..... '~
Sales and Inventory Information System for a Boiler Manufacturing Company
by Ms. Pimolpun Thanyapitak
A Final Report of the Three-Credit Course CS 6998 System Development Project
Submitted in Partial Fulfillment of the Requirements for the Degree of
Master of Science in Computer Information Systems
Assumption University
March 2001
,,
Project Title
Name
Project Advisor
Academic Year
Sales and Inventory Information System for a Boiler Manufacturing Company
Ms. Pimolpun Thanyapitak
Assoc.Prof.Dr. Suphamit Chittayasothom
March 2001
The Graduate School of Assumption University has approved this final report of the three-credit course, CS 6998 System Development Project submitted in partial fulfillment of the requirements of the degree of Master of Science in Computer Information Systems.
Approval Committee: £.'- J /-~? '-' f' ..... <?<t----- .
(Assoc.Prof.Dr. Suphamit Chittayasothom) Advisor
(Air Marshal Dr. Chulit Meesajjee) Dean and Co-Advisor
(Prof.Dr. Srisakdi Charmonman) Chairman
(Asst.Prof.Dr. Vi chit A vatchanakom) Member
(Assoc.Prof. Somchai Thayamyong) MU A Representative
March 2001
ABSTRACT
This system development project presents the analysis, design, and
implementation of the Sales and Inventory Information System for a boiler
manufacturing company. Chong Charoen Charkkol (1991) Co., Ltd. is one of the 200 -
8000 kg/hr. boiler manufacturers and distributors in Thailand. It also provides
maintenance services and system upgrading according to the requirements of customers.
Spare parts are also supplied. Comprising hundreds of parts, and several kinds of tools
and materials, boiler manufacturing is a complex task. Therefore, this project is to
develop the effective information system to manage sales and control inventory.
The existing Sales and Inventory Information System is mostly done manually.
Large amounts of documents are arranged in separated folders. This method consumes
much time to retrieve the information that requires deep searching. The lack of
database created leads to the problem of gathering information for decision making that
is complex and time consuming. In worse cases, some information cannot be obtained.
The new proposed information system will be developed to capture the data and
transactions concerning sales and inventory requisition and purchasing in order to
support the decision making of the management level. The new system requires the
computerization information system, the hardware and software use are based on client
server architecture. MS Access is the DBMS software used to manage data efficiently
while the MS Visual Basic 98 is used to develop the application. The Graphic User
Interface (GUI) will allow management teams to monitor and analyze information
through their workstations without waiting for the reports generating from the
operational level.
ACKNOWLEDGEMENTS
The writer is indebted to many people for their contributions in the development
of this project and would like to acknowledge them here.
First, the writer wishes to thank Assoc.Prof.Dr. Suphamit Chittayasothorn, her
advisor, for his invaluable advice and suggestions in the preparation of this project. She
considers herself fortunate to be his advisee student and have an opportunity to study
with him for three courses in ABAC.
She would like to thank Air Marshal Dr. Chulit Meesajjee for checking the format
of her report and Dr. Pimporn for checking her grammar in the project. She also thank
all project committee members of the Graduate School of Computer Information
Systems at Assumption University, for providing this course.
She would like to thank her friends, Mr. Phalakorn, Mr.Ekasit, Mr. Tithi, Ms.
Cholticha, Ms. Suwipa, Ms. Walitsporn, Ms. Valisara, and Ms. Nalinee for their help,
support, and inspiration extended to her during the entire course of this project.
She would like to thank the management team of Chong Charoen Charkkol
( 1991) Co., Ltd. for the contribution of their time and valuable information of their
company for this project.
Finally, thanks to her parents for their love and support and to all the others who
help her to complete this project.
11
St: Gabriers Library
TABLE OF CONTENTS
Chapter Page
ABSTRACT
ACKNOWLEDGEMENTS 11
LIST OF FIGURES v
LIST OF TABLES IX
I. INTRODUCTION 1
1.1 Background of the Project 1
1.2 Objectives of the Project 1
1.3 Scope of the Project 2
1.4 Deliverables 2
1.5 Expected Result 3
1.6 Project Plan 3
II. THE EXISTING SYSTEM 5
2.1 Background of the Organization 5
2.2 Description of the Existing System 7
2.3 Existing Problems 13
III. THE PROPOSED SYSTEM 14
3.1 User Requirements 14
3.2 System Design 16
3.3 Hardware and Software Requirement 32
3.4 Network Specification 34
3.5 Security and Control 36
lll
Chapter Page
IV. PROJECT IMPLEMENTATION 48
4.1 Construction Phase 48
4.2 Delivery Phase 49
V. CONCLUSIONS AND RECOMMENDATIONS 51
5.1 Conclusions 51
5.2 Recommendations 53
APPENDIX A THE ENTITY RELATIONSHIP DIAGRAM 54
APPENDIX B DATA DICTIONARY 55
APPENDIX c USER INTERFACE DESIGN 58
APPENDIX D OUTPUT AND REPORTS 77
APPENDIX E DAT ABASE DESIGN 90
APPENDIX F PROCESS SPECIFICATION 98
APPENDIX G USER'S MANUAL 109
APPENDIX H STRUCTURE CHART 132
BIBLIOGRAPHY 136
lV
LIST OF FIGURES
Figure Page
1.1 Project Plan of Sales and Inventory Information System 4
2.1 The Organization Chart of Chong Charoen Charkk:ol (1991) Co., Ltd. 6
2.2 Context Level Existing Data Flow Diagram of CCC Sales and Inventory System 9
2.3 Level 0 Existing Data Flow Diagram of CCC Sales and Inventory System 10
2.4 Level 1 Existing Data Flow Diagram of Sales Subsystem 11
2.5 Level 1 Existing Data Flow Diagram of Inventory Subsystem 12
3.1 Context Level Proposed Data Flow Diagram of CCC Sales and Inventory System 20
3.2 Level 0 Proposed Data Flow Diagram of CCC Sales and Inventory System 21
3.3 Level 1 Proposed Data Flow Diagram of Sales Subsystem 22
3.4 Level 2 Proposed Data Flow Diagram of Process Billing and Report of Sales Subsystem 23
3.5 Level 1 Proposed Data Flow Diagram of Inventory Subsystem 24
3.6 Level 2 Proposed Data Flow Diagram of Handle Inventory of Inventory Subsystem 25
3.7 Level 2 Proposed Data Flow Diagram of Generate Purchase Order of Inventory Subsystem 26
3.8 Level 2 Proposed Data Flow Diagram of Process Inventory Received of Inventory Subsystem 27
3.9 Level 3 Proposed Data Flow Diagram of Update Inventory Information of Process Inventory Received oflnventory Subsystem 28
3.10 Network Configuration of the Proposed System 35
3.11 Cost Comparison between Manual and Proposed System 45
v
Figure Page
3.12 Payback Analysis Chart 47
A.1 The Entity Relationship Diagram 54
C.1 Security Authorization Screen 58
C.2 Main Menu Screen 58
C.3 Data Maintenance Screen 59
C.4 Customer Information Screen of Data Maintenance Menu 60
C.5 Supplier Information Screen of Data Maintenance Menu 61
C.6 Boiler Information Screen of Data Maintenance Menu 62
C.7 Spare Part Tab of Inventory Information Screen of Data Maintenance Menu 63
C.8 Part Category Tab oflnventory Information Screen of Data Maintenance Menu 64
C.9 Tool Tab of Inventory Information Screen of Data Maintenance Menu 65
C.10 Material Tab oflnventory Information Screen of Data Maintenance Menu 66
C.11 Supply Information Screen of Data Maintenance Menu 67
C.12 Transaction Recording Screen 68
C.13 Order Tab of Order Entry Screen of Transaction Recording Menu 69
C.14 Customer Tab of Order Entry Screen of Transaction Recording Menu 70
C.15 Part Tab of Order Entry Screen of Transaction Recording Menu 71
C.16 Boiler Tab of Order Entry Screen of Transaction Recording Menu 72
C.17 Job Information Screen of Transaction Recording Menu 73
C.18 Requisition Screen of Transaction Recording Menu 74
C.19 Purchase Order Screen of Transaction Recording Menu 75
C.20 Report Screen 76
Vl
Figure Page
D.l Part Report 77
D.2 Tool Report 78
D.3 Material Report 79
D.4 Boiler Report 80
D.5 Sales by Boiler by Year Report 81
D.6 Sales by Part by Month Report 82
D.7 Sales Report 83
D.8 Supplier by Material Report 84
D.9 Supply History by Part 85
D.10 Purchase by Month Report 86
D.11 Purchase Order Report 87
D.12 Sales by Customer by Boiler Report 88
D.13 Invoice 89
G.l Security Authorization Screen 109
G.2 Main Menu Screen 110
G.3 Data Maintenance Screen 111
G.4 Customer Information Screen of Data Maintenance Menu 112
G.5 Supplier Information Screen of Data Maintenance Menu 113
G.6 Boiler Information Screen of Data Maintenance Menu 114
G.7 Spare Part Tab oflnventory Information Screen of Data Maintenance Menu 115
G.8 Part Category Tab oflnventory Information Screen of Data Maintenance Menu 116
G.9 Tool Tab oflnventory Information Screen of Data Maintenance Menu 117
Vil
Figure Page
G.10 Material Tab oflnventory Information Screen of Data Maintenance Menu 118
G.11 Supply Information Screen of Data Maintenance Menu 119
G.12 Transaction Recording Screen 120
G.13 Order Tab of Order Entry Screen of Transaction Recording Menu 122
G.14 Customer Tab of Order Entry Screen of Transaction Recording Menu 123
G.15 Part Tab of Order Entry Screen of Transaction Recording Menu 124
G.16 Boiler Tab of Order Entry Screen of Transaction Recording Menu 125
G.17 Job Information Screen of Transaction Recording Menu 126
G.18 Requisition Screen of Transaction Recording Menu 127
G.19 Purchase Order Screen of Transaction Recording Menu 128
G.20 Report Screen 130
H.1 Structure Chart of Order Entry of Sales Subsystem 132
H.2 Structure Chart of Prepare Sales Report of Sales Subsystem 133
H.3 Structure Chart of Handle Inventory oflnventory Subsystem 134
H.4 Structure Chart of Process Inventory Received of Inventory Subsystem 135
Vlll
3.1
3.2
3.3
3.4
3.5
3.6
5.1
B.1
E.l
E.2
E.3
E.4
E.5
E.6
E.7
E.8
E.9
E.10
E.11
E.12
E.13
E.14
LIST OF TABLES
The Estimated Cost of the Existing System
The Estimated Cost of the Proposed system
Five Years Accumulated Manual Cost
Five Years Accumulated Computerized Cost
The Comparison of the System Cost
Payback Analysis
The Degree of Achievement of the Proposed System
Data Dictionary of the Entity Relationship Diagram of Sales and Inventory System
Structure of Customer Table
Structure of Part On Order Table
Structure of Sales Order Table ·
Structure of Boiler On Order Table
Structure of Boiler Table
Structure of Part Table
Structure of Material Table
Structure of Tool Table
Structure of Inventory Table
Structure of Requisition Table
Structure of Supplier Table
Structure of Supply Table
Structure of Purchase Order Table
Structure of PO details Table
IX
39
41
44
44
44
46
52
55
89
89
90
90
91
91
91
92
92
93
93
94
94
95
Table Page
E.15 Structure of Category Table 95
E.16 Structure of Job Table 96
F.l Process Specification of Process l 97
F.2 Process Specification of Process 1.1 97
F.3 Process Specification of Process 1.2 97
F.4 Process Specification of Process 1.3 98
F.5 Process Specification of Process 1.4 98
F.6 Process Specification of Process 1.5 98
F.7 Process Specification of Process 1.6 99
F.8 Process Specification of Process 1.7 99
F.9 Process Specification of Process 1.7. l 99
F.10 Process Specification of Process l. 7.2 100
F.11 Process Specification of Process 1.7.3 100
F.12 Process Specification of Process l. 7.4 100
F.13 Process Specification of Process 2 101
F.14 Process Specification of Process 2.1 101
F.15 Process Specification of Process 2.2 l 01
F.16 Process Specification of Process 2.2. l 102
F.17 Process Specification of Process 2.2.2 102
F.18 Process Specification of Process 2.2.3 102
F.19 Process Specification of Process 2.2.4 103
F.20 Process Specification of Process 2.3 103
F.21 Process Specification of Process 2.3.1 104
F.22 Process Specification of Process 2.3.2 104
x
Table Page
F.23 Process Specification of Process 2.3.3 104
F.24 Process Specification of Process 2.3.4 105
F.25 Process Specification of Process 2.4 105
F.26 Process Specification of Process 2.4.1 105
F.27 Process Specification of Process 2.4.2 106
F.28 Process Specification of Process 2.4.3 106
F.29 Process Specification of Process 2.4.4 106
F.30 Process Specification of Process 2.4.4.1 107
F.31 Process Specification of Process 2.4.4.2 107
F.32 Process Specification of Process 2.5 107
F.33 Process Specification of Process 2.6 108
G.1 The Button Description of Sales and Inventory System 131
Xl
I. INTRODUCTION
1.1 Background of the Project
The boiler manufacturing industry is a vital link to power generation, industrial
processes, commercial heating and overall environmental awareness all over the world.
Today's process and heating applications continue to be powered by steam and hot
water. The mainstay technology for generating heating or process energy is the
packaged firetube boiler. A firetube boiler is a cylindrical vessel, with the flame in the
furnace and the combustion gases inside the tubes. The furnace and tubes are within a
larger vessel, which contains the water and steam. The packaged firetube boiler has
proven to be highly efficient and cost effective in generating energy for process and
heating applications such as humidification, process heat, hot water, dry cleaning, steam
bathrooms, food processing and yam dyeing industries.
1.2 Objectives of the Project
(1) To study the sales and inventory information system of boiler
manufacturing industry and identify problems and opportunities.
(2) To analyze the current processes and procedures of boiler manufacturing
business in order to assist and support management requirements as well as
operation performance.
(3) To automate the record keeping task and provide timely and accurate
reports.
(4) To develop and test the new program for the information system of a boiler
manufacturing industry.
1
1.3 Scope of the Project
1.4
(1) To record sales so that the system can make sales performance evaluation.
(2) To keep track of inventory level.
(3) To maintain data about the company's products, inventory, sales, purchase
order, supplier and customer.
(4) To provide exceptional reports to assist management in making the right
decision.
Deliverables
(a) The input screen
(1) Security Authorization
(2) Main Menu
(a) Data Maintenance
(1) Customer
(2) Supplier
(3) Product
(4) Inventory
(5) Supply
(b) Transaction Recording
(1) Order Entry
(2) Job
(3) Requisition
(4) Purchase Order
(b) The report
(1) Report
(a) Boiler List
2
(b) Part List
(c) Tool List
(d) Material List
(e) Supplier by Item Report
(f) Supply History
(g) Purchase Report
(h) Purchase Order
(i) Sales Report
(j) Sales by Part monthly report
(k) Sales by Boiler annually report
(1) Sales by Customer by Boiler report
(m) Invoice
1.5 Expected Result
(1) Management can control the operation of the business effectively· by
analyzing the information provided by the new system.
(2) The accountant can record the transaction easily by the summarized report
provided by the new system.
(3) More and effective reports are generated suitable for the need of each user.
(4) Reduce time and cost in inventory management by at least 20%.
1.6 Project Plan
This project has been surveyed since October 2000. It will be delivered to the
managing director in January 2001. The system development plan presented by Gantt
Chart can be seen on the following page (Figure 1.1).
3
No.
I
Tas
k N
ame
Oct
ober
20
00
N
ov
emb
er 2
00
0
Dec
emb
er 2
000
Jan
uar
y 2
001
2 I
3 I
4 2
I 3
I 4
1 I
2 I
3 I
4 2
I 3
I 4
I. A
naly
sis
of t
he E
xist
ing
Syst
em
Def
ine
the
Obj
ecti
ve a
nd S
cope
2 I
Stud
y th~
Exi
stin
g Sy
stem
~
I Id
entif
y th
e E
xist
ing
Prob
lem
s .)
4 St
udy
the
Exi
stin
g C
ompu
ter
Syst
em
5 I
Dev
elop
Con
text
Dia
gram
6 I
Dev
elop
Dat
a Fl
ow D
iagr
am
7 I
Cos
t and
Ben
efit
Ana
lysi
s
II.
Ana
lysi
s an
d D
esig
n o
f the
Pro
pose
d S
yste
m
8 U
ser
Inte
rfac
e be
sign
9 R
epor
t D
esig
n +:>
. I
10
Dat
abas
e D
esig
n
11
Net
wor
k D
esig
n
-12
I
Pro
gram
Des
igh
III.
Impl
emen
tati
on o
f the
Pro
pose
d Sy
stem
13
I C
odin
g
14
I T
estin
g
15
Har
dwar
e In
stal
lati
on
16
Soft
war
e In
stal
lati
on
17
Con
vers
ion
Fig
ure
1.1.
P
roje
ct P
lan
of S
ales
and
Inv
ento
ry I
nfor
mat
ion
Sys
tem
.
II. THE EXISTING SYSTEM
2.1 Background of the Organization
Chong Charoen Charkkol (1991) Co., Ltd. (CCC) is the manufacturer and supplier
of steam boilers for use in industrial applications. It is located at Suksawad Road,
Phrapradaeng, Samutprakam. The capacity of boilers produced range from 200-8000
kg/hr. The machine is customized according to the requirements of each customer
running the different type of business. Every boiler sold out is inspected and certified by
the engineer before delivery. It is also guaranteed for any maintenance cost occurred
within the first 12 months. The after-sales services provided include worker training,
technical consulting and maintenance service. Moreover, the company also supplies the
spare parts and accessories for boiler system upgrades to both current customers and
new customers. The organization chart is shown on the Figure 2.1.
