Point of Sale and Inventory for Bernalaine's Ice Cream Business

A Project Proposal for partial fulfillment of the subject CpET 8L – Software Design for
Technological University of the Philippines

Jawn Louise B. Ordonia

Project Leader

Christian Ber P. Malonzo

Project Member

Jam Bullet S. Guevarra

Project Member

BET-CpET 2B (Non-Stem)

Professor Gio Asher T. Tagabi

Instructor
 TABLE OF CONTENT

Table of Content ………………………………………………………………………………………… ii

Chapter

I. PROBLEM AND ITS BACKGROUND

Introduction ………..………..………..………..………..………..………..………..
Background of the Study
Statement of the Problem
Objectives
Scope and Limitation
Significance of the Study
Operational Definition of Terms
II. REVIEW OF THE RELATED LITERATURE
Review of Related Literature
Conceptual Framework
III. RESEARCH METHODOLOGY
Methodology
SDLC Model
System Architecture
Context Diagram
Data Flow Diagram
Flowchart
UML Diagram
Use Case Diagram
Data Dictionary & Data Schema
Entity Relationship Diagram
APPENDICES
Benefits
Gantt chart
PERTT/CPM
Total cost of ownership
Bibliography
 CHAPTER I

INTRODUCTION

Everyone knows that today’s business became popular and known as a source of extra
income. Besides, businesses nowadays are one of the essentials in making money and it is
important especially for people who invested their time planning and strategizing businesses in
order to have a better future for their business and to sustain their needs. With the financial
crisis that is present nowadays, and it is one of the reasons why people engage on entering the
area of business, even small-scale, to survive and to ensure future investment and to prevent
mishaps as people continue their daily living.
As a result, business persons continue to rise in population and this results for the
appearance of different business types, depending on their strategy and adapting to the trends
of the present time.
One of that business is having an ice cream store that focuses on selling ice cream for
refreshment as an alternative way to counter the increase in heat in climate especially in dry
seasons or summer, and this also serves as a popular food in the society.

BACKGROUND OF THE STUDY

Nowadays, because of the adaptability of technology into the business world, business-
minded people and technology enthusiast or developers says that technology can do better in
running of certain businesses. One of the examples of developed software that is used until now
in the business world is the Point of Sale System. It was developed way back 1879 and until
now, it is widely used by today’s generation and was improved even further as technology adapt
and grow to improve businesses.

According to Horn (2015), Point of sale systems are used at checkout to tally items for
payment, to process a payment, and to update a store's inventory. These systems have
computing capabilities and often use multiple data-collection devices. These data-collection
devices are typically added as peripherals to a host-computing device.

Point of Sale system consist of functions that performs various operations that provides
lesser effort and to expand and improve their functionality in work and help business person
operate by means of using a technology, whether the person is new to business or not.

Point of sale system aims to provide a service that will help and improve the flow of
business through the use of technology. It will make transaction and ordering easier for both the
client and the customer.
STATEMENT OF THE PROBLEM

The main problem of this project is to determine what system to develop in order to
assist Bernalaine’s ice cream business in improving and monitoring her sales.
Specifically, it attempted to answer the following questions:
I. Which system will enable the business to:
a. Provide an efficient sales management system to generate accurate data in
business sales.
b. Provide a proper inventory management system to ensure the right count of
products.
c. Allow the owner to have an interactive system to lessen the work effort given to
daily needs.

II. How to implement a system that will maximize their business potential and business
benefits?
III. What will the system contribute to the business in order to be successful?
IV. What are the factors to consider that will enable the business to run provided with the
system?
V. What preparations can be made in order to guide the owner of the business in
accordance to recent trends?

OBJECTIVES
This project aims to have following objectives to provide the researchers the following
views:
I. To develop a system that is available to use in personal computer and mobile
devices:
a. A system that would organize and monitor the products and the sales.
b. To develop a system that would count and compute the total income sales and to
track transactions of an order.
c. To develop a system that would summarize the overall sales, information and
history of the business sales.
d. To develop a system that would provide backup of their data for data loss
prevention.
SCOPE AND LIMITATIONS
This project aims and focuses on the system itself and ordering transaction process of
Bernalaine’s Ice Cream franchise business to have proper measures that needs to be done.
This study was conducted at Technological University of the Philippines, Ayala Boulevard,
Ermita, Manila, 1000 Metro Manila.
Bernalaine Mae Malonzo is the respondent and client. The data were taken by means of
individual in-depth interview and business monitoring at 551 Moriones Street Tondo, Manila. All
the materials used on this study were provided by the researchers.
SIGNIFICANCE OF THE STUDY
Client
they are the most beneficiaries of this project because they are the target person and the
one who would receive the system and benefit from it if the project would become successful.
Also, because this project contains objectives towards the system and resolve the problem and
demands of the client.
Faculty
As the one that engaged and plan this project curriculum, the faculty would receive good
background and feedback for continuing to improve and enhance students into their field of
expertise.
Future Researchers
As this project would become successful, future researchers can use this for their
reference of information for their research, especially if they will make a research about a point
of sale system. The future researchers can base on this research as they study their own
research.
DEFINITION OF TERMS

