Purchase Order System

SYNOPSIS

ANNAMALAI UNIVERSITY COMPUTER TRAINING CENTRE, NEW DELHI

A PROJECT REPORT ON

PURCHASE ORDER SYSTEM

SUBMITTED IN PARTIAL FULFILLMENT OF THE REQUIREMENTS FOR THE AWARD OF THE DEGREE OF POST GRADUATE DIPLOMA IN COMPUTER APPLICATION (PGDCA)

By

GUIDE

Name of the Students: Rajesh Sharma

Enrolment No.

: 1360700704

Course

: Post Graduate Diploma in Computer -

Application (PGDCA) Registration No.

: Project Title

: Purchase Order System

Year

: May 2008

External Examiner

Internal Examiner

Mr. Shashikant Dubey

Adminstrator

Annamalai University Computer Training Centre (AICTU) , New Delhi

ACKNOWLEDGEMENT

It is with real pleasure that, I record my indebtedness to my project Guide, Sh. Mayapati, Sr. Faculty, Annamalai University Computer Training Centre, New Delhi for his counsel and guidance during the preparation of this dissertation.

I am grateful to the Director, the Controller of Examination, Annamalai University, Annamalainagar, Sh. Shashikant Dubey, Administrator, Sh. Dharmpal Sr. Faculty, Annamalai University Computer Training Centre, New Delhi for their kind approval and assistance to my topic of project.

I wish to record my sincere thanks to my respected Parents my father Sh. Prem Lal Sharma (Retd. Sr. Scientist CFRI, CSIR), mother Mrs. Sushma Sharma, wife Mrs Shraddha Sharma, children Utkarsh and Ankita Sharma for their suggestions and motivation.

My thanks are due to Sh. Dharmendra Sharma, Consultant Ramco Systems and staff of Ramco System, New Delhi for allowing me to collect, analyze the concerned data and conduct the personal interviews. I would like to express my sincere thanks to MS. Hemlata and Sh. Alok Gupta PGT (Computer) Kendriya Vidyalaya along with the innumerable people who have helped me in implementing this project.

Signature of the studentPlace: New Delhi

Rajesh Sharma

Date:

Enrolment Number - 1360700704

DECLARATION

I hereby declare that the project entitled Purchase Order System submitted for the award of the Degree of Post Graduate Diploma in Computer application (PGDCA) is my original work and the project has not formed the basis for the award of any degree, diploma, associate-ship, fellowship or similar other titles. It has not been submitted to any other University or Institution for the award of any degree or diploma.

Signature of the student

Place: New Delhi

Rajesh Sharma

Date: / /

Enrolment Number - 1360700704

Certified that the project Purchase Order System is a record of project work done by Mr. Rajesh Sharma during the period of his study under my guidance, and that the project has not previously formed the basis for the award of any degree, diploma, associate-ship, fellowship or similar other titles and that it is an independent work done by him. This project is really very useful to automate purchase, customer, sales, employee management and related activities of company very effectively and with ease. It is also cost effective.Place: New Delhi

Signature of the Guide

Date: / /

Table of Contents

ChapterContentsDescriptionPage No.

1. Preliminaries

Title Page Bona-fide Certificate

Acknowledgement

Declaration

Certificate

Table of contents1-6

2. Introduction and selection of problems Criteria/reason to opt problem7-8

3. Language used Languages front end and back end used9

4. Objectives Objectives of Project10

5. Scope and relevance of the study Scope regarding different parameters11-12

6. Software and Hardware requirement specifications Hardware & Software selected to implement this project13-17

7. System Study of

Purchase Order System Existing System

Limitations of existing system

Proposed system

System study on different parameters

Feasibility study

Result18-25

8. System analysis Software Engineering Paradigm applied26-28

9. System Design and Coding Data Flow Diagrams

Project Coding

Input/Output Form Design Screen Design29-67

10. System Testing System testing & debugging68-69

11. Research Methodology Various research methods applied70-71

12. Conclusion Result/Findings of the project 72

13. Future Scope Future Scope of proposed project73

14. Bibliographical References Bibliographical references-Books

Web references74-75

Chapter 2Introduction and Selection of ProblemsThe current project is named as Purchase Order System. This project takes care of automation of all purchase related activities of companies dealing the same. Gone are the days when people were used to indulge in complicated manual processing in maintaining records and keep channeled information. In this era of automation and competition each business demands high standards of services, a speedier and efficient output which involves quick processing of information and facts to meet huge global challenges. High level of technology has become the essential requisite for the emerging business and its continuous growth.

Globalization of the world economy has stimulated the growth of IT sector and strengthened its need in each sector of industry. Information technology has become basic platform for all the various information departments to enable them to work properly and more efficiently.

Keeping this aspect in mind, an organization needs solid information system and support of all aspects of business with power and flexibility, systems that keep company adaptable in every aspect from business practices and to organizational structures, project management, service distribution, and manufacturing.On the basis of above facts in mind I decided to opt problem Purchase order System and to computerize the same. This is one of the areas where most of the companies deals with and require its automation. Automation makes it easy to save lots of time and more importantly it is economical.Purchase Order System enables companies to automate its every operation regarding products of company and enables to generate reports. Transactions enable to automate its sales and purchase.Chapter 3

Languages used Front end: Visual Basic

Back end: Ms-Access

This project uses Visual Basics as a Front-end language. MS-Access is used as a Back-end. Ms-Access is opted primarily because it is simplest and the latest relational database that helps searching and maintenance techniques record. It is capable to store, retrieve and updating of huge data.Visual Basic is an ideal, event-driven programming. It is the easiest and fastest way to create applications for Microsoft Windows.

Events can be triggered by the users action, by message from the system or other application, or even from the application itself.

