1.

INTRODUCTION

1.1 OBJECTIVES OF THE PROJECT :-

The main objectives of this project are :
i) The project gas agency management system maintains the customer
details, supplier details, stock details, Billing details.
ii) Customer booking the gas agency for gas cylinder
iii) supplier’s delivered the gas cylinder to consumer.
iv) supplier providing the bill to customer and customer paid the cash
amount for gas cylinder.
v) The gas cylinder for domestic purpose and commercial purpose use delivery.
vi) The bill rate and capacity differ for both. This can be easily maintained
and charged accordingly.
vii) The stock of gas and all of its details are processed successfully

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1.2 OVERVIEW OF THE PROJECT:
The project entitled “Gas Agency Management System” is done to make the manual
process easier by making it a computerized system for billing and maintaining stock.
The gas agencies get the order request through phone calls or by personal from their
customers and deliver the gas cylinders to their address based on their demand and
previous delivery date. This process is made computerized and the customer’s name,
address and stock details are stored in a data base. Based on this the billing for a customer
is made simple and easier, since a customer order for gas can be accepted only after
completing a certain period from the previous delivery. This can be calculated and billed
easily through this system.

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 2. SYSTEM SPECIFICATION

2.1 Hardware configuration

Processor-Intel Pentium IV 1.8 GHz

Cache memory-512 KB

Rom-128 MB DDR

Hard Disk drives-40 GB

Floppy disk drives-1.44 MB

Monitor-15 Color Monitor

Keyboard-Multimedia Keyboard

Mouse-Scroll mouse

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2.2 Software configuration :

Operating System-Windows 2007

Front End-VB 6.0

Back End-MS Access

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2.3 SOFTWARE DESCRIPTION
VISUAL BASIC 6.0
The visual part refers to the method used to create the graphical user interface (GUI).
The ‘Basic’ part refers to the BASIC (Beginners All – Purpose Symbolic Instruction Code)
Language. Visual Basic has evolved from the original basic language and now contains several
hundred statements functions and keyword, many of which relate directly to the Windows GUI.

The first tool to make Windows based programming easy the Microsoft Visual Basic
version 6.0 programming. System is now the leading tool for helping, developers create and use
Active X components, build Active Documents for intranet browsers, build client/server or multi
– tier solutions with high speed data access and built fast applications based on Windows version
6.0 adds a native code compiler, implicit multi – threading and integration with Microsoft
Transaction Server to bring a new level of scalability to server based components built with
Visual Basic.
Visual Basic 6.0 also provides developers with a new interface for faster programming.
The IDE now features Multiple Document Interface (MDI) with docking and linking. Windows
to eliminate unnecessary, mouse and keyboard actions and the code editors offers Intelli Sense
Technology such as Quick Tips, Data Tips, List Members and List Constants which eliminate the
need to memorize syntax and learn object models.
Visual Basic 6.0 is an application development tool used in developing Client/Server
applications. Before beginning with visual Basic 6, let’s have a look at the client/Server
architecture.

CLIENT APPLICATION

1. Presenting an interface to the user so that the data in the table can be manipulated
with ease.
2. Managing presentation logic, such as popup lists on a data entry form, bar graphs etc.
3. Validating the data keyed in by the user.
4. Requesting and receiving information to and from the database server.

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 IMPORTANT FEATURES

 The application is graphical user interface

 Event driven programming language where all the activities are triggered by one event or
the other.
 Quick development of object based window database application with little coding.
 Built in database support.
 Client server architecture benefits.
 Provides simple debugging tools.

STATES OF VISUAL BASIC

Visual Basic applications can be viewed in three distinct states:
1. Design
2. Execution
3. Break
In Design State, you can edit user interface or add code to the application. In
Execution State, the application is running and only a few menu commands are
available.
In Break State, the application is halted.

EVENT –DRIVEN PROGRAMMING

The two main themes in developing with Visual Basic are:
 Visual Design
 Event Driven Programming
Applications written in Visual Basic are Event Driven. It can be best understood by
comparing it with Procedural programming. When we program in Visual Basic, it must be first
decided how the application should interact with the user. In other words, we have to decide
how each control reacts to user actions, such as the click of a mouse; keystrokes and these

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reactions must be programmed. This is called Event Driven Programming, as the event caused
by the user determines the flow of application.

