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DEDICATION

This study is dedicated to our parents who never failed to

be with us always especially when the time that we needed them

the most, for giving us all we need each and every day of our

lives and for the moral and financial support they gave us during

the time we developed our system. Also, to the Computer Studies

Faculty for giving us time and knowledge whenever we approach

them about our doubts and problems while making this study. And

most of all, to our Almighty God for giving us strength, wisdom,

patience, perseverance and love in accomplishing this study and

defending it to the panelists.

All of these positive outcome will not be possible without

their presence in the midst of our eagerness to finish our

course.

Thank you very much.


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Benjamin C. Cabusas (BCC) Enterprises Online DealersTransactions Monitoring System

-----------------------------------

A Capstone Project

Presented to the Faculty of the

Computer Studies Program

Father Saturnino Urios University

Butuan City, Philippines

-----------------------------------

In Partial Fulfillment

of the Requirements for the Degree

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

-----------------------------------

by

Angelito Escol

Candy Claire Bucong

Efrenilo Lascua

James Kenneth Bollozos

Ralph Mordeno


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March 2012

Executive Summary

The subject, BCC Enterprises, is a dealer of Avon

Products such as Cosmetics, Gadgets, Men, Ladies and

Childrens wear, Lingerie, etc. The first ten years of

dealing with people, it is managed by Mrs. Semfronia

Semie Cabusas and in the following year up to now, Mr.

Benjamin Cabusas is the one who replaces his mother as the

manager of BCC Enterprises.

Their old system existed in the time of the first

manager and owner, and until now it is visible but already

not in good condition. It is now only used for printing

TRAs (Trust Receipt Agreement) and viewing dealers and

their respective areas. Also, the appearance of their old

system is not organized and not-so-easy to manipulate.

By these problems, the researchers were able to catch

their desire to have a new system for their establishment.

But as an aspirants in programming, they just limit the

topic and take just a part from the establishments over-

all old system to upgrade and update. They then decided to

design/create an online system that monitors their dealers

transactions and have an overview to the in-and-out of the

products.

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TABLE OF CONTENTS

Title Page i

Executive Summary ii

Table of Contents iii

Chapter 1. Introduction

Project Context 1

Purpose and Description 2

Objectives 3

Scope and Limitation 4

Review of Related Literature 6

Technical Background 7

Chapter 2. Methodology

Requirements Specification 8

Analysis 11

Design 12

Development and Testing 27

Recommendations 28

Implementation Plan 28

Definition of Terms / Operational Terms 29


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CHAPTER 1. Introduction

Project Context

Nowadays, Database Management System with regards to

web-based programming is the most widespread by means of

storing and retrieving data information and accessed

through time. Many establishments or even institutions like

schools, banks, companies, enterprises, organizations, etc.

use this kind of data management for the convenience of

data utilizations. This system is normally connected to the

sales and inventory system in order to monitor the incoming

and outgoing of stocks/products in a certain establishment,

company, etc. Also, it has a more organized and secured

place for your data such as price variations, sales and

inventory reports, and other data needed to be backed up

for future purposes.

In connection, the researchers will be assessing the

Online Dealers Transactions Monitoring System of BCC

Enterprises, a private establishment, dealer of Avon

products. They chose this establishment for they have been

using an obsolete system for many years now and almost all

functions of their system turns into manual for it had

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already been corrupted. In addition, some files in their

Database Management System had been corrupted but still

accessible.

With this, they draw their goals for their subject and

will create the Dealers Transactions Monitoring System

into a web-based environment. Basically, they will change

the graphical user interface and also add some add-ons that

are not available in the old system and was suggested by

the owner.

Purpose and Description

The purpose of this project is to come up with a

system that is more fair condition and has a more

systematic approach in monitoring the dealers transactions

of BCC Enterprises. The use of web technology makes the

users more convenience. The Online Dealers Transactions

Monitoring System could improve the effectiveness of BCC

Enterprises in terms of record keeping and efficiency of

sales flow transactions used in decision making. It will

also provide more efficient support and service to their

dealers. It will eliminate the paper-based workloads that

are more time consuming and inefficient in terms of saving

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information. Specifically, information offered by this

study would be greatly beneficial to the owner, employees,

dealers, costumers and future researchers.

Objectives

General Objectives

The researchers aimed to come-up an Online Dealers

Transactions Monitoring System for BCC Enterprises with

some additional functionalities and features so that the

proposed system will be more comfortable to operate, easy

to manipulate, accurate in processing transactions and most

of all, informative to the users.

Specific Objectives

The following are objectives that our group would like to

achieve:

- Online registration of dealers and issuance of

dealers account numbers which can be used by their

costumers in paying their credits.


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- Turn into a web-based system the old one used by BCC

Enterprises.

- Change GUI into a more user-friendly and good to look

environment of the system.

