Gas Agency System

A
Project report
on
GAS AGENCY SYSTEM
Your friendly gas

SUBMMITED FOR
PARTIAL FULFILMENT OF
T.Y.BCA. IN
2004 – 05

By
DIPEN Y PATEL
ANAND MERCANTILE COLLEGE
OF SCIENCE AND COMPUTER
TECHNOLOGY
SARDAR PATEL UNIVESITY
ANAND MERCANTILE COLLEGE OF SCIENCE ,MANAGEMENT
& COMPUTER TECHNOLOGY

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 Gas Agency System

Certificate

Date: __/__/____

This is to certify that Mr.DIPEN Y PATEL of TYBCA

(Seat No ___) has worked on project entitled GAS
AGENCY SYSTEM, from JUNE-04 to APRIL-05. This
(BCA-309) is in-house project course of three credits.

He was regular in his work and

devoted around 100 hours for the project
including analysis and design. He has
completed the project satisfactorily.

Head /coordinator Sign. Supervisor

Sign.

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 Gas Agency System

ACKNWLEDGEMENT

I am the student of ANAND MERCANTILE COLLEGE OF

SCIENCE AND COMPUTER TECHNOLOGY feel glad and believe that I
am very lucky for getting opportunity to develop in house project in
the form of subject BCA-309. It gives me a great pleasure to
express our sincere gratitude to Mr. JAGADISHBHAI BHATT the
owner of “JAGAT GAS AGENCY”, KALOL. He helped me in the
progress of my project work.

I express my heart felt gratitude to respected G.C. PATEL, the

Principal of our college for providing all the facilities to complete and
make my project very easily and successful. My deep knowledge of
gratitude is extended to Mr. Brijesh and Mrs. Rupal.

Also I am very grateful to all our faculty members of AMCOST

their kind help, grate response and be politely the problem solution of my
project and very completely solved this and so, encouragement without
whom this project might not be successful or complete.

My special thanks is extended to SARDAR PATEL UNIVERSITY

whose continuous encouragement, suggestions and constructive
criticism have been invaluable assets through out my project work.

MY PROJECT :- “GAS AGENCY” NAME:-DIPEN Y PATEL

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 Gas Agency System

CONTENT

Sr. No. Description Pg. No.

1 Introduction To Company 6
2 Introduction To System 9
3 Study Of The Current System 11
4 Existing System 12
5 Problem Identification 16
6 Requirement Analysis 17
7 Proposed OF The System 19
8 Feature Of Proposed System 21
9 Advantage Of System 26
10 Tool Description 28
11 Disadvantage Of System 35
12 Functional Decomposition Diagram (FDD) 37
13 Data Flow Diagram (DFD) 41
14 Data Dictionary (DD) 50
15 Data Elements 53
16 Table Design 56
17 Screens 61
18 User Manual 93

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 Gas Agency System

INTRODUCTION
TO
COMPANY

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 Gas Agency System

INTRODUCTION TO COMPANY
In 1928, Multinationals Asiatic Petroleum (India) and Burmah Oil Company
joined hands to form the Burmah-Shell Oil Storage and Distribution Co. of
India Ltd., a company which dominated the oil market in India for decades to
come.

A pioneer in more ways than one, Burmah-Shell was the first to introduce LPG
as a cooking fuel in the Indian homes in 1954-55. Its users fondly remember
the pioneering brand, 'Burshane' even today. With nationalization in 1976,
Burmah Shell became Bharat Petroleum and 'Burshane' was renamed
'Bharatgas'. Specifically looking after over 16 million Domestic Customers
and thousands of Industrial & Commercial Customers.

The Anand gas agency is the LPG distributor of Bharat Petroleum Corporation
Ltd. The owner of Anand gas agency is Mr. Abhishek .R. Patel and Mr. Kishor
Vyas manager of Anand gas agency.This agency provides domestic and
commercial cylinders. They are currently having 15,000 consumers. The
capacity of Anand gas agency is 10 km around Anand city. The working time
for this agency is 9:00am to 6:00pm. They also provide a miscellaneous items
like regulators, hot plate, tube lighters etc.

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 Gas Agency System

INTRODUCTION
TO
SYSTEM

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 Gas Agency System

INTRODUCTION TO SYSTEM
The system show us the work of the gas agency. It provide the connection
of new gas refill. And it also exchange the full refill instead of empty refill. For
that it have the customer all information. It can also provide different tools
related to the gas department. Like regulators,
hotplate, lighters, tubes etc.

