Billing, Delivery Monitoring and Inventory System for Ultragas and Appliance Center

Chapter 1
Problem of Background Studies
Introduction
Today, business establishment are starting to work in an exciting and complex environment that is constantly changing. Progress in information technology is occurring at an ever-increasing rate. Business organizations are changing their methods of operation and their management structure to meet the demands of an increasingly competitive environment. Computers along with the integral part of the network, plays a vital role in the world of Business.
Not only business, but also any large organization that want to keep their “edge” in today’s word has to have a computerized system. School and hospital are other example of organizations that appreciate and adapted computerization. More so businesses too depend so much on computers that it is hard to think how they were doing tasks before the invention of the computers.
The history of Ultragas and Appliance Center started in 1995 with minimal number of employees and assets or investment until it gained more profits to increase its stocks on hand and eventually able to put up two branches and one rolling store. It presently have more or less twenty employees.
Statement of the Problem
Difficulty in indexing and searching for related files due to disorganized storing of records,
Improper verification of the quantity of goods available in stock especially when a large amounts of order is involved.
Insufficient supply of an item in stock, which causes delay on the delivery of ordered items to the customer, resulting in the loss of goodwill and possibly future loss of repeat orders.
The poor billing and invoicing procedures due to improper file handling and miscalculated orders mixed up delivery schedules are also being experienced in the manual operation of processing transactions.

Significance of the Study
The primary aim of the study is to develop and provide an accurate, effective, organized and systematic scheduling, inventory and billing system for Ultragas and Appliance Center. The system will be designed to:
Speed up billing procedures, recording and retrieval of sales information and other important data processing records while at the same time providing help to the company’s accounting system.
Lessen mistakes, errors and time consumption that will improve the accuracy of delivery monitoring, inventory and billing data manipulation.
§ Provide easier and faster way of indexing important data files.
§ Enhance the productivity of the company by satisfying customer’s orders.
Provide the company a system that provides the users of timely reports.
Improve the company’s performance in a competitive marketplace and increase its ability to win large orders, consequently, more profits.
Facilitate Ultragas and Appliance Center service as far as scheduling, inventory and billing system is concerned, with higher efficiency and greater accuracy by an organized database of their records.
Scope and Delimitation
The study will only take into consideration certain areas of information about the company: these are the following:
A .Delivery Monitoring
This system will includes monitoring management of the tracking and delivery scheduling of the company. It will enable to accurately monitor trucks availability to meet delivery schedules on time basis.
B. Inventory System
This system will allow setup and editing of inventory sale items specifically cooking appliances as well as input of inventory items received and inventory lists and automatic updating of inventory values. The proponents will make their work less pressure and minimized the error in keeping their stock records and status.
C. Billing System
This system will includes sales (order entry, purchased orders) and accounts receivables of the company billing. It will show the gross profit and will hold billing records for the customers. Adding of customers, entering customer historic information and transaction are also to be considered. In accordance to this, the system will also input all information for order entry as well as allowing setting up customer credit accounts for monthly payments and posting payment received on these accounts as well keeping running balances on each account anytime
For the delimitation, the proposed system will not cover the accounting system of the company. Disturbance / expenses, payables, company payroll are not included in the study. The system does not accept credit card either cash.

Theoretical Framework

A theoretical framework is a collection of interrelated concepts, like a theory but not necessarily so well worked-out. Theoretical framework guides the research, determining what things you will measure, and what statistical relationships you will look for.

