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PANGASINAN

STATE Discussion of Findings36
UNIVERSITY
ALAMINOS CITY CAMPUS
Chapter 3
DISCUSSION OF FINDINGS

This chapter presents the discussion of findings based
on the objectives as stated in the study. This chapter also
presents the assessmentofthe personnel of the EarthStone
Floor Center Alaminos City Branch to the proposed system.

Processes Involved in the Existing Point-of-Sale System
The proponent conducted series of interviews,
observations, and document analysis atEarthStone Floor
Center Alaminos City Branch to identify the processes and
data involved in the existing point of sale system.

Sales Transaction

This process starts after the customer decides on what
items to order.

Tracking of ordered item information from the
pricelist or inventory.The sales representative tracts
basic ordered item information from the pricelist or
inventory which are needed for the generation cash sales
invoice receipt.

Writing ordered item information to the CSI receipt.
Sales representative writes the basic ordered item
information such as; Item Code, name, description, and unit
price; together with the quantity which the customer will
buy. One CSI receipt can only cater nine (9) items. If the
customer’s ordered items exceeded to nine, the succeeding
items will be written on a new CSI receipt.

PANGASINAN
STATE Discussion of Findings37
UNIVERSITY
ALAMINOS CITY CAMPUS

Computing Net Sales & Total cash sales.Sales representative
uses manual method of computing net sales and total cash
sales or by the use of a calculator.

Issuance of CSI receipt. Sales representative issues a
copy of the SCI receipt to the customer.

Collection of customer payment.This is where the
payment changes hand.

Actual Items given to the customer. In this process,
the ordered items are given to the customer. The items
should match the item description and its quantity from the
CSI receipt.

Issuance of delivery receipt. This receipt is given to
the customer when their ordered items are already in their
possession.

Figure 1 shows the existing process of sales
transaction of EarthStone Floor Center Alaminos City
branch.

PANGASINAN STATE Discussion of Findings38 UNIVERSITY ALAMINOS CITY CAMPUS Figure 1: Existing process on sales transaction .

Figure 2 presents the existing process on inventory management of EarthStone Floor Center Alaminos City branch. Figure 2: Existing process on inventory management . Updating inventory. The sales and inventory custodian updates the quantity of stocks from the inventory log book for each items sold during sales transactions. The sales and inventory custodian logs all the item stocks to the inventory log book. The item status is also updated prior to the actual status of each items. PANGASINAN STATE Discussion of Findings39 UNIVERSITY ALAMINOS CITY CAMPUS Inventory Management Recording items to inventory.

PANGASINAN STATE Discussion of Findings40 UNIVERSITY ALAMINOS CITY CAMPUS Collection records Management Recording customer payment to the accounts ledger.After each sales transaction. Updating customer accounts from ledger. Figure 3: Existing process on collection . remaining balances or if the customer has already fully paid the amount of money they owe to the company in exchange of the products they ordered. the sales representative records the customer payment on a ledger book. Figure 3 presents the existing process on collection of EarthStone Floor Center Alaminos City branch.The sales representative updates the remaining customer deposit.

Encoding Information from CSI receipts to MS Excel. Figure 4 shows the existing sales transaction of EarthStone Floor Center Alaminos City branch. the sales and inventory custodian compiles all the copies of CSI receipts from the sales transactions which are needed for report generation. PANGASINAN STATE Discussion of Findings41 UNIVERSITY ALAMINOS CITY CAMPUS Report Generation Tracking copies of CSI receipts. Figure 4: Existing process on generating reports .Sales representative encodes all the sales information from the compiled CSI receipts to a pre- formatted daily sales and collection report on a Microsoft excel file. The sales and inventory custodian sends the daily sales and collection report to their main office through E-mail or fax.At the end of each operational day. Sending the report to the main office.

