1. *

2. Introduction
Technology advancement is widely scattered
around the world. Many of the companies are now using
technologies to enhance their work and to improve their
business transactions. Most of the business establishments
are using computers and printers.
At this time, one of the companies that features a wide
variety of printing goods is the DanPro Ink Masters. The company
sells ink and modern laser printers since 2007.
The company has encountered problems with regards to
their sales and inventory system Thus, the proponent’s primary
aim is to give a proposal that would present the sales and
inventory system in compliance to the need of the company.

3. The Organization
The DanPro Ink Masters is a business that sells printer
and ink. Danpro is a total ink Solutions Company geared
towards providing premium quality bulk ink and
continuous ink supply systems.
It was formally conceived on the 15th September, 2007
to serve the immediate public demand for high quality
inks, which at the same time, are much reasonably priced
than genuine printer ink cartridges. DanPro now also cater
to certain parts of Luzon and Visayas regions.

4. Activity Diagram for the Inventory in the Current System

5. Activity Diagram for the Inventory in the Current System

6. Activity Diagram for the Sales in the Current System

7. Activity Diagram for the returned items in the Current System

8. Context Level Data Flow Diagram of the Current System

9. Level 0 Data Flow Diagram for the sales of the Current System

10. Level 0 Data Flow Diagram for the inventory of the Current System

11. Level 0 Data Flow Diagram for the returned items of the Current System

12. Problems/Opportunity Definition
Problem Opportunities Cause(s) Effect(s)
To create a system that The customer The customer may
Performance
is fast in transferring may become leave and this may
and releasing of annoyed of cause profit loss to
Information information. waiting. the company.
There is a redundancy of To create a system Inaccurate of Slow transactions and
data and can’t produce That can automatically presenting data inaccurate details.
exact information. identify if there is because of
repetition of data. replication of
information.
Control
The system is not fully Implement security Less security Unauthorized
secured. checks like user-level measures of the personnel might
accounts with password. system. manipulate the
records and important
data might be lost.
Efficiency
It takes time to locate Create a feature in our Lack of providing Delay in providing the
multiple sets of data. system that functionalities. information about the
automatically locates availability of the
multiple sets of data. item.
Service
Parts of the system are not To create a system that Slow process in Delay of providing
coordinated with each is more organize with delivering request service to the
other which results to each other. information. customer.
delay in providing the
requested service.

13. FUNCTIONAL REQUIREMENTS
Based on Problems/Opportunity definition, the
company faces problems that the company might
overlook. With this, the proponents propose to develop
an information system to help the company improved
their current system. The information system will have
the following functionalities such that users of the
system will have easy access and manipulate to the
data:

14. Sales and Inventory System
Inventory
1. Viewing and Searching Items
a. This will be used to retrieve the records
going in the inventory
b. The following data are necessary:
i. Item Name
ii. Item Code
iii. Item Quantity
iv. Item Model
v. Price

15. 2. Add items
a. This will be used in adding items in the
inventory
b. The following data are necessary:
i. Item Code
ii. Item Name
iii. Item Model
iv. Item Quantity
v. Price

16. 3. Update Items
a. This will used to update the record items
b. The following data are necessary:
i. Item Name
ii. Item Model
iii. Price
4. Stocks
a. This will be used to view all available items
b. The following data are necessary:
i. Item Code
ii. Item Name
iii. Item Quantity
iv. Item Model
v. Price

17. Purchase Order
a. This is used to list the stocks in order to
purchase to the supplier
b. The following data are necessary:
i. PO Number
ii. PO Date
iii. Supplier
iv. Item Name
v. Item Quantity
vi. Unit
vii. Price
viii. Subtotal
ix. Total
x. Issued by

18. List of Purchased Orders
a. This will be used to view all the purchase
orders
b. The following data are necessary:
i. PO Number
ii. PO Date
iii. Item Name
iv. Item Quantity
v. Unit
vi. Price
vii. Total

19. Receiving of Stocks
a) The system should record the stocks that were
delivered to the store. It should update the
quantity of an item based on the quantity
delivered by the supplier
b) The following data are necessary:
vi. PO Number
vii. Date Delivered
viii. Delivery Receipt Number
ix. Supplier Name
x. Item Name
xi. Quantity of items delivered
xii. Item’s price
xiii. Total
xiv. Received by

20. Sales
a. The system should deduct to the current
quantity of items in the inventory of
items
b. The following data are necessary:
i. Date
ii. Product Name
iii. Quantity
iv. Unit
v. Price
vi. Subtotal
vii. Total
viii. Issued by

21. Inquire Item Availability
a. The management can view the
product in the system if the product
is available or not.
i. Product Code
ii. Product Description
iii. Total Price

22. Stock Withdrawal
a. This will be used for returning of defective
items that were purchased by a customer.
b. Before an item can be returned, the customer
must show the purchased item and receipt that
was given to him/her during the transaction
and state why he/she will return those items.
c. The following data are necessary:
i. Item Number
ii. Date Purchased
iii. Name of items to be returned/replaced
iv. Quantity of items to be
returned/replaced
v. Date Replaced
vi. Price per item and total price of the
items that will be returned/ replaced.

