point of sales system

POINT OF SALES SYSTEMBawagan, MatthewFlorendo, CherryfeTugade, Rhea Ann

Chapter 1: INTRODUCTION

• 1.1 BACKGROUND OF THE STUDY• 1.2 STATEMENT OF THE OBJECTIVES• 1.3 SIGNIFICANCE OF THE STUDY• 1.4 SCOPE AND LIMITATIONS

1.1 BACKGROUND OF THE STUDY• A Point of Sales System is a system which

helps customers make payments to the merchant in exchange for goods and services.

• The history of a Point of Sales System goes way back 40 years ago.

• In August 1973, IBM released the IBM 3650 and 3660 store systems that were, in essence, a mainframe computer used as a store controller that could control up to 128 IBM 3653/3663 point of sale registers.

1.2 STATEMENT OF THE OBJECTIVES• GENERAL OBJECTIVE – to be able to

accommodate the customers with computerized, systematic, and correlated retail information with regards to the products that they purchase with their respective prices, the quantity they purchase, and with less time burden

• SPECIFIC OBJECTIVES – to be able to update the system based on the number of products they purchase during their transaction and the reliability and clarity of results by allowing the system to print full-size invoices

1.3 SIGNIFICANCE OF THE STUDY• ADMINISTRATOR – it allows them efficiently

modify available products and employees by adding new ones and editing and removing existing ones as well as monitor clock-in and clock-out attendance of employees

• CASHIER – it allows them to easily add and remove purchased products to the receipt as well as compute the total price, the value-added tax, and the change after receiving cash from customers. It also allows them to save, preview, and print well-documented receipts as well as generate company reports such as sales, expenses, and revenue/profit

1.4 SCOPE AND LIMITATIONS• SCOPE

i. ADMINISTRATOR – can be able to login the system and access the retail database; can add, update or remove, goods, and employees; and the admin account cannot be accessed by the cashier

ii. CASHIER – employees login to a separate account but cannot access the retail’s database; is limited to receiving cash from customers and calculating the change; and is able to print receipts

• LIMITATIONSi. System can only be accessed offline.ii. System can only receive cash.iii. System cannot receive amounts on a credit card basis.

Chapter 2: METHODOLOGY OF THE STUDY

• Requirements Gathering and Refinement• Quick Design and Building of the Prototype• Customers’ Evaluation of the Prototype• Refining of the Prototype• Engineered Product

Chapter 3: DATA GATHERING PROCEDURES AND OUTPUT

• Desk/Internet Research• Survey

SURVEY QUESTIONS YES PERCENTAGE NO PERCENTAGE1. Does your retail store still manage its business manually? 6 40% 9 60%

2. Is your retail store able to produce daily/weekly/monthly reports? 5 33.33% 10 66.67%3. Do you still continue to use a manually-based system? 4 26.67% 11 73.33%4. Have you experienced using a Point of Sales System? 8 53.33% 7 46.67%

Table 1.0: SURVEY OUTPUT

Chapter 4: PROPOSED SYSTEM

• 4.1 SYSTEM OVERVIEW• 4.2 PROCESS SPECIFICATIONS• 4.3 DATA SPECIFICATIONS• 4.4 SCREEN LAYOUT SPECIFICATIONS

4.1 SYSTEM OVERVIEW• A Point of Sales System is an electronic system

that provides businesses with the capability to retain and analyse a wide variety of offered products within an inventory and a day-to-day transaction data on a continuous basis. POS Systems have been touted as valuable tools for a wide variety of business purposes, including refining target marketing strategies; tracking customer purchases and determining its patterns; analysing sales (on a daily, monthly, or annual basis) of each inventory item, department, or supplier; and creating reports for use in making purchases and reorders.

4.2 PROCESS SPECIFICATIONS

• 4.2.1.1 DATA FLOW DIAGRAM (ADMINISTRATOR)

• 4.2.1.2 DATA FLOW DIAGRAM (CASHIER)

• 4.2.2 ACTIVITY DIAGRAM• 4.2.3 CONTEXT DIAGRAM• 4.2.4 DATA DICTIONARY

4.2.1.1 DATA FLOW DIAGRAM

(ADMINISTRATOR)

Figure 1.0: DFD

for Admin

4.2.1.2 DATA FLOW DIAGRAM (CASHIER)

Figure 1.1: DFD

for Cashier

4.2.2 ACTIVITY DIAGRAM

Figure 2.0:

