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DESIGN AND IMPLEMENTATION OF A COMPUTERIZED SALES ACCOUNTING SYSTEM

ABSTRACT

Sales accounting is often the largest priced asset of a business after the fixed asset. Keeping the stock also means keeping a tab on the realizable value, market value of all the stocks, stock in production and finished stock. This paper explores the challenges of manual accounting system for supermarkets and infers solutions to the current challenges by designing a computerized sales system which will curb the errors associated with manual method of accounting. The main method used for this research work is interview. Data were collected from 5 heterogeneous supermarkets and used as a tool for obtaining facts. The finding shows the challenges facing the manual system of stock sales accounting; the manual system requires everyday counting of items in the stock to tally with the money received. Human errors are very prevalent during counting and recording and in case of disaster like fire or flood or poor communication, all the manual stock records will be damaged and irretrievable. Based on the findings this paper highlights the possible solutions to the above problems; a computerized sales management system designed using php programming language for front end and MySQL database for data storage..

CHAPTER ONE

INTRODUCTION

Finance is the life wire of any business organization.  It is required for the execution of production, sales and administration of a business operation.  As a discipline, finance is concerned with the acquisition and administration of the use of the firms’ funds as well as profit planning and control sales analysis is inevitable for the effective planning and control of any firm. To effectively plan for the future, the sales manager should be able to assess the sales position of the firm and relates this to its confronting investment opportunities.  Since funds are scarce, sales analysis helps the sales manager to assess the returns on investment accruing from ploughing the firms’ assets and thereby efficiently allocating resources.

However, sales accounting is the employment of the firm’s balance sheet and income statement to establish some relationship between one figure and another in order to highlight the strengths and weakness of the concerned business.  The balance sheet of a firm is also called the sales position because it shows the position of the business in monetary term at a given point in time while the income statement show how the position depicted by the balance sheet has been attained.  The results of sales analysis are normally expressed as sales ratios, which could be broadly classified as liquidity, leverage, activity and profit ratio.  The suppliers of the firm’s funds and the investing public are usually interested in these ratios.  But the nature of interest expressed on the firm determines the ratios to be emphasized by each concerned parts.  This implies that different people emphasize on different ratios and as a result sales analysis means different thing to different people.

For instance, creditors are interested on those ratios, which measure the ability of the form to service their debts and pay the principal as and when due while the equity owners are interested on the profitability ratios.  The sales manager occupies a unique position in the firm as he should be able to computer interpret and explain these ratios to various interest groups in the firm when the firm requires funds from outside sources, the sales manager should be able to use the relevant ratio to convince investors to supply their funds.  Also the sales manager should be able to justify the reasonableness of some investment or project being under taken by management before the shareholders.

However, the cost involved in the employment of a sales manager makes it mandatory for small-scale companies to engage the services of a sales consultant. The increased use of high-speed computers in various facets of business should popularize the use of sales ratios in business decision.  This is because computer would provide the necessary equipment to handle problems associated with voluminous maze of sales data due to lack of time or more. This study therefore, aims at the development of a database for sales statements and a set of programs to computer, store and retrieve various sales ratios for some companies.

ORGANIZATION OF WORK

This work is sub-divided into seven chapters, starting with chapter one, chapter one shows the Problem and its Setting; Purpose of study, Aims and Objectives, Scope and Limitation, Assumptions and Definition of Terms. The second chapter deals with literature review.  Third chapter was concerned with description and analysis of existing system. Chapter four was concerned with the design of the new system, system specification and information requirement of new system. Chapter five deals with implementation of the system, sixth chapter deals with documentation, which is more or less, like a manual for the program. Finally, the seventh chapter dealt summary, conclusion and recommendations. The project work also has references for further study.

STATEMENT OF PROBLEMS

The Nigeria Company Act of 1968 stipulate that all registered companies in Nigeria should file their audited annual balance sheet this will guide the investors in the development of the funds and to provide basis for company taxation.  But there are some problems facing the sales accounting of any hotel.  These problems includes:-

1. Illegal use of money cards – some managers has taken the privilege of using both credit and debit cards to steal companies money and some do not know how to use this cards thereby causing problems to the hotels.

2. One of the major loopholes of an un-computerized sales accounting system is its ability to fraud a company.  This poses a problem to the management of a hotel.

3. Some companies employ inexperienced managers who are not professionals in the field of computing and this will restrict the objectives of the computerized system to a certain limit.

4. Insufficient fund- to set up a complete computerized sales accounting system requires a huge amount of money.  Some hotels find it difficult to afford or cannot afford it.

OBJECTIVES OF THE STUDY

1. The use of password and other security measures enable a company to prevent unauthorized user of the files.

2. The use of money cards by some customers will act as a security measure against armed robbers and other inconveniences ca-use by the bulkiness of their money.

3. Information can be stored for future use and can also be retrieved at an electronic speed.  This will prevent the time wasting while using the manual files.

4. The computer has been proved without any doubt to be far more accurate than either any know person or any previous machine performing mechanical operation with data.

5. Computer works at incredible high speed.  It performs millions of calculations, sort and combines information in different ways within a second.

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