’. It has a

Crystal Report Viewer in which the report document is loaded. The following

figures show the generated reports in the form of a daily sales line graph and

a monthly report.

Fig. 14: Time-line report with daily comparison line graph

Fig. 15: Time-line report with sales comparison over months

4.2.2. Check Alerts:

Fig. 16: Alerts for Class ‘A’ and Class ‘B’ products

Administrator can check for the alerts regarding Class ‘A’ and Class ‘B’

products whose current stock has gone below their currently assigned reorder

level. These alerts are fired by a trigger at the back-end which continuously

monitors the current stock of all the products. Alerts for Class ‘C’ products are

not given since these products can be dealt with automatically by the software

and do not need intervention of the administrator.

Administrator can modify reorder strategy for such products, if desired. When

administrator selects a product from the alert grid, he/she is redirected to the

supply information form where he/she can modify the reorder strategy of that

particular product with respect to various vendors.

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4.2.3. Client Registration:

4.2.3.1. Create New User:

Fig. 17: Client Registration Form

In client registration form, there are 3 textboxes for entering username,

password and confirming the typed password. After validating the entered

text, a message box is displayed to confirm the registration activity.

Once, administrator confirms it, a message box is displayed to indicate that

new user has been registered successfully. Now, the sales person can logon

at the client side using the new username and password and access the

billing module.

Fig. 18: Message Boxes in Client Registration Form

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4.2.3.2. Edit User Details:

Fig. 19: Form for editing client details

Administrator has authority to edit client login details. Administrator can

permanently delete a particular client user account, so that, henceforth, a

sales person cannot logon at the client side using that username and

corresponding password.

Administrator can also change password for a particular client user account,

without deleting that account. This may be the case when the sales person

requests administrator to change his password if he/she has lost or forgotten

his/her current password.

Fig. 20: Message Boxes shown while editing client details

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4.2.4. Product Information:

4.2.4.1 Add a New Product:

Fig. 21: New Product Information Form

The New Product Information Form contains many textboxes which are used

to enter the information of the product in the database. The first textbox is of

Product-ID which is unique for every product. A textbox for Barcode Number

is also kept which can be used if there is a Barcode reader. The product is

classified under Main group, Sub-group, type, and brand name. There are

fields for Current Stock, Minimum Stock, Maximum Stock, Reorder level, and

Selling Price. Also there are checkboxes to indicate whether automatic reorder

is possible and whether the product is perishable or/and seasonal.

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4.2.4.2. Product Search:

Fig. 22: Product Search Form

The Product can be searched in many different ways. The Product can be

searched using its Product ID, Main Group, Sub Group, Type or Product

Name in a hierarchical manner. The user has to press ‘OK’ button to see the

results of the Search.

Example of a Search : When the user selects the ‘Gadgets & Devices’ from

the Main Group then all the Sub Groups under that Main Group are shown in

the list-box of the Sub Group. If we select the Sub Group ‘Camera’ then we

will see two elements viz. Digital, Plasma in the ‘Type’ list-box. If we select

Type of the Camera as ‘Digital’ then we will see all the Cameras which are of

type Digital (one of them is Cannon A530 as shown above).Now the user can

search by main Group or by Sub Group or Type or Product Name by selecting

the adjacent radio-button.

Fig. 23: Product Search Result Form

The Product Search Result Form displays the information about the

product(s) which are searched from the previous form. The entire search

result is shown in a Data Grid which contains Product ID, Product Name, etc.

There are two buttons ‘Update’ and ‘Delete’ which are used to update and

delete the information of the Product from the database. The textboxes

present adjacent to the update and delete buttons show the Product ID of the

product to be updated or deleted respectively.

4.2.4.3. Product Update:

Fig. 24: Alert while updating the Product

When the user has updated a data field of a product and then he presses the

‘Update’ button to save the changes. An alert message is shown to the user to

confirm the update. If the user does not want to save the changes then he can

select the ‘No’ button or else press ‘Yes’.

Fig. 25: Message box indicating that the Update was successful

After pressing the ‘Yes’ button, the software makes the changes for the

respective Product in the database. After that a message box is shown which

says that the Update was successful.

