APPROVAL SHEET

Software project attached here entitled Benjamin C. Cabusas (BCC) Enterprises Online Dealers Transactions Monitoring System prepared and submitted by Angelito Escol, Candy Claire Bucong, Efrenilo Lascua, James Kenneth Bollozos and Ralph Mordeno in partial fulfillment of the The required degree of Bachelor of Science in Information Technology is hereby recommend for approval.

Maam Mojar Panelist

Mr. Boligor Panelist

Mr. Giovanne Melvin B. Sanchez Panelist

Mr. Guiritan Adviser

This Software project is approved in partial fulfillment of the requirement of the degree of Bachelor of Science in

Information Technology.

Mr. Giovanne Melvin B. Sanchez Dean, Computer Studies

DEDICATION

This study is dedicated to our parents who never failed to be with us always especially when the time that we needed them the most, for giving us all we need each and every day of our lives and for the moral and financial support they gave us during the time we developed our system. Also, to the Computer Studies Faculty for giving us time and knowledge whenever we approach

them about our doubts and problems while making this study. And most of all, to our Almighty God for giving us strength, wisdom, patience, perseverance and love in accomplishing this study and defending it to the panelists. All of these positive outcome will not be possible without their presence in the midst of our eagerness to finish our

course. Thank you very much.

Benjamin C. Cabusas (BCC) Enterprises Online Dealers Transactions Monitoring System

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A Capstone Project Presented to the Faculty of the Computer Studies Program Father Saturnino Urios University Butuan City, Philippines

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In Partial Fulfillment of the Requirements for the Degree BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

-----------------------------------

by

Angelito Escol Candy Claire Bucong Efrenilo Lascua James Kenneth Bollozos Ralph Mordeno

March 2012 Executive Summary

The Products

subject, such as

BCC

Enterprises,

is

dealer

of

Avon and of

Cosmetics, Lingerie, it

Gadgets, The

Men,

Ladies years

Childrens dealing

wear,

etc. is

first by

ten Mrs.

with

people,

managed

Semfronia

Semie Cabusas and in the following year up to now, Mr. Benjamin Cabusas is the one who replaces his mother as the manager of BCC Enterprises. Their old system existed in the time of the first manager and owner, and until now it is visible but already not in good condition. It is now only used for printing TRAs (Trust Receipt Agreement) and viewing dealers and

their respective areas. Also, the appearance of their old system is not organized and not-so-easy to manipulate. By these problems, the researchers were able to catch their desire to have a new system for their establishment. But as an aspirants in programming, they just limit the topic and take just a part from the establishments overall old system to upgrade and update. They then decided to design/create an online system that monitors their dealers transactions and have an overview to the in-and-out of the products.

ii

TABLE OF CONTENTS

Title Page

i ii iii

Executive Summary Table of Contents

Chapter 1. Introduction Project Context 1

Purpose and Description 2 Objectives 3 4

Scope and Limitation

Review of Related Literature 6 Technical Background Chapter 2. Methodology Requirements Specification 8 7

Analysis 11 Design 12

Development and Testing 27 Recommendations Implementation Plan 28 28

Definition of Terms / Operational Terms 29

CHAPTER 1. Introduction

iii
Project Context

Nowadays, Database Management System with regards to web-based programming is the most widespread by means of storing and retrieving data information and accessed

through time. Many establishments or even institutions like schools, banks, companies, enterprises, organizations, etc. use this kind of data management for the convenience of data utilizations. This system is normally connected to the sales and inventory system in order to monitor the incoming and outgoing of stocks/products in a certain establishment, company, etc. Also, it has a more organized and secured place for your data such as price variations, sales and inventory reports, and other data needed to be backed up for future purposes. In connection, the researchers will be assessing the Online Dealers a Transactions private Monitoring System dealer of of BCC Avon

Enterprises,

establishment,

products. They chose this establishment for they have been using an obsolete system for many years now and almost all functions of their system turns into manual for it had

31

already been corrupted. In addition, some files in their Database Management System had been corrupted but still

accessible. With this, they draw their goals for their subject and will create the Dealers Transactions Monitoring System

into a web-based environment. Basically, they will change the graphical user interface and also add some add-ons that are not available in the old system and was suggested by the owner.

