Cashiering System Essay Example

will have to make a list and summary of the total collection of tuition fees. This is another difficult task to handle using manual system especially if there as lots of transactions that needs to be summarized. The summary of the collection will be submitted to the admin for verification. If mistakes are found, the cashier will have to repeat the process of summarizing to get the correct result. With the difficulties of the current manual cashiering of CSLRM, the proponents formulated a solution that will help the cashier in dealing with student payments.

The proponents aim to develop a computerized cashiering system that is capable of computing the total tuition fee, recording the payments made by the student and updating the balance of every account. The system provides a database for storing all the records in the computer. Using this kind of system, it will be easy to record students account, search for a particular student and automatically updating the balance once a payment has been made.

Context of the Study

Colegio de San Lorenzo Ruiz de Manila (CSLRM). is an educational institution in Catarman, Northern Samar. It was founded on September 28, 1990 by Dr.

Rolando R. Carpio and his wife Dr. Gilda F. Carpio. Midwifery is the only course that the institution offered when it was established. With determination, under the administration of Dr. Gilda F. Carpio, she took the pride and courage to offer the Nursing course and Elementary course in 1993 and eventually the Medical Technology course in 1994. Likewise in 1997, three (3) courses were offered, namely: Bachelor in Elementary Education (BEED), Bachelor of Science in Commerce (BSC) and Bachelor of Arts (AB)

Major in political Science. Eventually, the name of the School was changed rom San Lorenzo Ruiz De Manila (CSLRM) to cater the new courses offered. In 1991 Dr. Rolando R. Carpio and Dr. Gilda F. Carpio constructed a three-story building at the back of their family house in order to accommodate the increasing population of the school. The sprawling garden was converted into a lobby of the school. A new lot was acquired for the new school and elementary department has been housed. In 1994 a new laboratory building was constructed for nursing and medical technology students. Up to the present construction is still going on especially with the offering of TESDA Courses, which started in 1998.

As of today, CSLRM also offers Information technology courses, criminology and Hotel and Restaurant Management. In spite of the development of CSLRM, the school is still using the manual way of computing student’s tuition, receiving of payments and recording the account of every student. This manual way, results to slow of processing for every transaction, difficulties in recording and retrieving student’s account. Paying tuition has been a burden to the students because they have to wait for a long period of time before they can pay their tuition and get their examination permit.

The cashier needs to get first the index card of every student to get the balance that results to long hours of waiting. This scenario sometimes causes the students not to take the examinations on time because their permit has not been signed by the admin yet. The cashier also encounters problems in summarizing the total collection and making reports for the admin. In this regard, the

proponents intend to develop a computerized cashiering system for CSLRM to address the problems that the cashier is currently experiencing. Statement of the Problem

The cashier of CSLRM is currently facing difficulties in handling student’s payments, recording and updating the accounts. Problems are also encountered in summarizing the total collections and making reports.

Specifically this study will answer the following queries:

• How to make recording, retrieving and updating student’s account easier?
• How to compute student’s tuition easily?
• How to produce collection reports conveniently?

Objective of the Study This study focuses on the development of computerized cashiering system for CSLRM to address the problems that the cashier is currently encountering.

1. To create a computerized way of recording, retrieving and updating student’s account.
2. To automate the computation of student’s tuition fee.
3. To easily generate collection reports.

Scope and Limitations Scope

This study is focused on the computerization of cashiering for computing and receiving of tuition fees of CSLRM. This include recording of the basic information of the student such as name, course, and subjects. Computation of total tuition fee is automatically computed based on the total number of units and the rate per unit.

Generation of reports such as summary of daily collection is also provided in the proposed system.

Limitations

The system is a stand-alone program; it will be installed to one computer only that will be used by the cashier. The system is limited to the computation of tuition fees, updating and displaying the account payable of every students. This system does not include other transactions such as payments for books, uniforms and other school materials that can be bought in the cashier. Significance of the Study Cashier. With the proposed system, the

cashier will have an ease of computing the tuition fees of the students.

It becomes easier to record the account details of the student as well as retrieving the current balance. Searching of the record will be done in a fast and ease manner. The cashier can provide a summary of collected tuition fees in a lesser time. Admin. The admin can have immediately the summary of collected tuitions fees. The reports that will be produce will become more accurate and reliable. Students. It will be convenient now for the students to pay their tuition fees. They will not wait for a long period of time to pay their tuition and to get their examination permit. Proponents. This will serve as a challenge to the proponents.

A challenge that will develop their skills in information technology and developing programs that is useful and reliable. Future Researchers. Future researchers can use this study as a basis for developing more complex system for cashiering and accounting related systems.