For that it have to provide some information. The existing system is work
like that. It provide some information as a written data. It collect customer,
stock, booking information. The information is very useful for the system to
work on it. The customer information having such information like customer
name, customer address, phone no or the other connect no and it also give
one id as a customer id . By that the data can enter. In that we refer that
customer have how many refill, when it issue, etc. The other information is a
stock information in which we have the information of the stock related item.
By that we can know how many things we have?, How many given?, etc. The
stock is also very important. The last information that we collect is the
booking. In that we collect the information of the booking statements. That
customer name, when it order for another refill, etc.

After that we have to made some reports. The reports are also main feature.
In that reports we consider the all information and all that data. They are to
important. In the report the balance is also consider. So the reports are
generally main consept in which we include all the agency’s work.

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 Gas Agency System

STUDY OF

THE

CURRENT SYSTEM

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 Gas Agency System

STUDY OF THE CURRENT SYSTEM

The system can be study by two different kind of way. First one is feasibility
study and the another is technical study.

FEASIBILITY STUDY:
To check whether the system once created will be
feasible or not. A feasibility study is undertaken to determine the possibility all
probability Of either improving the existing system or developing a completely
new system .

TECHNICAL FEASIBILITY:
In technical feasibility , it is checked that if the work for
the project Can be done with present equipments,software and availabe
personnel.

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 Gas Agency System

EXISTING SYSTEM

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 Gas Agency System

EXISTING SYSTEM
By the existing system, we can know the actual work of the ‘Bharat
gas agency’ . The current work is not computerized system.

In the current work is very difficult, because each and every record is written
into the record book add, deletion, change, etc. functions make it complex. In
this we to also collect the customer information. In the customer record, when
a customer comes for cylinder refills they have to first check their validity.
Then they will book his refill in the register in the register, which is very time
consuming. If one customer change her or his house so it is difficult to update
or change his or her profile into register. The stock record is also have to
maintain. Daily stock record is also have to update regularly.

For the counting the cost it have to done some below things:
The category of the system is “organic “ for this a = 3.2 and b = 1.05 are
constant.
The size of the system is 2.5 KDL(thousand of delivered line of code).

Initial cost estimation Ei = a * (size)b

= 3.2 * (2.5)1.05
= 8.375
EAF is effort adjustment factor.
Reliability is high  1.15
Database size is normal  1.00
Complexity is very low  0.70
Programmer experience is very low  1.29
Programmer capacity is normal  1.00
Language experience is low  1.07

Analyst capacity is normal  1.00

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 Gas Agency System

EAF = 1.15 * 1.00 * 0.70 * 1.29 * 1.00 * 1.07 * 1.00

= 1.11
Final cost E = Ei * EAF
= 8.375 * 1.11
= 9.30 PM

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 Gas Agency System

PROBLEMS
IDENTIFICATION

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 Gas Agency System

PROBLEMS IDENTIFICATION

The main problem with this current system are collection which is describe as
below:

In the record book such operation like add, delete and update records
are to difficult to perform. They records are have to change daily.
The second problem is generate the reports. The reports have to
generate by it sequence but the existing system can not work properly. To
determine the report we can also find many errors.

For finding the customer record we just have to find in the information
record and it become to hard form find the history for the person.
In this system all work is distribute but it can not work properly and so
easy for searching anything it just make to hard.
There is no security of the registers many things.
If one paper or some register is misplace then it create major problem. It is
very time consuming.

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 Gas Agency System

REQUIREMENT

ANALYSIS

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 Gas Agency System

REQUIREMENT ANALYSIS
Now the time is to change the computer is become not so costly. So for
doing and performing the right system we have to reducing the current system
and we have to make new system. As we have decided to develop a new
system now it is a time to determine the new requirements for the new system
. As the user is the most important part of any system it is required to find the
users requirement to develop a user friendly system rather than having
develop a developer friendly system.

The outputs required by the user that must be included into the
proposed system are as follows.

First we require all date have the security.

Second the work for the particular user must be personalized.

Third one is the customer information must be entered on such a way that it
is easier for
user to understand.

Fourth is daily reports and monthly reports are printed.

Fifth one is bills are printed as in required order.

The user must be provided ease if he wants to switch from one application to
other at a time.

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 Gas Agency System

PROPOSED
OF THE SYSTEM

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 Gas Agency System

PROPOSED OF THE SYSTEM

The new system of gas agency is make for creating some more facility
and remove the current systems problem. So after understand the problems
of the existing system, we are just make the new system for make the work
easy and done properly.

