EJN Poultry Supply Management System

Bazarte, Dexter

Pacis, Drake Wydn E.

Pranada, Christine

Sagao, Timothy Jay P.

Uao, Raffy D.

Date

February 2022
 Chapter I

INTRODUCTION

1.1 Historical Background

Since the establishment construct in November 2000 in Barangay Pasong Putik

Quezon City, it is a Family KTV Bar which lasted for almost 19 years. The owner of EJN

Poultry Supply reconstruct and renovate the small shop in August 09, 2019. The products

that they sell comes up with the accessories, foods, and medicines that is essential for

peoples loved ones.

Eduardo Catalan Sr. pass it to his son, Eduardo Catalan Jr. to manage the

establishment since the Family KTV Bar is experiencing bankruptcy. EJN Poultry

Supply is well maintained shop and very accommodating to all.

List of Products:

1. Dog Foods

2. Cat Foods

3. Poultry Foods

4. Veterinary Medicine

5. Dog Accessories

6. Cages
 7. Poultry Accessories

List of Suppliers:

1. Jeycery Trading Corporation – 8 Campanula, Project 8, Quezon City, Metro

Manila

2. Aldec Poultry Supply - PKG 5 BLK 39 Lot 17 Langit Rd, Bagong Silang, Phase

4, Caloocan, 1428 Metro Manila

1.2 Organizational Chart

1.2.1 Company as a whole

1.3 Organizational Chart

1.3.1 Company as a whole

Eduardo Catalan Sr.

Owner of the Establishment

Eduardo Catalan Jr.

Owner of the Business

Joerie Villaruel Ian Caras

Store Clerk Store Clerk
1.3.2 Division under Study

Eduardo Catalan Jr.

Owner of the Business

Joerie Villaruel Ian Caras

Store Clerk Store Clerk

1.4 Statement of the Problem

Problem 1: Traditional way of Inventory Checking.

Document Involved:

Pen and Paper – Helps to list the stocks that are lacking, has stocks, and less

stocks in a day.

Scenario:

After the store is close, the store clerk manually checked all the stocks and will

write down in a piece of paper so that by the end of the week they will give it to the

owner to re-stock.The piece of paper might get ripped, get wet or even lost.

Cause:
  They do not have a record of the stocks, usually the record are in a piece

of paper where it is vulnerable to get wet or even get ripped.

Impact:

 To check again the stocks manually.

Quantification:

Breakdown: Consumed time for checking

The time consumes after the business is closed are:

Task Minutes of Computing

Checking the inventory 30 minutes

It is roughly 30 minutes of extra task after the business hours close in a day.

Problem 2: Duplication of the record in the record book

 In the duplication of the record, this is the main reason why tally of sales in the

record book are not the same as the profit.

Scenario:
 The store usually opens at 7AM up until 7PM. Before opening the shop, they

compute all of the money in the cash register and check if the money is tallied in record

book. For some reason, the income and the list in the record book are not always tallied.

During 3pm to 5pm, there is a lot of customers buying in the shop, sometimes it

has a confusion to the store clerk to write down the items and price of the item in the

record book. Sometimes it may cause a loss of profit in the record book when the

management compute the daily sales. Tallying the record is important so that the owner

knows if he gain or loss profit.

Cause:

 Traditional method of recording of the products

Impact:

 The manager won't know whether or not he made a profit

Problem 3: Difficulty of computing Weekly and Monthly Sales

Scenario:
 Every week, the owner weekly checks the record book to know how much does

the shop gain. They one by one compute and find the dailies of the shop. After that the

owner will summarize all of that by the end of the month by printing the sales report.

Cause:

 The owner of the shop one by one computes and find the daily sales of the shop

Impact:

 More time to spend just by computing the weekly and even monthly sales.

1.4 Scope and Delimitation

This study will focus on monitoring sales, ingoing and outgoing of stocks that the

customer ordered, collecting sales report for a day, weeks and months to make sure that

the management of the system will take less time and more easier to operate the said

business. The study was conducted from the beginning of the 1st Semester and end at the

last semester of S.Y. 2021-2022.

