Shri Dadapatil Rajale Shikshan Sanstha’s

DADAPATIL RAJALE ARTS AND SCIENCE

COLLEGE , ADINATHNAGAR
Adinathnagar , Tal-Pathardi, Dist-Ahmednagar

A
Project Report
On
Inventory Management System
Submitted in partial fulfillment of the requirement of the degree
B.Sc (Computer Science)
Submitted By

1. Ketan Vikas Khude

2. Vikrant Nanasaheb Gunjal

As
Savitribai Phule Pune University
2024-25
 Shri Dadapatil Rajale Shikshan Sanstha’s

DADAPATIL RAJALE ARTS AND SCIENCE

COLLEGE , ADINATHNAGAR
Adinathnagar , Tal-Pathardi, Dist-Ahmednagar

CERTIFICATE
Department of Computer Science

This is to certify that Mr./Mrs. i) Ketan Vikas Khude

ii) Vikrant Nanasaheb Gunjal
Class TY BSC (Computer Science) Has completed to the project on
“Inventory Management System” as per laid down by the Savitribai phule
pune university during Academic year 2024-2025

Their performance is

Project Guide HOD

Prof . C. N Pansare Prof. C.N Pansare

Internal Examiner External Examiner

 ACKNOWLEDGEMENT

I am highly grateful to the Prof. C.N Pansare (Head of Department of

Computer Science ) for providing me to this opportunity .

I would like to thanks my project guide Prof.Ingale Madam for his valuable
guidance to complete this project. This project would not have completed
without his help and experience .

I would like to thanks my other faculty teachers of computer science department

of Dadapatil Rajale Art’s and science collage , Adinathnagar for providing
academic inputs guidance and encouragement .

Finally I express my indebtedness to all who have directly and indirectly

contribute to the successful completion of my project
 Abstract

The Inventory Management System is specifically made to automate

and make simple the process of managing products, sales, and purchases
within a company. Made with MySQL 8.0, this database makes sure inventory
records are current, accurate, and simple to maintain.

The system keeps basic information regarding products, inventory

quantities, suppliers, and customers so that users can monitor what's in stock,
what requires restocking, and who supplies a given item. It also keeps sales
and purchases on record, with each movement of inventory accounted for to
improve decision-making. There is also a user log to monitor system activity,
an added security measure.

With this database, companies can prevent shortages in stock,

minimize errors, and maximize overall efficiency. It delivers a structured but
adaptable method of managing inventory, thereby ensuring day-to-day work is
smoother and better organized.

The system includes key functionalities such as:

• Product Management – Storing detailed product information, including

stock levels, categories, and pricing.
• Supplier and Customer Management – Keeping track of supplier details,
purchase orders, and transactions.
• Stock Tracking – Monitoring inventory inflow and outflow to prevent
overstocking or shortages.
• Sales & Purchase Records – Logging transactions for better financial and
inventory analysis.
• User Logging & Access Control – Ensuring security and accountability
by tracking user activities within the system.
 INDEX

1. Introduction
Introduction
Purpose
Scope
Goal
Objectives

2. Requirements Used
Software Requirement
Hardware Requirement

3. Diagrams
ER Diagram
User Case Diagram
Class Diagram
Activity Diagram
Sequence Diagram

4. Screenshots

Input Screens
Output Screens

5. Limitation

6. Advantages

7. Disadvantages

8. Bibliography
Reference
 Introduction

Desktop Inventory Management System created under this project is

aimed at effectively managing the stock of companies by monitoring
product quantities, updating levels, handling suppliers, and providing
reports in real-time. The system makes it possible for inventory to be
constantly monitored, minimizing the possibility of overstocking,
shortages, and mismanagement.

Our system offers an admin panel in which administrators are able to

add, modify, and delete items of inventory, view the level of stock, run
automated reports, and monitor movements of the products within the
inventory and has the authority to have monitoring access over the
employees. The system also has the functionality of supplies tracking,
purchase order tracking, and history of transactions tracking, to keep the
inventory process well-managed and automated.

One of the most important features of this system is its easy-to-use

interface, which enables companies to effectively monitor stock in
warehouses, retail outlets, or other storage areas. The system keeps track of
incoming and outgoing stock accurately, giving real-time information that
enables companies to minimize waste, avoid losses, and maintenance of
stock levels according to demand patterns.