Economic feasibility
The business study extends the feasibility study. After the project has been deemed feasible for the use of RAD, this stage examines the influenced business processes, user groups involved and their respective needs and wishes. The deliverables for this stage are a business area definition that describes the context of the project within the company, a system architecture definition that provides an initial global architecture of the IS under development together with a development plan that outlines the most important steps in the development process.
Technical feasibility
The proposed system will only take certain areas of information about the company including the billing, delivery monitoring and inventory of the company.
Benefits
Speed up billing procedure, recording and retrieval of sales information and other important data processing record while at the same time providing help to the company’s accounting system lessen mistakes, errors and time consumption that will improve the accuracy if delivery monitoring, inventory and billing data manipulation. Provide easier and faster way of indexing important data files. Enhance the productivity of the company by satisfying customer’s orders. Thus, encourages customer’s goodwill and dependency. Provide the company a system that provides the users of timely reports. Improve the company’s performance in competitive marketplace and increase its ability to win large orders, consequently, more profits.
3. Application
MS Office 2003
4. Input devices application
Keyboard and Mouse
Operational feasibility
The requirements that have been identified in the previous stages are converted to a functional model. This model consists of both a functioning prototype and models. Prototyping is one of the key project techniques within this stage that helps to realize good user involvement throughout the project. The developed prototype is reviewed by different user groups. In order to assure quality, testing is implemented throughout every interaction of RAD. An important part of testing is realized in the Functional Model Iteration.
Definition of Terms
The following terms are defined operationally were each words is use to give the right meaning of each sentence.
Accounts Receivables. Data on amounts owed to the business by its customers for goods sold on credit.
Billing System. A statement charge for good service cost of goods or service billed to a customer within a specified period. This system is used for collection purposes, for checking credit on new orders and for monitoring potential bad debts.
Computer. Machines that performs task, such as mathematical calculation or electronic communication, under the control of set instruction called a program. Programs usually resides within the computer and are retrieved and processed by the computer’s electronics, and the program results are stored or routed to output devices, such as video display monitors or printers. Computers are used to perform a wide variety of activities with reliability, accuracy, and speed.
Database. Any collection of data organized for storage in a computer memory and designed for easy access by authorized users. The data may be in the form of text, numbers, or encoded graphics.
Information System. Is a collection of computer system, business procedures and people working together to the help the organization achieve their goals by converting raw data into information.
Input. Capturing or entering data into the computer for processing.
Inventory. A detailed list of things, especially a periodic survey of all goods and materials in stock, the process of making such a list such as the supply of goods on hands; stock. It is the key factor in determining cost of goods sold because it represents the goods available for sale.
Invoice. A list of goods shipped or services rendered, detailing all cost. The goods or services itemized.
Manual. Done by or operated with the hands. Employing human rather than mechanical energy.
Monitoring. A process of checking, watching, or keep track of something, often by means of an electronic device.
Output. The information or result produces by from a specific input.
Process. A series of actions, changes, or functions bringing about a result.
Researcher. A person who performs careful investigation or study, especially of a scholarly or scientific nature.
Sales. The exchange of good services for money, an instance of selling.
Scheduling. To enter on a schedule, to make up schedule for Software. Is the set of instructions a computer uses to manipulate data, such as a word-processing program or a video game.

















Chapter 2
Review of Related Literature and Studies

Related Studies
According to Abasolo, (2000) which is entitled “Registration and Billing System for CALSON waterworks Development Corporation, 2000” “One of the most ongoing trend today, computerization is indeed so much in demand and is actually necessary to a business. Automation is the main purpose of computerization and that it increases the quality of work. Lack of automation in a company reduces its efficiency on work and slows down transactions. The “Fifth Generation” computer strives to develop a computer that can solve complex problems”.

Foreign Studies
According to the thesis of Catherine Carpio (2000) et al, entitled “Automated Scheduling and Billing System for R.D Policarpio and Co., 2000” The computerization of a certain system upgrades operation. With the new system, the researcher agreed that with the aid of computer techniques several advantages over the manual system will be met. It will reduce workload of the employee on the paper works and costs in office are also anticipated.
It was emphasized by Galang (2001), et al, in their study entitled “A Proposed Point of Sales and inventory System for Happy Center Bazaar, 2001”, the rapid growth of automated store has influenced the growth of technology. For instance, the use of computer today has brought the rapid advancement in the field of information technology. It enables to educate and train the users its advance features and capabilities, thus making operations more efficient and effective. Computers are now so common in business that they are used to keep track a company’s product from their design to their delivery. Most large business now has a special department to manage the flow of computerized business information. In today’s competitive business environment, decision about which types of computer and computer programs to use are often closely related to the overall success of the company.

The review of related literature presents different views from books, articles and documentation of published and unpublished materials relevant to the proposed research. The following were taken from different references to have a wider and extensive background of the proposed study.