HARDWARE REQUIREMENT
Visual Basic 6.0 for Windows requires at least Microsoft 95 / Windows NT 3.51, 486
processor and a minimum of 16MB of RAM. A complete installation of the most powerful
version of Visual Basic 6.0, enterprise edition, requires more than 250Mb of hard disk space.
Understanding the Event-Driven Model

In traditional or "procedural" applications, the application itself controls which portions of code
execute and in what sequence. Execution starts with the first line of code and follows a
predefined path through the application, calling procedures as needed.

In an event-driven application, the code doesn't follow a predetermined path — it executes

different code sections in response to events. Events can be triggered by the user's actions, by
messages from the system or other applications, or even from the application itself. The sequence
of these events determines the sequence in which the code executes, thus the path through the
application's code differs each time the program runs.

Your code can also trigger events during execution. For example, programmatically changing the
text in a text box cause the text box's Change event to occur. This would cause the code (if any)
contained in the Change event to execute. If you assumed that this event would only be triggered
by user interaction, you might see unexpected results. It is for this reason that it is important to
understand the event-driven model and keep it in mind when designing your application.

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VISUAL BASIC CONTROLS
There are three broad categories of controls in visual basic:
1) Intrinsic controls such as the command button and frame controls. These controls
are contained inside the visual basic .exe file. Intrinsic controls are always
included in the toolbox unlike ActiveX controls and insertable objects, which cab
be removed from added to the toolbox.
2) ActiveX controls are those controls which exist as separate files with an .ocx file
name extension.

3) Insertable objects, such as a Microsoft Excel worksheet object containing a list of

all employee details in a company, or a Microsoft project calendar object
containing the scheduling information for a project. Since these can be added to
the toolbox, they can be considered controls. Some of these objects also support
Automation (formerly called OLE Automation), which allows you to program
another application’s objects from within a visual basic application.

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FRONT END

The "Visual" part 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, you simply add pre-built objects into place on screen. If you've ever used a drawing
program such as Paint, you already have most of the skills necessary to create an effective user
interface.

The "Basic" part refers to the BASIC (Beginners 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. Beginners can create useful applications by learning just a few of the keywords,
yet the power of the language allows professionals to accomplish anything that can be
accomplished using any other Windows programming language.

The Visual Basic Scripting Edition (VBScript) is a widely used scripting language and a subset
of the Visual Basic language. The investment you make in learning Visual Basic will carry over
to these other areas. In developing applications with Visual Basic programming is about new
keywords and functions. I choose the topics that felt every programmer should learn in order to
master the language.

The Visual Basic programming language is not unique to Visual Basic. The Visual Basic
programming system, Applications Edition included in Microsoft Excel, Microsoft Access, and
many other Windows applications uses the same language. There is nothing new in VB 6.0 in
this area, but graphics are such an important part of the language that the related techniques had
to be explained in detail.

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BACK END

Ms-Access is very useful for accessing the database to create records, deleting records,
modifying records and useful for listing records. It is used as back and tool for the Visual Basic.
A database server is the key to solving the problems of information management. In general, a
server must relating manages a large amount data in multi-user environment. So that many users
can concurrently access the same data.

All this must be accomplished while delivering high performance. A database server must also
prevent unauthorized access provide efficient solution for failure recovery.

Ms-Access is a Relational Database Management system for windows. A RDBMS stores and
retrieve information based on relationships. That have been specified relationship exist almost
everywhere in life. With Ms-Access, we can build relational database that stores related data in
one place.

 Ms-Access provides a very easy-to-use graphical interface.

 Ms-Access utilizes that full potential of windows giving a visual outlook a data
and information.
 Ms-Access provides a WIZARD for almost everything.
 Ms-Access hides the nuances of storage format location and fetches information
quickly.
 Ms-Access proves WYSIWYG effect for sophisticated reports and for generation.

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 3. SYSTEM STUDY

3.1 EXISTING SYSTEM :

In the existing system, the billing process, receiving order from customer and stock details are
maintained manually.
Whenever a customer makes a demand for gas it is recorded in a separate note book and the
previous delivery made to the customer is searched and the number of days from that date till
now is calculated. If the number of days is expired only then the order is accepted, if not the
order placed will be rejected. Then the valid order request is request is taken in and a billing is
done manually. The order is for two purpose as domestic and commercial. The billing is done
based on the above two categories and the rate is charged.
Then the stock of cylinders is also maintained in manual records, so while billing this also has to
be taken into account and billed.