In addition, the system provides role-based access control, with

varying users (e.g., administrators, store managers, and employees) having
the right permissions according to their roles. Given the importance of data
security and integrity, all inventory information is stored securely so that
unauthorized changes cannot be made and a trusted inventory tracking
mechanism is provided.

A key feature of this system is role-based access control, where

different levels of users—such as administrators and sales staff—can
access only the functionalities relevant to their responsibilities. This
improves security and ensures that inventory data remains accurate, up-to-
date, and protected from unauthorized modifications.
 Purpose

The Inventory Management System (IMS) aims to equip companies with an

organized, mechanized, and effective method of handling inventory.
Conventional inventory management tends to rely on manual recording, paper-
based records, or archaic spreadsheets, which can cause inaccuracies,
mismanagement, and losses. Such inefficiencies are eradicated by this system
through the provision of a computerized platform that allows real-time tracking
of inventory, mechanized stock management, and compatibility with business
operations.

Through the automation of mundane activities, including order processing,

stock postings, and the system enables firms to concentrate on expansion, client
satisfaction, and budget planning while not being overburdened with manual
inventories. The system is responsible for enabling enterprises to scale
businesses, enhance efficiency, and make business continuity while wasting
minimal resources.
 Scope

The Inventory Management System (IMS) is intended to automate

inventory monitoring, eliminate human errors, maintain stock levels, and
automate inventory processes scaling business. It provides a central location to
monitor inventory efficiently, with accuracy, accessibility, and smooth stock
movement between departments or sites.

Important Areas Covered by the System:

• Stock Control & Optimization:
❖ Inventory level tracking in real time, avoiding overstocking or
stockout.

• Purchase & Supplier Management:

❖ Tracks purchase orders, supplier information, and order history.
Sends low stock alerts and automates reordering.
❖ Tracks delivery schedules and outstanding supplier payments.

• Sales & Customer Order Processing:

❖ Generates invoices and keeps customer purchase records.
❖ Processes product returns, refunds, and warranty tracking.

• User Access & Security:

❖ Offers role-based access control for administrators, managers, and
staff.
❖ Monitors system activity via audit logs to minimize unauthorized
changes.

• Reports:
❖ Performs detailed sales, stock, and purchase reporting.

• System Integration & Scalability:

❖ May be integrated with accounting software, e-commerce sites,
and ERP systems.
❖ May be scaled to accommodate small, medium, and large
businesses as they expand.
 Goal

The major goal of the Inventory Management System is to offer a

quick, user-friendly, and computerized system for monitoring and controlling
inventory. It seeks to do away with manual record-keeping and eliminate
errors by providing a centralized database in which all inventory transactions
are recorded and updated in real-time.

The system is also designed to enhance inventory accuracy by

avoiding stock-outs and overstocking. Another goal is to provide secure access
to data by using role-based access controls, where only authorized people can
change inventory entries.

Moreover, the system seeks to streamline decision-making by

providing detailed reports on product usage, stock movements, and
consumption patterns which in turn helps to identify purchase levels of specific
product to increase sales. Through these, they are able to optimize buys as well
as unnecessary expenses.

One of the primary goal of the project is to ensure that the system is
easy and flexible for user-level implementation so that even those who have
little technical knowledge can use it effectively. Although created for
educational applications, the system can be scaled for small enterprises to
provide a feasible learning process for inventory management.
 Objectives

Below are the major goals of the Inventory Management System:

I. Automate Inventory Tracking :– Monitor stock levels in real time to

avoid shortages and overstocking.

II. Improve Accuracy :– End manual errors in inventory records via

automated tracking and data entry.

III. Product Management :– Deliver a standardized procedure for assigning

categories, entering, modifying, and deleting items within the stock for
effective processing.

IV. Easy Access and Retrieval :– Give easy and simple access for licensed
users to product information and status of stocks.

V. Generate Reports :– Offer report detailing of product(add, delete, edit),

sales(add, delete, edit), purchase(add, delete, edit), supplier(add, delete,
edit),users(add, delete, edit).

VI. Role Management :– Provide admin can add edit delete all the info only
and has the authority to add, delete, edit users and view the logs. User
roles to limit unauthorized changes to inventory information no access
related to user and logs.

