Inventory Management

System
 INDEX

S.No CONTENT Pg. No

1 INTRODUCTION OF THE PROJECT

2 OBJECTIVE OF PROJECT

3 HARDWARE AND SOFTWARE

REQUIREMENT
SPECIFICATION
4 PROJECT CREATION STEPS
A. Database Creation
B. Table Creation
C. Insert Data on Tables
D. Create The Relationships Between Both
Tables.
E. Create The Query
F. Create The Report

5 CONCLUSION

6 BIBLIOGRAPHY
INTRODUCTION OF THE PROJECT
The Inventory Management System is a database solution designed to streamline and optimize
the management of inventory in a stationery shop. Stationery shops handle a wide range of
products such as pens, notebooks, art supplies, office supplies, and other items, all of which need
careful monitoring to ensure they are well-stocked and available to customers. Managing this
inventory manually can be challenging and time-consuming, especially as the number of products
grows. This system offers an automated way to track, organize, and manage inventory levels,
making it easier for shop owners to operate efficiently.

For any retail business, and especially for a stationery shop, having an organized and well-
maintained inventory is crucial to prevent stockouts and overstock situations. A reliable inventory
management system helps keep track of stock levels, identify fast-selling items, monitor product
availability, and forecast future inventory needs based on demand patterns. By automating
inventory tasks, the system reduces the risk of human error and ensures accurate, up-to-date
information on stock, which is essential for making informed purchasing and sales decisions.

OBJECTIVE OF PROJECT
The primary objectives of the Inventory Management System for a Stationery Shop are:

➢ Efficient Stock Management: Track the quantities of various stationery items in stock
and update inventory as sales occur.

➢ Product Categorization: Organize products by categories such as pens, paper,

notebooks, art supplies, etc., making it easier to manage and search for items.

➢ Stock Alerts: Set minimum stock levels for each item and receive alerts when quantities
drop below this threshold, helping avoid stockouts.
 ➢ Sales Tracking: Record sales transactions, which aids in monitoring the flow of products
and identifying popular items.

➢ Reporting and Analysis: Generate reports that provide insights into inventory turnover,
top-selling products, and low-stock items, allowing better business decisions.

The Inventory Management System includes several key features:

➢ Product Information Storage: Store detailed information for each product, including
item name, category, price, and quantity in stock.

➢ Sales Record Management: Record sales transactions with relevant details such as item
sold, quantity sold, and sale date.

➢ Stock Level Monitoring: Automatically update stock levels with each sale and notify
when stock falls below the minimum threshold.

➢ Data Analysis and Reporting: Generate reports that show total sales, inventory value,
and identify products with high or low turnover rates.

HARDWARE AND SOFTWARE REQUIREMENT SPECIFICATION

➢ OS: Microsoft Windows(Windows XP, Windows 2003, Windows Vista, Windows 7,
Windows 8 *)
➢ RAM: 256 Mbytes RAM (512 MB RAM recommended)
At least 650 Mbytes available disk space for a default install (including a JRE) via
download. After installation and deletion of temporary installation files, Apache
OpenOffice will use approximately 440 Mbytes disk space.

➢ MONITOR: 1024 x 768 or higher resolution with at least 256 colours

➢ SOFTWARE: Apache LibreOffice
MAIN COMPONENTS OF INVENTORY MANAGEMENT SYSTEM FOR A
STATIONERY SHOP
➢ The Inventory Management System for a Stationery Shop will have the following
components.

➢ Products Table: This table will store the details of the students such as ProductID, Name,
Category, Price, QuantityInStock

➢ Sales Table: This table will store the details of the Attendance such as SaleID, ProductID,
QuantitySold, SaleDate

➢ Input Sample Data: Open each table and add a few sample records for testing.

➢ Create Relationships Between Tables: both Products and Sales will be linked to each
other using Relationships.

➢ Design Queries: Query will be created to display Low Stock Alert.

➢ Generate Reports: Report will be generated to see Stock Details.

DATBASE CREATION
➢ STEP 1: Start the base application. The database wizard will appear.

➢ Step 2: Check the Create a new database option.

A) Click on Next Button
B) Save and Proceed will be highlighted, save the database as Inventory Management
C) Click on Finish
TABLES CREATION
❖ Products Table:
➢ Step 1: Open Inventory Management Database by click on file men open option
and locate Inventory Management. odb file.

➢ Step 2: Click on Tables tab, Click on the Create table in Design View option under
the Tasks pane.

➢ Step 3: A blank table opens in the Design View, type the field names and data types
as shown.

➢ Step 4: Set ProductID as primary key

➢ Step 5: Click on Save button from standard toolbar, Save As dialog box will open,
save the table as Students.
❖ Sales Table:
➢ Step 1: Open Inventory Management Database by click on file men open option
and locate Inventory Management. odb file.

