In Partial fulfilment of the requirements in

IS 311: System Analysis and Design

“Inventory and Sales System for Pluma Veterinary

Clinic”

Submitted by:

Christopher B. Baliguat
Nepthalie A. Dionela Jr.
Florentino Jr C. Quines

Submitted to:

Prof. Meljohn V. Aborde, MIT

Date Submitted:

February 01, 2018

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 Chapter I
The Company

History Background

On August 28, 2007, Pluma Veterinary Clinic was founded by a

married couple Mr. Armando C. Pluma & Mrs. Louilyn A. Pluma. They had the
same profession as a veterinarian and decided to stand up the business
located at Door 1&2 Gahol Bldg. J.P Laurel Ave. Bajada Davao City.

Management Hierarchy/Organizational Chart

Figure 1: Organizational chart

Veterinarian – The person qualified and authorized to provide medical care

to animals, entertains emergency calls to clients, and manages the financial
needs of the company as well as accomplishing the goal of improving its sales
and services.

Secretary–The person who entertains walk-in and walk-out customer,

making records, monitoring stocks-in and stock-out in the inventory, assisting
the veterinarian during surgeries, and in charge of keeping the payments
receipts.

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Business Environment
Pluma Veterinary Clinic is able to give service to any type of
customers, usually their targets clients are pet owners who are going to check
up the condition of their pets. A laboratory test, birthing, performing surgery,
or advising an owner on feeding and care of their pets are their objectives.

Description of the Existing System

Pluma Veterinary Clinic is currently using a manual system. Every
transactions and process of the company are done manually. This includes
the customer payments, monitoring the inventory and generating reports. The
current processes of the company’s manual system will be discussed in the
following.

Check-up
For the clinic process, all procedures are done manually. In the first
place secretary ask the client if they are new client for this veterinary, when
the client are old for this company secretary ask for their family name to find
their record files in the index card, and then if new client is fills up all the
necessary information on an index card including the name of the owner,
address, contact, and the pet’s information which includes the breed, the pet’s
name and the pet’s date of birth. Second, the secretary now gets some partial
test of the pet like its weight scale and body temperature before
recommending the client to the veterinarian. Third, the client now proceeds
directly to the check-up room as the doctor asks the owner about the pet’s
condition and if the pet has any diseases or symptoms. Fourth, the doctor
runs the test to diagnose the pet’s health condition. After the diagnosis, the
doctor will hand out the prescribed medicines for the pet and if the pet needs
to undergo surgery. Fifth, the doctor writes all the services the pet has
undergone and the secretary will now calculate the bills manually that is being
charged. Finally, the client now pays the secretary and the secretary offers a
two copy of the official receipt that will be given to client and the one is the
daily sales of the company.

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 There is also addition process during vaccination needs for their pet.
The new client wants for their vaccination the secretary give the “pet health
record” of the pet. The client fills up all the information needed in the card.
After that when the pet now injected the vaccine the sticker from vial’s will be
paste on the “pet health record” to note the next schedule of the vaccination of
their pet. The secretary also has records for their next vaccination of the pet to
know the next schedule for their vaccination.

Sales
For the sales process, all clients entering the clinic can freely choose
what to buy or he/she can ask the secretary what would be the prescribed
product for his or her pet. Upon selecting a product, the customer proceeds to
the counter with his/her product then the secretary lists all the items on receipt
and calculates it manually. Once the receipt has been made, the customer
now pays the total items on cash that will be given to the owner directly. After
the given process, the secretary issues two receipts, one for the customer and
one for the secretary to keep their daily sales and keep it until the end of the
month. During the end of the month, all receipts that have been kept will be
check. All the receipt and each detail in the receipt including the name of the
product sold, quantity, and service the secretary write down all on the sales
log book record to know all total of the monthly sales. The sales log book will
be given to the veterinarian to check their monthly sales. After that the
secretary pays on the Bureau of Internal Revenue for their taxes.

