ABSTRACT
This project work termed “Design and implementation of computerized stock out awareness system” is aimed providing greater efficiency, accuracy and speed in all their processing operation, good public relations and improve services to users. The software was designed to eliminate the problems found in the existing system which includes: Poor information circulation leads to loss of customers, as the customers may be unaware of changes effected or if they could not obtain most of the time, the quantity of products they need, it takes a long time to process transactions and this leads to delay in the delivery of the products, mistakes are made in the invoice given to customers, and difficulty in determining when the branch is running out of stock. The method of data collection used were primary and secondary collection. The methodology used is Structured System Analysis and Design Methodology (SSADM) because each phase must be complete in its entirety before the next phase can begin. The choice of language adopted is Visual Basic programming language due to the flexibility they provide. The software was tested with windows 10. The result achieved is firstly, a better service that speed-up marketing information, and ensures data security by restricting access to the program and to the database, experience an accurate information to marketing decision makers, enable stress-free system for staff to easily document marketing information, and also ensure data security by restricting access to the program and to the database. Secondly, a system where information and output report will be produced much faster, more accurately and more detailed to the management of Nigeria Brewery Aba. In summary, the project work was aimed at developing a Software that will help to document and store marketing information, and also allows users to print-out the hard-copy of the report.
TABLE OF CONTENT
Title Page
Certification i
Approval Page ii
Dedication iii
Acknowledgement iv
Abstract v
Table of Content vii
CHAPTER ONE
- Introduction 1
1.1 Background of Study 1
1.2 Statement of the Problems 2
1.3 Aim and Objectives of the Study 2
1.4 Significance of Study 3
1.5 Scope of the Study 3
1.6 Limitations of Study 4
1.7 Definition of Terms 5
CHAPTER TWO
2.0 Literature Review 7
CHAPTER THREE
3.1 Methodology 13
3.2 System Analysis 18
3.3 Data Collection 19
3.4 Organization and its environment 21
3.5 Problems of the Present System 26
3.6 The Proposed System 26
3.7 High Level Model of the Proposed System 26
CHAPTER FOUR
4.0 System Design 28
4.1 Objectives Of The New System 28
4.2 Dataflow Diagram of the New System 28
4.3 Database Specification 31
4.4 Program Module Specification 32
4.5 Input and Output Specification 34
4.6 Algorithms 36
4.7 System Flowchart 37
4.8 Program Flowchart 38
4.9. Data Dictionary 43
4.10 Choice of Programming Language Platform 44
CHAPTER FIVE
5.0 System Implementation and Documentation 45
5.1 System Implementation 45
5.2 Hardware Requirements 45
5.3 Software Requirements 46
5.4 Installation Arrangements 46
5.5 Testing 46
5.6 Training Arrangements 47
5.7 Conversion Arrangements 47
5.8 System Documentation 48
CHAPTER SIX
6.0 Summary, Conclusion and Recommendations 50
6.1 Summary 50
6.2 Conclusion 52
6.3 Recommendation 53
REFERENCES 53
APPENDIX
CHAPTER ONE
INTRODUCTION
- Background of Study
Nigerian Breweries Plc. incorporated in 1946, is the pioneer and largest brewery company in Nigeria. In 1957, Aba Brewery Company was commissioned, their company has a portfolio of high quality brands, including Star Lager Beer (launched in 1949), Gulder Lager Beer (1970), Maltina (1976), Legend Extra Stout (1992) and Amstel Malta (1994). The Company also re-launched Heineken Lager Beer into the Nigerian market in June 1998. For this Company to be successful in business, Customers must be there to patronize their product else the Company will collapse within a short period of time. Therefore, the customers play a vital role in the development of the business. The Customers must be well served and the channel of distribution of goods and services must be made easier for them.
Order as a confirmed request by one party to another to buy, sell, deliver, or receive goods or services under any specified terms and conditions. When accepted by the receiving party, an order becomes a legally binding contract. Customer order and control simply means processing of the list of goods placed as an order by customers. It equally has to do with customer order, invoicing, payment and delivery. It is also a form of administration control that is particularly essential in all manufacturing establishments. This project is conducted to find out the problem confronting Nigerian Brewery Aba, which is my case study as a result of the manual mode of checking stock out level of products, customer order and control system currently in operation and how their problems can be solved or reduced by computerizing the system.
The greatest innovation that has taken place in the twenty-first century is the advancement made in information and technology. This is made possible by the introduction of the digital computers which is inseparable from communication. Computer in business has risen above the detailed clerical automation, to provide decision- making assistance at the highest level of management. The ability of computer to store, retrieve and analyse data at tremendous speed at low cost has made it imperative for large corporations and industries to depend on its accuracy and efficiency in its operation. With the environment moving at a fast pace, some organizations view this development as an opportunity to increase their influence and control the data processing of the organization. Business carried out in some organizations is now totally dependent on the accurate operations of computers. The Nigerian Brewery Aba, is no exception to the capabilities the computer provides especially in the area of controlling orders made by customers.
The need for a computerised stock-out awareness application system in Nigerian Brewery Aba, is to provide prompt, efficient and better quality services for customers and to ensure quick delivery of ordered goods.
