University of the East Caloocan CampusCollege of Business AdministrationAcademic Year: 2014 - 2015

System Analysis and Design (BCO 113)Alliance in Motion GlobalSales SystemBCO 113 System Analysis and Design

Submitted by:Pasco, Rachel JoyPunongbayan, BeaQuiones, ClaireSan Diego, ShairaSantiago, Sharmaine

Submitted to:Prof. Elizabeth Valbuena

TABLE OF CONTENTS

TITLE .....1TABLE OF CONTENTS .2ACKNOWLEDGEMENT .4ABSTRACT5CHAPTER I INTRODUCTION1.1 Background of the Study .61.2 Context of the Study .81.3 Objectives of the Study 1.3.1 General Objective ..81.3.2 Specific Objective ..91.4 Significance of the Study .....91.5 Scope and Limitation of the Study ...101.6 Definition of Terms .10

CHAPTER II REVIEW OF RELATED LITERATURE AND STUDIES2.1 Review of Related Literature2.1.1 Review of Related Foreign Literature ..122.1.2 Review of Related Local Literature ..152.2 Review of Related Studies2.2.1 Review of Related Foreign Studies ..202.2.2 Review of Related Local Studies ..232.3 Conceptual Framework ..26CHAPTER III RESEARCH METHODOLOGY3.1 Project Planning and Management 3.1.1 Gantt Chart ...273.2 Project Design3.2.1 Data Flow Diagram .283.3.2 Document Flowchart ....393.3.3 System Flowchart ...303.3 Screen Shots ...31

ACKNOWLEDGEMENT

First of all, we would like to thank God for giving us strength and courage to make it through everything we faced. To our professor, Prof. Elizabeth Valbuena, who continually conveyed a spirit of perseverance in regards to this system proposal. Without her guidance and persistence, this system would not have been possible.We would also like to express our deepest and sincere gratitude to Alliance in Motion Global for the data and information they had given that helped us to come up with this research study.And last but not the least, we dedicate and give thanks to all our family and friends for giving us courage and serves as our inspiration in making this study, thank you for their unending support. And to those who gave their direct and indirect support in helping us in this presentation.

ABSTRACT

The proposed system aimed to provide the company net sales by subtracting the sales return and allowances and sales discount to do sales of each product. The sales system provides a clear compilation of database wherein the computation for the net sales will be shown.The first chapter presents the information about the beneficiary of the proposed system, Alliance in Motion Global Company. This includes the background of the business and how we come up on the system that will help the company. This chapter shows the objectives and significance of the study and also the scope and limitations that will determine the effectiveness of system.The second chapter focuses on the review of related literature and studies, both foreign and local that serves as the guide on how we develop our system. Conceptual Framework will be provided by this chapter.The last part will conduct the data flow diagram, document flowchart and system flowchart which serve as a process on how were going to form the proposed system.

I. INTRODUCTION

1.1 Background of the study AIM GLOBAL is a direct sales MLM company formed by the triumvirate - owners Dr. Eduardo Cabantog, Francis Miguel and John Asperin in September 2005. The company was conceptualized to provide exceptional products and services to the market. Presently, the company holds offices at Units 301, 319 & 320 AIC Burgundy Empire Tower, ADB Ave. cor. Garnet & Sapphire Sts., Ortigas Center, Pasig City, Philippines respectively.The company distributes and markets top-of-the line food supplements manufactured by Natures Way USA, and premium blended beverages. AIM Global is the only direct sales company accredited by Natures Way USA as its exclusive distributor for Direct Sales in the Philippines.AIM Global is considered one of the top companies in the MLM industry and is a staunch advocate of direct sales entrepreneurship. Its dynamic pro-distributor marketing plan has attracted and benefitted hundreds of thousands of distributors. For 2013, the company has achieved annual sales of 2 Billion pesos and continues to enjoy phenomenal sales growth through its dynamic product lines.Over the years, AIM Global has built a strong presence with 3 branch offices in Cebu, Davao, General Santos City and 104 Business Center Offices in the country, currently at hand. The move to go global has opened vast opportunities for the company. And in just a few years, AIM Global has established international offices in Singapore, Korea, Taiwan, Hawaii and Dubai. The company opened its doors in the African continent and established its offices in Nigeria and Ghana and recently has set up its Business Center in Kuwait. Offices in Macau, Malaysia and Indonesia will follow suit in the coming months.As a pro-distributor marketing company, AIM Global is devoted to providing the distributors - the lifeblood of the company, a brighter future. The company has partnered with 300 schools, clinics and hospitals nationwide to provide scholarships and medical programs designed to help our distributors and their families avail of affordable, quality education and medical services. The company acknowledges the dedication and hard work of its top distributors and rewards them with all expenses paid travel incentives to further inspire them to excel in the direct sales business.At present, the companys leaders and distributors travel around the country as ambassadors, promoting the good news of health and prosperity that could be gained from AIM Global result to economic progress.By now, the major problem of the company is to determine the sales of each product. The company would like to get rid of the product that causes low net sales. In order to determine which product must be eliminated, we decided to create a system that will determine which product gain more sales.