So, the actually work, when a customer request for a gas refills, first
check for his validations and prepare bills and handle those bills to particular
deliveryman for delivery.
For done all the work properly, this system maintains customer all type
of records, that do not require more time and we do not have search for such
find of documents.
The another register like stock in this stock the other items are also
include are systematically maintain.
The all documents and the all difference reports are prepare perfect.
The calculation of the balance sheet is do not require more time and it is
also very perfect in it no such kind of mistake can take place.
There are security and some password facility for opening the system’s
work.

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 Gas Agency System

FEATURE OF
PROPOSED SYSTEM

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 Gas Agency System

FEATURE OF PROPOSED SYSTEM

The addition , deletion , updation of records, generating reports are the basic
part or you can also call the objective of this system. In detail below we
explain it :

Firstly, the basic operation like addition, deletion, updating and the other
can be done easily by the new system. It have such easy key and some more
facility which can work and operate quickly and save easily.

If we want to check some history of customer or anything else we check

easy and also update it. So, the work is such a accurate.

The third one is it do not require so many people to woke it. It do not
need such other documents. Only one person can also handle it but some
people to help for sale it, transfer it,
And do the other helpful work.

Fourth one is that it have the facility of the password that help for the
security. That can save the document. It make the high security.

For making the daily transactions it can easy for work and helpful. Any
one can handle it easily. So for the daily transactions are easily handled.

By that the transaction are made to easy. And it can be done fast. And
by the use of the options it is to helpful. The work is distribute for do it

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 Gas Agency System

easily and understand the parts. By the distribution it can done properly and
so easily.

It can also generate different kinds of reports that works more

efficiency. And it reduce the redundancy.

It have very easy programming language to make for it. After made it
become easier. For The making new software we have 2 kind of tools. First
one is front –end tool and that another is back-end tool.

For making this software we use the oracle8 as a fornt-end tool. There
are such many kind of front end but we select oracle8 for the reason as
below :
First one It eliminates all parent-child relationships and instead
represented all data in the database as simple row/column tables of data

values. It is also flexibility in data modeling. It is easy for accessing data . In

this each table is an independent entity and there is no physical relationship
between tables. It can reduce data storage and redundancy. It is independent
of physical storage and logical data design. It has wide level data
manipulation language (SQL).
Deferred writing at commits to improve transaction performance. It
have security and control. It has a rollback command for recreating the
database to its most recent safe point. Grant and revoke limits access to
information down to row and column level. Views are valuable features for
limiting access to the primary tackles in the database. Professional ORACLE
starts the DBMS (Database Management System) in the extended memory,
so more main memory is available for other applications. Relational model of
data management is based on set theory. Built-in query language is designed
in the RDBMS, so that it can manipulate sets of data (one or more topples).

And the another known as a back-end tool is a visual-basic. In this we

can do coding making the form and the reports. It having the below
facility :

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 Gas Agency System

Visual Basic provides complete set of tools to simplify rapid application

Development. It provides a vital link to graphical environment and allows you
to develop applications based on standard windows features: Dialog boxes,
Command buttons, Pull down menus, Scroll Bars, Selection lists etc. It also
allows creating robust applications that fully make use of the graphical user
interface. ActiveX Data Objects (ADO) and OLE DB replace the Open
database connectivity (ODBC) API as the preferred method for accessing
shared file and client/server databases. Extensions to Visual Basic class
modules assist in writing middle-tier DLLs for Microsoft transaction server 2.0.
A multitude of wizards and other graphical tools aid developers new to Visual
Basic.Visual Basic is an event driven programming language.It have
sequential and random access file support.Lots of icons and pictures for your
use.Full array of mathematical, string handling, and graphic functions.
Sequential and random access file support. It is a Visual data tools (VDTS). In
it SQL editor. It have Component creation. I t have the Language.
It have the Packaging and Deployment wizard. It also have the Data object
wizard.

Now let’s talk about the hardware we require :

We require a Printer for giving the receipts or reports.Microsoft window
95 or later microsoft window NT workstation 4.0 to work on it. it require 64 MB
RAM for windows 98 workstation. A mouse or other suitable pointing device
and keyboard

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 Gas Agency System

ADVANTAGE OF
SYSTEM

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 Gas Agency System

ADVANTAGE OF SYSTEM

The system have Manual work has to be reduced and Result to be received
quickly.
To speed up the operation and Decrease manpower, high cost.
Increase security, speed, storing and accuracy.