The following terms have been operationally defined for the purposes of establishing a
common frame of reference in the course of the discussion of the study.
Agile - is a time boxed or bound. Iterative approach to software delivery that builds software
incrementally.
Cache - A computer memory with very short access time used for storage of instructed data.
Caching - to place something into a hidden place
Console - The combination of readouts or displays and an input device by which an operator
can monitor and interact with the system.
Database - an structed set of data. It is a data structure that stores information.
Data Access - is a generic term referring into an access rights of a data.
Enthusiast - The state of being obsessed, attached or either interested into something.
Framework - An essential supporting structure of a something Increment- it means a series of
increasing or addition.
Inventory - The itemized list of an items, it is also the place where in things are stored.
Merchants - a person who trades in commodities produced by the other people.
Point of sale - It is the place in which goods and any other thing was placed.
Schematic - It is a symbolic or simplified diagram and representation.
Server - The zone where it provides the service and commodity.
Software - a program and other operating information used in a computer.
 CHAPTER II

REVIEW OF RELATED LITERATURE

There are related literatures that were searched and analyzed by the researchers, to
have enough background on the subject under their study. They reviewed some literature and
studies that are related to the present study.

Transaction data capture system for a point of sale system

(Anand and Mazumdar, 2017, Disclosure of Invention, para 1) presents an invention that
provides a method of operating a transaction collection system including: determining a sales
transaction on the POS terminal; recording a transaction document of the sales transaction on a
memory of the POS terminal, providing the transaction document for interpretation on an
external system. The method above can also include interpreting the transaction document to
determine a field entry and sending a message to an external system based on the field entry.
The interpretation can be based on an optical character recognition. The interpretation can be
performed on the POS terminal or a collection server system such as a web service server.

(Anand and Mazumdar, 2017, Disclosure of Invention, para 2) suggested a method of

operating the transaction collection system via the collection server system can include:
determining a transaction document from a POS terminal; optically recognizing the transaction
document to determine a sold item associated with the transaction document; matching the sold
item within an item list; and recording the sold item on the web service system.

System and method for interfacing a client device with a point of sale system

(Orr, Lemley, Hotchkies, Dehoux 2015, Abstract, para 1) explains that point of sale
system provides an information technology system taking the form of a management console,
central server, point of sale system, software running on a point of sale system and software
running on a customer's mobile phone. The software on the customer's mobile phone lets a
customer interact with the point of sale system, allowing the customer to view a pending
economic transaction, optionally add or remove items to the transaction, and pay for the
transaction using payment information stored on the mobile phone.

(Orr, Lemley, Hotchkies, Dehoux 2015, Background of the invention, para 1) explains the
definition of Point of Sale (POS) systems, which are systems that allow merchants to process
purchases made by their customers at the “point of sale,” which is the area in the merchant's
establishment where the transaction comprising the exchange of value for goods or services
takes place. The POS system may be as antiquated as a mechanical cash register or as
complex as a fixed piece of computer hardware with components such as a cash drawer, touch
screen and credit card swipe mechanism. From a customer's perspective, the merchant “rings
up” the transaction at the POS system by recording the items which the customer purchases,
calculates any sales tax due, presents a receipt to the customer, and receives payment from the
customer.
Caching item information in a cloud-based point of sale system

(Vodopia, 2015, Abstract, para 1) explains their abstract of the study as Mechanisms are
provided, in a data processing system, for retrieving and utilizing item information to perform a
transaction. The mechanisms receive an identification of an item present in a detection field of
the item identification system. A determination is made as to whether valid item information for
the item is present in a cache of the data processing system in response to detecting the item
as being present in the detection field of the item identification system. If valid item information
is present in the cache, the valid item information is retrieved from the cache. If valid item
information is not present in the cache, the valid item information is retrieved from a remotely
located cloud computing system. The transaction is performed based on the valid item
information.