1.2 Context of the studyThe study is all about AIM GLOBAL that will provide them an organized and systematized sales system that will show the sales of each product. The proposed system has a concept of giving information about the products and what is the products effect to the people by computing and comparing its sales to know which product is best for the customers. The proposed system has a concept of giving information about the products by computing and comparing its sales to know which one is best for the customers. The proposed system will provide a clear compilation of database wherein the computation for the net sales will be shown. It will be computed by deducting the Returns and Allowances and Sales Dicsount from Sales. In this way, the companys earning ability will be properly monitored.

1.3 Objectives of the study

1.3.1 General ObjectivesThis study aims to develop and provide a computerized sales system for the company that would indicate the sales of the products and the net sales of the said company.

1.3.2 Specific ObjectivesTo determine the usefulness of the companys marketing planTo know the effectiveness and profitability of each productTo provide a productive process in determining the sales of each product

1.4 Significance of the studyA system sale is a system that contains the market of the company. They should know the sales of their product for them to be aware how much profit they already earned. These are the people who will be benefited by the system: COMPANY: To be able to know the net sales of each of their products.EMPLOYEE: For them to focus more on some products which causes high amount of sales.ACCOUNTANT: For them to have more reliable results, and easier work on how to determine the net sales of the company.DISTRIBUTOR: Just like the company but this is somehow different, instead of knowing the net sales of all branches, they will know the sales of their branch separately on the other branch of the company.

1.5 Scope and limitation of the studyThe proposed system will only focus only to the organized and systematic product sales system that will show the sales of each product. It will only fit to the needs of Aim Global in finding out how much theyve earned in each sales of the product. Other matters concerning other business operations were not included in this study.

1.6 Definitions of termsTriumvirate- a group of three people who share a position of authority or powerStaunch- very devoted or loyal to a person, belief, or causeSales- Revenue recognition from the delivery of merchandise or from rendering a service in exchange for consideration. Consideration may be in the form of cash, cash equivalent, or other property.Net Sales- The amount of sales generated by a company after the deduction of returns, allowances for damaged or missing goods and any discounts allowed. The sales number reported on a company's financial statements is a net sales number, reflecting these deductions.Sales Quota- It is a target you expect yoursalesstaff to meet. It must be a target yoursalesteam believes they can achieve. Eachsalesperson must understand the importance of their target and how it fits in as part of your total business plan.Marketing Plan- is a written document that outlines in great detail what the organization hopes to accomplish by following theplan. Theplan should have specific strategies when implemented and will help the organization achieve its goals.Profitability-is the primary goal of all business ventures. Without profitabilitythe business will not survive in the long run. So measuring current and pastprofitabilityand projecting futureprofitabilityis very important.Profitabilityis measured with income and expenses.Profit - a financial gain, especially the difference between the amount earned and the amount spent in buying, operating, or producing something.