Chapter 4

ObjectivesThe objective of the Purchase Order System is to maintain the entire management of purchase of the company. The system objective is to study the whole system of purchase management and analysis of the problem and current requirement that will be accurately taken care by the proposed purchase system. Objectives also include care of employee, customer, product, vendor, reports generations related to purchase activities of the company.The Purchase Order System takes care of management of purchase of company as the heads given below:

Firm Administration

Employee Management

Customer Management

Product Purchase Management

Product sales Management

Vendor Management

Product Management

Report Generation

Chapter 5

Scope and Relevance of ProjectAutomation of this project Purchase Order System will certainly assist company to automate all its purchase activities with ease and more economically. I built this project using Visual Basic (front-end) and Ms-Access (back-end) that maintains records on purchase details on daily basis. This project will would help to keep an eye on the data of each customer, products, vendor, sales and purchase made and their status. This project enables firm administration on the entire activities of purchase deals of the company.Editing can easily be performed. Items in various formats can also easily be displayed and printed. The goal of the application is to create a low cost program.In addition to these features the proposed project is having the following functionalities:

Customer related maintenance

Customer data maintenance Items information system Updating the items details

Insertion of new item in stock

List out current status

No need of physical calculationsChapter 6

Software and Hardware requirement specifications Hardware and Operating System used: Proposed system supports Windows NT, Windows XP for its better performance and networking.

Processor: Pentium III and above, 450 MHz.

Memory: 96 MB RAM, 8 GB Hard Disc

1.44 FDD

Software

Purchase Order System makes use of Visual Basic 6.0 as front-end and MS-Access as back-end.

Visual Basic 6.0 is an ideal, event-driven programming. It is the easiest and fastest way to create applications for Microsoft Windows. Visual Basic provides a complete set of tools to simplify rapid application development.The Visual part in Visual Basic refers to the method used to create the Graphical User Interface (GUI). Rather than writing numerous lines of code to describe the appearance and location of interface elements, one can add pre-built objects into place on screen.

The Basic part refers to the BASIC (Basic All-Purpose Symbolic Instruction Code) language, a language used by more programmers than any other language in the history of computing. Visual Basic has evolved from the original BASIC language and now contains several hundred statements, functions, and keywords, many of which relate directly to the Windows GUI.

Visual Basic- Main Features

Visual basic has always been a choice of programmers for developing windows based GUI System at the hands of the novice user. Some of the features of the Visual Basic are: Native Code (Professional and Enterprise Edition)

Create your own ActiveX Controls (Professional and Enterprise Edition)

Wizards (All Editions)

Application Wizard, Set up Wizard, ActiveX Control Wizard, ActiveX Document Migration Wizard, Data Form Wizard, Property Page Wizard. The Set up Wizard has been enhanced to support distribution via the Internet; the installation of remote server components using Distributed COM (DCOM) and Remote Automation. The Professional Edition also comes with the Wizard Toolbar and the Wizard Manager.

Extensibility Model (Professional and Enterprise Edition)

Declare, Raise, and Handle Your Own Events

Code Editor Enhancements (All Editions)

New Client/Server Active Data Object (ADO) Features

New Remote Data Object (RDO) Features

A number of new data access features have been added to Visual basic for version 6.0. These include extensions to ADO, DAO and RDO object models. In addition, a paradigm that is entirely new to data access has been added- event driven programming.

Events can be triggered by the users action, by message from the system or other application, or even from the application itself.

The working environment in VB is often referred to as the integrated development environment or IDE because it integrates many different functions such as design, editing, compiling and debugging within a common environment.The ReDim statement recognizes the preserve keyword, which forces it to resize the array without discarding the existing data.

It has decision making statement such as

If..then

If..then.else

Select..case

Looping Statements such as

Do while.loop

Do loop.while

ForNext loop

Whilewend

Program can be broken in to smaller logical components called procedures. Procedures are divided in to logical units.Dialog boxes are available to display information to the users.MS-Access is opted as a Back-end. Ms-Access is opted primarily because it is simplest and the latest relational database that helps searching and maintenance techniques record. It is capable to store, retrieve and updating of huge data.

MS-Access: MS Access is a part of Microsoft Office suite. It uses Microsoft Jet database engine. VB a designed application seamlessly connects to Access databases and allows the client to fully exploit the benefits of relational databases running into a few MBs.A DBMS is an application that enables one to maintain data in a database. One of the most popular database management systems is Microsoft Access. Access can store and manipulate large amount of information.An access database consists of tables, queries, forms, reports, pages, macros and modules. The database components are also called database objects. These components are used to store, query and view data. Access is a multi-user DBMS, which means that many users can access data simultaneously from the same database. More than 250 users can simultaneously access data from an Access database.

Importing and exporting external files: In Access one can import data from or export data to other database software.

Built-in functions: Access includes small programs known as functions that perform simple calculations or data formatting.

Built in Security: Security features to handle multiple users are also built.

Chapter 7

System StudyThe system study is the process, which reflects the purpose of development of new system to replace the existing ones.Generally the system study should be done by some expertise person who has the both technical and project development experience.The system study relates the existing system problems with proposed system shape. It make easy to reason to develop new system. System study sketch out the shape of proposed system. So proposed system is as good as the system study done at the beginning of project development.

On the basis of system study I can find out the following:

Feasibility of proposed system.

List of problems in existing system

List of requirement through proposed system

User ability to handle the proposed system.

What kind of platform of project

The structure of help that will be provided to end user

Kind of training needed to user

Total expense in project development

Existing system

The existing system has a lot of manual headache on the company officials and whole employee involved in operations. So it is needed to convert the manual system in to automate one. The proposed system is an effort to make the existing system automate.

Limitations of the existing system

To maintain the Purchase Order System manually may lead to several kinds of problems such as:

The system objective is to study the whole system of Purchase Order as in case of present one and analysis of the problem and current requirement that will be accurately taken care by the proposed system.The objective of the system includes taking care of the entire management of the Purchase Order System ranging from customer to products and entire sale purchase management.