4.2.4.4. Product Delete:

Fig. 26: Alert while Deleting the Product

When the administrator wants to delete a particular product’s information from

the database, he/she can delete that product by selecting that particular

product and pressing the ‘Delete’ button, and then an alert message is shown

to him/her. If the administrator doesn’t want to delete the product, then he can

select the ‘No’ button or else press ‘Yes’ and then the selected product will be

deleted.

After pressing the ‘Yes’ button the software deletes the respective product

from the database. After that a message box is shown which says that the

product was successfully deleted.

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4.2.5. Reorder Strategy:

4.2.5.1. Add Supply Information:

Fig. 27: New Supply Information Form

The Supply Information Form contains many textboxes which are used to

enter the information in the database about which product is supplied by

which vendor.

There are two combo-boxes which allow the administrator to select vendor

name and product name from the available list. The vendor ID and product ID

of that vendor and product respectively are automatically displayed in the

textboxes. Then, the administrator can fill in the appropriate supply

information, namely, cost price, order quantity and time, and the quality rating

of the product supplied by that vendor.

4.2.5.2. Search Supply Information:

Fig. 28: Supply Information Search Form

The existing supply information can be searched in two different ways. The

supply information can be searched for a particular vendor either by entering

its vendor ID or by selecting the vendor name from the combo-box as shown

in figure above. The user has to press ‘OK’ button to see the results of the

Search.

Fig. 29: Supply Information Search Result Form

The supply information search result form displays the supply information

about the product(s) which are supplied by the searched vendor. The entire

search result is shown in a Data Grid which contains Vendor ID, Vendor

Name, Product ID, Product Name, Order Quantity, Time, etc. There are two

buttons ‘Update’ and ‘Delete’ which are used to update and delete the supply

information of a particular product supplied by the searched vendor from the

database. The textboxes present adjacent to the update and delete buttons

show the Vendor ID of the searched vendor to be updated or deleted

respectively.

4.2.6. Vendor Information:

4.2.6.1. Add a New Vendor:

Fig. 30: New Vendor Information Form

The Vendor Information Form contains many textboxes which are used to

enter the information of the vendor in the database. The first textbox is of

Vendor-ID which is unique for every vendor. There are fields for Vendor

Company’s name, Contact person’s name, address, telephone numbers, FAX

number and e-mail ID of the vendor’s company. When the administrator clicks

on the ‘Insert’ button and confirms it, the new vendor’s information is stored in

the database.

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4.2.6.2. Vendor Search:

Fig. 31: Vendor Search Form

The Vendor information can be searched in many different ways. The Vendor

can be searched using its Vendor ID, Vendor Name (Alphabetically), Country

and City and Name in a hierarchical manner. The user has to press ‘OK’

button to see the results of the Search.

Example of a Search: When the user selects ‘India’ from the Country, then all

the cities under that Country are shown in the list-box of the City. If we select

the City ‘Mumbai’ then we will see all vendors from Mumbai region in the

‘Name’ list-box. Now the user can search by Country or by City or Vendor

Name by selecting the adjacent radio-button.

51

Fig. 32: Vendor Search Result Form

The Vendor Search Result Form displays the information about the vendor(s)

which are searched from the previous form. The entire search result is shown

in a Data Grid which contains Vendor ID, Vendor Name, etc. There are two

buttons ‘Update’ and ‘Delete’ which are used to update and delete the

information of the Vendor from the database. The textboxes present adjacent

to the update and delete buttons show the Vendor ID of the vendor to be

updated or deleted respectively.

4.2.6.3. Vendor Update:

Fig. 33: Alert while updating the Vendor

When the user has updated a data field of a vendor and then he presses the

‘Update’ button to save the changes, an alert message is shown to the user to

confirm the update. If the user does not want to save the changes then he can

select the ‘No’ button or else press ‘Yes’.

After pressing the ‘Yes’ button, the software makes the changes for the

respective Vendor in the database. After that a message box is shown which

says that the Update was successful.