CHAPTER IIREVIEW OF RELATED LITERATURE AND STUDIES

This chapter is concerned in providing literature and study reviews done by the conductor of the research. This study is focused on providing useful information that will give clarity and understandability in the process of the development of the system.

2.1 Review of Related Literature2.1.1 Review of Related Foreign LiteraturesSales Support SystemSales support systems were developed to assist the sales force in improving productivity. This improvement in productivity was through continuous communication with the field offices about customer activities and requirements. The sales force focus was on cultivating long and fruitful customer relation.Before the advent of information system, customer-related information was recorded in individual sales representatives personal books rather than on a centralized data center. This meant that the customer information would be lost with movement of sales representative.Therefore, to preserve and utilized customer relation and improve performance of sales force, sales support system was developed.Online article (http://www.managementstudyguide.com/sales-support-system.htm)

Distributor Sales Tracking SystemOur client is a US based leading manufacturer of high quality plastic food storage and serving containers. The company with its presence in more than 100 countries is world leader in direct selling and multi-level marketing. In India they have presence in more than 40 cities. Our client caters to the need of fast moving food storage product industry. The enterprise needed a comprehensive integrated solution that would be able to handle its business transactions efficiently. Binary was invited to develop an end-to-end comprehensive web based distributors sales tracking system to meet client's business challenges.Distributor Sales Tracking System applications prime business objective is to provide a fast and secure platform to collect, manage, improve, and administer the weekly sales data from the disparate distributors located all over India. Binary Semantics engineered and developed a web-based system through which the distributors will directly submit their weekly sales related data to the Head Office and can also view the corresponding available reports.Scalability and flexibility in distributor sales tracking system allowed various product lines along with multiple zones in multi-level marketing to be accommodated in the same system. The high degree of parameterization and user-friendliness in the lines of Component Based Architecture made the system an easy solution to implement at Tupperware.Developed using Microsoft .NET framework and technologies like: ASP.NET, SQL Server 2000, the application provided a secure environment for Tupperwares crucial sales data.Online Article (http://www.binarysemantics.com/casestudies_tupperware2.htm)

Sales Force EnablementIn my SFPC session, Sept 17, 8:00 a.m., Ill share some fresh data from our 2014 MHI Sales Performance and Productivity Study, including data on the biggest inhibitors to sales success, data on a growing sales enablement scope, and data on enablement investments and the correlation to quota achievement. Based on the data and the still-existing different perceptions regarding what sales enablement should do, we will then establish a customer-core foundation for sales force enablement, which covers the entire customers journey.Our MHI Sales Force Enablement Master Framework is based on this customer core foundation. It enables you to define, structure, process and prioritize your sales enablement efforts to create more business impact in a more effective way. I will share an overview of the framework, what the different areas look like, and how you can use them. You will learn how to connect the customers journey with the internal value creation processes. We will discuss how to tailor your enablement services to all stages and all levels of the customers journey. And we will discuss how sales force enablement and sales operations belong together. Last but not least, we will look at a phased approach to a successful change and adoption program. Online Article (http://blog.tamaraschenk.com/)

2.1.2 Review of Local Related LiteraturesWith the help of Sales and Inventory software, the business industry has been significantly improve and advance when it comes to delivering customer service. Through Sales and Inventory system, the most purchased are identified. Retailers recognize the needs of the customer and the same time cater properly and efficiently. (Pajaro, 2009).

Generally industry specific POS software designed for industry specific needs which can range from service management and customer relations management (CRM).As we know that if we can do better analysis and management and understand the customer requirements we can gain fast in the market. It is important in a commercial business which products are ordered by the customer most and most like products and which is lee popular among them so we get valuable information among those data by effectively tracking inventory, sales and providing you valuable information (Araulo, 2010).

