PHI Manual

User Manual:

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Page Count: 11

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PHI
(Promise House Inventory)
Manual
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By
Tanaka Mazivanhanga
Matthew Chu
Jake Carney
Pranaya Kalidindi
Hao Zhou
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1.0 General!Information!
The!general!information!section!of!the!manual!presents!a!general!overview!of!the!program!
and!the!organization!of!this!manual.!
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1.1 Software!Overview!
The!main!goal!of!PHI!is!to!provide!an!efficient!environment!for!The!Promise!House!to!keep!
track!of!its!inventory.!This!software!provides!a!platform!where!the!donated!goods!with!an!
UPC!code!can!be!scanned!into!the!system!and!later!the!inventory!can!be!handled!digitally.!
There!are!three!main!properties!in!PHI!to!handle!the!inventory:!Scanning!in!good,!manually!
manipulating!the!inventory!and!generating!reports!of!the!inventory.!
The!scanner!is!used!to!read!the!UPC!barcode!on!the!product.!The!price!of!the!product!uploads!
automatically!from!the!UPC!Database.!The!quantity,!weight!and!the!date!that!product!is!
donated!are!necessary!fields!to!be!filled!while!doing!inventory.!The!goods!can!be!categorized!
in!the!present!categories!provided!like!Food,!Supplies!and!Toiletries.!Any!additional!
categories!can!be!added!if!required.!Products!can!also!be!added!to!the!inventory!manually!by!
typing!the!necessary!information.!The!application!can!generate!reports!containing!the!
inventory!on!the!click!of!one!button.!
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1.2 Organization!of!the!Manual!
This!organization!is!organized!into!four!parts:!General!Information,!System!Summary!and!
Getting!Started.!
General!Information!explains!the!purpose!of!the!software!and!provides!information!about!the!
manual.!!
System!Summary!provides!an!overview!of!the!system’s!hardware!and!software!requirements,!
user!access!levels.!!
Getting!started!explains!how!to!run!the!application!in!order!to!use!it.!It!summarizes!the!
features!of!the!application!and!explains!the!user!how!to!use!these!features.!
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2.0 System!Summary!
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2.1 System!Configuration!
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PHI!will!operate!only!on!Desktop!or!Laptop!computers;!it!currently!will!not!support!mobile!
devices.!It!will!be!coded!and!run!using!primarily!Java.!The!hardware!needed!for!the!
application!should!not!be!very!demanding.!You!will!need!to!meet!the!minimum!requirements!
to!run!PHI:!
• CPU:!Intel!Core!i3-3210!3.2!GHz!/!AMD!A8-7600!APU!3.1!GHz!or!equivalent!!!!
• RAM:!2GB!
• The!basic!software!requirement!for!this!software!would!be!a!computer!that!can!run!
java!and!is!installed!with!a!java!editor!that!can!run!the!program.!
• Compatible!with!a!NADAMOO!bar!code!scanner!!(or!any!scanner!that!can!be!generally!
accepted).!
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2.2 User!Access!Levels!
Anyone!who!is!allowed!to!access!the!Promise!House!Inventory!can!use!this!software.!
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3.0 Getting!Started!
This!section!shows!all!the!features!of!PHI!and!how!to!use!them.!
3.1 Start!Window!
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3.2 Adding!Goods!to!Inventory!
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3.2.1 !Scanning!with!Scanner!
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When!scanned!with!a!
scanner,!the!UPC!code!is!
directly!entered!into!
this!field.!Press!the!Scan!
In!button!to!continue.!
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The!UPC,!Name!of!the!product!and!the!Price!of!the!
product!would!already!be!filled,!if!the!UPC!code!is!
valid.!
The!Quantity,!
Weight!and!
Date!of!
Donation!are!
fields!that!need!
to!be!filled!in!
order!to!
proceed!
further.!The!
Donator’s!name!
is!Optional.!
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There!is!one!more!feature!that!can!be!utilized!in!this!window:!!Category!
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category!is!
selected!by!
add!a!new!
category,!type!
the!category’s!
name!in!the!
field,!and!press!
the!button!‘Add!
the!added!
category!in!the!
drop-down!
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We!can!now!see!the!product!in!the!inventory.!
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3.2.2.!!!!!Adding!goods!Manually!
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manually!
without!a!
product,!just!
click!on!the!
‘Scan-In’!
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3.3 Editing!the!inventory!
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To!edit!an!inventory,!you!need!to!just!double-click!on!the!box!that!you!want!to!edit,!like!shown!
above.!
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!The!UPC!number!would!be!automatically!
set!to!0.!All!the!other!boxes!follow!the!same!
procedure!as!mentioned!in!3.2.1.!
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3.4 Filters!
The!inventory!can!be!filtered!in!two!ways:!
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3.4.1 By!UPC!Number/!Product!Name!
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3.4.2 !By!Donation!Dates!
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Type!the!UPC!number!or!Product!
Name!in!order!to!filter!the!inputs!as!
shown.!
Selected!the!date!range!required!to!see!what!items!where!
added!to!the!inventory!in!that!time!period.!
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3.5 Generating!Reports!
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Click!on!
button!in!order!
to!generate!an!
excel!sheet!of!
the!products!
selected.!
You!will!be!prompted!with!
a!dialogue!box!for!the!
name!of!the!excel!sheet.!
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4.0 Addendum!
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• A!scan-out!button!could!be!added,!so!that!it!becomes!easier!to!remove!products!
from!the!inventory.!
• We!could!create!a!webpage!for!the!inventory!so!that!people!with!access!can!access!
it!remotely.!
• We!can!provide!access!controls!by!adding!log-in!credentials!connected!to!the!
Promise!House.!
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