In this project, we are interested in sales and inventory system for boiler
manufacturing industry. Whenever a machine is ordered, there will occur a lot of raw
materials, tools and equipment, and spare parts to be purchased. Some materials are in
stock but some are not since the price is subjected to change frequently. At present, the
company records the sales transaction, inventory level and purchase transaction by
using a manual system. This causes problems to operation and management of CCC,
therefore management team decides to employ the system analyst to analyze, identify
problems and opportunities, and develop a new system to utilize the capability of
computer and information technology.
5
0\
I
Sale
s an
d M
arke
ting
Man
ager
>----<
S
ales
Eng
inee
r
L--
J S
ales
Coo
rdin
ator
I M
anuf
actu
ring
Sup
ervi
sor
f-
Wor
ker
Wor
ker
'----'
Wor
ker
Man
agin
g D
ire
cto
r
Gen
eral
Man
ager
Acc
ount
ing/
Fin
ance
M
anag
er
Acc
ount
Exe
cutiv
e
I E
ngin
eerin
g M
anag
er
f-
Eng
inee
r
'----'
Qua
lity
Insp
ecto
r
Fig
ure
2.1.
T
he O
rgan
izat
ion-
Cha
rt o
f C
hong
Cha
roen
Cha
rkko
l (1
991)
Co.
, L
td.
I
Pur
chas
ing/
Sto
re
Man
ager
I
Sto
re C
ontro
ller
I
Rec
eivi
ng C
lerk
2.2 Description of the Existing System
The current interested system is divided into 2 subsystems, which are sales
subsystem and inventory subsystem (see Figures 2.2 - 2.5). These two systems can be
briefly described as follows:
Sales Subsystem
(1) The customer inquires the product specifications and price according to his
requirements. The company quotes the price and specifications in details.
(2) When the purchase order is placed, the quotation details are recorded as
product sales. There can have both of the boiler and part sales in the same
order. For the boiler entry, the sales order will be copied and forwarded to
the manufacturing section. But for the parts entry, the requisition will be
made to the inventory subsystem in order to check for availability.
(3) When the boiler is completed and ready for delivery, the engineer will issue
the inspection certificate to ensure the security to the customer.
(4) The product is delivered with the delivery bills. The invoice is placed at the
end of each month. The receipt is generated when the customer pays the bill.
The payment will then be informed to the accounting section.
(5) At the end of each month, the sales transactions are informed to the
accounting section and sales reports are also generated to the manager.
Inventory Subsystem
(1) The inventory can be requisited by the manufacturing section, service team
and the product sales subsystem. Therefore, its availability is checked first
before giving response to the request.
(2) The store controller detem1ines low-level stock inventory.
7
(3) The purchasing/store manager searches for the appropriate supplier and
creates purchase order to the selected supplier.
(4) The supplier delivers the item purchased with the delivery bills and invoice.
After the delivery items are checked, the delivery bills are signed by the
store controller and sent to the manager. The payment date is appointed in
the invoice. The receipt is received when the invoice is paid.
(5) The inventory is kept. The store controller updates the amount of inventory
in stock.
8
I e
a·
Customer Quotation, Bills,
Inspection Certificate
Inquiry, Quotation Confirm, Purchase Order
~
b
Management
Sales and Purchasing Report
PO
Inquiry, Purchase Order, Payment
Price List, Bills ~
~ Inventory Requisition
Supplier
g
I~ Sales and Purchasing Bill I Accountant Requisition Response Service Team
I Existing ~
I CCC Sales & Inventory
~
Inventory Requisition
Order, Requisition Response Manufacturing 14::1------------~
system
~
Inspection Certificate
d
Boiler Inspection Request
Engineer
Figure 2.2. Context Level Existing Data Flow Diagram of CCC Sales and Inventory System.
9
Customer
Quotation, Bills, Machine Inspection Certificate
Inquiry, Customer Address ~ .
Sales Order
e
Accounting
••
Sales Information
Pl
Sales Subsystem
/
Sales Report
Inspection Certificate
Boiler Inspection Request
Part Requisition Requisition Response d
'
P2 Inventory Requisition
b
~ Management
"
Engineer
I Manufacturing Requisition Response Inventory
Subsystem Purchasing and Inventory Repo~ ~~1--~~~~~~~~~--j
,,
Supplier
Figure 2.3.
••
Inquiry, P/O Requisition Response g
Price list, Bills Inventory Requisition Service Team
Purchasing Information
r
e
Accountant
Level 0 Existing Data Flow Diagram of CCC Sales and Inventory Subsystem.
10
MS (CIS)
St. Gabriers Library. Au
Customer
I D4 I Product
Dl I Customers
t g•
Engineer , ....
I Dl I Customers
a ~
' Customer
Inquiry, Customer Address
Quotation
Quotation Confirm ;;
Product Information ;;
Current Customer Information . .
New Customer Information
Inspection Certificate
Boiler Inspection Request.
Customer Information ;;
Inspection Certificate
Pl.1
Create Quotation
Pl.2
Process Order
. J
,, Pl.3
Issue Inspection Certificate
-.~
Payment
Pl.4
. ~ . b
Billing Process
Sales Repo_rt__ Billing Management ' And Report
Quotation Details r-------___,., D3 Quotations
P2
Part Requisition ;; Inventory
Requisition Reponse Subsystem
Product Sold • I DS I Sales Details ~ ·1
Ocdec lnfocmotio -I ;; \ D2 \ Sales Orders
f
Boiler Order • Manufacturing
: i
\
Order Information ~
Boiler Sold ' ~
Order and Payment Information
e
Purchasing Bill ;; Accountant
Figure 2.4. Level I Existing Data Flow Diagram of Sales Subsystem.
11
Inventory Requisition P2.l I Service Team Requisition Response Tool's stock quantity ~
~ 1 D6 j Tools
f • Check Inventory ~
Material's stock quantity D?j Materials Inventory Requisition Availability
~
Manufacturing Requisition Response ~
Part's stock quantity Ds j Parts
~
Requisition Response Inventory Quantity
~ ,, Pl P2.2
Sales Determine
Subsystem Low-level Inventory
Purchased List
'" Supplies History P2.3
I D9 I Supplies Price List I c
Current Supplier ~ Search Inquiry Supplier
ID101 Suppliers ~ Supplier r
... I, •• i I . i I Appropriate Supplier
I I
T Purchase Order
~
I P2.4 ~
I Current Supplier r P/0 Information
Generate ~:Dlll Purchase Orders
New Supplier Purchase P/0 Details Order ~:D121 P/0 Details ---------··
l_____Purchase Order
Inventory and Quantity Purchased l
P2.6 Payment
Payment Delivery Bill,
~ Invoice, Receipt • ~
P2.5 Updated Tool's Quantity
;cl D6 j Tools
Update Inventory
Updated Material's Quantity~ I D? j . 1
1 Matena s
l Quantity Updated Part's Quantity
~: Ds j .Parts
Figure 2.5. Level 1 Existing Data Flow Diagram of Inventory Subsystem.
12
2.3 Existing Problems
(1) Gathering information for management to make decision is complex and
time consuming.
(2) Less report is generated and not timely enough to support decision making.
(3) The inaccuracy of information due to the manual system.
(4) No database of inventory in stock leads to the lack of inventory control
problem.
(5) No sharing data between the sales and purchasing/store department. This
. . causes usmg excessive resources.
( 6) The current system has insufficient protection from unauthorized persons
and catastrophic events.
13
III. THE PROPOSED SYSTEM
The proposed computerized system will facilitate the day-to-day operation and set
up information base for management instead of manual system. The proposed system
will serve all user requirements, utilize existing resources and increase effectiveness in
sales and purchasing/store department. Moreover, the proposed system can avoid an
increase in administrative staff.
3.1 User Requirements
The user requirements are obtained from the users themselves and also the
existing system evaluation. Actually, the existing system can serve the user
requirement to some extents. But user still needs further development for more system
function as well as improvement within the existing system operating scope. The main
development and improvement includes query capability volume report and sales report,
database storage, security, etc. The user requirements are concluded as follows:
/(a) Input Requirements
(1) Only authorized users can access the system.
(2) The system must alert the user when the duplicate data is entered or
the data is in wrong format.
(3) The user should take less time to enter the required information.
( 4) The system must verify that the correct data type is entered into the
database.
(5) The system must provide appropriate default value for each data field
for easy data input.
14
(b) Processing Requirements
(1) The system must correctly calculate the total amount of each Purchase
Order and Bill of each customer.
(2) The system must provide data sharing between sales & marketing and
purchasing/store department.
(3) The user must be able to add, update, and delete the information in the
database.
(4) The user must be able to search for the required information.
( 5) The system must process the Purchase Order and add the quantity to
the stock when the items are received.
( c) Output Requirements
(1) The system must generate date and time to be recorded for a
transaction automatically.
(2) The store controller must be able to view the current stock level of
each product from the computer screen at any time.
(3) Take less time to obtain the required infonnation such as customer
details, supplier details, inventory details, etc.
(4) The interface has to be well-organized and be more user-friendly.
(5) The system must be able to show historical data about the quantity
ordered and received on each day.
(6) The system must generate accurate monthly and yearly reports as well
as exceptional reports such as the name and transaction of company's
regular customers, most popularity of part sold, etc.
15
3.2 System Design
(a) The Proposed Functions
The major functions of the proposed system can be summarized as follows:
Sales Subsystem
The purpose is to make ease of each sales transaction and manufacturing order.
The system also provides the sales statistics data for analysis and comparison. The
desired information can be printed on request.
Process 1 Respond to Part Order
There are two kinds of sales order; Part Order and Boiler Order. This process is
to make response after receiving the Part Inquiry from the customer. Its function is to
check whether the inquired part is available in the inventory or not. If the answer is
"yes", that inquiry is accepted and passed to process the quotation. If the answer is "not
available", that inquiry is refused or postponed to the next order.
Process 2 Create Quotation
The boiler or part specifications, selling pnce, and other sales conditions ·are
included in the quotation created according to the customer's inquiry.
Process 3 Sales Order Entry
All sales transactions are recorded in the computer databases for processing. Each
transaction will be calculated for the total amount and quantities.
Process 4 Generate Job Order
Each boiler order is assigned the job no. for the ease of manufacturing and cost
calculation. The job start date, projected end date and the exact end date are recorded in
the database.
16
Process 5 Update Job Status
The job status can be "work in progress", "complete", "delivery", "installation",
and "test-run". The job progress is recorded and updated to keep track of boilers
produced.
Process 6 Issue Inspection Certificate
The boiler inspection is always done after the job is completed and before the
boiler is delivered to the customer's plant. The engineering department has
responsibility to inspect and return the result to the sales department. The system will
retrieve the ordinary sales and boiler information in order to generate the inspection
certificate to the customer.
Process 7 Process Billing and Report
When the product is ready for delivery, its order information is retrieved in order
to issue the delivery bills, tax invoice, and receipt to the customer. The sales reports are
also generated to the manager and the accounting section. The report can be a summary
of sales by month, by year, by product, by customer, etc.
Inventory Subsystem
The purpose is to provide updated data concerning the status of stock at any time
and to make available data to sales analysis application for reporting.
Process 8 Process Inventory Request
The inventory is generally requested from the manufacturing, engmeermg, and
service team. The response to the requisition will be delivered to each of them. If the
requisition is accepted, the job no. is retrieved to record the inventory requested by that
job.
17
Process 9 Handle Inventory
The store controller is in charge of checking and updating the inventory status
whenever the requisition is made. He determines the item to be purchased manually by
looking at the inventory quantities in stock, their minimum level, and reorder level from
the inventory report. The supplier and supply history information help in searching for
the appropriate supplier. The inquiry is submitted to the selected supplier, and he
informs the price list of the item inquired in return.
Process 10 Generate Purchase Order
A Purchase Order must be approved by the purchasing manager before submitting
to a supplier. The purchase list and the supplier information will be used to generate the
purchase order. The purchasing details are recorded in the database and also forwarded
to Prepare Report Process. Then, it will be printed and sent to the supplier.
Process 11 Process Inventory Received
When the items ordered arrive, the store controller will check the merchandises
physically to see whether they are damaged or not. The purchase order information is
retrieved to make sure the merchandises delivered are matched. If the merchandises are
received correctly, that purchase order is closed. Then supply history is recorded in the
Supplies database. The quantity in stock is also updated. The delivery bills from the
supplier are kept in the file physically for future reference.
Process 12 Payment
This process is to pay a check or cash for the invoices foimerly placed by the
supplier. The receipt is also issued by the supplier to confirm the payment.
18
Process 13 Prepare Purchase and Inventory Report
This process will retrieve Purchasing Order data to prepare purchasing report and
inventory report to management. The report about purchasing can be a summary of
purchasing by item, by month, by category, by supplier, and etc.
The proposed functions of the new system can be seen on the data flow diagram
on the following page (Figure 3.1 - Figure 3.9).
19
b
Management
Report
I /
Customer Quotation, Bill,
Inspection Certificate
Supplier
e J
Inquiry, Order, Payment
Customer Payment, Report
PO
Inquiry, Purchase Order, Payment
Price list, Delivery Bill, Invoice, Receipt
Inventory Requisition g
Accounting "<11·------------j Requisition Response Proposed Service Team
CCC Sales & Inventory system
Inventory Requisition, ~- Inventory Requisition, Machine Inspection Result Fulfilled Job Order ~--------~
Requisition Response, Job Order Manufacturing -
Requisition Response, Job Order ~------------~~ Engineering
Figure 3.1. Context Level Proposed Data Flow Diagram of CCC Sales and Inventory System.
20
Customer
Quotation, Bills, • Machine Inspection Certificate ~
e
Accounting
Pi
Sales Report, Customer Payment Information
/
Sales Report
lb
Inquiry, Order, Payment 1------'-'-'--------.i;:. Sales Subsystem
,___ __________ ___;;.~ Management
Fulfilled Job Order Machine Inspection Result
Job Order Job Order
Part Name Part Order Response
,. Inventory Requisition
d P2
Inventory Requisition Requisition Response
Engineering
Manufacturing Requisition Response Inventory Subsystem
Inquiry, P/O, Payment
Price List, Delivery Bill, Invoice, Receipt
,,.
Supplier
Purchasing and Inventory Report
Requisition Response g '-----------------'.~'
Inventory Requisition
Purchase and Inventory Report
e
Accounting
Service Team
Figure 3.2. Level 0 Proposed Data Flow Diagram of CCC Sales and Inventory Subsystem.
21
I
Inquiry Pl.1 Part Inquiry Response
Customer Postponed or Refused Part Inquiry Respond to Part Inquiry
~- --- --- --- - l
J l
Pl.2 Accepted Part Inquiry Part name
P2
Inventory Subsystem
Part Order Information
r--------j""' Quotation details I Create >-----------~ D15 Quotations
Quotation
' Current Customer Address
Customer Address, Order details I D2 Sales Orders
Sales Information
Dl I Customers New Customer Address
Pl.3
Order Entry
j Part Sold I
~I D3 Part Orders
Model
DS / Boilers Boiler Specification ~
d
Job Details
Pl.4
Generate Job order
1----B_o_il_er_s_o_ld'----~.i. I D4 Boiler Orders I
Order Information
Job No.
Job Details Engineering
J Jofonmtio~ :~D6-~,-Jo-.~-s--
Customer
Job Status
Inspection Result
'r
Pl.5
Update Job Status
~
Pl.6 Inspection Certificate >-------< ~
Issue ~
Job Status "
Job Status ,..~·-----------<Manufacturing
. Sales Information
: D2 j Sales Orders
Customer Information · I Dl I Customers
Inspection Certificate Boiler Order
: D4 j Boiler Orders ~
~ ~l I Poymeot'
Pl.7 Boiler Order and Payment ~--~1------__j~
LB1ll1ng Part Order and Payment
b
Sales Report Management 14---------1
Process Billing
And Report Customer Payment Information, Sales Report ~
e
Accounting
Figure 3.3. Level 1 Proposed Data Flow Diagram of Sales Subsystem.
22
( I a
Customer
'" ~
b'
Management -
Figure 3.4.
P1.7.1
Delivery Bill Order Information -Generate -
Delivery Bill
Bill Information I D2 I Sales Orders
) ,. f Order Information
P1.7.2
Invoice Payment i D3 I Part Orders Generate -Invoice Terms - D4 I Boiler Orders ~
Invoice Information Payment
••• P1.7.3 Customer Payment e
Information ~ Accounting Generate -
Receipt Receipt
'"'
Sales Report
( P1.7.4
Sales Information ~
Sales Report -Part Order Prepare - : D3 Part Orders
Sales Report -~
Boiler Order 1 D4 Boiler Orders ~
I
Level 2 Proposed Data Flow Diagram of Process Billing and Repori of Sales Subsystem.
23
Manufacturing
I D6 I Jobs
d
Inventory Requisition
Requisition Response
Job information
Inventory Requisition
P2.l
Process Inventory Request
Engineering Requisition Response
Tool's Stock Quantity
Material's Stock Quantity
Part's
•1 Ds J .·I Tools
: D9 J Materials
Stock Quantity. 1DlOJ ·1 Parts
Tool's Quantity Information ..
Material's Quantity Information . .
Part's Quantity Information ..
P2.3
Inventory Requisition g
Requisition Response Service Team
Inventory Request
D7 Requisitions
Inventory Requisition
Part Inquiry Response
Part name
P2.2
Inquiry
Handle Price List Inventory ....
'
Pl.1
Respond to Part
Inquiry
c .......