Miss calculations for the Net Sales & Total cash sales on CSI receipt. PANGASINAN STATE Discussion of Findings42 UNIVERSITY ALAMINOS CITY CAMPUS Difficulties Encountered in the Existing Point of Sale System of Floor Center Alaminos City Branch Based on the data gathered from structured interviews. and document analysis conducted to the EarthStone Floor Center Alaminos City branch. This problem also causes the validity of the CSI receipt. Inventory Management Updating quantity of stocks after each sales transaction is an overhead task. locating specific information takes time cause of the huge number of listed records. unstructured observations. Duplicate input of ordered item information to the CSI receipt. The sales and inventory . Since calculations are done manually. The total cash sales don’t jive with the quantity of ordered items. miss- calculations for the discounted price and total cash sales is a problem. Sales representative accidentally writes duplicate items on the CSI receipts which voids the validity of the receipt. Since tracking item information from price list or inventory log book is done manually. the following are the difficulties assessed by the proponents. Sales Transactions Tracking of ordered item information from the pricelist or inventory consumes time.

Accidental duplication of data entry to MS Excel. There are three type of user who can access the system. This costs the validity and integrity of the report. especially if all its copies are accidentally lost which leads to lack of references on creating daily sales and collection reports. Features of the Proposed Point of Sale System The development of Point of Sale System for Floor Center Alaminos City Branch aimed to provide the following features. Generation of Reports Difficulties on tracking copies of CSI receipts needed for reports. Log-in Procedures.Since all the CSI receipts are all hard copies. tracking them takes time. There are times the sales and inventory custodian do not notice the accidental duplication of data entry to the spreadsheet. . These are the sales representative. PANGASINAN STATE Discussion of Findings43 UNIVERSITY ALAMINOS CITY CAMPUS custodian has an overhead task on updating the remaining quantity of stocks of the items sold after each sales transactions. sales and inventory custodian and the branch manager. Each user has unique capabilities in terms of accessing the featured of the system. Figure 3 shows the system’s main with login procedures.

The sales and inventory custodian only need to key-in the ordered item code and the system dynamically show its item information needed for the CSI receipt. Figure 4 shows the form for searching ordered items. PANGASINAN STATE Discussion of Findings44 UNIVERSITY ALAMINOS CITY CAMPUS Figure 3: Point of Sale System Log-in procedures Computerized searching of ordered items from the inventory for CSI receipt. Figure 4: Searching ordered item information from the inventory form .

PANGASINAN STATE Discussion of Findings45 UNIVERSITY ALAMINOS CITY CAMPUS Dynamic calculations for the Net sales. Figure 5 shows the form where dynamic calculation for net sales takes place. Figure 5: Form for dynamic calculations of net sales . The proposed system has the capability to dynamically calculate the ordered item net sales according to the quantity and discount the sales representative has key-in.

PANGASINAN STATE Discussion of Findings46 UNIVERSITY ALAMINOS CITY CAMPUS Generation of Cash Sales Invoice Receipt.Since searching for ordered items from inventory are done electronically. the quantity of stocks . The sales representative can print out the ordered item information together with the computed net sales and total cash sales to the CSI receipt because the system contains controls for printing. Figure 6: Form for Generation if CSI receipt. Figure 6 shows the form where the generation of CSI receipt takes place. Dynamic inventory update during sales transaction.

Figure 8 shows the system panel for inventory records management. PANGASINAN STATE Discussion of Findings47 UNIVERSITY ALAMINOS CITY CAMPUS according to the quantity of each ordered items on sales transactions are dynamically updated to the inventory. The system provides controls for adding. updating. and deleting item information to the inventory. Figure 7: Form which contains the dynamic inventory update Inventory Records Management. . Figure 7 shows the form where dynamic inventory update takes place.

Figure 9 shows the system form for generation of daily sales and collection reports. This provides the system the capability of generating daily sales and collection report. . PANGASINAN STATE Discussion of Findings48 UNIVERSITY ALAMINOS CITY CAMPUS Figure 8: The system panel for inventory records management Generation of Daily Sales and Collection Reports. The information on each and every CSI receipt printed by the use of the system is stored to the database.

. Figure 10 shows the panel for customer payment recording. The sales representative can record the customer payment to the system. PANGASINAN STATE Discussion of Findings49 UNIVERSITY ALAMINOS CITY CAMPUS Figure 9: Form for Generation of Daily Sales and Collection Report Customer Payment Recording.