Slow process

Time taking

Difficult to retrieve information

Difficult to analyze the related data

More staff

More paper work

Proposed system

The automation of Purchase Order System will help a company to provide timely access and implementation of master tables comprising product, customer, employee, vendor details, improve data collection, effective transactions in terms of sales and purchase management and effective reports generation regarding purchase and sales report and supports data driven decision-making. I build this Purchase Order System in a RDBMS that maintains records on Customer and Product on regular basis. The project would help to keep an eye on the data of each customer and supplier status. The application is also capable of raising invoices, maintaining sales of items and provides statistical information on a range of items, which can be displayed as a number of reports. With the help of this project the administrative function has full control over all data in the system. All Customer data can be entered in the system at the time of transaction. The customer either retrieved from old data or in case of new Customer then should be fresh entry of Customer details. Data in the system can be edited from various menu options present in the system. Item, in various formats, can be displayed and printed from the menu. The company can add and edit the record and generate many different reports. The goal of the application is to create a low cast program that will not break a company budget.

This help in saving time and improving the overall efficiency of the company and profit.

Including with all above features the proposed system is having the following functionality:

System security

Customer record maintenance

Customer data maintenance

Item information system

Up-dating of the items rate.

Insertion of new items in stock

List out the purchase and sales made

No need of physical calculations.

Employee Record maintenanceEmployee records can be maintained through supplying their ID, Employee name, Address, Designation, Salary Employee date of Join and phone number.

Customer Record maintenance

Customer records are maintained through customer ID, Customer Name, Customer address, Customer e-mail and phone number.

Product Purchase detailsProduct purchase details are maintained through Product ID, Vendor ID, Vendor Name, Vendor address, Vendor phone, Purchase Order number, Date of Purchase, Purchase Price, and Purchase Quantity.Product Sales

Proposed system effectively maintains the product sales with the help of Bill Number, Product ID, Customer ID, Bill Date, Price, and Quantity.

Firm administrationOverall firm administration of Purchase order system is maintained through the following fields:

Master Tables (Product, Customer, Employee, Vendor details)

Transactions (Sales , Purchase)

Report (Purchase and sales report)

Feasibility study of systemThe feasibility is a very important item that defines that whether a project successfully implemented or not. A project has zero feasibility will not be accepted at all. To analyze that either a system is feasible or not we check it through all the prospects of feasibility for example, either it is economically feasible or not, it is technically feasible or not, it is socially feasible or not etc.The proposed system takes care of following types of feasibility:

Economic feasibility of this project

This project is totally feasible economically because if we see from the point of people involvement in taking care of company purchase and its maintenance, this reduces a lot of employee. Previous system required more employees to maintain the same.

Technical feasibility of this project

The proposed system will be very beneficial in terms of technical because there is no chance for error since it avoids any external calculation of purchase and sales as these all are provided by the system itself. Technically, we can say that the project is excellent due to various analyzed methods used to design the software. On the point of database design the keys are defined on the tables in a manner that the fields can be retrieved very quickly. The indexing method has also been implemented in very practical way. Hence overall we can say that the project is technically feasible. Legal feasibility of this project:The designed system is completely feasible with respect to legal code and conducts. It is sharply analyzed and found that it is sound to qualify for legal feasibility.

Time feasibility of this project

Since the project has been prepared within the time limit so it is completely feasible with respect to time.

Management and operation feasibility of this project

Among the proposed many system it is accepted by the management. To implement this project no change in the current organizational structure is required. Specific training to the concerned staff is also not required due to its very user friendly environment. Because of the proposed system is user friendly and less complex the system becomes highly feasible in operation. Result: On the basis of above description it seems there is no feasibility which is fired negatively so that we can say that the system is perfect and successful to maintain and implement.

Cost Estimation of this ProjectThe cost of the project is divided in to the following heads:

For manpower

Lines of code

Number of forms

Number of reports

The source code copyright

The changes on user acceptance

For training

For implementation

For extra forms/reports

For all point of views the total cost of the project will be low in comparisons of other projects.Chapter 8

System analysisSystem analysis includes what are the basic requirements in making this the project and what type of problems may be faced during the project. For the requirements we include the hardware requirement and software requirement and for the concerns of problems we have used the risk analysis.

Software requirement specifications to analyze the requirements of proposed system are one of the major sub-stages in any Systems Development Life Cycle (SDLC). Unless we know the requirements of a systems users we can not think of even starting the project. To understand the requirements of any system, only its users can specify better. They know what the requirements of their system are, and what the deficiencies are in the present system. To analyse the problem and defining the problem are the steps of initial investigations. In initial investigations facts are found and users requirements are analyses.For designing the forms of the Purchase Order System, I deeply analysed the various requirement in terms of customer, employee, products, customer sales and purchase.

Software Engineering Paradigm applied

Software Engineering Paradigm is introduced for having a good track of project development. A project is not a very simple task but it is included with too many simple and complex sub-tasks. For better tracking we should made a task hierarchy on the basis of task priority.

Each task is interrelated with another sub tasks and output of one task works as the input for another task.

This kind of task distribution is known as modularization of project. Each project should be divided in modules and sub-modules.

This is done after system analysis and study after knowing this all input and output.

After achieving all the sub modules we set the priority of each module.

Then set the input and output of the sub modules.

For tracking all the sub modules we should follow a predefined strategy or technique.

There are several types of software development strategy known as Software Development Life Cycle, like

Iterative

Waterfall

Recursive

Including with SDLC the Software Engineering having a lot of other things like project maintenance.

This project will follow the iterative strategy of project development. This includes the final developed product is updated till user satisfaction.

Chapter 9System Design and CodingThe term design is used in two ways, used as verb; it represents the process of design. Used as a noun it represents the result of design process, which is the design for the system. The goal of design process is to produce model or representation of a system which can be used later to build that system. The produced model is called Design of the system.

According to Webster, the process of design involves conceiving and planning out in mind and making a drawing pattern or scratch of.

In software design there are three distinct types of activities:

External Design

Architectural Design

Detail Design.

Architectural design and detailed design are collectively referred as internal design.