Supplier
~ Supplier Information IDl2I Suppliers
Generate P/O Details • iDllJ P/O details Purchase Order
P/O (P/O)
P2.4 ~
~ P/O Heading
Process Inventory Information
-
'" Inventory , P/0 Closed Information D14 Purchase Order Received ~
' P/0 Details
P/0 Heading
Delivery Bill ,, P2.5 P2.6
c'
Prepare ~
Supplier ~ Payment . Purchase and
Payment Inventory
Report i b
j l !
Invoice, Receipt Report • i Management . '
Figure 3.5. Level 1 Proposed Data Flow Diagram oflnventory Subsystem.
24
jo 31
I
I
00 s uant1ty Tool's Stock Quantity
;;..\ D8 Tools Information - P2.2.1 -T I' Q
Material's Stock Quantity Material's Quantity
:::-: D9 Materials Information - Check -Part's Quantity
Inventory
Part's Stock Quantity 1
Status
Parts Information -·;::
1
D10. -j
Pl.1 Part Name
Respond to Part Inquiry Response Part
Inquiry ..:::
P2.2.2 Quantity Information -::::
Update Stock Quantity
Qty Ordered (Stock Qty - Inventory Requisitions I D7 I Requisitions Part Orders ;;.. Qty Used - ~
Qty Ordered)
Updated Stock Quantity
P2.2.3
Define Inventory Purchase
Purchase List
1'
Current Supplier Informati<?_n P2.2.4 Suppliers
~
..... Inauirv - c
New Supplier Information Consider -the Supplier
Supplies Appropriate ~ Price List
;;.. Supplier ~
Supply History
Figure 3.6. Level 2 Proposed Data Flow Diagram of Handle Inventory of Inventory Subsystem.
25
12j
I
[6
Ds I
D9 I
\D 101
P2.2
Handle Inventory
Suppliers
Tools
Materials
Parts
c'
Supplier
Figure 3.7.
P2.3.1
Purchase List with Supplier P/O Heading . _ \Dt4\ Purchase Orders Generate
P/O No & Date
P/O Heading
1t'
P2.3.2
Supplier Address
- Enter Supplier address
P/0 Heading & Supplier Address
' Tool Information . P2.3.3 -
Material Information . Enter Item
Part Information purchased
-
Inventory Purchased Details
1J
P2.3.4
Purchase Order Purchase Details~ I Dll I ~ P/O Details ~ Enter
P/0 Details
Level 2 Proposed Data Flow Diagram of Generate Purchase Order of Inventory Subsystem.
26
P2.4.1 ~ P/O Heading [D14[ Purchase orders -
~ ~
Retrieve P/O Details
Purchase Order _ Information [D1:[ Information - P/O Details
.....
Incorrect Inventory delivered c ... -...
Delivery Bill Supplier ormation P/0 Inf
Figure 3.8.
P/O status
' '. P2.4.2
Supply Information ; :D13 Supplies
Check Physical Correct inventory delivered
inventory
• P2.4.3
Close P/O
Inventory Received Information
... P2.4.4
Updated Tool's stock quantity ;; : Ds j Tools
Update Updated Material's stock quantity _ 1 l
... -1 D9 Materials Inventory
Information Updated Part's stock quantity
• :D1cil Parts
Level 2 Proposed Data Flow Diagram of Process Inventory Received of IElventory Subsystem.
27
P2.4.2 P2.4.4.1
Check Inventory Received Informati~n Retrieve Inventory
Code and Physical
Quantity inventory Received
Quantity Received
'r Current
I os ! Tools Tool Stock Quantity - P2.4.4.2 Tool Quantity
... 11 os ! Tools
Material Stock Quantity Calculate Current Current Material Quantity
I og I Materials ~: 09 j Materials Stock Quantity Current
Part Stock Quantity (Stock Quantity + Part Quantity 10101 Parts - :0101 Parts ~ Quantity Received)
Figure 3.9. Level 3 Proposed Data Flow Diagram of Update Inventory Information of Process Inventory Received oflnventory Subsystem.
28
/b) The Entity Relationship Diagram
The entity relationship diagram defines how each data entity relates to
the others. In other words, it is a data modeling that depicts data in terms of
the entities and relationships described by the data. The entity relationship
diagram is represented in Appendix A.
Data Dictionary
Data dictionary defines the meaning of each attribute in the entity
relationship diagram of Sales and Inventory Information System. Data
dictionary is represented in Appendix B.
( d) User Interface Design
The user interface designs are the design of the entire interface screens
for the proposed system. The author tries to design the input screen to meet
the user's requirements and also can satisfy the objectives of accuracy,
effectiveness, consistency, ease of use, and simplicity. The following user
interface design is represented in Appendix C.
(1) Security Authorization Screen will be used for login security reason.
The correct user name and password are a must to log in to a system.
(see Figure C.1).
(2) Main Menu Screen is to show the main function of the system that
provides convenience for user interface (see Figure C.2). The main
menu includes Data Maintenance, Transaction Recording and Report
functions.
(3) Data Maintenance Screen is to enter the facts of data as well as the
routine updates to stored data (see Figure C.3). This screen contains
29
the five operations; Customer Information, Supplier Information,
Product Information, Inventory Information, and Supply Infonnation.
( 4) Customer Information Screen is designed to keep, view, add, update
and delete the customer information of the company (see Figure C.4).
(5) Supplier Information Screen is designed to view, create, add, update
and delete supplier information (see Figure C.5).
(6) Product Information Screen is designed to create, view, add, update
and delete the boiler information (see Figure C.6).
(7) Inventory Information Screen is designed to create, view, add, update
and delete Spare Part, Tool, and Material information (see Figures
C.7, C.8, C.9, C.10).
(8) Supply Information Screen is to record and modify the inventory
supply history of each supplier (see Figure C.11).
(9) Transaction Recording Screen is to process the data of routine
transactions. The user can respond to the business transactions which
are Order Entry, Job assignment, Requisition, and Purchase Order (see
Figure C.12).
(10) Order Entry Screen is to process either the part or boiler order as soon
as the purchasing order is issued from the customer (see Figures C.13,
C.14, C.15, C.16).
(11) Job Screen is to add, update, and delete the job infomrntion which is
assigned by each boiler order (see Figure C.17).
(12) Requisition Screen is to record or modify the inventory requisition of
the job (see Figure C.18).
30
(13) Purchase Order Screen is to record, update, delete the purchase order
information which is approved by the purchasing/store manager (see
Figure C.19).
(14) Report Screen shows the list of reports generated by the system. The
selected report will be displayed on the screen and also printed out if
the user wishes. Some report options contain the sub-menu for the
user to query the desired information. (see Figure C.20)
(e) Output Reports
The output reports are the reports generated by the proposed system.
The following output reports are represented in Appendix D.
(1) BoilerList (seeFigureD.1)
(2) Part List (see Figure D.2)
(3) Tool List (see Figure D.3)
(4) Material List (see Figure D.4)
(5) Supplier by Item Report (see Figure D.5)
(6) Supply History (see Figure D.6)
(7) Purchase Report (see Figure D.7)
(8) Purchase Order (see Figure D.8)
(9) Sales Report (see Figure D.9)
(1 O) Sales by Part monthly report (see Figure D.10)
(11) Sales by Boiler annually report (see Figure D.11)
(12) Sales by Customer report (see Figure D.12)
(13) Invoice (see Figure D.13)
31
(f) Database Design
The database design includes decisions about the nature and contents
of the database. It shows field name, field type, index, unique, nullable,
foreign key to table, check, and key type, length of the field name. The
database design is represented in Appendix E.
(g) Process Specification
It shows the processing details of the Sales and Inventory Data Flow
Diagram (Figures 3.1-3.9). The details include Process No., Process Name,
Data In, Data Out, Process, and Attachment. The process specification is
represented in Appendix F.
(h) User's Manual
The user's manual is a guide written to help the users to operate the
proposed system. In the application, the online reference is also provided to
help the user to use the application created in Microsoft Visual Basic 6.0.
This user's manual explains step by step the operation of how to create, add,
delete, and modify records. It is represented in Appendix G.
3.3 Hardware and Software Requirements
The proposed specification consists of two parts that are hardware and software
specifications.
(a) Hardware Requirements
(1) File server 1 set
(a) CPU Intel Pentium III 800
(b) SD RAM 128 MB Bus 133 MHz
(c) Harddisk 20.5 GB 7200 RPM Quantum
( d) Medium Tower Case
32
(e) Floppy Drive 1.44 MB
(f) CD ROM 50x
(g) Monitor 17" Digital
(h) Keyboard 108 keys support Windows98
(2) Workstation 3 sets
(a) CPU Intel Celeron 633 MHz
(b) SDRAM64MB
(c) Harddisk 10.2 GB 7200 RPM Quantum
(d) Medium Tower Case
(e) Floppy Disk Drive 1.44 MB
(f) CDROM50x
(g) Monitor 15" Digital
(h) Keyboard 108 keys support Windows 98
(3) Printer 1 set
(a) Laser Printer (HP LaserJet 1100)
( 4) Print Server 1 set
(5) Scanner
(a) AcerScan Prisa 640U
(6) UPS (Uninterruptible Power Supply)
(a) SYNDOME UPS Rating 1,200 VA
(7) Network Peripheral
(a) UTP Cable
(b) Lanbit Multi Switching (Hub) 8 port
( c) Ethernet LAN card I 01100 Mbps
33
(b) Software Requirements
(1) Network Operating System
(a) Microsoft Windows 2000 Server
(2) Operating System
(a) Microsoft Windows 2000 Professional
(3) System Development Software
(a) Microsoft Visual Studio 98
(b) Microsoft Office 97 Professional Edition
3.4 Network Specification
The objectives of this network are sharing resources such as database or files or
printers, multiple users can access to the system at the same time, controlling or using
the system at different place in the organization.
This system is designed to use Star Topology that uses Hub to be the center of the
connecting workstations (Figure 3 .10).
The components of the network configuration are defined as follows:
(1) Network Topology Star Topology
(2) Interconnection Hub 8 ports
(3) Wiring and cable UTP 4 pairs Category-5
(4) Server PCs File Server
(5) Workstation PCs
(6) Network operation Microsoft Windows 2000 Server
(7) Network interface card Ethernet LAN card 1Oil00 Mbps
34
w
Vi
Pur
chas
ing/
Sto
re D
ep
art
me
nt
File
Ser
ver
i --e llQ
=:
;,,,.
1
Sca
nner
1
I~~~ D
DH
DD
-
Lase
r pr
inte
r P
rint
Ser
ver
U.P
.S.
D
Wor
ksta
tion
Wor
ksta
tion
Wor
ksta
tion
Fig
ure
3.10
. N
etw
ork
Con
figu
rati
on o
f the
Pro
pose
d S
yste
m.
V; ~
~
re)
'"'""
\.~·"
~~:,
~,-·~.
C:.:J
1·-~
-.~
' I·»•
.,. ~-~ ..
"= ~
':.~I
.. :) ..
3.5 Security and Control
(a) User-Oriented Access Control
(1) The user identification (user ID) and password are assigned only to the
authorized persons. When users sign on to the system, they are
required to supply, not only their user ID, but also a password. The
password is subjected to change every 3 months to keep security.
(2) The system allows a user to logon only if that password is known to
the system and to legitimate users of the user ID concerned.
(3) Different users will typically have different privileges (UPDATE,
RETRIEVE, DELETE, etc.) on the same object. Only a few users,
such as the managing director and the general manager, have
authorizations to update the boiler price and the specifications in the
database while the sales coordinator cannot. Instead, the sales
coordinator can only read the boiler file.
( 4) The system can support the user group 'Jy sharing the same group
"user ID". This provides a way of allowing everyone concerned in the
same system to share the same privileges.
(b) Physical Security
(1) The failure of the main electricity supply causes interruption to the
function of the computer facility or telecommunication network. UPS
(Uninterruptible Power Supply) is used to supply power in case of
main electricity supply shortage. Special detectors combined with
removal or extractor fans and filters in the computer room and
surrounding area are installed in order to protect against dust and
smoke.
36
(2) The staffs are not allowed to eat, drink, or smoke while working with
the computer. These actions can cause damage to the computer.
(3) Workers and outsiders are not allowed to enter the computer section to
prevent any harm to the computer.
(c) Other Security
(1) The system must provide message or solutions to the users when the
error occurs. The error should be corrected immediately after it is
recovered on report.
(2) The confidential reports must be kept m categorized file for
managerial planning.
(3) Staffs have to backup file everyday for the ease of data recovery in
case when risk occurred. Risks can occur intentionally and
unintentionally, such as theft, earthquake, fire, human error, etc.
( 4) A virus-checking program will be installed for scanning virus before
runmng any program. The staff will update the virus-checking
program every 6 months.
3.6 Cost-Benefit Analysis
(a) Cost Analysis
First, we will analyze the cost of the existing system which is based
on the manual system. The cost is divided into two categories: fixed cost
and armual operating cost. Fixed cost incurs only in the first year of
operation, in the contrary, operating cost recurs and increases by 20% each
year. The estimated existing system cost in details is shown in Table 3.1.
The proposed system cost is classified into two categories. There are
development cost and annual operating cost. Development costs are costs
37
associated with developing a system. They are onetime costs that will not
recur after the project has been completed. Operating costs are costs
associated with operating a system which recur throughout the lifetime of
the system. Table 3.2 shows the estimated cost of the proposed system in
details.
(b) Benefit Analysis
We classify benefits of the proposed system into tangible and
intangible benefits.
(1) Tangible Benefits
Reduction of office supplies cost
Reduction of sales and inventory loss
Saving on personnel not needed
Reduction of the overtime salary expense
Reduction of fringe benefit for those employees
Total Tangible Benefits
(2) Intangible Benefits
Baht
2,400
50,000
58,000
288,000
49,100
447 500
These benefits are difficult to quantify in value. The proposed
system provides the intangible benefits, which are summarized as
follows:
(1) Providing faster order processing time.
(2) Better customer relation.
(3) Providing timely and accurate reports to support decision
making especially for the management level.
( 4) Facilitating the ease of work for the employee.
(5) Better communication between manager and staffs.
38
w
\D
Tab
le 3
.1.
The
Est
imat
ed C
ost o
f the
Exi
stin
g S
yste
m,
Bah
t.
Cos
t Ite
ms
Fix
ed C
ost:
Har
dwar
e C
ost:
Per
sona
l C
ompu
ter
Pri
nter
(H
P L
aser
Jet
1100
) T
otal
Har
dwar
e C
ost
Sof
twar
e C
ost:
Mic
roso
ft W
indo
ws
98
Mic
roso
ft O
ffic
e 97
T
otal
Sof
twar
e C
ost
Tot
al F
ixed
Cos
t
Ann
ual
Ope
rati
ng C
ost:
Sala
ry:
Sale
s M
anag
er
1 pe
rson
@15
,000
/mon
th
Sale
s C
oord
inat
or
1 pe
rson
@8,
000/
mon
th
Sale
s E
ngin
eer
l pe
rson
@10
,000
/mon
th
Pur
chas
ing/
Sto
re M
anag
er
1 pe
rson
@15
,000
/mon
th
Sto
re C
ontr
olle
r 1
pers
on@
8,00
0/m
onth
R
ecei
ving
Cle
rk
1 pe
rson
@6,
000/
mon
th
Ove
rtim
e Sa
lary
Exp
ense
6
pers
ons
@4,
000/
mon
th
Tot
al A
nnua
l S
alar
y C
ost
1 8,00
0.00
4,
000.
00
12,0
00.0
0
2,00
0.00
4,
000.
00
6,00
0.00
18,0
00.0
0
180,
000.
00
96,0
00.0
0 12
0,00
0.00
18
0,00
0.00
96
,000
.00
72,0
00.0
0 28
8,00
0.00
1,
032,
000.
00
Yea
rs
2 3
4 5
8,00
0.00
8,
000.
00
8,00
0.00
8,
000.
00
4,00
0.00
4,
000.
00
4,00
0.00
4,
000.
00
12,0
00.0
0 12
,000
.00
12,0
00.0
0 12
,000
.00
2,00
0.00
2,
000.
00
2,00
0.00
2,
000.
00
4,00
0.00
4,
000.
00
4,00
0.00
4,
000.
00
6,00
0.00
6,
000.
00
6,00
0.00
6,
000.
00
18,0
00.0
0 18
,000
.00
18,0
00.0
0 18
,000
.00
216,
000.
00
259,
200.
00
311,
040.
00
373,
248.
00
115,
200.
00
138,
240.
00
165,
888.
00
199,
065.
60
144,
000.
00
172,
800.
00
207,
360.
00
248,
832.
00
216,
000.
00
259,
200.
00
311,
040.
00
373,
248.
00
115,
200.
00
138,
240.
00
165,
888.
00
199,
065.
60
86,4
00.0
0 10
3,68
0.00
12
4,41
6.00
14
9,29
9.20
34
5,60
0.00
41
4,72
0.00
49
7,66
4.00
59
7,19
6.80
1,
238,
400.
00
1,48
6,08
0.00
1,
783,
296.
00
2,13
9,95
5.20
.j::
. 0
Tab
le 3
.1.
The
Est
imat
ed C
ost
of t
he E
xist
ing
Syst
em, B
aht
(Con
tinue
d).
Cos
t It
ems
1 E
xpen
ses:
S
oftw
are
Mai
nten
ance
and
Upg
rade
4,
000.
00
Har
dwar
e M
aint
enan
ce:
Par
t and
Lab
or
2,00
0.00
T
otal
Exp
ense
s 6,
000.
00
Uti
lity
Cos
t: E
lect
rici
ty
2,00
0.00
T
elep
hone
1,
500.
00
Wat
er
500.
