sales management system

BANASTHALI UNIVERSITY

MASTER OF BUSINESS ADMINISTRATION [1st year (Batch - A)]

PROJECT IN SYSTEM, ANALYSIS, DESIGN AND MIS TOPIC

Sales Management System

Submitted to :

Submitted by :

MS. ISHA MITTAL

Divya mehta Nupur Anupama (7149) Meeta khaturia (7209) Kritika makhijani (7201) Kavita (7198) Apoorva Gupta (7151)

TABLE OF CONTENTS

Chapter 1 Page# 1.0 1.1 1.2 1.3 1.4 1.5 1.6 1.7

Introduction Scope Objective Preliminary investigation Problems of the current system Proposed solutions to the problems Benefits of the proposed system Conclusion

Chapter 2 Page# 2.0 2.1 2.2 2.3 2.3.1 2.3.2 2.3.3 2.4 2.4.1 2.5

Feasibility Technical Feasibility Operational Feasibility Economic Feasibility Cost-Benefits Analysis Pay Back Analysis Graph Pay Back Analysis Schedule feasibility Task Description Conclusion

Chapter 3 Page# 3.0 3.1 3.1.1 3.2 3.2.1 3.2.3 3.2.4 3.2.5

Data Flow Diagrams Context Diagram Explanation of Context Diagram Data Dictionary Data Flows Data Store Processes Entities

ACKNOWLEDGEMENT

We would like to take this opportunity to express our gratitude towards all the people who have in various ways, helped in the successful completion of our project.

We convey our gratitude to Miss Esha Mittal for giving us the constant source of inspiration and help in preparing the project, personally correcting our work and providing encouragement throughout the project.

We would also like to thank all our friends for steering us through the tough as well as easy phases of the project in a result oriented manner with concern attention.

Introduction This project is about Sales Management System for apparels outlet. Being expertise in the apparels business, this apparel outlets offer great deal for their customer and provide a competitive edge for their competitors. In this project we are required to do the work of the system analyst and go through each process which the system analyst performs. We know that for optimal sales management processes, we need robust functionality for managing sales facilities. Support for sales management helps the Apparel Store record and track materials on the basis of both quantity and value. Sales management functions cover internal warehouse movements and storage. Using this software we can reduce costs for warehousing, transportation, order fulfillment, and material handling – while improving customer service. You can significantly improve inventory turns, optimize the flow of goods, and shorten routes within your warehouse or distribution center. Additional benefits of sales management include improved visibility, and decision making. This software is user friendly and hence easy to use.

Scope As we all know that the retail industry is advancing and will be at boom in the upcoming years. Due to this increase in demand for fast and effective Sales data are required. Thus the need for new Sales Management System has increased in Retail industry. Now day’s old systems are being replaced by new system, the reason behind this is that the organization demands excellent quality work more profit to be earned in short term and to gain more market share as quick as they can and to kick their competitors out of the market. New system is:          

User Friendly Simple to understand Cost effective More Efficient Faster Time Saving Accurate Only 5% manual work. Reduces work load. Connected via internet to send emails to customers.

As mentioned above that what the new system does, our prime target is to create a new and reliable system for Apparel Outlets for managing their Sales, as it is assist in billing with Sales Management as soon as the sales is being made. Immediate information will not only assist the respective Apparel Store but also its corporate office to keep track of its inventory. As it sends immediate updates, it helps in deciding the Re-Supply in timely manner.

Objective Our objective is to make useful and user friendly system, so that non technical person can also under stand it making the system very effective and efficient for both company and store. It is easy for the apparel outlets to use the system, as it will be plugging in with the existing billing system. The system, that would be designed for the outlets will consists of high security software and installing latest version of antivirus (Quick heal) so the system is virus free and the data is secured. Last but not least it helps in auto recovery of data, if required.

Preliminary investigation Our team started its work with the very basic step that was searching for the problem of the Apparel Stores in managing their sales. After the problem recognition by the team members we gathered information regarding the problem.

Problems In existing system As we know that the existing system is quite tedious, time consuming and less efficient and accurate in comparison to the new system. So following are some disadvantages of the old system: 

Demand forecast As in the Apparel Industry the consumer buying trends keeps on changing. We, thus, need a system with which we can track the exact pace and place of sales. The current system does not assist in Demand Forecasting of stock which leads to overload of stock and sometimes unavailability of product during peak seasons.