Local Studies
According to Churchill (1990), the rapid growth of automated store has influenced the growth of technology. For instance, the use of computer today has brought the rapid advancement in the field of information technology. It enables to educate and train the users its advance features and capabilities, thus making operations more efficient and effective. Computers are now so common in business that they are used to keep track a company’s product from their design to their delivery. Most large business now have a special department to manage the flow of computerized business information. In today’s competitive business environment, decision about which types of computer and computer programs to use are often closely related to the overall success of the company.
Demands for improving customer service and for monitoring inventory system have increased over resent years. Some MIS and System analyst believed that it is a must to raise economic standards and technology. “To be truly efficient, in an order processing, a company must maintain a material balance that is, the operator must know the material that goes into the product volume of raw, volume of product that goes out, know the material characteristics as they affect the manufacturers”. (Williston, 1985)
The basis objective and target of an inventory management system is to assist corporate management and to maintain a level of inventory that achieves the optimum balance between on-order, on-hand, and out-of-stock. (Cushing and Romney, 1990)
Related Literature
A central feature of accounting work in today’s business world is the interaction of accounting professionals with computer-based information systems. “A computer-based system that operates enables purchasing and inventory transactions to be processed in a more timely and efficient manner and generates a variety of scheduled, demand, and triggered reports that facilitate the management of the procurement process” (Cushing and Romney, 1990)
Accounting firms can improve their profitability and relation with clients by automating client computer. Accounting firms can use PCs as an economical means of computerizing the billing process. A computerized billing system allows accounting firms to more effectively manage their employee’s productivity and gives them the means to analyze the hours available and hours billed of each employee. A computerized billing system provides more control over accounts receivable and client work-in-process. Factors to consider when selecting a software package include the number of the firm’s clients, the number of employees and their experience levels, and the fee structure and types of services offered. (Smith, 1990)

Today’s computerized inventory management system also includes the capability to generate reports at any time about the status of the inventory. The reports generated are used by many different people throughout the organization, including the sales personnel who use the reports to inform customers about product availability and the company’s manager who use the reports to guide decision-making. (Murdock, Everett E, 1995)






















Chapter 3
Methodology
The researchers intend to use the Rapid Application Development (RAD) in the development of the proposed system. Different Rapid Application Developments tools of the methodology are to be followed to ensure an effective, efficient, and user-friendly system. It is described as a process through which the development cycle of an application is expedited. Rapid Application Development thus enables quality products to be developed faster, saving valuable resources. Application development refers to the developing of programming applications and differs from programming itself in that it has a higher level of responsibility, including for requirement capturing and testing.


List of Rapid Application Development tools
Cross-Platform Rapid Application Developer Tools
Desktop Rapid Application Development Tools
Database Rapid Application Development Tools
Embedded Control Rapid Application Development Tools
Web Based Rapid Application Development Tools



Methods of Research
Data Gathering Procedure

There is no universally accepted scheme of classifying methods of research. The proponents of the study have chosen the most appropriate methods and procedures needed to be implemented to further explain explicitly how the research study has been made. The proponents of the study first followed the series of the steps before implementing such research design that will be used. Thus, the researcher has come up with:

Define the research problem – specify the information to help to react to the management problem.
Estimate the value information to be provided by the research – estimate the value of information with varying levels of accuracy.
Select the data collection method – determine the whether secondary data, a survey, or experimentation will produce the required data and choose the form of the selected methods to use.
Select the measurement technique – determine whether and how to used questionnaires, attitudes scales, observation and or projective techniques.
Select the sample – determines who and how many respondents or objects to measure.
Select the analytical approach- determines the appropriate means of analyzing the data to provide the required information.
Specify the time and the financial cost – for each research approach, develop the time and financial cost and estimated value of the information and time constrains imposed by the problem.
Prepare the research proposal – summarize the results of the preceding seven steps in the form of a research proposal.

Data Collection Process
The respondent of this study includes the following:
a. The manager who is responsible for giving the proponents all the information about the detailed current system of their company. He also provided overview of the company transaction and requirements as well as the short history of the company.
b. The 2 secretaries who deals with the customers and who accepts calls a most importantly orders for the company.
c. The 2 accountants moot especially the billing and the inventory clerk who process all the orders, billing, the stock inventories and all the financial transaction.
d. The market manager (salesman) who is responsible for the promotion of company’s product.
e. The 5 delivery personnel and 1 warehouse personnel who maintained and process inventory control and delivery.















