Name: Ibrahim, Zainab Abdullahi

Reg. Number: UG20CSC2078

Level: 400

Development of a Web-Based Sales Tracking Management System

(A Case Study of HAINZ Technologies, Agro-Allied and General Services Ltd. Kano)

CHAPTER ONE
INTRODUCTION

BACKGROUND OF THE STUDY

Sales tracking management systems are essential tools for businesses aiming to optimize their
sales processes and improve overall efficiency. These systems allow organizations to monitor
sales activities, track performance metrics, manage customer relationships, and analyze data to
make informed decisions. The development of a web-based sales tracking management system is
particularly significant in today’s digital landscape, where remote access and real-time data
analysis are crucial for success.

Web-based applications offer numerous advantages over traditional desktop software or even the
manual system. They provide accessibility from any device with internet connectivity, enabling
sales teams to update and retrieve information on-the-go. This flexibility supports remote work
environments and enhances collaboration among team members. Furthermore, web-based
systems often require less maintenance and can be updated more easily than their desktop
counterparts.

The range of items and materials that can be held by companies is extensive. The variety and
quantity of items and materials a company maintains will depend on its size and the scope of its
operations. Since the items in a company are intended for sale, there is a significant need for an

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effective sales tracking management system. Each item within a company contributes to the
overall inventory. As sales occur, the stock levels of these items decrease, making stock control
an essential component of sales management within the organization.

STATEMENT OF THE PROBLEM

The development of a Web-Based Sales Tracking Management System is driven by the need to
address several critical issues faced by businesses in managing their sales processes effectively.
The following outlines the key problems that necessitate the creation of this system for HAINZ
Technologies, Agro-Allied and General Services Ltd. Kano.

 It is difficult to obtain timely and accurate reports regarding the financial details of daily
sales.
 There are often delays and errors in the computation of items sold.
 The stock levels of items cannot be easily monitored as they are being sold.

AIM OF THE STUDY:

The aim of the study is to develop a web-based sales tracking management system for HAINZ
Technologies, Agro-Allied and General Services Ltd. Kano, which will address the issues of
inefficient sales tracking, poor communication and collaboration, as well as delays and potential
errors in reporting procedures.

OBJECTIVES OF THE STUDY:

1. To design a comprehensive system for the accurate computation and management of sales
records.
2. To implement a robust database system that securely stores sales records and can be remotely
accessed for future reporting and analysis purposes.
3. To create an automated inventory system that updates inventory levels in real-time based on
items sold, ensuring accurate stock tracking within the database.

SCOPE OF THE STUDY

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This research work will focus on the development of a Sales Tracking Management System for
HAINZ Technologies, Agro-Allied and General Services Ltd. Kano. The system will be
designed to facilitate the recording of sales, management of stock levels, and generation of
comprehensive reports.

SIGNIFICANCE OF THE STUDY

The significance of the study includes the following points:

 Facilitation of Accurate Sales Recording: This study aims to develop a system that will
enhance the accuracy of sales recording in supermarkets. By implementing a structured
approach to data entry and management, it will minimize human errors and ensure that all
transactions are documented correctly.

 Monitoring Daily Sales Records: The proposed system will enable efficient monitoring of
daily sales records for the company. Through advanced querying capabilities of the database,
stakeholders can easily access and analyze sales data, allowing for timely decision-making
and strategic planning.

 Computation of Items Sold: The system will also provide functionalities for performing
computations related to items sold within the company. This feature will assist in inventory
management, helping to track stock levels and identify trends in product sales, which is
crucial for maintaining optimal inventory levels.

 Reference Material for Scholars: Finally, this study will serve as a valuable reference
material for other scholars and researchers in the field. It will contribute to academic
literature by providing insights into effective sales recording systems and their impact on
business operations.

ORGANIZATION OF THE RESEARCH

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 This research work is organized into five chapters. Chapter one is concerned with the
introduction of the research study and it presents the preliminaries, theoretical background,
statement of the problem, aim and objectives of the study, significance of the study, scope of
the study, organization of the research and definition of terms.
 Chapter two focuses on the literature review, the contributions of other scholars on the
subject matter.
 Chapter three is concerned with the system analysis and design. It analyzes the present
system to identify the problems and provides information on the advantages and
disadvantages of the proposed system. In this chapter, the system design presented.
 Chapter four presents the system implementation and documentation. The choice of
programming language, analysis of modules, choice of programming language and system
requirements for implementation.
 Chapter five focuses on the summary, conclusion and recommendations based on the study
carried out.