00
Tot
al U
tility
Cos
t 4,
000.
00
Off
ice
Supp
lies
Cos
t: S
tati
onar
y 1,
200/
mon
th
14,4
00.0
0 A
4 P
aper
15
0/m
onth
1,
800.
00
Ton
er C
artr
idge
2
unit
s @
2, 1
00
4,20
0.00
D
iske
tte
5 bo
xes
@12
0 60
0.00
P
repr
inte
d Fo
1m
3,00
0.00
T
otal
Ann
ual
Off
ice
Sup
plie
s C
ost
24,0
00.0
0
Tot
al A
nnua
l O
pera
ting
Cos
t 1,
066,
000.
00
Yea
rs
2 3
4 5
4,80
0.00
5,
760.
00
6,91
2.00
8,
294.
40
2,40
0.00
2,
880.
00
3,45
6.00
4,
147.
20
7,20
0.00
8,
640.
00
10,3
68.0
0 12
,441
.60
2,40
0.00
2,
880.
00
3,45
6.00
4,
147.
20
1,80
0.00
2,
160.
00
2,59
2.00
3,
110.
40
600.
00
720.
00
864.
00
1,03
6.80
4,
800.
00
5,76
0.00
6,
912.
00
8,29
4.40
17,2
80.0
0 20
,736
.00
24,8
83.2
0 29
,859
.84
2,16
0.00
2,
592.
00
3,11
0.40
3,
732.
48
5,04
0.00
6,
048.
00
7,25
7.60
8,
709.
12
720.
00
864.
00
1,03
6.80
1,
244.
16
3,60
0.00
4,
320.
00
5,18
4.00
6,
220.
80
28,8
00.0
0 34
,560
.00
41,4
72.0
0 49
,766
.40
1,27
9,20
0.00
1,
535,
040.
00
1,84
2,04
8.00
2,
210,
457
.60
Tab
le 3
.2.
The
Est
imat
ed C
ost
of t
he P
ropo
sed
Syst
em,
Bah
t.
Cos
t Ite
ms
Yea
rs
1 2
3 4
5
Dev
elop
men
t Cos
ts:
Har
dwar
e C
ost:
Fil
e S
erve
r (1
set
) 12
,000
12
,000
12
,000
12
,000
12
,000
W
orks
tati
on (
3 se
ts)@
50,
000
30,0
00
30,0
00
30,0
00
30,0
00
30,0
00
Pri
nt S
erve
r ( 1
set
) 2,
000
2,00
0 2,
000
2,00
0 2,
000
Las
er P
rint
er (
1 se
t)
4,09
0 4,
090
4,09
0 4,
090
4,09
0 S
cann
er
900
900
900
900
900
UPS
120
0VA
(1 s
et)
2,50
0 2,
500
2,50
0 2,
500
2,50
0 N
etw
ork
Per
iphe
ral
3,50
0 3,
500
3,50
0 3,
500
3,50
0 T
otal
Har
dwar
e C
ost
54,9
90
54,9
90
54,9
90
54,9
90
54,9
90
Sof
twar
e C
ost:
Net
wor
k O
pera
ting
Sys
tem
12
,000
12
,000
12
,000
12
,000
12
,000
+:>
. _.
W
orks
tati
on O
pera
ting
Sys
tem
3
sets
@
15,0
00
9,00
0 9,
000
9,00
0 '9
,000
9,
000
Mic
roso
ft V
isua
l St
udio
98
4 se
ts
@34
,000
27
,200
27
,200
27
,200
27
,200
27
,200
M
icro
soft
Off
ice
97 P
rofe
ssio
nal E
diti
on 4
set
s @
26,2
00
16,9
60
16,9
60
16,9
60
16,9
60
16,9
60
Tot
al S
oftw
are
Cos
ts
65,1
60
65,1
60
65,1
60
65,1
60
65,1
60
Peo
plew
are
Cos
t: S
yste
m A
naly
sis
and
requ
irem
ent
dete
rmin
atio
n 40
hou
rs
20,0
00
20,0
00
20,0
00
20,0
00
20,0
00
Sys
tem
Des
ign
(80
hour
s)
56,0
00
56,0
00
56,0
00
56,0
00
56,0
00
Tot
al P
eopl
ewar
e C
ost
86,0
00
86,0
00
86,0
00
86,0
00
86,0
00
Impl
emen
tati
on C
ost:
Sof
twar
e de
velo
pmen
t an
d tr
aini
ng c
ost
100,
000
100,
000
100,
000
100,
000
100,
000
Tot
al D
evel
opm
ent C
ost
297,
150
297,
150
297,
150
297,
150
297,
150
+:>.
N
Tab
le 3
.2.
The
Est
imat
ed C
ost
of t
he P
ropo
sed
Syst
em,
Bah
t (C
onti
nued
).
Cos
t It
ems
1 P
roje
cted
Ann
ual
Ope
rati
ng C
osts
: Pe
rson
nel:
Sale
s M
anag
er
1 pe
rson
@15
,000
/mon
th
180,
000.
00
Sale
s E
ngin
eer
1 pe
rson
@l 0
,000
/mon
th
120,
000.
00
Pur
chas
ing/
Sto
re M
anag
er
1 pe
rson
@15
,000
/mon
th
180,
000.
00
Stor
e C
ontr
olle
r 1
pers
on @
9,00
0/m
onth
10
8,00
0.00
P
art-
Tim
e P
rogr
amm
er/A
naly
st
1 pe
rson
@
5,00
0/m
onth
60
,000
.00
Ope
rato
r 1
pers
on
@8,
000/
mon
th
96,0
00.0
0 T
otal
Per
sonn
el C
osts
74
4,00
0.00
Exp
ense
s:
Sof
twar
e M
aint
enan
ce a
nd U
pgra
de
10,0
00.0
0 H
ardw
are
Mai
nten
ance
: P
art
and
Lab
or
20,0
00.0
0 T
otal
Exp
ense
s 30
,000
.00
Uti
liti
es C
ost:
Ele
ctri
city
6,
000.
00
Tel
epho
ne
1,00
0.00
W
ater
50
0.00
T
otal
Util
ities
Cos
t 7,
500.
00
Off
ice
Supp
lies
Cos
t: S
tati
onar
y 60
0/m
onth
7,
200.
00
A4
Pap
er
400/
mon
th
4,80
0.00
T
oner
Car
trid
ge
4 un
its
@2,
100
8,40
0.00
D
iske
tte
10 b
oxes
@
120
1,20
0.00
T
otal
Off
ice
Supp
lies
Cos
t 21
,600
.00
Tot
al P
roje
cted
Ann
ual
Ope
rati
ng C
osts
79
5,60
0.00
Yea
rs
2 3
4 5
216,
000.
00
259,
200.
00
311,
040.
00
373,
248.
00
144,
000.
00
172,
800.
00
207,
360.
00
248,
832.
00
216,
000.
00
259,
200.
00
311,
040.
00
373,
248.
00
129,
600.
00
155,
520.
00
186,
624.
00
223,
948.
80
72,0
00.0
0 86
,400
.00
103,
680.
00
124,
416.
00
115,
200.
00
138,
240.
00
165,
888.
00
199,
065.
60
892,
800.
00
1,07
1,36
0.00
1,
285,
632.
00
1,54
2,75
8.40
12,0
00.0
0 14
,400
.00
17,2
80.0
0 20
,736
.00
24,0
00.0
0 28
,800
.00
34,5
60.0
0 41
,472
.00
36,0
00.0
0 43
,200
.00
51,8
40.0
0 62
,208
.00
7,20
0.00
8,
640.
00
10,3
68.0
0 12
,441
.60
1,20
0.00
1,
440.
00
1,72
8.00
2,
073.
60
600.
00
720.
00
864.
00
1,03
6.80
9,
000.
00
10,8
00.0
0 12
,960
.00
15,5
52
8,64
0.00
10
,368
.00
12,4
41.6
0 14
,929
.92
5,76
0.00
6,
912.
00
8,29
4.40
9,
953.
28
10,0
80.0
0 12
,096
.00
14,5
15.2
0 17
,418
.24
1,44
0.00
1,
728.
00
2,07
3.60
2,
488.
32
25,9
20.0
0 31
,104
.00
37,3
24.8
0 44
,789
.76
954,
720.
00
1,14
5,66
4.00
1,
374,
796.
80
1,64
9,75
6.16
( c) Cost Comparison
Table 3.3 and Table 3.4 show the accumulated cost of the existing
manual and proposed computerized system when implemented over five
years with the static rate increase in operating cost of 20% annually. Both
of the system cost figures are compared and shown in Table 3.5
Breakeven Analysis Chart is for determining the period of years when
the accumulated cost of the existing system and the proposed system are in
equilibrium. Figure 3.11 illustrates the accumulated cost comparison
between the manual and the computerized system by means of line graph.
From this figure, the break-even point is approximately 0.25 years. The
company has to invest in the computerized system more than in the manual
system, but the cost of both systems will be equal when the system is
implemented for only 3 months. After the equilibrium point, the cost of
computerized system tends to be lower as the year goes by. Therefore, it is
much cheaper in the long term if the computerized system is implemented
by our system.
Payback Analysis. System development costs are incurred long before
benefits begin to accrue, so it will take some time for the benefits to
overtake the costs. This period of time is called the "payback period".
Payback analysis determines how much time will lapse before accrued
benefits overtake accrued and continuing costs. With adjusted costs and
benefits at the discount rate of 12% to account for the time value of money
and the operation and maintenance cost is increased by 20% each year, the
payback period of the proposed system is approximately 2.4 years. (see
Table 3.6 and Figure 3.12)
43
.)::
. .)
::.
Tab
le 3
.3.
Fiv
e Y
ears
Acc
umul
ated
Exi
stin
g C
ost,
Bah
t.
Cos
t It
ems
Yea
r 1
Yea
r2
Fix
ed C
ost
18,0
00.0
0 18
,000
.00
Ann
ual
Ope
rati
ng C
ost
(20%
inc
reas
e)
1,06
6,00
0.00
1,
279,
200.
00
Tot
al C
ost
1,08
4,00
0.00
1,
297,
200.
00
Acc
umul
ated
Cos
t 1,
084,
000.
00
2,38
1,20
0.00
Tab
le
3.4.
F
ive
Yea
rs A
ccum
ulat
ed C
ompu
teri
zed
Cos
t, B
aht.
Cos
t It
ems
Yea
r 1
Yea
r 2
Dev
elop
men
t C
ost
297,
150
.00
297,
150.
00
Ann
ual
Ope
rati
ng C
ost
(20%
inc
reas
e)
795,
600.
00
954,
720.
00
Tot
al C
ost
1,09
2,75
0.00
1,
251,
870.
00
Acc
umul
ated
Cos
t 1,
092,
750.
00
2,34
4,62
0.00
Tab
le 3
.5.
The
Com
pari
son
of t
he S
yste
m C
osts
, B
aht.
Cos
t It
ems
Yea
r 1
Yea
r2
Acc
umul
ated
Exi
stin
g C
ost
1,08
4,00
0.00
2,
381,
200.
00
Acc
umul
ated
Com
pute
rize
d C
ost
1,09
2,75
0.00
2,
344,
620.
00
Yea
r 3
Yea
r4
Yea
r 5
18,0
00.0
0 18
,000
.00
18,0
00.0
0
1,53
5,04
0.00
1,
842,
048.
00
2,21
0,45
7.60
1,55
3,04
0.00
1,
860,
048.
00
2,22
8,45
7.60
3,93
4,24
0.00
5,
794,
288.
00
8,02
2,74
5.60
Yea
r 3
Yea
r4
Yea
r 5
297,
150.
00
297,
150.
00
297,
150.
00
1,14
5,66
4.00
1,
374,
796.
80
1,64
9,75
6.16
1,44
2,81
4.00
1,
671,
946.
80
1,94
6,90
6.16
3,78
7,43
4.00
5,
459,
380.
80
7,40
6,28
6.96
Yea
r 3
Yea
r4
Yea
r 5
3,93
4,24
0.00
5,
794,
288.
00
8,02
2,74
5.60
3,
787,
434.
00
5,45
9,38
0.80
7,
406,
286.
96
9,00
0,00
0.00
8,00
0,00
0.00
7,00
0,00
0.00
:E
6,00
0,00
0.00
co co
------
··--
---·
-...
..
-+-A
ccu
mu
late
d C
ompu
teriz
ed C
ost
Ci)-
5,00
0,00
0.00
0 0 "O
Q
) --
£!-
Acc
um
ula
ted
Man
ual
Cos
t Cil
4
,00
0,0
00
.00
:3
E
N
ote:
Yea
r 1
is t
he S
tart
ing
Poi
nt
.j::..
::
l ()
Vl
()
<t:
3,00
0,00
0.00
1
Bre
ak-e
ven
Poi
nt
\
2,00
0,00
0.00
1,00
0,00
0.00
0.
25 y
ears
, O
pe
ratio
n
0.00
0 2
3 4
5 Y
ears
Fig
ure
3. 1
1.
Cos
t C
ompa
riso
n be
twee
n E
xist
ing
and
Pro
pose
d S
yste
m.
.j::..
°"
Tab
le 3
.6.
Pay
back
Ana
lysi
s, B
aht.
Cos
t Ite
ms
Dev
elop
men
t co
st:
Ope
rati
on a
nd m
aint
enan
ce c
ost:
Dis
coun
t fa
ctor
s fo
r 12
%:
Tim
e-ad
just
ed c
ost (
Adj
uste
d to
Pre
sent
Val
ue):
Cum
ulat
ive
tim
e-ad
just
ed c
osts
ove
r lif
etim
e:
Ben
efit
s de
rive
d fr
om o
pera
tion
of n
ew s
yste
m:
Dis
coun
t fa
ctor
s fo
r 12
%:
Tim
e ad
just
ed b
enef
its
(adj
uste
d to
pre
sent
val
ue):
Cum
ulat
ive
tim
e-ad
just
ed b
enef
its
over
life
time:
Cum
ulat
ive
life
tim
e ti
me-
adju
sted
co
sts+
ben
efit
s:
Yea
rO
-570
,750
1.00
0
-570
,750
-570
,750
-
1.00
0
- -
-570
,750
Yea
r 1
Yea
r2
-193
,500
-2
32,2
00
0.89
3 0.
797
-172
,796
-1
85,0
63
-743
,546
-9
28,6
09
447,
500
537,
000
0.89
3 0.
797
399,
618
427,
989
399,
618
827,
607
-343
,928
-1
01,0
02
Yea
r 3
Yea
r4
Yea
r 5
-278
,640
-3
34,3
68
-401
,242
0.71
2 0.
636
0.56
7
-198
,392
-2
12,6
58
-227
,504
v·
f"I
""?
-1,1
27,0
01
-1,3
39,6
59
-1,5
67, 1
63
. c;,
"''"'
644,
400
773,
280
927,
936
Vi"
, .. : .. r:. .. ~
0.71
2 0.
636
0.56
7 c
.,
·-~~
~ .
. ·,,
458,
813
491,
806
526,
140
r ..... ,
,:"
'· "'-~
t~
1,28
6,41
9 1,
778,
225
2,30
4,36
5 - '--<
159,
419
438,
567
737,
202
1000
000
8000
00
6000
00
I P
ayba
ck P
erio
d =
2 .4
yea
rs
4000
00
:E
C<l
co u5
2000
00
0 0 Q)
.2:: ro
0 :;
E
::J
.j:::.
. 0
3 5
Yea
rs
4 -..
..)
-200
000
-400
000
-600
000
-800
000
1 i--+-
-Cu
mu
lativ
e l
ifetim
e-a
dju
ste
d c
ost
s+b
en
efi
ts
I .
. ...
·---
---
...
-
Figu
re
3.12
. Pa
ybac
k A
naly
sis
Cha
rt.
IV. PROJECT IMPLEMENTATION
The system implementation is the construction of the new proposed system and
the delivery of the new system into operation. The construction phase is actually part of
a design/construction loop that implements rapid application development. After
several iterations of the design/construction loop, we will have built the functional
system to be implemented. The purpose of the delivery phase is to smoothly convert
from the old system to the new system. In order to achieve the purpose of the
construction and delivery phase, we must accomplish the following activities:
4.1 Construction Phase
(a) Build and Test Network
The purpose is to test the new computer networks after we built the
network according to the network design requirements.
This activity can be summarized as follows:
(1) Review the network design requirements outlined m the technical
design statement developed during system design
(2) Construct and then test new network.
(3) Revise network specifications for future reference.
(b) Build and Test Database
This task must immediately precede other programmmg activities
because databases are the resources shared by the computer programs to be
written.
(1) Review the technical design statement for database design
requirements.
48
(2) Locate production databases that may contain representative data for
testing database tables. Otherwise, generate test data for database
tables.
(3) Build the database
(4) Load tables with sample data
(5) Revise database schema as necessary for future reference.
(c) Write and Test New Program
The program will be developed in-house and tested at the stub testing
level, unit testing level, to the system level testing which will be done on the
delivery phase.
This activity can be summarized as follows:
(1) Review the design specifications.
(2) Develop the detailed programming plan.
(3) Coding
( 4) Conduct stub and unit testing
(5) Update program documentation for future reference.
(6) Place the reusable components in the software library.
4.2 Delivery Phase
(a) System Testing
All software packages, custom-built programs, and any existing
programs that comprise the new system must be tested to ensure that they all
work together.
( 1) Obtain system test data
49
(2) Ensure that all software packages, custom-built programs, and any
existing programs have been installed and that unit testing has been
completed.
(3) Perform tests to check that all programs work properly together,
making appropriate revisions as needed and testing again.
(4) Record any modifications.
