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CHAPTER ONE
1.0 INTRODUCTION
Record Keeping is the process of collecting, inputting, storing,
classifying, summarizing and interpreting data.
Record keeping has two facets – financial record keeping and
managerial record keeping. The basic purpose of financial record is to
assist decision makers in evaluating the financial strength,
profitability and future prospects of a business. Managerial record
keeping in contrast is tailored to the needs of a particular company. It
helps the executives to measure success in carrying out their plans, to
identify problems requiring executive attention and to attain company
objectives. The purpose of record keeping is to produce financial
statement about a business entity. Therefore in this study, we
narrowed down to the record keeping system as been practiced by the
business centre of Caritas University Enugu. Nearly all the tasks
2
manually performed by man some years back can now be done in
matter of seconds with computer technology. Since the invention of
the “wonder machine”, there has been a change from the manual way
of carrying out certain tasks to a faster and more reliable
computerized method.
1.1 BACKGROUND OF THE STUDY
The business centre of Caritas University Amorji Nike Enugu was
established with the institution in January 21, 2005. Justifiably, the
business centre of Caritas University have the problem of keeping
adequate record of financial transactions, workers file and managerial
documents accrued by the purpose of planning, accuracy, timely data
processing and security. They do this in manual means with its
associated problems of insecurity, high cost of operation and long
period of time used for processing data. The design and development
3
of computerized record keeping system in the business centre will no
doubt bring about immeasurable relief from the problems associated
with manual system of record keeping. Therefore, the study is aimed
at producing an efficient computer software package that can handle
the record keeping system of the business centre.
1.2 STATEMENT OF THE PROBLEM
Business centre of Caritas University is to an extent manually
operated. The recording of sales of tickets and cash received are done
manually in a book, which looks/appears rough. Thus, the books or
files are exposed to physical damage by ants and pests, accumulation
of dust particles; this makes the contents to be lost, misplaced or even
altered. The long queue of students waiting to be attended to, on daily
basis, the fatigue, time wasting in daily reports of accounts to the
4
management can be reduced or even eliminated with the introduction
of the proposed system.
1.3 PURPOSE OF THE STUDY
The purpose of this study is to develop software that can be
used in keeping records of sales and cash received or spent. Also to
promote efficient and quality services to customers.
1.4 SIGNIFICANCE OF THE STUDY
This study is primarily aimed at computerizing the manual
system of accounting and record keeping as used in the business
division of Caritas University Enugu. It will help in a good number of
ways to ease the queuing method in the business centre.
5
1.5 OBJECTIVES OF THE STUDY
The major objectives of this study is aimed at developing an
automated record keeping system others include
i. To save time (fast inputting and accessing of records)
ii. To enable the management to plan ahead
iii. To reduce fatigue of the staff
iv. To ensure accuracy in the records
v. To ensure safety of the documents/records, because the system
will be passworded to reduce access.
vi. To ensure integrity of the records
vii. To ensure consistency of accounts and reduction of error due to
damage
viii. To reduce forgery and loss of records by theft
ix. To promote efficient and quality delivery of services to
customers
6
1.6 SCOPE OF THE STUDY
The scope of the study covers the university as a whole and
users/customers from outside the university community
1.7 LIMITATIONS OF THE STUDY
This work is limited to business Centre University Enugu due
to time and resource constraint.
1.8 DEFINITION OF TERMS
Automation: This is the use of control system such as computer to
control and process data, reducing the need for human intervention
Database: This refers to a large store of related data on a computer
that can be access and modified by the user.
7
Password: This is a secret code that a user must type into a computer
to enable him access it or its applications. This is made up of
numbers, letter, special character or a combination of any of the above
categories.
Record System: The act of using a computer system to store and
update information/data sequentially in order to keep file security.
Computerized: To convert a based system to start using a computer
system to control, organize and automate something.
Research: A careful study of something, especially to discover new
facts or information about it.
System: Set of computer component (that is, the assembling of
hardware, software and peripherals to function together.)
8
CHAPTER TWO
2.1 LITERATURE REVIEW
Keeping records is crucial for the successful management of a
business. A comprehensive recordkeeping system makes it possible
for entrepreneurs to develop accurate and timely financial reports that
show the progress and current condition of the business. With the
financial report you can generate from a good recordkeeping system,
you can compare performance during one period of time (month,
quarter or year) with another period, calculate trends and plan for the
business's future.( Rubin D B, 2007 )
Every entrepreneur enters the business world with personal assets in
terms of skills, interests, education, training, experience and ability.
Some entrepreneurs are strong salespersons. These entrepreneurs
possess excellent people skills and hands-on product/service
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knowledge that generate revenue for the firm. Some entrepreneurs are
more management and detail-oriented. They like organizing,
developing policies and procedures and recordkeeping.
For a business to be successful, its owner must possess a good blend
of these skills: sales, customer service, management and
recordkeeping. The sole proprietor must assume all the responsibility;
but if the business has more than one owner or employee, it has the
advantage of bringing sales, customer service, management and
detail-oriented persons together to cover all aspects of the business.
(Hartley H O. 2005)
2.2. Purpose:
The purpose of a good recordkeeping system is to provide
management information to use in operating the business. Because
10
cash flow and profitability are closely tied to financial analysis, it is
vital that the entrepreneur understand the external and internal
financial factors that affect business. The recordkeeping system
provides the foundations for monitoring and measuring the progress
of the business. It provides a blueprint for fiscal control by monitoring
and measuring sales, costs of goods sold, gross profits, expenses and
taxes. The entrepreneur should be involved in setting up the
recordkeeping system and the chart of accounts, which includes
elements that are critical in managing the day-to-day operations of the
specific business. (Dempester A P, 1997)
11
2.3 Comprehensive overview
2.3.1 Defining your business's recordkeeping/accounting system
The basis of your business's recordkeeping/accounting system is the
chart of accounts, a listing by account name and account number that
defines the business. Most recordkeeping systems, whether manual or
computerized, begin with a generic chart of accounts. The problem
with using an unmodified generic chart of accounts is that the
standard account numbers are not specific to your business. Each
business should have a unique chart of accounts that reflects the
operation and market niche of that specific business. Suggested charts
of accounts may be modified to better reflect the actual assets,
liabilities, sales, costs and expense accounts of the specific business.
This requires owner/manager participation in developing and defining
the chart of accounts for the specific business operation.
12
Each account should have a name and number that identifies and
defines it. An account must tie to a specific type of business
transaction. If you define the types of business transactions that your
business will record, this will tell you how to set up the name and
numbering sequence of each account that you will need to record,
monitor and maintained. (Afifi A, 2006)
2.3.2 Single vs. double entry recordkeeping
Now you have laid out the blueprint for your recordkeeping,
monitoring and measurement systems. There are some other
considerations that will affect your recordkeeping functions. One
consideration is whether to use single entry or double entry
recordkeeping.