The entities that involved on the study are:

Internal Entities:

 Owner/Manager

 Store Clerk
  System Maintenance

External Entities:

 Supplier

 Customer
 Chapter II

SYSTEM ANALYSIS

2.1 System Name and Background

EJN Poultry Supply is a small business that offers quality and branded Pet food,

veterinary medicine, Poultry foods, and also Pet Accessories. Stocks and other supplies

are in the store itself. All of the documents, sales, and daily sales are manage and written

in a record book.

Daily sales and Inventory System is a combination of the whole process of the

business: from monitoring available stocks and selling all the goods by the store clerk,

buying stocks and supplies from the suppliers, and handling the sales by the owner of the

business to summarize all the report.

Internal entities of the system include from the top most position – owner of the

business, down to the store clerks.

2.2 System Analysis Tools

2.2.1 System Outline

I.Quotation of the project to recommend to the client

1. List of Poultry Products, other products with the indicated prices and stocks

from the database

2. The computation of the prices is based on the Suggest Retail Price.

3. The stocks are manually count and turned it in the system.

4. Add Category based on the product from prices and their brand name.

5. Managing the product based on their prices and stocks.

6. Add image of the product to familiarize the user.

7. Managing sales in a day by day transactions

8. Recording the whole day transaction in the sales report

II. Purchase order of the shop from the supplier

1. The owner of the business contact the supplier if the shop run out of stock that

will monitored in the system

2. Order transaction can be made by contacting the supplier. Once the supplier

contacted and order the needs of the shop, the order will deliver in the shop on

or before 2-5 days working hours.

III. Daily Reports

1. All of the stocks, purchases and the sales are in the report

2. Stocks will reduce once it is purchased.

3. Prices and stocks are volatile, it will change once the working hour is

done.
2.3 System Flowchart

REFER TO INDEX A

Task Name Nov 2021 Dec 2021 Jan 2022 Feb 2022

1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4

W W W W W W W W W WW W W W W W

Planning

Specification

Architecture

Detail Design

Development

Testing and

QA

Maintenance

Documentation

2.4 Grid Chart

2.5 Context Diagram

REFER TO INDEX B

2.6 Data Flow Diagram

REFER TO INDEX C
2.7 Data Dictionary

Categories

Field Name Field Type Field Length Decimal Format Description

Id Int 11 0 10(11) Category id

Name Varchar 60 0 X(60) Category

name
 Media

Field Name Filed Type Field Length Decimal Format Description

Id Int 11 0 10(11) Media id

file_name Varchar 255 0 X(255) File name

file_type Varchar 100 0 X(100) File type

 Products

Field Name FieldType Field Length Decimal Format Description

Id Int 11 0 10(11) Product id

Name Varchar 255 0 X(255) Product name

Quantity Varchar 50 0 X(50) Quantity

buy_price Decimal 25,2 2 00.00 Product buying price

sale_price Decimal 25,2 2 00.00 Product Selling price

categorie_id Int 11 0 10(11) Products category id

media_id Int 11 0 0 Products image id

Date Datetime 8 0 Mm/dd/yy Date when products

are purchased
 Sales

Field Name Field Type Field Length Decimal Format Description

Id Int 11 0 10(11) Sales Id

product_id Int 11 0 10(11) Sales product id

Qty Int 11 0 10(11) Sales quantity

Price Decimal 25 2 $00.00 Sales price

Date Datetime 8 0 Mm/dd/yy Sales date and

time
 Users

Field Name Field Type Field Length Decimal Format Description

Id Int 11 0 10(11) User id

Name Varchar 60 0 X(60) Users “name”

Username Varchar 50 0 X(50) Users “username”

Password Varchar 255 0 X(255) Users “password”

user_level Int 11 0 10(11) Users ”user level”

Image Varchar 255 0 0 Users “Image”(photo)

2.8 User Requirements

Personnel:

Manager

- Head of the shop

- Monitoring and controlling expenses and budgets

- Manage data in spreadsheets and reports

- Track stocks of Store supplies

- Help maintain the budget plan

System Maintenance

- Performing preventative maintenance.

