PANGASINAN STATE UNIVERSITY
Discussion of Findings36
ALAMINOS CITY CAMPUS
Chapter 3
DISCUSSION OF FINDINGS
This chapter presents the discussion of findings based on the objectives as stated in the study. This chapter also presents
the
assessmentofthe
personnel
of
the
EarthStone
Floor Center Alaminos City Branch to the proposed system.
Processes Involved in the Existing Point-of-Sale System The
proponent
observations, Center
and
Alaminos
conducted document
City
Branch
series
analysis to
of
interviews,
atEarthStone
identify
the
Floor
processes
and
data involved in the existing point of sale system.
Sales Transaction This process starts after the customer decides on what items to order. Tracking pricelist basic
of
or
item
inventory.The
ordered
inventory
ordered
which
item are
sales
information needed
information
for
from
representative
from the
the
the
tracts
pricelist
generation
cash
or
sales
invoice receipt. Writing Sales
ordered
representative
item
information
writes
the
to
the
basic
CSI
receipt.
ordered
item
information such as; Item Code, name, description, and unit price;
together
with
the
quantity
which
the
customer
will
buy. One CSI receipt can only cater nine (9) items. If the customer’s
ordered
items
exceeded
to
nine,
items will be written on a new CSI receipt.
the
succeeding
PANGASINAN STATE UNIVERSITY
Discussion of Findings37
ALAMINOS CITY CAMPUS
Computing Net Sales & Total cash sales.Sales representative uses
manual
method
of
computing
net
sales
and
total
cash
sales or by the use of a calculator. Issuance of CSI receipt. Sales representative issues a copy of the SCI receipt to the customer. Collection
of
customer
payment.This
is
where
the
payment changes hand. Actual the
ordered
Items
given
items
are
to
the
given
customer.
to
the
In
this
customer.
process,
The
items
should match the item description and its quantity from the CSI receipt. Issuance of delivery receipt. This receipt is given to the customer when their ordered items are already in their possession. Figure transaction branch.
1 of
shows
the
EarthStone
existing Floor
process
Center
of
Alaminos
sales City
PANGASINAN STATE UNIVERSITY ALAMINOS CITY CAMPUS
Figure 1: Existing process on sales transaction
Discussion of Findings38
PANGASINAN STATE UNIVERSITY
Discussion of Findings39
ALAMINOS CITY CAMPUS
Inventory Management Recording items to inventory. The sales and inventory custodian
logs
all
the
item
stocks
to
the
inventory
log
book. Updating inventory. The sales and inventory custodian updates the quantity of stocks from the inventory log book for
each
items
sold
during
sales
transactions.
The
item
status is also updated prior to the actual status of each items. Figure
2
presents
the
existing
process
on
inventory
management of EarthStone Floor Center Alaminos City branch. Figure 2: Existing process on inventory management
PANGASINAN STATE UNIVERSITY
Discussion of Findings40
ALAMINOS CITY CAMPUS
Collection records Management Recording
customer
ledger.After
each
representative
records
payment
sales the
to
the
transaction, customer
accounts
the
payment
on
sales a
ledger
ledger.The
sales
book. Updating representative
customer updates
remaining
balances
paid
amount
the
or of
accounts the if
remaining
the
money
from
customer
they
owe
customer has to
deposit,
already
the
fully
company
in
exchange of the products they ordered. Figure
3
presents
the
existing
process
on
of EarthStone Floor Center Alaminos City branch. Figure 3: Existing process on collection
collection
PANGASINAN STATE UNIVERSITY
Discussion of Findings41
ALAMINOS CITY CAMPUS
Report Generation Tracking
copies
of
CSI
receipts.At
the
end
of
each
operational day, the sales and inventory custodian compiles all the copies of CSI receipts from the sales transactions which are needed for report generation. Encoding
Information
Excel.Sales information
from
representative from
the
CSI
encodes
compiled
CSI
receipts all
to
the
receipts
to
MS
sales a
pre-
formatted daily sales and collection report on a Microsoft excel file. Sending the report to the main office. The sales and inventory
custodian
sends
the
daily
sales
and
collection
report to their main office through E-mail or fax. Figure
4
shows
the
existing
sales
transaction
EarthStone Floor Center Alaminos City branch. Figure 4: Existing process on generating reports
of
PANGASINAN STATE UNIVERSITY
Discussion of Findings42
ALAMINOS CITY CAMPUS
Difficulties
Encountered
in
the
Existing
Point
of
Sale
System of Floor Center Alaminos City Branch Based on the data gathered from structured interviews, unstructured to
the
observations,
EarthStone
Floor
and
document
Center
analysis
Alaminos
City
conducted
branch,
the
following are the difficulties assessed by the proponents.
