A Design of Sales Information System on Paper Cutting Machine Distributor

The purpose of this research is to analyze the problems that exist in a company engaged in the sales of paper cutting machine that is on sale systems that are running on the company, identifying the needs of enterprise information and designing information systems that are able to meet the company's information needs. The used methodology is the method of analysis and design methods. The analysis method is library research, observation, survey of the old system, the identification of information needs and interviews. While the design method used is Object Oriented Analysis and Design (OOAD).The achieved results are in the form of sales information system for paper cutting machine distributor in the form of application design to improve the sales system, which is still done manually. The conclusion is a computerized information system sales can solve problems that occur on the old systems and procedures in the company.


INTRODUCTION
The faster a business grows the bigger resulting changes in the scale and scope of the company's activities. Therefore, the manager of the company that business is growing rapidly, generally experience JUHDWHU GLI¿FXOW\ LQ GHFLGLQJ RU VSHFLI\ WKH W\SH RI change and evolution, which is required in order to support the growth rate compared to the company that growth is relatively small. One solution that can be done is developing new skills and abilities that will enable them to solve the problems by appointing new personnel or acquiring new resources, such as a new information system aimed at improving the HI¿FLHQF\ DQG HIIHFWLYHQHVV RI WKH FRPSDQ\ > @ In fact many companies do not have adequate information system that is capable to support the growth of the company, so that the running business process becomes less effective and requires a lot of time. Even some companies still use manual system and the manual system often causes many problems such as the duplication of data, loss of data, and so forth.
The case study of this research is a distributor company that is specializing in the sale of paper cutting machines.
The purpose of this research is to identify the extent to which sales information system can be useful for paper cutting machine distributor in supporting the activities of the company.
7KH EHQH¿W RI WKLV UHVHDUFK LV WR EH DEOH WR know the lacks and weaknesses that are exist in the running sales system since there is a complaint based on the observation that states existing procedures running too slow, so it hinders the performance of employees and in the end it results in reducing levels of customer satisfaction. This research is expected to EH DEOH WR LPSURYH WKH HIIHFWLYHQHVV DQG HI¿FLHQF\ LQ the company's sales cycle.
The changes of the information systems towards the old system are items on the company's operations and running business system including its infrastructure that have brought a positive impact on the improvement of operational processes and HI¿FLHQF\ RI WKH FRPSDQ\ ,W UHVXOWV LQ GHFUHDVLQJ and increasing of the operating costs and transaction FRVWV LQ WKH WXUQRYHU DQG SUR¿W > @ METHOD 7KH XVHG PHWKRG DUH DV IROORZ ¿UVW LV the analysis method, which is literature study, observation, old system survey, information analysis, interview, rich picture design and event table from the running system. Second is design method, it uses Object Oriented Analysis and Design (OOAD) that starts by making overview activity diagram, entity relationship diagram, use case diagram, database design, screen design and report design.

Theory
Information is data that has been changed into meaningful and useful context for the end certain XVHU > @ System is a group of related components, which collaborate to achieve the goals by receiving input and producing output in regular transformation SURFHVV > @ Information system is a group of related components in collecting or gathering, processing, storing and distributing information to support the decision making, coordination and controlling in a FRPSDQ\ > @ Accounting information system is a subsystem IURP 6,0 WKDW SURYLGHV DFFRXQWLQJ DQG ¿QDQFH information, also obtainable information from routine processing on accounting transaction. SIA explores a large number of information about sales orders, sales in units of currency, cash collection, purchase orders, UHFHLSW RI JRRGV ZDJHV DQG ZRUNLQJ KRXUV > @ System design is the third phase of the system development cycle. The goal is to specify the physical reality of the system (forms, reports, tables, DQG RWKHUV DQG VHOHFW VXSSOLHUV> @ Object-Oriented Analysis and Design is a set of general guidelines to make the analysis and design > @ Rich Picture is an illustration that is used to describe the events that occur in the company's EXVLQHVV SURFHVVHV > @ Event can be understood as an event that takes place in a business process that involves actor(s) in LW > @ UML is modeling language software for VSHFL¿FDWLRQ YLVXDOL]DWLRQ FRQVWUXFWLRQ DQG GRFXPHQWDWLRQ RI LQIRUPDWLRQ V\VWHP> @ Activity Diagram is a diagram that can be XVHG WR GHVFULEH WKH EXVLQHVV SURFHVV ÀRZ WKH VWHSV RI XVH FDVH RU ORJLF REMHFW EHKDYLRU > @ Overview Activity Diagram is a diagram that describes the high-level view of the business process by documenting important events, the order and the LQIRUPDWLRQ WKDW DFFRPSDQLHV WKH HYHQW> @ In preparing overview activity diagram, there are several steps which are reading narration and identifying important events, recording narration clearly to identify events that are involved in it, describing the involved actor(s) in the business process, making each diagram of events and showing the sequence of events that occurred, describing the created and used documents in the business process DQG GHVFULELQJ WKH ÀRZ RI LQIRUPDWLRQ IURP WKH GRFXPHQW GHVFULELQJ WKH WDEOH ¿OHV WKDW DUH FUHDWHG and used in the business process and describing the ÀRZ RI LQIRUPDWLRQ IURP WKH ¿OHV > @ :RUNÀRZ WDEOH LV DQ DFWLYLW\ WKDW LQYROYHV WKH FRRUGLQDWHG LPSOHPHQWDWLRQ ZLWKLQ DQ HQWLW\ > @ The design of the database is a design process that will support the company's mission and objective WR WKH QHHGV RI WKH GDWDEDVH V\VWHP > @ The design of the database consists of three stages: conceptual database design, database logical

