v
DESIGN AND IMPLEMENTATION OF A COMPUTERIZED
POINT OF SALES SYSTEM
(A CASE STUDY OF GOLDEN TOAST ENUGU)
BY
IFEAKACHI OKONKWO
CS/2006/085
A PROJECT SUBMITTED TO THE DEPARTMENT OF
COMPUTER SCIENCE,
FACULTY OF NATURAL SCIENCE,
CARITAS UNIVERSITY, ENUGU
AUGUST, 2010
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TITLE PAGE
DESIGN AND IMPLEMENTATION OF A COMPUTERIZED
POINT OF SALES SYSTEM
(A CASE STUDY OF GOLDEN TOAST ENUGU)
BY
IFEAKACHI OKONKWO
CS/2006/085
A PROJECT SUBMITTED TO THE DEPARTMENT OF
COMPUTER SCIENCE,
FACULTY OF NATURAL SCIENCE,
CARITAS UNIVERSITY, ENUGU
IN PARTIAL FULFILLMENT OF THE AWARD OF
BACHELOR OF SCIENCE (B.SC) DEGREE IN
COMPUTER SCIENCE
AUGUST, 2010
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APPROVAL PAGE
This project has been approved by the department of computer Science, Faculty of
Natural Science, Caritas University, Enugu.
----------------------------Mr. Lawrence Ikpeama
Supervisor
-----------------------------Date
----------------------------Mr. Ugwu Ejike
Head of Department
-------------------------------Date
------------------------------
--------------------------------Date
External Examiner
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DEDICATION
This research work is dedicated to the Almighty God for his love, guidance
and protection all through the course of my study.
To my lovely and caring mother Mrs. Chioma Okonkwo for bequeathing the
best legacy on me.
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ACKNOWLEDGEMENT
I thank the almighty God for his guidance, protection, wisdom, knowledge
and understanding throughout the course of my study.
My profound gratitude goes to my supervisor, Mr. Ikpeama for his unalloyed
assistance and painstakingly guiding me throughout the period. In spite of his tight
schedule and engagements, he satisfied my many demand on his time. I thank you
for diligence and dexterity. Not forgetting my ever-zealous Head of Department,
Mr. Ugwu Ejike and other lecturers of the Department that have always met my
demand on their time, I am very grateful.
I most graciously thank my beloved mother, Mrs. Chioma Okonkwo for her
love, understanding, prayers, and for bequeathing the best legacy on me. I thank
you of teaching me to believe in my self and always have faith in God almighty.
My cousins to whom I remain indebted, Prince, Somtochukwu, Ginika,
Chinasa, S, Tochukwu, thanks a lot.
I thank Emeka, Tony, Chisom, Obiora, Ugochukwu, C. Y, Doris, Christian,
Bala, Kelechi nwakodi, Fredrick Izuorah, Kadio, to mention but a few for being
good friends indeed. Also in a special way thank Mr. Alex for being there, his
support and encouragement throughout the course of this research wok.
Not leaving out Golden Toast Enugu for providing me with the necessary
information that has been indispensable towards the completion of this work.
Accept assurance of my highest esteem and consideration. May the good Lord
guide you all in all your endeavours.
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ABSTRACT
The global community especially the technologically advanced world is striving to
attain what has been the global information age. It is an age that is envisaged to go
beyond the use of computers as a mere tool for fast information processing, rather
they will also become medium for processing and transferring such information
from one location to another at equal fast rate. As a result, its appalling that sales in
developing country like Nigeria have not been able to benefit much from this
revolutionized age of Information technology
especially in the area of a
computerized Point Of Sales.A computerized point of sale system is a computer
program which takes the best out of a manual system and electronic cash registers
features. An electronic point of sale gives you the ability to store client and
supplier records, create quotations which can be later converted to invoices or cash
sales, keep track and categorize your inventory in an easy way and generate reports
at the click of a button! With today's high performance computers and large storage
devices one can easily run his/her business on an office computer (depending on
the size of the business).
