PROJECT TITLE: GOLDEN WALL INVENTORY SYSTEM
NAME: ONGERI JARED MOSETI
INDEX: 7031010083
INSTITUTION: KISII NATIONAL POLYTECHNIC
SUPERVISOR: MR.DAVIS KEBWAGE
YEAR: NOVEMBER 2021
SUBMIT TO KENYA NATIONAL EXAMINATION COUNCIL
DECLARATION
I certify that this a true report of my project and that I carried it out without any assistance, other
than from my lectures as the supervisors of the project.
Name of the candidate: ONGERI JARED MOSETI
Index: 7031010083
Signature:………………………………………….
Supervisor’s Name: Davis Kebwage
Signature:……………………………………………….
i
ACKNOWLEDGEMENT
I want to take this golden chance to thank almighty God for great care and good health he has
granted to me. I also thank computer studies lectures for assisting me come up with this project.
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DEDICATION
I would to dedicate this project to my mother who has been a key pillar to my life. She has
provided basic materials for studying thus making me happy. Thank you mum may live long to
inspire many people in the society. God bless you forever.
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Table of contents
DECLARATION…………………………………………………………………….i
AKNOWLEDGEMENT ………………………………………………………………ii
ABSTRACT …………………………………………………………………………iii
TABLE OF CONTENT……………………………………………………………...iv
CHAPTER ONE……………………………………………………………………….1
INTRODUCTION…………………………………………………………..………….1
EXISTING SYSTEM…………………………………………………………………1
PROBLEMS EXPERIENCED ON EXISTING SYSTEMS…..................................2
PROPOSED SYSTEM ……………………………………………………………….2
CHAPTER TWO……………………………………………………………………...3
PROBLEMS RECOGNITION ………………………………………………………3
OUTPUT EXPECTED ……………………………………………………………….3
THE EXISTING SYSTEM…………………………………………………………….4
THE SCOPE…………………………………………………………………………….6
CHAPTER………………………………………………………………………………9
SYSTEM DESIGN……………………………………………………………………9
TEBLE DESIGN ….......................................................................................................14
INPUT DESIGN ………………………………………………………………………16
OUTPUT DESIGN ……………………………………………………………………21
CHAPTER FOUR………………………………………………………………….....23
CHAPTER FIVE……………………………………………………………………..28
RECOMMENDATION………………………………………………………………28
CONCLUSION ……………………………………………………………………….28
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LIST OF FIGURES.
system flow chart …………………………………………………………………………9
supplier registration flow chart….........................................................................................10
receiving flow – chart ……………………………………………………………………….11
issuing flow chart ……………………………………………………………………………12
Inventory book flow chart …....................................................................................................13
LIST OF TABLES.
Supplier registration table ………………………………………………………………..14
Issuing table ……………………………………………………………………………….14
returning table ………………………………………………………………………………15
store table ……………………………………………………………………………………15
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ABSTRACT
At some point in time, any employee of an organization may be faced with a
problem to compute calculations in an organization due to tiresome or due to
writing errors. In this case, a system should be put in place to assist such
employee in managing the daily operations to make the institution he/she is
working for obviously any organization need accuracy when performing its
business. Golden Wall Inventory System will help employees to perform their
work operations and also store information for the future use unlike the current
system where things are stored on shelves and might lost or misplaced. However,
this method of managing data using computerized system is capable to achieve
a high level of data management and making efficient employee-based
decisions because it is prone to delay and unnecessary paperwork. The purpose
of the literature review is to give a summary of facts and findings on this project.
This can be done by studying or finding the references or related findings. This
review will give a better understanding to the need for this project and also help
in designing the methodology for this project. In fact finding techniques,
interview is most commonly used and most useful. This technique is used to
collect information from individuals or groups who are related to the system.