Inventory
The inventory process monitors the first day of the month and end of
the month. When the secretary is in her duty for the first day of the month she
will count all the items and record in the inventory list to know all the stocks
has been available and after that when the month end she will again record all
the items in the inventory list. The stock in-charge is the secretary to keep
track and update their inventory. Automatically all products in the inventory
are shown in the display shelves product in the company. Once she found
out, that there are products that few stocks are remained. She informed into

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the veterinarian will have the authorized to order the new product. She will
write on a piece of paper the name of what current stocks of the product left in
their shelves to add new stocks of the delivered product. After that when the
products are already delivered, the secretary will update the inventory record
list for the product that was been added on the stocks.
There is also addition process for the products usually secretary check
the expiration date of the product during inventory but not all the time because
the duration of the expiration date of their products comes of 2 to 4 years.
When products that has almost near to expired the product will be pull-out on
the products shelves and will be given to the owner to use this products to
their own pet.

Purchase Order
When the shortage of a certain product happens or some of their
stocks are almost sold out, the secretary writes on a scratch paper all that is
needed to be added again. It will be given to the veterinarian who is
authorized to call the supplier by text or communicating online to order the
next batch of products. The veterinarian ask the supplier if the product that
they need to purchase is available, next the supplier will check if the
requested product was available, after confirming that the item is available,
the company ask again if how much it is, so that they can prepared a budget
for ordered items, next is the agreement regarding on what process of
payment they will take and the schedule of the delivery. The payment usually
paid after delivered. They get their new ordered products, two or three days it
depends on schedule for shipping order of their supplier. After that the
company will wait for the ordered item to deliver.

Receive Order
When the delivery arrives the secretary check first the product if there
is any defect if there is any defected product will be replaced immediately.
Next the supplier hands out the list of all the demanded order by the company
The secretary receives the sales invoice for the delivery to know what items
they have been receiving and checks all the items on sales invoice from the

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delivery. After all the items received are sufficient, the secretary will sign and
receive the one copy of sales invoice from the delivery. The secretary will
arrange delivered products into the shelves and the secretary update the
inventory record list for the new stocks to be added and lastly they keep the
receipt.

Data Flow Diagram

Figure 2: Context flow diagram

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Data Flow Diagram

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 Figure 3: Data Flow Diagram Level-0

Document Analysis
Below are the company’s documents which were being analyzed by
the researchers to give changes for an accurate data presentation.

Figure 4: Statement of Account

In figure 4 this is the sales invoice of the company or receipt. The

receipt contains the service cost charged by the company. It also uses when
the client buying the items/product on the company and list all by the
secretary. This form is served as the daily sales of the company.

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 Figure 5: Cash Invoice

In figure 5 show the picture is the official receipt of the company. Their
receipt shows the purchased product name, quantity and total amount,
signature of the cashier and the name and location of the Pluma Veterinary
Clinic company. The receipt also indicates the date of purchase, which is
especially important to the company to record transactions. The company
gives this receipt to their client every time they purchase but it might cause
problem because there are instances that secretary written it mistake that
may cause alteration because of writing it manually.

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 Figure 6: Sales Logbook

In Figure 6, the list shows every monthly sale from the statement of
account or official receipt. This sales logbook includes the date of the
transaction, purchased items, products, price, quantity, sales, and services.
They compute their monthly sales to come up with a monthly sales report.

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 Figure 7: Inventory List

In Figure 7, it shows the list of all products and items which are available in
the company. This form has a product name, stock on hand, stock in, stock
out, sales, and inventory. This form is served as the inventory of products and
items, wherein the secretary is the one who managed the inventory.

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 Figure 8: Charge sales invoice
In Figure 7, this is a form showing the sales invoice from the supplier. This
form has a quantity, unit, articles, unit price, and amount. The secretary is the
one who manages the receiving of stocks. This receipt is very important to the
company, because this is the basis in updating the inventory records.

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Definition of Terms
The following are the terms used as a title for the study.

Pluma Veterinary Clinic – An establishment where it serves the medical care

of the animals like a vaccine, home service, grooming, medicines, and other
clinic activities by a veterinarian.
Walk-in customer - Clients who freely go to their clinic anytime during the
day without an appointment.
On-call customer – Client who approach through phone calls to notify the
company on how to secure the health of their pets.
Inventory – A complete lists of items or products and other details used by
the company.
Sales – It is the exchange of a commodity or services for money.
Index Card – It is used to note the personal information of the owner and the
pet’s information.

