POINT OF

SALES
SYSTEM
Bawagan, Matthew
Florendo, Cherryfe
Tugade, Rhea Ann

Chapter 1: INTRODUCTION
1.1 BACKGROUND OF THE STUDY
1.2 STATEMENT OF THE
OBJECTIVES
1.3 SIGNIFICANCE OF THE STUDY
1.4 SCOPE AND LIMITATIONS

1.1 BACKGROUND OF THE

STUDY
A Point of Sales System is a system which
helps customers make payments to the
merchant in exchange for goods and services.
The history of a Point of Sales System goes
way back 40 years ago.
In August 1973, IBM released the IBM 3650
and 3660 store systems that were, in essence,
a mainframe computer used as a store
controller that could control up to 128 IBM
3653/3663 point of sale registers.

1.2 STATEMENT OF THE

OBJECTIVES
GENERAL OBJECTIVE to be able to
accommodate the customers with computerized,
systematic, and correlated retail information
with regards to the products that they purchase
with their respective prices, the quantity they
purchase, and with less time burden
SPECIFIC OBJECTIVES to be able to update
the system based on the number of products
they purchase during their transaction and the
reliability and clarity of results by allowing the
system to print full-size invoices

1.3 SIGNIFICANCE OF THE

STUDY
ADMINISTRATOR it allows them efficiently
modify available products and employees by
adding new ones and editing and removing
existing ones as well as monitor clock-in and
clock-out attendance of employees
CASHIER it allows them to easily add and
remove purchased products to the receipt as well
as compute the total price, the value-added tax,
and the change after receiving cash from
customers. It also allows them to save, preview,
and print well-documented receipts as well as
generate company reports such as sales,
expenses, and revenue/profit

1.4 SCOPE AND

LIMITATIONS
SCOPE
i.

ADMINISTRATOR can be able to login the system

and access the retail database; can add, update or
remove, goods, and employees; and the admin account
cannot be accessed by the cashier
ii. CASHIER employees login to a separate account but
cannot access the retails database; is limited to
receiving cash from customers and calculating the
change; and is able to print receipts

LIMITATIONS
i. System can only be accessed offline.
ii. System can only receive cash.
iii. System cannot receive amounts on a credit card basis.

Chapter 2: METHODOLOGY
OF THE STUDY
Requirements Gathering and
Refinement
Quick Design and Building of the
Prototype
Customers Evaluation of the Prototype
Refining of the Prototype
Engineered Product

Chapter 3: DATA GATHERING

PROCEDURES AND OUTPUT
Desk/Internet Research
Survey

Table 1.0: SURVEY OUTPUT

Chapter 4: PROPOSED
SYSTEM

4.1 SYSTEM OVERVIEW

4.2 PROCESS SPECIFICATIONS
4.3 DATA SPECIFICATIONS
4.4 SCREEN LAYOUT
SPECIFICATIONS

4.1 SYSTEM OVERVIEW

A Point of Sales System is an electronic system
that provides businesses with the capability to
retain and analyse a wide variety of offered
products within an inventory and a day-to-day
transaction data on a continuous basis. POS
Systems have been touted as valuable tools for a
wide variety of business purposes, including
refining target marketing strategies; tracking
customer purchases and determining its patterns;
analysing sales (on a daily, monthly, or annual
basis) of each inventory item, department, or
supplier; and creating reports for use in making
purchases and reorders.

4.2 PROCESS
SPECIFICATIONS
4.2.1.1 DATA FLOW DIAGRAM
(ADMINISTRATOR)
4.2.1.2 DATA FLOW DIAGRAM
(CASHIER)
4.2.2 ACTIVITY DIAGRAM
4.2.3 CONTEXT DIAGRAM
4.2.4 DATA DICTIONARY

4.2.1.1 DATA FLOW

DIAGRAM
(ADMINISTRATOR)

Figure
1.0: DFD
for
Admin

4.2.1.2 DATA FLOW

DIAGRAM (CASHIER)

Figure
1.1: DFD
for
Cashier

4.2.2 ACTIVITY DIAGRAM

Figure
2.0:
Activity
Diagra
m for
POS

4.2.3 CONTEXT DIAGRAM

Figure
3.0:
Context
Diagra
m for
POS

4.2.4 DATA DICTIONARY

ADMINISTRATOR LOGIN
i. Administrator Password = { Legal
Character }
Legal Character = [ A Z | a - z | 0 - 9 ]

ADMINISTRATOR PASSWORD CHANGE

i. Old Password = { Legal Character }
Legal Character = [ A Z | a - z | 0 - 9 ]
ii. New Password = { Legal Character }
Legal Character = [ A Z | a - z | 0 - 9 ]
iii. Confirm Password = { Legal Character }
Legal Character = [ A Z | a - z | 0 - 9 ]

