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1.0INTRODUCTION
This project is aimed at providing an economically feasible security and
communication system that will provide very good features that can fulfill the security needs
of a small organization. The project will be supposed to implement the storage of products so
that a large collection could be maintained with minimum storage space. This project will
also be able to provide reports of products sold to the customer and brought to the store.
1.1 SYSTEM SPECIFICATION
1.1.1 Hardware Specification
HARDWARE SPECIFICATION
1 Processor Intel Pentium4 Processor 1,600GHz
2 Keyboard Standard key board
3 Hard Drive 80GB 5400RPM /8M/PATA)
4 Network Adapter PCI 10/100 Ethernet Adapter
5 Printer Ink jet printer attached in wireless
1.1.2 Software Specification
SOFTWARE SPECIFICATION
1 Operating System Windows 7 Professional and Windows
Server 2008 R2
2 Spread Sheet Tool Microsoft Excel
3 Internet Tool Microsoft Internet Explorer version 6.0
4 Programming Tool Asp.net, SQL
5 Backup Software CD-R/CD-RW Disk and Data tape/hard
disk
6 File Utilities Win Rar 8.1/7-zip for extracting a files
1.1.3 Software Description
The system is to develop online Sale and Inventory Management system. This system
should be used to store information the Store sales and price their various functions,
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salesperson and their various functions, Administrator, management and their various
functions.
USER REQUIREMENTS
The main users in this system are salespersons, sales managers, inventory managers
and administrators. By using this system, users can access online Sales and Inventory
Management System with some function. The system will allow them to login and key in the
main requirement in the update item details and price form. Inventory managers/sales
managers/administrator can check a receipt and print out the bill as reference of items
purchased. Inventory managers can generate inventory reports of the items category-wise and
see the reports from salespersons about items not available a d need to keep in the inventory.
Administrator also can add new user for the system.
FUNCTIONAL REQUIREMENTS
A requirement specifies a function that a system or component must be able to allow
the user to perform some kind of function. (Thomas Andrew 2009) The main purpose of the
system is to increase sales by creating the complete inventory records of stock, receipt, details
of purchasers and sellers at departmental store.
NON FUNCTIONAL REQUIREMENTS
The Salesperson Inventory manager Administrator must be able to access their
account 24 hours a day, seven days a week.
The non-functional requirements of the Sale and Inventory Management systems are
as described below.
1) Security
The system must have protection from unauthorized users. By using username and
password.
Also system show error if the username or password is not correct
To use the system, every user has to login by key in their username and password.
2) Performance
The time system required to process and respond when a user key in the
Identification that is username and password
The system is supposed to respond in less than 2 seconds.
3) Availability
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Sale and Inventory Management system is a standalone system which has four to five
(45) users and users must have to use it during operating hours.
2.0SYSTEM STUDY
The management use manually to keeping they record of the store, but the system is
difficult to maintain due to the cost of material, human errors, less data integrity, difficulty in
searching and retrieving product and feasible loss of records and retrieving files.
2.1 Existing System
Electronic Store management system becoming an essential to efficiently manage
inventories in computer age. Electronic Shop Management System is a workable application
for retail store inventory and accounts management. It keeps a list STOCKS and products at a
store and can do operations on them. The most important operation is a PURCHASE, allthe transactions and billing details and stock purchasing details involved on it.
2.1.1 Drawbacks
Why We Want to Hold Inventories
Improve customer service
Reduce certain costs such as
Ordering costs
Stock out costs
Acquisition costs
Start-up quality costs
Contribute to the efficient and effective operation of the production system
2.2 Proposed System
The project could be implemented in an average sized organization. An average
company will not be very keen on spending loads of money on ledgers. Where as our project
will greatly reduce the costs which is using common and cheap office items like database and
desktop application. And also there is no requirement to store books or accounts. The data is
directly stored in the database in the hard disk of the PC.
This system is developed in such a way that even a nave user can also operate the
system easily. The calculations are made very quickly and the records are directly saved into
databases and the databases can be maintained for a longer period of time. Each record can be
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retrieved and can be verified for the future transactions. Also this system provides high level
of security for data leaking as only admin people can access the database no changes can be
made in it until it verifies the user login id and password. We also have operator login
through which operator can take orders but cant make changes in the database. Limited
access is available to the operator.