Figure 11 shows the system panel for collection records management. The sales and inventory custodian can manage cash claims or remaining balances the customer owes to the companyor if the customer has fully paid their accounts. PANGASINAN STATE Discussion of Findings50 UNIVERSITY ALAMINOS CITY CAMPUS Figure 10: The system form for customer payment recording Collection Records Management. .

PANGASINAN STATE Discussion of Findings51 UNIVERSITY ALAMINOS CITY CAMPUS Figure 11: System panel for collection records management .

Creation. and reports which are confidential and must be protected against unauthorized access. Level of Acceptability. updating and modifying of user accounts can only be done by the admin. Each personnel are assigned with a password. The system includes the securities that have sought to increasingly restrict and control to the Floor Center personnel. User Access. Acceptability Test of the Point of Sale System In the completion of Point of Sale System for Floor Center Alaminos City Branch. The point of sale system for Floor Center Alaminos City Branch implemented the accessibility privileges of each user who will log in the system. PANGASINAN STATE Discussion of Findings52 UNIVERSITY ALAMINOS CITY CAMPUS Point of Sale System Security Measures The Point of Sale System for EarthStone Floor Center Alaminos City Branch provides of high security when it comes to the sales transaction information. Only the administrator can update the passwords for each user that can access the system. The proponents presented the . The sales and inventory custodian and the sales representative have the privileges to access the proposed system. The Branch manager which is the system administrator can access all the functionality of the system. The login form includes the user-type and password to navigate the system. the system is being assessed by the Floor Center personnel. The point of sale system for EarthStoneFloor Center Alaminos City Branch has login procedures which covers different type of users who can access the system. receipts.

Table 1 shows the perception of evaluators on the system with respect to its usability Table 1: System Evaluation According to Completeness COMPLETENESS Mean Description . PANGASINAN STATE Discussion of Findings53 UNIVERSITY ALAMINOS CITY CAMPUS developed system to the Sales Representative. Completeness. Sales Inventory and Custodian.

Weighted Mean Accuracy. Table 2: System Evaluation According to Accuracy ACCURACY Mean Description 1. The user can easily navigate from one task to another. The graphics of the system is attractive and appealing to the eyes. The system provided the required functional and navigational controls needed for sales transactions. 2. and inventory management. Weighted Mean . The result of the computation isaccurate and correct. The system updates the inventory accurately on each sales transactions. 4. 5. It was easy to use. Table 2 shows the perception of evaluators on the system with respect to its accuracy. The system made it easier for me to get the information I need. 3. The respondents agree on the accuracy of the system as reflected in the weighted mean of however they agree on overall correctness and good balance of graphics versus text. 3. 4. PANGASINAN STATE Discussion of Findings54 UNIVERSITY ALAMINOS CITY CAMPUS 1. The system avoids unwanted data redundancy. The system works properly 2.

The information is readable. The system reflects progressive. The instruction is clear and . menuoptions. Table 4: System Evaluation according to Design.g. 3. The respondents strongly agree on getting information quickly.The table 4 shows the perception of evaluators on the system according to timeliness of the system. scrolling lists. The topography (lettering. Weighted Mean Timeliness. 3. The screen tools and elements are user friendly and properly working (e. headings.Table 3 shows the perception of evaluators on the system according to the reliability of the system. etc.. TIMELINESS Mean Description 1. and titles) is readable 4. 2. PANGASINAN STATE Discussion of Findings55 UNIVERSITY ALAMINOS CITY CAMPUS Reliability.). The system provides clear information. Table 3: System Evaluation According to Reliablity RELIABILITY Mean Description 1. The system has a clear purpose 2. and the dependable of information as reflected weighted mean of.

2. Table 5: System evaluation according to Security. The system facilitates Works in the sector of guidelines and authorizations. PANGASINAN STATE Discussion of Findings56 UNIVERSITY ALAMINOS CITY CAMPUS understandable. Weighted Mean Security.Table 4. 3. SECURITY Mean Description 1. Weighted Mean .7 shows the perception of evaluators on the system according to security purposes. It reduces he occurrence of frauds because of the login form provided by the system. The system protects the confidentiality of the sales information.