User Manual

Sales & Stock Monitoring
System for a Salon & Spa

Business in Boni,
Mandaluyong City
User Manual
A Technical Documentation by
Ceneta, Darlene Mae
Corral, Monique Mae
Flores, Charleen Leonielle
Montemayor, Ariel Joseph
Obay, Richia Joy
Talinio, Mariane Michele
Copyright 2013
Polytechnic University of the Philippines, College of Computer and Information Sciences
Sta. Mesa Manila, Philippines
All Rights Reserved
REVISION HISTORY
VERSION
1.0
DATE
10/3/13
DESCRIPTION
User Manual
UPDATED BY
Darlene Mae Ceneta, Monique Mae Corral, Charleen Leonielle

Flores, Ariel Joseph Montemayor, Richia Joy Obay, Mariane Michele
Talinio
Table of Contents
PREFACE ........................................................................................................................................................ 5
INTRODUCTION ........................................................................................................................................... 6
SYSTEM REQUIREMENTS ....................................................................................................................................... 6
USER ACCESS LEVELS .......................................................................................................................................... 6
DOCUMENT CONVENTIONS ................................................................................................................................... 6
CONTACT US......................................................................................................................................................... 6
CHAPTER 1 GETTING STARTED .......................................................................................................... 7
SETTING UP THE DATABASE .................................................................................................................................. 7
SETTING UP THE SOFTWARE .................................................................................................................................. 8
To Logout of the application........................................................................................................................... 10
To open the installed application ................................................................................................................... 11
To uninstall the software ................................................................................................................................ 12
CHAPTER 2 MAINTENANCE PANEL ..................................................................................................13
CHAPTER 3 GENERAL PANEL .............................................................................................................15
3.1 CUSTOMER SCHEDULING ...............................................................................................................................15
To Open the Customer Schedule Form ........................................................................................................... 15
To Create a New Schedule .............................................................................................................................. 15
To Update a Schedule ..................................................................................................................................... 15
Mark Schedule as On-going ........................................................................................................................... 16
Mark Schedule as Done .................................................................................................................................. 16
Cancel Appointment ....................................................................................................................................... 16
Go back to Main Form ................................................................................................................................... 16
3.2 INVOICE .........................................................................................................................................................16
To Open the Invoice Form .............................................................................................................................. 16
To Create an Invoice ...................................................................................................................................... 16
Export to Function ..................................................................................................................................... 17
Go back to the Main Form.............................................................................................................................. 17
3.3 COMMISSION ..................................................................................................................................................17
To Open the Commission Form ...................................................................................................................... 17
View and Print Employee Commission ........................................................................................................... 17
View and Print Commission Summary ........................................................................................................... 18
3.4 EXPENSE VOUCHER........................................................................................................................................19
Table of Contents
3.5 NET INCOME ..................................................................................................................................................19

To Create an Income Statement ...................................................................................................................... 19
Clear the Textbox and Grid View Table ......................................................................................................... 20
3.6 STOCK CONTROL............................................................................................................................................20
To Open the Stock Control Form .................................................................................................................... 20
To Edit Minimum or Maximum Level of a Stock ............................................................................................ 20
To View Individual Product of a Stock ........................................................................................................... 21
To Print the Contents of the Grid View Table ................................................................................................ 21
3.7. REPORT CENTER ...........................................................................................................................................21
To Open the Report Center Form ................................................................................................................... 21
To Print a Certain Report ............................................................................................................................... 21
3.8 APPLICATION LOG..........................................................................................................................................22
To Print the Contents of the Grid View Table ................................................................................................ 23
TROUBLESHOOTING ................................................................................................................................24
SYSTEM BUGS ......................................................................................................................................................24
User Manual
Preface
e wish to express our sincerest gratitude first, to our Systems Analysis

and Design professor, Mr. Edwin G. Nilooban, and to our System
Software Development professor, Mr. Guillermo Sebastian Jr., for the guidance,
encouragement and time he has given all throughout the development of this
system. For giving out ideas and for making a better system developers out of all
of us.
We also extend our appreciation to the faculty of College of Computer and