(Vodopia, 2015, Background, para 1) describes the study that recent technology has
trended towards the use of cloud-based computing systems. The researcher explained cloud
computing refers to the delivery of computing as a service rather than a product, whereby
shared resources, software, and information are provided to computers and other devices as a
utility (similar to an electricity grid) over a network (typically the Internet). Cloud encompasses
computing technologies that provide computation, software, data access, and storage services
that do not require end-user knowledge of the physical location and configuration of the system
that delivers the services. Cloud computing providers deliver applications via a network, such as
the Internet, which are accessed from web browsers and desktop and mobile apps, while the
business software and data are stored on servers at a remote location. Most cloud computing
infrastructures consist of services delivered through shared data-centers and appearing as a
single point of access for consumers' computing needs.

(Vodopia, 2015, Summary, para 1) summarizes the study that in one illustrative
embodiment, a method, in a data processing system, is provided for retrieving and utilizing item
information to perform a transaction. The suggested methods comprise receiving, by the data
processing system, an identification of an item present in a detection field of the item
identification system. And the method further comprises determining, by the data processing
system, if valid item information for the item is present in a cache of the data processing system
in response to detecting the item as being present in the detection field of the item identification
system. In addition, the method comprises retrieving, by the data processing system, the valid
item information from the cache in response to the valid item information for the item being
determined to be present in the cache of the data processing system. 

Point-of-sale system

(Edwards, Skoog, Babu, Dorogusker 2016, Abstract, para 1) describes a point-of-sale system
includes a stand that supports a tablet computer. The tablet computer can run a merchant
application to provide the typical functionality for a point-of-sale system. The system can
incorporate a stand can be rotatable to face either the merchant or the customer, and can also
incorporate a card reader. The tablet computer can be connected through a hub to other
peripheral components, such as a controllable cash drawer, a printer and/or a bar code reader.
The cash drawer can include a slidable drawer having sliding rails that are hidden from a top
view of the drawer.
(Edwards, Skoog, Babu, Dorogusker 2016, summary, para 2) resolves the study by explaining
that some of these issues can be addressed with point-of-sale system that includes a stand that
supports a tablet computer. The tablet computer can run a merchant application to provide the
typical functionality for a point-of-sale system, generally making the point-of-sale system lighter
weight and more portable, and eliminating the need for various components such as the
keyboard. The stand can be rotatable to face either the merchant or the customer, thus
eliminating the need for a separate display device for the customer.

Development of TUP-Manila Supplies and Property Office Browser-Based Inventory

System

Coros, Cristobal, Jose, Pamatian (2015) developed a study that can (1) sort, monitor
and track supplies equipment status and availability, (2) have an inventory system that can
generate property and stock numbers automatically and (3) generate equipment and supllies
inventory reports needed by the management. The study proposed methods of development of
the program using Programming language Java and MySQL Workbench for the database.

Management Information System of the company Jose De Leon Industrial

Francisco, Haclaro, Punzalan (2017) proposed a system that is capable of automating

the service transactions. The system objectives are (1) to provide secured and integrated
database that can withstand huge amount of data. (2) to monitor the stocks where the users can
view the state of inventory and to be able to add and edit items and (3) to alert the user on the
critical state of items in the inventory. The developmental tools that were used to develop the
system are Visual Studio 2015, MS SQL and SAP Crystal report.

Development of E-Business Transaction System

Calaor, Capro, Lopez, Reyes (2018) proposed a system that is web-based, in which
allows request of school documents such as transcript of records, checklist and other official
documents needed by a student of alumni of the university. The system can also serve as an
income generating site for the institution since school-based products such as uniforms and t-
shirt can be purchased online. The system also has a feature that can report such as end-of-day
transactions that can be generated when needed. The system was created using Microsoft
Visual Studio as their application platform, Microsoft SQL 2008 as the database engine and C#
as the programming language.
 SYNTHESIS
The researchers had come up with a system to create for the client to prioritize the
needs of the business. An effective point of sale system for the client is the most important tool
to assist the client. It will help the business to be more effective in analyzing core problems to
resolve for the business to be more efficient.
The related literatures will serve as the researcher’s guide to create a system that will fit
the client need by means of incorporating techniques to help create the system for the client.

