Automated Stock Control And Sales System

Computer Science Project Material with Source Code Included

Abstract

This research work is concise and generally summarizes the activities duly carried out in the design and implementation of an automated inventory control system for a manufacturing organization. The system is designed to efficiently handle the movement and tracking of goods through the replacement of human workers by technology. The manual method or intervention is labour intensive, costly, and error prone and cannot ensure the inventory remains up-to-date due to oversight and internal shrinkage. With the proposed new system, inventory can be updated in real time without product movement, scanning, or human involvement. The automated system allows inventory status to be determined and shipping and receiving documents to be generated automatically triggering automatic orders for products that are low in inventory. The study outlines the main concepts of the analysis and design methodology of the proposed system, compares it to the existing and goes further to explain the design and implementation of the system using Visual Basic 6.0 for the database. The fact-finding techniques employed is interview, observation, online and library research.

Chapter One

1.0 Introduction

An inventory control system contains a list of orders to be filled and then prompts workers to pick the necessary items and provides them with packaging and shipping information. Inventory control may be used to automate sales order fulfilment process and also manage in and outward material of hardware. Automation is the replacement of human workers by technology. For optimal sales and inventory management process, robust functionality is needed for managing logistics facilities. Warehouse management functions for inventory control cover internal warehouse movements and storage and its support helps in the recording and tracking of materials on basis of both quantity and value.

This application takes care of all supply orders reducing cost for warehousing, transportation while improving customer service. It significantly improves inventory turns, optimizes flow of goods. It also improves cash flow, visibility and decision making providing efficient execution of tasks using this fast and reliable computerised method

1.1 Background of the Study

In business reactions, stocks are the assets of the organization in terms of materials, goods products that need to be replenished at its re-ordered level. Therefore, stock control process is the operation of continuously arranging receipts and documents relating to the materials to ensure that stock balance are adequate to support the current rate of consumption with one regards to economy. There are some problems associated with stock process of organizations, which include inadequate control of information, that is, there was no free flow of information relating to the stock, also accuracy in the financial information status, and as a result of these problems therefore calls for the computerized approach to stock keeping, monitoring and sales analysis..

Justifiably, the company has the problem of keeping adequate record of goods transfer and since it is done manually, associated problems of insecurity, high cost of operation and delay in supply arise. Data processing in Nigerian Breweries PLC is presently carried out using people, pens, and paper to control stock and inventory.

The design and development of an automated inventory control system for the Nigerian Breweries PLC will no doubt bring immeasurable relief from the problems associated with the manual system.

1.2 Statement of the Problem

The following are the specification statement of the problem that necessitated the project:

Customers time is wasted during search for an item in stock.
Fraud and arithmetic error normally occurs in the use of bin card.

Therefore, using a computerized approach for stock keeping, monitoring and sales analysis, it will helps in reducing customer’s complains.

1.3 Purpose of the Project

The purpose of this study is to improve current operational process in the Nigerian Breweries PLC to its full capacity by developing efficient computer software that can handle inventory in a computerised fashion.

1.4 Significance of the Project

This study is primarily aimed at increasing efficiency in operations, reducing maintenance and running cost, monitoring the supply of goods and its distribution and increase profit in the Nigerian Breweries PLC by introducing an automated inventory control system.

1.5 Objectives of the Study

The main objective of this study is to develop a computerised inventory control management system. Others include;

Here are objectives of the project:

To reduce the lost of processing each unit of item
To ensure that goods in stock are made know to the approach department
To ensure that stock are replenished at re-order level as at when due.

1.6 Scope of the Project

The following are the scope of the project:

It considers how the customer consumes goods.
It cores the sues record of stock in store.
It considers how goods are collected and received the store.

1.7 Limitations of the Project

This project was constrained by the following factors:

(a) Financial Constraints

Bearing in mind the economic state of the nation, it was found difficult in making both ends meet, because of the exorbitant nature of things nowadays in travelling for the collection of data needed for the project.

(b) Time Constraints

Looking at the interval between the resumption and vacation of the final semester for the project to be completed, the time given seemed to be short for the collection of required information for better work to be done.

(c) Non-Availability of Material

During this project, it was noticed that the required materials needed for the project are not documented. Those that were documented lacked storage facilities where they can be reached.