13
2.3.3 Single entry
Single entry is a simple listing of cash receipts and checks paid out. It
is not a debit/credit system. It records monies received in a cash
receipts journal (cash in) and monies paid out in the cash
disbursements journal (cash out). From these two listings, a simple
profit and loss statement and cash flow statement can be developed.
The single entry can be kept manually on a notepad or journal with
columns labelled with your chart of account numbers.
2.3.4 Double entry
Because the double entry system is more sophisticated, an
understanding of bookkeeping principles is needed to implement it. A
small business with a limited number of transactions and employees
can get by on a single entry system, either manual or computerized.
14
All businesses require accounts receivable controls, accounts payable
controls and pricing policies. For larger businesses with employees,
with different departments or with inventory to manage, it is wise to
implement a double entry recordkeeping system because it affords
checks and balances. (Little R J, 2002)
2.3.5 Cash vs. accrual recordkeeping/accounting
Another consideration is whether you use cash basis or accrual basis
accounting for recordkeeping and reporting purposes. According to
the United States Internal Revenue Service (IRS), a business is
allowed to use either method, or a hybrid. According to standard
accounting procedures, whatever method you choose for your first
fiscal year must be used in following fiscal years. Consistency is
necessary for correct reporting. (Sande I G, 2003)
15
2.3.6 Cash basis recordkeeping
Cash basis recordkeeping is a simple concept. You only record sales
when you have actually received the monies/revenue. You only record
expenses at the time you actually pay them. This is cash in and cash
out in its purest sense. (Burf N D, 2003)
2.3.7 Accrual basis recordkeeping
Accrual basis recordkeeping is also a simple concept. You record all
items/services you sell, whether or not the sale is cash or credit in the
current fiscal period. If credit, the remaining balance will be recorded
as receivable in the current fiscal period. Accounts receivable are the
accrual. You have sold the item and it is recorded as sold for XXX
number of dollars. However, you have not received all the cash. The
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customer is to pay you at a future date. The amount due is the
receivable amount. You have accrued, but not received the revenue.
The same principle is used with all expenses. You record the expenses
the business has incurred in the current fiscal period, not just the
expenses you have paid in full. Payroll is an example of an accrued
expense. On December 31, you might owe $2,500 in wages and $800
in payroll taxes; although they have not yet been paid, you owe them.
You can accrue these expenses with a recordkeeping entry and use
them in the current fiscal year against your income tax. The same may
be done with equipment or inventory purchased on credit. (Compton
H K, 1990)
If you produce, purchase or sell merchandise for income/revenue, you
must use an accrual or hybrid method for purchases and sales. This is
because you must take inventories into account in figuring your
taxable income.
17
Remember that if you use a cash recordkeeping system for
income/revenue, you must use a cash system for expenses. If you use
the accrual method for income/revenue, you must use the accrual
method for expenses.
There are advantages and disadvantages to each method. The obvious
advantage to cash accounting is that it is simple to understand and the
easiest concept to apply. If you received or paid cash (cash in/cash
out), it counts as a revenue or an expense in the current fiscal year;
there are no accruals. A disadvantage of cash basis accounting is that
it can be difficult to get an overall view of the business’s exact
financial position. The records do not show all the revenue or
expenses the business has incurred at the close of the fiscal year.
The primary advantage to the accrual accounting system is that it
gives the owner/manager a more accurate picture of the actual
financial performance of the business. The larger and more complex
18
the business, the more important accrual accounting is as a
management tool. The disadvantage of the accrual method is that the
concept is more complex to understand and to apply. The entrepreneur
must know and understand what revenues or expenses are not
recorded in the books at the end of the fiscal period and make the
entries to record income/revenue and expenses the business has
incurred but not yet received or paid.
On the following pages are examples of a cash receipts journal (cash
in) and a cash disbursements journal (cash out) as examples of a cash
recordkeeping/accounting system. These are the basic journals
required to record the transactions of any business. From these two
journals a simple profit and loss statement can be made on a monthly
basis for management understanding and control of a small business.
The chart of accounts and journals may be either a manual system
using columnar pads or a computerized system. Entrepreneurs should
19
master a manual system before using a computerized system. (Garba
S, 2004)
2.4 Computerized recordkeeping/accounting systems
A simple manual or computerized recordkeeping/accounting system
works well for a small business that is a sole proprietorship with a
small payroll and very little inventory. However, if a business has a
large payroll, inventory, accounts receivable, or accounts payable, a
computerized system may be better. Entrepreneurs should understand
a manual accounting system very well before changing to a computer
system. Computerized recordkeeping/accounting systems consist of
linking word processing, spreadsheet and database programs. The
following is a more comprehensive discussion of some aspects of a
computerized system. (Lysons K C, 2001)
20
2.4.1 Accounts receivable computer module
An accounts receivable computer module assists in the management
of a large number of customer accounts. It keeps a running record of
all charges and payments. Its advantages include the capability of
sorting your customers by sales categories, the automated production
of customer statements, the capability to do aging analysis of your
accounts receivable and the ability to add reminder messages on
customer statements for overdue accounts. An automated system
gives a business more efficient and effective management and control
of customer charge accounts. A similar manual system is laboured
intensive and costly.
21
2.4.2 Payroll computer module
A payroll computer module can assist in the timely and accurate
management of the payroll function. It keeps a running record of all
payroll deductions per individual and cumulative totals of payroll
taxes the business has withheld and must pay. Its advantages include
automated check writing and payroll records, ease in applying updates
or changes in tax laws, ease in issuing W-2 forms to employees and
ease in issuing W-3 forms to the Social Security Administration.
Electronic transfer of payroll data will be required by the IRS in the
future.
2.4.3 Inventory control computer module
An inventory control computer module can assist in the management
of sales, pricing, costing and ordering of inventory. This is quite
22
important on serial numbered items or high cost items, where
inventory turnover is crucial to the cash flow of the business. Its
advantages include ease in applying price increases; availability of
current and accurate cost information for sales personnel; and
automated reports on items to order, low sales or obsolete items, high
sales items and out-of-stock items. A computerized inventory control
system assists you to oversee and manage a large number of diverse
units in inventory. Inventory control can be done manually, but the
computerized system saves you time that can be used to analyze your
total inventory and make informed purchasing and sales decisions.
2.4.4 Accounts payable computer module
An accounts payable computer module assists in the management of
payables and cash flow. A computerized accounts payable system can
23
help you keep track of what is due when. It enables you to have an
overview of the aging of your accounts payable by the day, week and
month. This enables you to pay your bills on time, but not before they
are due. With a computerized system you can look 30 days into the
future and see how much cash the business will need to meet
payables. This assists you in making the best use of cash flow to meet
the needs of the business and still pay creditors on a timely basis.