Sales Transactions Tracking of ordered item information from the pricelist or inventory consumes time. Since tracking item information from price list or inventory log book is done manually, locating specific information takes time cause of the huge number of listed records. Duplicate input of ordered item information to the CSI receipt. Sales representative accidentally writes duplicate items on the CSI receipts which voids the validity of the receipt. Miss calculations for the Net Sales & Total cash sales on CSI receipt. Since calculations are done manually, misscalculations for the discounted price and total cash sales is
a
problem.
quantity
of
The
ordered
total
cash
items.
sales
This
don’t jive
problem
also
with
the
causes
the
validity of the CSI receipt.
Inventory Management Updating
quantity
of
stocks
after
each
sales
transaction is an overhead task. The sales and inventory
PANGASINAN STATE UNIVERSITY
Discussion of Findings43
ALAMINOS CITY CAMPUS
custodian quantity
has of
an
overhead
stocks
of
task
the
on
items
updating sold
the
after
remaining
each
sales
transactions.
Generation of Reports Difficulties on tracking copies of CSI receipts needed for reports.Since all the CSI receipts are all hard copies, tracking them takes time, especially if all its copies are accidentally
lost
which
leads
to
lack
of
references
on
creating daily sales and collection reports. Accidental There
are
notice
times
the
spreadsheet.
duplication the
sales
accidental This
of and
data
inventory
duplication
costs
the
entry
of
validity
to
custodian
data
and
MS
entry
integrity
Excel. do
not
to
the
of
the
report.
Features of the Proposed Point of Sale System The
development
of
Point
of
Sale
System
for
Floor
Center Alaminos City Branch aimed to provide the following features; Log-in
Procedures.
There
are
three
type
of
user
who
can access the system. These are the sales representative, sales and inventory custodian and the branch manager. Each user
has
unique
capabilities
in
terms
of
accessing
the
featured of the system. Figure procedures.
3
shows
the
system’s
main
with
login
PANGASINAN STATE UNIVERSITY
Discussion of Findings44
ALAMINOS CITY CAMPUS
Figure 3: Point of Sale System Log-in procedures
Computerized inventory
for
searching
CSI
receipt.
of
ordered The
sales
items and
from
the
inventory
custodian only need to key-in the ordered item code and the system dynamically show its item information needed for the CSI receipt. Figure 4 shows the form for searching ordered items. Figure 4: Searching ordered item information from the inventory form
PANGASINAN STATE UNIVERSITY
Discussion of Findings45
ALAMINOS CITY CAMPUS
Dynamic system ordered
has
calculations the
item
for
capability
net
sales
the
to
Net
sales.
dynamically
according
to
the
The
proposed
calculate
the
quantity
and
discount the sales representative has key-in. Figure 5 shows the form where dynamic calculation for net sales takes place. Figure 5: Form for dynamic calculations of net sales
PANGASINAN STATE UNIVERSITY
Discussion of Findings46
ALAMINOS CITY CAMPUS
Generation
of
representative
Cash can
Sales
print
out
Invoice the
Receipt.
ordered
item
The
sales
information
together with the computed net sales and total cash sales to the CSI receipt because the system contains controls for printing. Figure
6
shows
the
form
where
the
generation
of
CSI
receipt takes place. Figure 6: Form for Generation if CSI receipt.
Dynamic transaction.Since
inventory searching
update for
during ordered
items
sales from
inventory are done electronically, the quantity of stocks
PANGASINAN STATE UNIVERSITY
Discussion of Findings47
ALAMINOS CITY CAMPUS
according
to
the
quantity
of
each
ordered
items
on
sales
transactions are dynamically updated to the inventory. Figure 7 shows the form where dynamic inventory update takes place. Figure 7: Form which contains the dynamic inventory update
Inventory controls
for
Records adding,
Management.
The
updating,
and
system
provides
deleting
item
information to the inventory. Figure 8 shows the system panel for inventory records management.
PANGASINAN STATE UNIVERSITY
Discussion of Findings48
ALAMINOS CITY CAMPUS
Figure 8: The system panel for inventory records management
Generation of Daily Sales and Collection Reports. The information
on
each
and
every
CSI
receipt
printed
by
the
use of the system is stored to the database. This provides the
system
the
capability
of
generating
daily
sales
and
collection report. Figure 9 shows the system form for generation of daily sales and collection reports.
PANGASINAN STATE UNIVERSITY
Discussion of Findings49
ALAMINOS CITY CAMPUS
Figure 9: Form for Generation of Daily Sales and Collection Report
Customer
Payment
Recording.
The
sales
representative
can record the customer payment to the system. Figure recording.
