1, SI-PI, Chusnulia Aryandhita Widayanti, Hapzi Ali, Android-Based Mobile Inventory Information System Case Study PT. KU, Universitas Mercu Buana, 2019.

ANDROID-BASED MOBILE INVENTORY INFORMATION SYSTEMCASE STUDY PT. KU

"Chusnulia Aryandhita Widayanti"

"Hapzi Ali"

Master of Accounting Program at Mercu Buana University

chusnulia.aryandhita@gmail.com

Abstract

The use of information technology for data processing activities in various company activities is an important thing that can not be missed. With technology, the data that has been processed can be a quick and appropriate information used as a basis for making a decision. Many companies still use manual recording methods to record inventory goods that enter and exit the warehouse. Whereas on the other hand the digital era is growing rapidly which is then supported by the emergence of the Android operating system, with the ability of mobile technology to make people begin to abandon the use of paper and switch to computer methods to support their daily activities. Therefore this information system was made in response to these needs. With this information system, employees no longer need to manually record incoming and outgoing goods data which is then copied to be stored in a database server. This system was designed using the Android operating system. The research method used in the case study of PT. This KU uses a descriptive research method.

Keywords: Inventory , System Information, Android

Preliminary

       Nowadays the development of science, technology and the workings of humans are experiencing very rapid development. Work that used to be done the traditional way and requires a lot of time to complete can now be done with the help of sophisticated equipment and does not require too much time in completing it. The development of these technologies is widely used by companies or businesses to manage the assets they have.

       One of the assets owned by the company is inventory. In managing a company's inventory needed a good information system. The use of information technology in the business world today is not a new thing anymore, many agencies and companies that apply this technology to process data, especially information technology is able to produce information quickly and accurately so that more effective work hours that exist, especially at manufacturing companies level inventory mobility is very high every day. This is what makes the need for database information systems become a mandatory thing, so that later the existence of inventory can be managed properly. This system records every process in the flow of an item, starting from inventory entry, inventory checking, inventory request, approval, item condition, to inventory release.

       The phenomenon of new Android technology has become a trending topic among gadget lovers today, the mobile phone operating system developed by Google has been widely used by the wider community in various countries. With the ease of operation and a system based on open source Android, it is very easy and free to be developed by Android lovers developers, so it cannot be denied that the development of this technology has increased sharply with the emergence of various applications as supporters. Android is a mobile platform that is able to directly communicate with various database servers, so that in its development many data-based applications have been developed on this platform, for example Facebook, Twitter, Instagram and other social media that allow its users to share photos, music and other data with more practical because without having to open the browser first.

       From this background, an Android-based information system was created that is directly connected to the server computer database. So that this mobile system can reduce the difficulty of employees due to high inventory mobility so that employees can carry out their tasks easily, quickly and accurately, as mentioned earlier. The Android-based mobile information system is implemented in a manufacturing company, namely PT. KU will subsequently be the subject of discussion in this article.

Literature Review

       Donald (2002), inventory is an item of assets owned by a company for sale and purchase in normal business operations or goods to be used for consumption.

       Abubakar and Wibowo (2002: 166)inventory in manufacturing companies, namely inventory of finished products, goods in process, raw materials, auxiliary supplies, consumables, and spare parts inventory.

       Inventories, are goods owned by the company for resale in normal business activities, or goods that will be consumed in the processing of products to be sold (Jay Smith and Fred Skousen, 2001: 327).

       In the case study of PT. KU will only discuss the flow of raw material information systems to be finished products and tools used to process the information system.

       Manufacturing companies are companies whose activities buy raw materials, process raw materials and then sell them (Rusatandi & Jimmi, 2008).

       Handayani (2005), Manufacturing industry is one of the most complex industries of its activities so it is assumed to always require information systems to support its operational activities and manufacturing  industry is also the type of  industry that focuses on the use of information systems that are always developing.

       Inventory for manufacturing companies, has a very important role. Inventories have a big role in maintaining the stability of the company's operations. Once the role of inventory is important, a system is needed to manage it.

       The system is a collection of elements that are interconnected with each other that form a unity in an effort to achieve goals. While information is the result of data processing obtained from each of these elements into a form that is easily understood and is relevant knowledge needed to increase understanding of the facts (Ajie, 1996).

       The information system comes from the word system, which means a collection of sub-systems or elements that work together and interact to achieve organizational goals (information / target / goal). While information is the result of data processing (data processing) becomes an important form for users (users / end users) and has value (value) and is useful in decision making (Decision Making). Ali (2011). Based on the meaning of each word, it can be concluded that the information system is a system that is related to the process of creating and flowing information in decision making efforts.

       A system has certain characteristics or characteristics namely components (component), system boundary (boundary), outer circle of the system (environment), system interface (interfact), system input (input), system output (output), system processor and target system (Jogiyanto, 1999). Data that is processed through a model becomes the recipient's information, receives the information, then makes a decision and performs an action which means that it produces another action that will make some data back. The data will be captured as input, reprocessed through a model and so form a cycle. This cycle by John Burch is called the information cycle. This cycle is also called the data processing cycle (Data Processing Cycle).

