Mukandi Tuckshop Stock Management E.T Muranganwa 5045

MUKANDI TUCKSHOP
STOCK MANAGEMENT
SYSTEM
2020
5045
MUKANDI TUCKSHOP STOCK MANAGEMENT SYSTEM
Contents
DEFINATION OF THE PROBLEM.........................................................................................................3
INTODUCTION...................................................................................................................................3
Research instruments........................................................................................................................4
SECTION B: Design..........................................................................................................................15
CONSIDERATION OF ALTERNATIVE SOLUTION................................................................................15
JUSTIFICATION............................................................................................................................16
PROPOSED SOLUTION................................................................................................................16
DATASTRUCTURES...........................................................................................................................16
STOCK DETAILS..........................................................................................................................16
Data capture forms..........................................................................................................................18
Overall plan.....................................................................................................................................23
OUTPUT DESIGN..........................................................................................................................24
TEST STRATEGY..........................................................................................................................25
Pseudo codes...................................................................................................................................27
FLOWCHARTS..................................................................................................................................31
Code Listings....................................................................................................................................34
Stock Form:..........................................................................................................................................35
User Details Form:...............................................................................................................................40
USER DOCUMENTATION..................................................................................................................45
Installation.......................................................................................................................................45
Navigating the system.....................................................................................................................49
Exiting the system............................................................................................................................50
Section d: testing and evaluation........................................................................................................51
Testing.............................................................................................................................................51
Testing for standard data................................................................................................................52
Testing for extreme data.................................................................................................................52
Testing for invalid data....................................................................................................................53
Error messages (from abnormal data).............................................................................................53
Sample runs.....................................................................................................................................54
Achievements of the system............................................................................................................57
Limitations/weaknesses of the system.............................................................................................58
Opportunities for future developments............................................................................................58
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SECTION A: SELECTION, INVESTIGATION

AND ANALYSIS
DEFINATION OF THE PROBLEM
INTODUCTION
Mukandi Tuck Shop was established in 2004 in Mukandi District Mash-East Province. The Tuck shop
was later developed by the School Development Association and officially opened in 2005 .It serves
students of Mukandi High School, the working staff and the people of Mukandi .The Tuck Shop is run
by an employee, the employee is under the School Development Association. The worker keeps
records of the products and the supplier of the goods that they sell in the tuck shop .The problem or
issue began when the population size in Mukandi grew or increased and this led to difficulties in
manipulation of data and this led to a drop in the sales of the tuck shop profits i.e. reduced profit
income.
BACKGROUND
Peter Chinofamba, SDA chairperson came up with the idea of a Tuck Shop as an alternative of solving
scarcity of local shops in the area and to raise profits for the School Development Association to
assist in the financial difficulties faced by the School. In the early days the tuck shop gave a sensible
amount of revenue but ever since the schools development, more goods were on demand and it
became more hard to keep the records due to the large number of paperwork which were used
handed over to the School Development Association for final reconciliation, some of the records
were misplaced and this led to wrong calculations of items such as profits and stock. The existing
system uses 2 counter books and an extra 72page book for special notes and reminders. The 2 main
books used are namely Daily Sales book and the Inventory/Stock book.
DESCRIPTION OF THE TUCKSHOP’S SYSTEM

 The Tuck Shop uses manual inventory system, which is updated, maintained and controlled
without the use of a technical system .The Tuck Shop, updates the inventory by making use
of the periodic stocktaking method i.e. only the total receipts and issues are recorded at the
end of each accounting period and a new balance is calculated at the period end.
INVESTIGATION OF THE CURRENT SYSTEM

 There is data duplication i.e. some items appear twice in the stock book and sales
book.
 The books tatter due to continuous opening during recording.
 There is no system backup. If the books are stolen or burnt, there is no retrieval of
lost data since it is tiresome and time consuming to create backup by hand writing.
 There is limited storage capacity.
 Data is not secure. A person can peep into the books exposing sensitive financial
information about the tuck shop.
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 Cancelling out a figure from the sales day book makes work messy.
 Records can’t be updated easily.
 Books can easily be misplaced since space in the room is becoming scarce.
 Debtors maybe forgotten or remain uncontrolled.
 Net profit determination maybe inaccurate.
Research instruments
Methods Used for collection of data

 Questionnaires
 Interview with the tuck shop employee
Questionnaire for customers buying from the tuck shop

