DEVELOPMENT OF A WEB-BASED PLATFORM FOR AUTOMATING AN INVENTORY MANAGEMENT OF A SMALL AND MEDIUM ENTERPRISE

Abstract

Nowadays, it has been noticed that the majority of businesses manually record and maintain their inventory data in spreadsheets with little to no technological innovation. This has many drawbacks in our contemporary society because it has been demonstrated that successfully monitoring inventories is difficult. This manual method of record keeping was labor-intensive, expensive, and error-prone, and it was unable to guarantee that the inventory remained current due to oversight and internal shrinkage. This study investigates the problems with manual inventory management and creates computerised inventory management software to solve those issues. By creating a computerised inventory management system to help storekeepers make decisions about their stocks, it suggests solutions to the current problems by keeping the records, tracking employee salaries, and updating sales and transactions. To be user-friendly, to accommodate all user requirements, and to adapt to future changes, the system was divided into various modules. The key ideas of the analysis and design methodology for the suggested system were outlined, and they were contrasted with those already in use. They also described how the system was designed and put into use using the MySQL database. The implemented methodology is illustrated with a case study. It is suggested that the computerised system developed in this study replace the manual system of stock recording and processing to make life easier for people, increase effectiveness, efficiency, and improve service delivery. Adopting this software will also reduce unnecessary stress, keep the account current, and simplify their work

Full text

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DEVELOPMENT OF A WEB-BASED PLATFORM FOR AUTOMATING AN INVENTORY MANAGEMENT OF
A SMALL AND MEDIUM ENTERPRISE
*1Agboola, F. F., 1Malgwi, Y. M., 1Mahmud, M. A. and 2Oguntoye, J. P.
1Department of Computer Science, Modibbo Adama University, Yola, Adamawa State, Nigeria.
2Department of Computer Engineering, Ladoke Akintola University of Technology, Ogbomoso, Oyo State, Nigeria
*Corresponding authors’ email: ffagboola87@mautech.edu.ng
ABSTRACT
Nowadays, it has been noticed that the majority of businesses manually record and maintain their inventory
data in spreadsheets with little to no technological innovation. This has many drawbacks in our contemporary
society because it has been demonstrated that successfully monitoring inventories is difficult. This manual
method of record keeping was labor-intensive, expensive, and error-prone, and it was unable to guarantee that
the inventory remained current due to oversight and internal shrinkage. This study investigates the problems
with manual inventory management and creates computerised inventory management software to solve those
issues. By creating a computerised inventory management system to help storekeepers make decisions about
their stocks, it suggests solutions to the current problems by keeping the records, tracking employee salaries,
and updating sales and transactions. To be user-friendly, to accommodate all user requirements, and to adapt
to future changes, the system was divided into various modules. The key ideas of the analysis and design
methodology for the suggested system were outlined, and they were contrasted with those already in use. They
also described how the system was designed and put into use using the MySQL database. The implemented
methodology is illustrated with a case study. It is suggested that the computerised system developed in this
study replace the manual system of stock recording and processing to make life easier for people, increase
effectiveness, efficiency, and improve service delivery. Adopting this software will also reduce unnecessary
stress, keep the account current, and simplify their work.
Keywords: Computerized, Inventory Management, Account, Small and Medium Enterprise
INTRODUCTION
An inventory control system is a process of managing
inventory to satisfy customer demand at the lowest cost and
with the least amount of investment. One of the fundamental
issues facing small and medium-sized businesses is inventory
management (Erameha and Odoh, 2021). The process of
effectively managing the continuous flow of units into and out
of an existing stock of goods is known as inventory
management. To prevent the inventory from rising too high or
falling too low and jeopardising the business's operations, this
process typically entails controlling the transfer of units
(Abisoye et al., 2013). One of the most important
management functions in an organisations is inventory
control. This is because inventory control helps organisations
internally by facilitating continuous production, streamlining
operations, and improving customer service (Singh, 2013).
An inventory control system is a software program that
supports companies in managing their inventory. As products
move through manufacturing and sales, an inventory
management system keeps track of every aspect of a
company's inventory (Erameha and Odoh, 2021). This system
handles ordering, receiving, storing, tracking, and reordering.
The process also involves monitoring customer orders,
shipping, costs, stock, and sales. Data will be maintained in
databases using web-based inventory control systems, which
help to organize entered data for fast recovery (Chassiakos
and Sakellaropoulos, 2008). These web-based data
management systems coordinate information over the internet
or company intranet using a web browser (Liu and Xu, 2001).
A trustworthy and efficient inventory control system is
essential for managers to cut costs and maintain their
competitiveness (Oballah et al., 2015). The fine lines between
replenishment lead time, carrying costs of inventory, asset
management, inventory forecasting, inventory valuation,
inventory visibility, future inventory price forecasting,
physical inventory, available physical space for inventory,
quality management, replenishment, returns and defective
goods, and demand forecasting are all included in the scope
of inventory management, according to Abisoye et al. (2013).
A successful inventory control programme also takes seasonal
variation, shifting usage patterns, monitoring theft, and
purchasing goods commensurate with demand into account.
The estimation of the cost of managing inventory is a first step
in the inventory control process. According to Priniotakis and
Argyropoulos (2018), the difficulty of effective inventory
management is to maintain an upward trend in sales while
keeping the investment at the lowest level necessary for
adequate customer service. Controlling inventory is necessary
to make sure that the company has the right products on hand
in order to avoid stockouts, prevent shrinkage (spoilage/theft),
and provide accurate accounting. At present, inventory costs
typically range from 4% to 90% of total business expenses
(Nyabwanga and Ojera, 2012). The manual nature of the
current inventory management system, however, makes it
inefficient and inaccurate to keep track of the stock of goods
in the store. The sales staff must keep track of each item's
stock level as part of the inventory updating process. A
purchase order is created or stock status reports are written
whenever a stock level reaches an unacceptably high or low
point. Time wastage, difficulty calculating the total number of
items sold, an excessive amount of paperwork, disasters, and
difficulty updating each time a change is made are additional
issues with using this manual method. Consequently, it is
necessary to automate the inventory system.
Typically, the web-based inventory management system is
created for a small- to medium-sized business. Each
organisation has had its own stock management strategy or
method for a very long time. Numerous researchers have also
completed a number of case studies on small- and medium-
sized businesses and come to the conclusion that a web-based
FUDMA Journal of Sciences (FJS)
ISSN online: 2616-1370
ISSN print: 2645 - 2944
Vol. 6 No. 5, October, 2022, pp 57 - 65
DOI: https://doi.org/10.33003/fjs-2022-0605-1064

