Student Project 2

8/8/2019 Student Project 2

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Contents

Sr.No.

Chapter Name Page No.

1 Company Profile 2

Introduction 2

History 2

Owner 2

Services 2

Infrastructure 2

Employees at Divya ivya Studio 2

2 Project Profile 3

Working of Existing System 3

Error: Reference source not found 3

Scope & Objectives of Proposed

System

4

Advantages of Proposed System 4

Limitations of Proposed System 4

Suggestions 4

3 HardwareRequirements

5

4 ProgramFlowchart

6

5 Database Design tblItemMaster 7

tblPartyMaster 7

tblUsers 8

tblBillEntry 8

6 Entry Modules Items Master 10

Party Master 11

Sales Invoice 12

7 Reports Sales Invoice 14

Bills Register 15

Item wise Sales Summary 16

Items List 17


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Company Profile

Introduction

Divya Auto is a small shop engaged in sales of spare parts of heavy vehicles.It is one of the oldest shop in Gandhidham.

History

Mr. Suresh established Divya Auto 1990. Basically he started a small store tostore spare parts for his own fleet. Gradually converted to a full fledge which is shopopen for the public.

Owner

Mr. Suresh is the owner of Divya Auto. He is the person responsible forprocurement of goods, Marketing, Customer Relation, Billing and Collection.

Services

Divya Auto Stores and Supplies Spare Parts of

Truck / Lorry

Trailors

Cranes

Dumpers, etc.

Infrastructure

The shop have a enough space for storage of spare parts, Have 2 Computersand a Laser Printer. They also have a broadband connection for communication withcustomers and suppliers.

Location of Studio

Divya Auto

DBZ-452,Main Bazar,Gandhidham Kutch. Pin: 370 201

Employees at Divya Auto

Though the type of employees required are of Unskilled, companyemployees are of mostly Semi-Skilled or Skilled category.


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Project Profile

Working of Existing System

Existing system of billing to customers is of semi cumputerised with theuse of Word/Excel.

Limitations of Existing System

is prone to variety of mistakes that may lead to financial loss or loss of faithwith customer.

consumes more time to generate documents like invoices.

Is tedious job to find standard rates of items as well as its VAT and AdditionalVAT %


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Scope & Objectives of Proposed System

1. To computerize most of the processes like generation of Invoice2. To produce quick and accurate reports for further processing of accounts3. To reduce human hours required to generate an Invoice

4. To develop a user friendly software that automatically finds the rate of an itemand its VAT %

Advantages of Proposed System

1. The system is proposed to be entirely computerized, thus making less humanintervenes which causes errors.

2. The proposed system is designed to find make all necessary calculations forthe purpose of VAT in Invoice

3. Simple and fast searching mechanism will help to search the name of the itemjust by typing its starting few letters.

4. Faster accounting of the Invoices as they provide all necessary information forentry in any accounting software.

5. Any of the reports can be exported to word / excel which can be later attachedto a e-mail and sent straight away.

Limitations of Proposed System

1. To meet the hardware requirement of the proposed software, Some of thesystems have to be upgraded for better storage capacity and speed for whichbit of financial investments have to be made.

2. Few skilled workers have to be recruited and proper training have to given fordata entry and report generation thru the system.

Suggestions

1. Possible a separate cabin have to be built for the computer operation toprovide dust free environment for computer systems to enhance their life.

2. Proper UPSs have to be provided for all the computers to avoid possible

damage due to harsh power supply.


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Hardware Requirements

Minimum

Processor Type: Pentium III compatible processor or higher required

Processor Speed: Minimum: 1 GMHz

Memory: 512 MB

Recommended

Processor Type: Pentium IV

Processor Speed: 1 GHz or higher

Memory: 1 GB or More

USB Drive / DVD Writer / Tape Drive

Compatible Operating Systems

Any Windows Operating System Except Vista

Recommended Operating System

Windows XP Professional Edition SP2 (Keeping in mind the availability andeasy maintenance)


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PROGRAM FLOW CHART

Invoice

Generation

Items Master

Party Master

Invoice Print

Sales Register

Item wise SalesSummary

Items List

Company Master


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Database Design

Table: tblItemMaster

Field Data Type Constraints DescriptionCode Long Integer Primary Key Auto Generated