This questionnaire serves as a survey being conducted by the School Development Association in
conjunction with the Systems Analyst to gather vital information regarding the current stock control
methods and procedures for development of a computerised system.
(Please kindly answer the questions below by ticking in the appropriate Box or filling in where
necessary. There is no limit to the number of questions to be answered)
Less than a 1 year 2 years 3+ years

year
 For how many years have you been buying from the tuck shop?
No Once Twice A lot
 Have you ever waited for a long period before being served?
YES NO
 Have you ever been given change which is too much or too little?
YES NO
 Are the transactions carried out in a formal business manner?
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YES NO
 Have you ever heard other customers complaining about the Tuck shop?
YES NO
 Would you recommend other customers to buy from the Tuck shop according to the
experience you had?
YES NO
 Is the system of stock taking efficient?
YES NO
 Has there ever been a situation where a loss has been recorded due to an error during stock
taking and you were required to pay more?
YES NO
 Has there ever been an incident whereby stock books were stolen or destroyed or distorted
and this affected your purchase?
………………………………………………………………………………………………
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 What do you think about the computerisation of the tuck shop’s system?
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…………...
For Additional Comments Please Write Over Leaf (Other Side of This Page)
THANK YOU FOR YOUR CO-OPERATION
I also conducted some interviews with the tuck shop employee to gather more information
pertaining to the current system.
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The current system is directly affected by two stakeholders: The Customer and the tuck shop
employee and hence I had to conduct two separate interviews with these individuals. The following
are some of the major questions which I asked during the interviews.
Interview Guides
Interview 1:(Interview with the S.D.A Bursar – Mrs Mungati)
Question 1. Can you give a brief background on the current system, that is when ad why it was
formed?
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Question2. How does the current system operate?
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Question 3. How many types of products are kept in stock?
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Question 4. How are the stock records kept?
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Question 5. Are there any security measures and back up procedures in place for safeguarding these
records?
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Question 6. Approximately how long does stock taking take?
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Question 7.Do you have any problems you are experiencing pertaining to record keeping and any
other part?
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Question 8.Do you think computerizing the system would improve on efficiency of the system and
its reliability?
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Question 9. If the system was to be computerized what are the qualities and features, you would
expect in the computerized system?
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DATA FLOW DIAGRAM
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CLIENT REQUEST FOR A
PRODUCT
SEARCHING FOR THE

NOT IN STOCK DESIRED PRODUCT
PRODUCT IN STOCK
STEELBOX HARD CASH

ACCEPT MONEY
IDENTIFICATION, TIME AND DATE
CUSTOMER PROCESS
DETAILS TRANSACTION
SYSTEM FLOW CHART

START
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PRODUCT
AVALIBLE
SEARCH FOR PRODUCT
ACCEPT MONEY
CALCULATE CHANGE
ANYTHING
ELSE ?
ISSUE CHANGE
ISSSUE
PRODUCT
END
PROBLEMS OR WEAKNESSES WITH THE CURRENT SYSTEM

I acquired several problems with the current system from the investigation that I carried
out and all these can be summarized as follows:
 There is confusion when it comes to the updating and editing of records since the errors
cancelled on the paper end up being untidy due to changes in formats by different people.
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 Searching of records for customer service is quite slow since recording and searching is
done manually.
 The security measures that have been put into place are inefficient, the lock and key way
is easy to unlock and access records.
 Labour and stationery have posed a large expense to the tuck shop as the worker has to
do extra work.
 Backup of information is quite poor as it involves duplicating records which is tiresome
and time consuming, this type of backup makes records vulnerable to distraction by
natural disasters.
 The paperwork, box filling and drawer system of storing records is taking up a lot of space
and some work staff do not find it user friendly.
 There is a large number of errors since human errors cannot be seen right away, one error
may affect many records and correcting them is strenuous.
 Calculations that are carried out are time consuming and stressful since most calculations
require manual input.
FEASIBILITY STUDY
The aim of this stage is to understand the problems and determine whether it is worth proceeding
with the development of the new system. There are basically 5 factors to be considered under
feasibility study:
As the Systems Analyst, I had to conduct a feasibility study to evaluate those

factors.
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Technical Feasibility
Technical Feasibility – this deals with a look at existence of the necessary technology in terms of the
skills and equipment for the establishment of the new system.
The system answers the question of whether it will be able to achieve the outlined objectives. The
proposed system will be able to cope with the changes in technology and hence will remain feasible
for long period.
Social / operational Feasibility

