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Our Lady of Velankanni
Transcript of Our Lady of Velankanni
Owner, Our Lady of Velankanni Drugstore
Faculty Project Advisor:
Mrs. Jasmin H. Almarinez
College of Computer Studies
College of Computer Studies
Don Allen B. Manalo
Reychelle S. Mendoza
Nicolous I. Quisiquisi
Rosemarie M. Sinlao
• Preliminary survey which has yes-no answer to justify the need for the proposed system with minimum respondents of 20.
• Series of interview with the current owner and employee of the drugstore to visualize the problem, business operation and vital features of the proposed system.
• Thinking possible scenarios to create more flexible system design which will easily adapt real-time situation in the drugstore.
Findings from Collected Data
The group based the statistical data collection form the final survey conducted during the final evaluation of the system. Survey consists of six (6) categories namely:
• Functionality (Suitability, Accurateness and
• Reliability (Maturity, Fault Tolerance and
• Usability (Understandability, Learnability,
Operability and Attractiveness)
• Efficiency (Time Behaviour and
Findings from Simulation Output
The user (Ms. Geraldin or Ms. Jane) will log-in to the system using their respective User Id and Password. A menu will appear with icons for Transaction, Maintenance, Inventory, Reports, Help and About. The availability of the icons will depend on the user who log-in the system. The Ms. Jane can only use the Transaction part while the Ms. Geraldin can control all the menus.
For most of the time when the customer arrives in the store. The admin or staff will take order/s from the customer. The item will be searched through the provided search box. Once the item is found enter button should be done to show another window for quantity. The user will ask the customer for the quantity of the item to be ordered and type-in, enter button once again to bring down the order/s in the customer’s cart. Once the transaction is final the user will press F2 which accepts the transaction and will allow the user to type the cash tendered received from the customer. A message will appear if a receipt should be printed. If yes, receipt goes out, if no, customer’s cart will be cleared and ready for next transaction. The product flow can be seen in the Product Ledger.
Point of Sale system is open for return or change of item in the store. Once a customer went back, the user will just press F3 that will display the transactions. For return the user will just search for the transaction (can be transaction ID or Product Name) and use the Delete key while for Change item, search for the product press enter, search for change item, press enter once again and type the quantity for the new item.
Our Lady of Velankkanni Drugstore which located at Lipa st., South City Homes, Sto. Tomas, Biñan City, Laguna was turnover to the latest owner last 2010. The business is a partnership between Ms. Geraldine Hangor and Robert Rosales. Various medicines and necessities are offered by the drugstore to comply with the needs of the customers.
To start the
POS System for
Our Lady of Velankanni Drugstore
Date: February 2014
From the entire operating years of the drugstore, more than a thousand of available items are manually recorded and monitored. As record updates, many factors must be considered in order to adapt the needs of the drugstore operation such as supplier, item and customer transaction information. Due to manual operation, up to dates records are merely impossible to attain. To solve the problem, a group of Information Technology students proposed a system which will automate the operation of the drugstore.
• Collection of raw and statistical data will be based on the softcopies of records, interviews and survey gathered by the group.
• Identifying the actors to be considered and roles the actors perform on drugstore operation.
• Assessing the requirements gathered and needed to comply with the standards of the drugstore such as the compatibility of the hardware and software specifications of the available computer where the system will be implemented.
• Develop a system prototype for preliminary evaluation to gather additional pointers to consider in terms of the system revisions, process and features.
• Re-evaluate the fully developed system to measure the functionality, reliability, usability, efficiency, maitainability and portability during the simulation
• Maintainability (Analyzability, Changeability,
Stability and Testability)
• Portability (Adaptability, Installability,
Conformance and Replaceability)
Additional to the collection of data, updating/checking of records are done on three (3) date categories which are Daily, Monthly and Yearly. As for purchasing of item/s for the drugstore, cash or cheques are the mode of payment.
During the system simulation, the following observations have been noted:
• System has real- time process at the starting point of simulation.
• Perform intended action for atleast after 3 seconds upon clicking a button/ icon.
• Can process data simultaneously but buffers during print preview of receipts and reports.
• System is on Stand By mode if not in use or if the user log-outs but End if the user clicks the close button.
Findings from Simulation Output
There is no simulation output due to time constraints and lack of hardware support likewise with scenarios. Scenarios stated in the presentation are based on final evaluation.
The system also allow discount for the customers. F4 key is provided for discount with two options, Senior Citizen or Special Discount. In senior citizen the user will just encode at least the SC ID and SC name and will automatically compute for 20% of the total gross while in special discount the user will encode at least name and the amount to be deducted from the total gross.
The system can filter the items that are about to expire in the inventory section, specifically in the expired products section. The filtered item will ask the user the quantity of the items that are about to expire together with it the expiration date will be deleted.
The item can be ordered in the in the PO section which allow the user to select the supplier for the PO. Same with the transaction, the user will search for the item and will enter the quantity to be ordered. The user will just save the PO and will print a hard copy or save a pdf file to be delivered to the supplier. The PO can be updated if there some changes to be done.
Once the ordered item is delivered, the item will be received in the Receive PO section. The user will encode the item details one by one regarding the quantity receive, purchase price, expiration and the status of the items. The receive item will reflect in the Product Ledger.
When there is an additional item that is not present in the current PO but it is available in the store record, the user will press add button and search for the product but if there is a new item the user will press the new button and will encode the initial details of the new product.
• Allowing the customer to return item or change and item in F3 will reflect in the stores sales, but with the flexibility of the system. The user can easily determine the product flow and current status. This scenario can only be done with 24 hrs due.
• When giving discount, the user will no longer use a log book for the senior citizen detail for it is already available in the system.
• Among all scenarios. Scenario 8 will start the record for any new product, which means any mistake in the encoding will reflect in the initial records.
• Scenario 3 can only be done with the same date the product was purchased.
• Scenario 4 should only be final when the name and id is encoded (senior) or name and discounted amount final(special)
• In Scenario 6, specifically in updating PO. It is recommended to press update button to save the changes in the current PO. When power failure occurs and the PO is not updated, the user will create the PO once again.
• The Scenario 8 should be done in a process. Once a new item is delivered it is necessary to save the new item delivered before saving the other item that are part of the current PO.
• Regardless of what is the purpose of the user in logging in the system, it is recommended to log-out the system to create a back-up for the data. It will secure the information when data corruption occurs.