4.2.6.4. Vendor Delete:

Fig. 34: Alert while Deleting the Vendor

When the administrator wants to delete a particular vendor’s information from

the database, he/she can delete that vendor by selecting that particular

vendor and pressing the ‘Delete’ button, and then an alert message is shown

to him/her. If the administrator doesn’t want to delete the vendor, then he can

select the ‘No’ button or else press ‘Yes’ and then the selected vendor will be

deleted.

After pressing the ‘Yes’ button the software deletes the respective vendor

from the database. After that a message box is shown which says that the

vendor was successfully deleted.

4.3. CLIENT SIDE USER INTERFACE: -SALES AND COMMODITY INVENTORY MANAGEMENT SYSTEM

4.3.1. BILLING MODULE:

4.3.1.1. Login Screen:

The above form contains two text boxes for entering Username and

Password. The sales person has to enter his appropriate Username and

Password. The sales person will not be logged-in unless he specifies correct

Username and password.

After the sales person enters his Username and Password he has to press

the ‘LOGIN’ Button in order to login. His/her Username and Password are

compared with the Username and Password present in the ‘userlogin’ Table

of the database. If both the fields match then the user is authenticated and the

Billing form opens.

4.3.1.2. Billing Form:

Fig. 36: Billing Form

The Billing Form contains a textbox (top-left) that shows the username of the

user who is logged-in. The textbox besides the Label field ‘Total’ shows the

total price of the goods purchased by the customer. There is a textbox next to

the button ‘ADD TO CART’. In that textbox we have to enter the Product ID

(PID) of the product purchased by the consumer. When the sales person

enters the PID in that textbox and presses the ‘ADD TO CART’ button that

product is added in the bill. The bill shows the details of following fields:

Product ID, Product Name, Price per Unit, Number of Units and Total Price for

the product purchased. The ‘REMOVE FROM CART’ button is used to

remove a particular product from the bill.

When the bill is made the sales person should press the ‘PRINTER’ icon to

print the bill. The sales person can change his password by clicking the

‘CHANGE PASSWORD’ button. The sales person can logout by pressing the

‘LOGOUT’ button.

4.3.1.3. Printed Bill

Fig. 37: Printed Bill

The bill is printed when the sales person clicks the ‘PRINTER’ icon. The

printed bill contains the Date and time of purchase, Name of the supermarket,

Product ID, Product Name, Rate per Unit, Quantity (Number of units) and

Total (for each product). It also shows Total Amount to be paid by the

customer.

4.3.1.4. Change of Password:

Fig. 38: Change of Password Form

The sales person can change his Password by clicking the ‘CHANGE

PASSWORD’ button on the billing form. After clicking that button the above

form pops up and there are three textbox fields viz. current password, new

password, re-type new password. The sales person has to fill these textboxes

in order to change his password and then click the ‘CHANGE PASSWORD’

button on this form.

5. TESTING AND RESULTS: SALES AND COMMODITY INVENTORY MANAGEMENT SYSTEM

Test procedure: For valid administrator login

Test Case Admin login with valid user name and password

Input Valid admin user name and password (Password must

be six characters or more)

Expected Output System redirects to administrator’s home page

Obtained output As per expected

Remarks No Deviation

Test procedure: For invalid administrator login

Test Case Admin login with invalid user name and password

Input Invalid admin user name and password

Expected Output System generates an error message

Obtained output As per expected

Remarks No Deviation

Test procedure: For ABC analysis

Test Case ABC analysis and classification

Input Data sample from a theoretical example

Expected Output System performs classification in the same way as that

of the theoretical method

Obtained output As per expected

Remarks No Deviation

Test procedure: For Product comparison option selection

Test Case User leaves a mandatory selection blank

Input Button is clicked without selecting an option (carried out

for all controls like radio boxes and drop down list

boxes)

Expected Output System pops up a message indicating that a necessary

selection is not made

Obtained output As per expected

Remarks No Deviation

Test procedure: For Time span selection in timeline comparison report

Test Case User leaves a mandatory field blank.