2.5 Definitions of records management
In the past, 'records management' was sometimes used to refer only to
the management of records which were no longer in everyday use but
still needed to be kept - 'semi-current' or 'inactive' records, often
stored in basements or offsite. More modern usage tends to refer to
24
the entire 'lifecycle' of records - from the point of creation right
through until their eventual disposal. (Monzerka R, 2002)
The ISO 15489: 2001 standard defines records management as "The
field of management responsible for the efficient and systematic
control of the creation, receipt, maintenance, use and disposition of
records, including the processes for capturing and maintaining
evidence of and information about business activities and transactions
in the form of records".
The ISO defines records as "information created, received, and
maintained as evidence and information by an organization or person,
in pursuance of legal obligations or in the transaction of business".
The International Council on Archives (ICA) Committee on
Electronic Records defines a record as "a recorded information
produced or received in the initiation, conduct or completion of an
institutional or individual activity and that comprises content, context
25
and structure sufficient to provide evidence of the activity." The key
word in these definitions is evidence. Put simply, a record can be
defined as "evidence of an event".
2.5.1 Practicing records management
A Records Manager is someone who is responsible for records
management in an organisation. The practice of records management
may involve:
● Planning the information needs of an organization
● Identifying information requiring capture
● Creating, approving, and enforcing policies and practices
regarding records, including their organization and disposal
26
● Developing a records storage plan, which includes the short
and long-term housing of physical records and digital
information
● Identifying, classifying, and storing records
● Coordinating access to records internally and outside of the
organization, balancing the requirements of business
confidentiality, data privacy, and public access.
● Executing a retention policy on the disposal of records which
are no longer required for operational reasons; according to
organizational policies, statutory requirements, and other
regulations this may involve either their destruction or
permanent preservation in an archive.
Records management principles and automated records management
systems aid in the capture, classification, and ongoing management of
27
records throughout their lifecycle. Such a system may be paper based
(such as index cards as used in a library), or may be a computer
system, such as an electronic records management application.
ISO 15489:2001 states that records management includes:
● setting policies and standards;
● assigning responsibilities and authorities;
● establishing and promulgating procedures and guidelines;
● providing a range of services relating to the management and use of
records;
● designing, implementing and administering specialized systems for
managing records; and
● Integrating records management into business systems and
processes.
28
2.5.2 Managing physical records
Managing physical records involves different disciplines and may
draw on a variety of forms of expertise.
Records must be identified and authenticated. This is usually a matter
of filing and retrieval; in some circumstances, more careful handling
is required.
a. Identifying records
If an item is presented as a legal record, it needs to be authenticated.
Forensic experts may need to examine a document or artifact to
determine that it is not a forgery, and that any damage, alteration, or
missing content is documented. In extreme cases, items may be
subjected to a microscope, x-ray, radiocarbon dating or chemical
analysis. This level of authentication is rare, but requires that special
29
care be taken in the creation and retention of the records of an
organization.
b. Storing records
Records must be stored in such a way that they are accessible and
safeguarded against environmental damage. A typical paper document
may be stored in a filing cabinet in an office. However, some
organizations employ file rooms with specialized environmental
controls including temperature and humidity. Vital records may need
to be stored in a disaster-resistant safe or vault to protect against fire,
flood, earthquakes and conflict. In extreme cases, the item may
require both disaster-proofing and public access, such as the original,
signed US Constitution. Civil engineers may need to be consulted to
determine that the file room can effectively withstand the weight of
shelves and file cabinets filled with paper; historically, some military
30
vessels were designed to take into account the weight of their
operating procedures on paper as part of their ballast equation(modern
record-keeping technologies have transferred much of that
information to electronic storage). In addition to on-site storage of
records, many organizations operate their own off-site records canters
or contract with commercial records canters.
c. Circulating records
Tracking the record while it is away from the normal storage area is
referred to as circulation. Often this is handled by simple written
recording procedures. However, many modern records environments
use a computerized system involving bar code scanners, or radio-
frequency identification technology (RFID) to track movement of the
records. These can also be used for periodic auditing to identify
unauthorized movement of the record.
31
d. Disposal of records
Disposal of records does not always mean destruction. It can also
include transfer to a historical archive, museum, or private individual.
Destruction of records ought to be authorized by law, statute,
regulation, or operating procedure, and the records should be disposed
of with care to avoid inadvertent disclosure of information. The
process needs to be well-documented, starting with a records retention
schedule and policies and procedures that have been approved at the
highest level. An inventory of the records disposed of should be
maintained, including certification that they have been destroyed.
Records should never simply be discarded as refuse. Most
organizations use processes including pulverization, paper shredding
or incineration.
Commercially available products can manage records through all
processes active, inactive, archival, retention scheduling and disposal.
32
Some also utilizes RFID technology for the tracking of the physical
file.
2.5.3 Managing electronic records
The general principles of records management apply to records in any
format. Digital records (almost always referred to as electronic
records) raise specific issues. It is more difficult to ensure that the
content, context and structure of records is preserved and protected
when the records do not have a physical existence. (Zenz G I, 2004)
Functional requirements for computer systems to manage electronic
records have been produced by the US Department of Defence, the
National Archives of England & Wales and the European
Commission whose MRMER (Model Requirements for the
Management of Electronic Records) specification has been translated
33
into at least twelve languages and is used beyond the borders of
Europe. Development of MRMER was initiated by the DLM Forum,
funded by the European Commission.
Particular concerns exist about the ability to access and read
electronic records over time, since the rapid pace of change in
technology can make the software used to create the records obsolete,
leaving the records unreadable. A considerable amount of research is
being undertaken to address this, under the heading of digital
preservation. The Public Record Office Victoria (PROV) located in
Melbourne, Australia published the Victorian Electronic Records
Strategy (VERS) which includes a standard for the preservation, long-
term storage and access to permanent electronic records. The VERS
standard has been adopted by all Victorian Government departments.
A digital archive has been established by PROV to enable the general
public to access permanent records.
34
a. Electronic Tax Records
Electronic Tax Records are computer-based/non-paper versions of
records required by tax agencies like the Internal Revenue Service.
There is substantial confusion about what constitutes acceptable
digital records for the IRS, as the concept is relatively new. The
subject is discussed in Publication 583 and Bulletin 1997-13, but not
in specific detail.
2.5.3 Current issues in records management
As of 2005, records management has increased interest among
corporations due to new compliance regulations and statutes. While
government, legal, and healthcare entities have a strong historical
records management discipline, general record-keeping of corporate
records has been poorly standardized and implemented. In addition,
scandals such as the Enron/Andersen scandal, and more recently
35
records-related mishaps at Morgan Stanley, have renewed interest in
corporate records compliance, retention period requirements,
litigation preparedness, and related issues. Statutes such as the US
Sarbanes-Oxley Act have created new concerns among corporate
"compliance officers" that result in more standardization of records
management practices within an organization. Most of the 1990s has
seen discussions between records managers and IT managers, and the
emphasis has expanded to include the legal aspects, as it is now
focused on compliance and risk.