(b) Training
After testing, users will be given on-the-job training for the use of the
new system and the activities needed to perform the system. The team also
provides hand-on and handout to the users for their reference of the new
system. The purpose is to provide training and documentation to system
users to prepare them for a smooth transition to the new system.
( c) Conversion Plan
The conversion strategy employed by this project will be parallel
convers10n. Under this approach, both the old and new systems are
operated for some period of time until all maJor problems in the
computerized system have been solved before the manual system is
discarded. This strategy minimizes the risk of major flaws in the new
system causing irreparable harm to the business. However, the duplication
of efforts for users are required. During this critical phase, the development
team may continue training the users on an as-needed basis. The team will
also anticipate the problems and prepare to correct them.
50
V. CONCLUSIONS AND RECOMMENDATIONS
5.1 Conclusions
The existing Sales and Inventory Information System for Chong Charoen
Charkkol (1991) Co., Ltd. is mostly based on a manual system. The main problems are
the complex and time-consuming in gathering the information, no data sharing between
departments, the reports are not generated timely and accurately as needed, and the
insufficiency of existing security system. Therefore, the system development team has
been set up to be responsible for developing the new computerized system to solve
those existing problems.
The existing data flow management is improved by assigning each boiler order a
job number and recording the job requisition transactions for the efficiency of cost
controlling. In addition, the handling of inventory is done with more sophisticated
process. The proposed system offers better services to customers such as the faster
order processing time, and the on-time manufacturing. The sales, purchasing and store
staffs gain high morale and can produce high productivity from the system efficiency.
The Client/Server architecture is developed. The specifications of the servers are
Pentium III 800 MHz, Microsoft Windows 2000 Server and three of the workstations
use Pentium III 633 MHz, Microsoft Windows 2000 Professional. The software tools
needed to design and build is Microsoft Visual Basic that is matured in technology. The
Database Management System developed to manage data is MS Access. The cost of
developing the proposed system is approximately 297,150 baht with the first year
operating cost of 795,600 baht. The operating cost will be increased by 20% annually.
However, the new system investment cost will be recouped after the 2.4 years of
implementation. The benefits obtained are the reduction of office supplies cost, the
51
reduction of salary, overtime, and fringe benefits of two unneccessary staffs, and the
most importantly, the reduction from sales and inventory control loss.
Table 5.1 shows the time performance on each process of the proposed system
compared with the existing system.
Table 5.1. The Degree of Achievement of the Proposed System.
Process Existing System Proposed System
Order Entry Process 30 mins. 10 mins. Report Generating Process 1 hr. 30 mins. Inventory Updating Process 2 hrs. 5 mins. Response to Inventory Requisition Process 15 mins. 5 mins.
Total 3 hrs. 45 mins. 50 mins.
Order Entry Process: With the existing system, the data entry officer has to check
the inventory availability manually for 15 minutes, search the inventory code for 5
minutes, and type and print the sales order for 5 minutes. On the other hand, the officer
can check the inventory availability immediately on her computer and print out the sales
order for the total of 10 minutes with the proposed system.
Report Generating Process: The reports are usually collected and generated
manually by looking in the past document. By operating the proposed system, the
reports can be generated automatically from the database.
Inventory Updating Process: The store controller usually updates the stock at the
end of each working day by calculating from the requisition records. The new
proposed system can update the stock immediately at the time of inventory requisition
or shipment by the supplier.
Response to Inventory Requisition Process: With the existing system, the
inventory availability has to be physically checked in the warehouse before allowing
52
requisition. By operating the proposed system, the inventory checking can be done
immediately at the user's computer.
5.2 Recommendations
The developed system is essentially required all appropriate documentation. As
the new information system will require some expandable uses in the future, the Joint
Application Development (JAD) technique should be used frequently as the
participative development among system owners, users, designers, and builders. The
development team needs to pay serious attention to the information system and its use
by the users and be prepared to maintain, fix and enhance it as the need and opportunity
become available.
The development team should foresee the problems, that may arise anytime, and
prepare to correct them. The team should also monitor the user's usage of the
information system, taking note of what the users like and dislike, patterns of user
usage, shortcut opportunities to improve the system's effectiveness, and so on. The
team should set up hotline help desk to support and answer any users' problems.
Training schedule should also be conducted to the users on an as-needed basis. The
database should be revised and redesigned regularly in order to cope with the increasing
volume of the information.
The sales and inventory information system may be combined with another
system, for example, accounting system, in order to give more power to the current
system. Moreover, the system can be developed based on the E-Commerce technology.
For example, the customers can order our products and also keep track of their orders
through our official web site. However, these activities must be approved by the
managing director.
53
Vl
.j:::.
.
Pur
chas
e_ o
rder
PO N
o <
PK
>
PO D
ate
PO T
ype
PO
Sta
tus
Sup
plie
r Id
<
FK
>
has
PO
_det
ails
PO n
o In
vent
oryC
ode
Qty
Ord
ered
U
nitC
ost
Buy
er
l;M-s
11pp
lies
to-+
<PK
> <P
K>
sup
plie
r S
ales
_ Ord
er
se
lls---------H
O
rder
No
<PK
> C
usto
mer
ID
< F
K>
Ord
erD
ate
<PK
> O
rder
No
Mod
el
Qty
.
e S
ellin
gPnc
T
erm
s R
emar
k Jo
bNo
<PK
> <P
K>
<F
K>
so
ld a
s
ft er
odel
pe
la
city
ss
ure
Su
pp
lierl
d
Sup
plie
rNam
e S
uppl
ierC
onta
ct
Sup
plie
rTitl
e S
uppl
ierS
tree
t S
uppl
ierC
ity
Sup
plie
rPro
vinc
e S
upP
osta
lCod
e S
uppl
ierT
el
Sup
plie
rFax
S
upH
omeP
age
Sup
plie
dTyp
e
gene
rate
s F
uelT
ype
Job
t su
pplie
s
Job
No
Sta
rtD
ate
Sta
tus
Pro
jEnd
Dat
e E
ndD
ate
Sup
ply
-------~-!---is s
uppl
ied
Sup
pliE
Jn
vent
c S
uppl
iE ri
d ryC
ode
dQ
ty
<PK
> <P
K>
gen
era
tes--------+
-l
Inve
nto
ry
Inve
ntor
yCod
e S
tock
Qty
U
nitM
easu
re
Min
M
ax
Reo
rder
.------is-----
Too
l
Inve
nto
ryC
od
e
Am
ou
nt/
Un
it
<PK
>
Mat
eria
l
Inve
ntor
yCod
e G
rade
<P
K>
<PK
>
uses
~ Req
uisi
tion
Req
No
Job
No
Inve
ntor
yCod
e R
eqD
ate
Qty
Use
d
r+
----is
use
d
~----is------,
<P
K>
Par
t
Inve
nto
ryC
od
e
Cat
egor
y ID
M
an
ufa
ctu
rer
<PK
>
<PK
> <
FK
>
<F
K>
<P
K>
<
FK
>
Figu
re A
.1.
The
Ent
ity R
elat
ions
hip
Dia
gram
.
Ord
er T
ype
Shi
pStr
eet
Shi
pCity
S
hipP
rovi
nce
Shi
pPos
talC
ode
Del
iver
y S
ubT
otal
V
AT
sells
Par
t_ O
n_ O
rder
Ord
erN
o · I
nve
nto
ryC
od
e
Qty
Ord
ered
U
nitP
rice
Pay
men
t R
emar
k
sold
as
<PK
> <P
K>
'7-1
----h
as----H
Cat
egor
y
pla
ce
s-i
Cus
tom
er
Cus
tom
er!d
C
usto
mer
Nam
e C
usto
mer
Con
tact
C
usto
mer
Titl
e B
illS
tree
t B
illC
ity
Bill
Pro
vinc
e B
illP
osta
lCod
e C
usto
mer
Tel
C
usto
mer
Fax
C
ustH
omep
age
Bus
ines
sTyp
e
Cat
egor
y ID
C
ateg
oryN
ame
Cat
e D
escr
iptio
n
<PK
>
<PK
>
Table B. l. Data Dictionary of the Entity Relationship Diagram of Sales and Inventory System.
Field Name Definition
Amount/Unit The total number of pieces contained in a unit of inventory.
Bill City The city of the customer to which the bill is placed.
BillPostalCode The postal code of the province to which the customer wants the bill to be placed.
BillProvince The province of the customer to which the bill is placed.
BillStreet The street address of the customer to which the bill is placed.
BusinessType A kind of industry that the customer performed. Buyer The staff who issues the purchase order. Capacity The boiler efficiency measured by kg/hr. CateDescription The explanation of category Category Id The identification of spare part category. CategoryName The category of each spare part. CustHomePage URL address of the customer CustomerContact The staff of customer whom sale department can contact. CustomerFax The facsimile no. of the customer billing address.
Customer Id The identification number of each customer in an ascending order.
Customer Name The company name of the customer. CustomerTel The telephone no. of the customer billing address CustomerTi tle The title of contacted staff.
Delivery The number of days the product will be shipped to the customer.
Description The inventory name and its description EndDate The exact date that the job completes.
FuelType The type of fuel consumed by boiler. It can be heavy oil, light oil, LPG Gas, Chaff.
Grade The quality grade of metal
InventoryCode The code of inventory which is classified into part, tool, and material.
JobNo The identification number of the job generating from each boiler order.
Manufacturer The manufacturing origin of spare part.
Max The maximum quantity that the inventory should have in stock.
Min The minimum quantity that the inventory should have in stock.
Model The code of each boiler specifications. Order Date The date that the sales order is generated.
OrderNo The identification number of each sales order in an ascending order.
Order Type The type of order can be tool, part, or material.
55
Table B.1. Data Dictionary of the Entity Relationship Diagram of Sales and Inventory System (Continued).
Field Name Definition Payment The terms of payment which are cash or credit (Net 30). PO Date The date of purchase order. PONo The no. of purchase order issued. POStatus The status of PIO can be "closed" or "opened" PO Type The type of purchase order; part, tool, material. Pressure The working pressure that can be produced by a boiler ProjEndDate The expected date that the job will complete. Qty The number of boiler sold in each sales order. QtyOrdered The quantity of item needed to be purchased. QtyOrdered The number of item purchased. QtyUsed The number of inventory requested.
Remark Additional information informed to the customer on each order.
Reorder The warning level that the inventory should be reordered. ReqDate The date that the inventory is requested. ReqNo The identification number of each requisition. SellingPrice The boiler selling price. ShipCity The city of customer to which the product is shipped.
ShipPostalCode The postal code of the customer province to which the product is shipped.
ShipProvince The province of customer to which the product is shipped.
Ship Street The street address of customer to which the product is shipped.
StartDate The date to begin the job. The progress of each job. The job status can be "work in
Status progress", "complete", "deli very", "installation", and "test-run".
StockQty The quantity of inventory in stock. Sub Total The total price of all products ordered excluding VAT 7%. SupHomePage The URL address of supplier.
Supplied Qty The overall quantity that each supplier supplied each inventory to the company.
Supplied Type The product type supplied by supplier. It can be part, tool, and material.
SupplierCity The city of supplier address.
SupplierContact The staff of the supplier whom purchasing officer can contact.
SupplierFax The facsimile number of supplier. Supplierld The supplier identification number. SupplierN ame The supplier company name. SupplierProvince The province of supplier address. SupplierStreet The office no. and street of supplier address. SupplierTel The telephone number of supplier. SupplierTitle The title of staff to be contacted.
56
Table B.1. Data Dictionary of the Entity Relationship Diagram of Sales and Inventory System (Continued).
Field Name Definition SupPostalCode The postal code of supplier address.
Terms Two options of payment; 2 installments or 3 installments. The terms are determined according to the boiler price.
Type The boiler types which are horizontal or vertical. UnitCost The cost per unit of item purchased. UnitMeasure The measurement unit of each inventory. UnitPrice The price per unit of spare part sold. VAT The 7% tax is included in the product price or not.
57
Security Authorization .
Figure C.1. Security Authorization Screen.
iii;, Main Menu l!!llil El
Chong Charoen Char1dwl (199l)Co.,Ltd.
Figure C.2. Main Menu Screen.
58
°' Product l!lli! Ei
Boiler iJi!L' ··•:·;']i.>''•,>
Figure C.6. Boiler Information Screen of Data Maintenance Menu.
62
-~- ----------------------------------------------
IO. lnvenlorp l!!lli!EJ
Jilli] .
Figure C.9. Tool Tab ofinventory Information Screen of Data Maintenance Menu.
65
iii Purchase Order ll!!llil Ei
Figure C.19.
•. Sub-TotY• I .... ·~ll:JJl,,,i;tf:· 'YAT 1%·~;~i.;·l2:::·~ . . ::m~;~b,;ti•:"· · r ~al : ;:C .J ·< ·•· .. ··• 7.:t:2:Ji~~'.· .
,, [BfO{f "_-,, Purchase Order
Purchase Order Screen of Transaction Recording Menu.
75
Par
t Rep
ort
Inve
nto
ry C
ode
Des
crip
tion
C
ateg
ory
ID
Man
ufa
ctu
rer
Uni
t of M
easu
re
Sto
ck
Min
M
ax
Reo
rder
P00
1 P
um
p C
R4-
120
1 G
RU
ND
FO
S
pc.
3 5
10
2
P00
2 S
afet
y V
alv
e D
N 2
5/40
2
AR
I pc
. 3
5 10
2
P00
3 S
afet
y V
alv
e D
N 4
0/65
2
AR
I pc
. 5
5 10
2
P00
4 S
top
Va
lve
DN
10
0 2
AR
I pc
. 4
5 10
2
P00
5 S
top
Va
lve
DN
15
0 2
AR
I pc
. 2
5 10
2
P00
6 Y
-str
ain
er
DN
15
0 2
AR
I pc
. 4
5 10
2
POO
? Y
-str
ain
er
DN
10
0 2
AR
I pc
. 6
5 10
2
-...
)
I PO
DS
Sig
ht G
lass
es
V
3 B
ON
T
-...
) pc
. 5
8 15
4
P00
9 S
ight
Gla
sse
s V
II 3
BO
NT
pc
. 10
8
15
4
P01
0 C
ontr
ol O
il M
eter
4
BO
NT
pc
. 2
5 10
2
P01
1 S
team
gard
s 11
2"
5 B
ON
T
pc.
2 5
10
2
P01
2 S
team
gard
s 3/
4"
5 B
ON
T
pc.
8 5
10
2
P01
3 P
ump
Typ
e E
? 6
we
ish
au
pt
pc.
10
5 10
2
9 M
arch
200
1 P
af!e
1o
f3
Fig
ure
D. l
. P
art
Rep
ort.
Too
l Rep
ort
Inve
nto
ry C
ode
Des
crip
tion
A
mou
nt/
Un
it
Uni
t o
f Mea
sure
S
tock
M
in
Max
R
eord
er
T01
Ele
ctro
de W
EL
-AX
-31
6L
#3
.2 m
3
box
case
10
5
10
2
T02
W
eldi
ng W
ire U
N-3
16 E
LG
#3.2
5 3
box
case
4
5 10
2
T03
W
eldi
ng W
ire
VA
RIO
S #
4.0
mm
3
box
case
5
5 10
2
T04
V
inyl
Ta
pe
10
pc.
ro
ll 2
1 3
T05
C
arbo
n B
rush
CB
100
2 pc
. bo
x 2
5 10
2
T06
C
arbo
n B
rush
CB
411
2 pc
. bo
x 4
5 10
2
I TO
? S
afet
y C
ut W
heel
1
pc.
pc.
5 5
10
2 -..
..)
00
T
08
Fla
p W
heel
s 6"
• 1
" 1
pc.
13
10
20
5
T09
P
olis
hing
Whe
els
100
• 2.
2 m
m
1 pc
. 45
20
45
10
T10
Jo
bb
er
Dril
l 3.
6 m
m.
2 pc
. bo
x 8
10
15
5
T11
Job
be
r D
rill
3/4
mm
. 5
pc.
box
10
10
15
5
T12
Jo
bb
er
Dril
l 3/
16 m
m.
5 pc
. bo
x 12
10
15
5
T13
Jo
bber
Dril
l 27
/32
mm
. 5
pc.
box
4 10
15
5
,,,.
,n>X
,'i~
lr!>
l!NM
"Z:<
~.w:
rwwn
",JW
• .Ar:
.<~A
'f,m
tm;~
!;.$
JJlf
W,1!
1M!:
!N:1 <J1<'>r-~n'i >T'~''/ .•
>;;r-
;i:-·'
• '
::(:~·
'~:
::::.~
"'.·,z
,p.;~'
·"'·~r
:...,·1
m;,r .:·
a ;-'
?,~"i ir"nr::>mjm~rmmmm~~:1:muir-w*®illmtlmi:~1w~mmmmw=.it~l~mw:w~n;:m:ur~:-;~~e:1~~lilll~l%l'll:~~~~K:~m~'<l~:~~
>:.~
e:~
9 M
arcl
z 20
01
Pag
e 1
of2
Fig
ure
D.2
. T
ool
Rep
ort.