       Information is said to be of quality if relevant to the decision to be made. Because different decisions have different information, the information submitted must be consistent with the decision to be taken. Information must be as thorough as possible so that the information has useful value. If a single information is considered inaccurate, a range of information needs to be made with varying degrees of probability. Information must be delivered on time, in the sense that information must be presented before it loses the capacity to influence decisions. Information must be presented in such a way that management understands the meaning and meaning of the terms used.

       Juansyah (2015), Android is a Linux-based mobile device operating system that covers operating systems, middleware and applications. Android provides an open platform for developers to create their applications. Android was created by a small company called Android Inc. in 2000, which was later bought by Google Inc., to further develop Android, the Open Handset Alliance (OHA) was formed consisting of 34 software, hardware and telecommunications companies including Google, HTC , Intel, Motorola, T-Mobile etc.

       According to Zainudin (2013), android is the first mobile platform that is "complete, open and free". Android is a complete platform (Complete Platform) because the operating system is secure and provides many tools in building software and allows for application development opportunities. Android is an open platform (Open Source Platform) because developers can freely develop applications. Android is a free platform because Android is an application that is free to develop. There are no licenses or Royanti fees to develop on the Android platform.

       One important component in an information system is a database, because the database is the basis for providing information. A database is a collection of data items that are interconnected to one another that are organized based on a particular scheme or structure, stored on computer hardware and with software to manipulate certain uses (Irmansyah, 2003). A database is needed to determine the quality of information to be accurate, timely and relevant. Databases are also used to reduce data duplication (data redundancy), improve data relations (data relatability) and reduce waste of external storage sites.

       Database is a system that is made to organize, store and pull data easily. The database consists of organized data plans for one or more uses, in digital form. Digital databases are managed using a Database Management System (DBMS), which stores database contents, permits the creation and maintenance of data and search and other access (Sofwan, 2007).

       MySQL is a type of database server that is very well known. MySQL uses the SQL language to access its database. The Mysql License is a FOSS License Exception and some are commercial versions. The Mysql Tag is "The World's most popular open source database". MySQL is available for several platforms, including Windows and Linux versions. To make administration easier to Mysql, can use certain software, among them is php.

       PHP (Hypertext Prepocessor) is a programming / script language that is included in HTML documents, works on the server side so that the script doesn't appear on the client side (Athoillah & Irawan, 2013). There are several reasons why using PHP, among others, is easy to learn, able to be used across platforms and all browsers also support, is not licensed open source so it is not paid, and has a speed of access level (Saputra, 2013).

       From the description above, the writer understands why PT. KU uses the Android system with MySQL as its database and PHP as the script to manage its inventory information system. At PT. KU Smartphone or cellphone is used as a inventory mobility scanner. Android mobile specifications used at PT. KU is an android with a minimum version of lollipop, has a back camera that has the ability to capture images well, and has a minimum of 1GB of memory. For the Android-based mobile information system application, it is developed and managed by its own internal database by the System Section under the control of the Administration Department.

Research methods

       In this article, the writer uses descriptive research method. Descriptive method can be interpreted as a problem-solving procedure that is investigated by describing the state of the subject or object in the study can be in the form of people, institutions, communities and others who are currently based on facts that appear or are.

       According to Nazir (1988: 63) in the Research Method Sample Booklet, the descriptive method is a method of examining the status of a group of people, an object, a set of conditions, a system of thought or a class of events at the present time. The purpose of this descriptive study is to make a systematic, factual and accurate description, description, or painting of the facts, properties and relationships between the phenomena investigated.

       According to Sugiyono (2005: 21) states that the descriptive method is a method used to describe or analyze a research result but is not used to make broader conclusions.

       According to Whitney (1960: 160) descriptive method is the search for facts with the right interpretation.

It can be said that descriptive research is research that seeks to describe a phenomenon, an event that is happening at the present time or an actual problem.

Results and Discussion

       In the case study of PT. KU, in general, illustrates the general design of the inventory mobility information system under the control of the Logistic Control Department whose users consist of Planning, Purchasing, Warehouse Materials, Packing, Warehouse Products and Trading. In this case study, the discussion is limited to the flow of mobile use based on Android only, so it does not widen.

       Inventory information system starts from the Planning Section in charge of receiving orders from the Customer. After calculating the raw materials needed to make a product, the next process is ordering raw materials to an External Provider assisted by Purchasing which is still under the auspices of the Logistics Control Department. The receipt of raw materials is carried out by the Material Warehouse. The task of the first Material Warehouse is to make sure and record the quantity and type of material according to the document or not. If the quantity and type of goods listed in the document are the same then it is entered into the inventory system called incoming material / item receipt. Material Warehouse will not accept material if the document does not match the quantity and type of material.

