DESIGN AND IMPLEMENTATION OF A COMPUTERIZED OFFICE INVENTORY SYSTEM

By

Author

Presented To

Department of Computer Science

ABSTRACT

            This project is on design and implementation of a computerized office inventory system that is based on a system of valuation known as office system due to pluctuation of market price.  The project is also aimed at finding out how computer can be applied to office inventory system.

            The prevalent method of controlling inventory in most offices is manual method, which has a lot of set backs.  Such set backs include tedious ecorical worck, delay in transaction and time wastages in file assessment and accuracy of inventory record.  It is therefore of great importance to carry out this research aimed at finding out how computer can help to maintain efficient and accurate records of goods in stock, and also making updating easy, all at a fantastic speed.

            The information to this study is gotten through oral interview and record inspection of some offices.

            This enables one to get information about the old system and how the benefit the proposed system have over the one i.e. the cost benefit analysis matter.

ABLE OF CONTENTS

CHAPTER ONE

INTRODUCTION

11              Statement of the problems

12              Purpose of study

13              Aims and objectives

14              Scope of the study

15              Limitation of the study

16              Definition of terms

CHAPTER TWO

LITERATURE REVIEW

CHAPTER THREE

OVERVIEW OF THE EXISTING SYSTEM

31              Description of the existing system

32              Methods of data collection used

321        Interview method

322        Reference to written test

33              Organizational structure

34              Input analysis

35              Process analysis

36              Output analysis

37              Problem of the existing system

38              Justification of the new system

CHAPTER FOUR

DESIGN OF THE NEW SYSTEM

41              Output specification and design

42              Input specification and design

43              File design

44              Procedure chart

45              System flow chart

46              System requirement

CHAPTER FIVE

IMPLEMENTATION

51              Program design

52              Program flowchart

53              Psudo code

54              Source listing

55              Text run

CHAPTER SIX

DOCUMENTATION

CHAPTER SEVEN

CONCLUSION AND RECOMMENDATIONS

71              Conclusion

72              Recommendation

Bibliography

CHAPTER ONE

INTRODUCTION

            In an organization, it is very essential and need greater attention towards effort made to achieve and mandation an economic balance between the cost incurred and saved, by holding material in stock

            This process can be obtained by ensuring that the acquisition, storage, handling and usage of raw material are fully controlled at all times  This process is considered under the study of office inventory system which embraces, the total raw material to be used, work in progress and the stock counting of the finished goods

            Inventory then means the measured amount of goods, which varies in quantity overtime in response to “demand” process, which operates to diminish the stock and an “repleshement” process, which operates to increase it

            Due to fluctuating market prices of material in store, two system of valuation of issued of an inventory are adopted by most

Due to fluctuating market prices of material in store, two system of valuation of issued of an inventory are adopted by most organization periodic and office system, which was defined by new lexicon Webster dictionary as records maintained for a manufacturing  business so that, they show a continuous inventory of such items as raw materials and goods in process

            For further  implementation of this study, reference will be made to offices when the problems faced with inventory management is proposed to be narrowed down with the aid of computer to make work easier and to achieve accurate results, when updating files and also assessment of files

11              STATEMENT OF PROBLEM

Generally, in inventory system, some of the problem encountered in relation to office inventory system are considered in three stages

(1)               The planning stage in how the raw material needed for production are gotten, what kind of raw materials needed too 

(2)               Production stage

(3)               The finished goods product  Before a product, the company or the organization encountered the problem of:

a)      Seeking for the consent of the marketing manager of the company on how profitable the particular product to be produced is in the market

b)      Consumption pattern: This depends in the quality of the product, the quantity and the purchasing power

c)      Problem of working off-take, this is the estimated quantity of product to be produced at a given period in time problem

d)     Head – time problem

e)      Not providing a competent coverage for the raw materials ordered for

f)       Purchase of sub-standard materials, which could result to wastage and low quantity product, damaging of machine and will eventually affect the profitability of the organization

g)      Having an unrealistic supplier

(2)               PROBLEM ASSOCIATED WITH THE PRODUCTION

(1)               The percentage permulation of the product, it should not be determined by assumption