Boiler Report
Model Type Capacity Pressure Fuel Type
CB 0204 Horizontal 200 10 LPG Gas
CB 0206 Vertical 200 10 Light Oil
CB 0207 Vertical 200 10 LPG Gas
CB 0202 Horizontal 200 10 Light Oil
CB 0507 Vertical 500 10 LPG Gas
CB 0502 Horizontal 500 10 Light Oil
CB 0503 Horizontal 500 10 LPG Gas
CB 0506 Vertical 500 10 Light Oil
CB 1008 Vertical 1000 10 Chaff
CB 1007 Vertical 1000 10 LPG Gas
CB 1006 Vertical 1000 10 Light Oil
CB 1005 Vertical 1000 10 Heavy Oil
CB 1003 Horizontal 1000 10 LPG Gas
CB 1001 Horizontal 1000 10 Heavy Oil
CB 1002 Horizontal 1000 10 Light Oil
CB 1504 Horizontal 1500 10 Chaff
CB 1501 Horizontal 1500 10 Heavy Oil
CB 1505 Vertical 1500 10 Heavy Oil
CB 1506 Vertical 1500 10 Light Oil
CB 1507 Vertical 1500 10 LPG Gas
CB 1502 Horizontal 1500 10 Light Oil
CB 1503 Horizontal 1500 10 LPG Gas
CB 1604 Vertical 1600 10 Heavy Oil
CB 2004 Horizontal 2000 10 Chaff
CB 2008 Vertical 2000 10 Chaff
CB 2007 Vertical 2000 10 LPG Gas
CB 2005 Vertical 2000 10 Heavy Oil
CB 2003 Horizontal 2000 10 LPG Gas
CB 2002 Horizontal 2000 10 Light Oil
CB 2001 Horizontal 2000 10 Heavy Oil
22 March 2001 Page I of 2
Figure D.4. Boiler Report.
80
Sales by Boiler by Year
For the end of year 2000
Order No Date Shipped Date Model Quantity
CCC8006/4 1010112000 1110312000
CB 6001
CCC 801314 2210212000 0810412000
CB 1503
CCC8020/4 1810312000 0210512000
CB 1501
CCC8025/4 2410412000 0810612000
CB 2002
CCC 802914 1610512000 3010612000
CB 0502
CCC8033/4 1410612000 2910712000
CB 1002
CCC 803914 0811012000 2211112000
CB 1006
CCC 804114 1511012000 2911112000
CB 6002
CCC 805914 0811112000 1711212000
CB 2003
CCC8064/4 2411212000
CB 1502
CCC8068/4 2611212000
CB 0503
22 March 2001
Figure D.5. Sales by Boiler by Year Report.
81
Price
2,400,000.00
860,000.00
780,000.00
900,000.00
560,000.00
710,000.00
530,000.00 .
2,725,000.00
1,010,000.00
860,000.00
550,000.00
Page I of 1
Sal
es b
y P
art
For
Mon
th E
nde
d (O
ctob
er 2
000)
Ord
er N
o.
Inve
nto
ry C
ode
Des
crip
tion
U
nit P
rice
Q
ty
Am
ou
nt
CC
C 8
0351
43
P01
8 B
urne
r co
ntro
l 14
,000
.00
2 28
,000
.00$
CC
C 8
036/
43
P04
5 S
witc
h A
720F
721
1,60
0.00
1
1,60
0.00
$
P03
1 C
onta
ct A
16-
30-1
0 56
0.00
1
560.
00$
P02
4 O
verlo
ad T
56
5.00
1
565.
00$
00
I C
CC
803
7143
N
P01
9 Ig
nitio
n T
rans
form
6,
500.
00
1 6
,50
0.0
0$
CC
C 8
0381
43
P01
9 Ig
nitio
n T
rans
form
6,
500.
00
1 6
,50
0.0
0$
CC
C 8
040/
43
P00
3 S
afet
y V
alve
DN
40/
65
15,5
00.0
0 2
31
,00
0.0
0$
9 M
arch
200
1 P
age
I o
f 2
Fig
ure
D.6
. Sa
les
by P
art b
y M
onth
Rep
ort.
Sale
s R
epor
t
For
Mon
th E
nde
d (O
ctob
er 2
000)
Ord
er N
o.
Dat
e N
ame
Typ
e S
hip
ped
Dat
e S
ub
Tot
al
VA
T
CC
C 8
045/
43
18/1
0/20
00
Kho
n K
aen
Fis
hing
Net
Co.
, Lt
d.
Par
t 19
/10/
2000
$1
9,00
0.00
Y
es
CC
C 8
035/
43
02/1
0/20
00
Tha
i A
dvan
ce F
ood
(199
1) C
o.,
Ltd.
P
art
03/1
0/20
00
$28,
000.
00
Yes
CC
C 8
036/
43
04/1
0/20
00
Sat
in T
extil
es C
o.,
Ltd.
P
art
06/1
0/20
00
$2,7
25.0
0 Y
es
CC
C 8
037/
43
05/1
0/20
00
Kho
n K
aen
Fis
hing
Net
Co.
, Lt
d.
Par
t 07
/10/
2000
$6
,500
.00
Yes
CC
C 8
038/
43
07/1
0/20
00
Tha
i A
dvan
ce F
ood
(199
1) C
o.,
Ltd.
P
art
10/1
0/20
00
$11,
000.
00
Yes
CC
C 8
039/
43
08/1
0/20
00
Wor
ld F
ruits
Sup
ply
Co.
, Lt
d.
Boi
ler
22/1
1/20
00
$530
,000
.00
Yes
0
0
I w
C
CC
804
0/43
10
/10/
2000
S
omba
t F
inis
hing
Co.
, Lt
d.
Par
t 11
/10/
2000
$3
1,00
0.00
Y
es
CC
C 8
041/
43
15/1
0/20
00
Dec
hapa
nich
Ltd
., P
art.
Boi
ler
29/1
1/20
00
$2,7
25,0
00.0
0 Y
es
CC
C 8
042/
43
18/1
0/20
00
Raj
a U
chin
o C
o.,
Ltd.
P
art
20/1
0/20
00
$9,4
00.0
0 Y
es
CC
C 8
043/
43
19/1
0/20
00
Wor
ld F
ruits
Sup
ply
Co.
, Lt
d.
Par
t 20
/10/
2000
$3
7,50
0.00
Y
es
CC
C 8
044/
43
19/1
0/20
00
Sia
m C
ulto
n C
o.,
Ltd.
P
art
21/1
0/20
00
$2,5
00.0
0 Y
es
,;·,
,(;,;i',J",;r.;:;."r~,~A'"'"~~2;c
~'·"
'°""
~~ ~-
~~:~
·~t:
;:r t:,:,t",~t1mmnnrefl!t?!mJmij~~~mmm.m1wmr,Qmt ~
f'ill.lfilmk~~~~··•w.•@mm11.-·~mmm,~N•.~~~~~n~"';:v'i&7~~1
9 M
arch
200
1 P
age
1o
f1
Fig
ure
D.7
. S
ales
Rep
ort.
Supplier by Material
Name
Buay Kee Ltd., Part.
Eiam Suwan Co., Ltd.
Inventory Code
M05
M06
MO?
MOS
M09
M10
M11
M12
M13
M26
M27
M28
M29
Lao Nguan Seng Ltd., Part.
LPN Steel Plate Co., Ltd.
M14
M15
M16
M17
M18
M19
M20
M01
The Chorese11 Metal Marketing (1975) Co., Ltd.
M02
22 March 2001
Description
Plate Stainless Steel 8 mm* 5' • 10'
Plate Stainless Steel 10 mm• 4' • 8'
Plate Stainless Steel 20 mm • 4' • 8'
Plate Stainless Steel 0.4 mm • 4' • 8'
Round Bars Stainless Steel 3' • 6M. .
Round Bars Stainless Steel 1 1/4' • 6M.
Flat Bars Stainless Steel 4' • 3/8' • 6M.
Flat Bars Stainless Steel 1 1/2' • 1/2' • 6M.
Flat Bars Stainless Steel 1 1/4' • 1/4' • 6M.
Stainless Pipe #10 1 1/2"
Stainless Axle Dia:1 1/4"
Stainless Angle 1 1/4 * 3 mm.
Plate Stainless Steel 1 1/2 * 6 mm.
SGP Pipe 2"
SGP Pipe 2 1/2"
SGP Pipe 3"
SGP Pipe 3 1/2"
SGP Pipe 4"
SGP Pipe 5"
SGP Pipe 6"
Plate Steel 15 mm • 5' • 20'
Plate Steel 4.5 mm • 4' • 8'
Page I of2
Figure D.8. Supplier by Material Report.
84
Supply History by Part
Name Inventory Code Description Category ID Qty
Isaac International Corporation Limited
P002 Safety Valve ON 25/40 2 64
P003 Safety Valve ON 40/65 2 88
P004 Stop Valve ON 100 2 94
PODS Stop Valve ON 150 2 85
P006 Y-strainer ON 150 2 92
POD? Y-strainer ON 100 2 91
Kamolwan Electric Co., Ltd.
P026 Contact A40-30-10 220V 7 120
P027 Overload T A250U6.5 7 100
P028 Baker S271 6A 7 95
P029 Baker S273 3P 20A 7 122
P030 Wire VSF 1.5 SQMM 7 84
P033 Switch WBST-222 7 90
P034 Proximity E2F-X5Y1 7 88
KC Mahanakorn Co., Ltd.
P002 Safety Valve ON 25/40 2 25
P017 Regulating nozzles 6 34
P036 Stainless Ball Valve UTKM 600P 2 45
P046 Swing Check Valve R 12 P 3" 2 59
Kraftic Ltd., Part.
P022 Oil Pump TA 3C 4010-SP 6 42
P. Tana Jaroen Engineering Ltd., Part.
P021 Motor 25 hp. 380/660 volt 50 cy 8 26
Shelegel EleKtrokontak (Thailand) Co., Ltd.
P020 Identification Label 7 22
22 March 2001 Page I of I
Figure D.9. Supply History by Part Report.
85
Purchase Report
For Month Ended (December 2000)
PO No Inventory Code Quantity Unit Cost A mount
251
P035 3 $24,900.00 $74,700.00
Summary for 'PO No'= 251 (1 detail record)
Sum 1/374,700.00
252
P048 $390.00 $390.00
P049 $390.00 $390.00
Summary for 'PO No'= 252 (2 detail records)
Sum 1/3780.00
253
M05 $24,650.00 $24,650.00
M09 $20,710.00 $20,710.00
M12 $2,118.50 $2, 118.50
M13 $950.00 $950.00
Summary for 'PO No'= 253 (4 detail records)
Sum 1/348,428.50
254
P027 $380.00 $380.00
P031 5 $650.00 $3,250.00
Summary for 'PO No'= 254 (2 detail records)
Sum 1/33,630.00
255
22 March 2001 Page 1of2
Figure D.10. Purchase by Month Report.
86
PURCHASE ORDER
PIO No. 15 Date 2/112001
Supplier Kraftic Ltd., Part. PIO Type Part
Inventory Code Description Units Unit Cost Amount
P032 FLAME TUBE
P048 NOZZLE "STEINEN" 1.25*45 9
Sub-Total
VAT7%
Total
6,474.00
390.00
6,474.00
3,510.00
9,984.00
698.88
10,682.88
Authorized by: Phun-On
January 31, 2001 Page 1of10
Figure D.11. Purchase Order Report.
87
Sales by Customer by Boiler Report
(alphabetical ordered by customer)
Customer Model Type Capacity Shipped Date
I Bangkok Textile Finishing Ltd., Part.
CB 3001 Horizontal 3000 20/03/1991
CB 5002 Horizontal 5000 04/10/1996
I Boonyapatr Textile Ltd., Part.
CB 2005 Vertical 2000 19/08/1996
lchue Kia Tai Ltd., Part.
CB. 3001 Horizontal 3000 05/11/1996
I Dechapanich Ltd., Part.
CB 6002 Horizontal 6000 15/10/2000
I F.M. Co., Ltd.
CB1604 Vertical 1600 14/02/1999
I Fudkee Weavir.g Ltd., Part.
CB 1508 Vertical 1500 26/06/1988
Katsuyama Finetech (Thailand) Co.,Ltd.
CB 1504 Vertical 1500 16/06/1996
Khan Kaen Fishing Net Factory Co.,Ltd.
CB 2001 Horizontal 2000 23/07/1987
I K.T.K. Farm Co., Ltd.
CB 1002 Horizontal 1000 12/05/1996
IThai Advance Food (1991) Co., Ltd.
CB 3002 Horizontal 3000 18/06/1986
CB 3004 Vertical 3000 07/08/1995
CB 6001 Horizontal 6000 06/08/1997
CB 1502 Horizontal 1500 24/12/2000
October 3,2000 Page 1 of 6
Figure D.12. Sales by Customer by Boiler Report.
88
,.-~~~~ I [--...J I ' . -----------"
Chong Charoen Charkkol (1991) Co.,Ltd.
GD 4312 Soi Suksawad 47 Phrapradaeng
Samutprakam 10130,
463-4098, 463-4262 fax 464-3901 Invoice No. 2
INVOICE -~ Customer ' /
Name Khon Kaen Fishing Net Factory Co.,Ltd. Date 22/3/01 Address 115 Mitraparb Highway Order No. 2 City Muang Province Khon Kaen Code 40000 Sales Mr. Pisit Phone (043) 221-880-5
\. \.
Qty Description Unit Price TOTAL Firetube Packaged Steam Boiler
1 Firetube Packaged Steam Boiler 2000 kg/hr Refer to the specifications in the quotation no.CCC8002/43 960,000.00 960,000.00
Sub Total 960,000.00 ~ Payment Details ' VAT7% 67,200.00
0 Cash TOTAL 1,027,200.00
0 Check Check no ...................................
Bank .........................................
I Office Use Only
I
Figure D.13. Invoice.
89
'-D
0
Tab
le E
. l.
Str
uctu
re o
f Cus
tom
er T
able
.
No.
F
ield
Nam
e F
ield
Typ
e In
dex
1 C
usto
mer
ld
Tex
t y
2 C
usto
mer
Nam
e T
ext
y
3 C
usto
mer
Con
tact
T
ext
4 C
usto
mer
Tit
le
Tex
t
5 B
illS
tree
t T
ext
6 B
ill C
ity
Tex
t
7 B
illP
rovi
nce
Tex
t y
8 B
illP
osta
lCod
e T
ext
9 C
usto
mer
Tel
T
ext
10
Cus
tom
er F
ax
Tex
t 11
C
ustH
omep
age
Hyp
erli
nk
12
Bus
ines
sTyp
e T
ext
Tab
le E
.2.
Str
uctu
re o
f Par
t O
n O
rder
Tab
le.
No.
F
ield
Nam
e F
ield
Ty
pe
Inde
x
1 O
rder
No
Tex
t y
2 In
vent
oryC
ode
Tex
t
3 Q
tyO
rder
ed
Nu
mb
er
4 U
nitP
rice
C
urre
ncy
5 P
aym
ent
Tex
t
6 R
emar
k M
emo
Uni
que
Nul
labl
e F
orei
gn K
ey to
tab
le
Che
ck
Key
Ty
pe
y S
ales
Ord
er
Pri
mar
y K
ey
Att
ribu
te
Att
ribu
te
Att
ribu
te
Att
ribu
te
Att
ribu
te
Att
ribu
te
y 00
000
Att
ribu
te
\(99
9")
"000
\-00
09
Att
ribu
te
y \(
999"
) "0
00\-
0009
A
ttri
bute
y
Att
ribu
te
y A
ttri
bute
Uni
que
Nul
labl
e F
orei
gn K
ey t
o ta
ble
Che
ck
Key
Typ
e
y P
rim
ary
Key
P
rim
ary
Key
A
ttri
bute
A
ttri
bute
B
etw
een
30 a
nd 6
0 A
ttri
bute
y
Att
ribu
te
Tab
le E
.3.
Str
uctu
re o
f S
ales
Ord
er T
able
.
No.
F
ield
Nam
e F
ield
Typ
e In
dex
Uni
que
Nul
labl
e F
orei
gn K
ey to
tab
le
Che
ck
Key
Typ
e
1 O
rder
No
Tex
t y
y P
rim
ary
Key
2 C
usto
mer
ID
Tex
t F
orei
gn K
ey
3 O
rder
Dat
e D
ate
y dd
/mm
/yyy
y A
ttri
bute
4 O
rder
Typ
e T
ext
y In
("P
art"
, "B
oile
r")
Att
ribu
te
5 S
hipS
tree
t T
ext
Att
ribu
te
6 S
hipC
ity
Tex
t A
ttri
bute
7 S
hipP
rovi
nce
Tex
t A
ttri
bute
8
Shi
pPos
talC
ode
Tex
t y
Att
ribu
te
9 D
eliv
ery
Dat
e dd
/mm
/yyy
y A
ttri
bute
10
Su
b Tot
al
Cur
renc
y A
ttri
bute
11
V
AT
Y
es/N
o A
ttri
bute
\D
.....
....
Tab
le E
.4.
Str
uctu
re o
f Boi
ler
On
Ord
er T
able
.
No.
F
ield
Nam
e F
ield
Typ
e In
dex
Uni
que
Nul
labl
e F
orei
gn K
ey to
tab
le
Che
ck
Key
Typ
e
1 O
rder
No
Tex
t y
Pri
mar
y K
ey
2 M
odel
T
ext
y P
rim
ary
Key
3
Qty
N
umbe
r A
ttri
bute
4
Sel
ling
Pri
ce
Cur
renc
y B
etw
een
100,
000
and
5,00
0,00
0 A
ttri
bute
5
Ter
ms
Tex
t B
etw
een
45 a
nd 6
0 A
ttri
bute
6 R
emar
k M
emo
y A
ttri
bute
7 Jo
bNo
Tex
t F
orei
gn K
ey
"° N
Tab
le E
.5.
Str
uctu
re o
f Boi
ler
Tab
le.
No.
F
ield
Nam
e F
ield
Typ
e In
dex
1 M
odel
T
ext
y
2 T
ype
Tex
t 3
Cap
acit
y T
ext
4 P
ress
ure
Tex
t
5 F
uel T
ype
Tex
t
Tab
le E
.6.
Str
uctu
re o
f Par
t T
able
.
No.
