STUDY ON EXISTING SYSTEM

The existing system is a manual one, which consumes a lot of time as well as manpower. In
order to elicit the requirements of the system and to identify the elements, inputs, outputs and
the procedures. The existing system had to be examined and analyzed in detail. This constituted
the system study. Records, slips, procedures, rules, etc. were examined thoroughly. The existing
system was studied involving a complete co-operation from the employees who run the system at
present.

Another important drawback of existing system is time factor. It will not help the
management to solve the problem in time. The management could not act on any issue purchase
of production unless getting the reports in time controls cannot be used. The above said reasons
are overcome by using the Visual Basic .NET. Since the security system in this package is more
secure than other software packages.

LIMITATIONS OF EXISTING SYSTEM
A manual system has so many pitfalls. Some of them are
The Necessary data are stored in different documents and transactions are noted in it.
Time consumption
Many files and paper works are maintained by the existing system.
Unavailability of quick references
There is no facility to know the validity of the data entered.
Another problem is the lack of security
The existing system does not implement the restriction for the user to access data.



2.2 STUDY ON THE PROPOSED SYSTEM
The objective of the system of developing software for maintaining activities is to
remove the drawbacks of the earlier system.

As already mentioned, the company needs a good software to maintain the list of
Vendors according to Project wise, Work Allotment wise and also the billing activities. These
details can be achieved through the development of this software

The features of the proposed system are

Provides a well defined user interface

Provides user authentication

Reduces the paper work

Saves the time

User friendly environment

Provides timely reports

Human intervention is reduced

Searching is kept to customers very easily.



ABOUT MS ACCESS

The Back end that has been used in this project is MS access . This is the Back end
database engine for Visual Basic. The idea behind this is easy to maintain the table. It is also
possible to write queries, Import or Export of table from one database to another database. It
also provides security to data in the database in a way that data can be stored in an encrypted
form.

MS Access is a very powerful RDBMS available in the computing environment. It
comprises of all the features from basic data storage to high level data representation techniques
in the form of reports. It also comprises of VB module programming, which allows embedding
VB functions into MS Access.

Database
A database is similar to a data file in that it is a storage place for data. Like a data file, a
database does not present information directly to a user; the user runs an application that
accesses data from the database and presents it to the user in an understandable format.

Relational Database
Although there are different ways to organize data in a database, relational databases are
one of the most effective. Relational database systems are an application of mathematical set
theory to the problem of effectively organizing data. In a relational database, data is collected
into tables (called relations in relational theory).

The backend is created using MS-Access because it is user friendly and the database
management system is very much familiar by all the users and the capability to create the tables
as much we need and the data retrieval id very good.

A database is a collection of information thats related to a particular subject or purpose,
such as tracking customer orders or maintaining a music collection.

If your database isnt stored on a computer, or only parts of it are stored, you may be
tracking information from a variety of sources that you have to coordinate and organize yourself.

For example, suppose the phone numbers of your suppliers are stored in carious
locations: in a card file containing supplier phone numbers, in product information files in a file
cabinet, and in a spreadsheet containing order information. If a suppliers phone numbers
changes, you might have to update that information in all three places. In a database, however,
you only have to update that information in one place- the suppliers phone number is
automatically updated wherever you use it in the database.

Features of Ms- Access
Windows based application
Large data management capacity
Importing, exporting and linking external files
Wizard and builders
Macros
Built-in- security


There are seven modules in this project
ITEM
CUSTOMER
EMPLOYEES DETAILS
STOCK
PURCHASE
SALES
INVOICE


ITEM
This module maintains the entire item sold in the past along with their discounts rates,
number of items, the total price etc. The new items can be added to the stock and also updating
can be done. Here the sales of the items are listed according to the date of the sales and the
customer code. The new sales order can also be added to the system.

CUSTOMER
This module maintains the profile details of the customer and their purchase along with
the details. The customer will be given with a customer code. And the last transaction made by
the customer will be listed. Some discounts are given to the customer according to the number of
purchase he made with the concern.

STOCK
This module maintains the stock level in hand. Here the purchase quantity, the sold
quantity, and the quantity in stock will be listed. Here the management can add or update the
stock.

PURCHASE
The Purchase made by the customer is maintained here. The details such as the order
number, order date, quality, and the quality is specified here.

SALES
The main goal of this module is to maintain the sales in a standard manner. The sales
processing details are based on the order received by the administrators from the customers are
maintained.

INVOICE
This module contains the details about the invoice. The details such as invoice number,
invoice date, product number, rate, quantity and total amount are maintained in this module.