Purpose and Description

The system

purpose that is

of

this

project

is

to

come and

up

with a

more

fair

condition

has

more

systematic approach in monitoring the dealers transactions of BCC Enterprises. The use of web technology makes the users more convenience. The Online Dealers Transactions Monitoring System could improve the effectiveness of BCC Enterprises in terms of record keeping and efficiency of sales flow transactions used in decision making. It will also provide more efficient support and service to their dealers. It will eliminate the paper-based workloads that are more time consuming and inefficient in terms of saving

information.

Specifically,

information

offered

by

this

study would be greatly beneficial to the owner, employees, dealers, costumers and future researchers.

Objectives

General Objectives

The

researchers

aimed

to

come-up for

an BCC

Online

Dealers with

Transactions

Monitoring

System

Enterprises

some additional functionalities and features so that the proposed system will be more comfortable to operate, easy to manipulate, accurate in processing transactions and most of all, informative to the users.

Specific Objectives

The following are objectives that our group would like to achieve: - Online registration of dealers and issuance of

dealers account numbers which can be used by their costumers in paying their credits.

- Turn into a web-based system the old one used by BCC Enterprises. - Change GUI into a more user-friendly and good to look environment of the system. - Add functionalities such as pass due reminders,

products ordered viewer, data back-up and restoration, etc.

Scope and Limitation

The

Dealers

Transactions

Monitoring

System

of

BCC

Enterprises covers the functions in the following web pages:

Administrator

In the administrator page, the user can perform all functionalities of the system such as to create dealers account, approved pending applicants, edit/update accounts, access dealers accounts; its credit reports and payment reports, inventory of products, and view TRAs; by dealer or monthly. Also, it can alter product information and

discounts depending on the latest brochure contents.

Cashier

4
In the Cashier page, it can perform almost all of the actions of the Administrator except for the inventory of products and editing of dealers account.

Dealer

As soon as the dealer is log-in to its account, it can view the transactions made; TRA number, products ordered, due date, total discount, total amount, partial payments and outstanding balance.

Homepage

In the homepage, there is a registration page link that when filled-up, the information directly goes to the pending requests page in the Administrators page. Also, after verifying the account and already a dealer, it can log-in automatically using the given dealer ID and password.

Review of Related Literature

5
Dealership is an authority to sell a commodity. It may be a sales agency or a distributor with such authorization. [http://dictionary.reference.com/browse/dealership] The researchers conducted an interview to the owner of BCC Enterprises, Mr. Benjamin C. Cabusas, and they gathered all the information needed to create a system out from the problems cited by the owner and some improvements he wanted to be added in the system. As they think of the solution and perform many

researches, they encounter some articles that are similar to the topic they have. In comparison, it may differ only to products dealt and size of the business but in terms of its systems, it has no farther dissimilarities. In the old system that the BCC Enterprises used, it was programmed using Turbo C programming language and it hadnt take any system maintenance for about 5 years now. The owner stated that he is planning to hire a programmer to revise his business system and that he is finding that time because it would be a break to the establishments operation while upgrading the system.

With

this,

the

researchers

grab

the

opportunity

to

render a functional Dealers Transactions Monitoring System that is web-based. They base the program to the old system, altering friendly its graphical user interface to a more userof

environment

and

restoring

the

efficiency

backing up data of the dealers, products, reports, etc.