Social / Operational Feasibility – is concerned with the effect of the new system on society and
employees. Will it result in the retrenchment or retraining of workers?
The current system only improves the working condition and hence does not result in redundancies.
However the system does require retraining of staff for them to be able to use the system effectively
and efficiently. In terms of the adequacy of the system to the tuck shop operational methods, this
system will be quite compatible with the work practises and procedure.
Economic Feasibility
Economic Feasibility – is concerned with the cost effectiveness of the proposed system. It deals with
the cost benefit analysis of the development of a new system i.e. whether benefits outweigh the
costs? Costs – in terms of both the development and projected running costs and benefits in terms
of the tangible/ monetary or non tangible such as improved customer confidence.
The system is designed to overcome the problem of increased costs from stationery, storage and
maintenance of storage rooms. The cost of development is economic in terms of affordability and
running costs are the main benefits as these will be decreased.
Legal Feasibility
Legal Feasibility – whether the new system may breach the legal framework of the environment in
which it is going to operate such violations against the Data Protection Act.
The system complies with all governmental policies relating to data integrity and does not go against
the Data Protection Act outplayed by the INTERNATIONAL COMPUTER SOCIETY.
Schedule Feasibility
Schedule Feasibility – looks primarily at the time frame of completion of the new system i.e. how
long it will take for the system to be completed.
Designing and development of this new system is to take approximately 3-4 weeks, which is within
the stipulated time frame/deadline.
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Requirements specifications
Users Requirements
The main user of the system is Mrs. Mungati. Her main requests are that the system:
I. Which cannot be easily tempered with by unauthorised users, either using user accounts
or other alternatives
II. Records total inventory in the tuck shop, including product names, barcodes and
suppliers’ numbers.
III. Retains all records of tuck shop transactions that include credit sales, cash sales, credit
purchases, cash purchases, goods returns inwards/outwards etc.
IV. Is user friendly and easy to make use of after appropriate training
V. Provides backup facilities in case of any deliberate or natural disasters to occur.
VI. Has an offline service to avoid disturbances in terms of power cuts and virus attacks on
the main system.
VII. Consistency in all its operations.
System Requirements
Hardware Requirements
MINIMUM RECOMMENDED
Intel Celeron 2.4GHZ processor Intel corei5/core I7 processor
4GB RAM BETTER THAN 4GB RAM
120GB HDD 150GB HDD/SDD or higher
1280*600 monitor with Intel HD graphics adapter 1366*768 monitor with AMD Radeon E5 graphics card
Hardware Requirements
HARD DISK
A minimum of 4 Gigabytes for storing the operating system and databases with record of
marks as well as Visual Studio used for programming.
MONITOR
In order to show the mark order system clearly using many colours, a 1280x600 monitor
with Intel HD graphics adapter.
KEYBOARD
Used to input text into the computer for commands and data entry when inputting student
data or when coding in Visual Studio.
MOUSE
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Used for opening, closing info on the stock files. It is also used for grouping, moving and
deleting files. It is also used to for resizing size and position of pictures pasted into the
word document.
PROCESSOR
A 2.4 GHz processor speed is recommended for smooth running of Visual Studio as well
as the Windows Operating System
CANON PRINTER
A canon printer is needed for printing the system documentation and produces very high
quality hard copy output. The print rate is very quick if a large number of pages are to be
printed. They also make low noise and are great for the workplace.
Additional Requirements Include:

a. CANON I SENSYS LBP 3460 PRINTER.
b. Standard USB keyboard to enable users to key in their data.
c. Standard USB mouse allowing users to use the graphical user interface.
d. External Memory e.g. External hard-drive or memory sticks preferably 150Gb, to store
records.
e. Adequate reliable Wi-Fi facility preferably UNLIMITED LIQUID TELCOM Wi-Fi.
f. Bar-code reader (OPTIONAL) unless traditional type of typing in product number.
g. Swiping facility for the use of plastic money.
h. Monitor to display the output.
Software Requirements
 Microsoft Windows 8/10 64-bit processor.
 Microsoft office WORD 2013 professional or better, for typing documents
 MICROSOFT ACCESS 2013 PROFESSIONAL or Better to make databases.
 Adobe Reader version (11.0) is required to view reports exported in Portable
Document Format (PDF).
 Visual Basic studio 2005 professional, for developing the program which the
company is to use. Includes Microsoft Visual.net (2010) the programming language
that will be used to code the program.
 ESET Endpoint security antivirus, for providing the system with security from
malicious software.
 Google chrome browser as a user friendly fast browsing platform.
 Database.
Aims and Objectives

Aims
The aims for the system are to:
Develop a program which uses passwords hence offering security.
Design system which provides a strict security facility to stock books and other financial
records so that the data store cannot be altered easily.
Reduction of paperwork.
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User friendly.
Improve Efficiency.
Above all, the system should be able to meet all the user requirements.
Objectives
By the end of the project, the system should be able to:
Eliminate the problems of having different format of records due to different operating
personnel.
Reduce paper work.
Calculate accurately.
Print records.
Allow records to be deleted.
Update stocks automatically.
Access and retrieve stored records.
Backup all information and data pertaining to the tuck shop database.
Allow easy accessing and retrieving of information.
A system which is accurate and perfect (error detection)
A system with backup facilities.
SECTION B: Design
CONSIDERATION OF ALTERNATIVE SOLUTION
System Alternative methods

