BUY-BACK CENTRE INVENTORY SYSTEM GOOI WAN KI FACULTY OF COMPUTING AND INFORMATICS UNIVERSITI MALAYSIA SABAH

Transcription

1 BUY-BACK CENTRE INVENTORY SYSTEM GOOI WAN KI FACULTY OF COMPUTING AND INFORMATICS UNIVERSITI MALAYSIA SABAH 2015

2 ABSTRACT PLB Terang Sdn. Bhd. ( U) has a waste disposal center called the Buy-Back Centre. PLB Terang Sdn. Bhd. has requested that a Windows-based system to be developed to store and keep track of the details of the Buy-Back Centre and transactions in database instead of Microsoft Excel sheets, and generate required reports as needed. Objectives for this project are to design, develop, implement and test the Buy-Back Centre Inventory System. This system needs to allow user to view and print summary report and sales report. This project is divided into four modules which are Authorization, Stock In, Stock Out and System Maintenance. Software Prototyping methodology is chosen for the development of Buy-Back Centre Inventory System because it allows refinement of prototype until the final requirements have been decided and the users are able to give feedbacks towards the developed prototypes as to their needs. Software testing is carried out on all modules which had been developed.

3 CHAPTER 1 INTRODUCTION 1.1 Background PLB Terang Sdn. Bhd. ( U), a company based in Prai, Penang, Malaysia, is a company that is in-charged of a solid recycle waste disposal center called the Buy-Back Centre. Buy-Back Centre trades solid recycle waste materials such as papers, plastics and metals bought from waste pickers and garbage trucks. The centre then sorts and reprocess the materials according to the requirements from third party buyers. The process of buying waste materials from waste pickers and garbage trucks is depicted in Figure 1.1. The sellers generally pack the materials in jumbo bags. The bag itself weighs 5 Kilograms (KG). When materials arrived at the Buy-Back Centre, the materials will be weighed. For anything packed using a jumbo bag, a 5KG will be deducted from the total weight. This is to dis-count the weight of the bag. However, the centre will generally pay an extra 5 percent on top of the selling price to the sellers. After all materials from the seller are weighed, a list of selling material is generated. The seller submit the material list to finance staff. The finance staff needs to process the list by key in and save the details of the list to excel sheet then a purchase statement is generated. The purchase statement needs to be checked and approved by finance manager. When the statement has been approved, the finance staff issues a cheque for all purchase statements on hand. Finance staff will cash the cheque and then bank in to the respective seller s bank account.

4 Figure 1.1: Process of buying waste materials at Buy-Back Centre. Upon purchasing the materials, the centre labels and sorts the materials accordingly. Whenever a third party buyer wants to buy materials from the centre, the centre will prepare the materials according to the user s requirements. Often, the materials need to be repackaged or reprocessed. The process of buying from the centre is depicted in Figure 1.2. Upon receiving request for materials from buyers, the finance staff processes the order by contacting the worker of the centre to prepare the materials and deliver it to the buyers. Due to the nature of wastes, there are times that the buyers disagree with the weight of the received materials. Whenever such situations occur, the centre will generously agree to the weight adjusted by the buyers. The difference in the weight will be considered as wastage and be ignored. An invoice will be issued to buyer according to the weight adjusted. Buyers need to pay the amount listed in the invoice issued by the finance staff. Figure 1.2: Process of the selling waste materials in Buy-Back Centre.

5 Figure 1.2: Process of the selling waste materials in Buy-Back Centre. From the buying and selling processes depicted in Figure 1.1 and Figure 1.2, the trades and transactions appear to be straightforward and uncomplicated. However, it is crucial to point out that the unit price of materials are not constant. The prices vary from time to time according to the market and demand. Therefore, it is very difficult and impractical to manage the transactions manually with pens and papers. Currently, the company uses Microsoft Excel to store all transactions (buy-in records and sold out records) and related details of the Buy-Back Centre. The balances and sales is calculated using macros in Microsoft Excel. All reports are prepared manually by financial staff after referring the excel sheet.

6 1.3 Problem Background Currently, PLB Terang Sdn. Bhd. used Microsoft Excel to store all the details of stocks, transaction records, and details related to the Buy-Back Centre. The stock balance and sales are calculated using built-in functions and macros in Microsoft Excel. One 4

7 problem with storing all the information in Microsoft Excel sheets is that there is a limit of how many transactions can be recorded before it became difficult to look for a particular transaction when needed. At the end of every month, financial reports need to be produced. To produce these reports, financial staff manually look up relevant details from the Microsoft Excel sheets. This is a very time consuming task. The summaries and statistics need to be calculated and enter manually to produce reports in desired format. For both activities, mistakes are commonly made and thus significant amount of time are need to locate and rectify those errors. Therefore, PLB Terang Sdn. Bhd. has requested that a Windows-based system to be developed to keep store and keep track of the details of the Buy-Back Centre and transactions in database instead of Microsoft Excel sheets, and generate required reports as needed. 1.4 Problem Statement The problem statements had been summarized and listed as the following: i. PLB Terang Sdn. Bhd. needs to store all the details of stocks, transaction records, and details related to the Buy Back Centre. ii. The stock balance, outstanding debt and sales need to be tracked and summarized. iii. A lot of related documents and reports such as invoice, statement, sales report, stock report and summary report need to be generated for better management and reporting. 1.5 Objectives Based on the problem background and the request from PLB Terang Sdn. Bhd., the objectives of this project are: i. To design and develop a Windows-based inventory system for PLB Terang Sdn. Bhd. to manage their business;