VII. Facilitate Supplier & Order Tracking :– Maintain records of suppliers,

purchase orders, and restocking details of inventory.

VIII. Improve Efficiency :– Limit the time invested in manual checks

of inventory and paperwork by automating.

IX. Data Security & Backup :– Store inventory data securely with backup
provisions to avoid data loss.
X. User-Friendly Interface :– Create an easily navigable and user-friendly
interface for students and faculty members.

XI. Inventory Forecasting :– Use past stock data to predict future inventory
needs, helping in efficient planning and procurement.
 Requirement Used

Hardware Used

RAM – 4 GB
Hard Disk - 64 GB and Above

Software Used

Language - Java (22 version)

Database - Mysql
Operating
System - Windows 10
IDE - Visual studio code
 Diagrams

ER Diagram
User Case Diagram
Class Diagram
Activity Diagram
Sequence Diagram

10: return Confirmation

 Screenshots

Admin:
Employee:
 Data Dictionary

1. Table Name: - Login

Stores the Login Information

Field Name Data Type Description Constraint

No.

Username Text User Name Primary Key

1.

Password Text Password

2.

2) Table Name: - Users

Stores system users who interact with the system.

Column Data Type Constraints Descripti

Name on
user_id INT PRIMARY KEY, Unique
AUTO_INCREMENT identifier
for each
user
usernam VARCHAR(5 NOT NULL, UNIQUE User's
e 0) login
name
email VARCHAR(1 NOT NULL, UNIQUE User's
00) email
address
passwor VARCHAR(2 NOT NULL Encrypte
d 55) d user
password
created_ TIMESTAMP DEFAULT User
at CURRENT_TIMESTA creation
MP timestam
p

3) Table Name: - Orders

This table is used for storing and retrieving information about the orders.

Column Data Type Constraints Description

Name
order_id INT PRIMARY KEY, Unique order
AUTO_INCREMENT identifier
user_id INT FOREIGN KEY ID of user who
REFERENCES Users(user_id) placed the order
total_price DECIMAL(10,2) NOT NULL Total cost of the
order
status VARCHAR(50) DEFAULT 'Pending' Order status
(Pending,
Shipped,
Delivered)
created_at TIMESTAMP DEFAULT Order creation
CURRENT_TIMESTAMP timestamp
4) Table Name:- Order_Items

Stores Details Order items Information

Column Data Type Constraints Description

Name
item_id INT PRIMARY KEY, Unique identifier
AUTO_INCREMENT for each item in
an order
order_id INT FOREIGN KEY Associated order
REFERENCES ID
Orders(order_id)

product_id INT FOREIGN KEY Purchased product

REFERENCES ID
Products(product_id)

quantity INT NOT NULL Quantity of

product ordered
subtotal DECIMAL(10,2) NOT NULL Subtotal cost
(price * quantity)

5) Table Name:- Categories

Information about Categories

Column Data Type Constraints Description

Name
category_id INT PRIMARY KEY, Unique
AUTO_INCREMENT identifier for
each category
name VARCHAR(100) NOT NULL, UNIQUE Category name
description TEXT NULL Category
description
6) Table Name: - Product_Categories

This table is used for storing information about the Product Categories.

Column Name Data Type Constraints Description

product_id INT FOREIGN KEY ID of the

REFERENCES product
Products(product_id)

category_id INT FOREIGN KEY ID of the

REFERENCES category
Categories(category_id)

PRIMARY KEY Composite Ensures unique product-

(product_id, Key category combination
category_id)

7) Table Name: - Payment

Storing information about the Payment

Column Data Type Constraints Description

Name
payment_id INT PRIMARY KEY, Unique
AUTO_INCREMENT identifier for
each payment
order_id INT FOREIGN KEY Associated
REFERENCES order ID
Orders(order_id)

amount DECIMAL(10,2) NOT NULL Amount paid

payment_date TIMESTAMP DEFAULT Payment
CURRENT_TIMESTAMP timestamp

status VARCHAR(50) DEFAULT 'Pending' Payment status

(Pending,
Completed,
Failed)

8) Table Name:- Shipping

Stores Details Shipping Information

Column Name Data Type Constraints Description

shipping_id INT PRIMARY KEY, Unique

AUTO_INCREMENT identifier for
each shipment
order_id INT FOREIGN KEY Associated
REFERENCES order ID
Orders(order_id)

address TEXT NOT NULL Shipping

address
shipped_at TIMESTAMP NULL Date and time of
shipment
delivery_estimate DATE NULL Estimated
delivery date
 Limitations

Limitations of the Inventory Management System:

I. Limited Scalability :– The system is built for a college-level inventory,

which might not be able to manage large-scale operations with thousands of
items and multiple branches effectively.

