Warehouse Management System

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income and sales review. Through this method, they get to calculate whether they had made a profit or loss for the day.

1. Purchasing Module

The owner and the supplier defined that some inventories is needed. When found that the purchase needed, the owner and the supplier will made a purchase order for the inventories needed and send order to the supplier. After supplier received the order, supplier will sent the invoice of purchase inventories. The owner will hold the invoice until the inventories is coming.

Once received the inventories, the owner will check the inventories and with the purchase order.All the documents and copies will be filed.

2. Accounting Module

The owner itself received will record the purchasing inventories into the inventories journal. Accounting department does not create a warehouse management file and just record in the accounting system.

1.3 Problem Statement

Our company (HL Northern Enterprise) is not using any accounting system in handling all their company transaction and warehouse management. From our finding, the manual current business transaction has greatly shown the company’s weaknesses in implementing management inventories.

i. Incompetence to manage inventories. Our company just having a record on purchases the inventories but does not have a proper record into the warehouse management to secure and control on it.

ii. Miscommunication among employees. Purchasing p.i.c is hard to get information of the inventories from accounting p.i.c because the recording documents just only can access by the accounting p.i.c.

iii. Lack of updates in the evaluation. Inventories information just once update when the purchase happened and just recorded by accounting p.i.c. Accounting p.i.c does not followed up the latest information of the inventories.

1.4 Project Objective

The current system of our company which is using an accounting system input method does create the possibility of existence of errors and frauds. So we must have a proper warehouse management system to secure on our inventories.

The objective of this project is:

1. To design an inventories warehouse management system to automate and integrate all the inventories information.

2. To ensure information are up-to-date and maintaining backup file

3. To reduce the occurrence of error and fraud

1.5 Scope of Project

Accounting Information System is a system of collection, storage and processing of financial and accounting data using a computer-based method instead of manual method. It combines the study and practice of accounting with the design, implementation, and monitoring of information system. Such system use information technology resources together with traditional accounting controls and methods to provide statistical report to internal and external users.

This project will introduce a new computerized Accounting Information Systems that can help the company to improve effectiveness and efficiency. It is a fully computerized system where all the transactions will be recorded by using computer system. The system will enhance on the security system which will require an authorized username and password to access the data and information in the system so that an unauthorized person cannot easily retrieve the information. This can prevent thieves and unauthorized uses of the private and confidential data of the company.

Data entered into this computerized system will be processed; hence all inventories information is always up-to-date. Fast and accurate inventories invoices, and inventories purchase orders are all done automatically. The computerized documents can be printed whenever necessary for the activities of our business.

To develop this project, we need to understand different cycles from different department and integrate those cycles into our computerized system. The integrated accounting information system can strengthen the internal control of the company. This system is also created to reduce the lack of authorisation, independent verification as well as segregation of duties since the system itself will performed its computer based function.

1.6 Methodology of Analysis and Design

After defining the scope of the project, we have decided that System Development Life Cycle (SDLC) will be our main phase or methodology in our proposed project. The methodology SDLC is closely linked to what has come to be known as structured systems analysis & design. It involves a series of steps to be undertaken in the development of information systems which are planning, analysis, design and implementation information system. Firstly our committee discover the problems in the company. We collect the information through questionnaire form distributed to the company employees and carry out the interview with the owner in order to get further understanding. Throughout the process, we get to know the company existing weaknesses and problems. Owner also has his own ideas which could help us to empower our idea to create a better system for the company.

We analyse the problems once again comparing with the data provided by our company’s owner. Problems and weaknesses are listed, that’s what we focus on which system should we create to be facilitated in the company to overcome the problem. In other word, Systems design phase specifies present systems are studied to determine what changes will be needed to incorporate the user needs not met by the system presently. The output of this phase will consist of the specifications, which must describe both what the proposed system will do and how it will work of the proposed system.

Systems construction phase, we programme the system, and development of user documentation for the system as well as the programs, also known as system development. In which the system is coded, tested and installed in the company. We will implement the proposed system in the company and train the staffs or employees to try out the new system. These provide us feedbacks and results on the system is well or useful to overcome the company’s problems or otherwise.

In the whole process, we use internet for our research and reference books for understanding purposes. We created a Facebook and Twitter group for discussion purposes. “Dropbox” also become our top choice in file sharing among the committee members. We used software