According to Cantoma, March (2004) in her thesis entitled Computer Library System for St. James Academy stated that, in manual system in retrieving, maintaining security and piling records take place because of the years gone by. Furthermore, these files were instances when the right information is given to a wrong person, which affect quality of service.Online Article (http://www.studymode.com/essays/Related-Literature-1896448.html)

Popular author of Accounting, Waldo T. Passion (1990) in his book stated that, to improve their efficiency and reduce their cost of operation. Reports are more timely and accurate. Computers have large capacity to store data and tremendous speed to manipulate and recall data to the format a user wishes to use which the introduction of microcomputer computation of business is more affordable.Online Article (http://www.studymode.com/essays/Chapter-2-Related-Studies-And-Literature-1525044.html

IMPORTANCE OF POINT OF SALES SOFTWARE Points of sales systems are replacing the traditional cash registers for the better in Philippines. The POS has redefined the level of efficiency and accuracy in the sphere of sales. The system is designed to cater to a wide range of operations and is customizable for any specific business. These systems have made the work at the counter a whole lot easier and manageable. Administration and accounting are the other two areas which have seen significant improvement with the installation of this software. This article discusses the important of thepoint of sales software in Philippines.HANDLES A VARIETY OF FUNCTION There are manyadvantages that a point-of-sale software could have.POSPhilippinesis designed to automate and handle multiple functions at the sales point. Its primary function is to record and track every order placed and salescompleted. The whole process takes lesser time compared to traditional methodsof billing. Recording of sale details in the database help in bringing it up whenever required for analysis and verification. The interface of this system is very user friendly which facilitates faster response from the sales executives end. Touch screen UI is provided to the sales teams for quicker turnaround time. ForPOS designed for restaurants, order tracking system andkitchen order routingare automated which avoids time lapses and minimizes liabilities. Reduced human intervention results in improved efficiency in this sphere.UP TO DATE RECORDS Every detail entered in the system is updated to the database at regular intervals. The local database is synced with the SAP database as well to maintain integrity in data across locations. This allows hassle free tracking of inventory and facilitates the placement of orders for the required items timely. The sales executive also has the option of viewing the inventory details in the working system in case of any concerns. Maintaining real time data enables effective administration for the business managers. You can view all the transactions as and when it happens from the comforts of your office. This saves you a lot of time required to travel between your sales locations.The access rights of each of the users in the system are restricted to allow only a certain set of operation to maintain the integrity of the data. This prevents anyone from changing any figures in the system. The administrative and finance teams are awarded the highest rights considering the level of information they require for their work. The system has the provision for recording logs of every update and deletion which keeps a tight check on any updates.EASY TO CUSTOMIZATION The system is easily customizable to cater to any business specific requirements. You also have the option of configuring the fields and a few screen parameters at the onset. A central SAP database helps in keeping all the sales information on the same page. One update in the central database ripples out to all local databases which avoid discrepancies in pricing and item details.TRANSPARENCY IN ACCOUNTS All the credit and debit transactions are carried out in the system. And every minute detail is captured in the database from here. This keeps your accounting transparent and facilitates system computation of tax payable. This saves you a lot of time and effort. All the finance information is tracked to the point with proper dates. This is especially useful during the auditing processes. You also get a clear view on how much you spent on your inventory and profit margin monthly and annually. These figures are important from a business growth perspective.DECISION REPORTS WITH SUPPORT Reporting is a key feature of this software. This software produces a number of configurable and exportable reports to assist in analysis and other business functions. The parameters and periods are specifiable while producing these reports from the system. These reports are important to conduct analysis and studies on the business trends and sales history. These details facilitate a sound business plan for the coming months and years. Sound decision support helps you in taking your business to higher levels of success.Online Article (http://jinisyssoftware.com/importance-of-point-of-sales-pos-software-in-the-philippines/#.VCIkDJSSzO0)