 The customers have to face only one person at the counter for booking
Cylinder.Managing and maintaining data becomes easier and cost effective
due to very high amount and reliability of storage space available in the
proposed system.
The system has been developed under Microsoft Visual Basic 6.0 as a
Front-End tool and Oracle 8.0 as a Back-End tool. It can maintaining
customer information. It can also Maintaining stock information.It maintaining
cylinder refills information.It can delivery of refills information.It can
preparation of reports.

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 Gas Agency System

TOOL DESCRIPTION

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 Gas Agency System

TOOL DESCRIPTION

Microsoft Visual Basic 6.0 [Front-End] :

To develop any system along with the back-end tools

which provide access to the database and also solves the database queries
like oracle, to make a system interactive with the user the use of front-end
tools comes into the picture. The front-end tools make the user interface with
the system easier and also provide a user-friendly environment to the system.

This rich language enables you to develop many

different types of applications. You can create you can create programs that
intersect with the hardware.
It is a programming language used to create window
base application. Visual Basic is an old BASIC (Beginners All-purpose
Symbolic instruction code) language. It makes it very easy to get the user
interface portion of your application up and running.
Hundreds of functions and latest technological advances
have been added to the language to make it an industrial – strength
development environment suitable for almost my type of windows application.
This is especially true with the advent of internet programming and object
oriented programming.

Microsoft Visual Basic 6.0 is one of the front-end

tool provided by Microsoft Inc. Microsoft Visual Basic 6.0 provides a fast way
to develop applications for Microsoft Windows. As a front-end tool Microsoft
Visual Basic 6.0 provides the G.U.I interface to the user and it is supposed to
be one of the beast front-end tools used today.

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 Gas Agency System

Some of the main features of Visual Basic 6.0 are listed below :

 Data Access features allows you to create database and front-end

applications for most popular database formats, including Microsoft
SQL Server, Oracle, Microsoft Access and other enterprise level
database.

 It includes a GUI environment fro making windows based

applications.

 Active X technology allows you to use the functionality provided by

other application such as MS Word, MS Excel and other Windows
applications. You can even automate applications and professional
or enterprise editions of Visual Basic.

 Internet capabilities make it easy to provide access to documents

and applications across the internet from within your application.

 It provides a vital link to graphical environment and allows you to

develop applications based on standard Windows features : Dialog
Boxes, Command buttons, Pull down menus, Scroll bars, Selection
lists etc. It also allows creating robust applications that fully make
use of the graphical user interface.

 A multitude of wizards and other graphical tools aid developers new

to Visual Basic.

 ADO-compliant data-bound controls.

 Hierarchical record sets and the Flex Grid Control.

 Visual Basic is an event driven programming language.

 Visual Basic allows you to adopt more of parallel approach, with

independent sections of code for each option that the user may
select. This is known as Event driven programming language.

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 Gas Agency System

 Visual data tools (VDTS).

 ADO Data Control (ADODC).

 Data report design and Data form wizards.

 It also helps the user with the SQL editor.

 By connecting it with Oracle, SQL statements can be run and

terminated through Visual Basic 6.0.

 Visual Basic Component creation.

 The language is very easy and it provides a very user friendly

environment while programming in Visual Basic 6.0.

 Packaging and Deployment wizard.

 Allows for the creation of p-code and native code EXE files. p-code
is a tokenized from of your source code that will be broken down at
runtime into machine code, which is why Visual Basic will create
this intermediately forms.

 Can be extended easily through the use of windows API calls,

hundreds of third party controls and DLLs, and integration with
other windows applications through COM and DCOM.

 Has a shorter learning curve and development time than C/C++,

Delphi, and even Power Builder.

 Used by most of the office suite tool as macro language. With the
rest to follow. Other companies as well are starting to support VBA
in their products, such as AutoCAD, Vision, CorelDraw, SAP, and
many others.

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 Gas Agency System

 Allows for rapid application development and is excellent for

business applications.

 Has an excellent integrated help facility and book online as well as

it includes good debugging facilities and have many wizards that
help automated repetitive tasks.

 Object-based development is possible using class modules and

rapid application development (RAD).

 Allows for the creation of COM components such as Active X

controls, DLL’s, and Exec’s.

 Can integrate with the Internet on both the server side and the
client side.

 Can create Active X Automation server.

 Integrates with Microsoft transaction server.

 Can run server either on the same machine or remotely on another

computer. This allow for true distributed processing.