File/Database DesignData Directory: A data directory is a catalog-a repository- of the elements in a system. These elements cater on the data and the way they are structured to meet user requirements and organization needs. A data directory consists of a list of all the elements composing the data flowing through a system. The major elements are data flows. Data stores, and processes. The data dictionary stores details and descriptions of these elements.

The web site manages a huge number of records i.e. maintains a database for the information regarding complaints registered by consumer, records of suggestions made by consumer, records of electricity board, water board and the links, various states names and the city names.

System Design

(Data Flow Diagrams DFDs)

Data flow diagrams show the logical flow of the system and define the boundaries of the system. It describes the input (source), output (destination), databases (data stores), and procedures (data flows) all in a format that meets user requirements. The logical design also specifies output, input, and file and meets user requirements. The contrast, procedure specifications show how the data are entered, how files are accessed, and how reports are produced.

Data flow diagram is an analysis tool to represent the flow the data in a system. It uses geometrical symbol to indicate where data originates, in which direction it flows, when and where it is processed, where it is stored temporarily and where it is finally designated.

DFD is created by the system analyst and used by the programmers to write programs. DFD can be created up to three levels. The processes of first level are decomposed to generate 2nd level DFD, similarly process of 2nd level are exploded to prepare 3rd level DFD. Programs are then written for each process of the lowest level DFD. Following symbols are used to draw data flow diagram: -

1.

: -

A rectangle represents the source or destination (sink) of data. A suitable name is specified the source or destination. They are external entities and being are not the part of the system.

2.

: - Each process is represented using a circle. A

process using process logic. A process takes

input form a source or a data source, the data is

modified inside the process and the processed data is sent to a sink or a data store.

3.

: - An open-ended rectangle indicates

a data store or file. It is Temporarily

storage of data, which can be retrieved back when, required. A table or data file is created for each file.

4.

: -A curved arc with an arrow indicates the path and

direction of data flow. Data can flow in other direction,

however it shouldnt overlap.

In my project following DFD were prepare for different analysis phase.

Context Diagram: -

1. Zero Level DFD

2. First Level DFD

3. Second Level DFD

4. Third Level DFD

(A)

(B)

Project Coding

Input/Output Form DesignScreen Design

Option Explicit

Public LoginSucceeded As Boolean

Private Sub cmdCancel_Click()

End

End Sub

Private Sub cmdOK_Click()

check for correct password

If txtUserName.Text = ra And txtPassword.Text = ak Then

place code to here to pass the

success to the calling sub

setting a global var is the easiest

LoginSucceeded = True

Me.Hide

MDIForm1.Show

Else

MsgBox Invalid username or invalid password, try again!, , Login txtPassword.SetFocus

End If

End Sub

Option Explicit

Private Sub Form_KeyPress(KeyAscii As Integer)

Unload Me

End Sub

Private Sub Frame1_Click()

Unload Me

frmLogin.Show

End Sub

Private Sub about_Click()

frmAbout.Show

End Sub

Private Sub Customer_Click()

CustomerDetails.Show

End Sub

Private Sub Employee_Click()

EmployeeDetails.Show

End Sub

Private Sub Exit_Click()

End

End Sub

Private Sub MDIForm_Load()

End Sub

Private Sub mnupr_Click()

Load DataReport2

DataReport2.Visible = True

End Sub

Private Sub mnusr_Click()

Load DataReport1


End Sub

Private Sub product_Click()

ProductDetails.Show

End Sub

Private Sub Purchase_Click()

ProductPurchase.Show

End Sub

Private Sub Sales_Click()

ProductSales.Show

End Sub

Private Sub vendor_Click()

VendorDetails.Show

End Sub

Dim status As String

Dim db As ADODB.Connection

Dim rs As ADODB.Recordset

Function chk_data() As Boolean

If txtCustomerid.Text = Then

MsgBox Customer Id is Required, vbOKOnly, Blank Customer ID txtCustomerid.SetFocus

chk_data = False

ElseIf txtCustomername.Text = Then

MsgBox Customer Name is Required, vbOKOnly, Blank Customer Name txtCustomername.SetFocus

chk_data = False

ElseIf txtCustomeraddress.Text = Then

MsgBox Customer Address is Required, vbOKOnly, Blank Customer Address txtCustomeraddress.SetFocus

chk_data = False

ElseIf txtCustomeremail.Text = Then

MsgBox Enter (None) for [no] E-Mail Address is Required, vbOKOnly, Blank E-Mail Address txtCustomeremail.SetFocus

chk_data = False

ElseIf txtCustomerphone.Text = Then

MsgBox Enter (None) for [no] Phone No. is Required, vbOKOnly, Blank Customer Phone No. txtCustomerphone.SetFocus

chk_data = False

Else

chk_data = True

End If

End Function

Function Put_Data()

rs!customer_id = txtCustomerid.Text

rs!CustomerName = txtCustomername.Text

rs!CustomerAddress = txtCustomeraddress.Text

rs!Customeremail = txtCustomeremail.Text

rs!Customerphone = txtCustomerphone.Text

End Function

Function Get_Data()

txtCustomerid.Text = rs!customer_id

txtCustomername.Text = rs!CustomerName

txtCustomeraddress.Text = rs!CustomerAddress

txtCustomeremail.Text = rs!Customeremail

txtCustomerphone.Text = rs!Customerphone

End Function

Function MyBlank()

txtCustomerid.Text = C000 & Val(Right$(rs!customer_id, 4)) + 1

txtCustomername.Text = txtCustomeraddress.Text = txtCustomeremail.Text = txtCustomerphone.Text = End Function

Private Sub Command1_Click()

rs.MoveFirst

Call Get_Data

End Sub


rs.MovePrevious

If rs.BOF = True Then rs.MoveFirst

Call Get_Data

End Sub


rs.MoveNext

If rs.EOF = True Then rs.MoveLast

Call Get_Data

End Sub


rs.MoveLast

Call Get_Data

End Sub


rs.MoveLast

Call MyBlank

txtCustomername.SetFocus

status = NewEnd Sub


If status = New Then

rs.AddNew

End If

If chk_data = True Then

Call Put_Data

rs.Update

End If

End Sub


rs.Delete

rs.MoveNext

If rs.EOF Then rs.MoveLast

Call Get_Data

End Sub


Unload Me

End Sub

Private Sub Form_Load()