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Use Case diagram illustrates the interaction among the system and external systems and the user. In other words, Use Case diagram describes who will use the system and with what way the user wants to interact with the system. Besides that, Use Case is used textually to describe every step sequence from HDFK LQWHUDFWLRQ > @ Entity Relationship Diagram is the end result of the analysis process of the being reviewed system WKDW LV GRQH E\ D V\VWHP DQDO\VW > @ Sales is the amount charged to customers for WKH VROG PHUFKDQGLVH HLWKHU E\ FDVK RU FUHGLW > @ Form is the arrangement of a document that FRQWDLQV EODQN FROXPQV ZKHUH WKH XVHU FDQ ¿OO ZLWK the data when the form is displayed on computer screen, the entered data in the columns are stored in RQH RU PRUH WDEOHV> @ Screen (interface) is part of the limitation between the two interacting systems on the opposite VLGH WKDW FRPPXQLFDWH ZLWK HDFK RWKHU > @ Report is data that is displayed formatted and RUJDQL]HG> @

Running System
Sales section receives the demand from customers either through telephone, email or fax. Then sales section sends the machine catalogue to customer that is adapted with the requested machine type. If the customer is a new customer, the sales section asks and notes the data of the customer. After the customer decides which machine they want to buy, the sales section will check the goods in the warehouse to know the availability of the ordered machine. If the machine is available, the sales will ask for advance money from the customer 20% from the goods' price. After the customer pays it, the sales will make machine sales letter as many as four copies DQG LQYRLFH DV SD\PHQW SURRI 7KH ¿UVW FRS\ ZLOO be given to the customer along with the invoice; the second copy will be sent to the warehouse; the third copy will be sent to the billing section; while the fourth copy will be kept as archives.
After receiving the machine sales letter from the sales section, the warehouse will check the bought machine by the customer to make sure the machine is in good condition before it sent to the customer. Then the warehouse makes expenditures letter and travel permit letter. Travel permit has 2 copies; machine sales letter with machine then it is sent to the delivery section while the expenditures letter will be archived as expenditure proof.
The delivery section will check the suitability between machine sales letter and travel permit letter from the warehouse. After it is suitable, the delivery section sends the machine to the customer. The sales section asks the customer to sign the travel permit letter as proof that the machine has been received DQG WKH ¿UVW FRS\ RI WUDYHO SHUPLW OHWWHU LV JLYHQ WR the customer. The second copy of travel permit letter and machine sales letter are archived by the delivery section.
On the payment due date, the billing section will send the invoice to the customer based on machine sales letter from the sales section. After the customer do the payment, the billing section will PDNH UHGHPSWLRQ OHWWHU RI FRSLHV 7KH ¿UVW FRS\ will be sent to the customer as the payment proof, while the second copy will be archived.
Every end of the month, the sales section will check on sales data during a month and make monthly sales report, which then given to the manager to be checked.  Alternative Solutions: 1. Creating a technology-based application system that can help support the business processes in the company. ,PSURYH GDWD LQWHJULW\ VR WKDW WKH ÀRZ RI information can be run quickly, especially when the information is needed to determine the next activity or to assist in decision making.

System Design
Overview Activity Diagram Proposed Sales Information System

CONCLUSION
Every company always desires to grow and move forward. But the company growth will be better if it is supported by an information system that can support the complexity of company's activities. A good information system can help in handling every activity and transactions that occur ZLWK PRUH HIIHFWLYH DQG HI¿FLHQW DQG PDGH WKURXJK various steps of analysis and design so it is hoped the produced application can be suitable with the needs of paper cutting machine distributor company. The sales application can solve the duplication of data so the recording and also business process can run more smoothly and quick as it can give more value for the company.
Besides the sales system that has been computerized, another important thing to be noted is the role of system user. A good information system is impossible to run smoothly without the support of system user so the role of the user is an important factor in the success of the implementation. The given suggestion is conducting trainings for the user so it is hoped that the user can use the new information system. Besides that it should be done a maintenance and upgrade regularly to the sales information system, which has been implemented so the information system can follow the development of sophisticated technology from time to time.