Supply

Every store has to reorder its products as the sales proceeds. This reorder is far before all the stock gets sold off. The existing system is inefficient and there cannot help in planning the supply of products. (Apparel in this case)



Piling up of Sales Report

The Sales Reports are usually made weekly or monthly. This leads to piling up of everyday sales data which is utilized at the end of month. This is problem with existing system that it cannot provide daily updates on sales instead keep on adding sales report for its utilization later on.



Reactive rather than proactive

The organizations are ever changing, the customer demands are changing, expectations are changing and to remain in the market is getting tougher. One of the major problem

with the existing system is that by the time it conveys you the problem and you take action to rectify it, it’s too late. The action taken is thus Reactive.



Incomplete Statistical Information

Since the reports are prepared at a particular time period, the exact statistical figures are also available during those time period. For rest of the time period the Store managers have incomplete or vague answers about their sales. Instead these managers should have exact statistical figure of sales to be proactive in their approach.

Proposed solutions to the problems



Daily and hourly updating of sales The new system has a feature of plug-in through internet which can send hourly and daily updates of sales. This is the most important feature of this system and thus provides solutions to a lot of problems faced in the older system.



Centralized monitoring of the sales The centralized system will give timely information of stock movement thus along with store the corporate offices can also track the stock movement and accordingly plan their production and sales promotion activities.



Automatic report generator on the bases of daily sales record The company and the Appeal Store can simultaneously take benefit of automatic report generator. These benefits include analysis on daily basis, tracking daily sales, which store is performing the best out of the existing, which store is least performing and how to increase its sales etc.



Being proactive Suppose the demand for apparel is lofty during a week and we need to store a lot of inventory considering the high demand. To cope up with such a situation we need to be proactive in our approach only then we will be able to meet with existing demand. Also being Proactive pays off.



Exact statistical figures about sales Whenever the store manager requires information about sales or the available inventory with him he can check out the data in our system and can give exact statistical figures regarding sales per day, sales per hour, sales per week, available stock with him at present, on which days more of the stock is converted into sales and many more such queries can be answered promptly.

FEASIBILITY STUDY As we know each and every project needs to have a feasibility study for the complete understandability of the project. Feasibility report means to identify the problem and

summarizing the complete Objectives. It also creates broad data for the management team that would decide by looking at the objects whether to move on the new phase or not. There are 4 types of feasibility report which are mentioned below: 1. 2. 3. 4.

Technical Operational Schedule feasibility Economical

Technical Feasibility: Technical Feasibility centers on the existing computer system and to what extent it can support the proposed addition. In this, case the question arises whether the plug in system proposed is technically feasible. This new system requires one fully trained person to install system perfectly. One administration person to maintain/update database. As our existing system is less efficient, so we need a onetime investment of Rs 3 Lacs for the purchase of hardware and software for computers, LAN for all the outlets etc. It requires apprx. 10 Lacks PA as a operating cost. With the above details our system is technically feasible as it has accumulated benefit of Rs.2580884. Pay back period for this system will be 3 years.

Operational Feasibility: Operational feasibility is a measure of how well a proposed system solves the problems, and takes advantage of the opportunities identified during scope definition and how it satisfies the requirements identified in the requirements analysis phase of system development. The new solution is feasible in all sense .It will operationally make the work of report making more easier for the employees this will also help for the company’s headquarters to keep record of sales warehouse inventory and customers on daily basis. It do not require the user to have technical knowledge.

Economic Feasibility: Economic analysis is the most frequently used method for evaluating the effectiveness of a candidate system. More commonly known as Cost-Benefit Analysis, the procedure is to determine the benefits and savings that are expected from a candidate system and compare them with costs. Under this feasibility we analysis weather benefits in making the new system are more then the development cost. Is it profitable to take the task and make it? Will it going to provide any benefits to the organization.

Cost-benefit analysis: Economic feasibility is performed by doing the cost-benefit analysis, which is the process of identifying the financial benefits and costs associated with the development of the project.

Pay Back Analysis Graph Schedule feasibility

A project will fail if it takes too long to be completed before it is useful. Typically this means estimating how long the system will take to develop, and if it can be completed in a given time period using some methods like payback period.

Task completing dates •

• • • •

• • •

• •

Feasibility report would be done in 2 days including technical, economical, operational, schedule. Requirements of users will be done in 2 days. Analysis of system needs would be done in 2 days. Development and documenting the software would take 3 days. Cost benefit analysis would be done in 2days. Payback analysis would be done in 1 day All the diagrams e.g. data flow diagrams would be done in 2 days Data dictionary and Data store would be made in 1 day All Entities software would be done in 4 days Making of screenshots in 2 day

Conclusion While developing the system a conscious effort has been made to create and develop a software package, making use of available tools, techniques and resources – that would generate a proper System During making the system, an eye has been kept on making it as user-friendly, as costeffective and as flexible as possible. As such one may hope that the system will be acceptable to any user and will adequately meet his/her needs. As in case of any system development processes where there are a number of shortcomings, there have been some shortcomings in the development of this system also. The project is still under modification.