 PRODUCT DETAILS
i.
Product Name = { Legal Character }
Legal Character = [ A Z | a - z | 0 - 9 ]
ii. Product Price = { Legal Character }
Legal Character = [ 0 9 | . ]
iii. Product Quantity = { Legal Character }
Legal Character = [ 0 9 ]
EMPLOYEE REGISTRATION
i.
Employee First Name = { Legal Character }
Legal Character = [ A Z | a z ]
ii. Employee Middle Name = { Legal Character }
Legal Character = [ A Z | a z | . ]
iii. Employee Last Name = { Legal Character }
Legal Character = [ A Z | a z ]
iv. Employee Username = { Legal Character }
Legal Character = [ A Z | a - z | 0 - 9 ]
v. Employee Password = { Legal Character }
Legal Character = [ A Z | a - z | 0 - 9 ]
vi. Employee Password Confirmation = { Legal Character }
Legal Character = [ A Z | a - z | 0 - 9 ]

 EMPLOYEE LOGIN
i. Employee Username = { Legal Character }
Legal Character = [ A Z | a - z | 0 - 9 ]
ii. Employee Password = { Legal Character }
Legal Character = [ A Z | a - z | 0 - 9 ]

RECEIPT
i.

Product ID = { Legal Character }

Legal Character = [ 0 9 ]
ii. Purchases = { Legal Character }
Legal Character = [ 0 9 ]
iii. Amount Received = { Legal Character }
Legal Character = [ 0 9 | . ]
iv. Calculator = { Legal Character }
Legal Character = [ 0 9 ]

4.3 DATA
SPECIFICATIONS
4.3.1 ENTITY-RELATIONSHIP
DIAGRAM
4.3.2 ARCHITECTURAL DESIGN
4.3.3 TABLES/FILES LAYOUT

4.3.1 ENTITYRELATIONSHIP DIAGRAM

Figure
4.0: ERD
for POS

4.3.2 ARCHITECTURAL
DESIGN

Figure
5.0:
Architect
ural
Design
for POS

4.3.3 TABLES/FILES LAYOUT

Table
2.0:
Database
Tables
and
Fields

4.4 SCREEN LAYOUT

SPECIFICATIONS

Figure 6.0: POS Login

Figure 6.2: Product List

Figure 6.1: Administrator Login

Figure 6.3: Employee List

Figure 6.4:
Password Change
(Administrator)

Figure 6.5: Product Update

Figure 6.6: Company Sales Report Figure 6.7: Employee Registrati

Figure 6.8: Employee Login Figure 6.10:

Calculator

Figure 6.9: System Operation

Figure 6.11: Print Preview

Figure 6.12: Employee Attendance

Chapter 5: SYSTEM CODING

5.1 PROGRAMMING LANGUAGE Visual
Basic (VB.NET)
5.2 SPECIAL PURPOSE LANGUAGE TOOLS
Visual Basic (a 3rd-generation event-driven
high-programming language and integrated
development environment developed by
Microsoft) and Microsoft Office Access (a
database management system from Microsoft
that combines the relational Microsoft Jet
Database Engine with a graphical user
interface and software-development tools)

Chapter 6: SYSTEM
TESTING (TESTING STAGES
& SCHEDULE)
TEST CASES

TEST PROCEDURE

Administrator provides a
valid password.
Administrator Login

Employee
Registration

able to access the Admin

Window.
Administrator should not

invalid password
Administrator provides a

be able to login.
Administrator should not

blank password

be able to login.
Employee should be able

username and password.

Employee provides an
invalid username and

STATUS

(DD-MM-YY)

DATE FIXED
(DD-MMYY)

Administrator should be

Administrator provides an

Employee provides a valid

Employee Login

EXPECTED RESULTS

DATE TESTED

to access the Employee

PASS

06-01-14

06-01-14

PASS

06-01-14

06-01-14

PASS

06-01-14

06-01-14

FAIL

11-01-14

19-01-14

FAIL

11-01-14

19-01-14

PASS

11-01-14

11-01-14

PASS

12-01-14

12-01-14

FAIL

12-01-14

17-01-14

FAIL

12-01-14

17-01-14

Window.
Employee should not be
able to login.

password.
Employee provides a blank

Employee should not be

username and password.

Employee provides valid

able to login.
Employee should be able

background information of

to successfully register

himself/herself.
Employee provides invalid

his/her account.
Employee should not be

background information of

able to successfully

himself/herself.
Employee provides blank

register his/her account.

Employee should not be

background information of

able to successfully

himself/herself.

register his/her account.