10
shows
the
panel
for
customer
payment
PANGASINAN STATE UNIVERSITY
Discussion of Findings50
ALAMINOS CITY CAMPUS
Figure 10: The system form for customer payment recording
Collection Records Management. The sales and inventory custodian can manage cash claims or remaining balances the customer
owes
to
the
companyor
if
the
customer
has
fully
paid their accounts. Figure
11
shows
records management.
the
system
panel
for
collection
PANGASINAN STATE UNIVERSITY
Discussion of Findings51
ALAMINOS CITY CAMPUS
Figure 11: System panel for collection records management
PANGASINAN STATE UNIVERSITY
Discussion of Findings52
ALAMINOS CITY CAMPUS
Point of Sale System Security Measures The
Point
of
Alaminos
City
Branch
comes
the
to
Sale
sales
which
are
against
unauthorized that
for
provides
access. sought
high
and
The
to
Floor
security
information,
confidential
have
EarthStone
of
transaction
reports
securities
System
Center
when
receipts,
must
be
system
and
protected
includes
increasingly
it
the
restrict
and
control to the Floor Center personnel. User
Access.
EarthStoneFloor
Center
procedures
which
access
system.
the
The
point
of
Alaminos
covers
City
different
The
login
sale Branch
type
form
system
of
has
users
includes
for
the
login
who
can
user-type
and password to navigate the system. Level Floor
of
Acceptability.
Center
Alaminos
The
City
point
of
Branch
sale
system
implemented
for the
accessibility privileges of each user who will log
in the
system.
system
The
administrator system. can
Branch can
Creation,
only
be
done
manager
which
access
all
the
updating
and
modifying
by
the
admin.
is
the
functionality
The
of
user
sales
and
of
the
accounts inventory
custodian and the sales representative have the privileges to access the proposed system. Each personnel are assigned with
a
password.
Only
the
administrator
can
update
the
passwords for each user that can access the system.
Acceptability Test of the Point of Sale System In Center
the
completion
Alaminos
City
of
Point
Branch,
the
of
Sale
system
System is
for
being
Floor
assessed
by the Floor Center personnel. The proponents presented the
PANGASINAN STATE UNIVERSITY
Discussion of Findings53
ALAMINOS CITY CAMPUS
developed
system
to
the
Sales
Representative,
Sales
Inventory and Custodian. Completeness. Table 1 shows the perception of evaluators on the system with respect to its usability
Table 1: System Evaluation According to Completeness
COMPLETENESS
Mean
Description
PANGASINAN STATE UNIVERSITY
Discussion of Findings54
ALAMINOS CITY CAMPUS
1. The system works properly 2. The graphics of the system is attractive and appealing to the eyes. 3. It was easy to use. 4. The system provided the required functional and navigational controls needed for sales transactions, and inventory management.
Weighted Mean
Accuracy. Table 2 shows the perception of evaluators on the system with respect to its accuracy. The respondents agree on the accuracy of the system as reflected in the weighted mean of however they agree on overall correctness and good balance of graphics versus text. Table 2: System Evaluation According to Accuracy
ACCURACY 1. The system made it easier for me to get the information I need. 2. The user can easily navigate from one task to another. 3. The system avoids unwanted data redundancy. 4. The result of the computation isaccurate and correct. 5. The system updates the inventory accurately on each sales transactions.
Weighted Mean
Mean
Description
PANGASINAN STATE UNIVERSITY
Discussion of Findings55
ALAMINOS CITY CAMPUS
Reliability.Table
3
shows
the
perception
of
evaluators
on
the system according to the reliability of the system. The respondents strongly agree on getting information quickly, and
the
dependable
of
information
as
reflected
weighted
mean of; Table 3: System Evaluation According to Reliablity
RELIABILITY
Mean
Description
1. The system provides clear information. 2. The information is readable. 3. The system reflects progressive.
Weighted Mean
Timeliness.The table 4 shows the perception of evaluators on the system according to timeliness of the system. Table 4: System Evaluation according to Design.
TIMELINESS Mean
Description
1. The system has a clear purpose 2. The screen tools and elements are user friendly and properly working (e.g., scrolling lists, menuoptions, etc.). 3. The topography (lettering, headings, and titles) is readable 4. The instruction is clear and
PANGASINAN STATE UNIVERSITY
Discussion of Findings56
ALAMINOS CITY CAMPUS
understandable.
Weighted Mean
Security.Table 4.7 shows the perception of evaluators on the system according to security purposes. Table 5: System evaluation according to Security.
SECURITY 1. The system facilitates Works in the sector of guidelines and authorizations. 2. The system protects the confidentiality of the sales information. 3. It reduces he occurrence of frauds because of the login form provided by the system.
Weighted Mean
Mean
Description