2.2.1 Advantages
To increase sale and production
To maintain the complete inventory records of stock, receipt, details of purchasers and
sellers for a departmental store.
To Create an easy to use system for an illiterate workforce
To prepare a secure and reliable system to protect the store data from man-made and
natural disasters
To spend less time in searching and retrieving of information
To create a backup of files in every successful operation
To increase alternatives to manual handling of data of the store inventory
To produce simple not complexity system
To tend to present flexibility in the ways data and information are inputted, processes,
retrieved and stored
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3.0SYSTEM DESIGN AND DEVELOPMENT
3.1 INPUT DESIGN
The input design is the link between the information system and the user. It comprises
the developing specification and procedures for data preparation and those steps are
necessary to put transaction data in to a usable form for processing can be achieved by
inspecting the computer to read data from a written or printed document or it can occur by
having people keying the data directly into the system. The design of input focuses on
controlling the amount of input required, controlling the errors, avoiding delay, avoiding
extra steps and keeping the process simple. The input is designed in such a way so that it
provides security and ease of use with retaining the privacy. Input Design considered the
following things:
What data should be given as input?
How the data should be arranged or coded?
The dialog to guide the operating personnel in providing input.
Methods for preparing input validations and steps to follow when error occur.
3.1.1 Objectives:-
1) Input Design is the process of converting a user-oriented description of the input into
a computer-based system. This design is important to avoid errors in the data input
process and show the correct direction to the management for getting correct
information from the computerized system.
2) It is achieved by creating user-friendly screens for the data entry to handle large
volume of data. The goal of designing input is to make data entry easier and to be free
from errors. The data entry screen is designed in such a way that all the data
manipulates can be performed. It also provides record viewing facilities.
3) When the data is entered it will check for its validity. Data can be entered with the
help of screens. Appropriate messages are provided as when needed so that the user
will not be in maize of instant. Thus the objective of input design is to create an input
layout that is easy to follow.
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This program is a menu driven program. When we click the main menu the different
forms will be enabled. The program consists of the following modules:
Source listing
This module is suppose to identify the products by their discription.
Add products
This module is suppose to take the inputs from an input device.
Add customers
This module is capable of adding customers in the specified formats.
Update and delete products
This module will update and delete products.
Update and delete customers
This module will be able to update and delete customers
Searching
In this module the admin or emplyee can search the customer or products from
the database based on criterias
Transactions
This module will take up transactions like selling products, buying products
from supplier updating cash and updating the bills.Appropriate actions will be
taken.
Report Generation
This is a client program which will request for reports.
3.2 OUTPUT DESIGN
A quality output is one, which meets the requirements of the end user and presents the
information clearly. In any system results of processing are communicated to the users and to
other system through outputs. In output design it is determined how the information is to be
displaced for immediate need and also the hard copy output. It is the most important and
direct source information to the user. Efficient and intelligent output design improves the
systems relationship to help user decision-making.
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Electronic Shop is a process of storing the products which is capable of maintaining
storage of large amount of products. The primary purpose of this application is to implement
the above stated functionality. The application should be capable enough to store the products
and also perform some updating on the products that is stored. It will be having user friendly
GUIs that will guide the user to easily achieve the same. The application shall also have some
features like reports displaying in the same window. In addition to this the application also
supports feature to search products. It can also search products based on criteria so that the
employees will be able to view the same. The application is to be fully developed under vb
platform using Visual Basic 6.0
3.2.1 Analysis Strategies
A) ANALYSIS OF AS IS SYSTEM
Currently, most of the Store still using normal or manual system to manage their transaction
and day to day activities, the normal system that they are using still using paper base system
to enter the transaction. Which the movement of our technologies, some of the store are
interested in make an evolution by changing the methods on how to managing a store. As we
familiar with the current system which based on paper base always has problem in time
consuming, man errors to do the entire duty. For instance, if the administrator wants to log in
or change his password or the file of the salesperson can see clearly, change price. We lead to
files or records that having high probability to lost either by natural disaster or human error.