Privacy, data protection, and identity theft have become issues of
interest for records managers. The role of the records manager to aid
in the protection of an organization's records has often grown to
include attention to these concerns. The need to ensure that certain
information about individuals is not retained has brought greater focus
to records retention schedules and records destruction.
36
The most significant issue is implementing the required changes to
individual and corporate culture to derive the benefits to internal and
external stakeholders. Records management is often seen as an
unnecessary or low priority administrative task that can be performed
at the lowest levels within an organization. Publicised events have
demonstrated that records management is in fact the responsibility of
all individuals within an organization and the corporate entity. (Kotler
P, 2007)
An issue that has been very controversial among records managers
has been the uncritical adoption of Electronic Document and Records
Management Systems (EDRMS). One well known RM thinker, Steve
Bailey, has stated:
"As far as the average user is concerned, the EDRMS is something
they didn’t want, don’t like and can’t use. As such, its no wonder that
37
so few users accept them – as one person once said to me “making me
use an EDRMS is like asking a plasterer to use a hammer”!
And now, finally, it is time to turn our eyes to the records
management profession itself. In my opinion, we have come within a
whisker of allowing our blind obsession with EDRMS to turn us into
an intellectually-sterile, vendor-led profession. For the best part of a
decade we have allowed others to do the thinking for us and have
come to rely on EDRMS as our intellectual-crutch. But make no
mistake about it, the blame for this rests squarely with us. Like
children following the Pied Piper, we allowed ourselves to be so
enchanted by the tune being played that we were led, without question
or debate, wherever the technology took us." ( RMS Debate: The case
against EDRMSH as EDRMS been a success? The case for the
prosecution, RMS Conference, Edinburgh 22 April 2007)
38
Another issue of great interest to records managers is the impact of
social media, such as wikis, face book and twitter, on traditional
records management practice, principles, and concepts.
Related topics of current note include information lifecycle
management and enterprise content management.
2.6 Determine Profit Margin
Good accounting records will indicate a business's level of profit, and
provide specific information on the profitability of certain
departments or lines of goods within your business. Such analysis is
important to avoid continuing product lines far beyond their
profitability. In most cases, you can avoid losses
if you maintain current records and analyze the information from
your records on an ongoing basis. (Uzor A M, 2004)
39
2.7 Improve Cash Flow
Good accounting records provide detailed reports of cash availability,
both on hand and in the bank, and of cash shortages or the diversion
of cash. Since cash is your most liquid asset, you must carefully
account for it. (Ibidunni O S, 2004)
2.8 Use Supplier Discounts
A cash budget will provide the business owner with a projection of
the availability of cash that may be used to pay invoices as they
become due. Discounts from suppliers for prompt payment can
amount to substantial savings. (Person M W, 2001)
2.9MeasurePerformance
finally, good business records help you measure your business's
performance by comparing your actual results with the figures in your
budget and those of other similar businesses. (Achumba I C, 2000)
40
2.10 REQUIREMENTS OF A GOOD SYSTEM
the following criteria are essential to a good record-keeping
system:
● Simplicity
● Accuracy
● Timeliness
● Consistency
● Understandability
● Reliability and completeness
There are several copyrighted accounting systems that can be
purchased and adapted to the individual business, or you may find it is
better to use a system specifically designed for your business and one
that meets the above-mentioned criteria. (Agundu A I, 2006)
41
2.11 Commercial Record-Keeping Systems
Record-keeping systems are currently available from various sources
in the marketplace: stationery stores, publishers and business advisory
services. These systems either are specifically designed for a certain
type of business or are general enough to be used by many different
types of businesses. Systems are
available for cash basis recording, accrual basis recording andfor both
single and double entry. (Dawes J, 2000)
2.12 Computerized Record Keeping
Consider using a computer for your business operations. Compare
different software systems and make sure that the system you choose
provides accurate and timely information and offers more than
adequate presentation of accounting information for small businesses.
Low-cost computer programs are available that can handle many of
the book entries that are necessary in a system that is maintained by
42
hand. Appropriate hardware and a good general ledger software
program can offer you substantial assistance in recording business
transactions and summarizing the information
into appropriate accounting presentations.
Currently available software allows you to enter transactions
individually; these transactions are posted directly to the general
ledger. A printout at the end of a given period shows the individual
account activity, and also includes a balance and
total of the accounts and provides a trial balance presentation.
If the software is designed properly, it will provide appropriately
prepared financial statements (balance sheet, income statements).
(Peters M P, 2005)
43
CHAPTER THREE
METHODOLOGY SYSTEM ANALYSIS AND DESIGN
3.1 RESEARCH METHODOLOGY
Research methodology involves the specification of procedures for
collecting and analyzing data necessary to define or solve the problem
for which the research is embarked upon. The scope of the research
covers the business centre of Caritas University in particular.
A. PRIMARY SOURCE: This involves oral interviews
conducted with various personnel in the business centre of Caritas
University, reviewing and sharing their experience about the
difficulties they undergo in using manual record keeping system.
B. SECONDARY SOURCE: This includes the use of textbooks,
dictionaries, journals, newspapers and internet downloads to collect
data in order to understand the business centre.
44
C. OBSERVATIONAL METHOD: This involves my personal visit
to the business centre of Caritas University during the business time. I
observed the roughness of the office, the queue of students waiting to
be attended to, and the difficulties the staff faces in services delivery
3.2 ANALYSIS OF EXISTING SYSTEM
The existing system is a system that has been carried out in terms
of manual operation. A system in which all the methods of record
keeping is of a manual approach. Critical analysis of this system
reveals that it is a system prone to errors. Careful analysis also shows
that because of the complexities of the manual system, information of
the record kept is difficult to retrieve/access. All the years, records
keeping in the business centre have been carried out through manual
system in a way that requires the clerk/attendant to register the sales
on a book; a staff handles two to three works at the same time. For an
example A staff is in charge of sales , photocopying and binding,
45
while he is selling items to students so many of others are waiting for
the photocopying, and some others waiting for binding. This makes
the business centre so crowded with customers with one or no one to
attend to them. Sometimes customers who wish to type a program or
make a research have to wait for hours due to insufficient systems to
be used. As a result of the crowd, the attendant finds it very difficult
to have an accurate record keeping.
3.3 OBJECTIVE OF THE EXISTING SYSTEM
The objectives of the existing system is to provide computer
services to the customers
a. Providing computing capability, running programs and producing
report
b. Printing documents, providing operation services
46
c. Providing data entry services: This is to capture data into the
computer
d. Providing good performance
3.4 PROBLEMS OF THE EXISTING SYSTEM
The business centre management of Caritas University Enugu has
following problem/weakness
a. Consumes a lot of time and man power during compilation of
records.
b. Reference to record often becomes a problem because most of the
records are not easily found while some are being lost.
c. It takes a long time for any mistake to be rectified and sometimes it
throws the system into confusion.