I came up with two alternative solutions which are:
1. Purchasing of readymade software for use of the system.
2. Computerizing the whole system that involves making every process computerized.
PURCHASE OF READY-MADE SOFTWARE
A ready-made software package can be an off the shelf software package, such as MAVERICK
PT2019. This software can be purchased from general software selling stores. This software is used
to run the tuck shop, it uses passwords which ensures security ,it records every transactions that will
be done and makes reports and queries .It creates tables and sheets that are used when transacting.
Advantages
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o There are no resources wasted (time & money) in implementing the software system.
o The software will operate successfully as it is tried and tested, having all errors debugged.
o Can provide features which satisfy all the above system requirements
o Warranties are provided in case of software failure.
o The systems are up to date.
o The software will be fully computerized, so all subsystems will then be computerized.
o Maybe used by other organisations or similar small establishments so help maybe sort from
these other entities.
Disadvantages
o The Software package can be very expensive.
o It may be general-purpose software, which is only designed to meet specific needs and
might not be able to meet intended system requirements.
o It may take time for the users to familiarize with the software.
o The ready-made software may not take the user specified problems and expectations into
account hence may fail to deliver expected results.
JUSTIFICATION
PROPOSED SOLUTION
After a careful appraisal and exploration of the available alternative solution to the problem at hand,
the choice of solution will be to develop a tailored (custom) software which defecates most of the in-
house problems undergone with the existing system.
This is due to the number of advantages the new proposed solution has to the stakeholders of which
some are:
o It is tailor-made to the users’ specifications to best serve all needs therefore it is guaranteed
that the software will meet their requirements as compared to the alternative.
o It is easier to modify the software program in case of changes in expectations.
o It is cheaper to develop an in-house system as compared to the solution given as the

alternate
o Has debugging services which can detect errors during translation.
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o This chosen choice allows upgrading to be done, hence in this process modern technology
will be implemented in the system, alas, enabling the system to be upgraded and be able to
keep up with the technological evolution.
DATASTRUCTURES
STOCK DETAILS
FIELD NAME FIELD TYPE SIZE SAMPLE DATA VALIDATION

ITEM
Invoice No. Text 10 1 >=10 integers
Stock No. Number 5 100 >=5 integers
Item No. Number 5 0001 >=5 integers
Reorder Level Number 2 20 >=2 integers
Item Code Text 5 PRNP (XXNN/YR)
Product Name Text 20 CHOCOLATE (Alphabetical
Characters)
Unit Price Currency 6 $2.00 (Currency format
only)
Size Text 10 80g <=10
Purchase Date Date and Time 8 20/03/2019 DD/MM/YYYY
ADDING/EDITING USER FILE
FIELD FIELD SIZE SAMPLE DATA VALIDATION

NAME TYPE ITEM
User ID Text 5 AeC999
User Name Text 10 SCOTT Alphabetical characters
Password Text 20 22MAY#22*
First Name Text 20 COURAGE Alphabetical characters
only
Last Name Text 20 MACJONES Alphabetical characters
only
SUPPLIERS FILE
FIELD NAME FIELD TYPE SIZE SAMPLE VALIDATION
DATA ITEM
Supplier Name Text 10 PEPSI CO. Alphabetical
Characters
Supplier ID Text 5 Qrt55 >=5
Date of Delivery Date and Time 8 14/03/2020 DD/MM/YYYY
Check-In-Time Time 7 1200hrs HHMM
Size of Order Text 20 4crates*30 soft >=20
brought in drinks
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CUSTOMERS FILE
FIELD NAME FIELD TYPE SIZE SAMPLE VALIDATION
DATA ITEM
Customer Name Text 10 Volt holdings Alphabetical
Characters
Customer ID Text 4 ZZZ453 >=5
Date of Delivery Date and Time 8 21/10/2020 DD/MM/YYYY
Check-In-Time Time 17 1100hrs HHMM
Size of Order Text 20 90cases sprite >=20
brought in
INPUT DESIGN
Data capture forms
Stock details
ADDING/ EDITING USER file
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SUPPLIES FILE
SCREEN LAYOUTS
SUPLLIERS INFO
TRANSACTIONS INFO
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USERS INFO
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STOCK INFO
MAIN MENU
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LOGIN SCREEN
WELCOME SCREEN
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Overall plan
MUKANDI School tuck shop inventory

app
LOGIN
Welcome to MUKANDI school tuck shop inventory control system
Proceed
Main menu EXIT
Stock details User details Supplier Transaction

information details
Invoice number User ID

Supplier Name Name of product
Stock number User Name

Item code
Supplier ID
Item number Password

Date of delivery Number of purchased products
First Name
Reorder level Check in time
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Last Name
Item code
Size of order brought in
Total price
Product name SAVE EXIT
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OUTPUT DESIGN
Specification of required output

When the system icon is clicked it opens and shows a login form ,you input the correct password to
enter the main menu ,if the password is wrong it will not grant access into the system.
Menus with on screen commands
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TEST STRATEGY
I used the black box testing methods
Black box testing is when a program is said to be a black box and it is tested according to
specification. Different values are entered for variables to see if the program can cope with them this
includes standard (typical/normal), extreme (borderline) and abnormal data values. For effective
analysis of the efficiency of Mukandi Tuck shop system it is easier to use the output because
Mukandi tuck shop system that is used by a large number of people therefore the user output
requirements are large than the hard code analyses or any other principles of solution testing. It is
easier to identify errors within the program by making use of comparison between initial objectives
and delivered output of the project. It is also easier as it may be aided by simple customer
participation through questionnaires that they may fill for the model project before the final project
is done.
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I tested my system using the following test strategies:
Normal data
This is data that is accepted because it is valid and adheres to the validation rules that are defined on
creating the system, and is within the accepted range of data, for example:
TEST FILE NAME DATA ITEM DATA TYPE TEST DATA COMMENT
1 CUSTOMER FILE Customer ID Text CI24 Accepted
2 STOCK FILE Item number Text HND32 Accepted
3 SUPPLIER FILE Supplier ID Text SG31 Accepted
 In the above table, the Customer ID adheres to the validation rule of XXNN which
follows that the customer ID should begin with two letters followed by two
numbers.
 The supplier ID and Item number also adhere to the validation rule.
Extreme data
This is data which is of the correct data type and format, however it lies on the upper and lower
boundaries and hence the term extreme data. I used the Supplier file to test for extreme data:
Field name Quantity
Test data 24122
Range 5
Purpose To test if data in the quantity field is