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3.2 PROPOSED SYSTEM :
In the proposed system, the process of billing and maintaining the stock, database of customers
are all made computerized.
Since whenever a customer makes a demand or place an order through phone call or by personal,
it is received and immediately processed by billing. The customer’s name, address, last date of
delivery are all maintained in the data baser. So when the customer order is received and billed,
the system automatically calculates the number of days from the previous delivery, if valid the
billing can be done, if not the billing cannot be done and the customer can be informed about it.
So the manual process of recording and billing is done easily without any paper work.
The stock of gas that is recorded and maintained manually is made computerized. So while
billing, based on the stock the billing charge and capacity is made. When the stock goes below
the limit, it can be easily identified so by this project the process of ordering, billing and stock
maintenance for a gas agency can be processed easily.

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 4. SYSTEM DESIGN
4.1 DATA FLOW DESCRIPTION
 DFD’s are versatile diagramming tools.
 With only four symbols you can use DFD’s are not as could as flow chart’s for depicting
the details of physical system.
 Flow chart’s are not very useful for depicting purely logical information flows.

Definition and symbols:

 There are two different standard sets of DFD’s symbols but each set consist of your
symbols, that represent the same things.
 Data stores, data flows, processes and source/sinks.

USES
1. Data flow

 A data flow can be best understood as data in motion, moving from one place in a
system to another.
 A data flow could represent a data on a customer order form or a pay roll check.
 A data flow could also represent the result of a query to a data base, the contents
of a printed report, or data on a data entry computer display form.
2. Data store

 A data store is data at rest.

 A data store may represent one of many different physical location for data.
 A data store might contain data about customers, students, customer order or
supplier invoices.
3. Process

 The process is the work or actions performed on data, so that they are
transformed, stored are distributed.

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  When modeling the data processing of a system, it does not matter whether a
process is performed manually or by a computer.
4. Source/sink

 A source/sink is origin and destination of the data.

 It is sometimes referred to as external entities because they are outside the system.

SYMBOLS FOR DFD:

1. Process

2. Data store

3. Source/sink

4.Data flows

RULES GOVERNING DATA FLOW DIAGRAMMING:

1. Process:
 No process can have only o/p’s. It is making data from nothing. If an project has
only o/p’s then it must be a source.
 No process can have only i/p’s, if an object has only i/p’s then it must be sink.

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  A process has a verb phrase label.
2. Data store:
 Data cannot move directly from one data store to another data store. Data must be
moved by a process.
 Data cannot move directly from an outside source to a data store. Data must be
moved by a process that receives data from the source and place the data into the
data store.
 Data cannot move directly to an outside sink from a data store. Data must be
moved by a process.
 A data store has a noun phrase label.
3. Source/sink:
 Data cannot move directly from a source to a sink.
 It must be moved by a process if the data are of any concern to our systems.
 Otherwise the data flow is not shown on the DFD.
4. Data flow:
 A data flow has only one direction of flow between symbols.
 It may flow in both direction between a process and a data store to show a read
before an output. The later is usually indicated however by two separate around
since these happen at different timer.
 A data flow cannot go directlyback to the same process, it leaves there must be at
least one other process that handles the data flow produces some other data flow
and returns the original data flow to the beginning processes.
 A data flow to a data store means update.
 A data flow from a data store means retrieve or use.

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4.2 INPUT DESIGN
Input design is the process of converting user-originated inputs to a computer-based
format input data are collected and organized into group of similar data. Once identified,
appropriate input media are selected for processing.

4.3 OUPUT DESIGN

Computer output is the most important and direct source of information to the user.
Efficient, intelligible output design should improve the system’s relationships with the user and
help in decision making. A major form of output is the hardcopy from the printer.
Output requirements are designed during system analysis. A good starting point for the
output design is the data flow diagram (DFD). Human factors educe issues for design involves
addressing internal controls to ensure readability.

4.4 DATA BASE DESIGN :

The database design involves creation of tables. Tables are represented in physical
database as stored files. They have their own independent existence. A table consists of rows
and columns. Each column corresponds to a piece of information called field. A set of fields
constitutes a record. The record contains the entire information specific to a particular Stock.

4.5 MODULES :
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  Customer details
 Booking details
 Stock details
 Billing details
 Supplier details

CUSTOMER DETAILS :
This module deals with the entire customer’s information. The customer name, customer
address, customer number, date of connection are maintained.

BOOKING DETAILS :.
This module have the booking details. In booking details booking id, booking no, customer id,
customer name, address, contact no, booking date, delivery date are used to book the gas
cylinder.

STOCK DETAILS :
This module deal with the entire stock information. The stock that can be received and then
received then the received stock can be added into the current stock, no of defective stocks are
maintained.