CONCEPTUAL FRAMEWORK
The interpretation of the figure below is about system’s Knowledge requirement, in which
contains the related literatures used to incorporate ideas and techniques to come up with an
efficient system, the algorithm that will be used to determine the step-by-step procedure how will
the system operate, the Hardware Requirements that will determine the hardware to be used for
the system and the Software Requirements that contains the following programming tools to
create the system.
The next step is the process, in which incorporates techniques to create an effective
system design throughout the creation of system. Planning is needed to identify the problem
and come up with the best solution, the design to create a physical and logical design of the
system, System development for the programming procedure, System Testing to be able to test
the program and provide feedback for system improvement, and System Implementation to
provide an effective system that will be implemented as the final version of the software that will
be used by the client as per suggested feedbacks and revisions.
After the process, the output will now be processed together with the final findings and
answers once the system is done on the testing phase.
 CHAPTER III

Methodology
The study will use a software development methodology known as Agile method that will
attempt to develop incrementally by creating a series of software versions and will adjust
depending to user requirements. It will emphasize continuous feedback in which each
incremental step is affected by what was learned in the prior steps.

Development of the system

The researchers proposed some of the various programming languages that will help
develop the system to satisfy the needs of the study.
 Swift programming language for the iOS system in which the client has.
 MySQL lite for the mobile device database management.
 Java for the desktop application of the system.
 MySQL for the desktop database management.

SDLC Model
The SDLC Model the researchers used is the Agile SDLC. This model defines the task
and process in each step of the project development. It will go undergo the planning phase,
design, development, system testing, system implementation and evaluation/feedback.
System Architecture
In this diagram, this shows how the business will flow together with the system. The
customer will give their data to the client, and the data will go to the mobile device. The mobile
device has its own local data storage for the data, and it can also retrieve data from the storage.
The data from the mobile devices will also go the internet, and also can retrieve from the
internet. The internet can also provide and retrieve data to the desktop. The desktop can save
and retrieve from its own local data storage. Then the data, with the help of internet connection
will go through the backup of our system, which is the Cloud Database.
Context Diagram
This model shows the main entities of the system that will flow throughout the system.
The customer will give order details to the system. Then, the system will generate an
understock notice if the order is below the stock limit. The system will also produce a product
and sales summary if the client requested. And the client will provide a restock details if the
restock has been delivered.
Data Flow Diagram
This model shows the further explanation of the context diagram that shows all entities,
object, and the specific processes that the system undergoes. Each process will receive input
and produce an output to and from either entity and another process.

Flowchart
In this part it will show how the system works and run by means of flowcharting. This
diagram shows how the system will undergo all of the function and services of the system. And
also, what will happen in every place or either possible situation that will occur and encounter in
the whole system.
B2
UML Diagram
This diagram shows the different classes of all the objects and their relationship with
each other. Each classes contains their own attributes and methods.
Use Case Diagram
This diagram shows the graphical view of the use case to determine the scope of the
system and the actor/s that interact on the system.

Data Dictionary & Data Schema

This diagram shows the classes involves the schema to describe each object, in which
contains the metadata and all of its entities within the given class.
Entity Relationship Diagram
This diagram shows different entities on the system and its relationship to each other,
and each entity can have different types of relationship namely, represented by cardinal
symbols.
 BIBLIOGRAPHY

Horn. E. et. al., (2015) Multifunction point of sale system, Retrieved 2015, from
https://patents.google.com/patent/US9412242B2/en
Anand, A. and Mazumdar, S. (2017) Transaction data capture system for a point of sale system,
Retrieved 2017 from https://patents.google.com/patent/US9805352B2/en
Orr, R., Lemley, D., Hotchkies, C., and Dehoux, J.(2015) System and method for interfacing a
client device with a point of sale system, Retrieved 2017 from
https://patents.google.com/patent/US9195982B2/en
Vodopia (2017) Caching item information in a cloud-based point of sale system, Retrieved 2017
from https://patents.google.com/patent/US8977561B2/en
Edwards, T. Skoog, L., Babu, A., and Dorogusker J. (2016) Point-of-sale system, Retrieved
2016 from https://patents.google.com/patent/US9257018B2/en
Coros, K., Cristobal, J., Jose, R., and Pamatian K. (2015) Development of TUP-Manila Supplies
and Property Office Browser-Based Inventory System, Abstract (p.3)
Francisco, H., Haclaro, E., & Punzalan, C. (2017) Management Information System of the
company Jose De Leon Industrial, Abstract (p.4)
Calaor, J., Caprio, G., and Lopez, R. (2017) Development of E-Business Transaction Business,
Abstract (p. 4)