sales and inventory
CHAPTER I
INTRODUCTION
1.1 OVERVIEW OF THE CURRENT STATE OF SALES AND INVENTORY
Sales and Inventory System is basically the total amount of goods and materials held in stock by a factory, store and other business. A process where in a business keeps its track of the goods and materials it has. A simplest form that can be done manually by a count at the end of each day, in this way it is possible to keep a record of the goods coming in to the business and goods being sold. Since manual inventory consumes a lot of time and it is prone to errors, it would be helpful to build a system that will computerize the transactions from acquisition of the product description to updating the sales and inventory database.
The computerized sales and inventory system will improve employees’ work efficiency by computerizing routinely and time consuming tasks such as the time spent in taking down product information. As a result, the time can be used in a more productive and efficient activity. The accuracy of the current system will also be improved, since the computerized system would eliminate the need of constantly encoding lengthy details of products by having a sales and inventory database. The monitoring encompasses tracking of individual processes, so that information on their state can be easily seen, and statistics on the performance of one or more process can be provided.
Many companies are using Sales and Inventory Systems for the success and growth of their business. Sales and Inventory Systems have a variety of functions and purposes in promoting the sales and shrinkage control. Promoting the sales function deals with availability of sufficient products for the customers where in shrinkage control function deals with monitoring the occurrence of damage loss, or theft, and etc. of the products. A very important function of inventory control systems is asset valuation; that establishing the value of the products on the shelf for tax purposes at the end of the tax year. According to the Small Business Administration, all inventory systems strive to strike a balance between managing costs and the business advantages of a broad selection of goods to offer to customers. That all sales and inventory systems regardless of technology requires some element of visual inventory management.
1.1:1 BRIEF ORGANIZATIONAL PROFILE Alpha Omega Pharmacy is located at Poblacion Sapi-an, Capiz, Philippines. It started its operation last June 2004, under the strict guidelines of the Department of Health and the Bureau of Food and Drugs, from the existing laws of the Republic of the Philippines. The pharmacy is currently owned and managed by Mrs. Alpha May O. Hinojales. Its nature is to engaged in selling pharmaceutical drugs. The pharmacy consists of six (6) employees, including its owner/manager, pharmacist, cashier, and salesclerks. It is uses a manual recording to keep track of its sales and inventory.
1.1:2 DATA FLOW OF THE CURRENT SYSTEM Alpha Omega Pharmacy follows a certain standard operating procedure/s (S.O.P.): First, the customer asks the salesclerk about the medicine and its availability; Second, the salesclerk will assess if it is a prescription drug or not , or if it is for the senior citizen or person with disability, it will be asked for its booklet and identification card, and if a representative will buy, it must secure an authorization letter and an identification card on behalf of the patient; Third, for the over the counter medicines the customer will be asked for the payment, and for the prescription drugs it will be verified by the pharmacist, only then it will be asked for its payment; Fourth, the salesclerk will prepare the medicine with the aid of the pharmacist, together with the payment. That will be given to the cashier; and finally, after the checking of the cahier and the payment, the medicine will be released to the customer.
CUSTOMER
1.) Placing of order and availability of the medicine
SALESCLERK
2.) Assessment for the SENIOR CITIZEN or PERSON WITH DISABILITY and prescription drugs PHARMACIST SALESCLERK
3.) Preparation and payment
SALESCLERK/PHARMACIST 5.) Releasing of medicine 4.) Checking of medicine and payment CASHIER
Figure 1.1 CURRENT DATA FLOW OF ALPHA OMEGA PHARMACY
INTRODUCTION
1.1 OVERVIEW OF THE CURRENT STATE OF SALES AND INVENTORY
Sales and Inventory System is basically the total amount of goods and materials held in stock by a factory, store and other business. A process where in a business keeps its track of the goods and materials it has. A simplest form that can be done manually by a count at the end of each day, in this way it is possible to keep a record of the goods coming in to the business and goods being sold. Since manual inventory consumes a lot of time and it is prone to errors, it would be helpful to build a system that will computerize the transactions from acquisition of the product description to updating the sales and inventory database.
The computerized sales and inventory system will improve employees’ work efficiency by computerizing routinely and time consuming tasks such as the time spent in taking down product information. As a result, the time can be used in a more productive and efficient activity. The accuracy of the current system will also be improved, since the computerized system would eliminate the need of constantly encoding lengthy details of products by having a sales and inventory database. The monitoring encompasses tracking of individual processes, so that information on their state can be easily seen, and statistics on the performance of one or more process can be provided.
Many companies are using Sales and Inventory Systems for the success and growth of their business. Sales and Inventory Systems have a variety of functions and purposes in promoting the sales and shrinkage control. Promoting the sales function deals with availability of sufficient products for the customers where in shrinkage control function deals with monitoring the occurrence of damage loss, or theft, and etc. of the products. A very important function of inventory control systems is asset valuation; that establishing the value of the products on the shelf for tax purposes at the end of the tax year. According to the Small Business Administration, all inventory systems strive to strike a balance between managing costs and the business advantages of a broad selection of goods to offer to customers. That all sales and inventory systems regardless of technology requires some element of visual inventory management.
1.1:1 BRIEF ORGANIZATIONAL PROFILE Alpha Omega Pharmacy is located at Poblacion Sapi-an, Capiz, Philippines. It started its operation last June 2004, under the strict guidelines of the Department of Health and the Bureau of Food and Drugs, from the existing laws of the Republic of the Philippines. The pharmacy is currently owned and managed by Mrs. Alpha May O. Hinojales. Its nature is to engaged in selling pharmaceutical drugs. The pharmacy consists of six (6) employees, including its owner/manager, pharmacist, cashier, and salesclerks. It is uses a manual recording to keep track of its sales and inventory.
1.1:2 DATA FLOW OF THE CURRENT SYSTEM Alpha Omega Pharmacy follows a certain standard operating procedure/s (S.O.P.): First, the customer asks the salesclerk about the medicine and its availability; Second, the salesclerk will assess if it is a prescription drug or not , or if it is for the senior citizen or person with disability, it will be asked for its booklet and identification card, and if a representative will buy, it must secure an authorization letter and an identification card on behalf of the patient; Third, for the over the counter medicines the customer will be asked for the payment, and for the prescription drugs it will be verified by the pharmacist, only then it will be asked for its payment; Fourth, the salesclerk will prepare the medicine with the aid of the pharmacist, together with the payment. That will be given to the cashier; and finally, after the checking of the cahier and the payment, the medicine will be released to the customer.
CUSTOMER
1.) Placing of order and availability of the medicine
SALESCLERK
2.) Assessment for the SENIOR CITIZEN or PERSON WITH DISABILITY and prescription drugs PHARMACIST SALESCLERK
3.) Preparation and payment
SALESCLERK/PHARMACIST 5.) Releasing of medicine 4.) Checking of medicine and payment CASHIER
Figure 1.1 CURRENT DATA FLOW OF ALPHA OMEGA PHARMACY