Set db = New ADODB.Connection

Set rs = New ADODB.Recordset

db.Open Provider=Microsoft.Jet.OLEDB.4.0;Data Source=C:\company.mdb;Persist Security Info=False rs.CursorType = adOpenStatic

rs.CursorLocation = adUseClient

rs.CursorType = adOpenKeyset

rs.LockType = adLockOptimistic

rs.LockType = adLockPessimistic

rs.Open Customer, db, , , adCmdTable

Call Get_Data

End Sub





If txtempid.Text = Then

MsgBox Employee Id is Required, vbOKOnly, Blank Employee ID txtempid.SetFocus

chk_data = False

ElseIf txtempname.Text = Then

MsgBox Employee Name is Required, vbOKOnly, Blank Employee Name txtempname.SetFocus

chk_data = False

ElseIf txtempaddress.Text = Then

MsgBox Employee Address is Required, vbOKOnly, Blank Employee Address txtempaddress.SetFocus

chk_data = False

ElseIf txtempdesi = Then

MsgBox Employee Designation is Required, vbOKOnly, Blank Employee Designation txtempdesi.SetFocus

chk_data = False

ElseIf txtempsalary.Text = Then

MsgBox Employee Salary is Required, vbOKOnly, Blank Employee Salary txtemp.SetFocus

chk_data = False

ElseIf txtempdoj.Text = Then

MsgBox Employee Date of Join is Required, vbOKOnly, Employee Date of Join txtempdoj.SetFocus

chk_data = False

ElseIf txtempphone.Text = Then

MsgBox Enter (None) for Employee Phone , vbOKOnly, Blank Employee Phone txtempphone.SetFocus

chk_data = False

Else

chk_data = True

End If

End Function

Function Put_Data()

rs!emp_id = txtempid.Text

rs!Name = txtempname.Text

rs!Address = txtempaddress.Text

rs!designation = txtempdesi.Text

rs!salary = txtempsalary.Text

rs!in_date = txtempdoj.Text

rs!phone = txtempphone.Text

End Function

Function Get_Data()

txtempid.Text = rs!emp_id

txtempname.Text = rs!Name

txtempaddress.Text = rs!Address

txtempdesi = rs!designation

txtempsalary.Text = rs!salary

txtempdoj.Text = rs!in_date

txtempphone.Text = rs!phone

End Function

Function MyBlank()

txtempid.Text = E000 & rs.RecordCount + 1

txtempname.Text = txtempaddress.Text = txtempdesi = txtempsalary.Text = txtempdoj.Text = txtempphone.Text = End Function


rs.MoveFirst

Call Get_Data

End Sub


rs.MovePrevious


Call Get_Data

End Sub


rs.MoveNext


Call Get_Data

End Sub


rs.MoveLast

Call Get_Data

End Sub


rs.MoveLast

Call MyBlank

txtempname.SetFocus

status = NewEnd Sub



rs.AddNew

End If


Call Put_Data

rs.Update

End If

End Sub


rs.Delete

rs.MoveNext


Call Get_Data

End Sub


Unload Me

End Sub









rs.Open employee, db, , , adCmdTable

Call Get_Data

End Sub





If txtproductid.Text = Then

MsgBox Product Id is Required, vbOKOnly, Blank Product ID txtproductid.SetFocus

chk_data = False

ElseIf txtproductvendorid.Text = Then

MsgBox Vendor ID is Required, vbOKOnly, Blank Vendor ID txtproductvendorid.SetFocus

chk_data = False

ElseIf txtproductname.Text = Then

MsgBox Product Name is Required, vbOKOnly, Blank Product Name txtproductname.SetFocus

chk_data = False

ElseIf txtproductprice.Text = Then

MsgBox Product Price is Required, vbOKOnly, Blank Product Price txtproductprice.SetFocus

chk_data = False

ElseIf txtproductsize.Text = Then

MsgBox Product Size is Required, vbOKOnly, Blank Product Size txtproductsize.SetFocus

chk_data = False

ElseIf txtproductweight.Text = Then

MsgBox Product weight is Required, vbOKOnly, Blank Product weight txtproductweight.SetFocus

chk_data = False

ElseIf txtproductqty.Text = Then

MsgBox Product qty is Required, vbOKOnly, Blank Product qty txtproductqty.SetFocus

chk_data = False

Else

txtproductid.SetFocus

chk_data = True

End If

End Function

Function Put_Data()

rs!Prod_id = Trim(txtproductid.Text)

rs!pvendorid = Trim(txtproductvendorid.Text)

rs!Name = Trim(txtproductname.Text)

rs!price = txtproductprice.Text

rs(Size) = Trim(txtproductsize.Text)

rs!Weight = txtproductweight.Text

rs!qty = txtproductqty.Text

End Function

Function Get_Data()

txtproductid.Text = rs!Prod_id

txtproductvendorid.Text = rs!pvendorid

txtproductname.Text = rs!Name

txtproductprice.Text = rs!price

txtproductsize.Text = rs(Size)

txtproductweight.Text = rs!Weight

txtproductqty.Text = rs!qty

End Function

Function MyBlank()

txtproductid.Text = P000 & rs.RecordCount + 1

txtproductvendorid.Text = txtproductname.Text = txtproductprice.Text = txtproductsize.Text = txtproductweight.Text = txtproductqty.Text = End Function


