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CHAPTER 1

INTRODUCTION
Introduction

The project entitled “Banking Transactions And Automation” is an approach towards


creating a browser based application to perform the job of the accounting system.
Lodging money into a bank account is a transaction, as is withdrawing money. Adding
interest to an account is a transaction. Direct debits are transactions. Deducting bank
charges is a transaction. Basically any sort of activity involving a change of money in an
account is a transaction. You will get a list of them on a bank account statement.
Automation is the replacement of man power with machine power, as man would no
longer be needed to run it as there are machines that can do a man's job for no pay, and
therefore save a boatload of money.

Right now, man uses machines to do work, but soon automation might replace man
altogether, and many people believe that is bad.

Bank Account Field

you are viewing transactions for a specific bank account, it will be displayed here. If you
are viewing all accounts, then use the If clairvoyant field to enter a bank account.

Transaction Type

Each bank transaction record can be one of four transaction types (five types for sEach
transaction type uses a different layout that contains different data fields. When you
switch from one transaction type to another, the layout will change.

The five transaction types are:

• Check-- A payment made by a sequential check. Available for checking, escrow


and loan transactions only.
• Deposit-- Money paid into the account when received from a job account or a cost
account.
• Payment-- Money paid out to a job account or a cost account.
• Transfer In-- Money moved into this account from another bank account, or money
received from the bank holding this account.
• Transfer Out-- Money moved out of this account into another bank account, or
money paid to the bank holding this account.

Reconcile Field

When a transaction appears on your bank statement, enter a value into the Reconcile field.
After you have entered all items, use the Reconcile command to check the computer
balance against the bank statement.

Running Totals

Each bank transaction shows a running totals for the bank account-- the balance after the
current transaction and all previous transactions have been calculated.
If the running total is positive, it means you have money in the account. If it is negative, it
means the bank is storing negative currency for you.

Bank Fees

Enter bank fees as a Transfer Out.

You can charge bank fees against an Overhead account or any other account for job
costs.

Checks Bounced

If a check that you write bounces, change the status of the Bank Check transaction to
Bounced. Goldenseal will automatically cancel the payment.

If a check that you deposited bounces, you'll need to cancel the Bank Deposit transaction.
How you do that depends on how the deposit was entered.

• If the deposit has no breakdown and covers just the bounced check, change its
status to Bounced.

Credit and Debit Cards

A credit card usually has a negative balance. It has its own running total balance, even if
it's issued by a local bank. Create a Credit Card account for it.

A debit card draws on money in a checking account or savings account. Create a


Checking Account or Savings Account for it. If the card draws on an account that you use
for other things, you don't need to create a separate account for it at all.

Deposits On Account

When a customer pays you in advance before items are due, you can credit it 'on account'.
Goldenseal will deduct it the next time you bill the customer with the Billing command.

We had taken the example of ICICI bank in our project. ICICI Bank is India's second-largest
bank. The Bank has a network of about 573 branches and extension counters and over 2,000 ATMs.
ICICI Bank was originally promoted in 1994 by ICICI Limited, an Indian financial institution, and was its
wholly-owned subsidiary.

MS Access, one of the popularly used Database Management System (DBMS) to create, store and
managing database. Database is a collection of data organized in predictable and structured way. It
provides an easy way to find information quickly and easily based on a chosen reference point. Every
component that is created using Access is an object and several such similar objects constitute a class.
Access is functionally available with the following seven-object classes. Each of these objects classes is
capable of creating their respective object replicas.

• Tables: This object class allows a database designer to create the data tables with
their respective fieldnames, data types and properties.
• Queries: This object class is meant to create the SQL compatible query statement
with or without the help of Graphic User Interface (GUI) to define tables, stores
data and retrieve both data and information.
• Forms: This object class allows the designer to create an appropriate user
interface to formally interact with the back end database, defined by the tables and
queries.
• Reports: This object class is used to create various reports, the source of
information content of which is based on tables, queries or both. Such reports are
designed in Access according to the requirement of end-user.
• Pages: This object class is meant to create Data Access Pages, which can be
posted on a Web site of an organization using internet or sent via e-mail to
someone of the organization’s network.
• Macros: In macro programming, the objects using individual instructions called
macro-oriented actions are manipulated. A Macro is a list of macro-oriented
actions that run as a unit. Access provided for such Macro programming.
• Modules: There are the foundations of any application and allow the designer to
create a set of programming instructions, called functions or sub-routines that can
be used throughout the application.

Access has certain capabilities, which bring it closer to an ideal Database Management
System. There capabilities are:
• Storing the data in an organized manner.
• Enforcing data integrity constraints.
• Representing complex relationship among data.
• Providing for persistent storage of database objects.
• Restricting unauthorized access to database.
• Allowing fast retrieval of data with or without processing by using SQL.
• Flexibility to create multiple user interfaces.
• Providing for data sharing and multi-user transaction processing.
• Supporting multiple views of data and information.

