This proposal outlines a point of sale information system for a department store called The Prestigious Group of Super Stores (PGSS). The existing manual system using Excel is inefficient and time-consuming. The proposed system is a database system built using MS Access that will streamline operations, increase accuracy, and allow for quick decision making. It will include features like automatic receipt generation, integration with credit card processing, and home delivery management. The system will be developed over 2 weeks by a team of 4 specialists using tools like Visual Studio .NET and SQL Server Express on Windows XP machines.

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PROPOSAL
POINT OF SALE INFORMATION OF A DEPARTMENTAL STORE
Presented by:
Hammad Ahmad (PGD-IT)
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TABLE OF CONTENTS
INTRODUCTION .................................................................................................................................................... 3
INTRODUCTION OF PROJECT .................................................................................................................................. 3
INTRODUCTION OF PGSS ................................................................................................................................... 3
INTRODUCTION OF PGSS’S STRUCTURE....................................................................................................... 4
DETAILS OF EXISTING SYSTEM ....................................................................................................................... 5
DRAWBACKS OF EXISTING SYSTEM .............................................................................................................. 6
PROPOSED SYSTEM ............................................................................................................................................. 7
MAIN FEATURES OF PROPOSED SYSTEM .................................................................................................... 7
SCHEDULE ............................................................................................................................................................... 8
TOOLS....................................................................................................................................................................... 8
HARDWARE & SOFTWARE REQUIREMENTS .............................................................................................. 8
HARDWARE................................................................................................................................................................ 8
SOFTWARE ............................................................................................................................................................. 8
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INTRODUCTION
INTRODUCTION OF PROJECT
The Maximillions are assigned to develop a database system of The Prestigious Group of Super Stores (PGSS).
The project is all about to shed the work load of operating core. The name of project is “Point of sale
information system”.
Point of sale software gives business owners a convenient way of checking out customers and of recording
sales. It can keep a record of the store inventory, updating it when an order is processed. It can also print out
receipts; carry out credit card processing, track customers, etc. Point of sale software eases the flow at checkout
terminals, while recording all the information that can help you make better business decisions.
The point of sale software is widely used now days in departmental stores. The reason behind this is its
increasingly availed benefits. It requires one time investment and the forthcoming cost benefits are amazing.
This project requires a little time for its making and it’s easy to install.
The Maximillions are pleased to make this software for “The Prestigious Group of Super Store”. It’s a well
reputed super store in the area and needs a competent point of sale software to increase its goodwill.
Details of project are as follows:
 Time required = 2 weeks
 Skilled man power = 4 specialists
 Cost = Rs 100,000
 Payment mode = Cash
 Trial period = 1 week
 Software Guarantee = Life time
INTRODUCTION OF PGSS
The PGSS was established in 1990. It’s a profit making organization and registered under Companies Ordinance
1984. It has four other branches in important cities of Pakistan. It contributes a lot in the economy of Pakistan.
It is considered as one of the highest tax payers of the country. Its service is based on TQM (total quality
management). Its items are highly appreciated among public. It is also running a charity school for orphans free
of cost.
PGSS deals in almost all the items of daily life. It deals in luxury items as well. Its products and items have wide
range given below:
 Cosmetics  Vegetables
 Garments  Foot wear
 Halal meat  Car & Motorbikes showroom
 Misc. food items  Children fun house
 Jewelry  Bridal wear
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INTRODUCTION OF PGSS’S STRUCTURE
The PGSS has a flat structure which means it has less managerial levels and more employees. It has a wide span
of control. The organization observes a democratic style of leadership with organic structure. The decision
making is a team effort in PGSS. The hierarchy of management levels is given below:
Stretegic Apex Owner
Middle line Mngr (isb) Mngr (rwp) Mngr (lhr) Mngr (khi)
Acntnt Stockist Acntnt Stockist Guard
Operating core Acntnt Stockisk Guard Guard Acntnt Stockist Guard
Canteen Office boy Peon
Support staff
The PGSS also deals in shares in the stock exchange. The board of directors comprises of shareholders and the
owner. It is a learning organization and changes its structure and style according to time and trends. The main
features of PGSS’s structure are as follows:
 Decentralized
 Avoids overburdening managers
 Develops skills to juniors
 Motivate the juniors
 Greater awareness of local problems
 Local decision making
 Greater speed of decision making
 Performance, measurement and accountability
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DETAILS OF EXISTING SYSTEM
The existing system of PGSS comprises of the manual working on excel sheets and registers. Due to increasing
clientage of the super store it is very difficult to handle the transactions manually. The existing system consists
of selling items in three ways which are as follows:
1. Cash basis:
The customer will select the items of purchase and go to the counter. The accountant will then count the items,
enter their codes and prices in the excel sheets, and then prepare a manual bill on the cash memo.
