CHAPTER ONE

INTRODUCTION

This chapter introduces the fundamentals of design and implementation of a computerized stock controlling system. It discusses the statement of the problem, the purpose of the study, aim and objectives of the study, the research questions, scope of the study, significance of the study and definition of terms, etc.

1.1    Theoretical Background

Development in business organizations in recent times and the credence lent to stock recording and controlling of business transactions by users, coupled with incessant fraud and misappropriation have warranted that stock controlling system be done with the help of a computer system. Stock is defined as materials, items or goods stored in the shop or warehouse for company use. For many organizations, physical stock represents a significant investment in resources. The problems associated with stock holding, be the problems about quantity and type of stock to hold, the management of stock is of importance of industrial organization.

A careful control of purchasing quantities can be used in reduce the total investment in stock, and this is the main concern of inventory management. It is important that the variety of individual items hold in stock be reduced as this will also reduce the number of forms and paper work invalid in stock control. The simulation of alternative forecasting techniques is only the beginning of the various parameters that governs the performance of stock controlling system is very necessary. Before discussing an example of a small lotion in this area, a resume of basic inventory, factors vary enormous across the range, one person might be interested in developing a system that is virtual self- running and will be willing to sacrifice a certain degree of efficiency, or ultimately, for the sake of having an automatic system, where as another person is prepared to devote a lot of time and thoughts toward the size of an order because it is in the nature of a ‘’one off’’ decision and the question of automatic running from day to day is irrelevant. Not infrequently, an entirely new items is requisitioned and continuously stocked despite the fact that a similar item that is already in stock would have to save the purpose. An item index or catalogue of some sort informing employees or what is in stock should help to this type of duplication.

In some cases, stock lines can be reduced by limiting the different models or type of item ordered. By standardizing the printer models for example, a firm can cut down on the different size of ribbons necessary to stock. A computerized stock controlling system runs on similar principle like manual ones, but are more flexible and information is easier to retrieve. One can quietly get a stock valuation or find out how well a particular item of stock is moving. A computerized system is a good option for businesses or organizations dealing with many different types of stock.Stock controlling system is used to establish the frequency and timing of purchase order as well as the quantity, by analyzing the usage rates of cash items. These is becoming increasingly important as the time – lay between the placing of orders with supplies and delivery which becomes longer and longer. Adequate documentation, moreover, should also help to improve security.

Most firms invariably discover goods or items disappearing with no indications whether it is through being careless, misdirection, pilferage and fraud. Good records reflects diffidence and discrepancies immediately so that they are effectively committed; the need for and error – fraud – prove stock controlling and monitoring becomes inadvertent. This led to the introduction of computer system in stock recording. Therefore, in this project, the researcher intends to develop a software package with the view of implementing a system that is capable of handling stock recording, generating reports related to stock and means of storing and retrieving of information to help in the computerized controlling stock.

1.2     Statement of the Problem

Although an organization may attain a certain degree of profitability, and control with manual stock recording system, a well designed and implemented software application for controlling stock by computerization makes it possible to attain a higher standard of performance and balance. A near accurate information of item demanded or ordered, and to make schedule of payment for goods delivered by a computerized stock recording system which enhances managements ability to allocate human and material resources to areas were there are most needed. Problems are thus easier to identify via computerization and prompt corrective actions taken to ensure improved performance and higher profitability.

1.3     Aim and Objectives of the Study

The aim of this research work is to design a computerized stock control system with the following objectives:

I.  To develop software that would handle the design and implementation of a stock control system

ii.  To determine the quality and value for all stock taking management.

iii. To examine the possibility of using machine to generate quickly analysis of the value of stores costing system.

iv. To determine on how to check incoming invoices for quantity, price and arithmetic accuracy.

v.  To determine on how to calculate the differences between actual prices and standard prices for delivery.

1.4     Significance of the Study

This study will be beneficial in many aspects; the work will be of immense benefits to:

v Business organization: Business world using computerized stock controlling system, will be assisted by this work in ascertaining the monitoring and maintenance of an up-to-date record of stock, supplies and past transactions.

v Academics: Other researchers (Academics) can use the work as a reference material for further research. The capabilities and code structure therein will add to the existing knowledge.

1.5     Scope of the Study

This project covers the role for computerized stock controlling system and the whole materials flow, including receipt and dispute of good in AkwaIbom State with particular emphasis on computer department of Diamond supermarket, IkotEkpene. It covers the procedures of the recording stock in a business organization.

1.6    Organization of the Research:

The organization of this research work falls under five major chapters. The first chapter is an introduction of the subject matter with a background of the study. This is followed by brief statement of the problems, purpose of stock controlling system, aim of computer base system scope of the study, significance of the study. The chapter ends with organization of the study. Chapter two, bordered on the review of related literatures. In this chapter, past work relating to the topic of study were conducted for review.The third chapter is devoted to the analysis of current system, its problems and suggested solutions. The chapter father described the input output format of the system, etc. Chapter four is the implementation of the new system, its documentation, installation and requirements. It deals extensively on the development of software and the programming language used in the system with different modules and in the entire work. The project ends with chapter five which contains: the constraint of the study, summary, conclusion and recommendations.

1.7     Definition of terms.

i.  Stock: a supply of goods or materials available for sale or use.

ii. Organization: an organized group with a particular purpose, such as business.

iii. Computerized system: convert to a new system controlled and store by the users on the computer.

Market: demand for a particular product or services.