Administrator
provides a valid
old and new
password with a
valid password
confirmation.
Administrator
provides an invalid
Administrator

old and new

Password Change

password with an
invalid password
confirmation.
Administrator
provides a blank old
and new password
with a blank
password
confirmation.
Administrator
provides a valid
product name,
product price, and
product quantity.
Administrator
provides an invalid

Add Product

product name,
product price, and
product quantity.
Administrator
provides a blank
product name,

Administrator
should be able to
change

PASS

18-01-14

18-01-14

PASS

18-01-14

18-01-14

PASS

18-01-14

18-01-14

FAIL

20-01-14

22-01-14

PASS

20-01-14

20-01-14

PASS

20-01-14

20-01-14

Administrator
password.
Administrator should
not be able to
change
Administrator
password.
Administrator should
not be able to
change
Administrator
password.
Administrator should
be able to add a
product in the
database.
Administrator should
not be able to add a
product in the
database.
Administrator should
not be able to add a
product in the

Administrator
provides a valid
product name,
product price, and
product quantity.
Administrator
provides an invalid
Edit Product

product name,
product price, and
product quantity.
Administrator
provides a blank
product name,
product price, and
product quantity.
Administrator selects

Remove Product

an existing product
and removes it.

Administrator
should be able to
edit a product in

FAIL

23-01-14

25-01-14

FAIL

23-01-14

25-01-14

PASS

23-01-14

23-01-14

PASS

26-01-14

26-01-14

FAIL

27-01-14

31-01-14

PASS

27-01-14

27-01-14

PASS

27-01-14

27-01-14

the database.
Administrator should
not be able to edit a
product in the
database.
Administrator should
not be able to edit a
product in the
database.
Administrator should
be able to delete a
product item from
the database.

Administrator
provides valid

Administrator should

background

be able to add

information of the

employee.

employee.
Administrator
Add Employee

provides invalid

Administrator should

background

not be able to add

information of the

employee.

employee.
Administrator
provides blank

Administrator should

background

not be able to add

Administrator
provides valid

Administrator

background

should be able to

information of the

edit employee.

FAIL

01-02-14

03-02-14

FAIL

01-02-14

03-02-14

PASS

01-02-14

01-02-14

PASS

03-02-14

03-02-14

PASS

05-02-14

05-02-14

employee.
Administrator
Edit Employee

provides invalid

Administrator should

background

not be able to edit

information of the

employee.

employee.
Administrator
provides blank

Administrator should

background

not be able to edit

information of the

employee.

employee.
Administrator should

Remove Employee

Administrator selects

be able to delete an

an existing

employee along with

employee and

his/her background

removes him/her.

information from the

database.
Employee should be

Employee selects an able to automatically

existing product by

view its

entering its

corresponding

corresponding

product name,

Product ID.

product price, and

product quantity.
Employee should not

Product Selection
Employee selects a
non-existing product

be able to
automatically view

Employee inputs
the number of
customer
purchases that is
less than or equal
to the number of
product quantities
available in the
Purchase Number

inventory

Input

database.
Employee inputs the

Employee should
be able to
successfully

FAIL

08-02-14

13-02-14

FAIL

08-02-14

13-02-14

FAIL

15-02-14

16-02-14

PASS

15-02-14

15-02-14

update the
product quantity.

number of customer
purchases that is

Employee should not

greater than the

be able to

number of product

successfully update

quantities available

the product quantity.

in the inventory
database.
Employee should be
able to add the
Employee adds the
Add Receipt Item

purchased item to
the list of purchased
products.

product to the
receipt along with its
product name,
product price,
number of
purchases, and total

Remove Receipt
Item

Employee selects
the added purchased
item and removes it.

price..
Employee should be
able to delete the
purchased product
from the receipt.

Employee inputs
the amount
received from the
customer that is
greater than or
Cash
Computations

equal to the total

price.
Employee inputs the
amount received
from the customer
that is less than the
total price.
Employee saves the
purchase history as
well as the products

Save Receipt

purchased (product
information
included) along with
its cash calculations
Employees login to

Display Employee
Attendance

their respective
accounts as well as
logout once they are
finished.

Display Company

Employee should
be able to
automatically
compute the

PASS

15-02-14

15-02-14

PASS

15-02-14

15-02-14

FAIL

16-02-14

23-02-14

FAIL

01-03-14

03-03-14

04-03-14

06-03-14

change and the

value-added tax.
Employee should not
be able to
automatically
compute the change
and the value-added
tax.
Employee should be
able to save the
receipt information
and the receipt
details in the
database and
generate a receipt
preview.
Administrator should
be able to view
employee clock-ins
and clock-outs with
their respective
dates.
Both Administrator

Employees must

and Employee

save the receipts

should be able to

after every customer

display the

Table 3.0: Test Cases

FAIL

Chapter 7: SYSTEM
IMPLEMENTATION PLAN
(RESOURCE REQUIREMENTS)
7.1 HARDWARE REQUIREMENTS
i.
ii.

Any PC, Desktop, or Laptop with pre-installed Visual

Basic and Microsoft Access applications.
Printer

7.2 SOFTWARE REQUIREMENTS

i. Visual Basic 2012 Express Edition for Windows Desktop
ii. Microsoft Access 2007/Microsoft Office Access 2010
iii. Windows 7/Windows 8 Operating System

7.3 HUMAN RESOURCE REQUIREMENTS

i.
ii.

Employees cashiers
Administrator senior
human resource official

management

official/senior

Chapter 8: GANTT CHART

Figure 7.0: GANTT CHART