DESIGN AND IMPLEMENTATION OF A COMPUTERIZED OFFICE INVENTORY SYSTEM (A CASE STUDY OF N.B.C PLC 9TH MILE CORNER NGWO)
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DESIGN AND
IMPLEMENTATION OF A COMPUTERIZED OFFICE INVENTORY SYSTEM
(A CASE STUDY OF
N.B.C PLC 9TH MILE CORNER NGWO)
ABSTRACT
This project is on design and implementation of a computerized office inventory
system that is based on a system of valuation known as office system due to
pluctuation of market price. The project is also aimed at finding out how
computer can be applied to office inventory system.
The prevalent method of controlling inventory in most offices is manual method,
which has a lot of set backs. Such set backs include tedious ecorical
worck, delay in transaction and time wastages in file assessment and accuracy
of inventory record. It is therefore of great importance to carry out
this research aimed at finding out how computer can help to maintain efficient
and accurate records of goods in stock, and also making updating easy, all at a
fantastic speed.
The information to this study is gotten through oral interview and record
inspection of some offices.
This enables one to get information about the old system and how the benefit
the proposed system have over the one i.e. the cost benefit analysis matter.
TABLE OF CONTENTS
CHAPTER ONE
INTRODUCTION
1.1
Statement of the problems
1.2
Purpose of study
1.3
Aims and objectives
1.4
Scope of the study
1.5
Limitation of the study
1.6
Definition of terms
CHAPTER TWO
LITERATURE REVIEW
CHAPTER THREE
OVERVIEW OF THE EXISTING SYSTEM
3.1
Description of the existing system
3.2
Methods of data collection used
3.2.1
Interview method
3.2.2
Reference to written test
3.3
Organizational structure
3.4
Input analysis
3.5
Process analysis
3.6
Output analysis
3.7
Problem of the existing system
3.8
Justification of the new system
CHAPTER FOUR
DESIGN OF THE NEW SYSTEM
4.1
Output specification and design
4.2
Input specification and design
4.3
File design
4.4
Procedure chart
4.5
System flow chart
4.6
System requirement
CHAPTER FIVE
IMPLEMENTATION
5.1
Program design
5.2
Program flowchart
5.3
Psudo code
5.4
Source listing
5.5
Text run
CHAPTER SIX
DOCUMENTATION
CHAPTER SEVEN
CONCLUSION AND RECOMMENDATIONS
7.1
Conclusion
7.2
Recommendation
Bibliography
CHAPTER
ONE
INTRODUCTION
In an organization, it is very essential and need greater attention towards
effort made to achieve and mandation an economic balance between the cost
incurred and saved, by holding material in stock.
This process can be obtained by ensuring that the acquisition, storage,
handling and usage of raw material are fully controlled at all times.
This process is considered under the study of office inventory system which
embraces, the total raw material to be used, work in progress and the stock
counting of the finished goods.
Inventory then means the measured amount of goods, which varies in quantity
overtime in response to “demand” process, which operates to diminish the stock
and an “repleshement” process, which operates to increase it.
Due to fluctuating market prices of material in store, two system of valuation
of issued of an inventory are adopted by most
Due to fluctuating market prices of
material in store, two system of valuation of issued of an inventory are
adopted by most organization periodic and office system, which was defined by
new lexicon Webster dictionary as records maintained for a manufacturing
business so that, they show a continuous inventory of such items as raw materials
and goods in process.
For further implementation of this study, reference will be made to
offices when the problems faced with inventory management is proposed to be
narrowed down with the aid of computer to make work easier and to achieve
accurate results, when updating files and also assessment of files.
1.1
STATEMENT OF PROBLEM
Generally, in
inventory system, some of the problem encountered in relation to office
inventory system are considered in three stages.
(1)
The planning stage in how the raw material needed for production are gotten,
what kind of raw materials needed too.
(2)
Production stage
(3)
The finished goods product. Before a product, the company or the
organization encountered the problem of:
a)
Seeking for the consent of the marketing manager of the company on how
profitable the particular product to be produced is in the market.
b)
Consumption pattern: This depends in the quality of the product, the quantity
and the purchasing power.
c)
Problem of working off-take, this is the estimated quantity of product to be
produced at a given period in time problem.
d)
Head – time problem.
e)
Not providing a competent coverage for the raw materials ordered for.
f)
Purchase of sub-standard materials, which could result to wastage and low
quantity product, damaging of machine and will eventually affect the
profitability of the organization.
g)
Having an unrealistic supplier.