II. Web Dependency :– If the system is web-based, a reliable internet

connection is needed to view and update inventory in real time, which can
be a disadvantage in regions with low connectivity.

III. Human Data Entry Mistakes :– If barcode scanning or automatic tracking

is not used, human mistakes in manual data entry can result in inaccurate
stock records.

IV. Limited Automation :– Although the system can monitor stock levels and
provide reports, it might not have sophisticated AI-based predictions or
automated restocking capabilities of enterprise-class solutions.

V. User Training Required :– Users, including college staff or students, might

require initial training to learn how to use the system effectively, which
takes time.

VI. Security Risks :– Unauthorized users can manipulate or access inventory

information if proper access control and authentication measures are not in
place.

VII. Hardware Requirements :– If the system demands the use of barcode

scanning, printers, or other external hardware, institutions lacking such
resources might find it challenging to utilize effectively.

VIII. No Multi-Branch Capability :– The system is perhaps designed to

support one venue (e.g., one department of college) and cannot perhaps
handle inventory across several campuses or outlets.
IX. Not Much Advanced Report Features :– The system makes standard
reports but might lack advance analytics, trends, and customize dashboards
in order to probe deep.

X. Maintenance & Updates :– Routine maintenance to repair bugs, revise

security, and improve features must be done, which might need technical
knowledge.
 Advantages

Advantages of the Inventory Management System

I. Efficient Stock Tracking :– The system tracks inventory levels in real

time, minimizing overstocking or stock shortages.

II. Time-Saving :– Automates procedures such as stock updates, report

generation, and tracking of items, minimizing manual efforts.

III. Improved Accuracy :– Minimizes human error in inventory records by

automating calculations and updating stock.

IV. Improved Resource Management :– Guarantees that resources are

effectively utilized and tracked.

V. Intuitive Interface :– With a clean and easy-to-use interface, simple for

any level of users

VI. Cost Savings :– Saves colleges and institutions money by avoiding

unnecessary expenditures and reducing losses on labor.

VII. Report Generation :– Creates immediate reports of stock quantities,

purchase, sales, customers and users.

VIII. Secure Data Management :– Employs authentication and role-based

access control to restrict access to and modification of inventory
information to authorized users only.

IX. Multi-User Access :– Provides facilities for multiple users to access the
system at the same time, facilitating better co-coordination between
different departments.
 Disadvantages

Disadvantages of the Inventory Management System

I. Initial Setup Effort :– Configuring the system, inputting existing

inventory information, and assigning user roles is time and labor-
intensive.

II. Technical Knowledge Requirement :– Basic technical expertise is

needed for users to effectively use the system, which might necessitate
training.

III. Internet & Power Dependency :– In case of cloud-based systems, an

unreliable internet connection can interrupt operations, while local
installations rely on a reliable power supply.

IV. Risk of Data Loss :– Accidental deletion or system crashes with no

backups can result in loss of significant inventory records.

V. Maintenance Ongoing :– There are needs for regular updates, patches,

and debugging to keep the system operational.

VI. Limitation of Customization :– Substantial changes to the functional

nature of the system can involve development effort and technical skill.
 Conclusion

The Inventory Management System offers a systematic and effective

method of monitoring stock levels, purchase records, supplier management,
and optimizing inventory operations. Through automation of manual
operations like stock entry, order processing, and real-time inventory
update, the system reduces errors, workload, and ensures proper record-
keeping. The database management integration improves data security and
access, enabling administrators to track inventory movement effectively.

Even though the system promises high efficiency and accuracy, the
system needs good maintenance and proper training of the users to perform
at its best. Although it has some downsides, e.g., high complexity in setup
and reliance on system availability, the advantages overwhelm the
disadvantages. This project represents a solid tool for inventory control in
an orderly fashion, to make business processes and decision-making smooth
and sound.
 References

https://www.w3schools.com/

https://www.youtube.com/

https://www.google.com/