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TABLE OF CONTENT
Title page-------------------------------------------------------------- i
Approval page --------------------------------------------------------ii
Dedication ------------------------------------------------------------iii
Acknowledgment ----------------------------------------------------iv
Abstract --------------------------------------------------------------- v
Table of contents ----------------------------------------------------vi
CHAPTER ONE
1.0 INTRODUCTION
1.1
Background of the study -------------------------------------------1
1.2
Statement of the problem ------------------------------------------2
1.3
Purpose of study ----------------------------------------------------3
1.4
Significance of the study-------------------------------------------3
1.5
Scope of study -------------------------------------------------------3
1.6
Objective of the study ---------------------------------------------4
1.7
Limitation of study -------------------------------------------------4
1.8
Assumption of study -----------------------------------------------4
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1.9
Definition of terms -------------------------------------------------5
CHAPTER TWO
2.0 LITERATURE REVIEW
2.2 An overview of computerized point of sale -----------------------8
2.1.1 The benefits of POS ----------------------------------------------- 8
2.2 Hospitality Pos Retail POD System -------------------------------12
2.3 Advantages of an electronic Point of sale ------------------------14
CHAPTER THREE
METHODOLOGY OF SYSTEM ANALYSIS AND DESIGN
3.1 An overview of the exist system -----------------------------------16
3.2 Methodology ---------------------------------------------------------16
3.3 The objectives of the existing system ----------------------------18
3.4. Organization structure --------------------------------------------19
3.5. Input analysis and Design ----------------------------------------20
3.6 Processing of the input POS Data --------------------------------20
3.7 Problems of the existing system ----------------------------------21
3.8 Justification of the new system ----------------------------------22
3.9 Design of the new system -----------------------------------------22
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3.10 Input specification ----------------------------------------------- 24
3.11 File Design ---------------------------------------------------------25
3.12 Procedure chart ---------------------------------------------------26
3.13 System flowchart --------------------------------------------------27
CHAPTER FOUR
SYSTEM DESIGN AND IMPLEMENTATION
4.1 System Design -----------------------------------------------------28
4.2. Program flowchart ------------------------------------------------29
4.3 Pseudo code for POS System ------------------------------------31
4.4 System requirement ---------------------------------------------34
4.5 Documentation ----------------------------------------------------35
CHAPTER FIVE
SUMMARY, CONCLUSION, RECOMMENDATION
5.1 Summary ---------------------------------------------------------- 45
5.2 Conclusion -------------------------------------------------------- 46
5.3 Recommendation -------------------------------------------------46
References
Appendix ---------------------------------------------------------49
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CHAPTER ONE
1.0
1.1
INTRODUCTION
BACKGROUND OF STUDY
One of the great recent advances in the world of information technology is the
rapid development of communication which has brought world into a global
village, we can send mails electronically (e-mail), search for information (WWW),
buy goods online (e-commerce), withdraw transfer money (e-banking), schooling
online (e-learning), this has effected the society positive to a great extent, as result
computerization of sales should not be exempt
Application of technology in Sales has been adopted in developed countries for
over two decades now, and this has been attributed to the desire of the
governments of these countries to improve the efficiency of their goods and
services, processes, accountability.
Switching from a traditional cash register to a computerized POS system can be
difficult - there are many factors to consider and some pitfalls to avoid. However
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the return on investment and benefits to your business can really make it worth
your time and effort.
In the most basic sense, a POS system is a glorified cash register. The most basic
POS system consists of a computer, a cash drawer, receipt printer, a monitor, and
an input device such as a keyboard or scanner. However, in addition to being more
efficient than cash registers, POS systems can create detailed reports that can help
you make more informed business decisions.
POS systems saves money, provide productivity gains, and can cut down the
amount of time you spend away from the primary focus of your business. This
POS System Buyer's Guide will walk you through the process of evaluating
multiple POS vendors and choosing the right system.
1.2
STATEMENT OF PROBLEM
Sales is the fundamental tools in any business organization the profit and loose of
any business depends detailed information on sales made to aid decision making
and implementations, if accountability is not checked, then the business is sure to
collapse, as a result in any retail or hospitality business there is need for a system
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that gives feedback to the management to aid decision making, this is where point
of sales systems comes in handy
1.3
PURPOSE OF STUDY
The purpose of this study is to aid Golden Toast Enugu in enhancing their business
by creating detailed reports that can help make more informed business decisions.
1.4
SIGNIFICANCE OF STUDY
Moving from a cash register machine to a Point of Sales system is very significant
to any retail sales of business activities because the return on investment and
benefits to your business in the area of stocks processing, accountability and
accurate data collation for effective management of the business.
1.5
SCOPE OF THE STUDY
This project covers Golden Toast Enugu Office, the design will only cover the
point of sales section of the company.
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1.6 OBJECTIVE
The aims and object of this project to design and implement a computerized
point of sale software with the aim of enhancing accountability within points of
sales.
1.7
LIMITATION OF THE STUDY
Most constraints experienced during the course of writing this project is that of
detailed information about their major operations, the personal manager was a little
diplomatic in answering my questions in order to reveal information that may
indent the company’s image, though that did not stop me from writing and
researching for detailed information
1.8
ASSUMTIONS OF STUDY
It is assumed that Golden Toast Enugu, uses cash register as their point of sales
and they are networked and connection to the internet for effective information
dissemination.
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1.9
DEFINITION OF TERMS
 Bar Code: information encoded into a rectangular bar shape, this information
can be read by special device.
 Cash Drawer: a box attached to point of sales system that opens when directed
by the software.
 Daisy Chained: used when one device is connected through another device
 Data Collection Terminal: a stationary or hand held battery powered terminal
with application software use to collect and process data from bar code
 LCD (Liquid Crystal Display) : technology used for display.
 VAR(Value Added Reseller): a classification of business that resells items and
add some value to the sale either in training or supports

SKU(Stock Keep Unit): used in inventory control and POS where each
product is assigned a number.
 Warranty A written guarantee of a manufacturer's or retailer's responsibility. A
limited warranty provides specific conditions under which a manufacturer or
retailer will repair or replace an item.
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 Drawer fund The amount of money left in a drawer after the drawer has been
closed. The drawer fund is typically used to provide startup money (change) for
the next business day.
 Drop-ship Refers to an item that will be shipped directly from your supplier to
your customer.
 DUKPT (Derived Unique Key Per Transaction) A method of PIN pad
encryption.
 Dun A demand for payment of a bill or account.
 EBT (Electronic Benefit Transfer) An electronic system that allows recipients
to receive government benefits (e.g., food stamps) by means of a debit card.
Retailers can only accept EBT cards for food items that have been authorized
by the USDA’s Food Stamp program
 EDC (Electronic Draft Capture) : An automatic method of authorizing,
balancing, and settling credit card transactions entered in your retail software
package.
 EDI (Electronic Data Interchange): Ability to electronically exchange
purchasing information between your retail software and the vendor's system.
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 Employee discount :A reduction in selling price on merchandise sold to an
employee.