Bibliography

A. Books
Friendlander, Philip. (1995). Developing IS Professionals, Information System Management Summer.
Fuller, F., & Manning, W. (Eds.). (1996) Computer and Information Processing. Boston,
Massachusetts: Boyd and Fraser Publishing Company.
Hall, J.A. (1998). Accounting Information System. Cincinnati, Ohio:
Jeysen, D.L.,ed. (1985). Information System in Accounting Education. Columbia: Ohio
State University.
Patt Y.N, & Patel S.J. (Eds.). (2001). Introduction to Computing Systems. Mc Graw-Hill
Companies, Inc.
Wilkinson, J.W., & Cerullo M.J. (Eds). (1997). Accounting Information System (Third
Ed.). John Wiley & Sons, Inc.
B. Unpublished Materials
Abasolo, Jerome D. (2000). Registration and Billing System For CALSON Waterworks
Development Corporation. System Plus Computer College.
Carpio, Catherine, et al (2000). Automated Scheduling And Billing System for R.D
Policarpio and Co. System Plus Computer College.
Cushing & Romney (1990) Computerized-Based Information.
Galang, Patrick, et. al (2001). A Proposed Point of Sale and Inventory System For Happy
Bazaar. System Plus Computer College.
Smith (1990). Computerized Billing System
Williston (1985). Monitoring Inventory System.
Chapter IV
Analysis, Presentation and Interpretation of Data

Below are set of question provider by the researcher s for the concerned employees. Please answer the following questions with integrity and certainty for the validity of the study. Rest assured that all answers in this questionnaire will be treated with utmost confidentiality.


This chapter deals with the findings derived from the survey of the general procedures of the company for the evaluation and designing of the proposed system. This chapter contains findings, which were based from the gathered data from the respondent responses with the use of written questionnaires that were distributed that are primary needed to complete the study and for justifying the need of the proposed system.
This chapter as well includes an evaluation of the interview and analysis of the existing system. The data collected in this research work are presented in a tabular format in the form of the tables and textual explanations were included for easier comprehension.
This analysis and interpretation of the finding from the data gathered are presented and discussed throughout this chapter.

Data Collection Process

1. The rate of the current delivery scheduling and monitoring system in terms of efficiency.
Table 1.1 shows that out of 12 respondents, (12) or 100% have answered “Good”


Ratings
No. of Respondents
Percentage
Excellent
0
0%
Very Good
0
0%
Good
12
100%
Fair
0
0%
Poor
0
0%
TOTAL
12
100%
Table 1.1

This imply that the present delivery scheduling and monitoring system of the company is not efficient enough for all the respondents as nobody among them answered “Excellent” or “Very good”
According to Abasolo, (2000) which is entitled “Registration and Billing System for CALSON waterworks Development Corporation, 2000” “One of the most ongoing trend today, computerization is indeed so much in demand and is actually necessary to a business.
2. How often the company does delivery?

Table 1.2 shows that out of 12 components, (12) or 100% have answered “Daily”


Ratings
No. of Respondents
Percentage
Daily
12
100%
Weekly
0
0%
Monthly
0
0%
Others
0
0%
TOTAL
12
100%
Table 1.2

This means that the company is processing or doing daily deliveries as all of the respondent answered “Daily”.
According to Abasolo, again (2000) Automation is the main purpose of computerization and that it increases the quality of work. Lack of automation in a company reduces its efficiency on work and slows down transactions. The “Fifth Generation” computer strives to develop a computer that can solve complex problems”.



3. The rate of the current billing system in terms of effectiveness.

Table 1.3 shows that out of 12 respondents, (8) or 67% have answered “Good”. Four (4) or 33% have answered “Fair”. None of the 12 respondents answered “Excellent”, “Very Good” and “Poor”.


Ratings
No. of Respondents
Percentage
Excellent
0
0%
Very Good
0
0%
Good
8
67%
Fair
4
33%
Poor
0
0%
TOTAL
12
100%
Table 1.3


This proves that the current billing system is not effective enough because majority of the respondents feels that there is a need for a more effective billing system.
According to the thesis of Catherine Carpio (2000) et al, entitled “Automated Scheduling and Billing System for R.D Policarpio and Co., 2000” The computerization of a certain system upgrades operation.
4. The rate of the current billing system in terms of efficiency.
Table 1.4 shows that out of 12 respondents, (11) or 92% have answered “Good”. One (1) or 8% have answered “Fare”. Thus, of the 12 respondents answered “Excellent”, “Very Good”, and “Poor”.