ADVANTAGES OF VISUAL BASIC 6.0 :

 During design time, it is possible to see how the program will look at
the runtime.
 Visual Basic is very useful in designing and developing, effective and
efficient windows based programs
 VB helps in making your program look quite effective and beautiful.
 You can add menus, tool bars, status bars, text boxes, etc. to blank
window.
 It is less time consuming and more user friendly. Also user friendly
programs can be developed very easily.

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 Gas Agency System

DISADVANTAGES OF VISUAL BASIC 6.0 :

 The programs that are developed utilize more memory.
 Visual Basic requires specific operating system which supports visual
programming.
 Graphical User Interface is provided by visual basic which takes some
more time then other non visual programming for execution of the
program .

ORACLE 8:

Oracle is a RDBMS.
RDBMS Means Relational Database Management System.
A RDBMS in general acts as a transparent interface between physical
storage and logical presentation of data. It provides set of flexible and
sophisticated tools for handling information and offer benefits such as:

SOME FEATURES OF ORACLE

. It offers following benefits:

 It eliminates all parent-child relationships and instead
represented all data in the database as simple row/column
tables of data values.
 Flexibility in data modeling.
 Easy for accessing data.
 Each table is an independent entity and there is no physical
relationship between tables.
 Reduce data storage and redundancy.
 Independent of physical storage and logical data design.
 It has wide level data manipulation language (SQL).
 Deferred writing at commits to improve transaction performance.
 Security and control.

 It has a rollback command for recreating the database to its

most recent safe point. Grant and revoke limits access to
information down to row and column level. Views are valuable
features for limiting access to the primary tackles in the
database.

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 Gas Agency System

 Professional ORACLE starts the DBMS (Database Management

System) in the extended memory, so more main memory is
available for other applications.

 Relational model of data management is based on set theory.

Built-in query language is designed in the RDBMS, so that it can
manipulate sets of data (one or more tuples).

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 Gas Agency System

DISADVANTAGE

OF THE SYSTEM

PAGE NO - 33
 Gas Agency System

DISADVANTAGE OF THE SYSTEM

It don’t have such kind of disadvantage but still compare to old manual
system relay work so well. Still it does not include the worker’s information .

The another is that you can issue at a time only two cylinder either domestic
or commercial.

There are such as only two disadvantage of the system. No other

disadvantage take place.

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 Gas Agency System

FUNCTIONAL
DECOMPOSITION
DIAGRAM
[F.D.D]

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 Gas Agency System

FUNCTIONAL DECOMPOSITION
DIAGRAM

The functional decomposition diagram of the sales and

purchase of agency system is drawn below. The functional decomposition
diagram shows us the various processes and sub processes which that can
occurs during the sales transactions and purchase made in the system.

There are three basic processes in the GAS AGENCY SYSTEM

and it also have some sub processes. All the processes can be clearly
understood by viewing the functional decomposition diagram.

The first process PURCHASE ORDER by different supplier of

the given information for low stock of bottles or refilling bottles. During this
process whenever a customer comes to the GAS AGENCY and asks for
bottles the owner provides him information about the require bottle. If there is
not available bottles manager will purchase the bottles from company to order
them in request. Which contains bottles details and total amount called
payment or invoice/bill of the purchased bottles.

The second process deals with the SELLING BOTTLES. When

the customer comes at JAGAT GAS AGENCY for refilling bottles at that time
the bottles are all ready present at go-down, so bill this bottles and also
prepare bill for them and printing them for one type of record of selling the
bottles and this bottles entry are subtract from the bottle information database.
If there is a new customer at the agency for taking a connection then
requirements for getting a connection are checked by the manager then
customer had to pay the charges of bottles, LPG Gas, pipe, regulator,
inspection charges for stove are taken then the kit will be given to the
customer.

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 Gas Agency System

The third process occurs when purchasing the bottles or low

stock of full bottles from company or selling bottles from agency is maintain
them in order for easy .

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 Gas Agency System

FUNCTIONAL DECOMPOSITION DIAGRAM

(FDD)

GAS
AGENCY
SYSTEM

PURCHA STOCK SELLIN

SE REORD G
ORDER ER

COMPAN REFILL TYPES OF

Y BOTTL NEW BOTTLES
TYPES ES CONNECTI CUSTOM
OF ON ER
BOTTLE
S REQUIRE
AGENCY CHECK S
REQUIRMENT FOR
REQUIRE CONNECTION
S
BIL
BIL
L
L

PAYMEN
T NEW PAYMEN
CONNECTION T

PAYMENT

PAGE NO - 38
 Gas Agency System

DATA FLOW
DIAGRAM(s) [D. F. D.]