➢ Step 2: Click on Tables tab, Click on the Create table in Design View option under
the Tasks pane.
➢ Step 3: A blank table opens in the Design View, type the field names and data types
as shown.

➢ Step 4: Set ProductID as primary key

➢ Step 5: Click on Save button from standard toolbar, Save As dialog box will open,
save the table as Attendance.
INSERT DATA ON TABLES
❖ Perform the steps for insert data in Products table
➢ Step 1: Double click on Student table

➢ Step 2: The table open in the new Table Data View window. Enter your desired
data. And Click on Save button from standard tool bar
❖ Perform the steps for insert data in Sales table
➢ Step 1: Double click on Attendance table

➢ Step 2: The table open in the new Table Data View window. Enter your desired
data. And Click on Save button from standard tool bar
CREATE THE RELATIONSHIP BETWEEN BOTH TABLES

❖ Perform the steps for Create the Relationships between both tables.
➢ Step 1: Click on the Relationships option in the Tools menu. Add Table dialog box
will appear.

➢ Step 2: Select the Products and Sales. Click on the Add button to add the tables
one by one. Close the Add Table dialog box after adding both the tables by
clicking on the Close button on the Add Table dialog box.

➢ Step 3: Drag the primary key field ProductID from the Products table to a similar
field of Sales that is primary key field ProductID of it.

➢ Step 4: A Relationship will be created

CREATE THE QUERIES

❖ Perform the steps for create the Queries between both tables.
➢ Step 1:- Click on the Queries option in the database pane and then click on the
create Query in Design View option in the tasks pane.

➢ Step 2:- The Add Tables or Query dialog box will appear. Ensure that Table tab is
selected by default on that.

➢ Step 3:- Select both the tables.

➢ Step 4:- Click on the Add button to add the tables. After adding close Add Tables
or Query dialog box.

➢ Step 5:-Tables are displayed in the upper part of the query design screen by boxes
containing the tables fields.

➢ Step 6:-Select the fields for query by double clicking on the fields from both tables
and enter the criteria in the criterion field.

➢ Step 7:- Click on the Run Query button on the standard toolbar to view the output
of query.

➢ Step 8:- Save the Query as by Low Stock Alert clicking on Save button on the
standard toolbar.
CREATE THE REPORT
❖ Perform the steps for create the Report
➢ Step 1: Click on the Report option in the database pane

➢ Step 2: Click on the use Wizard to create report option under the tasks pane. The
report wizard will appear.

➢ Step 3: Select desire query under the tables or queries option.

➢ Step 4: Select all the field in this step and specify the field labels in the next step.

➢ Step 5: Click on the Next button to move on to the next step.

➢ Step 6: Specify a title for the report and click on the finish button.

➢ Step 7: The report will be created and will appear.

CONCLUSION:
➢ Objective Achievement: The primary objective of creating an effective, easy-to-use
Inventory Management System was met. The system enables streamlined tracking of stock
levels, suppliers, inventory movement, and other essential details crucial to inventory
management.

➢ Cost-Effectiveness: LibreOffice provided an open-source platform to build and manage

the system, resulting in substantial cost savings. Unlike proprietary software, LibreOffice
Base and Calc were free to use, making this a viable solution for small and medium-sized
enterprises (SMEs) with limited budgets.

➢ Functionality and Customization: The project delivered a flexible and customizable

system. LibreOffice Base was used to build databases, while Calc facilitated real-time data
tracking and analysis. This combination allowed for effective stock tracking, reorder alerts,
and low-stock notifications, essential features in inventory management.

➢ Ease of Use and Accessibility: The system’s user-friendly interface made it accessible for
individuals without advanced technical skills. LibreOffice’s straightforward design
enabled staff to quickly adopt and efficiently use the system, improving the overall
management of inventory tasks.
 ➢ Data Analysis and Reporting: The system could generate useful reports, such as stock-
on-hand reports, reorder lists, and historical data for inventory trends. These reports
supported decision-making, allowing for improved forecasting and more strategic ordering
practices.

➢ Limitations and Future Enhancements: While effective, the project identified a few
limitations. LibreOffice’s database capabilities may be less robust compared to specialized
inventory software when dealing with large data volumes. Future improvements could
include integrating barcode scanning for faster inventory processing or expanding to cloud
storage to improve data access and real-time updates.

➢ Impact on Business Efficiency: By automating and organizing inventory management,

the system reduced the likelihood of stock shortages or excesses. This contributed to better
resource allocation, optimized stock levels, and ultimately supported the business in
reducing costs related to inventory holding and shortage.

BIBLIOGRAPHY:
➢ INFORMTION TECHNOLOGY - NCRT Text Book
➢ CONCEPTS IN INFORMTION TECHNOLOGY – GOYAL BROTHERS
➢ WWW.GOOGLE.COM