Objective
• Replicate the existing system which is platform dependent and include lot of
manual work.
• To enhance the capacity of data store for records.
• To provide a friendly user interface.
• To offer a great flexibility of extent and ease.
• Easy maintenance of all the database of all the users

Highlights of project
• Facilitate to maintain the banking transactions & automation in the most simplified
format.
• Facilitate to record all the banking transactions and income details in easiest way.
• Easily generate the
• Facilitate to provide advance function to meet all business accounting needs.

System Requirement
The following configuration has been recommended:

Hardware Requirements
• Any processor capable of supporting windows.
• Pentium IV with 1.5 GHz speed.

Software Requirements
• Windows OS with IIS (on server)
• MS Access
• SQL server database 2000 or higher version (on server)
• Microsoft Windows XP Professional

CHAPTER 2

DATABASE
Table 2.a Database Window in Access

Database is a collection of information of retained in the form of table. Table consists


of rows and columns. Each table stores information about one entity such as Accounts,
Accountstype, Employees and Vouchers. Steps for creating table are as follows:
1. Click on the table button in the Database Window. then click on new button.
2. Now click on design view and press ok and define field names, data type and
description.
3. Set the Primary key to identify unique record in each table.
4. After that enter data in different fields.
Four tables are created in the project which are as follows:
1. Accounts
2. Accountstype
3. Employees
4. Vouchers

Table 2.1 design view of Accounts Table

ACCOUNTS
This table has three columns:

1. Code: A unique account number or code identifies an account. This column is


meant to store code. Its data type is chosen as number. This field has a primary
key.
2. Name: In a system of accounting every account has a name. This column is meant
to store the name of an account corresponding to the account code by which it is
identified. Its data type is declared as text.
3. Type: every account must belong to one of the accounts type as stored in
Accountstype table. This field is a foreign key to reference Catid field of
Accountstype. Its Data type is text.

Table2.2 Design view of Accountstype Table

ACCOUNTSTYPE
This table has two columns:

1. Catid: This column of the Accounttype table is meant to specify the identification
value of the category of accounts. Since there are limited numbers of accounts, its data
type is number. This field has been designated as primary key.

2. Category: This field is meant to store the category of account such as Expenses,
Revenues, Assets and Liabilities. Its data type is text.
Table 2.3 Design view of Employee Table

EMPLOYEES
This table stores the data related to employees of the organization:
1. Empid: Each employee is identified by a unique data value called Empid.The data
type is Memo and it is designated Primary key.

2. Name: It refers to the name of employee and its data type is text because it is
meant to store alphabets.

3. Superid: This column refers to Empid of the supervisor or superior of employee.


Its data type is text.
Table 2.4 design view of Vouchers Table

VOUCHERS
This table has been designed to store the transaction data as contained in a voucher:
1. Vno: This column is meant to store voucher number, which indicates the distinct
identity of a transaction. Its data type is number. It is designated as Primary key.

2. Debit: this column is meant to store the code corresponding to an account, which
has been debited in transaction. It is a foreign key column. Its data type is number.

3. Amount: this column is meant to store the amount of transactions and it’s common
to the accounts being debited and credited. Its data type is number.

4. Vdate: this column stores the date of transaction. Its data type is set to Date/Time.

5. Credit: This column is meant to store the code corresponding to the account being
credited in recording a transaction. Its data type is number and has a foreign key.
6. Narration: This column is meant to store the narration. Its data type is text.

7. Prepby: this column is meant to store the identity of an employee who has
prepared the voucher. its data type is memo and must be defined as Foreign key

8. Authby: this column is meant to store the identity of an employee who has
authorized the vouchers. Its data type is memo and has a foreign key.
CHAPTER 3

QUERY
DESIGN
Query 3.a Data base window of query
A Query is a question asked by the user to extract information according to his or her
requirement. The result of the query in displayed in the form of date sheet. It changes
with the content of the supporting table.
The data in such queries can come from one or more tables. MS Access retrieves the
data to answer the query and user can view and analyze this data to create a form, a
report or even another query.
Eight queries are created in the project which is as follows:
1. Acc Number
2. Acc Holder Age Greater Than 28
3. Acc Holder Having Current A/C
4. Acc Holder to belong to Male Category
5. Acc Holder who deposit money on 3/15/2008
6. Acc Holder whose opening balance is more than 50000
7. Phone No
8. Who deposit money is less than 15000
Query 3.1 Design View of Date vise Query
QUERY : DATE VISE
This query is made to find out the details of the transaction on a particular date of a
month. It is a parameter query which is created in a design view of query. It is
prepared from voucher table.
When the particular date is entered in the parameter dialog box results will be
displayed in date sheet view.
Query 3.2 design view of Account Name Query
QUERY 2: ACCOUNT NAME
This query is made to find out the name of a particular account by entering its code as
each account has been given a unique code. It is a parameter query which is created in
a design view of query. It is prepared from Accounts table.
When the particular code is entered in the parameter dialog box results will be
displayed in date sheet view
Query 3.3 Design view of Employee id Query
QUERY 3: EMPLOYEE ID QUERY
This query is made to find out the name and superior of a particular employee by
entering its employee id as each employee has been given a unique id. It is a parameter
query which is created in a design view of query. It is prepared from Employee table.
When the particular id is entered in the parameter dialog box results will be displayed
in date sheet view
Query 3.4 Design view of Debit Transaction Query
QUERY 4: DEBIT TRANSACTIONS QUERY
This query is made to find out the date of transaction, amount and brief narration of a
particular account which has been debited by entering its code. It is a parameter query
which is created in a design view of query. It is prepared from Vouchers table.
When the particular code is entered in the parameter dialog box results will be
displayed in date sheet view
Query 3.5 Design view of Credit transaction Query
CHAPTER 4