 Accounts receivable Amounts owed to a business (an asset), usually by
customers who purchased goods or services on credit.
 Adjustment An increase or decrease to the quantity indicated in the retail
software package. The adjustment ensures that the records in the retail software
match the actual physical quantity in inventory.
 Additional markdown :An increase of a previous markdown to further lower
the selling price.
 Address Verification Service (AVS) A service that reduces credit card fraud
by verifying the cardholder's address information when the physical card isn't
available to swipe through an MSR device (e.g., as with telephone orders). AVS
processing doesn't affect whether the charge is approved. Instead, AVS
indicates whether or not the address provided by the customer matches the
address on file with the credit card company so that the merchant can decide
whether or not to process the charge.
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CHAPTER TWO
2.0
2.1
LITERATURE REVIEW
AN OVERVIEW OF COMPUTERIZED POINT OF SALES
New businesses choose to invest in a POS system before reaching those revenue
levels - or before having any appreciable revenue at all.
They may want a POS system simply for the reporting features, or they may see it
as an investment that can boost efficiency starting on opening day. A POS system
is rarely totally unnecessary - most often, the only question is how soon it can pay
for itself.
2.1.1 THE BENEFITS OF POS
For the purpose of saving money pos has thee following advantages:
(i) Eliminate shrinkage. A computerized point of sale system can drastically cut
down on shrinkage, the inventory that disappears from your store or restaurant due
to theft, wastage, and employee misuse. Because employees will know that
inventory is being carefully tracked, internal shrinkage will dwindle.
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(ii) Improve accuracy. Whether you use barcode scanning or not, POS systems
ensure that every item in your store or on your menu is sold for the correct price.
Your staff will never mis-enter or guess prices again, and you can change prices
with just one tweak in the computer.
(iii) Get better margins. Detailed sales reports can help you focus on highermargin items. By moving items within a retail location or promoting underperforming dishes in a restaurant setting, you can help boost sales of high-profit
items.
For the purpose of getting more information pos has the following benefits:
(iv) Know where you stand. At any point of the day, a POS system can instantly
tell you how many of a particular product have sold today (or last week, or last
month), how much money you have in your cash drawer, and how much of that
money is profit.
(v) Better manage inventory. Detailed sales reports make it much easier for you
to keep the right stock on hand. Track your remaining inventory, spot sales trends,
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and use historical data to better forecast your needs. Often, the software can alert
you to reorder when stocks run low. Many store owners who think they know
exactly what trends affect them find a couple of surprises once they have this data.
Build a customer list. Collect the names and addresses of your best customers as
part of standard transactions. Then use the list for targeted advertising or incentive
programs.
If we are to consider the impact of POS on increased productivity the
following benefits are achieved:
(vi) Reduce paperwork. POS systems can dramatically reduce the time you have
to spend doing inventory, sales figures, and other repetitive but important
paperwork. The savings here: time and peace of mind.
(vii) More efficient transactions. In retail settings, barcode scanners and other
POS features make checkout much, much faster. Restaurants will find their order
process greatly streamlined as orders are relayed automatically to the kitchen from
the dining room. In both cases, your customers get faster, more accurate service.
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Keep in mind that realizing these benefits requires a commitment to utilizing the
POS system capabilities to their fullest. Without appropriate training and ongoing
analysis, even the most sophisticated POS system will be no more useful than a
basic cash register.
Few purchases can have as dramatic an effect on your retail or hospitality business
as a point of sale (POS) system. The right POS system will give you a new level of
control over your operations, increasing efficiency, boosting profits, and helping
you fine-tune your business model. (Heerken, 2001) the wrong system, however,
can be a waste of money and a source of ongoing frustration.
Switching from a traditional cash register to a computerized POS system can be
difficult - there are many factors to consider and some pitfalls to avoid. However
the return on investment and benefits to your business can really make it worth
your time and effort.
In the most basic sense, a POS system is a glorified cash register (Kerzner, 2003).
The most basic POS system consists of a computer, a cash drawer, receipt printer,
a monitor, and an input device such as a keyboard or scanner. However, in addition
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to being more efficient than cash registers, POS systems can create detailed reports
that can help you make more informed business decisions.
POS systems save money, provide productivity gains, and can cut down the
amount of time you spend away from the primary focus of your business. This
POS System Buyer's Guide will walk you through the process of evaluating
multiple POS vendors and choosing the right system.
2.2 HOSPITALITY POS VS. RETAIL POS SYSTEMS
The POS market is divided into two segments with very different needs: retail
operations and hospitality businesses like restaurants, bars, and hotels.
2:2.1 RETAIL POS SYSTEMS
Of the two groups, retailers have simpler POS needs. Their transactions are
completed all at once, and there is often less variation in the types of products they
sell. Some POS features retailers may specifically want include the ability to support
kits (e.g. 3 for $2 deals), returns and exchanges, and support for digital scales.
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A potential complication in some retail environments is the need for a product
matrix. Your retail POS system will need to support matrixes if you sell items that
come in a variety of styles, like clothing or shoes. For example, matrixes let you
create one inventory and price entry for a particular sweater, but still track sales
according to size and color.
2.2.2
HOSPITALITY POS SYSTEM
Depending on the type of establishment, restaurants and other hospitality
businesses have different requirements from POS systems.
Efficiency is the key focus for casual restaurants. For retail-style restaurants like
sub shops, POS systems that relay inputted orders cut down on time-pertransaction and reduce the errors that can happen when hastily-scrawled orders are
passed back to the kitchen. For quick-service restaurants, POS systems are
practically a requirement for living up to their name: orders taken on terminals in
the front are automatically displayed on monitors in the food preparation area,
ready to be quickly assembled and delivered to the customer.
