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Friday, 16 February 2018

Stock Analyzer

Stock Analyzer

StockAnalyzer is an online software application which fulfills the requirement of a typical Stock Analysis in various godowns. It provides the interface to users in a graphical way to manage the daily transactions as well as historical data. Also provides the management reports like monthly inwards, monthly deliveries and monthly returns.
This application maintains the centralized database so that any changes done at a location reflects immediately. This is an online tool so more than one user can login into system and use the tool simultaneously.
The aim of this application is to reduce the manual effort needed to manage transactions and historical data used in various godowns. Also this application provides an interface to users to view the details like the daily Stock Statements of all godowns.
Business Requirement Analysis:
It is a Stock Storage department related to Reliance Industries which sells different items to the public through their retail outlets like Reliance Fresh, Reliance Foot Wear etc. Since the company needs to maintain all their goods and items at a separate storage area which requires separate department also for tracking the details related to in and outs of all godowns. The in and out’s will henceforth be referred to as inwards and outwards.
Prior to storage of goods this department has to manage different godowns, product-wise stocks in each godown, inwards and outwards of each godown. It has to hold the details of all gowdowns like godown id, godown location, capacity in quintals, godown manager and start date. Whenever a product comes into a particular godown then the details like Godown ID, Name of the Supplier, Date of Supply, Item Name, Invoice No, quantity, received by, receipt no and bill checked by need to be stored in the inwards register of the that godown by godown manager.
Whenever stock comes out from the godown then the details like Godown ID, Item Name, Invoice No, Date of Supply, Date of delivery, Delivered to, Quantity, Purpose (Sale/Service), Receipt No, Bill Value, Bill Checked by need to be stored in the outwards register by the godown manager.
Whenever a customer returns a stock to the gowdown then we need to check the reason for returning that item. If it is a damage then the details like Item Name, Date of delivery, date of  return, Return Godown ID, Quanity, invoice no, returned by, receipt no, bill value and checked by needs to stored in returns register. If the reason is order cancelled then we need to update the stock no in that godown. Checking for particular inwards, outwards or returns entry info takes lot of time here.
Thus the cycle is repeated for every day. Currently all the above activities are done manually. The process is a tedious one. To arrive at the Inwards, outwards or returns for items, data has to be gathered from various sources. Because of this errors are occurring in the process, which is leading to delayed deliveries to the customers. Some times because of the errors wrong products are sent out which have no requirement & thus a lot of money is being wasted in maintaining the stock.
Automating such a process will not only eliminate the errors in the process, but also bring down the delivery times & make the company more competitive. So it was decided that an automated system should be developed to make the whole process simpler & easier.
The following is the system developed for the above stated needs. An initial feasibility study was performed & a conclusion was arrived at that automating such a system will not only achieve all the things mentioned above, but will also provide additional Reports which will enable the Management to look at the statistical side of the inwards, inwards & returns related to each godown. This would also create an effective Stock management system, which would reduce the confusion in maintaining the stocks at different godowns, thus effectively reducing the expenditure costs of the company. Another advantage was that the whole Accounts system could be linked to this system in future, which would finally reduce the Overheads of the company.
Existing System:
Current system is a manual one in which users are maintaining ledgers, books etc to store the information like suppliers details, inwards, deliveries and returns of items in all godowns, customer details as well as employee details. It is very difficult to maintain historical data. Also regular investments need to purchase stationary every year.
The following are the disadvantages of current system
  1. It is difficult to maintain important information in books
  2. More manual hours need to generate required reports
  3. It is tedious to manage historical data which needs much space to keep all the previous years ledgers, books etc
  4. Daily transactions are to be entering into different books immediately to avoid conflicts which are very difficult.
Proposed System:
Proposed system is a software application which avoids more manual hours that need to spend in record keeping and generating reports. This application keeps the data in a centralized way which is available to all the users simultaneously. It is very easy to manage historical data in database. No specific training is required for the employees to use this application. They can easily use the tool that decreases manual hours spending for normal things and hence increases the performance. As the data is centralized it is very easy to maintain the stocks of the various items in all godowns. 
The following are the advantages of proposed system
  • Easy to manage all the daily transactions
  • Can generate required reports easily
  • Easy to manage historical data in a secure manner
  • Centralized database helps in avoiding conflicts
  • Easy to use GUI that does not requires specific training.
The System after careful analysis has been identified to present with the following modules.
EMPLOYEE INFORMATION MODULE: This module maintains all the information which belongs to the employees who are working for the company. It allows the administrator to add an employee record to the database very easily and it allows to view the list of employees in tabular format out of which he can edit a particular employee. Admin can take the print of employee report just by making a single on print icon and It also allows the administrator to remove an employee from list. It makes all the above can be done very flexibly.
INWARDS MODULE:  This module maintains all the information related to manage inwards done in the godowns. All the inwards are recorded to database and can be viewed as a report that displays all the inwards made by the company at each godown. It allows the normal user to enter godown-wise inwards details whenever inwards done in any godown. It facilitates the user to select godown id from the list which prevents entering invalid godown ids and allows the user to select the directly from a calendar which reduces lot of confusion in date formats and all. It doesn’t allow admin to enter the above details.
DELIVERIES MODULE: This module deals with major and crucial part which includes deliveries of items whose purpose is for sale or service. This module provides interface to add the deliveries details and can be viewed as a report that displays all the deliveries made by the company at each godown. It allows the normal to enter whenever some delivery to has to done from any godown. It facilitates the select godown id and item id from the list for better user-friendliness. It also asks the user to select purpose of the delivery whether it is sale or service. It provides an option to take the print out of delivery report.
RETURNS MODULE: This module deals with another major and crucial part which includes returns of items whose purpose is of damage or order cancelled. This module provides interface to add the returns details and can be viewed as a report that displays all the returns made by the customer at each godown. It allows the normal user to enter return details whenever a return will takes place at any godown. It provides the facility for the user to select the delivery items list out of which he can select id of return item very easily. It also facilitates the user to view returns report in tabular format.
ADMINISTRATOR MODULE:  This module is used to manage the details of users of the application. Users are divided into two categories.
  • Admin
  • Normal user
It allows administrator to add a new user, view the list of user and delete a user from the list. It allows to send a print request to the printer for printing user report.
REPORTING MODULE: This module used to provide reports required by the higher management. It provides a facility to generate dynamic reports like information about the godown, monthly inwards, monthly deliveries, monthly returns and stock statements very easily.
Database:  MySQL 5.0,
Server:  Apache Tomcat 4.1
Front end: JSP / Servlets, J2SDK 1.4, HTML, DHTML, Java Script
Editor: Edit plus
Pentium IV processes architecture
1. 256 MB RAM.
2. 40 GB Hard Disk Space.
3. Ethernet card.

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