FORM
DESIGN
Form 4.a Data Base Window of Forms

Forms display the data from a table or query in a format requested by user. The records
or fields in the table are placed in the forms and can be edited according to the
requirement.

Eight forms is prepared in project which are as follows:


1. Account updating form
2. Balance Details
3. Close Account
4. Deposit
5. Interest Rate
6. Log in form
7. New Account
8. Withdrawal

Form 4.1 Accounts Form

ACCOUNT FORM
In accounts form we can add new account with its unique code and also its type through
drop list box.
Besides it a record can be deleted or updated. We can also view previous or next record.
Form 4.2 Employees Form

EMPLOYEESS FORM
In employees form we can add new employee name with its unique id and also can
type their superior id.
Besides it a record can be deleted or updated. We can also view last or next record.

Form 4.3 Transaction Voucher


TRANSACTION VOUCHER FORM
In transaction voucher form we can add a new transaction by entering voucher number ,
date of transaction, debit acc , credit acc with narration and prepared and authorized
employee by selecting from list box.
Besides it a record can be deleted or updated. We can also view previous or next record

Form 4.4 Home form


HOME FORM
In home form we can run all queries , view other forms and also can view the reports in
one umbrella.

Form 4.5
CHAPTER 5

REPORT
DESIGN
Report 5.a Data Base Window of Report

A Report displays the information in a prescribed format. Access produces the reports
by incorporating graphs, charts, and different styles. It can be used to group data and
show sub totals and grand totals. Access provides user to prepare the report according to
his need.
In the project three repots are prepared:
1. List Of Accounts Credited
2. List Of Account Debited
3. Trial Balance
Report 5.1 List of Accounts Credited

LIST OF ACCOUNTS CREDITED


This report shows the name of the various which has been credited during transaction
with their unique codes.
It also show the category to which they belong that is either assets, liabilities, income
or expenditure.
Report 5.2 List Of Accounts Debited
Report 5.3 Trial Balance

LIST OF ACCOUNTS DEBITED


This report shows the name of the various which has been Debited during transactions
with their unique codes.
It also show the category to which they belong that is either assets, liabilities, income
or expenditure
Report 5.4

TRIAL BALANCE
This report shows the name of the various accounts with their respective codes. It
also shows the debit or credit balance of the account which is calculated through
queries.

Report 5.5
CHAPTER 6

MANAGERIAL
LESSONS AND
DRAWBACK
From the project it is seen that preparation of manual accounts is difficult as compare to
its preparation in MS Access .there are various benefits of this system such as,
Maintenance is simple, Economical, Faster in processing, convenient and flexible in use
and less prone to errors.

The human being is the earliest and still the most prevalent form of data processor.
Despite an ability to perform the foregoing processing tasks, the human remains an
unreliable source. The existing system was Microsoft Excel based system operated by the
user, which was quite time consuming. Some of the drawbacks, which came in to the
scene when the project was studied are:

.
• Formulas might go wrong.

• Lot of confusion involved in recording numerous data and records..


• Security measures were not present.
• Consume lot of time.
CHAPTER 7

CONCLUSION
.
As we know that human memory cannot remember all the things related to business so, it
becomes very essential to record the important information in some form. MS-access is a
very powerful tool for the management of databases created to record business
information

A computerized accounting system is an accounting information system that processes


the financial transactions and events as per Generally Accepted Accounting Principles
(GAAP) to produce reports as per requirements. Earlier the work was being carried out
through paperwork or manually. But with the computerized accounting system the whole
work is processed by click of button.

This system would ensure speed, accuracy, reliability, user interface, etc. It also increases
efficiency and ensure better use of resources and time. Besides it, the accounting records
are updated automatically as and when accounting data is entered and stored. Therefore,
latest information pertaining to accounts get reflected when accounting reports are
produced and printed.

No doubt, it is an ever-processing field. Further improvements and suggestions are


always there in terms of more validations, checks, greater simplicity and reliability.