b) IMPROVEMENTS
The new system will have some unique functionality of add new users, View price/ update
price, view record, also make log in, and change password, this will lead to the fast
interaction among users and administrator. The system is powerful secured, in the sense that
the performance and standard of security on the system will be so tight to keep data safe froman unauthorized access from outsiders. The system is fully computerizing system. The
improvement of the new system is view calendar, view staff information, feedback, maintain
database, and backup.
c) PROPOSED TO BE SYSTEM
By using this system, most problems faced in the store will be eliminated. This is done by the
means of the Online Sale and Inventory Management System, which allows salesperson,
Inventory manager, sale manager, and administrator to use the system immediately once they
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fill the record of the sale. Now, there is no need to the Salesperson and Inventory manager to
make paper record Sale and Inventory system which it will give benefit of cost savings by
reducing their salesperson, Inventory manager services, and communication. Almost
salesperson, Inventory manager complain about the inconsistence in the manual record of
transaction procedure. Sales person and Inventory manager can save their time by using the
online Sales and Inventory Management system as an alternative of going to the departmental
Store.
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FIRST LEVEL DIAGRAM:
INVENTORY
SYSTEM
SUPPLIER
CUSTOMER
SALES
DEPARTMENT
0.0
STORE
DEPARTMENT
Place Order
Accept / Rejected
Invoice
Payment
Check Stock
FeedBack
Purchase Request
Accept / Rejected
Invoice
Payment
Payment
InvoiceAcknowlegment
Place Order
PURCHASE
DEPARTMENT
PurchaseOrder
Pl
aceOrder
Payment
Invoice
Accept / RejectedCheck Stock
Order Details
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SECOND LEVEL DIAGRAM:
ReportGeneration
Transaction
CUSTOMER
STOREDEPARTMENT
GROUP_MASTER
2.1
Group Details
Supplier Details
SUPPLIERMaster
1.0
Customer Details
STOREDEPARTMENT
1.2
Product Details
Group Details
SUPPLIER_MASTER
CustomerDetails
SupplierDetails
ProductDetails
PRODUCT_MASTER
Produc Details
Supplier Details
Customer Details
PURCHASE
INVOICE
ORDER
Purchase OrderDetails
SalesDetails
Product OrderDetails
SUPPLIER
SALESDEPARTMENT
PURCHASEDEPARTMENT
1.2
Invoice
Purchase Order
Our Requisition
Order Details
SalesDetails
PurchaseDetails
Oreder Details
Sales Details
Purchase Order Details
Product Wise Report
Purchase Order Report
Invoice Report
Stock Report
MANEGEMENT
CUSTOMER_MASTER
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3.4 System Development
CUSTOMER GIVES ORDER 1MM CONTAINS M PRODUCT
CONTAINS
M
1
1
CANRECEIVE
SUPPLIER
M
GENERATE
INVOICE
M
M
MM
CONTAINS
M
FOR
M
PURCHASEORDER
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3.4.1 Description Modules
The product functions will include the following areas. The application is capable
enough to store different products and also perform some editng on them that is added.It will
be having user friendly GUIs that will guide the user to easily achive the same.
AdminForm
User Form
Adding users
Adding products
Updating users
Updating products
Searching users and products
Report generations
The user of this product is supposed to be fairly educated about the usage of the
computers. He should understand how to store products and he should have knowledge about
various products so that they could be saved. A person who has no knowledge of computers
will find it difficult to understand the system. But with a little knowledge it will be very easy
to handle the project.
This project is aimed at providing an economically feasible security and
communication system that will provide very good features that can fulfill the security needs
of a small organization. The project will be supposed to implement the storage of products so
that a large collection could be maintained with minimum storage space. This project will
also be able to provide reports of products sold to the customer and brought to the store.
All necessary hardware and software are available for implementing and use
of the tool.
The proposed system would be designed, developed and implemented based
on the software requirements specifications document.
End users should have basic knowledge of computer and we also assure
that the users will be given software training documentation and reference
material.