Activity Diagram for POS

4.2.3 CONTEXT DIAGRAM

Figure 3.0:

Context Diagram for POS

4.2.4 DATA DICTIONARY• ADMINISTRATOR LOGIN

i. Administrator Password = { Legal Character }

Legal Character = [ A – Z | a - z | 0 - 9 ]

• ADMINISTRATOR PASSWORD CHANGEi. Old Password = { Legal Character }

Legal Character = [ A – Z | a - z | 0 - 9 ]ii. New Password = { Legal Character }

Legal Character = [ A – Z | a - z | 0 - 9 ]iii. Confirm Password = { Legal Character }


• PRODUCT DETAILSi. Product Name = { Legal Character }

Legal Character = [ A – Z | a - z | 0 - 9 ]ii. Product Price = { Legal Character }

Legal Character = [ 0 – 9 | . ]iii. Product Quantity = { Legal Character }

Legal Character = [ 0 – 9 ] • EMPLOYEE REGISTRATION

i. Employee First Name = { Legal Character }Legal Character = [ A – Z | a – z ]

ii. Employee Middle Name = { Legal Character }Legal Character = [ A – Z | a – z | . ]

iii. Employee Last Name = { Legal Character }Legal Character = [ A – Z | a – z ]

iv. Employee Username = { Legal Character }Legal Character = [ A – Z | a - z | 0 - 9 ]

v. Employee Password = { Legal Character }Legal Character = [ A – Z | a - z | 0 - 9 ]

vi. Employee Password Confirmation = { Legal Character }Legal Character = [ A – Z | a - z | 0 - 9 ]

• EMPLOYEE LOGINi. Employee Username = { Legal Character }

Legal Character = [ A – Z | a - z | 0 - 9 ]ii. Employee Password = { Legal Character }


• RECEIPTi. Product ID = { Legal Character }

Legal Character = [ 0 – 9 ]ii. Purchases = { Legal Character }

Legal Character = [ 0 – 9 ]iii. Amount Received = { Legal Character }

Legal Character = [ 0 – 9 | . ]iv. Calculator = { Legal Character }

Legal Character = [ 0 – 9 ]

4.3 DATA SPECIFICATIONS

• 4.3.1 ENTITY-RELATIONSHIP DIAGRAM• 4.3.2 ARCHITECTURAL DESIGN• 4.3.3 TABLES/FILES LAYOUT

4.3.1 ENTITY-RELATIONSHIP DIAGRAM

Figure 4.0: ERD for POS

4.3.2 ARCHITECTURAL DESIGN

Figure 5.0:

Architectural

Design for POS

4.3.3 TABLES/FILES LAYOUTTABLE FIELD DATA TYPE FIELD SIZE

First Name Varchar/Text 255Middle Name Varchar/Text 255

Last Name Varchar/Text 255Status Varchar/Text 255

Username Varchar/Text 255Password Varchar/Text 255

Login Number Integer 32 767Username Varchar/Text 255Login Time Date/Time N/A

Logout Number Integer 32 767Username Varchar/Text 255

Logout Time Date/Time N/AProduct ID Integer 32 767

Product Name Varchar/Text 255Product Price Decimal/Currency 11

Product Quantity Integer 32 767Receipt ID Integer 32 767

Receipt Date Date/Time N/AReceipt Total Decimal/Currency 11

Receipt Amount Decimal/Currency 11Receipt Change Decimal/Currency 11

Receipt VAT Decimal/Currency 11Receipt ID Integer 32 767Product ID Integer 32 767

Product Name Varchar/Text 255Product Price Decimal/Currency 11

Product Quantity Integer 32 767Receipt ID Integer 32 767

Cashier Name Varchar/Text 255Receipt Date Date/Time N/A

Company Sales Decimal/Currency 11Company Expenses Decimal/Currency 11

Company Profit Decimal/Currency 11

COMPANY REPORT

RECEIPT DETAILS

EMPLOYEE BACKGROUND

EMPLOYEE LOGIN

EMPLOYEE LOGOUT

PRODUCT DETAILS

RECEIPT CONTENT

Table 2.0:

Database Tables

and Fields

4.4 SCREEN LAYOUT SPECIFICATIONS

Figure 6.0: POS Login Figure 6.1: Administrator Login

Figure 6.2: Product List Figure 6.3: Employee List

Figure 6.4: Password Change (Administrator)