47
d. The system does not calculate and give financial report at a glance
as such, the degree of decision making in urgent matters are not
practicable.
e. Inability to detect faults within the system, in case of rectifying
fraud.
3.5 AUTOMATION OF RECORD KEEPING SYSTEM
Computerized as defined in chapter one means to convert to computer
based system, to organize, control, or automate something. Also to
input the details of data into the computer.
Concern with the problems encountered in the previous manual record
keeping, the new record keeping system is taken into consideration.
This is to suggest processing improvements and software that would
alleviate problems with the application process and record keeping.
The proposed new system will improve the speed, integrity, quality
48
and accuracy of service to customers. Many roles for humans in the
manual system could be automated for instance
a. It keeps the records of the business centre in the database
b. It stores the profile of the staff
c. It updates the records in the database
d. Enable the management to access the records easily
e. Display proper accounts for the business centre
f. Protect the records/documents using password
3.6 OBJECTIVES OF THE AUTOMATED RECORD KEEPING
SYSTEM
Design and implementation of the automated record keeping system
management is aimed at achieving some set of objective
a. Accuracy in the handling of database
b. Easy decision making
49
c. Strong and reliable database
d. Keep record of the data and time each input is made in the database
e. Flexibility: Easy access
f. Easy backup or duplicating data in disc in case of data loss
g. Division of the business centre into sections for effective and
quality services delivery.
50
CHAPTER FOUR
4.0 DESIGN, IMPLEMENTATION AND TESTING
4.1 SYSTEM DESIGN:
The major factor taken into consideration in the design of the new
system is the issue of strong and reliable database for effective
record/data collection and processing and storage.
4.2 OBJECTIVE OF DESIGN
The main objective of this study is to design and develop software
that will help to
a. Minimize the time wasting in processing records
b. Aid in the efficient management of the business centre fund
c. Aid in effective and efficient maintenance of records of
financial transactions to reflect the current fiscal records of the
department.
51
d. Aid in generating a report that will be more meaningful to the
management.
4.3 IMPLEMENTATION
The automated record keeping is implemented using Microsoft visual
basic 6.0, Microsoft access database. {MDB}
System implementation follows the approval of the system proposals
and its objectives, thus it is to arrive at a satisfactory, implemented,
completed, function evaluated of the automated system. The system
implementation embodies the preparation of resources, including
equipments and personnel with the testing of the system.
4.4 CHOICE OF PROGRAMMING LANGUAGE
The requirement of the automated record keeping system demands
that a capable programming language be used for its implementation.
52
Hence, Microsoft visual basic 6.0 was chosen. Visual Basic 6.0 was
selected because it offers Rapid Application Development (RAD)
features that enables software developers to put up visually appealing
user interface design in less time. Visual Basic 6.0 includes several
features to help you develop applications that access data, the data
source configuration wizard simplifies connecting your application to
data in database, XML web services, and user-created objects. New
IDE features in Visual Basic 6.0 include predefined settings, task list
and error list enhancements, improved docking behaviour, the IDE
navigator window.
The code Editor has several enhancements, such as word wrap,
incremental search, code outlining, and collapse to definition, line
numbering, colour printing and shortcuts. Finally it has powerful
debugging facility that provides useful hints and suggestion for error
handling.
53
4.5 FILE DESIGN
Files held in this project are made up of different data types. These
types are integer, character, double, date, etc. some of the files used
are designed and linked with database. Also in the project design,
Microsoft access database was used. (See Appendix 4 for Table).
4.6 INPUT SPECIFICATION
Inputs are raw materials\data that are fed into the computer
for processing. The system accepts the input through the mouse and
the keyboard. The registering of the data of records is done via the
mouse and keyboard. The mouse plays an important role in closing
windows, validating password. The keyboard is used in entering the
text into text boxes. (See appendix 2 for table).
54
4.7 OUTPUT SPECIFICATION
An output is the information (result) obtain form processing data,
which has been fed into the computer E.g. screen, printer etc. The
major output document will be the accounts of the financial report and
the staff files. (See appendix 3 for table)
4.8 SYSTEM TESTING
This involves testing the new system that has been designed to reveal
any weakness or deficiency before it is put into full operation or use.
1. We have the Top-Down testing; this testing starts from the
system, then to the sub- system, followed by the modules, the units.
2. Bottom- up testing: This test stars from the units, to the
module then the sub-system, finally the system. The accuracy of this
55
system was tested using data, including wrong data to see if the new
system will achieve its objectives.
56
CHAPTER FIVE
5.0 SUMMARY, RECOMMENDATION AND CONCLUSION
5.1 SUMMARY
This automated system has been able to enhance the service delivery
of Caritas University business centre. It gives account of day to day
running of the business. You find out that it takes a long time to
access and retrieve records of past months/years, sometimes instead of
rectifying the problem it throws the previous system into confusion.
But with this automated system, the records of the centre are stored,
safe and secured, easy access and retrieval, easy production of reports
to managements, accuracy, integrity, time conscious, reduction of
fatigue and exactness are the benefits brought by the automated
system.
57
5.2 RECOMMENDATION
I thereby recommend this automated system to the management of
Caritas University to be used in their business centre and every other
business centre out there that uses a manual method of record/file
keeping. They will find this system useful, to aid in their
computerization. Thus, the system will promote effective, efficient
and quality services, also promote the profit oriented business centres.
5.3 CONCLUSION
The benefits of using automated record keeping cannot be over
emphasized. Because, this system will surely increase the speed of
result, accuracy of results, eliminate cases of loss of data or missing
recording notes. Finally, this system will encourage planning, at the
end, the aim of making profit will be achieved. Keep records, because
nothing can substitute GOOD RECORD KEEPING.
58
REFERENCES
Achumba, I.C. (2002). Strategic Marketing Management in the 21st
Century. Charlotte (USA): Mac-Williams and Capital
Publishers Inc.
Kotler, P. (2003). Marketing Management. New Jersey USA: Person
Educational Inc.
Zenz, G I. (2004). Business Accounting 1. London: Pitman Publication
Limited.
Lysons, K C. (2001). The Impact of ICT in Business Management.
Hollywood Illinois: Richard D Irion Inc.
Monzerka, R. (2002). Accounting and Record Keeping Management.
London: D.P Publications Ltd.
Burf, N D. (2003). New Accounts Strategy. London: Underwood
Pitman.
Uzor, D M. (2004). Fundamental of Research and Behavioral
59
Sciences. USA: Academic Publishers Limited.