rs.MoveFirst

Call Get_Data

End Sub


rs.MovePrevious


Call Get_Data

End Sub


rs.MoveNext


Call Get_Data

End Sub


rs.MoveLast

Call Get_Data

End Sub


rs.MoveLast

Call MyBlank

txtproductname.SetFocus

status = NewEnd Sub



rs.AddNew

End If


Call Put_Data

rs.Update

End If

End Sub


rs.Delete

rs.MoveNext


Call Get_Data

End Sub


Unload Me

End Sub









rs.Open product, db, , , adCmdTable

Call Get_Data

End Sub

Dim status As StringDim db As ADODB.Connection



If txtvendorid.Text = Then

MsgBox Vendor Id is Required, vbOKOnly, Blank Vendor ID txtvendorid.SetFocus

chk_data = False

ElseIf txtvendorname.Text = Then

MsgBox Company Name is Required, vbOKOnly, Blank Company Name txtvendorname.SetFocus

chk_data = False

ElseIf txtvendoraddress.Text = Then

MsgBox Company Address is Required, vbOKOnly, Blank Company Address txtvendoraddress.SetFocus

chk_data = False

ElseIf txtcontectperson = Then

MsgBox Contect Person Name is Required, vbOKOnly, Blank Contect Person Name txtcontectperson.SetFocus

chk_data = False

ElseIf txtvendoremail.Text = Then

MsgBox Enter (None) for [no] E-Mail Address is Required, vbOKOnly, Blank E-Mail Address txtvendoremail.SetFocus

chk_data = False

ElseIf txtcompanyage.Text = Then

MsgBox Company Age is Required, vbOKOnly, Blank Company Age txtcompanyage.SetFocus

chk_data = False

ElseIf txtvendorphone.Text = Then

MsgBox Enter (None) for [no] Phone No. is Required, vbOKOnly, Blank Vendor Phone No. txtvendorphone.SetFocus

chk_data = False

Else

chk_data = True

End If

End Function

Function Put_Data()

rs!vendor_id = txtvendorid.Text

rs!CompanyName = txtvendorname.Text

rs!Address = txtvendoraddress.Text

rs!contectperson = txtcontectperson.Text

rs!email = txtvendoremail.Text

rs!age = txtcompanyage.Text

rs!phone = txtvendorphone.Text

End Function

Function Get_Data()

txtvendorid.Text = rs!vendor_id

txtvendorname.Text = rs!CompanyName

txtvendoraddress.Text = rs!Address

txtcontectperson = rs!contectperson

txtvendoremail.Text = rs!email

txtcompanyage.Text = rs!age

txtvendorphone.Text = rs!phone

End Function

Function MyBlank()

txtvendorid.Text = V000 & rs.RecordCount + 1

txtvendorname.Text = txtvendoraddress.Text = txtcontectperson = txtvendoremail.Text = txtcompanyage.Text = txtvendorphone.Text = End Function


rs.MoveFirst

Call Get_Data

End Sub


rs.MovePrevious


Call Get_Data

End Sub


rs.MoveNext


Call Get_Data

End Sub


rs.MoveLast

Call Get_Data

End Sub


rs.MoveLast

Call MyBlank

txtvendorname.SetFocus

status = NewEnd Sub



rs.AddNew

End If


Call Put_Data

rs.Update

End If

End Sub


rs.Delete

rs.MoveNext


Call Get_Data

End Sub


Unload Me

End Sub









rs.Open vendor, db, , , adCmdTable

Call Get_Data

End Sub

Dim ConnectionString As String





Unload Me

End Sub

Private Sub DataCombo1_Click(Area As Integer)

ConnectionString = Driver={Microsoft Access Driver (*.mdb)};Dbq=C:\company.mdb;Uid=;Pwd=Adodc2.RecordSource = select * from vendor where Dealsin= & DataCombo1.Text & ;Adodc2.ConnectionString = ConnectionString

Adodc2.Refresh

Adodc2.Caption = ProductsAdodc2.Visible = False

Set DataCombo2.RowSource = Adodc2

DataCombo2.DataField = Vendor_idDataCombo2.BoundColumn = Vendor_idDataCombo2.ListField = Vendor_idAdodc4.RecordSource = SELECT * FROM PRODUCT WHERE PROD_ID= & DataCombo1.Text & Adodc4.ConnectionString = ConnectionString

Adodc4.Refresh


End Sub

Private Sub DataCombo2_Click(Area As Integer)

Adodc3.RecordSource = select * from vendor where vendor_id= & DataCombo2.Text & Adodc3.ConnectionString = ConnectionString

Adodc3.Refresh


End Sub


ConnectionString = Driver={Microsoft Access Driver (*.mdb)};Dbq=C:\company.mdb;Uid=;Pwd=Adodc1.RecordSource = SELECT * FROM productAdodc1.ConnectionString = ConnectionString

Adodc1.Refresh


Adodc2.RecordSource = select * from vendor where Dealsin= & DataCombo1.Text & ;Adodc2.ConnectionString = ConnectionString

Adodc2.Refresh


Adodc3.RecordSource = select * from vendor where vendor_id= & DataCombo2.Text & Adodc3.ConnectionString = ConnectionString

Adodc3.Refresh


Adodc4.RecordSource = SELECT * FROM PRODUCT WHERE PROD_ID= & DataCombo1.Text & Adodc4.ConnectionString = ConnectionString

Adodc4.Refresh


Set DataCombo1.RowSource = Adodc1

DataCombo1.DataField = prod_IDDataCombo1.BoundColumn = prod_IDDataCombo1.ListField = prod_IDSet DataCombo2.RowSource = Adodc2