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For table-service restaurants and fine dining, POS requirements are somewhat
different. They include the need to be able to create and store open checks, as
parties order more over time, as well as track which server is responsible for which
table. The efficiency gains from better management can be impressive. If a
restaurant with 20 tables and an average check of $45 can increase turnover by one
party per table, that is an extra $900 on a busy night.
Lewis (2002) stated that a well-integrated hotel POS systems allow you to transfer
meal charges from the dining room to guests' rooms with just a button or two
pressed. Hotel managers need to be aware that not all POS systems integrate with
all property management software).
2.3 ADVANTAGES OF AN ELECTRONIC POINT OF SALE
A computerized point of sale system is a computer program which takes the best
out of a manual system and electronic cash registers features. An electronic point
of sale gives you the ability to store client and supplier records, create quotations
which can be later converted to invoices or cash sales, keep track and categorize
your inventory in an easy way and generate reports at the click of a button! (Lewis,
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2002). With today's high performance computers and large storage devices one can
easily run his/her business on an office computer (depending on the size of the
business).
Berkun (2005), in his book said that a software point of sale system connects and
integrates all your business' components in one application; inventory, sales,
clients and suppliers are the basic components of such a system. This is exactly
what Skiworks Point Of Sale Solution has to offer you, an integrated and complete
system in a simple to use software system!
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CHAPTER THREE
3.0
3.1
METHODOLOGY,SYSTEM ANALYSIS AND DESIGN
AN OVERVIEW OF THE EXISTING SYSTEM
For a retailer, like Golden Toast Enugu Point of Sale information system is critical
to gathering and applying information effectively in today's ultra competitive
markets. it offers a wide selection of features to improve control of your business
and save time spent on inventory, purchasing and accounting. The features listed
here are all available in the Golden Toast though manually done.
 Manual count of the food, snacks, and drinks to be sold for a day is done, and
recorded on a paper by the sales dept.
 Customer make an order based on the varieties of foods, snacks and drinks
available, the order is punched in a cash register which automatically generate
receipt manually, then issued to the buyer.
3.2
METHODLOGY
For a very sensitive topic like this, especially as it concerns critical issue like sales
and profit making to avoid liquidation of company, I used the following fact
finding methods.
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3.2..1 Structured interviews: this approach was adopted to ensure adequate and
consistent response, because I took a visit to Golden Toast Enugu Office, with a
well structured and boldly printed questions, accompanied by some of my course
mate, to seek for option, the survey attempted to capture both quality and
quantitative data from both staffs of the company. This interview covered:
 The respondents themselves (staffs)
 Knowledge of computer usage
We made sure the respondents understood the questions, and they were open and
happy to discuss their problems and made suggestion on our it can be solved. This
method helped us to have first-hand knowledge about their method of operation
and some of the problems they encounter and how this project once implemented
will be of great assistant to them.
3.2.2 Questionnaire: A well structured and simple question was prepared and
shared to be learned among them, for other personal information that may not be
disclosed in public. Also some worker currently in service was given to seek their
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option on this. It really helped me and they were pleased that somebody is thinking
towards improving their operation.
3.2.3 Others: Data from this project was also sourced from:
 Journals : information for this project was also sourced from related write up
and researches carried out by prominent people/authors on POS
 Internet: I visited the internet for researches on POS
 Articles
3.3 THE OBJECTIVES OF THE EXISTING SYSTEM
As much as we want to improve on the current operation of the existing system,
the existing system has its aim and objectives which are:
•
Reduce Costs of production
•
Respond to trends faster
•
Improve Customer Service
•
Buy Smarter
•
Improve Marketing
•
Control the money
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3.4
ORGANIZATION STRUCTURE
CEO
DMD
GM
ED
Manager
Accounts
Kitchen
Manager
Strategic
Planning
Manager
Product
Manager
Restaurants
Supplies
Purchase
FIG 3.1: ORGANISATION STRUCTURE
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3.5
INPUT ANALYSIS AND DESIGN
The input processes carried out mostly is from customer to the casher (cash
register), below are the input data
Items
Description
Food
Food menu available for the day 20
Character
Drinks
Drinks available for the day
20
Character
Snacks
Snacks available for that day
20
Character
Total
Total amount
12
Numeric
Receipt Num
Receipt
ticket
Width Data type
issued
to 30
customer
Tab 3.1(i): Input Analysis and Design I
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Character
v
Items
Width Data type
Food
20
XXXXX
Drinks
20
XXXXX
Snacks
20
XXXXX
Total
12
99,9999.99
Receipt
30
XXXXXX
Tab 3.1(ii): Input analysis and Design II
3.6
PROCESSING OF THE INPUT POS DATA
The processing done here is working with the variety of product ordered for by the
customer with the corresponding amount attached to it, this amount is summed up
and a total amount is issued with a receipt to the customer.
3.7 PROBLEMS OF THE EXISTING SYSTEM
The main problem of the existing system are inventory doesn't match your tallies.