8 ii. To allow user to view and print related report such as invoice, statement, summary report, sales report, stock report and selling list; iii. To implement the Buy-Back Centre Inventory System. 1.6 Project Scope Buy-Back Centre Inventory System is a Window-based system which is installed to computer of the relevant staffs of PLB Terang Sdn. Berhad. The relevant staff including the worker of Management Information System (MIS) Department and worker of finance department. The installer of this system is passed to MIS department to install the system on company computer of relevant staffs. This project is divided into four modules. The four modules are: i. Authorization In this module, new user entry only can created by user level 1 (Administrator). Administrator needs to fill up all details of new user including username which would be staff id, display name which would be the name printed on related report or document, user status, password and user level. Users can change their own password after login to the system. Administrator also can update or change user details on user level, password, display name and status. User with inactive status is unable to access the system. ii. Stock Out In this module, there is three modules included which are Stock-Out Transaction, Invoice and Collection. Stock-Out Transaction sub-module allows user to record, edit and print every stock out transaction. If invoice had been issued to the transaction, the transaction cannot be edited anymore. Invoice sub-module allows user to create, edit and search invoice issue to buyer. User cannot make any changes if the invoice had been paid by buyer. Each invoice have one unique invoice number. There are two types of invoice which are normal invoice and tax invoice. The prefix of invoice number for normal invoice and tax invoice are different. Normal invoice is issued to the non-taxable buyer while tax invoice is issued to taxable buyer. Collection sub-module allows user to add, edit payment collected from buyer after received invoice. User can knock off the invoice issued to the buyer. The collection can

9 be cancelled. All invoices included in the cancelled collection back to the state before the collection is added. This module also provides functions such as summary report, selling list, sales report and outstanding debtor list that summarize the existing records from three of the sub-modules. Material summary report and stock report are generated using the records from this module and Stock In module. iii. Stock In In this module, there is two sub-module included which are Stock-In Transaction and Payment. Stock-In Transaction sub-module allows user to record, edit and print every stock in transaction. If payment had been made through Payment sub-module, the paid transaction cannot be edited. Payment sub-module allows user to add, edit payment paid to seller. User can knock off the related transaction. The payment can be cancelled. All transactions included in the cancelled payment back to the state before the payment is added. This module also provides functions such as summary report and view payment summary that summarize the existing records from two of the sub-modules. iv. System Maintenance In this module, there are two sub-module and one function included which are Maintenance, Tools and Change System Setup function. Maintenance sub-module allows user to add, edit and delete details of materials, company (buyer and seller), payment term and Goods and Services Tax (GST). Search function is provided for material, company (buyer and seller). Tools sub-module allows user to reset print status, assign receipt number and view update trail. Change System Setup function allows user to change the GST ID number, prefix of invoice number, transaction number and payment number and running number of receipt. This module provides material details and company details to Stock In module and Stock Out module. The system is only accessible for users created by administrator. There are 4 user levels. i. User level 1 (Administrator) is able to access all the modules of the system. ii. User level 2 (Manager) is able to access all the modules but cannot create users, update user and change system setup.

10 iii. User level 3 (Finance Staff) is able to access authorization module, Stock Out module and Stock In module but cannot create and update user. iv. User level 4 (Outstanding Viewer) can only access authorization module to change password, StockOut module to view outstanding debtor list and collection summary and StockIn module to view payment summary. This user only can update the notes of the invoice records in outstanding debtor list. 1.7 Organization of Report There are seven chapters in this report. Chapter 1 is the introduction to the Buy-Back Inventory System, problem background, objectives and scope. The following chapter is literature reviews that reviews existing Inventory System and includes methods and equipment that is applied on the system. Next is chapter 3 on the chosen system development methodology. This chapter also contains techniques that is applied in the design and implementation phases. The approaches used, software requirement and hardware requirements is justified in this chapter. Chapter 4 is the system analysis and design that explains the overall system functional design, database design and user interface design. It further be explained by using context diagram, data flow diagram (DFD) and entity relationship diagram (ERD). Chapter 5 is the implementation of the system that present all the interfaces and functions had been implemented. The following chapter is testing that present the testing had been conducted on the system. Four testing levels had been executed: unit testing, integration testing, system testing and acceptance testing. Chapter 7 concludes this report and lessons learned from this project are discussed.