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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
customers ordered items exceeded to nine, the succeeding
items will be written on a new CSI receipt.
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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.
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ALAMINOS CITY CAMPUS

Figure 1:

Existing process on sales transaction


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STATE Discussion of Findings39
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ALAMINOS CITY CAMPUS

Inventory Management

Recording items to inventory. The sales and inventory


custodian logs all the item stocks to the inventory log
book.

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 item
status is also updated prior to the actual status of each
items.

Figure 2 presents the existing process on inventory


management of EarthStone Floor Center Alaminos City branch.

Figure 2:

Existing process on inventory management


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STATE Discussion of Findings40
UNIVERSITY
ALAMINOS CITY CAMPUS

Collection records Management

Recording customer payment to the accounts


ledger.After each sales transaction, the sales
representative records the customer payment on a ledger
book.

Updating customer accounts from ledger.The sales


representative updates the remaining customer deposit,
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.

Figure 3 presents the existing process on collection


of EarthStone Floor Center Alaminos City branch.

Figure 3:

Existing process on collection


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STATE Discussion of Findings41
UNIVERSITY
ALAMINOS CITY CAMPUS

Report Generation

Tracking copies of CSI receipts.At the end of each


operational day, the sales and inventory custodian compiles
all the copies of CSI receipts from the sales transactions
which are needed for report generation.

Encoding Information from CSI receipts to MS


Excel.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.

Sending the report to the main office. The sales and


inventory custodian sends the daily sales and collection
report to their main office through E-mail or fax.

Figure 4 shows the existing sales transaction of


EarthStone Floor Center Alaminos City branch.

Figure 4:

Existing process on generating reports


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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,


unstructured observations, and document analysis conducted
to the EarthStone Floor Center Alaminos City branch, the
following are the difficulties assessed by the proponents.

Sales Transactions

Tracking of ordered item information from the


pricelist or inventory consumes time. Since tracking item
information from price list or inventory log book is done
manually, locating specific information takes time cause of
the huge number of listed records.

Duplicate input of ordered item information to the CSI


receipt. Sales representative accidentally writes duplicate
items on the CSI receipts which voids the validity of the
receipt.

Miss calculations for the Net Sales & Total cash sales
on CSI receipt. Since calculations are done manually, miss-
calculations for the discounted price and total cash sales
is a problem. The total cash sales dont jive with the
quantity of ordered items. This problem also causes the
validity of the CSI receipt.

Inventory Management

Updating quantity of stocks after each sales


transaction is an overhead task. The sales and inventory
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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.

Generation of Reports

Difficulties on tracking copies of CSI receipts needed


for reports.Since all the CSI receipts are all hard copies,
tracking them takes time, especially if all its copies are
accidentally lost which leads to lack of references on
creating daily sales and collection reports.

Accidental duplication of data entry to MS Excel.


There are times the sales and inventory custodian do not
notice the accidental duplication of data entry to the
spreadsheet. This costs the validity and integrity of the
report.

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;

Log-in Procedures. There are three type of user who


can access the system. These are the sales representative,
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 systems main with login


procedures.
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STATE Discussion of Findings44
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ALAMINOS CITY CAMPUS

Figure 3:

Point of Sale System Log-in procedures

Computerized searching of ordered items from the


inventory for CSI receipt. 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.

Figure 4:

Searching ordered item information from the inventory form


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STATE Discussion of Findings45
UNIVERSITY
ALAMINOS CITY CAMPUS

Dynamic calculations for the 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.

Figure 5 shows the form where dynamic calculation for


net sales takes place.

Figure 5:

Form for dynamic calculations of net sales


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STATE Discussion of Findings46
UNIVERSITY
ALAMINOS CITY CAMPUS

Generation of Cash Sales Invoice Receipt. 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 shows the form where the generation of CSI


receipt takes place.

Figure 6:

Form for Generation if CSI receipt.

Dynamic inventory update during sales


transaction.Since searching for ordered items from
inventory are done electronically, the quantity of stocks
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STATE Discussion of Findings47
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ALAMINOS CITY CAMPUS

according to the quantity of each ordered items on sales


transactions are dynamically updated to the inventory.

Figure 7 shows the form where dynamic inventory update


takes place.