Ratings
No. of Respondents
Percentage
Excellent
0
0%
Very Good
0
0%
Good
11
92%
Fair
1
8%
Poor
0
0%
TOTAL
12
100%

This signifies that the respondents are not satisfied enough with their current billing system in terms of efficiency as nobody among them answered “Excellent” or “Very Good”.
According to the thesis of Catherine Carpio again (2000).The computerization of a certain system upgrades operation. With the new system, the researcher agreed that with the aid of computer techniques several advantages over the manual system will be met. It will reduce workload of the employee on the paper works and cost in office is also anticipated.

5. The rate of the current billing system in terms of accuracy.
The 1.5 shows out of 12 respondents, (12) or 100% have answered “Good”.
Nobody answered either of the remaining choices.

Ratings
No. of Respondents
Percentage
Excellent
0
0%
Very Good
0
0%
Good
12
100%
Fair
0
0%
Poor
0
0%
TOTAL
12
100%
Table 1.5

This proves that the current billing system is not reliable enough to provide more accuracy in terms of processing their billing works and transactions.
According to Churchill (1990) again Computers are now so common in business that they are used to keep track a company’s product from their design to their delivery. Most large business now have a special department to manage the flow of computerized business information. In today’s competitive business environment, decision about which types of computer and computer programs to use are often closely related to the overall success of the company.

6. The rate of the flow of the current billing system in meeting the quality to the customer’s service and satisfaction.
Table 1.6 shows that out of 12 respondents, (9) or 75% have answered “Good”. Three (3) or 25% have answered “Very Good”. None of the 12 respondents have answered “Excellent”, “Fair” and “Poor”.
Ratings
No. of Respondents
Percentage
Excellent
0
0%
Very Good
3
25%
Good
9
75%
Fair
0
0%
Poor
0
0%
TOTAL
12
100%
Table 1.6
This means that the majority of the respondents feel that the current billing system is not exceeding on its capability of meeting the best quality to their customer’s satisfaction.
According to Churchill (1990), the rapid growth of automated store has influenced the growth of technology. For instance, the use of computer today has brought the rapid advancement in the field of information technology. It enables to educate and train the users its advance features and capabilities, thus making operations more efficient and effective.
7. Table 1.7 shows that out of 12 respondents, (9) or 75% have answered “Good”. Three (3) or 25% have answered “Fair”. None of the 12 respondents have answered “Excellent”, “Very Good” and “Poor”.
Ratings
No. of Respondents
Percentage
Excellent
0
0%
Very Good
0
0%
Good
9
75%
Fair
3
25%
Poor
0
0%
TOTAL
12
100%
Table 1.7
This implies that the majority of the respondents believe the ability of the manual system is not enough and it slow in terms of maintaining the billing records of the present system. Respondents are not satisfied with manual works.
It was emphasized by Galang (2001), et al, in their study entitled “A Proposed Point of Sales and inventory System for Happy Center Bazaar, 2001”, the rapid growth of automated store has influenced the growth of technology. For instance, use of computer today.

8. The rate of the accuracy of the reports of the current billing system.
Table 1.8 shows that out of 12 respondents, (12) or 100% have answered “Good”. None of them answered the remaining choices.

Ratings
No. of Respondents
Percentage
Excellent
0
0%
Very Good
0
0%
Good
12
100%
Fair
0
0%
Poor
0
0%
TOTAL
12
100%
Table 1.8
This certifies that the current billing system is not reliable enough to provide more accurate reports and information needed by the company. Thus, there is a need for a more accurate and better pace of billing processing.
Demands for improving customer service and for monitoring inventory system have increased over resent years. Some MIS and System analyst believed that it is a must to raise economic standards and technology. “(Williston, 1985)
9. The rate of the current inventory system in terms of effectiveness.
Table 1.9 shows that out of 12 respondents, (7) or 58% have answered “Fair”. Five (5) or 42% have answered “Good”. None of the 12 respondents have answered “Excellent”, “Very Good” and “Poor”.

Ratings
No. of Respondents
Percentage
Excellent
0
0%
Very Good
0
0%
Good
5
42%
Fair
7
58%
Poor
0
0%
TOTAL
12
100%
Table 1.9

This manifest that the current inventory system is not effective enough to majority of the respondents answered “Fair”. This means that the respondents believe that there are certain problems and flaws encountered on the current inventory system.
According to Galang (2001), Computer has brought the rapid advancement in the field of information technology. It enables to educate and train the users its advance features and capabilities, thus making operations more efficient and effective. Computers are now so common in business that they are used to keep track a company’s product from their design to their delivery. Most large business now has a special department to manage the flow of computerized business information. In today’s competitive business environment, decision about which types of computer and computer programs to use are often closely related to the overall success of the company.