2 DATA FLOW DIAGRAM
This is concerned with the transformation of requirements into data
&software architecture various notation are used in this stage. The most frequently
used category of architectural design notation is directed graphs. There includes
DFDs, pertinence etc.

The Data Flow Diagram is used as graphical notation to depict information
flow. The objective of this method is the derivation to program structure analysis
and design. DFD is a structural analysis and design. It describes the flow of data
through out a system.

DFD SYMBOLS:
The symbols that are used in the data flow diagram carry following meaning.

Rectangle It symbolizes the sources.


Ellipse/Circle It symbolizes the process.

Open Rectangle It symbolizes store data.


Marked Line It symbolizes connectivity with a
dataflow.

Data Flow Diagram










Customer

Processing


Order
Sales
LEVEL 1
Ordering
Processing
Processing
Completing

Customer

Order
GENERAL
REPORTS
REQUEST
RESPONSE
LEVEL 0





Customer
Product
Stock
Product
Product
Details
Order
Sales
Payment
Sales
Payment
Pay
receipt
Order
Order
Details
Invoice
Stock
Stock Details
Stock Update
Paying Details
Order Processing
Product Delivery
LEVEL 2

Database Design

The most important aspect of building the system is database design. Instead of each
program managing its own data, the authorized persons share date across application with
database an entity. It is logical development in the methods used by the computers to access
manipulated data stored in the various parts of computer system. It is data base information from
several files is co-ordination, accessed and operated upon as through it is a single file.

A database is a collection of interrelated data stored with a minimum redundancy to serve
many users quickly and efficiently. The objective is to make information access easy and quick,
inexpensive, and flexible to the user.

Tables

Table Name: Admin Login
SNO Field Name Data type Description
1 AdminID Varchar
(Primary Key)
Administrator Code
2 Password Varchar Password

Table Name: Product Master
Primary Key: Prodcode

SNO Field Name Data type Size Description
1 Prodcode Text 20 Product Code
2 ProdName Text 25 Product Name
3 Model Text 25 Model name
4 Price Number 5 Price of the product

Table Name: Order
Primary Key: OrderNo
Foreign Key: ProdCode

SNO Field Name Data type Size Description
1 OrderNo Text 20 Order Number
2 Date Text 25 Date of Order
3 Name Text 25 Name
4 Address Text 25 Address
5 ProdCode Text 25 Product Code
6 Prodname Text 25 Product Name
7 Model Text 25 Model Description
8 Qty Number 20 Quantity
9 Rate Number 20 Amount
10 Total Number 20 Total Amount




Table Name: Purchase
Primary Key: Invoice No
Foreign Key: OrderNo, ProdCode

SNO Field Name Data type Size Description
1 Invoice No Text 20 Invoice Number
2 Date Text 25 Date of Sales
3 OrderNo Text 25 Order Number
4 Supplier Code Text 25 Supplier Code
5 Sname Text 25 Supplier Name
6 ProdCode Text 25 Product Code
7 Prodname Text 25 Product Name
8 Model Text 25 Model Description
9 Qty Number 10 Quantity
10 Rate Number 10 Amount
11 Amount Number 10 Sub Total Amount

Table Name: Payment

SNO Field Name Data type Size Description
1 BillNo Text 20 Bill Number
2 Date Text 20 Date
3 Name Text 25 Name
4 Address Text 25 Address
5 Amount Number 10 Bill amount
6 Advance Number 10 Advance amount
7 Balance Number 10 Balance Amount


Table Name: Sales
Primary Key: Billno
Foreign Key: OrderNo, ProdCode

SNO Field Name Data type Size Description
1 Billno Text 20 Bill Number
2 Date Text 25 Date of Sales
3 OrderNo Text 25 Order Number
4 Name Text 25 Name
5 Address Text 25 Address
6 ProdCode Text 25 Product Code
7 Prodname Text 25 Product Name
8 Model Text 25 Model Description
9 Qty Number 10 Quantity
10 Rate Number 10 Amount
11 Subtotal Number 10 Sub Total Amount
12 Discount Number 10 Discount Amount
13 GrandTot Number 10 Payable Amount

Table Name: Stock
Foreign Key: ProdCode

SNO Field Name Data type Size Description
1 Prodcode Text 20 Product Code
2 ProdName Text 20 Product Name
3 Model Text 20 Model name
4 OpenSt Number 10 Opening Stock
5 Purchase Number 10 Purchase Qty
6 Sales Number 10 Sales Qty
7 Closest Number 10 Closing Qty

1.