F
ield
Nam
e F
ield
Typ
e In
dex
1 In
vent
oryC
ode
Tex
t y
2 C
ateg
ory I
D
Tex
t 3
Man
ufac
ture
r T
ext
Tab
le E
.7.
Str
uctu
re o
f Mat
eria
l T
able
.
No.
F
ield
Nam
e F
ield
Typ
e In
dex
1 In
vent
oryC
ode
Tex
t y
2 G
rade
T
ext
Uni
que
Nul
labl
e F
orei
gn K
ey to
tab
le
Che
ck
Key
Typ
e
y B
oile
r on
Ord
er
Bet
wee
n 20
0 an
d 80
00
Bet
wee
n 10
and
12
' U
niqu
e N
ulla
ble
For
eign
Key
to t
able
C
heck
K
ey T
ype
y P
rim
ary
Key
F
orei
gn K
ey
y A
ttri
bute
Uni
que
Nul
labl
e F
orei
gn K
ey to
tab
le
Che
ck
Key
Typ
e
y P
rim
ary
Key
A
ttri
bute
\0
w
Tab
le E
.8.
Str
uctu
re o
f Too
l T
able
.
No.
F
ield
Nam
e F
ield
Typ
e In
dex
1 In
vent
oryC
ode
Tex
t y
2 A
mou
nt/U
nit
Tex
t
Tab
le E
.9.
Str
uctu
re o
fln
ven
tory
Tab
le.
No.
F
ield
Nam
e F
ield
Typ
e In
dex
1 In
vent
oryC
ode
Tex
t y
2 D
escr
ipti
on
Tex
t 3
Sto
ckQ
ty
Num
ber
4 U
nitM
easu
re
Tex
t 5
Min
N
umbe
r 6
Max
N
umbe
r 7
Reo
rder
N
umbe
r
Uni
que
Nul
labl
e F
orei
gn K
ey to
tab
le
Che
ck
Key
Typ
e
y P
rim
ary
Key
A
ttri
bute
Uni
que
Nul
labl
e F
orei
gn K
ey to
tab
le
Che
ck
Key
Typ
e
y S
uppl
y , P
O d
etai
ls
Pri
mar
y K
ey
Att
ribu
te
Att
ribu
te
Att
ribu
te
Att
ribu
te
Att
ribu
te
Att
ribu
te
\0
+::-
Tab
le E
.10.
S
truc
ture
of R
equi
siti
on T
able
.
No.
F
ield
Nam
e F
ield
Typ
e In
dex
1 R
eqN
o A
utoN
umbe
r y
2 Jo
b N
o T
ext
3 In
vent
oryC
ode
Tex
t
4 R
eqD
ate
Dat
e 5
Qty
Use
d N
umbe
r
Tab
le E
.11.
S
truc
ture
of S
uppl
ier
Tab
le.
No.
F
ield
Nam
e F
ield
Typ
e In
dex
1 S
uppl
ier I
d T
ext
y
2 S
uppl
ierN
ame
Tex
t y
3 S
uppl
ierC
onta
ct
Tex
t 4
Sup
plie
rTit
le
Tex
t 5
S up
plie
rS tr
eet
Tex
t
6 S
uppl
ierC
ity
Tex
t y
7 S
uppl
ierP
rovi
nce
Tex
t y
8 S
upP
osta
lCod
e T
ext
y
9 S
uppl
ierT
el
Tex
t 10
S
uppl
ierF
ax
Tex
t
11
Sup
Hom
ePag
e T
ext
12
Sup
plie
dTyp
e T
ext
y
Uni
que
Nul
labl
e F
orei
gn K
ey to
tab
le
Che
ck
y
dd/m
m/y
yyy
Uni
que
Nul
labl
e F
orei
gn K
ey to
tab
le
Che
ck
y S
uppl
y, P
urch
ase-
orde
r
y y
0000
0 \(
999"
) "0
00\-
0009
y
\(99
9")
"000
\-00
09
y
In (
"Par
t","
Too
l","
Mat
eria
l")
Key
Typ
e
Pri
mar
y K
ey
For
eign
Key
F
orei
gn K
ey
Att
ribu
te
Att
ribu
te
Key
Typ
e
Pri
mar
y K
ey
Att
ribu
te
Att
ribu
te
Att
ribu
te
Att
ribu
te
Att
ribu
te
Att
ribu
te
Att
ribu
te
Att
ribu
te
Att
ribu
te
Att
ribu
te
Att
ribu
te
C!.l
I"
'+
C)
f>·'•
t:~·~~
~'
' ~.
(.
f ,)
,. ...
, • .t.
(';J
-
t•-l
).l
t" ... ~·
er
~~
~.,
·~-4
ID
Vl
Tab
le E
.12.
S
truc
ture
of
Sup
ply
Tab
le.
No.
F
ield
Nam
e F
ield
Typ
e In
dex
1 S
uppl
ieri
d T
ext
y
2 In
vent
oryC
ode
Tex
t y
3 S
uppl
iedQ
ty
Num
ber
Tab
le E
.13.
S
truc
ture
of P
urch
ase
orde
r T
able
.
No.
F
ield
Nam
e F
ield
Typ
e In
dex
1 P
O N
o T
ext
y
2 P
O D
ate
Dat
e y
3 P
O T
ype
Tex
t y
4 P
OS
tatu
s T
ext
y
5 S
uppl
ierI
D
Tex
t
Uni
que
Nul
labl
e F
orei
gn K
ey to
tab
le
Che
ck
Key
Typ
e
Pri
mar
y K
ey
Pri
mar
y K
ey
Att
ribu
te
Uni
que
Nul
labl
e F
orei
gn K
ey to
tab
le
Che
ck
Key
Typ
e y
Pri
mar
y K
ey
Att
ribu
te
In (
"Too
l","
Mat
eria
l","
Par
t")
Att
ribu
te
Att
ribu
te
For
eign
Key
\D
0\
Tab
le E
.14.
S
truc
ture
of P
O
deta
ils
Tab
le.
No.
F
ield
Nam
e F
ield
Typ
e In
dex
1 P
O N
o T
ext
y
2 In
vent
oryC
ode
Tex
t y
3 Q
tyO
rder
ed
Num
ber
4 U
nit C
ost
Cur
renc
y
5 B
uyer
T
ext
Tab
le E
.15.
S
truc
ture
of C
ateg
ory
Tab
le.
No.
F
ield
Nam
e F
ield
Typ
e In
dex
1 C
ateg
ory I
D
Tex
t y
2 C
ateg
ory N
ame
Tex
t y
3 C
ateD
escr
ipti
on
Mem
o
Uni
que
Nul
labl
e F
orei
gn K
ey to
tab
le
Ch
eck
K
ey T
ype
Pri
mar
y K
ey
Pri
mar
y K
ey
Att
ribu
te
Att
ribu
te
Att
ribu
te
Uni
que
Nul
labl
e F
orei
gn K
ey to
tab
le
Ch
eck
K
ey T
ype
y P
art
Pri
mar
y K
ey
Att
ribu
te
y A
ttri
bute
\0
--...
)
Tab
le E
.16.
S
truc
ture
of J
ob T
able
.
No.
F
ield
Nam
e F
ield
Typ
e
1 Jo
bNo
Tex
t
2 S
tart
Dat
e D
ate
3 S
tatu
s T
ext
4 P
rojE
ndD
ate
Dat
e 5
End
Dat
e D
ate
Inde
x U
niqu
e N
ulla
ble
For
eign
Key
to t
able
C
heck
K
ey T
ype
y y
Boi
ler
On
Ord
er
Pri
mar
y K
ey
Req
uisi
tion
dd
/mm
/yyy
y A
ttri
bute
y
Att
ribu
te
dd/m
m/y
yyy
Att
ribu
te
y dd
/mm
/yyy
y A
ttri
bute
Table F.1. Process Specification of Process 1.
Process Name: Sales subsystem The function is to manage the sales order from the customer as well
Description: as generate the report to the management level and the accounting department.
Table F.2. Process Specification of Process 1.1.
Process Name: Respond to Part Order
Data In: Inquiry Part Order Response
Data Out: Part Name Accepted/Refused Part Order ( 1) Receive inquiry from the customer (2) Pass the name of part on order to Process 2.2.1
Process: (3) Receive Part Order response from the inventory sub-system (4) If the ordered part is not available, that order is refused.
If the ordered part is available, go to Process 1.2.
Table F.3. Process Specification of Process 1.2.
Process Name: Create Quotation
Data In: Accepted Part Order Customer Address
Data Out: Quotation ( 1) Retrieve quotation details
Process: (2) Generate quotation with the specifications attached (3) Deliver quotation to the customer by hand or fascimile
98
Table F.4. Process Specification of Process 1.3.
Process Name: Order Entry New Customer Address or Current Customer Address
Data In: Order Details Model Part or Boiler Sold
Data Out: New Customer Address Sales Information ( 1) Retrieve customer address and order details
Process: (2) Enter the order details (3) Record the sales data to the Sales Orders database ( 4) Record the product sold in Part Orders or Boiler Orders database.
Table F.5. Process Specification of Process 1.4.
Process Name: Generate Job Order
Data In: Boiler Specification Order Information
Data Out: Job Information ( 1) Get boiler order details and specifications (2) Assigned the job no. and general details to that order
Process: (3) Record the job information in Jobs database ( 4) Deliver the job details to Engineering and Manufacturing
department by hand.
Table F.6. Process Specification of Process 1.5.
Process Name: Update Job Status Data In: Job Status Data Out: Updated Job Status
( 1) Receive job status informed by the manufacturing department
Process: (2) Record job status in Job database (3) Inform the current job status to the engineering department ( 4) Deliver the job details to Engineering and Manufacturing
99
Table F.7. Process Specification of Process 1.6.
Process Name: Issue Inspection Certificate Inspection Result
Data In: Sales Information Customer Information Boiler Order
Data Out: Inspection Certificate (1) Receive the inspection result of the boiler completed from
the engineering department. Process: (2) Retrieve sales orders, customer, and boiler order information
(3) Generate the Inspection Certificate (4) Deliver the Inspection Certificate to the customer
Table F.8. Process Specification of Process 1.7.
Process Name: Process Billing and Report
Data In: Order and Payment Information Customer Payment Bills
Data Out: Customer Payment Information Sales Report (1) Bills to customer (2) Get the customer payment
Process: (3) Pass the payment information to the Accounting department ( 4) Prepare Sales Report to the management level and
the Accounting department
Table F.9. Process Specification of Process 1.7.1.
Process Name: Generate Delivery Bill Data In: Order Information
Data Out: Bill Information Delivery Bill (1) Retrieve the order information from the Sales Order database.
Process: (2) Generate and print out the Delivery Bill (3) Attach the delivery bill with the product shipped to customer (4) Pass bill information to Process 1.7.2
100
Table F.10. Process Specification of Process 1. 7 .2.
Process Name: Generate Invoice Bill Information
Data In: Order Information Terms of payment
Data Out: Invoice ( 1) Get the bill information (2) Retrieve the order information from the Sales Order database. (3) Make sure the bill information matches with the order information
Process: ( 4) Retrieve the payment information from either Part Order or Boiler Order database.
(5) Generate and print out Invoice (6) Send to the customer by hand before the due date.
Table F.11. Process Specification of Process 1.7.3.
Process Name: Generate Receipt Data In: Customer payment
Data Out: Receipt Payment Information (1) Get the invoice paid by customer.
Process: (2) Attach the delivery bill with the product shipped to customer (3) Pass the customer payment information to the Accounting
department.
Table F.12. Process Specification of Process 1.7.4.
Process Name: Prepare Sales Report
Data In: Sales Information Part/Boiler Order Information
Data Out: Sales Report (1) Query the sales information, such as the order no, customer ID,
order type, subtotal, etc. from the Sales Orders database. (2) Retrieve the Part or Boiler Order details from either Part Orders
Process: or Boiler Orders database that match with the querying sales information.
(3) Generate and print-out the Sales Report (4) Send the sales management report to the Manager
Send the financial sales report to the Accounting department
101
Table F.13. Process Specification of Process 2.
Process Name: Inventory Subsystem The function is to manage and control the inventory which are tools,
Description: materials, and spare parts as well as generate the report to the management level.
Table F.14. Process Specification of Process 2.1.
Process Name: Process Inventory Request
Data In: Inventory Requisition Job Information
Data Out: Requisition Response Inventory Request (1) Receive the inventory requisition from the Manufacturing or
Engineering department or the service team Process: (2) Retrieve Job information of that inventory requisition.
(3) Hand on the inventory request to the requisitor. ( 4) Record the request into the Requisitions database.
Table F.15. Process Specification of Process 2.2.
Process Name: Handle Inventory Inventory Quantity Information
Data In: Part Name Inventory Requisition Price List Inquiry
Data Out: Part Order Response Purchase List with Supplier (1) Check the reorder quantity level of tools, materials, and parts (2) Refuse or accept the Part Order
Process: (3) Send the inquiry of inventory needed to be replenished to the supplier
( 4) Consider the price and select the appropriate supplier. (5) Pass the puchase list with the selected supplier name to Process2.3
102
Table F.16. Process Specification of Process 2.2.1.
Process Name: Check Inventory Status
Data In: Inventory Quantity Information Part Name Part Order Response
Data Out: Part Requested Inventory Quantity Information (1) Receive the name of part on order from Process 1.1
Process: (2) Check part name and quantity in stock from Inventory database (3) Response to that part order ( 4) Pass on the stock quantity of all inventory to Process 2.2.2
Table F.17. Process Specification of Process 2.2.2.
Process Name: Update Stock Quantity Inventory Quantity Information
Data In: Inventory Requisitions Quantity of Part Order
Data Out: Updated Stock Quantity (1) Recieve the current quantity in stock from Process 2.2.1 (2) Retrieve the requisition information from the Requisition database
Process: (3) Retrieve the quantity ordered the Part Orders database ( 4) Calculate the latest stock quantity by using the formula :
Stock Qty- (Qty Used+ Qty Ordered) (5) Record the result into the Tools, Materials, Parts database.
Table F.18. Process Specification of Process 2.2.3.
Process Name: Define Inventory Purchase Data In: Updated Stock Quantity Data Out: Purchase List
Process: (1) Check reorder level of inventory (2) List the inventory to be replenished
103
Table F .19. Process Specification of Process 2.2.4.
Process Name: Consider the appropriate supplier Current Supplier Information
Data In: Supply History Price List
Data Out: Inquiry New Supplier Information (1) Get the inventory purchasing list from process 2.2.3 (2) Consider the current supplier information and supply history
from the database.
Process: (3) Create the inquiry and send to the prospected supplier by hand or facsimile.
(4) Record the address of new supplier into Suppliers database (5) Receive the price list from the supplier (6) Pass the price list and supplier name to Process 2.3.1
Table F.20. Process Specification of Process 2.3.
Process Name: Generate Purchase Order
Data In: Supplier Infonnation Purchase list with Supplier
Data Out: Purchase order heading Purchase order details (1) Get the inventory purchasing list with the supplier name
from process 2.2.4 (2) Retrieve the supplier information from Suppliers database
Process: (3) Generate and print-out purchase order (4) Send the purchase order to the supplier by hand or facsimile ( 5) Record the purchase heading into Purchase Order database
Record the purchase details into PIO details database (6) Pass the Purchase Order to Process 2.4
104
Table F.21. Process Specification of Process 2.3.1.
Process Name: Generate PIO No & Date Data In: Purchase list with Supplier
Data Out: Purchase Order heading PIO heading (1) Get the inventory purchasing list with the supplier name
from Process 2.2.4
Process: (2) Assigned PIO No and input the PIO Date (3) Record PIO No, date, type, Supplier ID in Purchase Orders database ( 4) Pass the PIO heading to Process 2.3.2
Table F.22. Process Specification of Process 2.3.2.
Process Name: Enter Supplier Address
Data In: Supplier Address PIO heading
Data Out: Supplier Address
Process: (1) Input the supplier address to the purchase order (2) Pass the supplier address to Process 2.3.3
Attachment: PIO heading
Table F.23. Process Specification of Process 2.3.3.
Process Name: Enter Item Purchased
Data In: Tool/ Material/ Part Information Supplier Address
Data Out: Inventory Purchased Details (1) Retrieve the inventory information from the database
Process: (2) Input the inventory code, name in the purchase order (3) Pass the inventory details to Process 2.3.4
Attachment: PIO heading Supplier Address
105
Table F.24. Process Specification of Process 2.3.4.
Process Name: Enter PIO Details Data In: Inventory Purchased Details
Data Out: Purchase Order Purchased Details (1) Get the inventory purchased details from Process 2.3.3
Process: (2) Enter the unit cost, quantity, and buyer to the Purchase Order (3) Record the purchase details into PIO Details database. (4) Send the purchase order to the supplier by hand or facsimile.
Table F.25. Process Specification of Process 2.4.
Process Name: Process Inventory Received
Data In: Delivery Bill Purchase Order Updated Stock Quantity
Data Out: PIO Received Information Inventory Information (1) Make sure the inventory received is correct (2) Update the inventory stock quantity
Process: (3) Record the PIO status into the Purchase Orders database (4) Pass the inventory information to Process 2.6 (5) Pass the received purchase order to Process 2.5
Table F.26. Process Specification of Process 2.4.1.
Process Name: Retrieve Purchase Order Information
Data In: Purchase Order heading Purchase Order details
Data Out: PIO Information
Process: Retrieve Purchase Order heading and details from the Purchase Order and PIO details database respectively
106
Table F.27. Process Specification of Process 2.4.2.