2.2 Review of Related Studies2.2.1 Review of Foreign Related Studies Sales AutomationAcumatica sales automation is pre-integrated with Acumatica financials to provide a single source of data and truth without integration and manual data processing. Sales forecasts, revenue reports, collections, and commissions utilize the same numbers to save your organization hours of effort frequently spent reconciling data.Acumatica sales automation allows employees to attach any digital document to leads, opportunities, and business accounts to reduce the time spent looking for data. Your sales and finance teams will no longer have to wonder which version of the contract a customer signed.Acumatica aggregates leads gathered from your website, purchased from lists, acquired at trade shows, and entered manually. Leads can be automatically assigned and routed based on customized questions and criteria that you set. Security controls ensure that leads are only visible to authorized users.Leads can be converted into business accounts which are linked to contacts, activities, tasks, opportunities, cases, and documents to provide a 360 degree view of the account. Sales teams can be instantly aware of any recorded activity which will impact their account.Online Article (http://www.acumatica.com/products/sales-automation)Monitoring of SalesChristine Walter does not want to imagine having to do her bookkeeping again without CounterBooks. The operator of a franchise site in Hagen-Hohenlimburg, she intends to build up a network of around 40 sites with Bald Minerallvertriebs GmbH (BMV). Several months ago she changed from another well-known bookkeeping system to the online retail accounting system CounterBooks. Looking back this has been a cost effective and time saving decision.The principle: As soon as a supplier has made his delivery all invoices are entered directly into CounterBooks at the site by sales group, Groceries, Drinks, Confectionery, etc. Mrs Walter rarely enters the data herself but has it entered by a trusted employee. Similarly the daily sales entries are also regularly booked online.The system was launched on the German market about four years ago. Since then around 150 medium-sized sites have started using the online retail accounting software. In addition we are in discussion with some significant medium sized companies, says Markus Stille, Diplom-Kaufmann and Tax Adviser, from the Contax Group, a network of advisors, which specializes, amongst other things, in providing a tax advisory service to petrol station managers thanks to CounterBooks.Online Article (http://retailaccounting.wordpress.com/2012/05/03/daily-monitoring-of-sales-for-convenience-retailers-german-case-study/)

Custom Sales Performance Monitoring SystemFounded in 1945, Baker Distributing Company is engaged in the sales and distribution of HVAC, refrigeration, food service equipment, parts and supplies for both residential and commercial applications. Baker Distributing offers customers a wide range of product lines, competitive pricing, superior customer service and valuable, timesaving services that position us as an industry leader. Our organization has the experience to meet your company's heating, ventilation, air conditioning, refrigeration and food service requirements.Baker TMS is a Target Management System that tracks sales and goals of Sales Persons, Branches, Zones and Divisions for targets / accounts assigned to them. The objective of 'Baker TMS' is to include Quarterly and Yearly Goals and track the same towards performance of the various entities, provide access to users to different views, make changes to the color scheme and provide a better user experience. In addition, the administrator will be able to generate Quarterly and Year End Reports.Baker Distributing now has business intelligence and analytics to help make critical business decisions. The 'Baker TMS' provides Self Service BI for less reliance on IT and therefore reducing costs. The executive management is now able to access business critical information to drive their business.Online Article (http://global-infonet.com/CaseStudies/CaseStudies-Baker.aspx)2.2.2 Review of Local Related StudiesAccording to the study of Anna Marie Beltran Distor of Proposed Sales Monitoring System issued 1995, the accelerated work structure of the company proper monitoring is essential in order to keep track of the companys sales activities. Her system aims to come up with an efficient, and accurate mechanized system of preparing invoices that will keep track of the daily transaction and generate reports. Important information will be provided by this study in order to prove that the computerization of the companys operation and achieve a more reliable and efficient means of monitoring day to day activities. Her system focuses on the analysis and design of the sales monitoring system which will monitor the stacks inventory of the sales departments. This system of hers is somewhat related to our study but our system focuses more on the inventory monitoring system of a trading company.Online Article (http://www.studymode.com/essays/Chapter-2-Related-Studies-And-Literature-1525044.html)

