Presented by:

AISHAH BINTI ABDULLAHNUR MARDHATI NABILA BINTI TUKIMATMOHAMAD FAZRIN BIN SAHARUDDINMUHAMAD FADHIL BIN NORRAJI

Minimart Meranti is a small business that provides variable things such as food, snack, toiletries etc.

Located at Arked Meranti, UTM Skudai, Johor Bahru.

Minimart Meranti deals with supplier to determine the number of stocks and dealing with customer and other information necessary concerning the related services.

The system used is named POS Inventory System.

After conducting the interview with the company organization, some problem was identified.◦ Losing some item in stock◦ The information about suppliers was stored using

traditional method that required the employee have to take some time to review it differently on the invoice..

So we took the initiative to study this problem and a method to solve the problem was identified .

To enhance the store's inventory system by computerizing it and minimizing the amount of errors

encountered for the user.

APPENDICESOn Friday, 28th of October, an interview was conducted with the manager of Arked Meranti’s Minimart’s

Manager. Below are the interview questions and answers:

Q : What is the name of the system?A : POS Inventory SystemQ : Since how long have you been using the system?A : Quite recently actually, around the February of this year, so that makes about 9

months.Q : Prior to this system, how did you manage the inventory?A : Before, we’re only using the manual cash register and papers to record the flow of

items.Q : Can you tell us a bit how the system works?A : Of course. The system is actually divided into two; a client at the cashier and a

server at the manager’s room. When stocks come, I (the manager) will scan the barcodes of the stocks to add the number of item into the system’s database.If data (description and pricelist) of the item exists in the database, the amount of item will be simply increased in the database. If there isn’t, however, the system will prompt me with a screen notifying that the item is not in the database and I have to manually key-in the description. A good feature about this system is that it will calculate the selling price of a new item automatically, provided that we specify the amount of benefit we would like to get. The system will also print a monthly report of the store’s inventory, and will print a daily report if prompted to do so.

Q : Do you (or anyone else for that matter) have a difficulty navigating this system at first?A : I wouldn’t say I haven’t. The system is indeed hard to learn for an old-timer like

me, however once I get the gist of it, the system became perfectly easy and better than the previous method we use. Overall, I think the system is pretty easy to learn, at least for the cashier side because we have several student part-timers and they can do their work well once they learn it.

Q : Considering you have part-timers working for you, does the system have any authentication measure or something to make sure that the system is secure?

A : The system will need an ID and password to be accessible, so yes.Q : Is there any problem you would like addressed about this system?A : There is one thing. This actually happened not a long time ago. Say that a

customer bought an item and already paid for it, with the system already recorded the transaction. However, the customer then decided that he want to refund the item. The system cannot handle a refund and what’s done is already done, so it’s going to be hard to handle such situation.

Q : And what did you do to handle that situation earlier?A : There’s nothing we could do, at least by using the system. We simply printed the

receipt and attached it to the daily record book and makes a note about it somewhere when it’s time to calculate the store’s profit/loss.

Q : Thank you for your kind time, sir.A : You’re welcome.

From the interview, two major problems was determined:◦ Current system has no supplier’s menu, and to trace

which items come from where, the manager have to refer to the invoice. It takes time to trace back an item this way as a piece of invoice might be hidden in between a lot of other documents.

◦ Missing items can never be avoided. However, it can be reduced, and such a result can be achieved by the FoC values from buying items in bulks will cover the loss from missing items.

Information stored in the database.◦ Information will be stored in a secure database to prevent

leakage of information to individuals who are not responsible.

Saves time.◦ To find or update the information and company, the time

required to perform the process can be cut short and easy. It is an advantage to this system than previous systems. This system will shorten the time taken by employees of the company to keep the information or record each transaction involving the company's stock.

Company's activities can be monitored easily.◦ Managers can check the sales projection using this system,

so the manager can do the evaluation about the items that contributes higher sales.

CBA

Gantt ChartSDLCPlanningAnalysisDesignImplementation

Project Leader

(Mohamad Fazrin B. Saharuddin)

System Analyst

(Aishah Bt. Abdullah)

System Analyst

(Nur Mardhati Nabila Bt. Tukimat)

System Designer

(Muhamad Fadhil B. Norraji)

PROJECT TEAM MEMBER

0

Point Of Salessystem

Customer StoreManager

Vendor

PaymentManagement Report

Receipt

PurchaseOrder

ReceivedGoods

1

TransformCustomerPurchase

2

UpdateGoods andSold File

3

UpdateInventory

File

4

Update SaleTotal File

6

goods sold amount

Customer

StoreManager

D1

Goods Sold FileD2

Inventory FileD4

Sales Total File

payment

receipt

inventorydata

inventoryamount

formattedinventoryamount

managementreport

sales data

formattedsalestotalamount

ProduceManagement

Reports

sales total

formattedgoodssoldamount

goods sold

5

ProcurementsVendor

goodsamount

receivedgoods

purchaseorder

Procurement process

received goods ReceiveItems

order decision

5.1

ProducePurchase

Order

5.2

D2

inventory file

quantity onhand

quantityreceived

Transform Customer Purchase process

customer purchase

generate receipt

D5

PurchasingTransaction

sales

1.1

sales data

ReceivePayment

1.2

goods sold

Customer

Product

Supplier

Inventory

Sales

items ordered

items sold

purchased

produceby

offeredbyprovided

update items

transactions

Entity Relationship Diagram for POS system

purchasedby

produce

sentmake

retrieve

report

On the system menu, supplier menu was added.◦ To facilitate managers to view a list of suppliers

and goods from the supplier.◦ Manager are allowed to view records incoming and

outgoing goods from which company supplied the items by clicking the search button. If any information is inaccurate, the manager may refer the invoice to be sure.

For the missing item problem, we propose that the shop to use closed-circuit camera system (CCTV) but it expensive and to hire a someone to observe the minimart all day will increase the cost.

Another way to reduce the cost is when make many order from the supplier sometimes get the FoC items. FoC items can be sell to cover the loss due from the missing items.