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 Chapter II
The Proposal

Statement of the Problem

The researchers gathered data from the company through interview
and allowed the company’s representative to discuss the business process of
the existing system. Based on the observation from the discussion, the
researchers pointed out the following problems:

Tedious in creating monthly sales

The company is using a manual procedure for their monthly sales
record, in which they have a copy of the statement of account or the official
receipt which is being kept from the start until the end of the month. During
the end of the month, when the secretary begins in creating the monthly sales
report, all the receipts that was kept from the start until the end of the month
will be sorted in order by date, this process is very tedious because all the
receipts that was kept during the month will be checked with proper label and
sorting in the date it was issued; for this reason, the secretary will now scan
every single receipt in order for her to file the sorted receipts. This process
makes the creation of the monthly sales report tire some. After filing the
official receipts in order, the Secretary will encode all the details from the
official receipt in the record book and double check each record to make sure
it is accurate and no lapse is made in writing on the sales log book to avoid
uncertain data. There are instances that the secretary needs to assist the
client or the veterinarian and for some reasons there is a customer that will
buy a product, a customer that needs to pay, entertaining the customer for
questions, helping the veterinarian to put the pet in the weighing scale or even
clean the floor if the pet accidentally poop. Due to the fact that the company
has only two personnel, the creation of the monthly sales report will be
stopped whenever this case happens. In this company, a secretary has a
massive load of obligations to do so it very likely that these problems really
occur. All things considered, their method in creating monthly sales report is
tedious and the time they are allotting is inadequate that always causes delay.

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Difficulty in retrieving client ‘s information records
Client’s information and its pet is written on an index card, this index
card serves as a record book that holds information about the client with its
pet’s information and medical history. A problem arises when old clients
revisits the clinic for their pet’s succeeding checkup, this problem occurs when
the secretary attempts to find the record because the storage which the index
cards have been stored has three boxes and all of it contains all the index
cards of all the clients of the clinic which is nearly one thousand records.
Furthermore, along with the business growth; the number of the client’s data
and information also grows. As a result, there will be a situation where in the
index card of a specific client will be filled up. For this reason, the secretary
will add an additional index card and attached it to the original one. As time
will pass by, the index cards will become multitudinous so bigger storage is
needed to store the records. Another reason makes the retrieval of the index
card difficult is that some writings written on it becomes blurry so the secretary
becomes confused on what is really written on the record. The retrieval of the
client’s index card is very difficult for the company; the secretary need to exert
a strenuous effort for her to find it. The number of index card is the reason
why it’s difficult to retrieve. Although the index cards are arranged
alphabetically, it’s still very difficult to retrieve it because it’s very numerous
and some the of the writings written on it are blurry and difficult to read. All
the information that was stored on the index card is very critical especially it is
about the pet’s medical history so it is imperative to store these records
properly with easy retrieval.

Improper monitoring availability of stock

The inventory of the company is monitored every first day and last day
of the month, this causes a problem because an inventory of stock availability
is needed to be done from time to time in which the company doesn’t conduct.
As a result, the product’s availability in the stock inventory will not be
determined. Every time a customer asks for a product’s availability, the
secretary will go to the shelves to check if the product is available or not. In
addition, bestselling or low selling products will not be detected. Every time
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there’s an item sold, the company’s inventory does not update automatically.
The secretary only updates and monitors the company’s stock inventory every
time there are new supplies delivered. Whenever there are products that is
nearly sold-out, the company cannot identify immediately which product is
needed to be reordered or to be resupplied again due to improper monitoring
of the stock inventory. Some products aren’t on track to when it’s going to be
fully supplied again. This leads to the delay in supplying their products.

System Objectives
The general objective of the study is to create an Inventory with Sales
System for Pluma Veterinary Clinic. The study specifically aims to do the
following:

Fast processing of generating sales reports

The proposed system will provide an archive function wherein all the
transactions done will be generated as reports. For every transaction, daily
sales will be updated in the system. Aside from daily sales report, the system
can cater the monthly and the annually sales report. With this solution, it will
help the company business to determine without difficulty their current daily
sales with this feature, the productivity of their process will be faster with more
accurate detail.

To provide an efficient way of retrieving records

The proposed system will provide an accessible storage of records.
Every information of the client is safely stored on a database and can retrieve,
update and search records, and to avoid duplication and not to repeat the
procedure, the proposed system will provide an arranging record in
alphabetical order to secure the retrieving of records.