2. Credit basis:
The customer will select the items and go to the counter. The accountant will then enter the credit card number
on excel sheets and prepare the bill after counting the items and their prices. He will then give the bill to the
customer. At the end of the month all bills all collected and sometimes residual balance is carried forward.
3. Home delivery:
The customers make a call from their home and put an order. The ordered items are entered in the computer
and sent to customers. Home delivery is only on cash basis.
Base of the system:
The system is developed on MS-Excel 2007. The spread sheets are prepared for every item, credit customers
and inventory calculation. There is no system of automatic receipts so cash memo is used. This system requires
at least three persons to operate it. Its updating requires proper attention and time.
The company is using this system since ten years. The version of the system is updated thrice i.e.
MS-Excel 2001 MS-Excel 2003 MS-Excel 2007
Seven computers are directly in use in each branch. These computers keep record of daily transactions,
customers, items, balances, complaints and receipts etc.
The entry of daily transactions consume a lot of time because of the complexity of the system. Due to complex
system only professionals are hired on contract basis to run it.
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DRAWBACKS OF EXISTING SYSTEM
The drawbacks of the system are as follows:
 Too much time consumes:
The entries on excel sheets require time for recording, updating and deletion. It’s not an automatic system so no
query function can be performed on it. The inter-related records are shown as if they are not related.
 Lack of accuracy:
The accuracy of various statistical functions in Excel 2007 range from unacceptably bad to acceptable but
significantly inferior in comparison to alternative implementations. So it makes difficult to have accuracy in
numerical values using excel.
 Lack of decision making power:
Because of the above two drawbacks it is hard to make decisions quickly using excel. In order to look at the
price of a particular product one has to go through the prices of all the products, which means decision is not
made in time.
 Lots of stationary:
The receipts are made on cash memo, it requires a lot of cash memo registers. Due to increasing clientage of
PGSS its takes too much time and papers for a single day. Almost 2000 customers visit each branch every day.
So the total customers are 8000 in PGSS. It means that 8000 printed papers are required every day.
 Goodwill at stack:
The slowness of the system is loosing customers. The goodwill of the company is decreasing. The customers
want pace.
 Requires human resource:
In the age of multi-skilling one person is doing so many different things but slowness of this system has
enforced the management to higher more people of a single task. It means it leads to monetary loss as well.
 Updating is hard:
If the prices of various products are changed at once then it is hard to update the prices in less time.
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PROPOSED SYSTEM
The proposed system is an MS-Access database system. It is widely used and recommended system in large
departmental stores. The system is based on latest developments in database around the globe. It covers
almost every aspect of a super store.
It is interlinked with the automatic receipt machine. The machine develops the receipts on the basis of data
stored in the system. The insertion, deletion and updating anomalies are reduced to the maximum extent
that ensures optimum results. All the branches of PGSS are further interlinked with the 1Link operation. So
the data can be accessed anywhere anytime.
The system also provides the facility of credit card operations.
The credit card numbers are fed and the machine is linked with the banks to check the sufficient balances
of the customers.
For home delivery, the addresses of the customers are fed in the system. So the customer calls and makes
an order either by phone call or e-mail and his required items are sent to the respective address as saved in
the system.
MAIN FEATURES OF PROPOSED SYSTEM
The main features of database system for PGSS are as follows:
 Easy to use:
It is quite easy to use. Only two persons are required for each branch to handle the operations. Every thing
is fed in the system. The queries are implemented with ease and the desired result is acquired quickly.
 Accuracy:
The anomalies are reduced to the maximum extent. The database is converted to 6nF which is regarded as
the optimum normal form. The results are accurate which increase the efficiency of the work.
 Life:
It is ensured that the software is for lifetime. For this purpose registered tools are used in the making.
Furthermore, 4 specialists, having a high reputation in the field, are hired.
 Anti error & Anti virus:
The system contains built in anti virus which is registered and automatically updated with the internet. It
ensures that no file is pirated and changed through internet. The system also contains anti error operations
which ensure the correction of human errors.
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SCHEDULE
ACTIVITY SUBMISSION DATE
Proposal submission Jan 25th 2012
Proposal presentation Jan 28th 2012
Project design Feb 4th 2012
Project presentation and documentation Feb 20th 2012
TOOLS
 Visual Studio .Net 2005
 SQL Server Express 2005
 HTML
 C SHARP
 ASP.NET
HARDWARE & SOFTWARE REQUIREMENTS
HARDWARE
 Processor 1 GHZ
 RAM 256 MB
 HDD 20 GB
 SVGA Monitor
SOFTWARE
 Microsoft Windows XP
 Visual Studio .Net 2005
 SQL Server Express 2005
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