DATA FLOW DIAGRAM Data flow is known as a geographical figure of the data. DFD denotes the process which takes place in a system .it even shows how data evolve around through an information system.

Context diagram

Data dictionary Date dictionary is just like a dictionary which contains meanings of words. Data dictionary is made by the analysis to keep track and record of the information and thus it could be use further in future if required changes in the system. Data dictionary contains the meanings of words which are used in the system and data flow diagrams. It helps to • Deplete redundancy • Compose data flow in a constructive manner • Provide aid on data stored files and save it • Create deductive data flow processes The data dictionary for this project is given below:

Data Flows Name Description Source Destination Data Structure

customer details details of new customers customer customer info customer name+ DOB + address + email

Name Description Source Destination Data Structure

placement of order details of new order customer verify order Product name + Product ID+ Product type + order ID


Verification of order Verifying the new order Verify order Data store of outlet Product name + Product ID+ Product type + order ID


Availability status Sending availability info Data store of outlet verify order Product name + Product ID+ Product type + order ID


If available Availability of products conformed Verify order Selling Product name + Product ID+ Product type + sale code + order ID

Name Description Source

If not available Non availability of product Verify order

Destination Data Structure

Reject Order canceled + product ID


Payment Details of payments Customer Sales account Amount of payment + mode of payment +customer ID +.order ID


Receipt Receipt of the payment made Selling account Customer Customer ID + Order ID + receipt ID + amount paid


Sales info Updates the sales records Selling Data store of sales report Sales ID + product ID + date and time of sale


Amount updation Updations of sales amount Selling account Sales Amount paid+ receipt ID+ customer ID + order ID


Sales report updation Updation of sales detail Sales Data store of sales report Sales ID + product ID + date and time of sale + Amount paid+ receipt ID+ customer ID + order ID


Sending info about rejected product Details of rejected product Reject Warehouse of branch Product ID + Product name + Product type + quantity


Demand Demand for stock Warehouse of the branch Central branch Product ID + Product name + Product type + quantity

Name Description

Supply Supply of demanded stock

Source Destination Data Structure

Central branch Warehouse of branch Product ID + Product name + Product type + quantity


Update of new stock Details of new stock Warehouse of branch Data store of outlet Product ID + Product name + Product type + quantity


Updated data store of outlet Data store info updated at main branch Data store of outlet Central branch Product ID + Product name + Product type + quantity


Updation at main branch about sales report Updating about sales report Data store of sales report Central branch Sales ID + product ID + date and time of sale + Amount paid+ receipt ID+ customer ID + order ID


Update about inventory Inventory updation Warehouse of branch Inventory report Product ID + Product name + Product type + quantity


Updation at main branch about inventory Updating about inventory Inventory report Central branch Product ID + Product name + Product type + quantity

Data store Name Description Input Data Flow Output Data Flow Data Structure

Data store of customer info All the details of a customer Customer details No outflow Customers name + customer ID + DOB + email ID

Name Description Input Data Flow Output Data Flow Data Structure

Data store of outlet of particular branch All the details of products of the outlet Availability status, update of new stock Updation at main branch about stock Product ID + Product name + Product type + quantity+ order ID

Name Description Input Data Flow Output Data Flow Data Structure

Data store of sales report of particular branch All the details of sales of the outlet Sales report updation Updation at main branch about sales report Sales ID + product ID + date and time of sale + Amount paid+ receipt ID+ customer ID + order ID

Processes Name Description Input data flow Output data flow Process specification

Verify order Registering new customers and placement of new order Placement of order If available, if not available, availability status Receives customer order, check availability of the products ordered in data store of outlet.

Name Description Input data flow Output data flow Process specification

Sales Details of the sales in hourly bases Sales info, amount of sales updation Sales report updation Receives customer sales info, updates the data store of sales record of outlet as when sales happen.

Name Description Input data flow Output data flow

Warehouse of the particular branch Records and updates the product details in the warehouse Supply Send info about rejected product, Update of new stock, update about inventory It checks the availability and if not available send demand at main branch

Process specification

Name Description Input data flow Output data flow Process specification

Inventory report It generate and update inventory report Update about inventory Update at main branch about inventory Updating inventory record of each outlet at central branch

sales management system

Recommend Documents