Sales are going unrecorded. Staffs are spending far too much time chasing
mistakes instead of tending to customers. These and other snafus suggest that it's
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time that your business did away with its cash registers and stepped up to a pointof-sale (POS) system,
3.8
JUSTIFICATION OF THE NEW SYSTEM
The new system will store information with easy, allow easy retrieval of existing
sales transactions, and can print information from any date and year as hard copy
(i.e. on a paper)
3.9
DESIGN OF THE NEW SYSTEM
Point of Sale systems offer a wide selection of features to improve control of your
business and save time spent on inventory, purchasing and accounting. A
computerized point of sale system can drastically cut down on shrinkage, the
inventory that disappears from your store or restaurant due to theft, wastage, and
employee misuse. Because employees will know that inventory is being carefully
tracked, internal shrinkage will dwindle. This chapter which explain the software
aspect of the project, we will talk about the language use, data requirements,
features of the language, flowchart
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3.9.1
Output specifications and design
the output specification can will be viewed from the receipt issued after sales,
which contains the following
Items
Description
Food
Food menu available for the day 20
XXXXXX
Drinks
Drinks available for the day
20
XXXXXX
Snacks
Snacks available for that day
20
XXXXXX
Quantity
Quantity of each product bought 15
999
Total
Total amount
99,999.99
Receipt Num
Receipt
ticket
Width Data type
12
issued
customer
Tab 3.2: Output Specification
32
to 30
XXXXXXX
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3.10 INPUT SPECIFICATION
Items
Description
Food
Food menu available for the day 20
Character
Drinks
Drinks available for the day
20
Character
Snacks
Snacks available for that day
20
Character
Quantity
Quantity of each product bought 15
Numeric
Total
Total amount
12
Currency
Receipt Num
Receipt
to 30
Character
ticket
Width Data type
issued
customer
Tab 3.3: input specification
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3.11 FILE DESIGN
This face of the design illustrates the database used to store all data accepted and
processed from the entry of the user.
Items
Description
Food
Food menu available for the day 20
XXXXXX
Drinks
Drinks available for the day
20
XXXXXX
Snacks
Snacks available for that day
20
XXXXXX
Quantity
Quantity of each product bought 15
999
Total
Total amount
99,999.99
Receipt Num
Receipt
ticket
Width Data type
12
issued
customer
Tab 3.4: File Design
34
to 30
XXXXXXX
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3.12
PROCEDURE CHART
This phase of the project shows the procedure used to design the new system using
charts, as shown below
Ask for user
authorization
through password
form
Validate users
entry
Display the main
menu
Open Sales Form
Sum up the total
amount
Issue Receipt to
Customer
Update the
Database
Fig 3.2: procedure chart
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3.13 SYSTEM FLOWCHART
Receives Request from
the customer
Processed the
customer’s
request
Database
Verify inputs,
validate entries
Validation Error
Check
products
stock level
Process Customer’s
again
Issue Receipt
Fig 3.3: System Flowchart
36
Update my
database
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CHAPTER FOUR
4.0
4.1
SYSTEM DESIGN AND IMPLEMENTATION
SYSTEM DESIGN
The designing of a new system starts with incorporation of all the data and
procedures into functional program design to carry out the pos operation
4.1.1 Program design
The new system was design in menu format, as follows:
 Enter the user name and password to check for authorization
 If password is correct the main menu is displayed, if not the system request for
the correct user password.
 From the menu display, the user select from FILE
 FILE contain submenu like New, Display, and Exit
 New Form – if selected from the submenu, the POS form will be displayed,
here the officer fill in the customer’s request.
 Retrieve Form – this form displays day to day transactions of the organization.
 Prints Form – if selected, it prints customer’s receipts, daily sales.
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4.2
PROGRAM FLOWCHART
Start
Enter User
Name &
Password
Yes
Is
Password
Correct?
Access to Menu
N
O
(1)
(2)
(3)
(4)
End
Pos Form
Retrieve
Print
Exit
If option = 1
If option = 1
If option = 1
38
If option = 1
Pos Form
Pos Form
Pos Form
v
Data testing
Pic: 4.1
Fig 4.2 Golden Toast POS System
Sample Report
Fig 4.3 Golden Toast POS Menu39
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4.3
PSEUDO CODE FOR POS SYSTEM
10:
Enter user name and password
If password is correct then
Display Main Menu
Else
Display “Access Denied Try again”
Goto 10
endif
20:
‘Main Menu
Select from main menu 1 to 4
If select = 1 then
Goto 30
If select = 2 then
Goto 40
If select = 3 then
Goto 50
If select = 4 then
Goto 60
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Endif
30:
comment Fill Order form
Enter Order Number
Enter Order Date
Enter Product Supplied
Enter Quantity Supplied
Message = “is data correct for save”
If message = yes then
Open database
Save data
Close database
Goto 20
Else
Goto 30
Endif
40:
Comment Fill customer form
Enter Order Number
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Enter Order Date
Enter customer name/company name
Enter Products Ordered for
Enter quantity requested for
Enter Quantity Supplied base on stock availability
Message = “is data correct for save”
If message = yes then
Open database
Save data
Close database
Goto 20
50:
Comment “Retrieve data from database”
Request for order number
Open data base
If order number is found then
Display the records or print
Else
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Message “ Sorry Record not found”
Goto 50
Endif
4.4
SYSTEM REQUIREMENT
We look at the system requirements from the hardware and software application
used for effective implementation of the new design.
4.4.1
Hardware requirement
For effective use of the new design, the minimum requirements for the
hardware components are:
Components
specifications
Processor speed
Ram size
Pentium4 board with 1GHZ speed
128MB
Hard Disk
Display Unit
40GB
14” Monitor (VGA)
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Cd Rom Writer
X54
Keyboard
Window enhance
Mouse
Optical
Printer
Laserjet
4.4.2
Software requirements
The least operating system that must be used is window 2000 professional,
although window XP is better. Also other software like Microsoft Office 2000
and above, Visual Basic.