1.8 Definition of Terms

(1) Stock Record:

These are the documents which record, from day to day, full particulars of individual’s receipts, and issues balances of stock.

(2) Stock Taking/Checking:

This is the process of physical verification of the quantities and condition of goods.

(3) Re-Order level:

This is the quantity between the maximum and minimum stock figuring at which it is necessary imitate Porsches requirement for new supplies.

(4) Maximum Stock Level:

Is the level at which stock should not be allowed to increase. In fixing this level, the best possible excepted conditions are used.

(5) Minimum Stock Level:

Is the level at which stock should not be allowed to full. The level must be wait watched with cure because it is an indication of real change of Stock but which may result into production of sales stoppage.

Chapter Five

5.0 Summary, Limitations, Recommendations, BEME and Conclusion

5.1 Summary

Inventory proportionality is the goal of demand-driven inventory management. The primary optimal outcome is to have the same number of days’ (or hours’, etc.) worth of inventory on hand across all products so that the time of runout of all products would be simultaneous. In such a case, there is no “excess inventory,” that is, inventory that would be left over of another product when the first product runs out. Excess inventory is suboptimal because the money spent to obtain it could have been utilized better elsewhere, i.e. to the product that just ran out.
The secondary goal of inventory proportionality is inventory minimization. By integrating accurate demand forecastingwith inventory management, replenishment inventories can be scheduled to arrive just in time to replenish the product destined to run out first, while at the same time balancing out the inventory supply of all products to make their inventories more proportional, and thereby closer to achieving the primary goal. Accurate demand forecasting also allows the desired inventory proportions to be dynamic by determining expected sales out into the future; this allows for inventory to be in proportion to expected short-term sales or consumption rather than to past averages, a much more accurate and optimal outcome. With this new system, the difficulties encountered with the manual inventory control system are overcome. The automated inventory control system reduces the workload of the staff, saves time and increases efficiency. The records of the company are safe and secure, distribution process is well managed, errors are minimized, and reports generated for management are accurate thereby increasing the profit margin.

5.2 Limitation

In this project, it is only restricted to the stock department of Nigeria bottling company Enugu depot. There are some limitations they encountered in the updating of some finished product supply into store house and are delivered to the customer who depends on demand and supply as a method of stock control the recorder stock level and economics order quantity.

Also, the administrative department orders materials for the production of the required product these materials could be gotten through local purchasing order. In addition, the project cannot run on its own without human involvement.

5.3 Recommendation

Having carefully examined the usefulness of computer in eliminating most of the errors and hindrances that ensue from paper work, I recommend this automated inventory control system to Nigerian Breweries PLC, 9th mile corner, Enugu in order to enable them produce an efficient inventory management and likewise reduce the complexity of manual work.

Research and development being continuous processes; is the same in computer and software development. This system will be useful since it is computerized and will promote effective, efficient and improve service delivery thereby promoting profit oriented manufacturing. The employment of computer personnel for an effective maintenance of the system will enhance a maximum output of this package and the use of computer in inventory system.

Adopting this system, the following should be taken into consideration, training of staff, security measures, and the provision of dependable real time processing system for speedy responses.

Finally, the project work is likewise recommended to different sections in an organization and every other manufacturing organization that still carry out their operation manually because automated inventory control system handles the problem of time constraints and errors that arises when jobs are carried out manually.

5.4 Bill of Engineering Measurement and Evaluation (BEME)

The total expenses made at the cause of the design and implementation of this new software is analysed as follows:

TABLE 5.1: BEME TABLE

Item	Quantity	Unit price	Total amount (Naira)
VB software	1	N5,500	N5,500
Avast antivirus	1	N5000	N5000
Designing of the new software	1	N15,000	N15,000
Internet browsing	12	N12,000	N12,000
Phone calls	–	N4500	N4500
Transportation	–	N5000	N5000
Printing	–	N10,000	N10,000
Total	–	N61,500	N61,500

5.5 Conclusion

Having carried out the required study of the design and implementation of an automated inventory control system for Nigerian Breweries, the organisation can now comfortably eliminate the manual method which have been proved inefficient, tedious, time consuming and prone to errors

The new automated system is the major target of this project. So the computerization activity depends on the maturity and honesty of the staff. Implementing the new system enables the worker to be well trained and creates new jobs for them.

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