- Add functionalities such as pass due reminders,

products ordered viewer, data back-up and restoration,

etc.

Scope and Limitation

The Dealers Transactions Monitoring System of BCC

Enterprises covers the functions in the following web pages:

Administrator

In the administrator page, the user can perform all

functionalities of the system such as to create dealers

account, approved pending applicants, edit/update accounts,

access dealers accounts; its credit reports and payment

reports, inventory of products, and view TRAs; by dealer or

monthly. Also, it can alter product information and

discounts depending on the latest brochure contents.

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Cashier

In the Cashier page, it can perform almost all of the

actions of the Administrator except for the inventory of

products and editing of dealers account.

Dealer

As soon as the dealer is log-in to its account, it can

view the transactions made; TRA number, products ordered,

due date, total discount, total amount, partial payments

and outstanding balance.

Homepage

In the homepage, there is a registration page link

that when filled-up, the information directly goes to the

pending requests page in the Administrators page. Also,

after verifying the account and already a dealer, it can

log-in automatically using the given dealer ID and password.

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Review of Related Literature

Dealership is an authority to sell a commodity. It may

be a sales agency or a distributor with such authorization.

[http://dictionary.reference.com/browse/dealership]

The researchers conducted an interview to the owner of

BCC Enterprises, Mr. Benjamin C. Cabusas, and they gathered

all the information needed to create a system out from the

problems cited by the owner and some improvements he wanted

to be added in the system.

As they think of the solution and perform many

researches, they encounter some articles that are similar

to the topic they have. In comparison, it may differ only

to products dealt and size of the business but in terms of

its systems, it has no farther dissimilarities.

In the old system that the BCC Enterprises used, it

was programmed using Turbo C programming language and it

hadnt take any system maintenance for about 5 years now.

The owner stated that he is planning to hire a programmer

to revise his business system and that he is finding that

time because it would be a break to the establishments

operation while upgrading the system.

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With this, the researchers grab the opportunity to

render a functional Dealers Transactions Monitoring System

that is web-based. They base the program to the old system,

altering its graphical user interface to a more user-

friendly environment and restoring the efficiency of

backing up data of the dealers, products, reports, etc.

Technical Background

The BCC Enterprises is on business for 15 years now

and still serving many dealers/costumers. Their point of

sales can be in cash basis or on credit payable for one

month depending on the type of products ordered.

Some problems in their system occur. One of these is

monitoring the dealers. They manually monitor dealers

accounts and also in updating their accounts if there are

partial payments. Also, the interface is not so good to

look at and some more adjustments need to repair and

simplify.

As the researchers go on with the discussion for

building the system, the owner cited some functionalities

that are not available in the old system that he want to

see in the proposed system. They include it in their goals

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to meet the owners expectation with regards to this

project.

CHAPTER 2. Methodology

Requirements Specification

Nowadays, there are several approaches such as

Structured Analysis/ System Design (SA/SD) Method and

Object Oriented (OO) Method available that can be used to

develop a system. According to Rumbaugh, J., methodology

such as Structured Analysis/ System Design Method is

representative of data flow approach that begins with a

single process or function that represents the overall

purpose of the desired software. While, Object Oriented

(OO) Method provides a mechanism for mapping from real-

world problems to abstractions from which software can be

developed effectively (Bennett, S. et al., 2000). Object

orientation is widely spread technique, and there are many

object oriented design approaches such as OMT, Booch,

Object Oriented Software Engineering (OOSE) etc. The main

difference is the fact that the object oriented approach is

not based on functional decomposition but on describing the

real objects that play a role in the real world. For the


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researchers, OMT Methodology best fit to the topic theyve

chose.

Object Modeling Technique (OMT) Methodology

OMT is a software engineering methodology that deals

with object-oriented development in the analysis and design

phases. It is primarily used by system and developers

supporting full life-cycle development, targeting object

oriented implementation and has proven easy to understand,

to draw and to use.

OMT Phases

Figure 2.1. OMT Phases

Analysis Phase

ANALYSIS SYSTEMDESIGN

OBJECTDESIGN

IMPLE-

MENTATION TESTING

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The researchers gathered all information and

suggestions from the sets of interviews they conducted to

the management of BCC Enterprises and they then sum up all

the problems needed to be solved in order to render a

functional online dealers transactions Monitoring system

for the establishment. They aimed to create an online

registration page for the dealers. Also, they follow the

flow of the old system but with different GUI and some

changed functionalities.

System Design Phase

The topic only covers the monitoring of the dealers

transactions of BCC Enterprises. Under this system is as

follows:

- monitoring of products ordered from the service center

- monitoring of products ordered by dealers

- monitoring passed due dates of dealers

- monitoring the availability of products to determine

the point of re-ordering

- backing-up and restoring data from/to database

Implementation Phase

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As they implement the new system, they encountered

some minor problems in the coding of programs and

incompatibility to some operations of the system. They also

discover some functions that are not necessary for the

system. Series of try-outs in order to finally implement

the system is needed and they still need more real-time

operations in order to finalize our proposed system.