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inventory management system should be implemented for a
business to be successful and profitable (Chin et al., 2009).
Previous literature has focused on developing inventory
management systems using various strategies. Jayanth et al.
(2016) created an inventory management system (IoT) using
the Internet of Things. The system was created using an
ultrasonic transducer and a web-connected processing device
(like a Raspberry Pi). The highly technical equipment used
made it difficult for employees to perform their duties
effectively. Additionally, Muyumba and Phiri (2017)
developed a web-based inventory control system for the
Zambia Air Force using cloud architecture and barcode
technology. This system uses barcoding to identify objects.
This system's limitation is that it can only recognise things
next to each other. They used a Microsoft Excel spreadsheet
to record inventory-related data was reported in another study
by John et al. (2015) on the inventory management practices
and operational performance of selected flour mills in
Nigeria. However, getting access to specific inventory data
and demand information was challenging. Therefore, the
inventory management system will work effectively if some
of these flaws are fixed.
As a result, the goal of this study is to create a web-based
platform that will automate inventory management for small
and medium-sized businesses. All supply orders will be
handled by the software, which will also save time and energy
by making complex processing and inventory sales reports
accessible and accountable.
MATERIALS AND METHODS
Software Development Methodology
The Iterative Waterfall Model was applied to accomplish the
study's objectives, as shown in Figure 1. This model was
selected because it is simple to comprehend and apply. The
model also offers feedback pathways for error correction,
both now and when discovered at a later stage of a phase
(Adetokunbo and Adenowo, 2013). Even though mistakes are
unavoidable, it is preferable to find them as soon as they
happen. If so, fixing the bug might take less work. The model
system also benefits from being in its very early stages of
development, which makes it simpler to identify any
functional or design flaws. Early problem detection allows for
the implementation of cost-effective corrective actions. The
model's drawback is that it might take a long time for the
project to be finished. The work was done within a deadline
to complete the task, so this has no impact on the system.
The traditional waterfall model of software development
seems to make the most sense on the surface. The traditional
waterfall model is elegant and intuitively clear, but it cannot
be used in real software development projects and does not
allow for error correction during development, making it an
impractical model. The spiral model is appropriate for
creating technically difficult software products that are
vulnerable to various types of risks. But compared to the other
models, this one is significantly more complicated. This is
likely a factor that discourages its use in typical projects.
Figure 1: Iterative waterfall model
Data Gathering and Analysis
This entails defining the methods for gathering and analysing
the data required to define or address the issue for which the
research is being conducted. The automated system was
created and put on display using the Sangkemi Global Nigeria
Limited inventory management system in Adamawa State as
a case study.
System Design
The automation of the inventory management system for
efficient management is a key consideration in the design of
the new system. The daily transaction report was recorded
during the design process, and databases were created to track
customer orders. The newly created, more efficient system
than the manual system ensures some level of security. It
begins with an entry method that enables the user to access
the different sections of the programme by selecting a menu
item. As a result, it offers quick access to the program's
various data areas. The system structure diagram for the
created inventory management system is shown in Figure 2.
Below are the three branches of the home page's (main
module) chart:
1. Sales: this consists of manage sales add new sales.
2. Product: this consists of manage products add new
products.
3. Category: the different categories of the products.
4. User Management: this deals with adding users and
managing their login credentials.