Number

Name Text (60) ItemDescription

Unit Text (4) Unit of measurement

Rate Double (18,2) Unit Price of theItem

VATPer Double (18, 2) Applicable VAT

PercentageAdVatPer Double (18,2) ApplicableAdditional VATPercentage

Table: tblPartyMaster

Field Data Type Constraints Description

Code Long Integer Promary Key Auto GeneratedNumber

Name Text (40) Not Null Name of

CustomerAddress1 Text (40) First line of

customeraddress

Address2 Text (40) Second line of customeraddress

Address3 Text (40) Third line of customeraddress

Address2 Text (40) Fourth line of customeraddress

PhoneNo Text (30) Phone No. of Customer

VATTIN Text (40) VAT No. of Customer

CSTTIN Text (40) CST No. of Customer


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Table: tblUsers


Code Long Integer Primary Key Auto GeneratedNo.

Name Text (40) Name of User

Password Text (10) User Password

Table: tblBillEntry


BillType numeric(10, 0) Primary Key Cash / Credit

Bill No. Number Primary Key Invoice No.

Date Date Invoice Date

Party Long Integer Customer Code

TaxRetail Text (10) Tax / RetailInvoice

ChallanNo Text (10) Delivery ChallanNo.

VehicleNo Text (15) Ref. Vehicle No. of Customer

Item Long Integer Item Code

Item Name Text (40) Item Name

Qty Double No. of Items Sold

Unit Text (4) Unit of measurement

Rate Double Price at whichItem is sold

Amount Double Value of Item(SystemCalculated Field)

Discount Double DiscountPercentage

VAT Double VAT Percentage

AdVAT Double Additional VATPercentage

NetRate Double System CalculatedField (Rate Discount) Used forCalculation of VAT

DiscountAmount Double System CalculatedField (Value ofDiscount Allowed)

VATAmount Double System CalculatedField : Amount of

Value Added TaxAdVATAmount Double System Calculated


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Field : Amount ofAdditional ValueAdded Tax

NetAmount Double System CalculatedField : Amount

Discount Amount+ VAT + AdVAT


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Items Master

Code : Every Item in items master should have an item code

Name : Name / Description of the Item

Unit : Unit of Measurement

Rate : Standard selling price

VAT % : Percentage of vat to charged in sales invoice

Ad. VAT % : Percentage of additional vat to be charged in sales invoice


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Party Master

Name : Name of Customer

Address : Address of Customer

Phone No. : Phone No. of Customer

VAT TIN : GST / VAT No. of Customer (required to specify in sales invoice)

CST TIN : CST VAT No. of Customer (required to specify in sales invoice)


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Sales Invoice

Cash / Credit : Invoice Type : Cash Invoice or Credit Invoice

Bill No. : Bill No. (Auto generated.)

Tax / Retail : Type of the Invoice. Tax Invoices are refunded by the govt. tothe customer where as the Retail invoices are not refunded.

Party : Name of customer. Select a name from the combo box. To add anynew customer click the add button provided.

Vehicle No. : Customers Ref. Vehicle No.

Challan No. : Delivery Challan No. thru which the delivery is made

Code : Item Code (From Item Master). Item code is said to be invalid if not

entered in Items Master. To add new item click the add new item button provided.

Item Name : Auto generated field. System displays the name of the item byentering the itemcode in code column.

Qty : No. of pieces sold.

Unit : Auto generated field. System displays the unit of measurement byentering the itemcode in code column.

Rate : Price of item being sold. By default the System replaces the rate withthe rate specified in itemsmaster but can be changed by the operator.


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Discount % : Percentage of Discount allowed.

VAT % : Auto generated field. System replaces this field from items masterbased on the itemcode specified.

Ad. VAT % : Auto generated field. System replaces this field from itemsmaster based on the itemcode specified.

Dis. Amount : Discount Amount. System Calculated field.

Discount Amount = ((Qty * Rate) * Discount Percent)

VAT Amount : System calculated field.

VAT Amount = (((Qty * Rate) Discount Amount ) * Vat Percent)

Ad. VAT Amount : System calculated field.

Ad. VAT Amount = (((Qty * Rate) Discount Amount ) * Vat Percent)

Net Amount : System Calculated Field.

Net Amount = (Qty * Rate) Discount Amt. + Vat Amt. + Ad. Vat Amt.


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Reports

Sales Invoice Print


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Bills Register


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Item wise Sales Summary


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Items List

Documents

Student Project 2