accepted if it has 5 characters
Observed result The data lied on the boundaries but was

accepted
Abnormal data
This is data which is not in the specified range and lies outside the upper and lower limits; therefore
it becomes meaningless to a particular field and produce error messages. The data does not adhere
to validation rules.
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Field name Item No.
Test data 452ANH
00Validation Rule XXXNN
Purpose To test if the Item number adheres to

the validation rules
Observed result The data was not accepted because it is

not written in the correct format of
three letters followed by two numbers.
Pseudo codes
1. Name of Module: User Details

Purpose: Accessing users in the program
START
If option = add then
Clear textboxes
Enter (username, password, first name, surname, access level, salary, phone number, address)
Click Save button
Print (“RECORD SAVED”)
Else
Print (“ERROR OCCURRED WHILE SAVING”)
End if
Else
If Records need to be viewed then
Click next button or previous button
End if
Else
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If transaction record is not needed anymore then
Click delete button
Print (“ARE YOU SURE YOU WANT TO DELETE, THE RECORD WILL BE REMOVED
PERMANENTLY”)
End if
Else
If option = report then
Users form closes
Users report form opens
End if
Else
If option = exit then
Users form closes
Main menu opens
End if
2. Purpose: To Record Supplies that have just been bought in

START
Open Mukandi tuck shop stock-management System Database
Connect with Supplies Table
Accept Supplies Input
If User entry is not finished then
Provide Error message
Repeat
Input Supplies details
Until user entry is finished
Else If Record Already Exists
Provide Error message
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Repeat
Input Supplies details
Until Record is a new and valid one
Else Update Supplies Table and Stock Table
End if
Close Supplies Table
Close Mukandi tuck shop stock management system Database
END
3. Name of module: Sales

Purpose: To Record Sales and Print Receipts
START
Open Mukandi Tuck shop stock-management System Database
Connect with Sales Table
REPEAT
Accept Sales Input
If Data entry in Sales table is not complete then
Provide Error Message
Repeat
Input Sales Details
Until Data entry is complete
Else if
Record Already Exists
Provide Error Message
Repeat
Input Sales Details
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Until Record Is a New and Valid one

Else
Update Sales Table and Open Payments form Print Receipt
UNTIL There Is Not Enough Stock
Provide error message: “STOCK FINISHED”
Close Sales Table
Close Mukandi tuck shop stock-management System Database
END
FLOWCHARTS
Module stock in Start
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Open supplier’s details form

Module add stock
Start
Open data base connection
Open stock details form
Input stock details
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Click save
NO
yes
YES
Module adding user
Start
Open data base connection
Open user details form
Input new user details
Click save
Validate data entered
NO
Is data valid?
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YES
Save record
Code Listings
End Sub
Technical Documentation
LOGIN FORM
Private Sub Form_Load()
Set db = OpenDatabase("C:\\Users\\Thelmar\\Desktop\\Elton project\\Tuckshop-Stock-

Management\\Database\\myDatabase.mdb")
Set rs = db.OpenRecordset("select * from users_table")
End Sub
Private Sub LoginButton_Click()
'Welcome to Tuckshop Stock Management System'
If UsernameTxt.Text = "" Then
MsgBox ("Input username!")
UsernameTxt.SetFocus
ElseIf PasswordTxt.Text = "" Then
MsgBox ("Input password!")
PasswordTxt.SetFocus
ElseIf UsernameTxt.Text = "elton" And PasswordTxt.Text = "1234" Then
UsernameTxt.Text = ""
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PasswordTxt.Text = ""
Me.Hide
DashboadForm.Show
Else
'If wrong information is entered a error massage will pop up'
MsgBox ("Incorrect username or password!")
End If
Stock Form:
Public db As Database
Public rs As Recordset
Dim lv As ListItem
Dim str As String
Dim posit As String
Private Sub AddNewButton_Click()

rs.AddNew
clear
End Sub
Private Sub BackButton_Click(Index As Integer)
Me.Hide
MainMenuForm.Show
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End Sub
Private Sub DeleteRecord_Click()

'Will delete records in a listbox'
If ListView1.SelectedItem Is Nothing Then
Exit Sub
ListView1.ListItems.Remove ListView1.SelectedItem.Index
MsgBox "Record has been removed successfully....!!", vbInformation
End Sub