4.5
DOCUMENTATION
4.5.1 System documentation
This phase of the project talks about how the system works, because the system is
menu driven, all that is required are:
Stage 1: welcome page
Once the program is loaded, the welcome page is displayed, after few
seconds (say 10sec)
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Stage 2: Authorization Page
This stage displays the authorization form where user will enter his/her
username and password, then the system authenticate the pass word before moving
to the next stage
Stage 3: main menu page
This phase contains menu like FILE, DISPLAY AND PRINT, the File
menu contains sub menu like New Job Record, Daily Completed Job, and Exit, the
Display Menu contain submenu like: Display All Record, Display One Record, and
Print Menu contain submenu like: Print All, Print One
4.5.2 Program Documentation
The new system is design with VISUAL BASIC PROGRAMMING LANGUAGE,
this is because VB is real time, Object Oriented Programming (OOP) language and
can work across other platforms of operating systems. The Database is designed in
Micro Soft Access which is a flexible and reliable database package and can be
found on every computer, which makes the installation and operation of the
software easier.
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Installation: it is easy to visual basic programming language on the system, insert
VB CD in the CDROM drive and following the instruction, also make sure the
system has Microsoft Office.
4.5.3 User Documentation
The project has seven forms namely:
 Home form
 authentication form
 menu form
 sales order form
 summary form
 retrieve form(for specific daily record)
 retrieve form (for all data)
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4.5.4 Home form
This form functions as a security measure whereby the user will have to enter
his/her username and password to gain access to the system.
Pic 4.2 : Home form
4.5.5 Authentication form
This form ensures that the username and password entered by the user is valid.
Pic 4.3: Authentication form
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4.5.6 Menu form
This form acts as a navigation form. It has links to all the other forms in the
project.
The menu file has these submenus;
 new order: this activates the sales order form
 retrieve record: this menu has two submenus namely:
o daily record; which activates retrieve form (for daily record)
o all record; which activates retrieve form( for all record)
 Exit: this takes the user back to the homepage form.
Pic: 4. 4: Menu form
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4.5.7 Sales order form
This form shows all the sale items available. The user will only be selecting items
and the system will be calculating the total automatically. When the summary
button is clicked, the summary form will be activated.
Pic; 4.5: sales order form
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4.5.8 Summary form
This form displays the summary of all the order made by a customer. It can also
print the summary.
Pic: 4.6: Summary form
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4.5.9 Daily sales retrieval form
This form shows all the sales made in a group of days in a month. It can also print
the days and the sales of the days.
Pic: 4.7: Sales retrieval form
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4.5.10
All sales retrieval form
This form shows all the sales ever made by the company. It can also print these
sales.
Pic; 4.8: All sales retrieval form
Pic: 4.8: All sales retrieval form
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4.5.11 DATABASE
Microsoft access database was used as the projects database. The diagram below
displays the way the database golden Toast Enugu looks like
Pic; 4.9: Database form
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CHAPTER FIVE
5.0
SUMMARY, CONCLUSION, RECOMMENDATION
5.1
SUMMARY
Few purchases can have as dramatic an effect on your retail or hospitality business
as a point of sale (POS) system. The right POS system will give you a new level of
control over your operations, increasing efficiency, boosting profits, and helping
you fine-tune your business model. The wrong system, however, can be a waste of
money and a source of ongoing frustration. Switching from a traditional cash
register to a computerized POS system can be difficult - there are many factors to
consider and some pitfalls to avoid. However the return on investment and benefits
to your business can really make it worth your time and effort. As a result, the need
for a computerized Point of sales system can not be overemphasized.
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5.2
CONCLUSION
At any point of the day, a POS system can instantly tell you how many of a
particular product have sold today (or last week, or last month), how much money
you have in your cash drawer, and how much of that money is profit. Detailed
sales reports make it much easier for you to keep the right stock on hand. Track
your remaining inventory, spot sales trends, and use historical data to better
forecast your needs. Often, the software can alert you to reorder when stocks run
low. Many store owners who think they know exactly what trends affect them find
a couple of surprises once they have this data.
5.3
RECOMMENDATIONS
The following are the recommendation required in order to effectively use the new
design are:
 The hardware and software requirement should be as specified
 Staff should have basic knowledge of computer operations
 The original Visual Basic CD should be installed
 Staffs should be trained on the job, no special training is needed to achieve full
implementation
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REFERENCES
Berkun, S. (2005). Sales Managemen.U sa, O’Reilly Media.
Brooks, F. (1995). The Mythical Man Month.Miami, Wesley Press .
Chanmoum, Y. (2006). Professional Sales Project Management. The Guide,
Mixico,Mc graw hill..
Comninos, D. et al (2002), The Pratice of Sales of Processing.
Newyork, McGraw Hill.
Flyvberg, B. (2006). Distribution and Sales of production. Getting Risks Rights.
Newyok,Corol Press.
Heerkens, G. (2001). Effective Sales of Point (the Briefcase Book Series).
Newyork,McGraw Hill.
Lewis, J. (2002). Fundamentals of Sales Management Mexico,Mc grawhill.
Meredith, J. et al (2002). Sales Decision. Miami,Wesley Press.
Petee, S. (2005). Probelsms and Proposed Solutions of Sales of Processign System.
Miami, Wesley press.
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Verzuh, E. (2005). Sales Management System.Miami,wesley press.