- Handling basic repairs and maintenance.

- Conducting routine inspections of premises and equipment.

Staff

- Negotiating with the customer

- Collecting payment of the customer

- Recording the sales

Existing Computer Specifications:

No. of personal computer (for business use): 1

Hardware Specifications (Ryzen 3 21000ge

Processor3.2GHz

AMD Vega 8 Graphics

Biostar A320

Memory: 8.00 GB ddr4 ram 3200mgz

Storage: 120gb Solid State Drive Sata

Software Specifications Platform: Windows 10 Pro running

on 64-bitoperating system, x64-based

processor

Web Browser: Google Chrome,

MicrosoftEdge, Internet Explorer

Network: PLDT HOME Fiber

25Mbps

Personnel Requirements Any personnel who are computer

literate.
 Chapter III

GENERAL DESIGN

3.1 General Objectives

The study's main goals are to come up with a method that is trustworthy, efficient,

and an accurate view of inventory to guarantee fulfillment of customer orders, reduce

shipment turnaround times, and minimize stock outs, oversells and markdowns. The

tracking of goods from producers to warehouses and from these facilities to a point of

sale is an important part of the supply chain when it comes to inventory management, the

main objective of EJN Poultry is to ensure that the proper items are available when they

need to be there, improve their ways of transaction and enhance their inventory process.

3.1.1 Specific Objectives

1. Design a user -friendly inventory system for the owner, cashier to understand clearly

2. Track and update the inventory of EJN Poultry Supply accurately to prevent errors and

loses.

3. Provide a daily, weekly, monthly sales report that is based in the transaction history of

the system.
4. Design, develop and implement a maintenance module that will handle the files, and

transaction reports of the business

5. Purchasing inventory: Items that are ready to sell are purchased and delivered to the

point of sale or to the warehouse.

3.3 Presentation of Alternatives

3.3.1 Alternative No. 1: Using Excel

Using excel as an alternative will help the management to input all the records,

price, number of stocks and calculate the profit day by day, but for some reason it is

surely a hassle work for everyday business hours because you will input the data day by

day and track the record sales.

Our system will assist the management because with just 1 click away, you can

see the possible stocks, to make sure it is not doubled input and track the sales daily,

weekly, and monthly.

3.3.2Alternative No. 2: Using LibreOfice

 Just like Microsoft Office, LibreOffice is a free open source software. This

software has a word, PowerPoint, excel etc. For some reason, it is manually inputted in

the software and it will take more time to input the possible data

3.3.1.1 System Flowchart (Stand Alone Set-up)

REFER TO INDEX F

3.3.1.2 Physical Elements

3.3.1.2.1 Network Layout

REFER TO INDEX D
 III.3.1.2.2 Database/Tables(Stand Alone Set-up)

User

Field Name Field Type Size Decimal

Name Alphanumeric 60 0

Username Alphanumeric 50 0

Password Alphanumeric 255 0

User Level Numeric 11 0

Image Alphanumeric 255 0

Status Numeric 1 0
 Sales

Field Name Field type Size Decimal

Id Numeric 11 0

Product ID Numeric 11 0

Quantity Numeric 11 0

Price Numeric 25 2

Date Numeric 9 0
 Products

Field Name Field type Size Decimal

Id Numeric 11 0

Name Alphanumeric 255 0

Quantity Alphanumeric 50 0

Buy Price Numeric 25 2

Sale Price Numeric 25 2

Categories Id Numeric 11 0

Media Numeric 11 0

Date Numeric 9 0
 User Group

Field Name Field Type Size Decimal

Id Numeric 11 0

Group Name Alphanumeric 150 0

Group Level Numeric 11 0

Group Status Numeric 11 0

 Categories

Field Name Field Type Size Decimal

ID Numeric 11 0

Name Alphanumeric 60 0
 Media

Field Name Field Type Size Decimal

Id Numeric 30 0

File name Alphanumeric 255 0

File type Alphanumeric 100 0

3.3.1.2.3 Reports (Stand Alone Set-up)

The following are the reports generated by the proposed system:

 Daily Report –every product that are entering, consumed, and what's left in the

inventory that day is listed. Also the fund that enters and spent are also recorded

to get the right total

 Monthly Inventory Report – each month every product is recorded in the

inventory, how much were sold and how much were in stock.

 Summary Contract Report – report or summary of a particular project done. This

includes all the supplies consumed and the cost of the materials, labor and

installation fee and the actual net profit. This report can only be generated by the

Executive Assistant or the GM.

The following are the forms generated by the proposed system:

 The cost and stocks are checked for individual customers, contracts, or supplies,

and to get a sense of how much money the contract generates and use. This helps

the owner manage the earnings productively.

3.3.1.2.4 Manual Process (Stand Alone Set-up)

 Signed by the owner for verification

 Stocks are physically examined

 Stocks are tallied using pen and paper

3.3.1.3 Requirement Definition.

Requirement Definition (Standalone Set-up)

ITEMS REQUIRE EXISTING NEEDED

Hardware

 Personal Computer Definition

1 0 1
Ryzen 3 21000ge

Processor3.2GHz

AMD Vega 8 Graphics

Biostar A320

Memory: 8.00 GB ddr4 ram 3200mgz

Storage: 120gb Solid State Drive Sata

Dell D1918H Monitor (18.5-inch 1366 x 768, TFT With

LED Back Light, Twisted Nematic)

 Software 1 0 1

Windows 10 Pro running on 64-bitoperating system,

x64-based processor

Back-up
1 0 1
Western Digital WD Blue 2TB - PC HardDrive

7200RPM Class, SATA 6 Gb/s, 256 MB Cache, 3.5" -

WD20EZBX 1

0 1

  Printer

Canon Pixma TS207 Inkjet Single Function Printer

3.3.1.4 Cost and Benefits Analysis. (Stand Alone Setup)

COSTS 
ITEMS COSTS
ONE TIME COST

Hardware PHP
 (1) Personal Computer 15,245,00
(Ryzen 3 21000ge

Processor3.2GHz

AMD Vega 8 Graphics

Biostar A320

Memory: 8.00 GB ddr4 ram 3200mgz

PHP
Storage: 120gb Solid State Drive Sata
5,449.99

Dell D1918H Monitor (18.5-inch 1366 x 768, TFT With LED Back Light, Twisted

Nematic) PHP
1,900.00

Software

Windows 10 Pro running on 64-bitoperating system, x64-based processor

PHP
2,136.00

Back-Up

 Western Digital WD Blue 1TB - PC HardDrive 7200RPM Class, SATA 6

Gb/s, 256 MB Cache, 3.5" - WD20EZBX

Printer
 Canon Pixma TS207 Inkjet Single Function Printer
TOTAL ONE TIME COST PHP
24,730.00
RECURRING COST

Maintenance
 I.T. Personnel for Monthly Maintenance (1) (PHP 2,000.00 each) PHP
 Money Allotted for Computer Problems (Both Hardware and Software) 2,000.00
(PHP 2,000.00 each) PHP
2,000.00

Employee Cost
 Store Clerk/Admin (PHP 400.00/day) PHP
 Store Clerk (PHP 300.00/day) 12,000.00
PHP
Electricity Cost 9,000.00
 Monthly Cost of Computers and printer only(100-120 kilowatts/month)