Set rs = db.OpenRecordset("select * from stock_details_table")
If Not rs.EOF Then

rs.MoveFirst
display
Else
clear
End If
End Sub
Sub clear()
'the textboxes will be cleared'
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invoiceNumber_txt.Text = ""
stockNumber_txt.Text = ""
itemNumber_txt.Text = ""
itemCode_txt.Text = ""
productName_txt.Text = ""
unitPrice_txt.Text = ""
quantity_txt.Text = ""
End Sub
Sub display()
invoiceNumber_txt.Text = rs!invoice_number
stockNumber_txt.Text = rs!stock_number
itemNumber_txt.Text = rs!item_number
itemCode_txt.Text = rs!item_code
productName_txt.Text = rs!product_name
unitPrice_txt.Text = rs!unit_price
quantity_txt.Text = rs!quantity
DTPicker1.Value = rs!purchase_date
While Not rs.EOF
posit = ListView1.ListItems.Count
Set lv = ListView1.ListItems.Add(, , rs("invoice_number"))
lv.SubItems(1) = rs("stock_number")
lv.SubItems(2) = rs("item_number")
lv.SubItems(3) = rs("item_code")
lv.SubItems(4) = rs("product_name")
lv.SubItems(5) = rs("unit_price")
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lv.SubItems(6) = rs("quantity")
lv.SubItems(7) = rs("purchase_date")
rs.MoveNext
Wend
End Sub
Private Sub invoiceNumber_txt_Change()
End Sub
Private Sub SaveStockButton_Click(Index As Integer)

'All the entered information will be successfully saved'
If Me.invoiceNumber_txt.Text = "" Then MsgBox "Please fill up Invoice No.", vbExclamation:
Me.invoiceNumber_txt.SetFocus: Exit Sub
If Me.stockNumber_txt.Text = "" Then MsgBox "Please fill up stock No.", vbExclamation:
Me.stockNumber_txt.SetFocus: Exit Sub
If Me.itemNumber_txt.Text = "" Then MsgBox "Please fill up item No.", vbExclamation:
Me.itemNumber_txt.SetFocus: Exit Sub
If Me.itemCode_txt.Text = "" Then MsgBox "Please fill up item Code.", vbExclamation:
Me.itemCode_txt.SetFocus: Exit Sub
If Me.productName_txt.Text = "" Then MsgBox "Please fill up product Name.", vbExclamation:
Me.productName_txt.SetFocus: Exit Sub
If Me.unitPrice_txt.Text = "" Then MsgBox "Please fill up unit Price.", vbExclamation:
Me.unitPrice_txt.SetFocus: Exit Sub
If Me.quantity_txt.Text = "" Then MsgBox "Please fill up quantity.", vbExclamation:
Me.quantity_txt.SetFocus: Exit Sub
rs.AddNew
'Another empty record will appear which will allow you to enter another information
rs.Fields("invoice_number").Value = invoiceNumber_txt.Text
rs.Fields("stock_number").Value = stockNumber_txt.Text
rs.Fields("item_number").Value = itemNumber_txt.Text
rs.Fields("item_code").Value = itemCode_txt.Text
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rs.Fields("product_name").Value = productName_txt.Text
rs.Fields("unit_price").Value = unitPrice_txt.Text
rs.Fields("quantity").Value = quantity_txt.Text
rs.Fields("purchase_date").Value = DTPicker1.Value
str = ListView1.ListItems.Count + 1
Set lv = ListView1.ListItems.Add(, , invoiceNumber_txt.Text)
lv.SubItems(1) = stockNumber_txt.Text
lv.SubItems(2) = itemNumber_txt.Text
lv.SubItems(3) = itemCode_txt.Text
lv.SubItems(4) = productName_txt.Text
lv.SubItems(5) = unitPrice_txt.Text
lv.SubItems(6) = quantity_txt.Text
lv.SubItems(7) = DTPicker1.Value
MsgBox "Data has been saved successfully....!!", vbInformation
rs.Update
clear
End Sub
User Details Form:
Public db As Database
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Public rs As Recordset
Dim lv As ListItem
Dim str As String
Dim posit As String
Private Sub AddNewButton_Click()
rs.AddNew
clear
End Sub
Private Sub BackButton_Click(Index As Integer)
Me.Hide
MainMenuForm.Show
End Sub