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Figure 2: System Structure Chart
Database Design
A database management system is an effective tool for
efficiently creating and managing large amounts of data and
enabling its safe persistence over extended periods (Delisle,
2006; Molina et al., 2009; Adamu, 2020). The most well-
known open-source database management system is MySQL,
which was introduced in 1995. These programmes are among
the most intricate ones currently available. The success of
phpMyAdmin (www.phpmyadmin.net), a well-known
MySQL web-based interface, has contributed to MySQL's
widespread use (Database-System, 2019). As a result,
MySQL is frequently used as a back-end data repository by
websites. Based on this justifications, the design of this study
made use of a MySQL database. The study's files were
composed of a variety of data types. A few of the files have
been created and are connected to the database. Table 1 shows
the fields and their data types that were specified for the
database. The database's relationship diagram is shown in
Figure 3.
Table 1: Fields and their data types
Fields
Data types
Table that store information about sales
Such as "product," "qty," "price," and date
Table that store the location of inventory items
Such as product location and product name
Table that store media file information for a specific product
Such as media file name and type
Table that save user information
Such as "User Name," "User Status," and "User Level"
Table that saves user group information
Such as "Group Name," "Group Status"
Table that saves product details
Such as "Name," "Quantity," "Buying Price," "Selling
Price," etc.
Figure 3: Relationship diagram of the database

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Design process
There are two levels to the design process, which are,
1. Logical design, which is the process of writing the
specific requirements for the new system.
2. The physical design, or the processes necessary to
translate a logical design into reality, the characteristic
that would be taken into account in the Sangkemi
Global Nigeria Limited inventory management system's
logical design is:
a. Input of data into the system.
b. Output that the system will generate.
c. It goes through a process before the output is
made.
d. The design or layout of the database.
Input specification
The data inputs into the Sangkemi Global Nigeria Limited
Inventory Management System are from the database, i.e.,
sales and inventory. The input specification is shown in
Tables 2 to 6 below.
Table 2: Input specification for manage users
Description
Field Name
Data Type
Serial number
S/N
Number
Name
Name
Text
Username
Username
Text
User Role
Role
Text
Last Login
Last Login
Date
Action
Action
Binary
Table 3: Input specification for adding new user
Description
Field Name
Data Type
Name
Name
Text
Username
Username
Text
Password
Password
Alphanumeric
User Role
Role
Text
Table 4: Input specification for adding new category
Description
Field Name
Data Type
Serial number
Id
number
Category name
Category Name
Text
Table 5: Input specification for managing products
Description
Field Name
Data Type
Serial number
Id
number
Product name
Product Title
Text
Product Category
Product Category
Text
Quantity in Stock
In Stock
number
Buying price
Buying Price
Number
Selling price
Selling Price
Number
Table 6: Input specification for the sale
Description
Field Name
Data Type
Serial number
ID
Number
Product name
Category
Text
Quantity
Quantity
Number
Sale Total
Total
Number
Purchase date
Date
Number
Output specification
Specification here means the arrangement of headings and
details of the output document. That is, whatever the medium
used in both paper documents and transaction output, the
purpose is to ensure the clarity of the output to the user. The
product sales report shows the total products sold, their unit
prices, and their amounts. The entire inventory report shows
the types of products in stock without counting the items on
the shelf one after the other to know the type and quantity of
products in stock. It also deals with the unit’s prices and costs
of goods or items in stock.
RESULT AND DISCUSSION
Login Page
This is the first page where the user must enter the login
details (such as the username and password) required to
access the software. When a user enters their username and
password and clicks the login button, the form automatically
redirects them to the main menu. However, a warning alert
appears on the screen when the incorrect user name and
password are entered.