23. List of Returned Items
a) The user can view all returned
defective items
b) The following data are necessary:
i. Returned Details Number
ii. Item Code
iii. Item Quantity
iv. Price
v. Remarks
vi. Product Returned Number

24. Reports
1. Inventory Report
a. The Inventory Reports should contain
the following data.
i. Item Code
ii. Item Name
iii. Item Quantity
iv. Unit
v. Price
vi. Supplier Name
vii. Date and Time generated

25. 2. Sales Report
a. The Sales Report should contain the
following data.
i. Item Code
ii. Item Quantity
iii. Unit
iv. Price
v. Date
vi. Date and Time generated

26. System Security
1. User log-in
a. This will be used by the authorized user
to enter the sales and inventory system.
Every user has their own access in a
specific module.
b. The following data will be needed:
i. Username
ii. Password

27. Use Case Diagram

28. Feasible Alternatives
Alternative Solutions
Feasibility Alternatives provides help to conduct a
possible solution to the study. It gives some possible
alternatives solutions in the current
problems/opportunities that business encountered.

29. 1. Create new sales and inventory system and
apply system security.
With this solution, the company should make a
sales and inventory software that helps them in
the process of sales and inventory system. It gives
assurance to the company that their files will be
secure from unauthorized persons because the
system contains a security that will prevent
unauthorized person to access the files without
permission.

30. 2. Purchase a commercial Sales and Inventory
system.
With this solution the company will purchase
commercial sales and inventory software that helps
them in their inventory processing. One of the
disadvantages of this solution is that it needs
money. Commercial inventory software is quite
expensive.

31. Operational Feasibility
Alternative 1:
One of the alternatives solutions is to create sales and inventory
system and has features on applying a system security. If the company
will apply the propose system to them.
The current system of the company is less secure, has limitation in
storing and presenting information and it makes the performance
slow. But through this proposed system, their current flow of
transactions will be change and it will give them better in their
process of transaction. And also, the users can easily identify the
items because the system has detailed information about the
specified item(s).

32. Alternative 2:
Another Alternative solution, If the company wants
to purchase a commercial sales and inventory system,
the company must know and learn how to use the
purchased system through tutorials on how the it works
and how to use it. They may refer in the internet some
guidelines about this software.
In this case, it will take much time to learn about the
software that will affect the process of transactions.
The implementation of this consumes time because the
system is new to the user.

33. Technological Feasibility
Alternative 1
In this alternative solution, the proposed project
will be using a computer. Through computer, they
just only install the proposed system and have a high
memory capacity and can cater applications that
have a large amount of memory.
Alternative 2
In this alternative solution, if the company
decided to purchase commercial sales and inventory
system, the company can readily comply and
implement the system because the device that
company is currently using can meet the minimum
requirements needed.

34. Economic Feasibility
The estimated annual maintenance cost of the company
The estimated benefits from using the system

35. Alternative 1

36. Alternative 2

37. Schedule Feasibility
Alternative 1
Alternative 2

38. Feasibility Analysis Matrix
Feasibility Criteria Weight Candidate 1 Candidate 2
Functionality. A description of what
degree the candidate would benefit Fully supports user required Supports member services
the organization and how well the
functionalities requirements and current
system would work.
Political. A description of well business processes
received this solution would be from 30%
user management, user, and
organization perspective.
Score 100 Score 80
Technical Feasibility
Technology. An assessment of the The company will provide the Hiring trainers for the use and
maturity, availability, and desirability
of the computer technology needed to needed technology for the maintenance of the
support these candidates. implementing the proposed software will be essential
30%
Expertise. An assessment of the system. though.
technical expertise needed to
develop, operate, and maintain the
candidate system
Score: 90 Score: 75
Economic Feasibility
Cost of development. -approximately 30,150 -approximately 80,150
30%
Payback Period
Net Present Value -approximately 5 years -approximately 5 years
-approximately 44,406.56 -approximately -5,593.44
Score: 90 Score: 80
Schedule Feasibility
5-8 months Less than 3 months
An assessment of how long the 10%
solution will take to design and
implement Score 75 Score 80
Ranking 100%
88.75 78.75

39. Scope and Delimitation
•The study will focus only in the development and implementation of the
Sales Inventory System which will be conducted and implemented at
DanPro Ink Master.
•The proposed system will cover all the interactions between the
accounting department and the client specifically the updating of the sales
and the management of the stocks.
•The system can store, update, view the current stocks of the company
and can also generate a list of available item.
•For sales management, the system can inquire item availability, create
new order item, and provide sales report.
•For the sales, the system can automatically compute the total sales of the
company which will be used to manage the stocks. This system does not
involve the use of credit cards during transactions.

40. The Proposed System
Based on the interviews conducted to the
company, the proponents will propose a sales and
inventory system that fits the company’s needs. This
system may help them to monitor their stocks and the
sales and inventory reports. Only the authorized use
can add, view, update and delete the items in the
system.

41. Statement of Purpose of the New System
General Objective
The proponent’s general objective is to develop
a sales and inventory of the DanPro Ink Master with
system security features.

42. Specific Objectives
•To be able to develop sales and inventory system
that can generate monthly sales and inventory
report.
•To be able to develop a secured sales and inventory
system by allowing to access only the authorized user.
•To be able develop a less inconsistent in sales and
inventory transactions.

43. Physical Data Flow Diagram

44. Activity Diagram of the Proposed Inventory Management

45. Activity Diagram of the Proposed Sales Management

46. Activity Diagram of the Proposed Returned Items

47. Context Level Data Flow Diagram of the Proposed System

48. Level 0 Data Flow Diagram of the Proposed Sales management

49. Level 0 Data Flow Diagram of the Proposed Inventory Management

50. Level 0 Data Flow Diagram of the Proposed Returned Items

51. Fully Attributed Data Model

52. Project Methodology
Spiral Model