Whitty, S. (2005). A Menetic Paradigm of Sales Management.
Newyork,McGraw Hill.
Whitty, S. et al (2007). The Impact of Puritan Ideology on Aspects of
Management. Newyork,McGraw Hill.
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SOURCE CODE
Option Explicit
'Private Declare Function TabbedTextOut
Lib "user32" Alias "TabbedTextOutA" (ByVal hWnd As Long, ByVal x As Long,
ByVal y As Long, lpnTabStopPositions As Long, ByVal nTabOrigin As Long) As
Long
Const lb_settabstops = &H300
Private Declare Function TabbedTextOut Lib "user32" Alias "TabbedTextOutA"
(ByVal hwnd As Long, ByVal x As Long, ByVal y As Long, ByVal lpString As
String,
ByVal
nCount
As
Long,
ByVal
nTabPositions
lpnTabStopPositions As Long, ByVal nTabOrigin As Long) As Long
Private Sub settabs(Lst As ListBox)
ReDim lngtabs(0 To 2) As Long
Dim lngrtn As Long
lngtabs(0) = 110
lngtabs(1) = 150
lngtabs(2) = 170
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As
Long,
v
Lst = TabbedTextOut(lngrtn = hwnd, 20, 20, Lst, 20, 20, lb_settabstops,
lngtabs(0))
End Sub
Private Sub Command1_Click()
PrintForm
End Sub
Private Sub Command2_Click()
List1.Clear
Form1.Show
Form2.Hide
pie = ""
pienumber = ""
loaves = ""
loavesnumber = ""
xpie = ""
xloaves = ""
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dog = ""
dognumber = ""
xdog = ""
sauce = ""
saucenumber = ""
xsauce = ""
cream = ""
creamnumber = ""
xcream = ""
cookies = ""
cookiesnumber = ""
xcookies = ""
soft = ""
softnumber = ""
xsoft = ""
barley = ""
barleynumber = ""
xbarley = ""
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beer = ""
beernumber = ""
xbeer = ""
cereal = ""
cerealnumber = ""
xcereal = ""
fruit = ""
fruitnumber = ""
xfruit = ""
semo = ""
semonumber = ""
xsemo = ""
total = ""
End Sub
Private Sub Form_Activate()
'settabs List1
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Dim x As Integer
Dim y As Integer
Dim z As Integer
Dim a As Integer
Dim b As Integer
Dim c As Integer
Dim d As Integer
Dim e As Integer
Dim f As Integer
Dim g As Integer
Dim h As Integer
Dim i As Integer
Dim j As Integer
Dim k As Integer
Dim l As Integer
Dim m As Integer
Dim n As Integer
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Dim o As Integer
Dim p As Integer
Dim q As Integer
Dim r As Integer
Dim s As Integer
Dim t As Integer
Dim u As Integer
Dim v As Integer
Dim w As Integer
Dim ab As Integer
Dim ac As Integer
Dim ad As Integer
With Data2
.DatabaseName = App.Path & "\pos2.mdb"
.RecordSource = "date"
.Refresh
End With
With Data1
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.DatabaseName = App.Path & "\pos2.mdb"
.RecordSource = "salesorder"
.Refresh
End With
x = Len(Left("type", 22))
x = 20 - x
y = Len(Left("No. of Order", 22))
y = 20 - y
Data1.Recordset.AddNew
List1.AddItem "Date: " & "
" & date1
Data1.Recordset("date") = date1
List1.AddItem "Type" & Space(x) & Space(2) & Space(3) & Left("No.of Order",
22) & Space(3) & Space(y) & "Amount(N)"
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If pie <> "" Then
z = Len(Left(pie, 22))
z = 20 - z
a = Len(Left(pienumber, 22))
a = 20 - a
List1.AddItem pie & Space(z) & Space(2) & Space(5) & Left(pienumber, 22) &
Space(a) & xpie
Data1.Recordset("meatpie") = pienumber
End If
If loaves <> "" Then
b = Len(Left(loaves, 22))
b = 20 - b
c = Len(Left(loavesnumber, 22))
c = 20 - c
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List1.AddItem loaves & Space(b) & Space(2) & Space(5) & Left(loavesnumber,
22) & Space(c) & xloaves
Data1.Recordset("bread") = loavesnumber
End If
If dog <> "" Then
d = Len(Left(dog, 22))
d = 20 - d
e = Len(Left(dognumber, 22))
e = 20 - e
List1.AddItem dog & Space(d) & Space(2) & Space(5) & Left(dognumber, 22)
& Space(e) & xdog
Data1.Recordset("hotdog") = dognumber
End If
If sauce <> "" Then
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f = Len(Left(sauce, 22))
f = 20 - f
g = Len(Left(saucenumber, 22))
g = 20 - g
List1.AddItem sauce & Space(f) & Space(2) & Space(5) & Left(saucenumber,
22) & Space(g) & xsauce
Data1.Recordset("sausage") = saucenumber
End If
If cream <> "" Then
h = Len(Left(cream, 22))
h = 20 - h
i = Len(Left(creamnumber, 22))
i = 20 - i
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List1.AddItem cream & Space(h) & Space(2) & Space(5) & Left(creamnumber,
22) & Space(i) & xcream
Data1.Recordset("icecream") = creamnumber
End If
If cookies <> "" Then
j = Len(Left(cookies, 22))
j = 20 - j
k = Len(Left(cookiesnumber, 22))
k = 20 - k
List1.AddItem
cookies
&
Space(j)
&
Left(cookiesnumber, 22) & Space(k) & xcookies