DataCombo2.DataField = Vendor_idDataCombo2.BoundColumn = Vendor_idDataCombo2.ListField = Vendor_idSet db = New ADODB.Connection


db.Open Provider=Microsoft.Jet.OLEDB.4.0;Data Source=C:\company.mdb;Persist Security Info=Falsers.CursorType = adOpenStatic





rs.Open productpurchase, db, , , adCmdTable

Call Get_Data

End Sub


If Text1.Text = Then

MsgBox PO Number is Required, vbOKOnly, Blank PO Number Text1.SetFocus

chk_data = False

ElseIf DataCombo1.Text = Then

MsgBox Product ID is Required, vbOKOnly, Blank Product ID DataCombo1.SetFocus

chk_data = False

ElseIf DataCombo2.Text = Then

MsgBox Vendor ID is Required, vbOKOnly, Blank Vendor ID DataCombo2.SetFocus

chk_data = False

ElseIf Text8.Text = Then

MsgBox Date of Product Price, vbOKOnly, Blank Product Price Text8.SetFocus

chk_data = False


MsgBox Date of Purchase is Required, vbOKOnly, Blank Date of Purchase Text7.SetFocus

chk_data = False


MsgBox Product Quantity is Required, vbOKOnly, Blank Product Quantity Text9.SetFocus

chk_data = False

Else

chk_data = True

End If

End Function

Function Get_Data()

Text1.Text = rs!ponumber

DataCombo1.Text = rs!product_id

DataCombo2.Text = rs!vendor_id

Text8.Text = rs!price

Text7.Text = rs!dateofpurchase

Text9.Text = rs!qty

End Function

Function Put_Data()

rs!ponumber = Text1.Text

rs!product_id = DataCombo1.Text

rs!vendor_id = DataCombo2.Text

rs!price = Text8.Text

rs!dateofpurchase = Text7.Text

rs!qty = Text9.Text

End Function

Function MyBlank()

Text1.Text = Text7.Text = Text8.Text = Text9.Text = End Function


rs.MoveFirst

Call Get_Data

End Sub


rs.MovePrevious


Call Get_Data

End Sub


rs.MoveNext


Call Get_Data

End Sub


rs.MoveLast

Call Get_Data

End Sub


rs.MoveLast

Call MyBlank

DataCombo1.SetFocus

status = NewEnd Sub


8 If status = New Then

rs.AddNew

End If


Call Put_Data

rs.Update

End If

Adodc4.RecordSource = SELECT PROD_ID, PRICE,QTY FROM PRODUCT WHERE PROD_ID= & TXT.Text & Adodc4.ConnectionString = ConnectionString

Adodc4.Refresh

Dim X As Integer

X = Adodc4.Recordset!qty

Adodc4.Recordset!qty = X Val(Text9.Text)

Adodc4.Recordset!price = Val(Text8.Text)

Adodc4.Recordset.Update

End Sub


rs.Delete

rs.MoveNext


Call Get_Data

End Sub

Dim ConnectionString As String





Load DataReport2


End Sub


Unload Me

End Sub


ConnectionString = Driver={Microsoft Access Driver (*.mdb)};Dbq=C:\company.mdb;Uid=;Pwd= Adodc1.RecordSource = SELECT Prod_ID FROM product Adodc1.ConnectionString = ConnectionString

Adodc1.Refresh

Adodc1.Caption = Products Adodc1.Visible = False

Adodc2.RecordSource = SELECT Customer_ID FROM Customer Adodc2.ConnectionString = ConnectionString

Adodc2.Refresh

Adodc2.Caption = Customers Adodc2.Visible = False

Adodc4.RecordSource = SELECT PROD_ID, PRICE,QTY FROM PRODUCT WHERE PROD_ID= & txtproductid.Text & Adodc4.ConnectionString = ConnectionString

Adodc4.Refresh

Set txtproductid.RowSource = Adodc1

txtproductid.DataField = prod_ID txtproductid.BoundColumn = prod_ID txtproductid.ListField = prod_ID Set txtcustomerid.RowSource = Adodc2

txtcustomerid.DataField = Customer_ID txtcustomerid.BoundColumn = Customer_ID txtcustomerid.ListField = Customer_ID Adodc1.Recordset.MoveFirst

Adodc2.Recordset.MoveFirst








rs.Open productSales, db, , , adCmdTable

Call Get_Data

End Sub


If txtBillNo.Text = Then

MsgBox Bill No is Required, vbOKOnly, Blank Bill No txtBillNo.SetFocus

chk_data = False

ElseIf txtproductid.Text = Then

MsgBox Product ID is Required, vbOKOnly, Blank Product ID txtproductid.SetFocus

chk_data = False

ElseIf txtcustomerid.Text = Then

MsgBox Customer ID is Required, vbOKOnly, Blank Customer ID txtcustomerid.SetFocus

chk_data = False

ElseIf txtPrice.Text = Then

MsgBox Product Price is Required, vbOKOnly, Blank Product Price txtPrice.SetFocus

chk_data = False

ElseIf txtBilldate.Text = Then

MsgBox Bill Date is Required, vbOKOnly, Blank Bill Date txtBilldate.SetFocus

chk_data = False

ElseIf txtQty.Text = Then

MsgBox Product Quantity is Required, vbOKOnly, Blank Product Quantity txtQty.SetFocus

chk_data = False

Else

chk_data = True

End If

End Function

Function Put_Data()

rs!billno = txtBillNo.Text

rs!product_id = txtproductid.Text

rs!customer_id = txtcustomerid.Text

rs!productprice = txtPrice.Text

rs!billdate = txtBilldate.Text

rs!productqty = txtQty.Text

End Function

Function Get_Data()

txtBillNo.Text = rs!billno

txtproductid.Text = rs!product_id

txtcustomerid.Text = rs!customer_id

txtPrice.Text = rs!productprice

txtBilldate.Text = rs!billdate

txtQty.Text = rs!productqty

End Function

Function MyBlank()

txtBillNo.Text = B000 & rs.RecordCount + 1

txtproductid.Text = txtcustomerid.Text = txtPrice.Text = txtBilldate.Text = txtQty.Text = End Function


rs.MoveFirst

Call Get_Data

End Sub


rs.MovePrevious


Call Get_Data

End Sub


rs.MoveNext


Call Get_Data

End Sub


rs.MoveLast

Call Get_Data

End Sub


rs.MoveLast

Call MyBlank

txtproductid.SetFocus

status = NewEnd Sub



rs.AddNew

End If


Call Put_Data

rs.Update

End If


Adodc4.Refresh

Dim X As Integer

X = Adodc4.Recordset!qty

Adodc4.Recordset!qty = X Val(txtQty.Text)