Data Flow Diagram – Existing System Context Diagram Data Flow Diagram – Existing System Top Level

Motivation The current situation of manual cashiering encourages the proponents to conduct this study. Pursuing this study will help the students and cashier in solving the problem that are encountered in paying the tuition fees.

This will also lessen the burden of the parents that are paying the tuition fees of their students. This study will lead the proponents to their goal in the field of information technology. This will bring new experiences to reach greater heights, in no matter what difficulties the students may encounter to become professionals. Also conducting this study motivates the students to work

beyond their knowledge that they acquired from the school.

Chapter II Review of Related Literature

Information Technology Information Technology or IT mainly deals with computer applications.

The common work environment today is totally dependent on computers. This has led to the need to develop and consistently upgrade dedicated computer software like project management software, for a number of related requirements. These include storage and protection of content, processing and transmitting of dedicated information and the secured retrieval of information, when and as required. IT promotes computing technology, covering everything from installing applications to developing databases. The advantages of information technology are many. Through globalization has come about only via this automated system.

The creation of one interdependent system helps us to share information and end linguistic barriers across the continents. The collapse of geographic boundaries has made the world a 'global village'. The technology has not only made communication cheaper, but also possible much quicker and 24x7. IT provides a number of low-cost business options to tap higher productivity with dedicated and a special category for the larger operations. Regular upgrades have enabled many businessmen to increase productivity and identify a market niche that would never have been possible without the connectivity.

With every subsequent increase in the ROI or Return On Investment, businesses are able to remain buoyant even amidst the economic recession. Not only do people connect faster with the help of information technology, but they are also able to identify like-minded individuals and extend help, while strengthening ties. Manual processes have been computerized to make the transactions faster and easier and improved business services to its customers. Most of the businesses today transformed their transactions to automated

system such as customer’s registration, guest booking, payroll, enrollment, accounting, receiving payments, etc.

Cashiering is one of the major processes of every business that deals with receiving payments. Accurate computation is required for every transaction. With the advancement of information technology, most businesses are using automated cashiering to make their transaction easier and faster. Automated system offers a less error in the part of the person handling the computations and receiving payments. It also offers a fast recording, retrieving and updating the account of a particular person. Thus, every transaction has been made conveniently. www. wikipedia. com Automated cashier system

An automated cashier system provides for microprocessor-controlled product display, order acceptance, payment and change generation. Both cash and credit card payments are accepted. The system is preferably mounted in a cabinet having upper and lower sections. The upper section contains the input and output systems, while the lower section contains the cash receipt, storage and dispensation systems. The main microprocessor is also located in the lower section, which is preferably in the form of a safe which prevents access to the critical systems of the invention.

An automated cashier apparatus, comprising a console having first and second compartments therein, said first and second compartments being separately and independently accessible; data entry means for accepting purchase information from a customer and data display means for displaying sale-related data to the customer; communication means for transmitting said purchase information to a remote order fulfillment means, said data entry and display means and communication means being mounted in said first compartment; means for accepting credit card purchase information; coin and currency acceptance, storage and dispensation means located in said second compartment,

said second compartment comprising a tamper-resistant safe structure; said data entry and display means, credit card acceptance means and coin and currency acceptance and dispensation means being logically interconnected and controlled by microprocessor means comprising a primary microprocessor located in said second compartment and a secondary microprocessor located in said first compartment, said primary microprocessor adapted to control coin and currency acceptance and dispensation and said secondary microprocessor adapted to perform order acceptance and display functions. (http://www. freepatentsonline. com) ACCESS Philippines A web-based enrollment and school management system with features that can meet a school system needs and requirements. This includes standardized modules for student registration (student information system), enrollment, automated fees computation, cashiering and accounting, grade management, reporting modules, online quiz systems and other modules that are deemed necessary to run and administer a school.

As almost every application is moving to depend and better work on the Internet, ACCESS takes the challenge to move further: •Online Registration and Enrollment - New students (freshmen and transferees) may now register, enroll and pay online wherever and whenever before the first day of classes. Accomplishing requirements may also be done online with an adjustment of the school's policies. •Self-Service Enrollment - students may enroll themselves guided by their enrolled curriculum. •Mobile app versions for students and instructors - These two most important clientele needs to do their job at the least stressful conditions. (http://access. ph/) Computerized Cashiering System

Computerization programs solve the problem in the increasing need of labor force due to the fast growing number of customers. Computerized Cashiering System was developed to answer the problem in increasing transactions in cashiering. Due to many transactions, the cashier

meets problems that caused the delays in the preparation of the different daily/monthly reports. The system automates all the data banking of daily transaction and the preparation of reports. It also provides easy monitoring of cash ending balance for the day.