List1.AddItem ""
Data1.Recordset("cake") = cookiesnumber
End If
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Space(2)
&
Space(5)
&
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If soft <> "" Then
l = Len(Left(soft, 22))
l = 20 - l
m = Len(Left(softnumber, 22))
m = 20 - m
List1.AddItem soft & Space(l) & Space(2) & Space(5) & Left(softnumber, 22)
& Space(m) & xsoft
Data1.Recordset("mineral") = softnumber
End If
If barley <> "" Then
n = Len(Left(barley, 22))
n = 20 - n
o = Len(Left(barleynumber, 22))
o = 20 - o
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List1.AddItem barley & Space(n) & Space(2) & Space(5) & Left(barleynumber,
22) & Space(o) & xbarley
Data1.Recordset("malt") = barleynumber
End If
If beer <> "" Then
p = Len(Left(beer, 22))
p = 20 - p
q = Len(Left(beernumber, 22))
q = 20 - q
List1.AddItem beer & Space(p) & Space(2) & Space(5) & Left(beernumber, 22)
& Space(q) & xbeer
Data1.Recordset("alcohol") = beernumber
End If
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If cereal <> "" Then
r = Len(Left(cereal, 22))
r = 20 - r
s = Len(Left(cerealnumber, 22))
s = 20 - s
List1.AddItem cereal & Space(r) & Space(2) & Space(5) & Left(cerealnumber,
22) & Space(s) & xcereal
Data1.Recordset("rice") = cerealnumber
End If
If fruit <> "" Then
u = Len(Left(fruit, 22))
u = 20 - u
v = Len(Left(fruitnumber, 22))
v = 20 - v
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List1.AddItem fruit & Space(u) & Space(2) & Space(5) & Left(fruitnumber, 22)
& Space(v) & xfruit
Data1.Recordset("ukwa") = fruitnumber
End If
If semo <> "" Then
w = Len(Left(semo, 22))
w = 24 - w
ab = Len(Left(semonumber, 22))
ab = 20 - ab
List1.AddItem semo & Space(w) & Space(2) & Left(semonumber, 22) &
Space(ab) & xsemo
Form2.Data1.Recordset("samolina") = semonumber
End If
List1.AddItem "-------------------------------------------------------------------------------------------------------------------------------------------------"
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ac = Len(Left("GRAND TOTAL", 22))
ac = 20 - ac
ad = Len(Left("", 22))
ad = 20 - ad
List1.AddItem "GRAND TOTAL:" & Space(ac) & Space(2) & Space(3) &
Left("", 22) & Space(ad) & total
Data1.Recordset("total") = Val(total)
Data1.Recordset.Update
Data2.Recordset.AddNew
Data2.Recordset("date") = date1
Data2.Recordset.Update
Form1.Refresh
End Sub
Private Sub cboalcohol_Click()
If chkmeat.Value = 1 Then
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meatpie = 150 * Val(cbomeat.Text)
End If
If chkhotdog.Value = 1 Then
hotdog = 100 * Val(cbohotdog.Text)
End If
If chkbread.Value = 1 Then
If cbobread.Text = "Bread Cake" Then
bread = 200 * Val(cbobreads.Text)
ElseIf cbobread.Text = "Coconut Bread" Then
bread = 150 * Val(cbobreads.Text)
Else
bread = 100 * Val(cbobreads.Text)
End If
End If
If chksausage.Value = 1 Then
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sausage = 80 * Val(cbosausage.Text)
End If
If chkcake.Value = 1 Then
If cbocake.Text = "Ordinary Cake" Then
cake = 200 * Val(cbocakes.Text)
Else
cake = 1500 * Val(cbocakes.Text)
End If
End If
If chkicecream.Value = 1 Then
icecream = 150 * Val(cboicecream.Text)
End If
If chkmineral.Value = 1 Then
If cbomineral.Text = "Coke(35cl)" Then
mineral = 40 * Val(cbominerals.Text)
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ElseIf cbomineral.Text = "Coke(50cl)" Then
mineral = 50 * Val(cbominerals.Text)
ElseIf cbomineral.Text = "Fanta" Then
mineral = 40 * Val(cbominerals.Text)
ElseIf cbomineral.Text = "Sprite" Then
mineral = 40 * Val(cbominerals.Text)
Else
mineral = 35 * Val(cbominerals.Text)
End If
End If
If chkmalt.Value = 1 Then
If cbomalt.Text = "Royal Malt" Then
malt = 60 * Val(cbomalts.Text)
ElseIf cbomalt.Text = "Hi Malt" Then
malt = 60 * Val(cbomalts.Text)
Else
malt = 100 * Val(cbomalts.Text)
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End If
End If
If chkalcohol.Value = 1 Then
alcohol = 150 * Val(cboalcohols.Text)
End If
If chkrice.Value = 1 Then
If cborice.Text = "Fried Rice" Then
rice = 350 * Val(cborices.Text)
ElseIf cborice.Text = "Jollof Rice" Then
rice = 300 * Val(cborices.Text)
Else
rice = 400 * Val(cborices.Text)
End If
End If
If chkukwa.Value = 1 Then
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ukwa = 300 * Val(cboukwa.Text)
End If
If chksamolina.Value = 1 Then
samolina = 200 * Val(cbosamolinas.Text)
End If
lbltotal = meatpie + hotdog + bread + sausage + cake + icecream + mineral + malt
+ alcohol + rice + ukwa + samolina
End Sub
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