Project Overview

The Proponents would like to create and develop a subsystem that is userfriendly, secured, computerized Purchase Order Management Subsystem, a subsystem that can elevate the customer service, a subsystem that can generate reports, s

subsystem that can handle transactions such Return to Supplier, Cancellation of Order, delay Order, an accurate subsystem that can manage the inventory of Products.

Objectives of the Project

Based on found problems, the proponents are full concentrated and studying carefully to resolves such problems to meet the aimed objectives.
To fulfill the necessities of the customers, the supermarket management should consider the important factors that could help them accommodate their customers, as long as there are operations, the problems always there, therefore evolutions gaps exist. Due to the vast evolution of technologies today, all systems used by all the businesses should upgrade since even the user of the system doesnt have contentment. Therefore the proponents proposed a computerized Purchase Order Subsystem that can help the supermarket in purchasing order matter. The subsystem generates and updates reports; most especially the remaining products or stocks. To maintain the operation of the market and to satisfy the client/users, the proponents developed a friendlier, means that the user can understand the program easier; secured subsystem that only those authorized personnel can access the computerized purchase order subsystem; the develop subsystem can elevate the customer service; the developed system can generate reports in a convenient time for documentation purposes; and the developed system can easier manipulate by the user even simple buttons but very functional. There are such requirements needed in order to create and fulfill the computerized Purchase Order Management Subsystem, In terms of hardware, the proponents

provided 2BG of RAM, 20BG free of disk space, 2GHz of Intel core 2 Dou CPU speed. In software, windows 7 was the applicable for the operating system, the preferred front end was java programming language specifically NetBeans for the Graphical user interface and MySQL for the back end. Said requirements were the necessities by the proponents to develop the aimed subsystem. As users request goes, the proponents analyzed and managed the subsystem carefully to reach the aimed objectives. Said problems will resolve the flogging of errors or the misinterpretation of the test results and thus, reaching an incorrect test results. To Increase the awareness of the users/clientele in purchasing policy through the organization and ensures its compliance. Users primarily looking for the benefits such as comprehensive functionality, accuracy and flexibility of the system, the purchase order entry, the management of supplier and the purchasing order activities.

Statement of the Problem

Based on the conducted interview, the proponents concluded that the common problems encountered in Purchase Order Management are the following: Slow loading of the system Based on the interview conducted, one of the problems that currently experience by the user is the slow loading of the system. Once they open the system they have to wait for about 5 minutes before they can start. Time is very essential, that is why even 5 minutes is a very wasteful time. Cancellation of order Cancellation of purchase order both affect the supplier and the supermarket itself. There exist some possible cases caused by the supermarket such as changed decision, it deals with either the supermarket made an incorrect inventory of their stocks or the supermarket modified that they are unable to pay the purchase order hence they decided to cancel the entire purchase order before the delivery date; Another one is the cancellation of few ordered products, this happen when the supermarket have decided

to cancel some selected products or it could be better provided from another source. When it comes to supplier, cancellation will do due to unable to supply in inaccurate information, insufficient products, or items not available. Return to Supplier This is one of the problems in a Purchase Order Management. This happens when purchase order was delivered incorrectly, but the list of purchase order from the supermarket is correct. Therefore, the supplier is obliged to accept the RTS (Return to Supplier) of the purchaser. One of the example caused of returning to supplier was the Bad order which are those ordered into the supplier that was during on the delivery has a defect or damages, and excess or insufficient products delivered. Designation indicating that a security does not meet all of the requirements or have all the necessary endorsements to allow the certificate to be transferred to the buyer on the specified settlement date. Opposite of good delivery, Quantity of product, size, and colors are important. If the order of the purchaser is not followed or supplier delivered products incorrectly, there has Return to Supplier happened. Delayed Order Time is very important for the production of a company, and it is very important to consider in settling wise decision making. Delayed Order is a problem situation when the delivery did not meet the expected delivery date and time. The supplier must give importance to the time since the purchaser has an option to ignore to cancel the purchase order and it really affects the profit of the supplier Concurrency of ordered product In everyday life, customers always change their minds according to their needs and wants that is one of the reasons why the purchaser changed their minds due to their marketing strategies. A written memorandum or through the use of email will do in requesting the change that must be submitted by the merchandiser or by the supervisor itself to the supplier. The Purchasing Department will handle all contact with vendors pertaining to changes on purchase orders.

Scope:
The developed subsystem is user friendly. The developed subsystem can monitors the status of each product. The subsystem can specify the supplier; the product detail; description that includes quantity, unit and price; and the delivery date. The developed subsystem can add, edit, delete, update and view the list of products, supplier and other necessary information. The developed subsystem can handle transactions such as Purchase Order, Return to Supplier, Cancellation Of Order, Delayed Order.