Set rs = db.OpenRecordset("select * from users_table")
gender_combo.AddItem ("Male")
gender_combo.AddItem ("Female")
role_combo.AddItem ("Admin")
role_combo.AddItem ("Shopkeeper")
role_combo.AddItem ("Manager")
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role_combo.AddItem ("Supervisor")
If Not rs.EOF Then
rs.MoveFirst
display
Else
clear
End If
End Sub
Sub display()
userId_txt.Text = rs!user_id
userName_txt.Text = rs!user_name
password_txt.Text = rs!Password
firstName_txt.Text = rs!first_name
lastName_txt.Text = rs!last_name
gender_combo.Text = rs!gender
role_combo.Text = rs!role
While Not rs.EOF
posit = ListView1.ListItems.Count
Set lv = ListView1.ListItems.Add(, , rs("user_id"))
lv.SubItems(1) = rs("user_name")
lv.SubItems(2) = "*********"
lv.SubItems(3) = rs("first_name")
lv.SubItems(4) = rs("last_name")
lv.SubItems(5) = rs("gender")
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lv.SubItems(6) = rs("role")
rs.MoveNext
Wend
End Sub
Private Sub RemoveRecordButton_Click()
If ListView1.SelectedItem Is Nothing Then Exit Sub
ListView1.ListItems.Remove ListView1.SelectedItem.Index
MsgBox "Record has been removed successfully....!!", vbInformation
End Sub
Private Sub SaveUserButton_Click(Index As Integer)
'Information will be saved'
If Me.userId_txt.Text = "" Then MsgBox "Please fill up user Id", vbExclamation:

Me.userId_txt.SetFocus: Exit Sub
If Me.userName_txt.Text = "" Then MsgBox "Please fill up user Name", vbExclamation:

Me.userName_txt.SetFocus: Exit Sub
If Me.password_txt.Text = "" Then MsgBox "Please fill up password", vbExclamation:

Me.password_txt.SetFocus: Exit Sub
If Me.firstName_txt.Text = "" Then MsgBox "Please fill up first Name", vbExclamation:

Me.firstName_txt.SetFocus: Exit Sub
If Me.lastName_txt.Text = "" Then MsgBox "Please fill up last Name", vbExclamation:

Me.lastName_txt.SetFocus: Exit Sub
If Me.gender_combo.Text = "" Then MsgBox "Please fill up gender", vbExclamation: Exit Sub
If Me.role_combo.Text = "" Then MsgBox "Please fill up role", vbExclamation: Exit Sub
rs.AddNew
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'A new empty record will be displayed
rs.Fields("user_id").Value = userId_txt.Text
rs.Fields("user_name").Value = userName_txt.Text
rs.Fields("password").Value = password_txt.Text
rs.Fields("first_name").Value = firstName_txt.Text
rs.Fields("last_name").Value = lastName_txt.Text
rs.Fields("gender").Value = gender_combo.Text
rs.Fields("role").Value = role_combo.Text
str = ListView1.ListItems.Count + 1
Set lv = ListView1.ListItems.Add(, , userId_txt.Text)
lv.SubItems(1) = userName_txt.Text
lv.SubItems(2) = "*******"
lv.SubItems(3) = firstName_txt.Text
lv.SubItems(4) = lastName_txt.Text
lv.SubItems(5) = gender_combo.Text
lv.SubItems(6) = role_combo.Text
MsgBox "User Record Has been Saved Successfully", vbInformation
rs.Update
clear
End Sub
Sub clear()
'Textboxes will be cleared
userId_txt.Text = ""
userName_txt.Text = ""
password_txt.Text = ""
firstName_txt.Text = ""
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lastName_txt.Text = ""
End Sub
USER DOCUMENTATION
Installation
Open CD-ROM drive and insert disc into the computer CD-ROM
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Run setup as administrator to install
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Select install in the next window below is the installer
BELOW IS THE INSTALLATION PROCESS
When installation process is complete click “finish”
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RUNNING THE SYSTEM
At first the computer will automatically launch the new system. However a shortcut is
created on desktop. Run this shortcut [double click the icon].
After clicking the shortcut a login form opens ups, in order to access the main menu you
firstly have to input a correct password and a welcome form will be displayed.
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The welcome will then direct you to the main menu
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Navigating the system
This is the login page. There are two buttons; one allows user to continue [LOGIN] and one
to leave the system [EXIT]. In this case select ‘LOGIN’ to proceed.
When correct username and password it will open the welcoming page that has the proceed
button to allow user to access the data base of the inventory system.
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This is the main menu that is user friendly allowing authorised user to navigate through the
records of the system and also addition of necessary information within the stock management
system data base.
From the main menu, right click the reports button, now this form, allows easy navigation of
the user to access the reports or saved records of all the stock proceedings of the tuck shop.
Exiting the system
To exit the system click back on any of the pages opened then it will go back to the main menu, where
there is another button to exit to the login page and then click the “exit” button to exit the system.
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Section d: testing and evaluation

Testing
This involves the studying of the program code and testing every possible path
at least once. To ensure the efficiency of the system, I have designed a test
strategy. This will reduce runtime errors and logic errors. The strategy
includes four stages of testing:
1. Module Testing – Testing each and every module in the program.