To provide an accurately monitoring stocks availability

The proposed system will provide a module wherein all information
about the products that are needed for updating their weekly dues can be
easily done in every transaction. If the secretary will monitor the inventory, the

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proposed system will provide a list of all items that has been categorize by
product to identify what product has almost near to enough of stocks. The
proposed system will automatically deduct the item sold on inventory every
transaction is done, the system automatically have color coding scheme in the
inventory tracing all product information would be quick.

To provide real-time backup of the database storage

The proposed system can prevent the loss of records. Once the new
client’s information is entered into the system, it will be no longer removed.
There will be an automatic backup of the database storage on every
transaction either external storage. In case that the clinic and system itself will
encounter technical problems and the current records might be deleted or
removed, there will always be a backup storage of records that are nearly
updated to current records.

To control and secure information

The proposed system has security features which it requires a

username and a password to log in prior to access the system. The admin
and staff are the users of the system. Secretary can also access the system
but has a limitation. This provides security from unauthorized access.
Every action that the user does, the system automatically records and
stores the log in a secret database that only the admin can access.

Feasibility Study

Technical
This alternative proposed by the analysis is technically feasible
because any technical requirements are evidently viable since the company
itself has recommended being used. In equipment implementing the stand-
alone system, it requires having at least one computer unit for the specified

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transaction for who manage which is the secretary. It is accessible even or
without an internet connection, which the system function is an offline and
manageable application.

Operational
The main reason for offering this alternative is to help the company in
providing a quality service to the customers. With the use of this alternative, it
can help executing the company functions electronically from manual
procedures. It can be reliable and easy to use through a simple and functional
application.

Economic
It is not necessarily acquired to cost money for the installation and set
up because it is offline that doesn’t need any additional materials or devices.
The company is willing to accept this kind of alternative proposed system to
make their system more effective and efficient and decrease their working
hours.

Table 1: Software Cost

Cost Benefit
 Provide accurate data and computation.
 Maintain accuracy and data integrity.
 Efficient processing of transaction
Software Cost  High Level file security.
 Fast and reliable transaction on sales
 More secured files and records
 Prevent data redundancy
System Cost  Fast and reliable tracking of stocks and
products status
 Easy retrieval and storing of data
 Fast and accurate reports
Personnel  Improves the quantity of services
 Familiarization and understanding on the
and Maintenance
functionalities of the system.

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 Table 2: Hardware Cost
Hardware Specification Price
Quantity
Processor Intel Core Duo
Memory 2gb RAM
Hard Disk Drive 300gb
I Input devices Keyboard & Mouse Available
Monitor Acer LED monitor
15’’
Printer CANNON PIXMA
MP 250
TOTAL 0.00

Table 3: Software Cost

Software Specification Price
Operating System Windows 7
Program XAMPP Free
Visual Studio Professional

Total 0.00

Table 4: Personnel Cost

Monthly Salary Rate X 5 months

Personnel Position
duration of this project

Project Manager Monthly Income: PHP 180,000.00

Designer Monthly Income: PHP 55,000.00

Programmer Monthly Income: PHP 55,000.00

Total Amount PHP 290,000.00

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Source : https://myjobstreet.jobstreet.com

Table 5: Summary Cost

Hardware __________
Software __________
Personnel PHP. 290,000.00
System Cost __________
TOTAL: PHP. 290,000.00

Gantt Chart

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 Figure 9: Gantt Chart
Scope and Limitation
In general, the focus of this study is directed towards the system of the
Inventory with Sales System for Pluma Veterinary Clinic. The system will
make sure to manage and monitor the transaction in sales and inventory of
the company. The sales system will have a reporting, viewing and retrieving
function for the client records and can certainly retrieve the specific record
through an organized process. Inventory system will monitor all the reports
and items time to time. The system will make sure that all the transaction in
sales and inventory will have a database for its storage purpose. Also, the
system will provide security to avoid leakage of data, as the authorized person
can only access the system. The Admin must log in their username and
password to do their transaction and no changes can be made in it until it
verifies their username and password which is stored in the database.
The system can only be used for the management of Pluma Veterinary
Clinic for their sales and inventory system. The proposed system is not
applicable in a network-based, it is made of a single unit used by one person
at a time and not connected to another computer. This will only cover the
sales and inventory records and transactions of Pluma Veterinary Clinic.

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