DEFINITION OF TERMS
 Sales Management: Sales management is a business discipline, which is focused on the
practical application of sales techniques and the management of a firm sales operation. It
is an important business function as net sales through the sale of products and services
and resulting profit drive most commercial business.

 Inventory: Inventory is the raw materials, work-in-process products and finished goods
that are considered the portion of business assets that are ready or will be ready for sale.
 Stock: The goods or merchandise kept on the premises of a shop or warehouse and
available for sale or distribution.

CHAPTER TWO
LITERATURE REVIEW

INTRODUCTION

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The purpose of a sales tracking management system is to efficiently organize, monitor, and
analyze sales activities and data within an organization. It helps sales teams and management to
keep track of existing and potential customers, sales orders, product information, and inventory
levels. This system allows for better sales planning, forecasting, and performance evaluation,
ensuring that sales targets are achieved and overall business productivity is maximized. It also
helps identify trends, patterns, and customer preferences, enabling businesses to make informed
decisions and strategies to improve sales and customer satisfaction.

THE HISTORY OF SALES TRACKING MANAGEMENT SYSTEM

The history of sales tracking management systems can be traced back to the emergence of
computer technology and the growing need for businesses to efficiently manage their sales
activities.
In the early days of sales tracking, businesses relied on manual methods, such as handwritten
notes, spreadsheets, and physical filing systems, to track and manage their sales. This approach
was time-consuming, prone to errors, and lacked real-time data access and analysis capabilities.
With the advancements in computer technology in the 1980s and 1990s, businesses started
adopting basic sales tracking software and database systems. These early systems allowed
companies to digitize their sales records, maintain customer information, and generate basic
reports. However, these systems were often standalone and lacked integration with other
business processes and systems.
The late 1990s and early 2000s saw the emergence of more advanced sales tracking management
systems. These systems started incorporating features such as contact management, sales
pipeline tracking, opportunity management, and forecasting. The advent of customer relationship
management (CRM) software played a significant role in the evolution of sales tracking
management systems. CRM systems integrated various sales and customer data, providing a
comprehensive solution for sales management
As technology continued to advance, cloud computing and Software-as-a-Service (SaaS) models
gained popularity. Sales tracking management systems started moving to the cloud, allowing
businesses to access their sales data from anywhere, collaborate in real-time, and scale their
systems as per their needs.

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In recent years, sales tracking management systems have become more advanced and feature-
rich. They now offer robust analytics and reporting capabilities, automation of repetitive tasks,
integration with other business systems, mobile accessibility, and artificial intelligence-powered
sales insights. Today, sales tracking management systems have become an essential tool for
businesses of all sizes and industries. They provide valuable insights, improve sales efficiency,
and enable businesses to make data-driven decisions to drive revenue growth. With the rise of
digital marketing and e-commerce, sales tracking management systems have become even more
crucial in managing and optimizing sales activities across various channels and touchpoints.

EXPLORING OF THE SALES TRACKING SYSTEM

In the fast-paced and competitive world of business, having a robust sales tracking system is
paramount to success. Tracking and monitoring sales activities allow businesses to make
informed decisions, identify growth opportunities, and optimize their sales strategies. This essay
explores the significance of a sales tracking system as outlined in the chapter highlights the
foundational role of a sales tracking system in capturing and organizing vital sales data. It
emphasizes the importance of recording essential information such as customer details, purchase
history, and product preferences. By systematically documenting this data, businesses can gain
valuable insights into customer behavior, identifying trends and patterns that may inform future
sales strategies.
Furthermore, the chapter highlights the ability of a sales tracking system to provide real-time
sales analytics. With the advent of advanced technological tools, businesses can now access up-
to-date reports and dashboards, allowing them to track sales performance on a daily, weekly, or
monthly basis. This immediate access to critical data empowers companies to make agile and
data-driven decisions, enabling them to respond swiftly to market changes and capitalize on
emerging opportunities.
Additionally, the chapter delves into the benefits of integrating a sales tracking system with
other key business systems. By seamlessly integrating sales data with inventory management,
accounting, and customer relationship management (CRM) systems, businesses can streamline
their operations and enhance overall efficiency. This integration eliminates the need for manual
data entry across multiple platforms, reducing the risk of errors and saving valuable time and
resources.