Technical Background

The BCC Enterprises is on business for 15 years now and still serving many dealers/costumers. Their point of sales can be in cash basis or on credit payable for one month depending on the type of products ordered. Some problems in their system occur. One of these is monitoring the dealers. They manually monitor dealers

accounts and also in updating their accounts if there are partial payments. Also, the interface is not so good to look at and some more adjustments need to repair and

simplify. As the researchers go on with the discussion for

building the system, the owner cited some functionalities that are not available in the old system that he want to see in the proposed system. They include it in their goals

to

meet

the

owners

expectation

with

regards

to

this

project. CHAPTER 2. Methodology

Requirements Specification

Nowadays, Structured

there

are System

several Design

approaches (SA/SD)

such

as and

Analysis/

Method

Object Oriented (OO) Method available that can be used to develop a system. According to Rumbaugh, J., methodology such as Structured Analysis/ System Design Method is

representative of data flow approach that begins with a single purpose process of the or function that represents While, the overall Oriented

desired

software.

Object

(OO) Method provides a mechanism for mapping from realworld problems to abstractions from which software can be developed effectively (Bennett, S. et al., 2000). Object orientation is widely spread technique, and there are many object oriented design approaches such as OMT, Booch,

Object Oriented Software Engineering (OOSE) etc. The main difference is the fact that the object oriented approach is not based on functional decomposition but on describing the real objects that play a role in the real world. For the

researchers, OMT Methodology best fit to the topic theyve chose.

Object Modeling Technique (OMT) Methodology

8
OMT is a software engineering methodology that deals with object-oriented development in the analysis and design phases. It is full primarily used by system and developers object

supporting

life-cycle

development,

targeting

oriented implementation and has proven easy to understand, to draw and to use.

OMT Phases

ANALYSIS

SYSTEM DESIGN

OBJECT DESIGN

IMPLEMENTATION

TESTING

Figure 2.1. OMT Phases Analysis Phase

The

researchers

gathered

all

information

and

suggestions from the sets of interviews they conducted to the management of BCC Enterprises and they then sum up all the problems needed to be solved in order to render a

functional online dealers transactions Monitoring system for the establishment. They aimed to create an online

registration page for the dealers. Also, they follow the flow of the old system but with different GUI and some changed functionalities.

System Design Phase

The

topic

only

covers

the

monitoring

of

the

dealers

transactions of BCC Enterprises. Under this system is as follows: - monitoring of products ordered from the service center - monitoring of products ordered by dealers - monitoring passed due dates of dealers - monitoring the availability of products to determine the point of re-ordering - backing-up and restoring data from/to database

Implementation Phase

As some

they

implement problems

the in

new the

system, coding

they of

encountered and

minor

programs

incompatibility to some operations of the system. They also discover some functions that are not necessary for the

10

system. Series of try-outs in order to finally implement the system is needed and they still need more real-time operations in order to finalize our proposed system.

10

Testing Phase

In testing the new system, they make sure that it will be in real operations of the BCC Enterprises. They try some simple operations into the system and it really helps them in debugging the program and finding more user-friendly

system. They also let the management use the system so that they will be the one to know what are still needed to add and alter. So far, the proposed system can handle simple operations categories, such price as inputting/editing alterations, dealer products and

registration,

accounts verification, etc.

Analysis

From the data gathered, they have come up to an online system that is far similar from the old system in terms of functionalities and efficiency of generating reports. They assured the accuracy of giving information and storing data of the dealers and the establishment.

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Design

INPUT Setting-up objectives and identify problems from the subject we chose

PROCESS Gather all information, problems, suggestions from the subject through some sets of interviews FEEDBACK

OUTPUT Online Dealers Transactions Monitoring System of BCC Enterprises

Figure 2.2. Schematic Diagram of the proposed Online Dealers Transactions Monitoring System of BCC Enterprises

Figure 1 above shows how the researchers developed the obsolete system of BCC Enterprises. They first identify the problems in the system and then set-up their goals and objectives for this project. The only step they made and repeated it as to gather all the information and suggestions they need is by