Kisii National Polytechnic employees were chosen for the interview session. The
system has three basic types of users; the Employee, the data Manager and the
Administrator (Note that an employee can also be the Manager and Admin) each
of which would have their respective roles. The system is designed for managing
contract application and approval for institutions such as kisii county government
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CHAPTER ONE
INTRODUCTION
1.1 Introduction
Golden wall is a system that intends to remove the problems that so many institutions in the
country are facing. Initially for example in the institutions that have not fully adopted the
technology use manual system when receiving and registering new suppliers. when the
institution request for new goods there are three books that they are recorded manually:
The permanent inventory book where items which do not perish and are re-used are
recorded.
Expendable inventory where items which are not perishable but used once are receded.
Consumable inventory where items which are perishable and used once are recorded.
Items that are recorded in the permanent inventory book are expected to be returned to the store
by the end of duration borrowed. Those who fail to return the items are notified. A penalty of
20% the market value is a computed and added to the coast of item considered lost.
1.2 Existing system
The existing system is a manually system where a person records in the books using a pen and
then stores the books on the book shelves. In this system the records might get lost or misplaced
due to improper storage. All this are done manually thus consumes time and leads to tiresome.
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1.3 Problems experienced in existing system
Time wastage
May not produce accurate calculations
It is costly
Takes a lot of storage space
Boredom
1.4 Proposed system
The proposed system will be computerized one that will enable the people to store records
digitally in a computer. A database will be created which will have user interface where users
will key in records which will be filled electronically. This proposed system will save time as
one may not take much time in recording the information. The system will also save time as one
may not waste time on books, employing many people. The proposed system will store
information for a long time because everything will be electronically; calculations will be
accurate unlike the existing system where they were done manually.
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CHAPTER TWO
SYSTEMANALYSIS
2.1 Problem recognition and definition
Due to manually process of operation in the institution I visited, I realized that there is a lot of
problems in those institution .The problems are;
Time wastage
May not produce accurate calculations
It is costly
Takes a lot of storage space
Boredom
All these made me to come up with several alternatives solutions including employing of many
people, purchasing a standard package and also developing in-house system. When I looked at
the remedies I realized that they might not be the best solutions to the problem and that’s why I
came up with conclusion that I must develop an in-house system which will help the situation.
2.2 Output expected
I. All details of persons in those institutions
II. Details of suppliers
III. Stock of items in the store
IV. Requisition orders
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2.3 Input expected
I. All details of persons in those institutions
II. Details of suppliers
III. Stock of items in the store
IV. Requisition orders
2.4 Process expected
Maintaining:
Records of items in the store in their respective categories
Records of approved and differed orders
Records of items issued and returned
List of items to be re-ordered
Compute penalties of lost items
Generate appropriate report
2.5 The existing system
In the existing system the various departments are responsible for making requisition orders
using official requisition which are filled manually. The forms are then forwarded to the head
office for approval and validation. When the orders are approved, communication is made to the
suppliers to deliver the items.
When the orders are received from the suppliers, the store clerk verifies the quantity and quality
and then the accepted goods are recorded in a journal book and stored for future reference. The
details from this book are then transferred to the three types of inventory books manually.
Namely:
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1. Permanent Inventory book
2. Expendable inventory book
3. Consumable Inventory book
If items such as text books are to be issued to a large population of students, the person in charge
is delegated with responsibility to do so. Here the recording are done manually which is very
time consuming. Items recorded in the permanent inventory are expected to be returned to
the store at the end of duration borrowed. If the items are not returned to the store they
considered lost and are required to be penalized. Due to the system the penalty is computed
manually which at many times may be inaccurate.
2.6 The problem Experienced in the existing System
o Wastage of time
o Information may be lost
o Boredom
o Takes a lot of space
o It is costly
2.7 The proposed system
In the proposed system the information will be entered and stored in database management
system. In this system orders will be done using the developed system whereby there will be
communication electronically. Here the head office will receive requisition orders electronically
and approve them after that communication will be made to suppliers electronically. This will
reduce time consuming and also help suppliers get information in time and delver the items in
time.