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Moreover, the chapter highlights the role of a sales tracking system in fostering collaboration and
communication within a sales team. It emphasizes the importance of centralized information,
enabling team members to access accurate and up-to-date data effortlessly. This unrestricted
access to information facilitates effective communication between team members, aligning their
goals and efforts, and fostering a cohesive and cohesive sales strategy.
Furthermore, the chapter emphasizes the significance of data security in a sales tracking system.
As businesses deal with sensitive customer and financial information, it becomes crucial to
ensure the utmost security of the system. Adopting robust security measures, such as encryption
and user authentication, safeguards the integrity and confidentiality of sales data, mitigating the
risk of cyber threats and unauthorized access.

CITATIONS OF THE SALES TRACKING MANAGEMENT SYSTEM

The review on management information systems had existed since seventies. Many studies had
been conducted in this area (Kauffman 1989) and many conferences had been devoted to this
subject (The 15thInternational conference on management information systems research theme
improving productivity and adding value through information systems. 13/14 September 1994
and 11/12 July 1995). Failure of value generation of information systems was also documented
(Loveman, 1988; Svendsen, 1996). A management information system is set interrelated
components that collect/retrieve, process, store and distribute information to support decision
making and control in an organization. In addition to supporting decision making and control,
information systems helped managers and workers to analyze problems, visualize complex
subjects and created new products. An information system contains information about
significant people, positions and things within the organization or in the environment
surrounding it. In order to have an information system, there had to be raw data that had to be
transformed into information, which was meaningful and useful to human beings. Laudon (2010)
stated that information was a resource like any other commodities. It becomes stale and
worthless if not used in time. This called for regular updates to replace old, stale and outdate
information. Information collected and possessed had to be utilized for increased benefits to
solve problems, appropriate decision making and for development (Abidi, 1991). At the same
time, the right information was obtained (Yilmaz, 1995). Other scholars observed information as
part of business existence and acquiring and processing it were fundamental aspects of life itself

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(Debons, 1988). Yet other scholars argued that information was power and even the Holy Bible
said, My people were perishing because of lack of information (Hosea, 1995)
A management information system is a computer based system that supplies the necessary
information to efficiently manage an organization. This system entails three primary resources;
information, technology and people. A management information system is designed to record
information and enhance communication among employees (Knight et al. 2005)
According to (Ajayi, 2007), management information system is information that generates
accurate, timely and organized information so that managers and users can make decisions, solve
problems, supervise activities and track progress and focuses on generating information that
management and other users need to perform their jobs.

PROBLEMS WITH THE CURRENT SALES TRACKING SYSTEM

Before the advent of modern sales tracking systems, businesses faced several challenges with
their sales tracking processes. Some of the common problems with the previous sales tracking
systems included:
1. Manual and paper-based processes: Sales tracking was primarily done using paper-based
methods, which were time-consuming, prone to errors, and lacked real-time updates.
Sales teams had to manually record and update sales data, making it difficult to obtain
accurate and up-to-date information.
2. Limited accessibility and collaboration: Traditional sales tracking systems were usually
confined to physical files or spreadsheets stored on individual computers. This limited access and
collaboration among sales teams, making it challenging to coordinate efforts, share information,
and track progress on sales activities.
3. Lack of data integration: Sales data from different sources, such as CRM systems, inventory
databases, and financial software, were often stored separately. This resulted in data silos and
made it difficult to obtain a holistic view of sales performance or analyze data across different
systems.
4. Inefficient reporting and analysis: Without automated reporting and analytics capabilities,
businesses found it challenging to generate meaningful insights from sales data. Manual data
manipulation and analysis were time-consuming and prone to errors, hindering effective
decision-making and sales performance evaluation.