10. The rate of the accuracy of the inventory system.
Table 1.10 shows that out of 12 respondents, (12) or 100% have answered “Good”. None of them answered any of the remaining choices.
Ratings
No. of Respondents
Percentage
Excellent
0
0%
Very Good
0
0%
Good
12
100%
Fair
0
0%
Poor
0
0%
TOTAL
12
100%
Table 1.10
This implies that the inventory system is not the accurate in processing inventory control. Respondents believe that the current system is not reliable enough to provide accurate processing of information about the stock status needed by the company. Thus, there is a need for a more accurate system for tracing such as inventory status.
“(Williston , 1985) To be truly efficient, in an order processing, a company must maintain a material balance that is, the operator must know the material that goes into the product volume of raw, volume of product that goes out, know the material characteristics as they affect the manufacturers”.
11. The rate of the accuracy of reports of the current inventory system.
Table 1.11 shows that out of 12 respondents, (11) or 92% have answered “Good”. One (1) or 8% have answered “Fair”. None of the 12 respondents have answered “Excellent”, “Very Good” and “Poor”.

Ratings
No. of Respondents
Percentage
Excellent
0
0%
Very Good
0
0%
Good
11
92%
Fair
1
8%
Poor
0
0%
TOTAL
12
100%
Table 1.11

This means that the current inventory system is not reliable enough to provide accurate reports and information needed by the company. Thus, there is a need for a more accurate system in terms of producing reliable reports.
The basis objective and target of an inventory management system is to assist corporate management and to maintain a level of inventory that achieves the optimum balance between on-order, on-hand, and out-of-stock. (Cushing and Romney, 1990)
12. The rate of the ability of manual system in maintaining the inventory of the present system.
Table 1.12 shows that out of 12 respondents, (9) or 75% have answered “Good”. Three (3) or 25% have answered “Fair”. None of the 12 respondents have answered “Excellent”, “Very Good” and “Poor”.

Ratings
No. of Respondents
Percentage
Excellent
0
0%
Very Good
0
0%
Good
9
75%
Fair
3
25%
Poor
0
0%
TOTAL
12
100%
Table 1.12
This indicates that the ability of the manual system is not good enough in maintaining the inventory reports of the company. The company needs a system that can handle their reports.
A central feature of accounting work in today’s business world is the interaction of accounting professionals with computer-based information systems. “A computer-based system that operates enables purchasing and inventory transactions to be processed in a more timely and efficient manner and generates a variety of scheduled, demand, and triggered reports that facilitate the management of the procurement process” (Cushing and Romney, 1990)
13. How much the time is consumed to finish the inventory using manual system?
Table 1.13 shows that out of 12 respondents, (8) or 67% have answered “5-6 days” and four (4) or 33% have answered “Others”. None of the 12 respondents have answered “1-2 days” and “3-4 days”.
Ratings
No. of Respondents
Percentage
1-2 days
0
0%
3-4 days
0
0%
5-6 days
8
67%
Others
4
33%
TOTAL
12
100%
Table 1.13

Making the inventory system is the most time consuming in the business. According to the majority answers of the respondents it will take 5-6 days to finish the inventory. In a business time is very important. Thus, there is a need to improve their current inventory system.
Accounting firms can improve their profitability and relation with clients by automating client computer. Accounting firms can use PCs as an economical means of computerizing the billing process. A computerized billing system allows accounting firms to more effectively manage their employee’s productivity and gives them the means to analyze the hours available and hours billed of each employee. (Smith, 1990)
14. How often do you maintain and produce reports on the inventory control.
Table 1.14 shows that out of 12 respondents, (12) or 100% have answered “Weekly” nobody answered “Daily” and “Monthly”

Ratings
No. of Respondents
Percentage
1-2 days
12
100%
3-4 days
0
0%
5-6 days
0
0%
Others
0
0%
TOTAL
12
100%
Table 1.14
Producing reports on the inventory is very important, because the company is relying on the reports about their inventory. If the reports are delayed it will cause major problems on the flow of the business. There is a great need of improving the system of maintaining and producing of reports on the inventory control.
(Smith, 1990) A computerized billing system provides more control over accounts receivable and client work-in-process. Factors to consider when selecting a software package include the number of the firm’s clients, the number of employees and their experience levels, and the fee structure and types of services offered.
15. How much the time takes in locating billing records and other related documents needed to recall when monitoring sales, inventory and delivery status.
Table 1.15 shows that out of 12 respondents, (7) or 58% have answered “Minutes”. Five (5) or 42% have answered “Hours”. Nobody answered either “Daily” and “Others”.