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2.8 Objectives of the proposed system
To computerize the operation of the organization
To improve records maintenance
To minimize errors during computation
To speed up the process during item issuing
To improve on accuracy during computation of penalties
2.9 The Scope of the new system
Maintaining records in the organizations
Maintaining records of suppliers
Generate reports
Compute penalties
Maintaining records of issued and returned items
Maintaining records of items in the store
2.10 Benefits of the new system
1) It will be neat and clear
2) There will be accuracy in computation
3) Records will be stored for future use
4) It will be efficient
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2.11 Feasibility study/report
Operational: The new system will be of much happiness to many
Economic: The system is not costly but beneficial as seen from the cost and benefit
analysis below
Technical: The computers are available making it easy to install the new system
2.12 Cost and benefits analysis
Cost
The development of the system and operational cost can be estimated as follows;
Development Cost= 2,000,000
Monthly Operational=100,000
Total lifetime= 20 years
Total lifetime cost= 2,000,000+(100,000*20)
TOTAL= KSH4,000,000
Benefits
Saving from operational= 800,000
Total monthly benefits= 300,000
Total lifetime of the system= 20years
Total lifetime benefit= 800,000+(300,000*20)
Total= KSH 6,800,000
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Conclusion
The development of the new system is cost effective and beneficial to the users because lifetime
benefits greatly outweigh the costs.
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CHAPTER THREE
SYSTEM DESIGN
3.1 System flowchart
Start
Open the choices menu
Select the choices
you want carry
Call the procedure associated with
choices made
Stop
Fig 3.1 System flowchart3.2 Program flowchart
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3.2.1 Supplier Registration Flowchart
start
Open supplier’s file
Enter supplier’s personal details e.g.
Name, supplier number
Assign supplier number
Do you want to
register?
No
Close supplier’s file
Stop
Fig 3.2 Supplier registration flowchart
3.2.2 Receiving Flowchart
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Start
Enter details received
from supplier
Verify quantity received
from supplier
Record the damages of the items
Is items
delivered
damaged
Record in journal
book Follow up
Move the items to score
Stop
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3.2.3 Issuing Flowchart
Start
Open item registration
file
Enter Items
number
Is item Yes Compute penalty of 20% of
overdue? market price
Store
No
Update file
Stop
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Fig 3.4 Issuing flowchart
3.2.4 Inventory books flowchart
Start
Enter accepted items
Is item not Is item
Is the item
perishable perishable
Perishable
but used and used
used once?
once? once?
No No No
Yes Yes Yes
Read in permanent inventory Read in the consumable
Read in the
Print expendable
inventory
book inventory book
inventory book
Stop
Fig 2.5 Store flowchart
3.3Table Design
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3.3.1 Supplier Registration Table
Field Name Data type
First Name Text
Second Name Text
Last Name Text
Company Name Text
Registration Date Date/Time
Gender Text
Location Office Text
Premise Name Text
Email Address Text
Tel Number
Website Text
Box Number Number
Table3.1 Registration table
3.3.2 Issuing table
Field Name Data type
Registration Number Number
First Name Text
Second Name Text
Last Name Text
Date of issue Date/time
Table 3.2 Issuing Table
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3.3.3 Returning table
Field Name Data type
Registration Number Number
First Name Text
Last Name Text
Item Number Number
Date of issue Date/time
Date of return Date/time
Table 3.3 returning table
3.3.4 Store Table
Field name Data type
Item Number Number
Date of delivery Date/time
Renewable item Yes/no
Item name Text
Cost currency
Quantity Number
Remaining Number
Table 3.4 store table
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3.4 Input Design
3.4.1 Registration form
Golden wall inventory system
Registration Form
First Name:
Second Name:
Last Name:
Date Of Birth:
Registration Number:
Add Record Delete Record Close Record
Fig 3.6 Registration form
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3.4.2 Issuing Form
Golden wall inventory system issuing form
First name
Second name
Last name
Item number
Date of issue
First Record Next Record Last Record
Fig 3.7 Issuing form
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3.4.3 Returning form
Golden wall inventory system
Returning form
Registration number:
First name:
Last name:
Date of issue:
Returning Date:
Delete Record
Add Record Next Record Previous Record
Fig 3.8 Returning form
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3.4.4 Store Form
Golden wall inventory system
Store form
Item number:
Delivery date:
Renewable item:
Non renewable item:
Add Record Delete Record
Fig 3.9 store form
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3.4.5 Delivery Form
Golden wall Inventory system
Delivery form
Supplier Details:
Item Received:
Quantity:
Quality:
Date of Delivery:
Add Record Add Record
Fig 3.10
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3.5 Output design
3.5.1 Registration Report
Supplier Registration Report
First name Second name Registration number Date of birth
James Kamau 1204 20/09/1990
Peter Haruni 2074 5/2/1988
Table 3.7 Registration Report
3.5.2 Issuing report
Issuing Report
Registration number First name Second name Last name Date of issue
1250 Cleophas Nyamanyanya Ongeri 12/01/2020
3015 Omoni James Makori 12/01/2020
4021 Jared Moseti Ongeri 13/1/2020
2006 Carol Nyamweya Kerubo 15/01/2020
1562 Judy Onenga Cherop
Table 3.8 Issuing report
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3.5.3 Store Report
Item number Delivery date Renewable item Non renewable item
12/chemi/020 2/03/2021 Yes No
18/kp/018 14/4/2021 no yes
Table 3.9 store report
3.5.4 Delivery Report
Items Quality Quantity Item Supplier Date of
received damaged details delivery
Chemicals 10000g medium none 1204 11/05/2020
Text books 30 boxes Best none 2074 20/09/2020
T-shirt Extra large 400 none 1422 01/03/2021
Table 3.10 Delivery report
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CHAPTER FOUR
TESTING AND IMPLEMENTATION
4.1Testing
The individual system modules were tested using test data and found to work accurately and
properly. Sample test data and errors message that were encountered are given in this project
report.
4.2 Implementation
4.2.1 System Management
The system will be installed and need to be maintained regularly to make sure it is working
properly.
4.2.2 Security Control
The system has a backup which will be a security that incase of the breakdown of the installed
system it can re-installed.
4.2.3 Change Over
The Golden Wall Inventory System will use a parallel change over system so as when the
organization is confident with the system will change to system will change to the system.
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4.3 User manuals
4.3.1 Introduction
Golden Wall Inventory System is a computerized information system that enables the workers
perform different operation more efficiently and accuracy. With the system a lot of operation can
be done.
4.3.2 To install the system
Insert the compact disk
Select Golden Wall Inventory System
Copy and paste on the desktop
4.3.3 Loading the system
To load the program:
1. Click the start button
2. Point to all programs
3. Then point to Microsoft Access
4. Select Golden Wall Inventory System then click open
5. The different input screens will be displayed and then choose the input screen
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IV.3.4 Guide of Navigation
Save Records
Allows the user to save records
Add new record
Allows the User add new records
Delete Records Allows the user to delete records
Close Records
Allows the user to exit records
Previous Records
Allows the user to find previous records
Find next
Allows the user to find next
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IV.3.6 Procedure for generating output
open the database Golden wall inventory system
On the object window, click reports
Then select report you want to view
IV.3.5 Exiting from the program
To exit from the program click on the file menu then exit command
4.3.7Troubleshooting data entry related
Invalid data entry will result to error message being prompted on the screen. The following
are some of the errors messages that one may encounter;
Error message: The value you entered is not valid for this field
Description error: You tried to enter text in a numeric field or in an invalid data
Solution: Enter the correct data type or value
Hardware and software consideration
Hardware Example
Computer Acer Desktop
Storage media Optical Disks, magnetic and reader
POS terminal equipments Wand Reader, magnetic and reader
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Software consideration
Software Example
GUI based OS Ms windows 2003
Application Program Ms-Office suit
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CHAPTER 5
RECOMMENDATION AND CONCLUSION
5.1Recommendation
The system got recommendations from all departments of the organization
6.2 Conclusion
With the introduction of the new system, it is believed that the organization will run smoothly
and will save time and resource for the organization.
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