Ibidunni, O S. (2004). An Introduction to Financial Accounting.
Ibadan: Longman Nig. Ltd.
Little, R J. (2002). Financial Accounting: A Division of Information
System. California: Good Year Publishing Company.
Compton, H K. (1990). Accounting for Business. Columbus Ohio:
Charles E. Merry Publishing Company.
Agundu, A I. (2006). Financial Accounting: Principles and Practice.
Lagos: F&S Publishers Ltd.
Dawes J (2000). Development in Financial Reporting. London: Philip
Allan Publishers Ltd.
Sande, I G. (2003). Foundation Accounting and Instruction Manual for
Accounting Students. London: D.P Publication Ltd.
Rubin, D B. (2007). Computerized Business Management. New York:
John Wiley and Sons Ltd.
60
Affifi, A. (2006). Record Management. London: Under down Pitman.
Person, A W. (2001). Auditing: an Instructional Manual. London:
Ashore color Press Go spot.
Peters, M D. (2001). Purchasing Management Concept: Principles
and
Practice. Owerri: Bon Publications Ltd.
Dwivedi, D N. (2000). Contemporary Management. USA: McGraw
Go spot.
61
APPENDIX 1
FIG 1.1 Welcome Screen
62
APPENDIX 2
63
APPENDIX 3
TABLE 1.2 INPUT SPECIFICATIONS (STAFF RECORDS)
64
Fig 1.3 Output system
APPENDIX 4
65
FIELD NAMEDATA TYPE SIZE
ID LONLONG INTEGER 4
NAME TEX TEXT 40
ADD ADDRESS TEX TEXT 100
DAT DATE OF BIRTH DAT DATE/TIME 8
SEX SEX TEX TEXT 10
AGE AGE INT INTEGER 2
STA STATUS TEX TEXT 20
DAT DATE RECRUITED DAT DATE/TIME 8
QUAQUALIFICATION TEX TEXT 50
PHO PHONE TEX TEXT 20
STRUCTURE FOR FILE “STAFF” TABLE 1.1
Main menu
File
Business centre application
Exit
Staff
Update staff record
Staff information record
Delete Staff record
Sales/Purchase
Hardware
Software
Purchase
Help
About this application
Content Help
66
Top down design of Business centre application fig 1.4
APPENDIX 5
67
Private Sub cmdOK_Click()
Unload frmabt
End Sub
Private Sub cmdSysInfo_Click()
MsgBox "Not Available at the moment"
End Sub
Private Sub Command1_Click()
pin.Show
frmBis.Hide
End Sub
Private Sub Command2_Click()
frmBis.Hide
main.Show
End Sub
Private Sub Command3_Click()
68
With frmBis.bisdata
.DatabaseName = App.Path & "\reportsheet.mdb"
.RecordSource = "select * from info"
.Refresh
.Recordset.AddNew
.Recordset.Fields("DATE").Value = frmBis.LbDate.Caption
.Recordset.Fields("SERVICES").Value = frmBis.Combo1.Text
.Recordset.Fields("AMOUNT").Value = frmBis.Text1.Text
.Recordset.Update
End With
MsgBox "Data saved!!!!"
End Sub
Private Sub Command4_Click()
If Combo1.Text = "Typesetting" Then
Label3.Caption = Int(Rnd * 10)
Label4.Caption = Int(Rnd * 10)
69
Label5.Caption = Int(Rnd * 10)
Label6.Caption = Int(Rnd * 10)
ElseIf Combo1.Text = "Browsing" Then
Label7.Caption = Int(Rnd * 10)
Label8.Caption = Int(Rnd * 10)
Label9.Caption = Int(Rnd * 10)
Label10.Caption = Int(Rnd * 10)
Label11.Caption = Int(Rnd * 10)
Label12.Caption = Int(Rnd * 10)
Label13.Caption = Int(Rnd * 10)
Label14.Caption = Int(Rnd * 10)
ElseIf Combo1.Text = "Downloading" Then
Label3.Caption = Int(Rnd * 10)
Label4.Caption = Int(Rnd * 10)
Label5.Caption = Int(Rnd * 10)
Label6.Caption = Int(Rnd * 10)
70
Else
If Combo1.Text = "Research" Then
Label3.Caption = Int(Rnd * 10)
Label4.Caption = Int(Rnd * 10)
Label5.Caption = Int(Rnd * 10)
Label6.Caption = Int(Rnd * 10)
End If
End If
End Sub
Private Sub Option1_Click()
Label3 = Int(Rnd * 20)
Label4 = Int(Rnd * 50)
Label5 = Int(Rnd * 30)
Label6 = Int(Rnd * 40)
Beep
71
End Sub
Private Sub Command5_Click()
If Text2.Text = "" Then
MsgBox "BOX EMPTY"
ElseIf Text2.Visible = False Then
MsgBox "NO REQUIREMENTS ENTERED YET !!!"