3.4.2 Code Design
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Read = orderCommand1.ExecuteReader()With ReadWhile .ReadTextBox6.Text = .GetValue(0)TextBox7.Text = .GetValue(1)TextBox8.Text = .GetValue(2)
TextBox9.Text = .GetValue(3)TextBox10.Text = .GetValue(4)TextBox11.Text = .GetValue(5)End WhileEnd WithorderConnection1.Close()End IfElseMsgBox("Please provide an Customer Code to search",MsgBoxStyle.Exclamation, "Sales Management System")TextBox3.Focus()End IfEnd Sub
Private Sub Button1_Click(ByVal senderAs System.Object, ByVal eAsSystem.EventArgs) Handles Button1.Clickcurr = New Orderdetailcurr.Show()Button1.Visible = FalseButton11.Visible = Trueorder_status = "REVD"End SubPrivate Sub Button11_Click(ByVal senderAs System.Object, ByVal eAsSystem.EventArgs) Handles Button11.ClickTextBox21.Text = temporder_valueTextBox5.Text = tempplant_codeorder_status = "CLRD"
End SubPrivate Sub Button10_Click(ByVal senderAs System.Object, ByVal eAsSystem.EventArgs)TextBox22.Text = order_statusEnd SubPrivate Sub Button8_Click(ByVal senderAs System.Object, ByVal eAsSystem.EventArgs) Handles Button8.ClickDim enqAs StringDim ReadAs OleDb.OleDbDataReaderIfTextBox15.Text "" Thenenq = TextBox15.TextenquiryCommand.Parameters.Add("order_no",Data.OleDb.OleDbType.Integer)
enquiryCommand.Parameters("order_no").Value = enqenquiryConnection.Open()Read = enquiryCommand.ExecuteReader()With ReadWhile .ReadTextBox20.Text = .GetValue(1)TextBox16.Text = .GetValue(2)TextBox17.Text = .GetValue(3)TextBox18.Text = .GetValue(4)TextBox19.Text = .GetValue(5)TextBox44.Text = .GetValue(7)TextBox45.Text = .GetValue(6)End While
End WithenquiryConnection.Close()
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using the test data. While testing the system by using the test data errors are again uncovered
and corrected by using above testing steps and corrections are also noted from the future use.
4.2 IMPLEMENTATION
Implementation includes all those activities that take place to connect from the new
one. A crucial phase in the system life cycle is the successful implementation of the new
system design. Implementation includes all these activities that take place to convert from the
old system to the new one. The new system may be completely new, replacing an existing
system. In either case, proper implementation becomes necessary so that a reliable system
based on the requirements of organization can be provided. Successful implementation may
not guarantee improvements in the organization using the new system, but improper
installation will prevent it. It has been observed that even the nest system cannot show good
result if the analysis managing the implementation do not attend to every important detail.
This is an area where the system analyst needs to work with utmost care. Three aspects of
implementation are:
4.2.1 Training the Personnel
Wherever software is installed, the users should be trained well to use it efficiently.
Thus training of the personnel is considered as one of the major issues in system
implementation. The end user who would be using the system had been trained to handle the
system. Explicit instructions user given about the process that can be performed with the help
of the system. The system is well validated against the chances of wrong entries.
4.2.2 Conversion Procedure
Conversion is the procedure of changing from old system to the new one. It must be
properly planned and executed. Four methods are common in use. They are parallel system,
direct conversion pilot systems and system phase - in each method should be considered in
the light of the opportunities that it offers and problems that it may create. However it may be
possible that sometimes, we may be forced to apply one method over others, even othermethods that may be beneficial. In general systems conversion should be accomplished in
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shortest possible time; long conversion periods create problems for all persons involved both
analysis and users.
4.2.3 Post Implementation Review
After the system is implemented and conversion is complete a review should be conducted to
determine whether the system is meeting expectation and where improvements are needed. A
post implementation review measures the system's performance against predefined
requirements. It determines how well the system continues to meet performance
specifications. It also provides information whether major re-design or modification is
required. A post implementation review is an evaluation of a system in terms of the extent to
which the system accomplishes stated objectives and actual project costs exceed initial
estimates. It is usually a review of major problems that need one. Here all the three aspects of
implementations are discussed. While converting an old system to new one it should give all
the facilities provided in old system to new one in a better way.
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