Figure 6.5: Product Update

Figure 6.6: Company Sales Report Figure 6.7: Employee Registration

Figure 6.8: Employee Login Figure 6.10: Calculator

Figure 6.11: Print Preview

Figure 6.9: System Operation Figure 6.12: Employee Attendance

Chapter 5: SYSTEM CODING• 5.1 PROGRAMMING LANGUAGE – Visual

Basic (VB.NET)• 5.2 SPECIAL PURPOSE LANGUAGE TOOLS

– Visual Basic (a 3rd-generation event-driven high-programming language and integrated development environment developed by Microsoft) and Microsoft Office Access (a database management system from Microsoft that combines the relational Microsoft Jet Database Engine with a graphical user interface and software-development tools)

Chapter 6: SYSTEM TESTING (TESTING STAGES

& SCHEDULE)TEST CASES TEST PROCEDURE EXPECTED RESULTS STATUS

DATE TESTED

(DD-MM-YY)

DATE FIXED

(DD-MM-

YY)

Administrator Login

Administrator provides a

valid password.

Administrator should be

able to access the Admin

Window.

PASS 06-01-14 06-01-14

Administrator provides an

invalid password

Administrator should not

be able to login.PASS 06-01-14 06-01-14

Administrator provides a

blank password

Administrator should not

be able to login.PASS 06-01-14 06-01-14

Employee Login

Employee provides a valid

username and password.

Employee should be able

to access the Employee

Window.

FAIL 11-01-14 19-01-14

Employee provides an

invalid username and

password.

Employee should not be

able to login.FAIL 11-01-14 19-01-14

Employee provides a blank

username and password.


able to login.PASS 11-01-14 11-01-14

Employee

Registration

Employee provides valid

background information of

himself/herself.

Employee should be able

to successfully register

his/her account.

PASS 12-01-14 12-01-14

Employee provides invalid


himself/herself.


able to successfully

register his/her account.

FAIL 12-01-14 17-01-14

Employee provides blank


himself/herself.


able to successfully

register his/her account.

FAIL 12-01-14 17-01-14

Administrator

Password Change

Administrator

provides a valid

old and new

password with a

valid password

confirmation.

Administrator

should be able to

change

Administrator

password.

PASS 18-01-14 18-01-14

Administrator

provides an invalid

old and new

password with an

invalid password

confirmation.

Administrator should

not be able to

change

Administrator

password.

PASS 18-01-14 18-01-14

Administrator

provides a blank old

and new password

with a blank

password

confirmation.


not be able to

change

Administrator

password.

PASS 18-01-14 18-01-14

Add Product

Administrator

provides a valid

product name,

product price, and

product quantity.


be able to add a

product in the

database.

FAIL 20-01-14 22-01-14

Administrator

provides an invalid

product name,

product price, and

product quantity.


not be able to add a

product in the

database.

PASS 20-01-14 20-01-14

Administrator

provides a blank

product name,

product price, and

product quantity.


not be able to add a

product in the

database.

PASS 20-01-14 20-01-14

Edit Product

Administrator

provides a valid

product name,

product price, and

product quantity.

Administrator

should be able to

edit a product in

the database.

FAIL 23-01-14 25-01-14

Administrator

provides an invalid

product name,

product price, and

product quantity.


not be able to edit a

product in the

database.

FAIL 23-01-14 25-01-14

Administrator

provides a blank

product name,

product price, and

product quantity.


not be able to edit a

product in the

database.

PASS 23-01-14 23-01-14

Remove Product

Administrator selects

an existing product

and removes it.


be able to delete a

product item from

the database.

PASS 26-01-14 26-01-14

Add Employee

Administrator

provides valid

background

information of the

employee.


be able to add

employee.

FAIL 27-01-14 31-01-14

Administrator

provides invalid

background

information of the

employee.


not be able to add

employee.

PASS 27-01-14 27-01-14

Administrator

provides blank

background

information of the

employee.


not be able to add

employee.

PASS 27-01-14 27-01-14

Edit Employee

Administrator

provides valid

background

information of the

employee.

Administrator

should be able to

edit employee.

FAIL 01-02-14 03-02-14

Administrator

provides invalid

background

information of the

employee.


not be able to edit

employee.

FAIL 01-02-14 03-02-14

Administrator

provides blank

background

information of the

employee.


not be able to edit

employee.