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5. Inaccurate forecasting and planning: Inaccurate and outdated sales data made it difficult for
businesses to forecast sales, plan resources, and set realistic sales targets. Without a
comprehensive and real-time view of sales activities, businesses struggled to make accurate
predictions or adapt their strategies accordingly.
6. Limited customer visibility: Traditional sales tracking systems often lacked the ability to
effectively track customer interactions and preferences. This made it difficult to identify
customer trends, personalize sales efforts, and provide tailored solutions to meet customer needs.
These problems with previous sales tracking systems led to inefficiencies, decreased
productivity, missed opportunities, and suboptimal sales performance. The introduction of
modern sales tracking management systems addresses these challenges by providing automated,
integrated, and data-driven solutions for sales tracking and management.

PROPOSED OF THE SALES TRACKING MANAGEMENT SYSTEM

The systems design phase is generally broken into two sub phases, top-level design and detailed
design. Top-level design consists of the identification of the major system components and their
functions. In order to specify the top-level design, a number of alternative system design
concepts are synthesized and evaluated in terms of a variety of selection criteria, which include
cost implementation, operation and maintenance. (Bentley 1989) the detailed design phase also
identifies the initial reports to be produced by the system reporting levels, frequency, content,
and format. With fourth-generation database software it is an easy matter to change reports or
develop new reports, so the specification of the output reports is not critical since it will almost
surely change overtime.

FEATURES OF SALES TRACKING SYSTEM

A sales tracking management system is a software or platform designed to streamline and
automate the process of tracking, managing, and analyzing sales activities and performance
within an organization. This system helps businesses monitor and optimize their sales processes,
improve efficiency, and make data-driven decisions to drive revenue growth .whoever these are
some features of sales tracking management system.

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1. Customer and lead management: The system allows businesses to track and organize customer
information, including contact details, purchasing history, and interactions. It also helps manage
leads, track sales opportunities, and prioritize sales activities.
2. Sales pipeline and forecasting: The system provides a visual representation of the sales
pipeline, allowing businesses to track the progress of leads through different stages of the sales
process. It also enables accurate sales forecasting by analyzing historical data and current
pipeline activities.
3. Order and inventory management: The system helps manage sales orders, track inventory
levels, and ensure timely delivery and fulfillment of customer orders. This feature enables
businesses to optimize stock levels, prevent stockouts, and improve order processing efficiency.
4. Performance tracking and analytics: Sales tracking management systems provide real-time
dashboards and reports that allow businesses to track key sales metrics and performance
indicators. This helps identify trends, evaluate individual and team performance, and make data-
driven decisions for sales process improvements.
5. Collaboration and communication: The system facilitates collaboration and communication
among sales teams by providing a centralized platform for sharing information, assigning tasks,
and tracking progress. It improves coordination and enhances efficiency in the sales process.
6. Integration with other systems: Modern sales tracking management systems often integrate
with other business systems, such as customer relationship management (CRM) software,
marketing automation tools, and financial platforms. This integration allows for seamless data
flow and ensures a holistic view of sales activities.

CONCLUTION
The basic condition for a successful business is access to information. Reliable information base
improves the performance and competitiveness of the company in the market. It enables
managers to make quality and timely decisions and contribute to the growth of the company. In
conclusion, it can be stated that to create high quality information support for managers is not
just a matter of implementation information systems. Another essential request is to have good
and decision making level of the managers, who are able to extract offering opportunities from
sales management systems and use them to the correct decision.

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 CHAPTER THREE
SYSTEM ANALYSIS
INTRODUCTION
This chapter provides a description of how the study was conducted. It covers the system design,
system method, data collection, and data analysis, measurement of study variables, data analysis
and limitations of the study. Also to address this universal of sales tracking management system
as an indispensable technological solution. This methodology outline a structure approach to
designing developing, and implementing a system that streamline the process of reporting,
managing and reuniting sales tracking system.

PROJECT SDLC MODEL

The system development life cycle (SDLC) method can describe as a series of phase were used
to explain the project development process in detail. The activities have conducted the operation
of the project were discussed more in methodology part. The project will use many phase such as
project planning, project requirements, project designing, system development and project
documentation.

PROJECT PLANNING
For starting a project, the planning phase need to finish first. It is the first step that act as a
scheme for researcher or system designer the main activity of this phase is to carry out and to
identify the research area of study. Furthermore, it is also to determine the significances of the
project. In this phase, the researcher survey the qualified and old related projects using several
sources and techniques such as existing article, journals, conferences and similar work.

