AUTOMATED INVOICE PROCESSING AND GOODS DISPATCH SYSTEM

AUTOMATED INVOICE PROCESSING AND GOODS DISPATCH SYSTEM

CHAPTER ONE

INTRODUCTION

• INTRODUCTION

Invoice processing record information in any company or organization especially in Coca-cola bottling company. Be it a large or small scale company, invoice processing is an indispensable issue, because it helps to keep track of the general control of products available or been sold as well as the general income been generated. There is no business, organization or company set up that can easily survive or make constant progress without adequate invoice management and processing. Woods B (2007). Take for instance a company whereby goods like drinks and other services are bought and sold in bulk or bits, daily transactions made, familiar customers buying on credit, daily expenses made and soon is expected to keep appropriate stock control and daily recordings on invoice. On the other hand if this is not done such a business centre is not fit to exist. This is because a lot of problems will be encountered, like stealing away of goods by customers, workers and sales attendance having great access to fill their pockets, great loss encountered and probably collapse of the business. In Cocca-cola bottling company (the case study of this research work) the method of invoice processing there is systematically, that is goods before dispatch and carefully document and tallied effectively. Goods such as drinks are in stock which is kept under records and control. Before supplying, date and quantity of goods supplied, total quantity of goods in stock, quantity sold and quantity left must be recorded. Deborah B. (2012).

Although records are kept on a daily basis, this system will only be as good as the data put into it. Run a thorough stock take before it goes “Live” to ensure accurate figures. It’s a good idea to run the previous system a alongside the new one for a while. In order to meet customer’s orders, product has to be available from stock although some firms are able to arrange deliveries just in time. See below if a business does not have the necessary stock to meet orders; this can lead to a loss of sales and a damaged business reputation. This is sometimes called a stock – out.

1.1 THEORETICAL BACKGROUND

Automated Invoice processing and goods dispatch system is an application with the discipline that deals with architectures, mechanisms and algorithms for tracking and maintaining steady information about particular goods or product in Coca-cola bottling company. Invoice processing system is extensively used in both business organization and companies. It enables mass production and surveillance of the flow of goods.  It is important therefore that a business either holds sufficient invoice and stocks to meet actual and anticipated orders, or can get stocks quickly enough to meet those orders. Goods should be checked systematically and regularly for quality, faults identified and the affected batch weeded out. Woods B (2007).This will allow one to raise any problems with the supplier and at the same time demonstrate the safety and quality of the company’s product. With a good computerized invoice processing control system, this kind of tracking is relatively straight forward. Manual invoicing methods can also use codes to systematize tracking and make it easier to trace particular batches.

1.2 STATEMENT OF THE PROBLEM

Several problems has deterred the smooth invoicing and dispatch of products and goods in coca-cola bottling company, problems such as misplacement of important goods or the delivery of goods to the wrong persons since the real owner of the goods is not captured adequately on the manual invoice of the organization, intrusion and unauthorized accessed to some important records of the activities of the company. Also when attending to client or processing client invoice, it takes a whole lot of time to attend to these clients which at the end of the day will thus result to an argument and dispute between staff and customers. The existing manual system also has resulted to reduced productivity and output of the company which has of recent led to the retrenchment of some employees. As a result of these various problems highlighted above it is very much pertinent to develop an integrated invoice processing system.

1.3 AIM AND  OBJECTIVE S OF THE STUDY

This research is aimed at developing an automated invoice processing and goods dispatch system, with the following objectives;

1. To develop a system that will keep track and invoice of the daily sales of products to customer.
2. To develop a system that will summarily gives a financial account of total daily sales.

• To develop a system that will prevent undue access to the product of the company.