(2)               Individual mistake

(3)               Not putting the shelf of the product into consideration

(3)        PROBLEM ASSOCIATED WITH THE FUNISHED GOODS

(1)               The order level of the production or stock level or consumption

(2)               The price of the product:  It depends on the availability of capital and the opportunity to acquire item at low price

(3)               The risk of obsolenscence and determination

(4)               The cost of stage and space available

(5)               Insurance cost

(6)               Government regulation

(7)               Transport cost

(8)               Improper stock counting

12              THE PURPOSE OF THE STUDY

The purpose of this study is to minimize the numerous setback associated with manual system of inventory system  These setbacks, tends to diminish the progress of many companies

This project also serves, as a motivator to many organizations or companies by exposing the greeter advantages computer can be if effectively implemented

 Furthermore no major categorization of staff activity exists in the inventory system However to appreciate how system carries out this functions to meet it’s set objectives various activities that take place in the system are described below:-

1         The pre-order activities

2         The order activities

3         The receiving and checking activities

4         Storing and distribution

5         File updating

6         Accounting and report activities    

13       OBJECTIVE OF THE STUDY

The main objective of  this study is to maintain adequate stick level of the product by ordering acquiring and issuing while avoiding stoppages and consequent and increase cost of emergency action And also relieve the management of the organization taking decision for  every items carried in stock

1         Receive and process request for materials needed for the products

2         Select relevant items needed for the product for ordering

3         Ensure that orders are dispatched for immediately after completion for prompt supply of items

4         Maintain a regular supply of raw materials of reasonable price and quantity and of a good quantity 

5         Ensure the follow up of ordered item when they are over due

6         The take of necessary action on the arrival of ordered items

7         Prepare for payment of all items acquired by the company  

8 keep current  records of the event occurring within the system 

9 Compile a continuous report of the activities carried out during the specified period

10  Ensure that the various unit including the production unit stock unit and  ware house receives the request on time

14              THE SCOPE OF THE STUDY

In actual sense the scope of the problem of this study is narrowed down to ordering, stocking and delivering of the product out to customers and also the accounting and reporting of  expenditure for all ordered and delivering made so find it reasonable to have the research to office inventory on stock of goods

16       DEFINITION OF TERMS

INVENTORY:- it mans the aggregate of those items of tangible personnel property which are:

Held for sale in the ordinary cause of business

In process of production for such sale To be errantly consumed in production of goods or services to be available for sale

OFFICE INVENTORY:- A system of accounting for merchandise that provides a continuous record showing the Quantity and cost of all goods on hand Also it is a carnival operation involving computing the theoretical balance after each issues of receipt

COVERAGE:- Frequently  used interchangeably with the word protection” or” insurance” The extent the insurance afforded under an insurance contract

ORDER:- A written instruction or commission to do something such as buy sell negotiate or supply

COMPUTER:- Thisis an electronicsmechanical device that accepts input process it and relinquishes information at a fantastic rate

UPDATING:- this is the process of adding and altering a master file so that it process a arrant status

MINIMUM LEVEL:- it isotherwise called the buffer stock it is set by the rate of consumption recorder level and lead-in-time and at this point stock will not be allowed to fall

MAXIMUM LEVEL:- this is the stock level which must not be exceeded at all time and it is determine by the rate of consumption reorder level and lead-in-time (delivering time)

LEAD-IN-TIME:-The time between when items are ordered and when they arrived and are available for us

FILE:- A collection of related records

SHELF LIFE:- the duration a practical or production can stay before it expires

ECONOMIC ORDINARY QUALITY:- this is a calculated reorder quality which immunize the balance of cost between caring cost and ordinary cost

PLANT:- A restricted sense building as the term “plant and equipment also machinery use for manufacturing process