Input Button is clicked without selecting an option (carried out

for all controls like radio boxes and drop down list

boxes)

Expected Output System pops up a message indicating that a necessary

selection is not made

Obtained output As per expected

Remarks No Deviation

Test procedure: For checking accuracy of comparison timeline reports

Test Case Comparison reports generate inaccurate data

Input Sample database is attached to the database

Expected Output Report should be generated showing calculated results

from the sample data

Obtained output As per expected

Remarks No Deviation

Test procedure: For checking alerts for Class ‘A’ and ‘B’ products

Test Case Blank product ID field

Input Clicking ‘Modify reorder strategy’ button when no

product ID is selected

Expected Output System pops up a message indicating that the product

ID field is blank

Obtained output As per expected

Remarks No Deviation

Test procedure: For valid client registration

Test Case Client registration with valid user name and password

Input Valid user name and password (Password must be six

characters or more)

Expected Output System registers the new client

Obtained output As per expected

Remarks No Deviation

Test procedure: For invalid client registration

Test Case Client registration with invalid user name and password

Input Invalid user name and password

Expected Output System generates an error message

Obtained output As per expected

Remarks No Deviation

Test procedure: For searching product

Test Case Invalid search option or blank search field

Input 1. Search by product ID when product ID field is blank

2. Search by main group, subgroup, type or product

name when appropriate option is not selected

Expected Output System generates an appropriate error message

Obtained output As per expected

Remarks No Deviation

Test procedure: For updating or deleting product

Test Case No row available or blank product ID

Input Clicking ‘Update’ or ‘Delete’ button when no row is

available or product ID field is blank

Expected Output System generates an appropriate error message

Obtained output As per expected

Remarks No Deviation

Test procedure: For searching supply information

Test Case Blank search field

Input Search by vendor ID when vendor ID field is blank

Expected Output System generates an appropriate error message

Obtained output As per expected

Remarks No Deviation

Test procedure: For updating or deleting supply information

Test Case No row available or blank vendor ID

Input Clicking ‘Update’ or ‘Delete’ button when no row is

available or vendor ID field is blank

Expected Output System generates an appropriate error message

Obtained output As per expected

Remarks No Deviation

Test procedure: For searching vendor

Test Case Invalid search option or blank search field

Input 1. Search by vendor ID when vendor ID field is blank

2. Search by country, city or vendor name when

appropriate option is not selected

Expected Output System generates an appropriate error message

Obtained output As per expected

Remarks No Deviation

Test procedure: For updating or deleting vendor

Test Case No row available or blank vendor ID

Input Clicking ‘Update’ or ‘Delete’ button when no row is

available or vendor ID field is blank

Expected Output System generates an appropriate error message

Obtained output As per expected

Remarks No Deviation

Test procedure: For valid client login

Test Case Client login with valid user name and password

Input Valid client user name and password (Password must

be six characters or more)

Expected Output System redirects to client’s home page (i.e. Billing

page)

Obtained output As per expected

Remarks No Deviation

Test procedure: For invalid client login

Test Case Client login with invalid user name and password

Input Invalid client user name and password

Expected Output System generates an appropriate error message

Obtained output As per expected

Remarks No Deviation

Test procedure: For bill generation item removal

Test Case Removing item from cart which is not present

Input While item selected is not present in the cart, client

clicks on ‘Remove from cart’ button

Expected Output System pops up a message indicating that the item is

not present in the cart

Obtained output As per expected

Remarks No Deviation

Test procedure: For bill generation item addition

Test Case Adding an item to the cart while its already present

Input Client selects such an items which is already present

and adds it

Expected Output System should increase its quantity without making a

separate entry

Obtained output As per expected

Remarks No Deviation

6. CONCLUSION

Thus, we have successfully completed our project on ‘Inventory Control

System of Supermarket’. We have included many features that are necessary

for an Inventory Control System of Supermarket.

The features are as follows:

1. Detailed Sales Analysis

· ABC Analysis

· Product Comparison

· Time Line Analysis

2. Checking of Alerts

3. Product Information Management

4. Reorder Strategy

5. Vendor Information Management

6. Billing Module

While making the software, every effort has been taken to make a very easy
to use Graphical User Interface (GUI). We have tried our best to include as
much features as we can in the available time limit.
Some additional advance features can also be implemented like
· Using a barcode system
· Recording of customer information for the study of buying habits
But these features are kept for future development.