PROJECT REQUIREMENTS

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In the requirement phase of the project, before designing and developing this project, the
researcher must know the relevant hardware and software that focuses on identifying the
hardware and software required for the project

PROJECT DESIGN
In this phase, the researcher chooses to use several techniques for designing the system such as
Data Flow Diagram (DFD), Entity relationship Diagram (ERD).

PROJECT DEVELOPMENT
In this phase, the researcher need to design the system based on all information that the
researcher gathered in all phases. The web- based application tool need to support development.
The other devices also need to install to support the system. For the database, the researcher will
use My SQL database to connect with the PHP language to store the data through PHP language
code.

PROJECTS DOCUMENTATION
This phase is the last phase in the last stage, in which this phase involve the complete document
of all periods in the project. This phase require to combine all steps in the report.

PROBLEM IDENTIFICATION
Through interviews and questionnaires, the researcher observed that the old system of paper
filling frame work caused data insecurity, inconsistency, delay and slow information flow
between departments due to lack of immediate retrievals, the information is very difficult to
retrieve and to find particular information. Error prone manual calculations, preparation of
accurate and prompt reports, lack of prompt update.

IDENTIFICATION OF PROPOSED METHOD

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This product is a concept that defines structure, character, and additional ideas of the system.
Architecture, which is define by the representation of the structure of order in a way that
supports the motivation for the structure and behaviors of the system

METHOD OF DATA COLLECTION

When conducting this project observation method and verbal method is use as a method of data
collection to gather the information.

TOOLS AND TECHNICS

The programming languages use in the development of this system is PHP and MY SQL for
database.
PHP: It stand for (hypertext professor) is a popular side scripting language primarily used for
web development. It is emended within HTML code and execute on the server dynamic content
send to the client's web browser.
MYSQL: It stand for (my structural query language) is an open source relation database
management system. MySQL is an information system tool that store information for reference,
reporting and analysis. This program also is a user friendly, quicker and most importantly, the
user quickly understands how to use this data base application.

MODULE DESIGN AND DEVELOPMENT

This module describes user interaction with software using use case and activity diagrams. The
purpose of the use case diagram is to capture the dynamic aspects of the system and gather the
requirements of the system. These requirements are mostly design requirements.

SPECIFICATION ANALYSIS
The Sales tracking management system is design to run on a system with the following hardware
and software requirements.

SOFTWARE REQUIREMENTS

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The software use to develop the sales tracking management system are Xampp, MySQL, and
PHP, MyAdmin. This software is essential because this system need specific software to run like
XAMPP, which one of the software that collaborate with apache Web server, MySQL, and PHP .
It help to run the web-based system and store database.

XAMPP window is free and open source web server cross-platform stack software kit build by
Apache Friends, consisting primarily of Apache HTTP server MariaDB database, and PHP perl
programming language script interpreters. It use to handle the index user and permission of
database, table, and field connection.
S/N ITEMS DESSCRIPTION
1 MS WORD It is use to write the document of the project
2 EXCEL It is used for project planning, tracking progress, budgeting
e.t.c
3 MYSQL It use for storing database of information of items details and
status of items.
4 XAMP Is a free and open-source web server cross-platform stark
software kit build by Apache Friends.
5 MYDASHBOARD
Figure

HARDWARE REQUIREMENTS
The hardware used to develop the sales tracking management system in this prototype are:
The computer system with 64-bit operating system. the X64-base professor, is used to develop
the system. The specification is Intel Window 10 and RAM 2GB.

HAND PHONE
Smartphone used to support this system. The processor is 1.5G and RAM 4GB
S/N ITEMS DESSCRIPTION
1 LAPTOP - Processor; intel, core i5, 64 bit operating system
- Install memory (RAM) 2GB
- System type 64 based processor

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 - Operating system window 10
2 TAB - Model; Samsung, Redmi, etc.
- Vision 6.0
- RAM 4GB
3 SMART PHONE - Model; Samsung, Infinix, Tecno, Redmi etc.
- Vision 6.0
- RAM 4GB
- Processor 1.5
Figure

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