Ratings
No. of Respondents
Percentage
Minute/s
7
58%
Hour/s
5
42%
Day/s
0
0%
Others
0
0%
TOTAL
12
100%
Table 1.15

The manual system of locating important records of documentation is very time consuming. There is really a great need of not only improving but changing their old system, for well organized files and easy locating files.
Today’s computerized inventory management system also includes the capability to generate reports at any time about the status of the inventory. The reports generated are used by many different people throughout the organization, including the sales personnel who use the reports to inform customers about product availability and the company’s manager who use the reports to guide decision-making. (Murdock, Everett E, 1995)







Chapter V

Summary, Conclusions and Recommendation


In this chapter covers the findings of the study that summarized as well as the overall views of all the preceding chapters. Generalizations are made in the form of conclusions based on the research done by the proponents of this study. Recommendations are along with provided for future researchers of the study.
The study was conducted for the purpose of developing computer language, trucking monitoring, inventory and billing system into a computerized system. This study is to furnish and purvey a better system to replace the current manual method.
In the descriptive method of research was used for gathering and aggregating data. Questionnaires were served as the instrument for collecting data as well as organized interviews and library research and online references.
Summary
The company is basically a storing yard of different materials which is required from the day to day activities of Ultragas and Appliance Center. The company depends heavily on its inventory and stock, keeping proper inventory level based on it’s critically and availability. The group discoed the inconveniences of the employee staff when performing transactions such as the inaccuracy and slowness of processing the inventory, report generalization and unorganized manipulation of data and other problems mentioned in chapter one. In contrary, the study searched for the objectives: to create system, which will be the accurate in the transaction that will generate reports quickly, which will be flexible and which will minimize the works of the users.

The proponents organized investigation to gain reliable information which serves as a building block of the proposed system within this investigation and by the respondents. The proponents of the study found out the deficiencies of the current manual system and the necessity of a new better system.
The findings shows that majority of the respondents rated the current system poorly and therefore indeed, it hade been found out that the said system must have an alternative which will diminished the problems of the current system. Furthermore the respondents rated the proposed system highly, which only mean to one thing, the use of an automated system is a big possibility.
Conclusions
With the entire finding stated, a successful computerized computer language was developed which is sufficiently automated that contains a system that will answer the common problem of the company. The proposed system would facilitate all the transactions processing with a greater accuracy and higher efficiency.
The researchers therefore conclude that the requirements , goals and objectives of the study were met satisfied which is to lessen the work the implementation of the proposed system will scientifically expedite the processing mechanism of the scheduling, inventory and billing system accurately and effectively. More so, inaccuracy of the report generation the time consuming processing of data will be eliminated through the implementation of the system.
In the results of the investigations shows that the proposed system is a necessity based on the results, it is proven that the accuracy and speed of the report generation, data storage and major computation of the proposed system are efficient in performance. All the respondents agreed that the proposed system should be implemented for faster and effective approach. The results became the validity of the proposal.
Recommendations
The following are recommended for future researchers and statement that were derived from conclusions made.
In developing the language system into a more productive one, the company should acquired updated facilities to be used in the new system. It is also recommended that employees or users should undergo training related to use of the computers and of the system. Without any knowledge from this, integration of computers into a manual system may not be very effective. The study wishes to recommend to the chosen locale that new approached must be developed and new provisions for company personnel must be applied.
User of the proposed system is highly insisted to practice and maintain the procedure and instruction of the profound computerization of the computer language. Every details or transaction made are recorded accordingly to what operation has been made. Every data entry file by the user must manually fill up with all the important information needed before the encoder or the user record it officially to the system for faster, complete and accurate operation of the system. A computer security system must be use to protect the integrity of the new system and to eliminate malicious access of the important data. Efficiency of the new system will be realized and be optimized if the users will be trained and be well oriented of its use.
In through the software product in itself can give fast, easy and accurate information, the study encourages any future changes or enhancement that may lead to a more successful implementation.