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Figure 1: Login page
Home Page (Administrator)
This is the form that appears after entering or providing the username and password (Figure 2). Now it is possible to access
the software features and choose the kinds of operations to carry out.
Figure 2: Home page (Admin)
Home Page (Sales Personnel)
This is the form seen after clicking on the home of the salesperson (Figure 3). Now, the software's features will be limited to
those of the system administrator. That is, features peculiar to the salesperson will only be displayed.
Figure 3: Home page (Sales Personnel home page)

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Sales Page
The sales page is used to sell available products, and customers can only view this page to know the number of goods.
Figure 4: Sales page
Sales Report Page
This page enables the report of the purchase to be printed and gives an update on the profits generated on each product. This
page can only be viewed by the accounting officer to generate the sales report.
Figure 5: Sales Report
Add New Product Page
The admin can update the selected stock balance and add new stock that has been sold on this page.
Figure 6: Add New Product form

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Dashboard
This interface shows the list of users, categories, products, and sales. It also provides the records of recent transactions
conducted as well as interfaces with other functionalities.
Figure 7: Dashboard
Add New User Page
This allows the system administrator to add a new user to the system.
Figure 8: Add new user form
Add New Category Page
This interface allows the system administrator to add the new categories of products as well as view other categories.

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Figure 9: Add new category page
Edit My Account
This interface allows the management or system admin to edit the login credentials of the system and other system users.
Figure 10: Edit my account form
System Testing
The output was displayed on the monitor after running the test
using different sets of data, or after executing the programme.
The output was then printed on paper.
Integration
System integration is the process of successfully assembling
a system's various parts, assemblies, and subsystems and
getting them to function as a unit to accomplish the system's
objectives. The Login form, Main form, Transaction History
form, New Transaction form, Manage Stock form, and
Change Password form were all successfully designed, and
they were all integrated to create the entire system.
Operating the new system
This section of the project explains the job performed by the
program developed. First, the various inputs listed above were
entered, and then the program processed that data and gave
out the required output as the transaction output. It gives
results based on what is entered as the input. For this reason,
all inputs must be correct and valid. This is a detailed
explanation of the operation carried out by the system on the
job that it is required to do. It is the passing of control in the
system and the performing of the task required to do. All these
are expected to be done within a second to show the system's
efficiency.
The system's operation enables the entire inventory control
calculation or stocktaking to be done with greater accuracy
and in a shorter period. It processes data keyed in a
remarkable moment of time, far less than the manual process.
The central processing ensures the program instructions are
carried out in the proper sequence, and the interpretation is in
accordance with the expected output. Also, the company's
information will be much safer and easier to access once this
prototype is used.
CONCLUSION
This research has created a computerised inventory
management system for Sangkemi Global Nigeria Limited, to
track the quantity of mobile phones and their accessories in
stock, when to place additional orders, the status and updates
of transactions, and the number of employees, all of which

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©2022 This is an Open Access article distributed under the terms of the Creative Commons Attribution 4.0
International license viewed via https://creativecommons.org/licenses/by/4.0/
which permits unrestricted use,
distribution, and reproduction in any medium, provided the original work is cited appropriately.
will aid in managerial decisions, level of progress, and stock
taking. The system was adaptable enough to accommodate
changes in the future. In order to make the system more
adaptable to future changes, it has been incorporated into
various inventory management system modules. It is
recommended that the computerised system created in this
study take the place of the manual stock recording and
processing system to make life easier for people.
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