BILLING DETAILS:
In this module, the bill no, customer name, cylinder type, booking date, delivery date, no of
cylinders, amount of cylinder are maintained. Retrieving the billing details and updating is easy
and fast.

SUPPLIER DETAILS:
This module deals with the consumer information. The supplier name, supplier number, address,
id proof are maintained. The customer details are store in data base.

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 5. FUTURE ENHANCEMENT

The project title “GAS AGENCY MANAGEMENT SYSTEM” is developed successfully

from mostly all the modules. The further development of this project can be to host this project
to the Internet.

Advantages
 Reduces the time consumption.
 Accurate Calculation.
 The service will require more secure encryption to provide more secure
transaction.

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 6.BIBLIOGRAPHY
 “Database System Concepts” , M.C. Graw Hill 1996, Abrasilberschaz Henry
 F.Eorth.s. Sundar Shan.
 “ System Design in a Database Environment”, McGrawHil 1989 Keneth S. Brathwait.
 “ Visual Basic 6”, Corndex Computer Publishing 1998, Steven Holzner.
 “System Analysis and Design”,Galgotia Publications Pvt ltd.2001,
Elias.M.Awad.
 “VB6(Buildwindows&internet application step by step” Gray Cornell
 “Using Visual Basic 6.0” Brain siler and Jeff spots, PHI publications
 “Getting Results with Microsoft Office 97”,Stephen L. Nelson.
 “Mastering MS–Access for Windows 95”, Alan Simpson, BPB Publications.

REFERENCE WEBSITES:

www.cryptography.com
www.crypto.com
www.devvb.com
www.devaccess.com

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 7. APPENDICES
7.1 DATA FLOW DIAGRAM :
Admin

Login

Login into

Customer Customer details Customer db

process Stored in data base

Booking for gas cylinder

Booking order
Booking Booking db
process Stored in data base

Order is valid

Stock details stored

Stock Stock db
in data base
process

Stock are available

Billing Billing details stored Billing db

process in data base

Bill send to suppliers

Supplier details
Supplier Supplier db
process Stored in data base

Report generated

Report generated
Report

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7.2 TABLE DESIGN
TABLE : 1

TABLE NAME:CUSTOMER DETAILS

PRIMARY KEY: CONS_NO

CLOUMN NAME DATA TYPE DESCRIPTION

Cus_no Number Customer no
Cus_name Text Customer name
Addr Text Address
Lan_mar Text Land mark
Pin Text Pin code
Pho_no Number Phone no
Mobile Number Mobile no
Id_pro Text Id proof
Cl_type Text Cylinder type
Dt_of_con Date time Date of Connection

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TABLE : 2

TABLE NAME : BOOKING DETAILS

PRIMARY KEY :Bk_no

FOREIGN KEY :cus_no

LUMN NAME DATA TYPE DESCRIPTION

Bk_no Text Booking no

Cus_no Number Customer no

Pre_Del_dt Number Previous delivery date

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TABLE : 3
TABLENAME : STOCK DETAILS

PRIMARY KEY :Sto_id

COLUMN NAME DATA TYPE DESCRIPTION
Sto_ Id Number Stock _id
Sto_rec_com Number Stock received commercial
Sto_rec_dom Number Stock received domestic
Def_com Number Defective in commercial
Def_dom Number Defective in domestic
Cur_sto_com Number Current stock in commercial
Cur_sto_dom Number Current stock in domestic

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TABLE : 4
TABLE NAME : BILLING DETAILS
PRIMARY KEY :Bill_NO
FOREIGN KEY :cus_no
COLUMN NAME DATA TYPE DESCRIPTION
Bill_no Number Billing no
Cons_ no Number Consumer no
Ord_no Number Order no
Bk_dt Date time Booking date
Del_dt Date time Delivery date
Categ Text Category
Amt Number Amount

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TABLE : 5
TABLE NAME : SUPPLIER DETAILS
PRIMARY KEY :Sup_id
COLUMN NAME DATA TYPE DESCRIPTION
Sup_Id Number Supplier Id
Sup_name Text Supplier name
Sup_add Text Supplier address
Lan_mar Text Land mark
Pin_co Number Pincode
Mob_no Number Mobile no

Quan Number Quantity

Sal Number Salary

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7.3FORM DESIGN
FORM : 1
CUSTOMER DETAILS :

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FORM : 2

BOOKING DETAILS :

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FORM : 3
STOCK DETAILS :

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FORM : 4
BILLING DETAILS :

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FORM : 5
SUPPLIER DETAILS :

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