Adodc4.Recordset.Update

End Sub


rs.Delete

rs.MoveNext


Call Get_Data

End Sub

Private Sub txtproductid_Click(Area As Integer)


Adodc4.Refresh

End Sub

Chapter 10

System Testing

System testing refers the testing where errors remaining from all the previous phase must be detected. Hence testing performs a very critical role for quality assurance and for ensuring the reliability of software. During the testing, the program performs the following:

Unit Testing

Module Testing

Subsystem Testing

System Testing

Accepting Testing

Testing has to be broken in to smaller activities. Due to this, for a project, incremental testing is generally performed, in which the component and subsystem are tested separately before integrating them to form the system for system testing.DebuggingDebugging is the process of isolating and correcting the causes of known errors. Success of debugging required highly developed problem solving skills.

Commonly used debugging methods include:

Induction

Deduction

Back Tracking

Testing with Dummy data:

The designed system was tested with dummy data. It successfully performed various processes like adding new item details, customer, employee details, adding purchase and sales made.Chapter 11Research Methodology adopted

This project is based on a comprehensive survey carried out with specific intention to assess the present status of use of the purchase order system for quality purchase of companies dealing the same. Personal interviews conducted for the survey with the authorities, department-in-charge dealing with purchase.

The study has involved personal visits to various department of companies dealing with purchase and related activities.

All necessary information has been collected systematically by personally visiting the concerned departments.

Overall the following phases involved completing the study

Identifications of the purchase department

Designing of the personal interview

Personal Visits

Conduction of personal interviews with the authorities and the users

Compilation of data and their analysis

Finalization of report

The data collection is followed by the descriptive analysis on the collected data, which subsequently leads to the finalization of the project. The final report of this project was made on the basis of analyzed data and information collected by the observations and discussions at the time of visiting the concerned authorities.

The analyzed data and discussions part is placed in the subsequent chapters.

The study was conducted among different department dealing purchase, which reflected the conditions, and environment found in the majority of these activities.

Chapter 12ConclusionsBased upon above all descriptions it can easily be summarized that The Purchase Order System is very useful, handy, more economical for all the small and medium scale companies to handle and automate all their employees, customer, sales and purchase related operations with ease and quite effectively. It saves a lot of useful time of the users which subsequently leads to economy. The coding gets started only after having finalized the study of whole system. This involved interactions among officials dealing with the purchase related activities.

This project is easy to handle and use and implement very effectively all the purchase-sales related operations.

It takes all the automate care of employee management, customer management, firm login, firm administrative management, product sales, vendor management and most importantly very effective report generations of sales and purchase made.

My effective learning through very experienced staff of Annamalai University Computer Training Centre, New Delhi, enables me to complete this project in time and in very effective manner with ease.Chapter 13Future Scope

It is a fact that the specifications and requirements for system may change in the coming future. The client or the user may feel the need of the implementation of new plan, policy, strategies or new establishment and want to adopt these changes. The whole system is flexible enough in the sense that it can be modified easily without affecting original modules much. The system may go under up gradation in the near future because the client may change some of his requirements or can add new one.

The proposed system is completely modular and therefore it facilitates for extendibility i.e. new activities and facilities can be added easily.

The interface designed can be changed on the request, which is again not going affect, the logical functioning of site.

Different criteria for transactions can be added, some more incoming concepts can be implemented easily in near future.

The system is having totally interactive environment. Hence the huge number of user can use the system for their benefit in the coming future. Hence, the systems scope in future is just not limited as it can be extended in the sense of more information, more functions and more features in the coming future. Chapter 14Bibliographical References

1. Sheriff, Paul. Visual Basic 6.0 Prentice Hall of India, New Delhi, 1999.2. Schneider, David I. An introduction to programming using Visual Basic 6.0. Prentice Hall of India, New Delhi, 1999.3. Arora, Sumita. Introductory Information Technology. Dhanpat Rai & Co., Delhi. 2006.4. Microsoft Project Shiksha. Technology for Education. Microsoft Corporation (India) Pvt. Ltd., Gurgaon, 2003.5. Annamalai University Study Materials on Visual Basics and MS Office. PGDCA First Semester.6. Agrawal, Yogesh and Singh, K.K. Software Engineering.

7. Bruce Eckels. Database Systems8. Noel Jerke. The complete reference Visual Basic 6.0. Tata McGraw Hill Publishing Co. Ltd., New Delhi, 1999.

9. Vine, Michael. Visual Basic Programming for the Absolute Beginner.10. Kendridya Vidyalaya Sangathan. Computer Literacy Book. Redesigned for KVS by Microsoft India Pvt. Ltd., New Delhi, 2007.Web References

1. www.microsoft.com/India/Education Project Shiksha-Microsoft2. http://en.wikipedia.org/wiki/Visual_Basic Visual Basic Encyclopedia3. www.vbtutor.com/vbasic Visual Basic Tutor4. http://visualbasic.about.com About Visual Basic5. www.vbexplorer.com Visual Basic Explorer

6. www.onesmartclick.com/programming/visual-basic.htmal

Visual Basic Programming-learning

7. www.visualbasicexpert.com Visual Basic Expert8. http://www.todayskills.com/msaccesstutor/msaccess.htm This link provides a tutorial on Access.Level

Purchase Order System

Employee details

Customer details

Product details

Vendor details

PO Management

Vendor

Transactions/

Accounting Purchase

Product Information

Product Inflow

Vendor History System

Supply Report

Vendor

Product Management

Purchase Order Management

Product Supply

Customer System

Customer Information

Product

Product Rate

Master

Product

Supply

Purchase Details

Vendor Master

Customer Master

Product Master

Transactions/Annual Sales

Define Product

Rate

Product Master

Customer

Vendor

Purchase management details

Vendor Management

Vendor Item Rate

PAGE 5

Documents

Purchase Order System