Information Sciences for giving us an opportunity to enhance our skills
necessary for system development.
We give thanks to the manager and staffs of salon and spa for their kind
cooperation to the completion of our system.
We are grateful to our family, especially our parents for the unending support-morally and financially, patience, understanding, love and for serving as an
inspiration to pursue this project.
Most importantly, this project would not have been possible without the presence
of our Lord, God. For giving us enough strength to carry on every time things get
tougher; knowledge to understand the project even more and for the wisdom and
life lessons learned during the development.
This system is dedicated to all people mentioned above, to all the people who
helped us and for all the people who believed in us.
Introduction
he system was originally created for the sole purpose of bringing ease to
a salon and spa business. But then, the team finds it useful to other
business of the like, simply because, salon and spa businesses have
almost the same kind of trends. So, feel free in exploring the SSMSFSSBBMC.
System Requirements
Operating System: Windows 7, SP1

Server: Microsoft SQL Server 2008 R2
System type: 32-bit Operating System
SQL Server Management Studio
User Access Levels

There are two types of usersthe Officer-in-charge and the receptionist.
The Officer-in-charge can access the commission, expense voucher, net
income, stock control, report center, application log in the general panel and all
the forms in the maintenance panel; while the receptionist can only access the
customer scheduling and invoice part of the general panel.
Document Conventions
Important Information
Contact Us
You may email Ms. Mariane Michele Talinio at marianetalinio@live.com.ph or
you may send a personal message or call her at 09361812318.
Chapter 1 Getting Started

1.1 Setting up the database
1. Insert the software CD in your CD-ROM
2. Open the folder named: SSMSFSSBBMC
3. Open the folder named: DATABASE
4. Copy the files inside that folder. (There are only two files inside this folder:
DB_PROTOTYPE.mdf and DB_PROTOTYPE_log.ldf)
5. Go to your Disk Drive where your Program Files are. [In this example, we are
using Local Disk (C:)]
6. Open the Program Files
7. Open Microsoft SQL Server
8. Open MSSQL10.SQLEXPRESS
9. Open MSSQL
10. Open DATA
11. Paste the two database files that you copied (DB_PROTOTYPE.mdf and
DB_PROTOTYPE_log.ldf)
12. Click the Start button on your taskbar
13. Click All Programs
14. Open the Microsoft SQL Server 2008 folder
15. Click SQL Server Management Studio.
16. Connect to your server.
17. Right Click Database in the Object Explorer.
18. Select Attach
19. Click Add button on the Attach Databases dialog box
20. Expand Program Files
21. Expand Microsoft SQL Server
22. Expand MSSQL10.SQLEXPRESS
23. Expand MSSQL
24. Expand DATA
25. Select DB_PROTOTYPE.mdf
26. Click OK
27. Check the database details if both the DB_PROTOTYPE.mdf and
DB_PROTOTYPE_log.ldf files are there.
28. Click OK
29. Refresh the Databases in the Object Explorer pane
30. Expand the Databases
31. Finally, Check if DB_PROTOTYPE is there
1.2 Setting up the software

1. Double click setup.exe in the same folder (SSMSFSSBBMC) in the CD.
2. Click the Install button.
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3. Wait for the loading bar to reach 100%.
4. The application will automatically start right after the installation process.
5. For first time use, type 1 in the Employee ID textbox and admin in the
Password textbox.
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6. You have now accessed the prototype.
To Logout of the application:

1. Click the Logout button on the right side part of the form.
2. Click OK to confirm your action.
3. Click the Cancel button on the Login form
4. Then, Click Yes in the message box asking if you want to close the
application.
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To open the installed application:

1. Click the start button on the bottom left most part of your taskbar.
2. Search for SSMSFSSBBMC.
3. Finally, click the application.
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To uninstall the software:

1. Click the Start button.
2. Go to Control Panel.
3. Select Uninstall a program under the Programs Category.
4. Right click SSMSFSSBBMC.
5. Select Uninstall/Change.
6. Select Remove the application from this computer from the
SSMSFSSBBMC Maintenance dialog box.
7. Finally, Click OK.
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Chapter 2 Maintenance Panel
Well use the Customer Maintenance to get a basic get-around, and then you can
use the same instructions in other maintenance part under the maintenance panel.
1. Click the Customer button in the Maintenance panel.
To add a customer:
1. Click the Add button on the left side of the form.
2. Fill up the fields.
3. Then click OK
4.
Click OK in the message box confirming your action.
5. Or you may click the Cancel button if you want to discontinue adding up a
customer.
Chapter 2 HomeClipboard
To edit customer data:

1. Select a customer in the grid view table.
2. Click the Edit button.
3. Edit the data that you want to update.
4. Then click OK
5. Click OK in the message box confirming your action.
6. Or you may click the Cancel button if you want to discontinue editing the
data of the customer.
To delete a customer:
1. Select a customer in the grid view table.
2. Click the Delete button on the left side of the form.
3. Click Yes in the Delete message box.
5. Then click Refresh on the left side of the form.
To print the data inside the grid view table:
1. Click the Print button located on the right side of the form.
2. Confirm if you want to see the print preview dialog box first or not.
3. Setup your printing preferences on the Print dialog box.
4. Confirm if you want the report to be centered on page or not.
5. Click the print icon on the topmost left corner of the form.
6. Click Close on the top menu bar after the page/s has been printed.
Go back to the Main form:
1. Click the Back button on the lowermost part of the form.
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Chapter 3 General Panel

3.1 Customer Scheduling
To Open the Customer Scheduler Form:
1. Click the Customer Scheduling button on the main form.
To Create a New Schedule:
1. Click New Schedule on the left side of the form.
2. Fill up the fields.
3. Click Save.
To Update a Schedule:
1. Select the date of the existing schedule that you want to update from the
blue calendar on the right side of the form.
2. Double click the schedule on the scheduler.
3. Provide the details that you want to update.

4. Click Save.
Mark Schedule as On-going:

2. Click the Mark as on-going button on the left side of the form.
Mark Schedule as Done:
2. Click the Mark as done button on the left side of the form.
Cancel Appointment:
2. Click the Cancel Appointment button on the left side of the form.
Go back to the Main form:

3.2 Invoice
To Open the Invoice Form:

1. Click the Invoice button on the main form.
To Create an Invoice:
1. Provide the invoice details.
2. Click Save and Print
3. Click Yes in the Confirm Transaction message box.
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4. Click the print icon button at the top of the Preview dialog box.
5. Set up your printing preferences on the Print dialog box.
6. Click the Print button.
7. Click the Close Print Preview button at the right most top part of the
Preview dialog box.
8. Click OK in the message box to confirm your action.
9. Or you may click Cancel at the right part of the form if you want to
discontinue creating an invoice after step 1.
Export to Function
You may also export the current document in one of the available formats, and
save it to the file on the disk.
1. Just after step number 3 in the To create an invoice instructions click the
Export To icon at the top right part of the Preview dialog.
2. Select an export file format.
3. Setup the Export Options.
4. Click OK.
5. Select a location on where you want to save your file.
6. Rename the file.
7. Click Save.
8. Confirm if you want to open the file that you export or not.
9. Close Print Preview.
Go back to the Main Form:
3.3 Commission
To Open the Commission Form:
1. Click the Commission button on the main form.
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View and Print Employee Commission:

1. Click the View Employee Commission button.
2. Select the name of an employee.
3. Select from what date you want to view the employees commission.
4. And then select to what date you want to view the employees
commission.
5. Click the Search Employee button.
6. Click the Print button on the right side of the form.
7. Click the Print button on the top part of the Preview dialog box
Preview dialog box.
View and Print Commission Summary:

1. Click the View Commission Summary button.
2. Select from what date you want to view the employees commission.
3. And then select to what date you want to view the employees
commission.
4. Click the Search Summary button.
Preview dialog box.
Export to Function
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1. Just after step number 6 in the View and Print Employee Commission or
View Commission Summary instructions click the Export To icon at the
top right part of the Preview dialog.
4. Click OK.
6. Rename the file.
7. Click Save.
3.4 Expense Voucher