12

interviewing the people who really knew the flow of the system in terms of dealer monitoring. At first, they take an overview to the old system along with how the

establishment monitor the dealers and they take note all the transactions that the system can perform. And from

that, they plotted the things they can do. Some of the transactions in the old system were already not functioning and there are some programs that they can upgrade including the Graphical User interface of the system for it is using a Turbo C programming language. Also, they discussed some additional functions for the proposed system that is not available in their old system so that it will lessen some heavy works in terms of taking important notes, making

records; daily or monthly, restoring databases, etc. With this realizations and understanding, they will be able to render a functional system for BCC Enterprises. Functional in terms of monitoring the dealers and some

other functionalities that could make their business more progressive and well-known.

Entity Relationship Diagram

13

Figure 2.3. Entity Relationship Diagram of BCC Enterprises

Context Diagram

0
Dealer
BCC Enterprises Online Dealers Transactions Monitoring System

14
Avon Service Center

Dealer Registration

Figure 2.4. Context Diagram of BCC Enterprises Online Dealers Transactions Monitoring System

The

diagram

illustrates Dealers

the

entities

in

BCC

Enterprises

Online

Transactions

Monitoring

System. The dealer consolidates all ordered products and order it to BCC Enterprises. Then, BCC Enterprises sends back the orders to the dealer if products are already

available. If not, BCC Enterprises orders the products to the Avon Service Center. Then, the Avon Service Center

delivers the ordered products to BCC Enterprises. in dealer

15

registration, the dealer supplies all needed information in the registration page and after submitting and verifying the account, BCC Enterprises sends its dealer ID and

password. Data Flow Diagrams Old Process for Ordering Products (Level 0) 1.0 consolidates all orders

Dealer

BCC Enterprises

2.0 Consolidates all dealers orders

Avon Service Center

3.0 Release ordered products

4.0
Update dealers account

Dealer account

5.0 Monitor due dates & reorder points

6.0 Figure 2.5. Make monthly Level 0 Old Process for BCC TRA & Ordering Products inventory Old Process for Ordering Products (Level 1) Enterprises reports

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2.1 Consolidates all dealers orders

BCC Enterprises

2.2 Put all orders in the TRA form (by dealer)

2.3 Check dealers account

Dealer account

2.4 Approved orders

dealer

Figure 2.6. Level 1 Old Process for Ordering Products

Old Process for Dealer Registration (Level 0)

17
Applicant
1.0

Fill up Bio data

2.0 Submit bio data and photocopy of valid ID

BCC Enterprises

3.0 Applicant approval

Applicant

Figure 2.7. Level 0 Old Process for Dealer Registration

New Process for Ordering Products (Level 0)

1.0

Dealer

consolidates all orders

18

BCC Enterprises

2.0

Consolidates all dealers orders

Avon Service Center

3.0

Release ordered products

4.0
TRA Update dealers account & payments partial

Product_info

5.0 Monitor due dates & reorder points

Inventory_logs

6.0
Figure 2.8. Level 0 New Process reports for Ordering Products New Process for Ordering Products (Level 1) Generate TRA & inventory reports D

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2.1 Consolidates all dealers orders

BCC Enterprises

2.2 input all orders in the TRA form (by dealer)

Purchase item

2.3 Check dealers account

Dealer account

2.4 Approved orders

dealer

Figure 2.9. Level 1 New Process for Ordering Products

New Process for Dealer Registration (Level 0)

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Applicant

1.0

www.avonmonitoring.tk

2.0 Supply required fields in registration page

Members_info

3.0 Verify account using yahoomail

BCC Enterprises

4.0 Account approval

Applicant

Figure 2.10. Level 0 New Process for Dealer Registration

Use Case Diagrams

21
BCC Enterprises (Old Process)

order products TRA form Order products to service center Monitor duedates & reorder point payments

Deliver orders to BCC Ent.