1.2 Statement of the Problems
Some of the problems observed in the existing system are:
- Poor information circulation: poor information circulation leads to loss of customers, as the customers may be unaware of changes effected or if they could not obtain most of the time, the quantity of product or goods they need.
- It takes a long time to process data concerning the goods and this leads to delay in the delivery of goods.
- Mistakes are made in the invoice given to customers.
- The control system is time consuming, less accurate and less efficient.
- Not having enough and accurate inventory leads to profit loses.
1.3 Aim and Objectives of the Study
The aim of this study is to design and implement computerised stock-out awareness application system. The objectives are;
- To create a database for the company.
- To develop software that would help the computation of sales made on daily basis.
- To develop software that will keep proper stock record so that stock will not be over stocked or under stocked.
- To ensure that the accurate Invoices are given to customers.
- To ease the movement of product (goods) to customers.
- To ensure easy flow of information between the company and their customers.
- To quickly compute whether the industry is making any profit or loss.
All these stated above will involve the computerization of the system, which will help in checking stock out of products and moving the customer’s order in Nigerian Brewery Aba, Abia state.
1.4 Significance of the Study
The essence of all Customer order and control system is to deliver or supply the right quantity of goods and at the right time/place. Customer order and control system examines sales reports to see what product and services made the highest sales. The analysis is used to determine how to stock inventory, how to measure the effectiveness of a sales force, how to set manufacturing capacity and to see how the company is performing against its goals. At any time during the fiscal year, sales managers may analyse the trends in the report to determine the best course of action.
1.5 Scope of the Study
This project is primary designed to meet the needs of Nigeria Breweries Plc. Aba, Abia state. However this research is focused on the design and implementing stock-out awareness application and sales analysis software in order to checkmate sales level and to calculate due cash sold by the sales man or driver including the budgeting. Salesman or driver record stock at hand etc., and how they recruit things stored in the database of the company as well as the software required for the computerization and tabulation of different area of the company.
It focuses on the following areas:
- Effective processing of data,
- Fast Movement of Products (delivery),
- Effective flow of Information,
- Security of documents,
- Sales forecasting,
- Analysis of sales results,
- Analysis of the customer’s motivation, practices, behaviour etc.
1.6 Limitations of the study
In the course of carrying out this research work a number of problems were encountered.
- Lack of adequate fund to finance the project.
- Power Routine: The source and authority of Electric power supply Enugu Electricity Distribution Company (EEDC) is another limitation of this project. Some typed work was lost due to the power interruption and had to be retyped.
- Time Constraints: Looking at the pandemic (the outbreak of COVID-19), the time given is too short for collection of required information and a more comprehensive fact finding for a better work would have been done if given enough time.
- The limited knowledge of ASP.net, and Visual Basic programming was great challenge to this project. However, more research was made to complete this project successfully.
1.7 Definition of Terms
Administrator: Person who is responsible for software installation, management, information and maintenance of a computer.
Automation: This is the use of technology or computers to control and process data reducing the need for human intervention.
Beer: An alcoholic drink made from barley malt and flavoured with hops to impart a bitter flavour.
Brewery: A place where beer is produced.
Customer: A customer is a person or organization that buys goods and services from shops, establishments, companies etc.
Data: These are raw facts which are not yet processed. Data is measured, collected, reported and analyzed, whereupon it can be visualized using graphs or images.
Database: This is a structured repository for data usually stored on a computer system. The existence of a regular and formal indexing structure permits rapid retrieval of individual elements of database.
Design: is the art or process of designing how something will look, work.
Information System: A collection of procedures, people, instructions and equipment to produce information in a useful form.
Information: this is the processed facts which are yet together or put together or processed already e.g. this project will have no value if the reason why it is written is not yet fulfilled, but when the reason is fulfilled we say that there is an information which means that the information is now processed.
Input: input is the act of entering data into a computer or data processing system.
Inventory Control System: A list of orders to be filled, and prompts workers to pick the necessary items and provides them with packaging and shipping information.
Invoice: A document showing the list of goods sold with price charged.
On-line processing: This is the transferring of information through the internet.
Order: This is the terminology reserved for a request to supply the goods asked for.
Output: output are inputs which are processed by a computer or the user in order to get the required information through output devices such as printers and the visual display unit and the matrix dot printer.
Processing: This is dealing with something according to an established procedure.
Sales Analysis Report: This shows the trends that occur in a company’s sales volume over time. In its most basic form, a sales analyst shows whether sales are increasing or declining.
Sales Analysis: Sales analysis examines sales reports to see what goods and services have and have not sold well. The analysis is used to determine how to stock inventory, how to measure the effectiveness of a sales force, how to set manufacturing capacity and to see how the company is performing against its goals.
Security: This helps to prevent unauthorized users from illegally accessing certain data within the database, it protects your data/ files.
Software: is a program or a set of programs written to carry out some task in the computer, it also perform logical related programs that works together to control the hardware. Or these are set of logically related instructions given to the computer to perform some specific task.
Stock-out: A stock-out, or out-of-stock (OOS) event is an event that causes inventory to be exhausted. While out-of-stocks can occur along the entire supply chain, the most visible kind are retail out-of-stocks in the fast moving computer goods industry.
System: Is the collection of hardware and software, data information procedure and people.
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