Testing Phase

In testing the new system, they make sure that it will

be in real operations of the BCC Enterprises. They try some

simple operations into the system and it really helps them

in debugging the program and finding more user-friendly

system. They also let the management use the system so that

they will be the one to know what are still needed to add

and alter. So far, the proposed system can handle simple

operations such as inputting/editing products and

categories, price alterations, dealer registration,

accounts verification, etc.

Analysis

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From the data gathered, they have come up to an online

system that is far similar from the old system in terms of

functionalities and efficiency of generating reports. They

assured the accuracy of giving information and storing data

of the dealers and the establishment.

Design

INPUT PROCESS OUTPUT

FEEDBACK

Figure 2.2. Schematic Diagram of the proposed Online

Dealers Transactions Monitoring System of BCC Enterprises

Figure 1 above shows how the researchers developed the

obsolete system of BCC Enterprises. They first identify the

problems in the system and then set-up their goals and

objectives for this project.

The only step they made and repeated it as to gather

all the information and suggestions they need is by

Setting-up objectives

and identify problems

from the subject wechose

Gather all information,

problems, suggestions

from the subject throughsome sets of interviews

Online Dealers

Transactions Monitoring

System of BCCEnterprises

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interviewing the people who really knew the flow of the

system in terms of dealer monitoring. At first, they take

an overview to the old system along with how the

establishment monitor the dealers and they take note all

the transactions that the system can perform. And from

that, they plotted the things they can do. Some of the

transactions in the old system were already not functioning

and there are some programs that they can upgrade including

the Graphical User interface of the system for it is using

a Turbo C programming language. Also, they discussed some

additional functions for the proposed system that is not

available in their old system so that it will lessen some

heavy works in terms of taking important notes, making

records; daily or monthly, restoring databases, etc.

With this realizations and understanding, they will be

able to render a functional system for BCC Enterprises.

Functional in terms of monitoring the dealers and some

other functionalities that could make their business more

progressive and well-known.


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Entity Relationship Diagram

Figure 2.3. Entity Relationship Diagram of BCCEnterprises

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Context Diagram

Figure 2.4. Context Diagram of BCC Enterprises Online

Dealers Transactions Monitoring System

The diagram illustrates the entities in BCC

Enterprises Online Dealers Transactions Monitoring

System. The dealer consolidates all ordered products and

order it to BCC Enterprises. Then, BCC Enterprises sends

back the orders to the dealer if products are already

available. If not, BCC Enterprises orders the products to

the Avon Service Center. Then, the Avon Service Center

delivers the ordered products to BCC Enterprises. in dealer

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Avon ServiceCenter

Dealer

DealerRegistration

0

BCC Enterprises

Online Dealers

TransactionsMonitoring

System

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registration, the dealer supplies all needed information in

the registration page and after submitting and verifying

the account, BCC Enterprises sends its dealer ID and

password.

Data Flow Diagrams

Old Process for Ordering Products (Level 0)

1.0

consolidates allorders

Avon Service

Center

2.0Consolidates all

dealers orders

3.0Release ordered

products

4.0Update dealers

account

5.0

Monitor due

dates & re-

order points

Dealer

BCC

Enterprises

Dealer

account


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Figure 2.5.Level 0 Old Process for

Ordering Products

Old Process for Ordering Products (Level 1)

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6.0

Make monthlyTRA &

inventory

reports

BCC

Enterprises

2.1

Consolidates all

dealers orders

2.2

Put all orders in

the TRA form

(by dealer)

2.3

Check dealers

account

BCC

Enterprises

Dealer

account

2.4

Approved

orders

dealer


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Figure 2.6. Level 1 Old Process for Ordering Products

Old Process for Dealer Registration (Level 0)

Figure 2.7. Level 0Old Process for Dealer Registration

1.0

Fill up Bio dataApplicant

2.0

Submit bio dataand photocopy

of valid ID

3.0Applicant

approval

BCC

Enterprises

Applicant

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New Process for Ordering Products (Level 0)

Product_info

1.0

consolidates all

ordersDealer

Avon Service

Center

2.0

Consolidates all

dealers orders

3.0

Release ordered

products

4.0Update dealers

account &payments

5.0

Monitor duedates & re-

order points Inventory_logs

partialTRA

BCC

Enter rises

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DNew Process for Ordering Products (Level 1)

Figure 2.8.