These are the reports that can be generated from the cashiering system:

• Daily Collection Report
• Daily Disbursement Report
• Daily Cash Position Report
• Daily Cash Book
• Monthly Collection Report
• Monthly Deposit/Disbursement Report Working Fund Voucher Cashbook
• Working Fund Voucher Summary
• Different Graphical Reports (http://www. catbaloganwd. gov. ph)

Automated cashier system An automated cashier system provides for microprocessor-controlled product display, order acceptance, payment and change generation. Both cash and credit card payments are accepted. The system is preferably mounted in a cabinet having upper and lower sections. The upper section contains the input and output systems, while the lower section contains the cash receipt, storage and dispensation systems. The main microprocessor is also located in the lower section, which is preferably in the form of a safe which prevents ccess to the critical systems of the invention. (http://www. freepatentsonline. com) Self checkout Self checkout machines provide a mechanism for customers to pay for purchases from a retailer without direct input to the process by the retailer's staff. They are an alternative to the traditional cashier-staffed checkout. They have been implemented most often in grocery stores and other large-scale stores. In self-checkout systems, the customer is permitted to scan the barcodes on their own items, and manually identify items such as fruits and vegetables (usually with a touchscreen display), which are then weighed where applicable, and place the items into a bagging area.

The weight observed in the bagging area

is verified against previously stored information to ensure that the correct item is bagged, allowing the customer to proceed only if the observed and expected weights match. There is considerable technology, both electronic and software (artificial intelligence) involved in the operation of the machines. For example, the main reason the Optimal Robotics self-checkout system, based on Schneider's patents, did so well compared to the other model on the market at the time, e. g. , the CheckRobot model marketed by IBM in the 1990s, is because it had self-learning functions, i. e. , it didn't have to be programmed with the weight, color, etc. of a new product, but learned these features on its own.

The first time the Optimal machine scanned a new product, it actually allowed the customer to scan and bag the product without interference and assumed the customer was honest (the customer would not know it was the first time it was presenting an item to the machine and would not want to try to steal something fearing an alarm would be triggered and the item rejected), and it accumulated data on the product. As the machine saw the items more times it learned what the weight tolerances of this product were, what the color tolerances were (there were color cameras overhead on the early Optimal machines), etc. This information was passed on to other self checkout machines. So in essence the machines learned on their own, and provided seemingly reliable service to the supermarket with little intervention on behalf of the supermarket. (www. wikipedia. com)

Conceptual Framework

This study uses the conventional Systems Development Life Cycle (SDLC) in developing the proposed system. This

is a process of creating or altering information systems, and the models and methodologies that people use to develop these systems. The System Development Life Cycle framework provides a sequence of activities for system designers and developers to follow. It consists of a set of steps or phases in which each phase of the SDLC uses the results of the previous one. A Systems Development Life Cycle (SDLC) adheres to important phases that are essential for developers, such as planning, analysis, design, and implementation, and are explained in the section below.

A number of system development life cycle (SDLC) models have been created: waterfall, fountain, spiral, build and fix, rapid prototyping, incremental, and synchronize and stabilize. The oldest of these, and the best known, is the waterfall model: a sequence of stages in which the output of each stage becomes the input for the next. These stages can be characterized and divided up in different ways, including the following:

Project planning, feasibility study: Establishes a high-level view of the intended project and determines its goals.

Systems analysis, requirements definition: Defines project goals into defined functions and operation of the intended application. Analyzes end-user information needs. Systems design: Describes desired features and operations in detail, including screen layouts, business rules, process diagrams, pseudocode and other documentation.

Implementation:The real code is written here.

Integration and testing: Brings all the pieces together into a special testing environment, then checks for errors, bugs and interoperability.

Acceptance, installation, deployment: The final stage of initial development, where the software is put into production and runs actual business.

Maintenance: What happens during the rest of the software's life: changes, correction, additions, moves to a different computing platform and more.

This,

the least glamorous and perhaps most important step of all, goes on seemingly forever. Figure1. Systems development Life Cycle paradigm

Chapter III Methodology

Data Gathering Techniques Developing the proposed system requires detailed information about the institution, flow of different processes and the problems that needs to address to come up with the correct system that will solve the current problem of the organization. The following techniques have been used to gather information about the institution and the problems that are currently facing by the cashier. Interview Through interview the proponents acquire background information about the school, processes involve in paying tuition fees.

And the problems encountered by the cashier in handling the payments of the students. Observations In this technique, the proponents are able to see and experience the actual scenario of paying of tuition fees. Direct observation of work performance is an excellent means of gathering data. Observations are usually done in conjunction with another data gathering method that is used to fill in the gaps and answer questions. Internet Research This helps the students to gather information about related problems and proposals with regard to cashiering system. Through internet ideas of the latest technology used for cashiering has been acquired which will help the proponents in designing automated cashiering system for CSLRM.