       Every day the item receipt data is used by Incoming QC (Quality Control) to find out if there are raw materials which must be quality checked before being distributed to manufacturers. The item receipt data is also used by Finance & Accounting to record the purchase of raw materials in due time and to follow-up to an external provider to immediately send an invoice for the purchase of the goods. Back to QC Incoming if QC has been checked by Incoming QC that the quality of raw materials has met the quality that has been set, these raw materials can be distributed to manufacturers to be further processed for the production process. Before being distributed, the raw material that has been checked beforehand is made a label whose data is taken from the item receipt earlier. When exiting the Warehouse Material, the raw material is scanned first by using an Android mobile application that has been designed by the System Section.

       In the production process in manufacturing raw materials before being scanned in each of the processes until they reach the final process into a product. Every change in the raw material process will be posted with a moving card. The moving card is made by the Planing Section. Products from manufacturing are distributed to the Packing department and some will be sampled by QC Inspection. After the packing process, the product is scanned as incoming to the Product Warehouse and scanned as outgoing when it will be sent to the customer. For a summary of the flow process of raw inventory to product inventory can be seen in the following flow diagram:

       In the operation of the android application, each employee with authorization is entitled to get a user id and password. From the inventory mobility information system flow produced a product in the form of inventory reports. The form of the inventory report is in the form of numbers in tables. The inventory report is used by each department for decision making.

       For the Planing Section the inventory data is used for the ongoing planning process. Is the supply of raw materials still sufficient to produce a product, as a basis for evaluating the value of WIP (Work In Process) and knowing the number of products produced in a period and knowing the number of sales in a period. The WIP, Finish Good, and Sales data are then sent to Finance & Accounting for financial reporting.

       For the Purchasing Section, the inventory data is used as a guide in ordering raw materials, of course, at the request of the previous Planning Section. Assisted by the estimation of the Trading Section for how long the shipping process and its permits for raw materials, which are mostly imported from abroad, can be used for the production process, the inventory report is used by the Purchasing to negotiate with the External Provider.

       For the Warehouse Materials, the inventory report is used to present the amount of raw material that is still held for a certain period. The data is then sent to Finance & Accounting for financial reporting.

For Manufacturing inventory data is used to provide or prepare the engine and the amount of man power to be able to reach production targets.

      For the Packing Section, the inventory report is used to provide or prepare the amount of manpower and equipment used to package a product.

      For Warehouse Product, the inventory report is used to present the number of products that have not been sold for a certain period. The data is then sent to Finance & Accounting for financial reporting.

The entire inventory data will flow into the financial statements and will be displayed on the Balance Sheet as current assets owned by the company. Proceeds from sales of these products will be presented in the Income Statement. That data will be used by Top Management for decision making.

Conclusions and Suggestions

       The use of Android with MySQL as its database and PHP as its script as a system that supports inventory mobility at PT. KU is quite effective, efficient and easy. The excess use of an Android based inventory application mobile system is that the information generated is faster and more accurate. Data security is maintained because it is equipped with a user ID and password. Only employee users who have a user ID have the right to log into the application. Android mobile application is easy to use because it has been designed as simple as possible and can meet the needs of its users. The item stock search will be faster because every time there is a transaction (purchase or sale), the item stock will be updated (recorded) automatically so that the warehouse clerk or user of the inventory is easier to check the actual stock of goods at any time. Can present the information needed in a timely manner, this means it will help the management in planning.

       In terms of the costs incurred for the operation of the Android-based information system is more efficient because it only requires an Android-based mobile phone with a minimum version of Lollipop, has a rear camera that has the ability to capture images properly, and has a minimum of 1GB of memory. Mobile phones with these specifications can be obtained at a lower price in the current condition compared to the scanner in the supermarket (barcode scanner).

       With the Android-based information system, data storage will always be well controlled in terms of accuracy, data can be accounted for so that the resulting information is more precise and accurate and useful for those who need it. Error reporting on data can be done easily, so that the process of correction of data at any time can be done quickly and easily.

       Even so, every system has its drawbacks. Every time the label scan process with the Android mobile application, the user still has to check between the label with the inventory of raw materials, WIP or products with those listed on the label to make sure the scan process is correct because the system could be wrong if the operation stages are wrong. At the end of the month, stock taking is held for inventory and ensures its location is correct, because it is used to determine the price of each inventory. In this article the author can not show the interface or appearance of the android mobile application and the resulting report due to the confidentiality of PT. KU.

       Discipline from all parties, especially in the leadership which in this case must monitor the work of the employees to get good results even with the Android mobile application tools. Implementing staff can be prepared earlier, preparation is done by holding training on techniques and ways of operating applications. Required procedures and working instructions that are clear and easy to understand to run the system. Need further study to perfect the inventory information system so that later when it is used in real terms it can overcome the problems that will arise in the future as time develops at PT. KU.

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