Printer Cost
 Canon Pixma TS207 Inkjet Single Function Printer Ink
PHP
1,000.00

PHP
1,077.00

TOTAL RECURRING COST PHP

27,077.00
TOTAL COSTS PHP
51,807.00
BENEFITS
ITEMS COSTS
11.1% of the employee cost can be save PHP 27,927.00
Cost for over stocking PHP 15,000.00
Monitored Expiration of Product PHP 12,00.00
Paper work cost PHP 2,000.00

TOTAL SAVINGS PHP 56,927.00

Payback period = Total cost / Total Savings
  =  PHP 51.807.00 / PHP  56,927.00
  = 0.910 per year
3.3.1.6 Tangible and Intangible Benefits (Stand Alone Set-up)

 With solid inventory management, you know what’s in stock and order only the

amount of inventory you need to meet demand.

 Inventory management helps track what’s in stock and what’s on backorder, so

you don’t oversell products.

 Better planning and management helps a business minimize the number of days, if

any, that an item is out of stock and avoid carrying too much inventory.

 With inventory tracking and stock control, you can also easily spot sales trends or

track recalled products.

 A better understanding of both availability and demand leads to higher inventory

turnover, which leads to greater profits.

 Customers that receive what they order on time are more loyal.
3.3.1.7 Graphical User Interface (Stand Alone Set-up)

Login Page
Dashboard
User Management
Categories
Media Files
Products (Manage Products)
Sales (Manage Sales)
Sales (Add Sales)
Sales report (Sales by dates)
Daily Sales
Monthly Sales
Profile
Profile Settings
 Chapter IV

DIFFERENT DIAGRAMS

4.1 Context Diagram

REFER TO INDEX B.

4.2 Use Case Diagram

REFER TO INDEX G.

4.3 Class Diagram

REFER TO INDEX H.

4.4 Flowchart Diagram

REFER TO INDEX F.

4.5 Interaction Diagram

4.5.1 Sequence Diagram

REFER TO INDEX I.

4.5.2 Collaboration Diagram

REFER TO INDEX K.

4.6 State Diagram

REFER TO INDEX J.
4.7 Activity Diagram

REFER TO INDEX L.

4.8 Physical Diagrams

4.8.1 Component Diagram

REFER TO INDEX M.

4.8.2 Deployment Diagram

REFER TO INDEX N.

4.9 Test Case Template

4.1.1 Test Script

REFER TO INDEX O.
 4.1.2 Data Dictionary

Categories

Field Name Field Type Field Length Decimal Format Description

Id Int 11 0 10(11) Category id

Name Varchar 60 0 X(60) Category name

 Media

Field Name Filed Type Field Length Decimal Format Description

Id Int 11 0 10(11) Media id

file_name Varchar 255 0 X(255) File name

file_type Varchar 100 0 X(100) File type

 Products

Field Name FieldType Field Length Decimal Format Description

Id Int 11 0 10(11) Product id

Name Varchar 255 0 X(255) Product name

Quantity Varchar 50 0 X(50) Quantity

buy_price Decimal 25,2 2 00.00 Product buying

price

sale_price Decimal 25,2 2 00.00 Product Selling

price

categorie_id Int 11 0 10(11) Products

category id

media_id Int 11 0 0 Products image

id

Date Datetime 8 0 Mm/dd/yy Date when

products are

purchased
 Users

Field Name Field Type Field Length Decimal Format Description

Id Int 11 0 10(11) User id

Name Varchar 60 0 X(60) Users “name”

Username Varchar 50 0 X(50) Users “username”

Password Varchar 255 0 X(255) Users “password”

user_level Int 11 0 10(11) Users ”user level”

Image Varchar 255 0 0 Users

“Image”(photo)
 Sales

Field Name Field Type Field Length Decimal Format Description

Id Int 11 0 10(11) Sales Id

product_id Int 11 0 10(11) Sales product id

Qty Int 11 0 10(11) Sales quantity

Price Decimal 25 2 $00.00 Sales price

Date Datetime 8 0 Mm/dd/yy Sales date and

time
 Chapter V

SUMMARY, CONCLUSION, AND RECOMMENDATION

5.1 Summary

Some organizations continue to handle their inventory the old way, by manually

registering their products on paper. It is a time-consuming process that may possibly

result in additional issues. The conversion of the existing manual process system to a

computerized system reduces the time it takes to process the inventory of poultry supply.