Orders informatio n

Update dealers account

Make monthly reports

TRAs & inventory

Figure 2.11. Old Process of Ordering Products The diagram above shows the interactions of BCC

Enterprises, its dealers and Avon Service Center to its system. It also shows how they manipulate the system and the steps/processes of the system. The dealers order products of Avon to the BCC

22

Enterprises (These products, as we all know are just orders also from the dealers costumers but since costumers are not covered by this topic so the researchers did not

include in the diagrams). The BCC Enterprises consolidates all ordered products for these will be their basis of the quantity of products that they will be going to order to the Avon Service Center. With this, they monitor the

products re-order point by recording the most ordered products. Also, these ordered products will be listed in Trust Receipt Agreement (TRA) form. When products are

delivered to BCC Enterprises from the service center, the dealers will get the products and deliver it to the

ordering customers. Also, BCC Enterprises may deliver the products.

In

payment,

dealers

are

responsible

for

their

customers due dates. There are certain additional percent to those who have pass due dates. In the other hand, for advanced payments, a rebate of 5% is added to the default 25% discount in ordering an item. Dealer Registration (Old Process)

23

Fill-up bio-data

Valid ID

Evaluate application s
Applicant approval

Figure 2.12. Old Process of Dealer Registration

BCC Enterprises (New Process)

24

order products TRA form Input orders Deliver orders to BCC Ent.

Order products to service center

Update dealers account

Monitor due dates & reorder point payments

Orders informatio n

Make monthly reports

TRAs & inventory

Figure 2.13. New Process of Ordering Products

BCC Enterprises (New Process)

25

www.avonmonitoring.t k Supply required fields in registration page

Approve pending applicants

Verify account in yahoomail

Provide their dealer ID and password

Figure 2.14. New Process of Dealer Registration

Development and Testing

26
The BCC Enterprises had been in business for over 15 years now. as The long management as it can was be not used to change why its

workers

trusted

thats

their

staffs already know all the possible problems that they may encounter in their system and database. The establishment can be managed by 5-10 staffs in different functions. In relation to the proposed system, the researchers make sure that it will coincide to the people who will use it and especially to the transactions that will be

conducted. They assure the fairness of its appearance and simplicity of its functions. All that is seen in the system were only based from the establishments desire and

suggestions. As they go along with the research, the instrument they used to gather all information are through web

searching and they conducted some sets of interviews to the establishment. By that, they are clarified by some

questions and fill-in the lacking information in order to finish the research. They gather data based on the questions raised by the researchers and the suggestions of the BCC Enterprises.

They utilized the use of internet and the knowledge they learn in making computer programs to be able to come-up with a system that fits to their subjects expectations.

27

Recommendations

The

researchers

recommend

their

project

to

the

owner/manager of BCC Enterprises and they fully guarantee that it is very useful and much more efficient in working with it. Also, they recommend it to the other companies, either big or small establishments, that can be applied to its flow of system. As a whole, although they only take just a part from the whole old system, they can still say that they made it more user-friendly, presentable and more accurate in terms of record keeping and work efficiency.

Implementation Plan

In general, the proposed system covers the Dealers Transactions Monitoring of BCC Enterprises. It monitors all the transactions of the Other dealers and the incoming are and

outgoing

products.

functionalities

online

registration of dealers, viewing of ordered items and the outstanding payment reports. By this functional system, they undergone multiple balance of dealers using their own account, and

28

records,

available

discounts,

product

lists

test sessions and debug the program. They also made some group discussions with regards to the implementation of the program to the real business environment of BCC Enterprises.

Definition of Terms / Operational Terms

Trust Receipt Agreement (TRA) a form wherein the orders are printed/written to and it serves the as a record and for the

establishment

monitor

incoming

outgoing

products. This will also help in product inventory.

Sales Invoice (SI)

term used by the establishment in

inputting incoming products. It is composed of components such as product name, product code, quantity, etc.

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25