CHAPTER I

THE PROBLEM AND ITS BACKGROUD

INTRODUCTION
Computers are almost in all places. It has changed how people work and the
routine of companies and procedure in other establishments. It is resourceful and
performs wide variety of task. Computer increases productivity for both individuals and
organizations because they are fast, accurate, able to process huge amounts of
information and eliminate boring works.
It is an important part of todays society; it characterizes the future for many
people. People have found the importance of computers in agencies and institutions
whether private or public. This is especially true in universities and colleges. They are
using computers in various processes.
Before the evolution of computers, all the details in businesses used to be
maintained manually. This is not advisable because maintenance and retrieval of
information becomes infuriating. Modern computers have the capability of handling
numbers of tasks with intelligent control over the whole process. It is become an aid for
providing storage for records and providing efficient ways to search for and access
records. Gone are the days of massive filling cabinets and time consuming of people
trying to retrieve their records.
People nowadays are dependent in the Internet. When a person wants to know
something, they searched for it in the Internet. Today, the Internet is a powerful medium
for reaching people, access information from anywhere in the world. One advantage of
the Internet is for advertisers, they can promote products and services online without
any hassle. They just need to have techniques on how to make it interesting to their
target market.
The time when there is little technology present, customers have to call or walk in
to a store to order products. Now, its a waste of time for the customers if they have to
walk in a store just to order something and only a few knows a stores phone number.
Having Internet, customers just order what they on the go. Customers just need to
search for a store, go to their website and just click for products that they want to order.
GIGAvet is a 100% Filipino-owned corporation and is residing in San Fernando,
Pampanga. Even before GIGAvet was formally incorporated in 2010, it has already
been the preferred partner of many farmers and livestock businesses in raising healthy

animals. It is a one of the leading importer, distributor, manufacturer and re-packer of

veterinary products and feeds that is licensed and certified by government agencies.
Their products include feed ingredients, nutritionals, vaccines, medicines and special
veterinary products such as probiotics, enzymes, colorants and antibiotic-free feed
additives for livestock and poultry. In their website, they only have general information
not the specifics on the products and services which they provide.
We, the researchers thought of this topic since we observed that only a few has a
system that has everything that a growing business needs. We noticed that the
corporation has a website but it lacks user interaction. So we came up of a plan of doing
a simple system that they can easily use. A system that is user-friendly to the people
that are not used to computers. The researchers are proposing a system that can help
the business on order handling, managing inventory/records and advertising of
products.

PROJECT CONTEXT

THEORETICAL/CONCEPTUAL FRAMEWORK

INPUT

Researched about related studies

Gathered Information
Statement of the Problem
System Requirement
Design Specification
Software Requirement

PROCESS

OUTPUT

Planning
Analysis
ONLINE ORDERING AND RECORD MANAGEMENT SYSTEM WITH O
Design
FOR GIGAVET INCORPORATED
Coding
Testing & Debugging
Implementation

SIGNIFICANCE OF THE STUDY

Administrator/s
In this study, the Admin/s is the one who can update the website. They are the
ones who can add and update the companys products and its information,
and also the list of agents. They can generate the report of all the financial
accounts. They can view each agents information and their record of financial
accounts/expenses. They are also the one who can verify the clients order.
And give it in its designated agent.

Agents
Agents can view their available products and its information. They can also
view the order of their client. In this system, they can record their financial
accounts/expenses. And have collection of records of their previous
statements.

Clients
Clients can view products and its information effortless. And they will know
whats new and available. Clients can also order online, so that the company
will have a record of their clients order and they will also have the record of
their inventory.

Future researchers
This study will help them to have an initial idea on what topic to choose and a
guide if they have the same topic as this research. They can update the
system in their liking.

PURPOSE AND DESCRIPTION

The idea of this study is to develop a system in order to digitalize processes and
overcome current issues being faced daily due to lack of technology and software.
Usually tasks were performed manually and independently from one another. Therefore,
we proposed a web-based system that has modules for ordering, product catalog and
reports.
All users can view products and its information, but only a registered client can
place an order. They can only register if the agents verify if the clients are legit and the
clients approve the policies of the company. If the client orders by bulk they need to be
registered to order products, then the ones who are not yet registered can still order but
only in smaller quantities. Agents can record their sales report, view list of clients and
their orders, and confirm delivery. They need to approve the clients order, if they are
registered and already signed the contract. They will also have a quota that is required
to them, they will also be given an incentives or percentage of their sales. The
administrator is fully responsible for monitoring and maintaining the website. Through
this system, the company will have a record of all the products that they have and sold,
also, the list of all clients and agents.

STATEMENT OF THE PROBLEM

1.
2.
3.
4.

Manual inventory of products;

Manual ordering of products;
Lack of advertisement on their products;
Manual recording of sales/expenses report and not having a system that has

records of previous reports;

5. Sending their reports through email;

OBJECTIVE OF THE PROBLEM

1.

To create a system that can manage the inventory of products. This will
contain the summary of the products. It has the product name, price, quantity

2.

and status.
To create a system that can disseminate information about their products
faster. Users have an easy-browsing of the products offered by the company.
It will have the basic contents such as product image, price, and short

3.

description.
To create a system where registered clients can place an order online. But the

4.

payment is through cash on delivery.

To create a system that will record their sales/expenses report. Having like an

5.

Excel sheet within a system for an easy uploading of reports.

To create a system that has the collection of reports of each agent. And a list
of agents and clients with their information. Therefore, there is a need of a
database system, providing an effective and efficient record keeping, along
with an easy document management system for inventory, orders and sales
reports.

SCOPE AND LIMITATION OF THE PROJECT

The scope is having a system that has the inventory of all the products, clients
and agents. It will record all those products that were ordered and its client. It will
provide a list of all the products that have been sold. Clients will still pay through cash
on delivery. And the only way to know if the clients are legit is when agents visit the
clients place. The agents will also send their reports through the system and have a
collection of the previous financial accounts.
One of the limitations is not having a possible online payment. Clients also
cannot cancel their ordered products online; they need to call the office for them to
cancel it. When the system collapses, it cannot retrieve the order that had been made,
only the inventory of the products.

DEFINITION OF TERMS

Administrator
Agents
Clients
Financial Account/Expenses
Inventory

These users are the one who can manage the

whole system.
These users are the one who delivers the product
and the one who communicated with the clients.
These users are the one who orders the products.
Records of payments received from the clients
and expenses of the agents from their allowances.
Records of products, of whats new, available,
needs to be restocked, etc.