Figure 7:

Form which contains the dynamic inventory update

Inventory Records Management. The system provides


controls for adding, updating, and deleting item
information to the inventory.

Figure 8 shows the system panel for inventory records


management.
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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. This provides
the system the capability of generating daily sales and
collection report.

Figure 9 shows the system form for generation of daily


sales and collection reports.
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STATE Discussion of Findings49
UNIVERSITY
ALAMINOS CITY CAMPUS

Figure 9:

Form for Generation of Daily Sales and Collection Report

Customer Payment Recording. The sales representative


can record the customer payment to the system.

Figure 10 shows the panel for customer payment


recording.
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STATE Discussion of Findings50
UNIVERSITY
ALAMINOS CITY CAMPUS

Figure 10:

The system form for customer payment recording

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.

Figure 11 shows the system panel for collection


records management.
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STATE Discussion of Findings51
UNIVERSITY
ALAMINOS CITY CAMPUS

Figure 11:

System panel for collection records management


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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, receipts, and
reports which are confidential and must be protected
against unauthorized access. The system includes the
securities that have sought to increasingly restrict and
control to the Floor Center personnel.

User Access. 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. The login form includes the user-type
and password to navigate the system.

Level of Acceptability. The point of sale system for


Floor Center Alaminos City Branch implemented the
accessibility privileges of each user who will log in the
system. The Branch manager which is the system
administrator can access all the functionality of the
system. Creation, updating and modifying of user accounts
can only be done by the admin. The sales and inventory
custodian and the sales representative have the privileges
to access the proposed system. Each personnel are assigned
with a password. Only the administrator can update the
passwords for each user that can access the system.

Acceptability Test of the Point of Sale System

In the completion of Point of Sale System for Floor


Center Alaminos City Branch, the system is being assessed
by the Floor Center personnel. The proponents presented the
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STATE Discussion of Findings53
UNIVERSITY
ALAMINOS CITY CAMPUS

developed system to the Sales Representative, Sales


Inventory and Custodian.

Completeness. 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


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STATE Discussion of Findings54
UNIVERSITY
ALAMINOS CITY CAMPUS

1. The system works properly


2. The graphics of the system is
attractive and appealing to
the eyes.
3. It was easy to use.
4. The system provided the required
functional and navigational
controls needed for sales
transactions, and inventory
management.
Weighted Mean

Accuracy. Table 2 shows the perception of evaluators


on the system with respect to its accuracy. 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.
Table 2:
System Evaluation According to Accuracy

ACCURACY Mean Description

1. The system made it easier for me


to get the information I need.
2. The user can easily navigate
from one task to another.
3. The system avoids unwanted data
redundancy.
4. The result of the computation
isaccurate and correct.
5. The system updates the inventory
accurately on each sales
transactions.

Weighted Mean
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STATE Discussion of Findings55
UNIVERSITY
ALAMINOS CITY CAMPUS

Reliability.Table 3 shows the perception of evaluators on


the system according to the reliability of the system. The
respondents strongly agree on getting information quickly,
and the dependable of information as reflected weighted
mean of;

Table 3:

System Evaluation According to Reliablity

RELIABILITY Mean Description

1. The system provides clear


information.
2. The information is
readable.
3. The system reflects
progressive.

Weighted Mean

Timeliness.The table 4 shows the perception of


evaluators on the system according to timeliness of the
system.

Table 4:
System Evaluation according to Design.
TIMELINESS Mean Description
1. The system has a clear purpose
2. The screen tools and elements
are user friendly and properly
working (e.g., scrolling lists,
menuoptions, etc.).
3. The topography (lettering,
headings, and titles) is
readable
4. The instruction is clear and
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STATE Discussion of Findings56
UNIVERSITY
ALAMINOS CITY CAMPUS
understandable.
Weighted Mean

Security.Table 4.7 shows the perception of evaluators on


the system according to security purposes.
Table 5:
System evaluation according to Security.

SECURITY Mean Description


1. The system facilitates Works
in the sector of guidelines
and authorizations.
2. The system protects the
confidentiality of the
sales information.
3. It reduces he occurrence of
frauds because of the login
form provided by the system.
Weighted Mean