(2)
PROBLEM ASSOCIATED WITH THE PRODUCTION
(1)
The percentage permulation of the product, it should not be determined by
assumption.
(2)
Individual mistake
(3)
Not putting the shelf of the product into consideration
(3)
PROBLEM ASSOCIATED WITH THE FUNISHED GOODS.
(1)
The order level of the production or stock level or consumption.
(2)
The price of the product: It depends on the availability of capital and
the opportunity to acquire item at low price.
(3)
The risk of obsolenscence and determination.
(4)
The cost of stage and space available.
(5)
Insurance cost
(6)
Government regulation
(7)
Transport cost.
(8)
Improper stock counting
1.2
THE PURPOSE OF THE STUDY
The purpose of this study is to
minimize the numerous setback associated with manual system of inventory
system. These setbacks, tends to diminish the progress of many companies.
This project also serves, as a
motivator to many organizations or companies by exposing the greeter advantages
computer can be if effectively implemented.
Furthermore no major
categorization of staff activity exists in the inventory system. However to
appreciate how system carries out this functions to meet it’s set objectives
various activities that take place in the system are described below:-
1.
The pre-order activities
2.
The order activities
3.
The receiving and checking activities
4.
Storing and distribution
5.
File updating
6.
Accounting and report activities.
1.3
OBJECTIVE OF THE STUDY
The main objective of this study
is to maintain adequate stick level of the product by ordering acquiring and
issuing while avoiding stoppages and consequent and increase cost of emergency
action. And also relieve the management of the organization taking decision
for every items carried in stock
1.
Receive and process request for materials needed for the products.
2.
Select relevant items needed for the product for ordering
3.
Ensure that orders are dispatched for immediately after completion for prompt
supply of items
4.
Maintain a regular supply of raw materials of reasonable price and quantity and
of a good quantity
5.
Ensure the follow up of ordered item when they are over due.
6.
The take of necessary action on the arrival of ordered items
7.
Prepare for payment of all items acquired by the company
8. keep current records of the
event occurring within the system.
9. Compile a continuous report of the
activities carried out during the specified period.
10. Ensure that the various unit
including the production unit stock unit and ware house receives the
request on time.
1.4
THE SCOPE OF THE STUDY
In actual sense the scope of the
problem of this study is narrowed down to ordering, stocking and delivering of
the product out to customers and also the accounting and reporting of
expenditure for all ordered and delivering made so find it reasonable to have
the research to office inventory on stock of goods.
1.6
DEFINITION OF TERMS
INVENTORY:- it
mans the aggregate of those items of tangible personnel property which are:
Held for sale in the ordinary cause of
business.
In process of production for such sale.
To be errantly consumed in production of goods or services to be available for
sale.
OFFICE INVENTORY:- A
system of accounting for merchandise that provides a continuous record showing
the Quantity and cost of all goods on hand. Also it is a carnival operation
involving computing the theoretical balance after each issues of receipt
COVERAGE:- Frequently
used interchangeably with the word protection” or” insurance”. The extent the
insurance afforded under an insurance contract.
ORDER:- A
written instruction or commission to do something such as buy sell negotiate or
supply.
COMPUTER:-
This is an electronics mechanical device that
accepts input process it and relinquishes information at a fantastic rate.
UPDATING:- this
is the process of adding and altering a master file so that it process a arrant
status.
MINIMUM LEVEL:- it
is otherwise called the buffer stock it is set by the rate of
consumption recorder level and lead-in-time and at this point stock will not be
allowed to fall.
MAXIMUM LEVEL:- this
is the stock level which must not be exceeded at all time and it is determine
by the rate of consumption reorder level and lead-in-time (delivering time)
LEAD-IN-TIME:-The
time between when items are ordered and when they arrived and are available for
us.
FILE:- A
collection of related records
SHELF LIFE:- the
duration a practical or production can stay before it expires
ECONOMIC ORDINARY
QUALITY:- this is a calculated reorder quality
which immunize the balance of cost between caring cost and ordinary cost.
PLANT:- A
restricted sense building as the term “plant and equipment also machinery use
for manufacturing process.
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