Level 0 New Processfor Ordering Products

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6.0Generate TRA

& inventoryreports

reports

2.1

Consolidates all

dealers orders

2.2

input all orders in

the TRA form(by dealer)

2.3

Check dealers

account

BCC

Enterprises

Dealeraccount

2.4

Approvedorders

dealer

Purchase

item


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Figure 2.9. Level 1 New Process for Ordering Products

New Process for Dealer Registration (Level 0)

1.0

www.avonmonitoring.tk

2.0

Supply required

fields inregistration page

Members_info

3.0

Verify account

using yahoomail

4.0

Accountapproval

Applicant

BCC

Enterprises

Applicant

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order

products

Orderproductsto service

center

Monitor

duedates

& re-order

point

Deliver

orders to

BCC Ent.

TRA

form

Updatedealers

account

payments

Make

monthly

reports

Orders

information

TRAs &

inventory

Figure 2.10. Level 0 New Process for Dealer

Registration

Use Case Diagrams

BCC Enterprises(Old Process)

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Figure 2.11.Old Process of Ordering Products

The diagram above shows the interactions of BCC

Enterprises, its dealers and Avon Service Center to its

system. It also shows how they manipulate the system and

the steps/processes of the system.

The dealers order products of Avon to the BCC

Enterprises (These products, as we all know are just orders

also from the dealers costumers but since costumers are

not covered by this topic so the researchers did not

include in the diagrams). The BCC Enterprises consolidates

all ordered products for these will be their basis of the

quantity of products that they will be going to order to

the Avon Service Center. With this, they monitor the

products re-order point by recording the most ordered

products. Also, these ordered products will be listed in

Trust Receipt Agreement (TRA) form. When products are

delivered to BCC Enterprises from the service center, the

dealers will get the products and deliver it to the

ordering customers. Also, BCC Enterprises may deliver the

products.

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In payment, dealers are responsible for their

customers due dates. There are certain additional percent

to those who have pass due dates. In the other hand, for

advanced payments, a rebate of 5% is added to the default

25% discount in ordering an item.

Dealer Registration(Old Process)

Figure 2.12. Old Process of Dealer Registration

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Fill-up bio-data

Valid ID

Evaluateapplication

s

Applicant

approval


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BCC Enterprises(New Process)

order

products

Orderproducts

to service

centerMonitordue dates

& re-

orderpoint

Deliver

orders to

BCC Ent.

TRA

form

Update

dealersaccount

payments

Makemonthly

reports

Orders

informatio

n

TRAs &

inventory

Inputorders

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Figure 2.13. New Process of Ordering Products

BCC Enterprises(New Process)

www.avonmonitoring.t

k

Supply required

fields in

registration page

Verify

account inyahoomail

Approve

pending

applicants

Provide

their

dealer IDand

password

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Figure 2.14. New Process of Dealer Registration

Development and Testing

The BCC Enterprises had been in business for over 15

years now. The management was not used to change its

workers as long as it can be trusted thats why their

staffs already know all the possible problems that they may

encounter in their system and database. The establishment

can be managed by 5-10 staffs in different functions.

In relation to the proposed system, the researchers

make sure that it will coincide to the people who will use

it and especially to the transactions that will be

conducted. They assure the fairness of its appearance and

simplicity of its functions. All that is seen in the system

were only based from the establishments desire and

suggestions.

As they go along with the research, the instrument

they used to gather all information are through web

searching and they conducted some sets of interviews to the

establishment. By that, they are clarified by some

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questions and fill-in the lacking information in order to

finish the research.

They gather data based on the questions raised by the

researchers and the suggestions of the BCC Enterprises.

They utilized the use of internet and the knowledge they

learn in making computer programs to be able to come-up

with a system that fits to their subjects expectations.

Recommendations

The researchers recommend their project to the

owner/manager of BCC Enterprises and they fully guarantee

that it is very useful and much more efficient in working

with it. Also, they recommend it to the other companies,

either big or small establishments, that can be applied to

its flow of system.

As a whole, although they only take just a part from

the whole old system, they can still say that they made it

more user-friendly, presentable and more accurate in terms

of record keeping and work efficiency.

Implementation Plan

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In general, the proposed system covers the Dealers

Transactions Monitoring of BCC Enterprises. It monitors all

the transactions of the dealers and the incoming and

outgoing products. Other functionalities are online

registration of dealers, viewing of ordered items and the

outstanding balance of dealers using their own account,

payment records, available discounts, product lists and

reports.

By this functional system, they undergone multiple

test sessions and debug the program. They also made some

group discussions with regards to the implementation of the

program to the real business environment of BCC Enterprises.

Definition of Terms / Operational Terms

Trust Receipt Agreement (TRA) a form wherein the orders

are printed/written and it serves as a record for the

establishment to monitor the incoming and outgoing

products. This will also help in product inventory.

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Sales Invoice (SI) term used by the establishment in

inputting incoming products. It is composed of components

such as product name, product code, quantity, etc.

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