It can provide reliable data when creating reports.

The data that has been collected by the proponents through the interviews and

observations that were conducted are summarized below:

 The proponents have discovered that there is no data security and data integrity in

their existing system.

 The Supply Staff is having a hard time in updating the inventory records of the

poultry.

 It is time consuming in tracking and generating report.

5.2 Conclusion
No matter how efficient a software system is, there is always opportunity for

improvement. The crucial thing is that the system is adaptable enough to accommodate

future changes. Every attempt has been taken to meet all user needs and make it as user-

friendly as possible.

Overall, the inventory management system helps in controlling the inventory and the

analysis of the demand product. It is the hope of the EJN Poultry supply inventory

Management system that both the admin and the end- user gain an efficient and effective

performance for inventory management system.

5.3 Recommendation

1. Items sort in monthly weekly and daily basis.

2. General Dashboard that can filtered or sort.

3. Sorting of products to least sales and highest sales.

 INDEX A.

Current System Flowchart: For Inventory

Current System: For Sale and Stock
 INDEX B.

Context Diagram
 INDEX C.

Dataflow Diagram
 INDEX D.

Network Layout

Internet

Network/
Router

Computer
 INDEX F.

Web-based Application Flowchart (Stand Alone Set-up)

Personal
Computer
 INDEX G.

Use Case Diagram Proposed System

 INDEX H.

Class Diagram
 INDEX I.

Proposed Sequence Diagram

 INDEX J.

Proposed State Diagram

 INDEX K.

Proposed Collaboration Diagram

 INDEX L.

Activity Diagram
 INDEX M.

Component Diagram
 INDEX N.

Deployment Diagram
 INDEX O.

Test Script For Login

Direct to the
dashboard

Incorrect username
and password

Incorrect username
and password

Incorrect username
and password

Not Applicable

Not Applicable

Not Applicable

Not Applicable

Direct to the main

form if username and
password are correct
Not Applicable

Not Applicable

Not Applicable
 Test Script for Managing User

Transaction Expected Result Actual Result Remarks

Ask for Access Level, Last Name,

1. Add First Name and Middle Initial of Input all the required fields
the new user

2. Null Access Level Display “All fields are required” Can’t be blank required field

4. Null name Display “All fields are required” Username can’t be blank

Save the information of new

5. Save New user has been created
user

6. Cancel Disregard the information Not applicable

7. Edit (no selected Display “ Please select record to

 Update user account
record) update”

8. Edit ( with selected Allow editing of user

From Dexxx to Dexxx11
record) information

9. Delete(no selected Display “ Please select record to

 Not applicable
record) delete”
10. Delete ( with Ask if you will surely delete the From action section click “x”
selected record) record, delete if yes button to remove the record

To proceed to main form

11. Back Go back to main form select dashboard from the
left side
REFERENCES

https://www.profitableventure.com/advantages-disadvantages-inventory-management/
https://smallbusiness.chron.com/advantages-disadvantages-computerized-accounting-
4911.html
https://www.netsuite.com/portal/resource/articles/inventory-management/inventory-
management-benefits.shtml
https://www.netsuite.com/portal/resource/articles/inventory-management/inventory-
management-benefits.shtml
https://prezi.com/p/c9wxm7i2ikcp/surewin-poultry-supply-pos-and-inventory-system/?
fbclid=IwAR0FnedbhHFodpPg1KSABkOhHR-
RgpormIz97OpsXSdo1Fz7chiOQyHaI0M
https://hiring.monster.com/resources/job-descriptions/management/manager/
https://www.indeed.com/career-advice/career-development/responsibilities-of-a-manager