The Expense Voucher adapts the same functions of the maintenance forms.
3.5 Net Income

To Open the Net Income Form:
1. Click the Net Income button on the main form.
To Create an Income Statement:
1. Enter a year and a month in the textbox.
2. Click the Search button.
Preview dialog box.
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Clear the Textbox and Grid View Table:

1. Click the Clear button at the left part of the form after following step 1 in
the To create an Income statement instruction.
Export to Function
1. Just after step number 3 in the To create an Income statement
instructions click the Export To icon at the top right part of the Preview
dialog.
4. Click OK.
6. Rename the file.
7. Click Save.
3.6 Stock Control

To Open the Stock Control Form:
1. Click the Stock Control button on the main form.
To Edit Minimum or Maximum Level of a Stock:
1. Select a Stock from the grid view table.
2. Click the Edit Min/Max Level button.
3. Update Maximum Level or Minimum Level.
4. Click OK
5. Click OK in the message box to confirm your action.
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To View Individual Product of a Stock:

1. Select a stock.
2. Click the View Individual Product button.
3. Click the Refresh button if you want to go back to the stock view.
To Print the Contents of the Grid View Table:
3.7 Report Center

To Open the Report Center Form:
1. Click the Report Center button on the main form.
To Print a Certain Report:

1. Click a report (Current Stock, In Stock, Limited Stock, Out of Stock, and
Expired Products).
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Preview dialog box.
Export to Function
1. Just after step number 2 in the To print a certain report instructions click
the Export To icon at the top right part of the Preview dialog.
4. Click OK.
6. Rename the file.
7. Click Save.
3.8 Application Log
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To Print the Contents of the Grid View Table:


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Troubleshooting
Troubleshooting
System Bugs
1. If you encountered this dialog box:
Just click continue so the application wont close. This error happens if there
were any missing software or missing data or if there were any wrong inputs.
2. If there were any printing errors whenever you click the print icon button in any
Preview dialog box
Just export the document to .pdf file (your computer needs an adobe reader
installed to do this),
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Troubleshooting
Then click the print icon button on the top most left corner of the adobe reader
application. Then enter your preferred printing settings.
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Sales & Stock Monitoring

System for a Salon & Spa

Darlene Mae Ceneta, Monique Mae Corral, Charleen Leonielle

3.5 NET INCOME ..................................................................................................................................................19

e wish to express our sincerest gratitude first, to our Systems Analysis

We also extend our appreciation to the faculty of College of Computer and

Operating System: Windows 7, SP1

User Access Levels

Chapter 1 Getting Started

Chapter 1 Getting Started

1.2 Setting up the software

Chapter 1 Getting Started

3. Wait for the loading bar to reach 100%.

Chapter 1 Getting Started

6. You have now accessed the prototype.

To Logout of the application:

Chapter 1 Getting Started

To open the installed application:

2. Search for SSMSFSSBBMC.

3. Finally, click the application.

Chapter 1 Getting Started

To uninstall the software:

Chapter 2 Maintenance Panel

Click OK in the message box confirming your action.

To edit customer data:

Chapter 3 General Panel

3. Provide the details that you want to update.

Chapter 3 General Panel

Mark Schedule as On-going:

Go back to the Main form:

To Open the Invoice Form:

Chapter 3 General Panel

Chapter 3 General Panel

View and Print Employee Commission:

View and Print Commission Summary:

Chapter 3 General Panel

3.4 Expense Voucher

3.5 Net Income

Chapter 3 General Panel

Clear the Textbox and Grid View Table:

3.6 Stock Control

Chapter 3 General Panel

To View Individual Product of a Stock:

3.7 Report Center

To Print a Certain Report:

Chapter 3 General Panel

4. Click the Print button.

3.8 Application Log

Chapter 3 General Panel

To Print the Contents of the Grid View Table:

Go back to the Main Form:

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