Process Name: Check Physical Inventory
Data In: PIO information Delivery Bill Supply information
Data Out: Incorrect Inventory Delivered Correct Inventory Delivered (1) Make sure the inventory received matches with the purchase order. (2) If the delivery bill absolutely matches the purchase order, pass the
Process: delivery information to Process 2.4.3 If not, inform the unmatched information to the supplier.
(3) Repeat Step 2 until the purchase order is matched. ( 4) Record the supplier's supply information into Supplies database.
Table F.28. Process Specification of Process 2.4.3.
Process Name: Close PIO
Data In: Correct Inventory Delivered Data Out: PIO Status Process: Modify the PIO Status and record to the Purchase Order database.
Table F.29. Process Specification of Process 2.4.4.
Process Name: Update Inventory Information Data In: Inventory Received information Data Out: Updated Tool/Material/Part Stock Quantity
(1) Get the received inventory code and quantity. Process: (2) Calculate the current stock quantity
(3) Record the result into Tools/Materials/Parts database.
Table F .30. Process Specification of Process 2.4.4.1.
Process Name: Retrieve Inventory Code and Quantity Received Data In: Inventory Received information Data Out: Quantity Received Process: Get the received inventory code and quantity from Process 2.4.2
107
Table F.31. Process Specification of Process 2.4.4.2.
Process Name: Calculate Current Stock Quantity Data In: Tool/Material/Part Stock Quantity Data Out: Updated Tool/Material/Part Stock Quantity
(1) Retrieve Inventory Stock Quantity from the Tools/Materials/Parts database
Process: (2) Calculate the new stock quantity by using the formula : Stock Quantity+ Quantity Received
(3) Record the calculation result into Tools/Materials/Parts database.
Table F.32. Process Specification of Process 2.5.
Process Name: Payment Invoice
Data In: Receipt PIO Closed Information
Data Out: Payment
Process: (1) Make sure the purchase order status is closed. (2) Pay for the PIO value to the supplier after receiving Invoice
Table F.33. Process Specification of Process 2.6.
Process Name: Prepare Purchase and Inventory Report Inventory Information
Data In: Purchase Order Heading Purchase Order Details
Data Out: Report (1) Query the necessary information to generate the report
Process: (2) Generate and print-out purchase and inventory report to the management level.
108
USER'S MANUAL
The user's manual is a guide written to help the users to operate the proposed
system. In the application, the online reference is also provided to help the user to use
the application created in Microsoft Visual Basic 6.0. This user's manual explains step
by step the operation of how to create, add, delete, and modify records.
To Start the Sales and Inventory System on Windows
This application is already compiled into an executable file so that the user can
run the program by double clicking the application icon on desktop area.
When you first start the program, the initial screen displayed is the Security
Authorization screen as shown in Figure G.1.
Security Authorization
Figure G.1. Security Authorization Screen.
109
From the figure, the user has to put in their authorized username and password.
Then, click the Login button to access the system, or click the Cancel button in case you
want to exit the system. If the user fails to identify himself for three times, the system
will automatically quit and return to Windows.
Once the user is able to access the system successfully, the Main Menu Screen
(Figure G.2) will appear on the screen as shown below.
Figure G.2. Main Menu Screen.
This screen is for the user to access the operation comprised of three ma3or
functions; Data Maintenance, Transaction Recording, and Report. The user would use
mouse to point to the button and select the desired operation.
The Exit button is to quit the system and return to Windows.
110
(a) If the user select Data Maintenance function, the system will show sub
menu as in the Figure G.3 below.
Figure G.3. Data Maintenance Screen.
This function is to enter the facts of data as well as the routine updates
to stored data. The system provides for the ability to add and delete the
stored data as well as to change specific facts. The Data Maintenance Menu
will show five sub-menus of data; Customer, Supplier, Product, Inventory,
and Supply. The Exit button is to navigate back to the Main Menu Screen
(Figure G.2).
111
The Five Sub-menus of Data Maintenance are introduced as follows:
(1) Customer
Figure G.4. Customer Information Screen of Data Maintenance Menu.
This screen is to view, create, add, update, and delete the
customer data of the company. Each customer is assigned the
identification number for the ease of reference. The customer details
can be searched or retrieved by Customer Id or Company name.
112
(2) Supplier
Figure G.5. Supplier Infom1ation Screen of Data Maintenance Menu.
This screen is to view, create, add, update and delete the
supplier information. Each supplier is assigned the identification
number for the ease of reference. The supplier details can be retrieved
by the selected supplier ID or company name.
113
(3) Product
Figure G.6. Boiler Information Screen of Data Maintenance Menu.
This screen is to view, create, add, update and delete the boiler
information. Each boiler has its own model code for the ease of
reference. The boiler details can be retrieved by the capacity only.
The result of capacity selected will be shown in the grid.
114
( 4) Inventory
The inventory information screen is to view, create, add, update
and delete the inventory information. The inventory is divided into
three types; spare part, tool, and material. Each of them is separated
by each tab name. The Part Category tab is a complement of the Part
tab as it identifies the category type of each spare part. Figures G. 7
and G. 8 show the inventory information screen if the Spare Part tab
and Part Category tab is selected respectively. Figures G.9 and G.10
show the screen ifthe Tool and Material tab is selected respectively.
Figure G.7. Spare Part Tab oflnventory Information Screen of Data Maintenance Menu.
115
(5) Supply
Figure G.11. Supply Infonnation Screen of Data Maintenance Menu.
This screen is to record and modify the inventory supply history
of each supplier. All types of the inventory, including part, tool, and
material, are involved in this screen. The user can also view the
current inventory information by type of part, tool, or material shown
in the grid. This function is to make ease of recording the data in case
the inventory code is not recognized to the user.
119
(b) The sub-menu of Transaction Recording function is illustrated in the Figure
G.12 below.
Figure G.12. Transaction Recording Screen.
This function is to process the data of routine transaction. The user
can respond to business transactions which are Order Entry, Job assignment,
Requisition, and Purchase Order. The Exit button is for navigating back to
the Main Menu Screen (Figure G.2).
•
120
(1) If Order Entry operation is selected, the next screen is shown in Figure
G.13. This operation is to process either the part or boiler order as
soon as the purchasing order is issued from the customer.
The user needs to enter the order heading information in the
Figure G.14 which are order no. and customer id. Once the customer
id is filled in, the other customer information related to that id will be
retrieved automatically. The user can view the customer information
from the customer tab (see Figure G.15). The user also need to input
the order general information such as order date, order type, shipped
date, and the customer shipping address. If the shipping address of the
customer is the same as the billing one, the user can click at the Same
as Billing Address button to retrieve the recorded billing address
automatically.
121
Figure G.14. Customer Tab of Order Entry Screen of Transaction Recording Menu.
From the figure, this screen is pnmary used to view the customer
information related to the customer id entry. If there is new customer, this screen
can also be used to add the new record of the customer. After the user enters all
new customer information, Add Customer button is needed to be clicked in order
to add the new record in the customer database. The purpose of this button is to
make ease of recording the new customer data immediately without navigating to
the customer information screen of data maintenance menu (Figure G.4).
123
Figure G.15. Part Tab of Order Entry Screen of Transaction Recording Menu.
From the figure, in case of part order, the system requires the part
information such as inventory code, description, category id, etc. There can be
several parts in an order. Therefore, the part information is entered one by one.
After the user enters one part information, the Add to the list button must be
clicked in order to add that part to the list shown in the grid. Then, the user can
enter thP, other part ordered. The Remarks box is provided for taking note
attached to the order, for example "no VAT is included".
124
Figure G.16. Boiler Tab of Order Entry Screen of Transaction Recording Menu.
The boiler order is raised in this example. The system requires the general
information which are boiler model, unit price, and quantity. There can be several
boiler models in an order. Therefore, the boiler information is entered one by one.
After the user enters one boiler information, the Add to the list button must be
clicked in order to add that boiler to the list shown in the grid below. Then, the
user can enter the other boiler ordered. The Remarks box is provided for taking
note attached to the order, for example "no equipment cost is included".
The system automatically calculates the price of the order. The user can
refuse to calculate VAT 7% by enter the zero number in the VAT 7% text box.
Then, the system finally calculated the grand total of that order.
125
(2) If Job operation is selected. The next screen is shown in Figure G.17.
Figure G.17. Job Information Screen of Transaction Recording Menu.
This screen is to add, update, and delete the job information
which is assigned by each boiler order. The user can also view the
current job assigned in which its status has not closed yet, in the other
words, that boiler job is not installed and tested-run. The system also
generates the Model and Customer data of the boiler order related to
the job.
126
(3) If Requisition operation is selected. The next screen is shown in
Figure G.18.
Figure G.18. Requisition Screen of Transaction Recording Menu.
This screen is to record or modify the inventory requisition of
the job. The user needs to enter the requisition No. and Date in the
Requisition frame. The Job information frame needs only Job no. data
input. When the user press Enter button on the keyboard, the system
will generate the Model and Customer data automatically for the
information of the user. When the Inventory Code is entered, the
Description, Quantity in Stock, and Unit of Measure data is retrieved
automatically. The last data entry is Quantity Used data.
127
------- ---------------------------
(4) If Purchase Order operation is selected. The next screen is shown in
Figure G.19.
. . .. . .· I . . ... I ·;;:;~;- I '· ;~aveP/O .•J,!pdate ~
. .
Figure G.19. Purchase Order Screen of Transaction Recording Menu.
This screen is to record, update, delete the purchase order
information which is approved by the purchasing/store manager.
Purchase Order frame requires all input from the user.
Supplier information frame requires the user to select either the
Supplier Id. or Company from the list in combo box, then, the system
will retrieve the rest of supplier information automatically.
Item Selection frame requires the user to select either the
Inventory Code or Description of the purchased item from the combo
128
box. The system will generate the Unit of Measure data automatically.
The user is also required to input the Quantity to be purchased and the
Unit Price in the text box. The next step is to press the Add to the list
button to show each item purchased information in the database grid.
If there still has another item to be purchased, the user can enter the
data in this frame again by following the procedure mentioned above.
Ultimately, the system will calculate the sub-total and total
amount of purchase including VAT 7% automatically.
129
(c) The sub-menu of Report function is illustrated in the Figure G.21 below.
Figure G.20. Report Main Screen.
This screen shows the list of reports generated by the system. The
selected report will be displayed on the screen and also printed out if the
user wishes. Some report options contain the sub-menu for the user to
query the desired information. For example, the Sales by Part and Sales by
Boiler report can be generated by month and by year according to the desire
of the user. These reports are shown in Appendix D.
The Exit button is for navigating back to the Main Menu Screen
(Figure G.2).
130
Table G. l. The button description of Sales and Inventory System.
Button Function Its function is to retrieve the information related to the data entered in its text box. The system will automatically generate the new record of the database. This is called the "Data Control" which is used to view the information of the previous or next record, and the first or last record of the database. Its function is to add new record to the database as the latest one. After the user enters all information on screen, the Add button is needed to be click to save it as the last record of the database. This button is used in case the current record is modified. For example, after the user makes some change of information on the record no. 14 out of20, the Update button is dicked to save the new modified record. This button is used to delete a record in the database. The user needs to select the desired record first, then click Delete button to delete that record from the database. This Clear button is used to reset all the text box input on screen to null value. This allows the user to input all fields again. Its function is to close the current window and return to the previous menu.
131
--~----------------------
,.....
w
N
! C
usto
mer
co
de &
det
ails
Rea
d C
usto
mer
Cus
tom
er
Cod
e !
& d
etai
ls
Get
C
usto
mer
! Cus
tom
er C
ode
& d
etai
ls
Proc
ess
New
Cus
tom
er
! C
usto
mer
det
ails
Quo
tatio
n de
tails
Get
Q
uota
tion
Det
ails
! Quo
tatio
n de
tails
Rea
d Q
uota
tion
Boi
ler
mod
el
Get
B
oile
r ! Boi
ler
Rea
d B
oile
r
Par
t no
.
Get
P
art ! Par
t
Rea
d P
art
! Sa
les
orde
r de
tails
9 C
usto
mer
, t
Quo
tatio
ns,
Boi
ler
or P
art
Gen
erat
e Sa
les
Ord
er
Figu
re H
.1.
Stru
ctur
e C
hart
of O
rder
Ent
ry o
f Sal
es S
ubsy
stem
.
~ Sale
s or
der
deta
ils
i P
art o
n or
der
Writ
e P
art
on O
rder
Writ
e Sa
les
Ord
er
i Par
t on
orde
r
Writ
e B
oile
r on
Ord
er
,....,... w
w
! Sa
les
orde
r
Rea
d Sa
les
Ord
er
Cus
tom
er a
nd !
Ord
er d
etai
ls
Get
O
rder
det
ails
~ P
art o
n or
der
Ord
er n
o.
Cus
tom
er n
o.
Rea
d P
art O
rder
R
ead
Boi
ler
Ord
er
!
Sal
es C
oord
inat
or
~ C
usto
mer
and
O
rder
det
ails
! Unf
orm
atte
d Sa
les
deta
ils
Cal
cula
te
Sal
es A
mou
nt
Cus
tom
er n
ame
Rea
d C
usto
mer
~ Unf
orm
atte
d S
ales
det
ails
Fig
ure
H.2
. S
truc
ture
Cha
rt o
f Pre
pare
Sal
es R
epor
t o
f Sal
es S
ubsy
stem
.
! For
mat
ted
Sale
s de
tails
For
mat
S
ales
det
ails
~ Fo
rmat
ted
Sale
s de
tails
Writ
e S
ales
Rep
ort
,_.
w ~
! To
ol d
etai
ls
! Tool
Get
To
ol
Tool
I·
Rea
d I
Mat
eria
l de
tails
Get
M
ater
ial
! M
ater
ial Rea
d M
ater
ial
! !
Par
t na
me,
S
tock
Qty
Get
P
art
nam
e &
S
tock
Qty
! Par
t Par
t R
ead
1·
Figu
re H
.3.
! P
art
on
orde
r
Get
P
art
on o
rder
! P
art o
n or
der R
ead
Par
t Ord
er
Sto
re/P
urch
asin
g M
anag
er
! In
vent
ory
Req
uisi
tion
and
Qty
use
d Get
In
vent
ory
Req
uisi
tion
! In
vent
ory
Req
uisi
tion
and
Qty
use
d Read
In
vent
ory
Req
uisi
tion
~ In
vent
ory
Sto
ck Q
ty,
Qty
use
d,
! Low
-leve
l in
vent
ory
list
~ ~vall
a~~~ re~~a
lna~I~~
resu
lt
Qty
ord
ered
~-~---
Sto
ck Q
ty,
Tra
nsfo
rm
Con
trolle
r
~
Par
t N
ame
Che
ck
Inve
ntor
y A
vaila
bilit
y
Inve
ntor
y ~ !
Qty
use
d, Q
ty
Upd
ated
or
dere
d S
tock
Qty
U
pdat
ed
Sto
ck Q
ty
! Low
-leve
l in
vent
ory
list
Upd
ate
Sto
ck Q
ty
Che
ck
Reo
rder
Lev
el
Res
pond
to
Par
t In
quiry
Stru
ctur
e C
hart
of H
andl
e In
vent
ory
of In
vent
ory
Subs
yste
m.
~ Low
-leve
l in
vent
ory
list
Dis
play
Lo
w-le
vel
Inve
ntor
y
~ Lo
w-le
vel
inve
ntor
y lis
t
nn
Inve
ntor
y P
urch
asin
g Li
st
,_.
w
Vl
Inve
ntor
y R
ecei
ved
Get
In
ven
tory
R
ecei
ved
c?
Sto
re C
ontr
olle
r
Inve
ntor
y R
ecei
ved,
~ ~
Inve
ntor
y In
fo. ~
~ !
Get
In
ven
tory
In
form
ati
on
o"4 ~'a
Inve
ntor
y C
ode,
St
ock
Qty
In
vent
ory
Rec
eive
d
Get
In
ven
tory
Inve
ntor
y R
ecei
ved,
I U
pdat
ed
Inve
ntor
y In
fo.
Stoc
k Q
ty
Cal
cula
te C
urre
nt
Sto
ck Q
ty
~ U
pdat
ed S
tock
Qty
Wri
te C
urre
nt
Sto
ck Q
ty
Fig
ure
H.4
. S
truc
ture
Cha
rt o
f Pro
cess
Inv
ento
ry R
ecei
ved
of I
nven
tory
Sub
syst
em.
BIBLIOGRAPHY
1. Connor, Denis. Information System and Design Road Map. Englewood Cliffs, NJ: Prentice Hall, 1985.
2. Date, C. J. An Introduction to Database Systems, 6th Edition. Menlo Park, CA: Addison Wesley Publishing Company, Inc., 1995.
3. Elonka, Steve. Standard Plant Operators' Manual, 2nd Edition. NY: McGraw-Hill, 1989.
4. Forouzan, Behrouz. Introduction to Data Communications and Networking, International Editions. Singapore: McGraw-Hill, 1998.
5. Kotler, Philip. Marketing Management, 8th Edition. NJ: Prentice-Hall International Inc., 1994.
6. Laudon, Kenneth C. and Jane P. Laudon. Management Information Systems, 5th
Edition. Upper Saddle River, NJ: Prentice Hall, 1998.
7. Peterson, Pamela P. Financial Management and Analysis. NJ: McGraw-Hill, 1994.
8. Stallings, William. Local & Metropolitan Area Networks, 5th Edition. NJ: Prentice Hall, Inc., 1993.
9. Tanenbaum, Andrew S. Computer Networks, 3rd Edition. NJ: Prentice Hall, 1996.
10. Whitten, Jeffrey L. and Lonnie D. Bentley. Systems Analysis and Design Methods, 4th Edition. CA: McGraw-Hill, 1998.
136
b e ~r T eb ~i"CT St. Ga ne1 s x..ti r"'"" 1