Else
With Datareq
.DatabaseName = App.Path & "\reportsheet.mdb"
.RecordSource = "select * from Requirements"
.Refresh
.Recordset.AddNew
.Recordset.Fields("REQUIREMENTS").Value = frmBis.Text2.Text
.Recordset.Fields("DATE").Value = frmBis.LbDate.Caption
.Recordset.Update
End With
72
MsgBox "ok"
frmBis.Show
Text2.Text = ""
Text2.Visible = False
End If
End Sub
Private Sub Label22_Click()
Text2.Visible = True
End Sub
Private Sub Label23_Click()
frmBis.Hide
sCREENSAVER.Show
End Sub
Private Sub Label24_Click()
Text2.Text = ""
Text2.Visible = False
73
Combo1.Text = "No Service Selected "
Label3 = ""
Label4 = ""
Label5 = ""
Label6 = ""
Label7 = ""
Label8 = ""
Label9 = ""
Label10 = ""
Label11 = ""
Label12 = ""
Label13 = ""
Label14 = ""
End Sub
Private Sub Timer1_Timer()
If Label2.Visible = True Then
74
Label2.Visible = False
Else
Label2.Visible = True
End If
End Sub
Private Sub Timer14_Timer()
Label19.Move Label19.Left - 50
If (Label19.Left + Label19.Width) < 0 Then
Label19.Left = Me.ScaleWidth + 10
End If
End Sub
Private Sub Timer2_Timer()
LbDate.Caption = Date
End Sub
Private Sub Timer3_Timer()
Label22 = Time
75
End Sub
Private Sub Command1_Click()
If Combo1.Text = "Screen Saver Utility" Then
Text2.Visible = True
Text2.Text = " A computer utility that automatically makes the screen
go blank or display a preselected image after a given period of time
but this particular screen saver utility allows you to activate it when
you want, This screen saver utility is designed to save your system
from ghosting Image and also to prevent passer by to view the work
that is been done on the screen "
End If
If Combo1.Text = "Key Control" Then
Text2.Visible = True
Text2.Text = " You can use key controls like for example you can
move to next line in form or next entry point by simply pressing the
TAB key on the keyboard:: Basically, the TAB KEY is a key on a
76
computer keyboard, or a device or key on a typewriter, that advances
the next character to a predetermined position, used to align lines or
columns"
End If
End Sub
Private Sub Label4_Click()
Text2.Visible = True
Text2.Text = "To use a shortcut key, all u need to do is to hold down
the alternate key and press the letter underline on that particular
command or alternatively, on the drop down menu you will get a
command shortcut in front of such command "
End Sub
Private Sub Label8_Click()
CommonDialog1.ShowHelp
End Sub
Private Sub Label9_Click()
77
Unload Help
main.Show
End Sub
Private Sub Picture1_Click()
Text2.Visible = False
End Sub
Private Sub Command1_Click()
With login.Data1
.DatabaseName = App.Path & "\Pass.mdb"
.RecordSource = "select * from pass"
.Refresh
If Text2.Text = .Recordset.Fields("PASSWORD").Value Then
main.Show
Unload login
Else
MsgBox ("invalid password; enter your correct password"
78
End If
Text2.Text = ""
End With
End Sub
Private Sub Command2_Click()
Unload login
End Sub
Private Sub Form_Load()
Text1.Text = "Administrator"
End Sub
Private Sub Label3_Click()
Changepass.Show
End Sub
Private Sub Command1_Click()
On Error Resume Next
79
With Record.Data1
.DatabaseName = App.Path & "\Reportsheet.mdb"
.RecordSource = "select * from Record"
.Refresh
.Recordset.MoveFirst
Do Until .Recordset.EOF
If main.Text1.Text = .Recordset.Fields("STAFF ID") Then
Record.Show
Record.txtid.Text = .Recordset.Fields("STAFF ID")
Record.txtname.Text = .Recordset.Fields("NAME")
Record.txtaddress.Text = .Recordset.Fields("ADDRESS")
Record.Combsex.Text = .Recordset.Fields("SEX")
Record.Combrank.Text = .Recordset.Fields("POST")
Record.txtbirth.Text = .Recordset.Fields("DATE OF BIRTH")
Record.txtage.Text = .Recordset.Fields("AGE")
80
Record.Combstatus.Text = .Recordset.Fields("STATUS")
Record.txtdate.Text = .Recordset.Fields("RECRUITED DATE")
Record.txtphone.Text = .Recordset.Fields("PHONE NO")
Record.txtqaul.Text = .Recordset.Fields("QUALIFICATION")
Record.txtemail.Text = .Recordset.Fields("E-MAIL")
Record.txtbasic.Text = .Recordset.Fields("SALARY")
Frame1.Visible = False
Exit Do
End If
.Recordset.MoveNext
Loop
End With
End Sub
Private Sub Command2_Click()
Frame1.Visible = False
81
End Sub
Private Sub Label4_Click()
If MsgBox("Do you want to quit this application?", vbYesNo) =
vbYes Then
MsgBox ("Thanks for using this application")
End
End If
End Sub
Private Sub mnuup_Click()
main.Hide
Record.Show
End Sub
Private Sub Label5_Click()
End Sub
Private Sub mnufilebis_Click()
82
main.Hide
frmBis.Show
End Sub
Private Sub mnuhelpap_Click()
main.Hide
frmabt.Show
End Sub
Private Sub mnuhelpch_Click()
main.Hide
Help.Show
End Sub
Private Sub mnusrdel_Click()
Frame1.Visible = True
Text1 = ""
Record.cmdsave.Enabled = False
Record.cmdupdate.Enabled = False
83
Record.cmddelete.Enabled = True
End Sub
Private Sub mnusrsi_Click()
main.Hide
Record.Show
End Sub
Private Sub mnusrup_Click()
Frame1.Visible = True
Record.cmdsave.Enabled = False
Record.cmdupdate.Enabled = True
Record.cmddelete.Enabled = False
End Sub
Private Sub Timer1_Timer()
Label3.Caption = Date
End Sub
84
Private Sub cmdsave_Click()
With Record.Data1
.DatabaseName = App.Path & "\ReportSheet.mdb"
.RecordSource = "select * from Record"
.Refresh
If Record.txtid.Text = .Recordset.Fields("STAFF ID") Then
MsgBox "The ID Number already exist"
Else
With Record.Data1
.DatabaseName = App.Path & "\ReportSheet.mdb"
.RecordSource = "select * from Record"
.Refresh
.Recordset.AddNew
.Recordset.Fields("STAFF ID").Value = Record.txtid.Text
85
.Recordset.Fields("NAME").Value = Record.txtname.Text
.Recordset.Fields("ADDRESS").Value = Record.txtaddress.Text
.Recordset.Fields("SEX").Value = Record.Combsex.Text
.Recordset.Fields("POST").Value = Record.Combrank.Text
.Recordset.Fields("DATE OF BIRTH").Value =
Record.txtbirth.Text
.Recordset.Fields("AGE").Value = Record.txtage.Text
.Recordset.Fields("STATUS").Value = Record.Combstatus.Text
.Recordset.Fields("RECRUITED DATE") = Record.txtdate.Text
.Recordset.Fields("PHONE NO").Value = Record.txtphone.Text
.Recordset.Fields("QUALIFICATION").Value =
Record.txtqaul.Text
.Recordset.Fields("E-MAIL").Value = Record.txtemail.Text
.Recordset.Fields("SALARY").Value = Record.txtbasic.Text
.Recordset.Update
End With
86
MsgBox "Staff Information Has Been Recorded !