Businesses who engaged into Electronic Commerce (e-Commerce) have been observed to gain a competitive edge in the field of Marketing in terms of accessibility, convenience and availability. Since the internet is accessible by people globally, the customers are no longer limited within the vicinity of the store. Anyone can visit the store anywhere, anytime without hassle. Just by navigating the store, the customer can choose the products and purchase it without going to the store directly .E-commerce proves to enhance the way usual business transactions occur and helps lessen the time and effort consumed by the company and customers as well (Deanna and Fritz,2006). With these, a good relationship with their consumers will be established and their objective of increasing their sales will be achieved (Kim and Katherine, 2004).Through internet, E-commerce offers a simplified approach in business deals and gives a new option for selling and buying the companys products and at the same time not only selling and buying of products but also advertising the site. (Roso and Navarro 2006). Since the products are available in the web, the more chances of gaining exposure to target customers and can eventually encourage them to purchase an item. Its the most affordable way of advertising compared to some paid commercials that even small businesses can easily implement.Since most of the companies employ websites as one of their marketing strategies, competitors are also spreading. The company must take into considerations the key factors in order to have a successful online marketing system starting from the target audience, web design, interface, security in terms of payment and customer information, content and even the smallest details of a website.Online Article (http://onlinethesisbro.blogspot.com/2013/06/chapter-2-review-of-related-literature.html

WEAKNESS1. It takes time to look customer information and history of recent orders on a filing cabinet, sometimes some of the files are missing.2. Expenses of the day should be log on a notebook. Employees tend to forget what specific activities they spent money.3. Sales are log in a notebook; it takes time to gather data to monitor the sales.

TO OVERCOME THE WEAKNESS1. To have customer management, to create, update or delete customers. For regular customer, set a whole sale price. Monitor customers and accounts receivable.2. To have Monitor payments, to monitor made through purchased orders and payments by customers with sales invoice.3. To have Sales Invoice, create sales invoice for regular and new customer. History of all invoice and its specific items are kept for monitoring for safety and warranty.Online Article (http://www.papercamp.com/group/sales-and-inventory/page-0)

2.3 Conceptual FrameworkThe conceptual framework becomes the central theme and focus of this study. It serves as a guide in conducting investigation.OUTPUT

Total of Net Sales

PROCESS

Deducting the Sales Returns and Allowances and Sales Discount from SalesINPUTComputerized and systematized manipulation of sales Name of products Sales Sales Returns and Allowances Sales Discount

\\

CHAPTER IIIRESEARCH METHODOLOGY

This chapter shows how the system was developed and how it works. It includes project planning and project design which presents the Gantt chat, data flow diagram, system flowchart, document flowchart, and screen shots.3.1 Project Planning Management3.1.1 Gantt Chart

3.2 Project Design3.2.1 Data Flow Diagram

PRODUCTS SOLDSALESSYSTEM

COMPANY

EMPLOYEE

SALES INFO Num NUMBER OF SALES NET SALES

GROSSBOOKKEEPER

SALESEXPENSES

The data flow diagram started with the employee who benefits the system through giving sales information and number of sales. He will also determine all products which are sold and unsold. The system will provide the net sales to the company and the latter also provide the gross sales and expenses to be recorded by the bookkeeper.

CustomerCompanyAccountant

Customers Record

Sales Return and AllowancesSales Discount Selling

Customers RecordSales

Products offered

SalesSales - Sales Return and allowance and Sales Discount = Net SalesSales Return and AllowancesSales Discount

3.2.2 Document Flowchart

The document flows in the system are the following: First, the gathering of customers records; second, the company will present the products offered through the system. After this, the company will monitor the buying and selling of their products which can help them in determining their sales and expenses. Lastly, the data will be forwarded to the accountant in order to find out the net sales of the business.

3.2.3 System FlowchartCOMPANY

NAME OF THE PRODUCTS

SALES RECORDS

STATEMENT OF SALES

GENERATE THE TABLE

ENTER THE FORMULA

NET SALES

The company will provide the information of the products to complete the flow of the system. First, the company will give the name of the products they are selling. After that, they will input the sales to complete the records. And with that, the statement of the sales can be determined. Then, by generating the table, they should also indicate the sales returns and allowances and the sales discount. When the table is complete, we can now enter the formulas and the net sales will be given.

3.3 Screenshots

Page | 29