PASS 01-02-14 01-02-14

Remove Employee

Administrator selects

an existing

employee and

removes him/her.


be able to delete an

employee along with

his/her background

information from the

database.

PASS 03-02-14 03-02-14

Product Selection

Employee selects an

existing product by

entering its

corresponding

Product ID.

Employee should be

able to automatically

view its

corresponding

product name,

product price, and

product quantity.

PASS 05-02-14 05-02-14

Employee selects a

non-existing product

by entering a

Product ID.

Employee should not

be able to

automatically view

its corresponding

product name,

product price, and

product quantity.

PASS 05-02-14 05-02-14

Purchase Number

Input

Employee inputs

the number of

customer

purchases that is

less than or equal

to the number of

product quantities

available in the

inventory

database.

Employee should

be able to

successfully

update the

product quantity.

FAIL 08-02-14 13-02-14

Employee inputs the

number of customer

purchases that is

greater than the

number of product

quantities available

in the inventory

database.

Employee should not

be able to

successfully update

the product quantity.

FAIL 08-02-14 13-02-14

Add Receipt Item

Employee adds the

purchased item to

the list of purchased

products.

Employee should be

able to add the

product to the

receipt along with its

product name,

product price,

number of

purchases, and total

price..

FAIL 15-02-14 16-02-14

Remove Receipt

Item

Employee selects

the added purchased

item and removes it.

Employee should be

able to delete the

purchased product

from the receipt.

PASS 15-02-14 15-02-14

Print Receipt

Employee selects a

printer and prints

the receipt being

previewed.

Employee should be

able to use a printer

and print the receipt.

FAIL 23-02-14 27-02-14

Cash

Computations

Employee inputs

the amount

received from the

customer that is

greater than or

equal to the total

price.

Employee should

be able to

automatically

compute the

change and the

value-added tax.

PASS 15-02-14 15-02-14

Employee inputs the

amount received

from the customer

that is less than the

total price.

Employee should not

be able to

automatically

compute the change

and the value-added

tax.

PASS 15-02-14 15-02-14

Save Receipt

Employee saves the

purchase history as

well as the products

purchased (product

information

included) along with

its cash calculations

Employee should be

able to save the

receipt information

and the receipt

details in the

database and

generate a receipt

preview.

FAIL 16-02-14 23-02-14

Display Employee

Attendance

Employees login to

their respective

accounts as well as

logout once they are

finished.


be able to view

employee clock-ins

and clock-outs with

their respective

dates.

FAIL 01-03-14 03-03-14

Display Company

Sales Report

Employees must

save the receipts

after every customer

purchase

transaction.

Both Administrator

and Employee

should be able to

display the

company’s total

sales, expenses, and

revenues.

FAIL 04-03-14 06-03-14

Table 3.0: Test Cases

Chapter 7: SYSTEM IMPLEMENTATION PLAN

(RESOURCE REQUIREMENTS)• 7.1 HARDWARE REQUIREMENTS

i. Any PC, Desktop, or Laptop with pre-installed Visual Basic and Microsoft Access applications.

ii. Printer

• 7.2 SOFTWARE REQUIREMENTSi. Visual Basic 2012 Express Edition for Windows Desktopii. Microsoft Access 2007/Microsoft Office Access 2010iii. Windows 7/Windows 8 Operating System

• 7.3 HUMAN RESOURCE REQUIREMENTSi. Employees – cashiersii. Administrator – senior management official/senior

human resource official

Chapter 8: GANTT CHART

Week 1 (6 - 11) Week 2 (12 - 18) Week 3 (19 - 25) Week 4 (26 - 31) Week 1 (1 - 8) Week 2 (9 - 15) Week 3 (16 - 22) Week 4 (23 - 28) Week 1 (1 - 8) Week 2 (9 - 15) Week 3 (16 - 22)1 Requirements Gathering and Definition

1.1 Desk Reseach1.2 Defining Objectives1.3 Determing the Significance1.4 Assessing the Scope and Limitations1.5 Survey

2 Designing and Building the Prototype2.1 Creating Database Tables and Relationships2.2 Connecting Database Servers2.3 Creating Process Diagrams2.4 System Coding2.5 System Trappings

3 Evaluation of the System3.1 Testing of the Prototype3.2 Review of the Documentation

4 Refinement of the Prototype4.1 Reassessing the System4.2 Addition of Trappings4.3 Revision of the Documentation

WBS Task Name January February March2014

Figure 7.0: GANTT CHART

point of sales system

Software