txtid = ""
txtname = ""
txtaddress = ""
Combsex = "Select Sex"
Combrank = "Select Rank"
txtbirth = ""
txtage = ""
Combstatus = "Status"
txtphone = ""
txtqaul = ""
txtemail = ""
txtbasic = ""
txtdate = ""
End If
End With
87
End Sub
Private Sub cmdupdate_Click()
With Record.Data1
.DatabaseName = App.Path & "\Reportsheet.mdb"
.RecordSource = "select * from Record"
.Refresh
.Recordset.MoveFirst
Do Until .Recordset.EOF
If main.Text1.Text = .Recordset.Fields("STAFF ID") Then
.Recordset.Edit
.Recordset.Fields("STAFF ID").Value = Record.txtid.Text
.Recordset.Fields("NAME").Value = Record.txtname.Text
.Recordset.Fields("ADDRESS").Value = Record.txtaddress.Text
.Recordset.Fields("SEX").Value = Record.Combsex.Text
.Recordset.Fields("POST").Value = Record.Combrank.Text
88
.Recordset.Fields("DATE OF BIRTH").Value =
Record.txtbirth.Text
.Recordset.Fields("AGE").Value = Record.txtage.Text
.Recordset.Fields("STATUS").Value = Record.Combstatus.Text
.Recordset.Fields("RECRUITED DATE").Value =
Record.txtdate.Text
.Recordset.Fields("QUALIFICATION").Value =
Record.txtqaul.Text
.Recordset.Fields("SALARY").Value = Record.txtbasic.Text
.Recordset.Fields("PHONE NO").Value = Record.txtphone.Text
.Recordset.Fields("E-MAIL").Value = Record.txtemail.Text
.Recordset.Update
Record.txtid.Text = ""
Record.txtname.Text = ""
Record.txtaddress.Text = ""
Record.Combsex.Text = ""
89
Record.Combrank.Text = ""
Record.txtbirth.Text = ""
Record.txtage.Text = ""
Record.Combstatus.Text = ""
Record.txtdate.Text = ""
Record.txtqaul.Text = ""
Record.txtbasic.Text = ""
Record.txtphone.Text = ""
Record.txtemail.Text = ""
Exit Do
End If
.Recordset.MoveNext
Loop
End With
MsgBox "Your Data Has Been Successfully Updated"
Unload Record
90
End Sub
Private Sub Timer1_Timer()
Date.Caption = Date
End Sub
Private Sub Check1_Click()
If Check1.Value Then
Text1.Text = Text1.Text + 2000
Exit Sub
Else
Text1.Text = Val(Text1.Text - 2000)
Exit Sub
End If
End Sub
Private Sub Check2_Click()
If Check2.Value Then
Text1.Text = Val(Text1.Text + 2000)
91
Exit Sub
Else
Text1.Text = Val(Text1.Text - 2000)
Exit Sub
End If
End Sub
Private Sub Command1_Click()
If Text2.Text = "" Then
MsgBox " Enter date pls"
GoTo 100
End If
With HARD.Data1
.DatabaseName = App.Path & "\Reportsheet"
.RecordSource = " select * FROM Hardwares"
.Refresh
.Recordset.AddNew
92
If Check1.Value Then
.Recordset.Fields("Item1").Value = HARD.Check1.Caption
End If
If Check2.Value Then
.Recordset.Fields("Item2").Value = HARD.Check2.Caption
End If
If Check3.Value Then
.Recordset.Fields("Item3").Value = HARD.Check3.Caption
End If
If Check4.Value Then
.Recordset.Fields("Item4").Value = HARD.Check4.Caption
End If
.Recordset.Fields("Total Amount").Value = HARD.Text1.Text
.Recordset.Update
End With
MsgBox "Saved!!"
93
Text1 = ""
Text2 = "
100
End Sub
Private Sub Command2_Click()
Unload Me
main.Show
End Sub
Private Sub Command1_Click()
If Text9.Text = "" Then
MsgBox " Enter date pls"
GoTo 100
End If
With PUR.PURCHASE
.DatabaseName = App.Path & "\reportsheet.mdb"
.RecordSource = "select * from Purchases"
94
.Refresh
.Recordset.AddNew
.Recordset.Fields("Date").Value = PUR.Text9.Text
.Recordset.Fields("Item1").Value = PUR.Text1.Text
.Recordset.Fields("Amount1").Value = PUR.Text8.Text
.Recordset.Fields("Item2").Value = PUR.Text2.Text
.Recordset.Fields("Amount2").Value = PUR.Text7.Text
.Recordset.Fields("Item3").Value = PUR.Text3.Text
.Recordset.Fields("Amount3").Value = PUR.Text6.Text
.Recordset.Fields("Item4").Value = PUR.Text4.Text
.Recordset.Fields("Amount4").Value = PUR.Text5.Text
.Recordset.Update
End With
MsgBox "Saved!!!!"
Text1 = ""
95
Text2 = ""
Text3 = ""
Text4 = ""
Text5 = ""
Text6 = ""
Text7 = ""
Text8 = ""
Text9 = ""
100
End Sub
Private Sub Command2_Click()
Unload Me
main.Show
End Sub
Private Sub Check1_Click()
If Check1.Value Then
96
Text1.Text = Text1.Text + 2000
Exit Sub
Else
Text1.Text = Val(Text1.Text - 2000)
Exit Sub
End If
End Sub
Private Sub Check2_Click()
If Check2.Value Then
Text1.Text = Val(Text1.Text + 2000)
Exit Sub
Else
Text1.Text = Val(Text1.Text - 2000)
Exit Sub
End If
End Sub
97
Private Sub Check3_Click()
If Check3.Value Then
Text1.Text = Val(Text1.Text + 2000)
Exit Sub
Else
Text1.Text = Val(Text1.Text - 2000)
Exit Sub
End If
End Sub
Private Sub Check4_Click()
If Check4.Value Then
Text1.Text = Val(Text1.Text + 2000)
Exit Sub
Else
Text1.Text = Val(Text1.Text - 2000)
Exit Sub
98
End If
End Sub
Private Sub Command1_Click()
If Text2.Text = "" Then
MsgBox " Enter date pls"
GoTo 100
End If
With soft.software
.DatabaseName = App.Path & "\Reportsheet.mdb"
.RecordSource = "select * from Softwares"
.Refresh
.Recordset.AddNew
.Recordset.Fields("Date").Value = soft.Text2.Text
If Check1.Value Then
.Recordset.Fields("Item1").Value = soft.Check1.Caption
End If
99
If Check2.Value Then.Recordset.Fields("Item2").Value = soft.Check2.CaptionEnd If If Check3.Value Then.Recordset.Fields("Item3").Value = soft.Check3.CaptionEnd If If Check4.Value Then.Recordset.Fields("Item4").Value = soft.Check4.CaptionEnd If.Recordset.Fields("Total Amount").Value = soft.Text1.Text.Recordset.UpdateEnd WithMsgBox "Record saved"Unload Memain.Show100End SubPrivate Sub Command2_Click()Unload Memain.ShowEnd SubPrivate Sub Command1_Click()If Text2.Text = "" ThenMsgBox " Enter date pls"GoTo 100End IfWith soft.software.DatabaseName = App.Path & "\Reportsheet.mdb".RecordSource = "select * from Softwares".Refresh.Recordset.AddNew
100
.Recordset.Fields("Date").Value = soft.Text2.Text If Check1.Value Then.Recordset.Fields("Item1").Value = soft.Check1.CaptionEnd If If Check2.Value Then.Recordset.Fields("Item2").Value = soft.Check2.CaptionEnd If If Check3.Value Then.Recordset.Fields("Item3").Value = soft.Check3.CaptionEnd If If Check4.Value Then.Recordset.Fields("Item4").Value = soft.Check4.CaptionEnd If.Recordset.Fields("Total Amount").Value = soft.Text1.Text.Recordset.UpdateEnd WithMsgBox "Record saved"Unload Memain.Show100 End Su