2. System Testing – Testing the coordination of the modules.
3. Alpha Testing – Programmer tests how the system will act when
unaccepted data is entered.
4. Beta Testing – Analysis of the system is done by the users and an
evaluation is given after.
The categories of test data are standard data, extreme data, and abnormal
data. Standard data includes the normal data that is usually input in the
system. Extreme data includes data that is at the limits of the acceptable data.
Abnormal data includes data that is completely out of the scope of the
expected data. The system should reject every data that is invalid in a
particular field. The following checks are done in the system:
 Length check – to check if data entered has the correct number of
characters, for example, name of the user should have 10-20 characters.
 Data type – to check if data entered has the correct data type, for
example, to avoid numeric character in a text field.
 Presence check – to check if data has been entered in a field or left
out ,for example, leaving a field blank, system should produce error
message.
 Format – to check if the data entered follows a standard format or
layout, for example, the date joined should always be in the format of
date.
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Testing for standard data
When the user inputs his/her data which lies in the range and possessing the correct data
type a message box will appear notifying the user that the information is loaded into the
system.
Testing for extreme data
Testing data at the boundaries which will be accepted as there are still within the range as a result
the data will be accepted.
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Testing for invalid data
An error message will be displayed notifying the errors.

This is when ambiguous data is inserted, for example, when you enter integers exceeding saved length
in the reorder level field.
Error messages (from abnormal data)
These are displayed when wrong or incorrect information is entered.
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Sample runs
Query for order bought 20
Query for unit price $68.00
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Achievements of the system

 There is provision of backups to be made by printing the records that are accessible
from Microsoft access.
 There is a reasonable reduction of the amount of paperwork involved in the system
although allows for the production of hardcopy per user request to be possible.
 The system is secure as it makes use of passwords to gain entry into it.
 Due to the intended reduced amount of paperwork there should be a drop in the
stationery expenses that used to be incurred by the school by a rational figure.
 The new system is very reliable. The results it produces are by all means dependable
and of unfailing accuracy.
 The new system is user-friendly such that even a novice will grasp the manner in
which it operates with minimal challenges having been encountered.
 There is improved performance than that which was in the manual system and this
implies that the speed of processing as well as efficiency when carrying out tasks has
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been improved by the use of the keyboard and mouse to input data.
 Presentation of records is now more professional and neater
Limitations/weaknesses of the system
Inputs
 The system restricts data input to using the keyboard, memory devices and the
mouse only.
Processing
 The system is not able to sort data or records in any other required manner
except that in which it is entered
Data security
 The system does not allow the creation of back up files.
Access security
 There are no access levels within the system all users are treated equally
Opportunities for future developments

The following can be added to the system to make it more efficient and work to produce
better results
 Computer Networking– To fully separate user roles, networking of computers will

be necessary to allow top security for sensitive data and information.
 The system source code can be developed a bit to include a procedure that will make
available the option of access levels which are useful in restricting data only to the
rightful people intended.
 The system can be further developed so as to allow data input from different devices
other than the keyboard alone.
 A procedure can be added to the system code to allow it to place records in the order
that the user requires.
 The program needs to be developed such that it allows creation of back up files.
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MUKANDI TUCKSHOP

SECTION A: SELECTION, INVESTIGATION

DESCRIPTION OF THE TUCKSHOP’S SYSTEM

INVESTIGATION OF THE CURRENT SYSTEM

Methods Used for collection of data

Questionnaire for customers buying from the tuck shop

Less than a 1 year 2 years 3+ years

No Once Twice A lot

 Are the transactions carried out in a formal business manner?

 Is the system of stock taking efficient?

Question2. How does the current system operate?

Question 3. How many types of products are kept in stock?

Question 4. How are the stock records kept?

Question 6. Approximately how long does stock taking take?

DATA FLOW DIAGRAM

CLIENT REQUEST FOR A

SEARCHING FOR THE

STEELBOX HARD CASH

IDENTIFICATION, TIME AND DATE

SYSTEM FLOW CHART

SEARCH FOR PRODUCT

PROBLEMS OR WEAKNESSES WITH THE CURRENT SYSTEM

As the Systems Analyst, I had to conduct a feasibility study to evaluate those

Social / operational Feasibility

Additional Requirements Include:

Aims and Objectives

CONSIDERATION OF ALTERNATIVE SOLUTION

System Alternative methods

PURCHASE OF READY-MADE SOFTWARE

o It is easier to modify the software program in case of changes in expectations.

o It is cheaper to develop an in-house system as compared to the solution given as the

o Has debugging services which can detect errors during translation.

FIELD NAME FIELD TYPE SIZE SAMPLE DATA VALIDATION

FIELD FIELD SIZE SAMPLE DATA VALIDATION

ADDING/ EDITING USER file

MUKANDI School tuck shop inventory

Welcome to MUKANDI school tuck shop inventory control system

Main menu EXIT

Stock details User details Supplier Transaction

Invoice number User ID

Stock number User Name

Item number Password

Specification of required output

Menus with on screen commands

I tested my system using the following test strategies:

1 CUSTOMER FILE Customer ID Text CI24 Accepted

2 STOCK FILE Item number Text HND32 Accepted

3 SUPPLIER FILE Supplier ID Text SG31 Accepted

Field name Quantity

Test data 24122

Purpose To test if data in the quantity field is

Observed result The data lied on the boundaries but was

Field name Item No.

Test data 452ANH

00Validation Rule XXXNN

Purpose To test if the Item number adheres to

Observed result The data was not accepted because it is

1. Name of Module: User Details

If option = add then