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 Gas Agency System

DATA FLOW DIAGRAM(s) [D. F. D.]

The data flow diagrams are pictorial or graphical representation of the outline
of the system study. The data flow diagram covers all the processes and data
storage area which takes place during any transaction in the system. The data
flow diagrams are functionally divided into context level, Zero level and First
level data flow diagrams.

Symbols used in DFDs:

1. Process: Here flow of data is transformed. e.g. Purchase of
currencies, update inventory file, etc.

2. External Entity: A source or destination of data which is extrenal to

the system. e.g. Public, Dealer etc.

3. A data flow: It is packet of data. It may be in the form of document ,

letter etc.

4.

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 Gas Agency System

4.Data store: Any store data but with no reference to the physical
method of storing.

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 Gas Agency System

General Context level Diagram

(concept)

DATA1 DATA2
SOURCE PROCESS DESTINATION

CONTEXT LEVEL DIAGRAM

Customer Order
CUSTOMER

Bottles GAS Purchase Order

AGENCY
Bill SYSTEM Payment

Bill
COMPANY
Bottles

Any typical system would generally consist of the following activities:

1) Obtain data from outside the system,
2) Process the data to get the information,
3) Give reports as output to the users.

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 Gas Agency System

ZERO level DFD

CUSTOMER Refill Order

Bottles / Rejected
1
Order Notice Fill
Orders

Bill

Received Sales Data

Bottles
Commitments

PurchaseOrder
2
Stock Order
Bottles COMPANY
Replenishment
stock Invoice

GO-DOWN

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 Gas Agency System

First Level DFD for 1.0

Edit
Refill Order Rejects
SALES
CUSTOME ORDER
RS
Bottl EDIT
REJECT

es 1.1
Accepted Orders
Order
Entry

1.2
Filled Items
Inventor
Completed y
Orders

1.3
Bill
Cash Sales
Memo Received Data
Bottles 2

PAGE NO - 44
 Gas Agency System

First Level DFD for 2.0

Sales Data Commitments

1 2.1
Purchasing
Purchase Order

Filled
Purchase COMPANY
Orders
Bottles
Issued
Purchase
Orders

Received
Bottles
1
2.2

Receiving

GO-DOWN
Stock

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 Gas Agency System

Second Level DFD for 1.2

Received
1. 2 Bottles
1
Accepted 1.2.3
1.2.1
Orders Check the Bottles Add
Inventory
Stock on Received
Hand Records File Bottles
Additions

Backorder
Records

Backorder Bottles INVENTORY

File Available FILE

Updated
Bottle
Records
1.2.2
Filled Check the
Reorder
Items Level

Sales
Data

1.
3 2

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 Gas Agency System

Second Level DFD for 1.3

1.
2

Filled
Items

1.3.1
Obtain
Customer
Data

Bill
Data

1.3.2
Prepare
Bill
CUSTOMERS Bill

Completed
Orders

1.
1

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 Gas Agency System

DATA DICTIONARY

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 Gas Agency System

DATA DICTIONARY

The data dictionary of any system is an integral component of structure

analysis, since data flow diagrams by themselves do not fully describe the
subject under investigation about the system.

A data dictionary is a catalog – a repository – of the elements in the system.

These elements center on data and the way they are structured to meet user
requirements and Money Exchange System needs. This step of creating a
data dictionary is simultaneous with the process of making data flow
diagram(s). Here all the data fields in their respective tables are allotted so as
to access these data in the system. The data tables are created in a back-end
tool like Microsoft Access, Oracle, FoxPro, etc…. Here in the Money
Exchange System we are using tables created in Microsoft Access 2000 as it
is the back-end tool used in the system.

The data dictionary consists of different major elements like Data Elements,
Data Store [Tables Used], Data Flow, Processes and other External entities
used in the system. The data dictionary stores details and description of these
elements.

It is developed during data flow analysis and assists the analysts involved in
determining the system requirements. Analysts use data dictionary for the
following important reasons:

 To manage the details in large system.

 To communicate a common meaning for all system elements.

 To document the features of the system.

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 Gas Agency System

 To facilitate analysis of the details in order to evaluate the

characteristics and determine where system changes should be
made.

 To locate errors and omissions in the system.

The data dictionary contains different types of descriptions for the data flowing
through the system:

Data Elements is the most fundamental level which is also considered as the
building block for all other data in the system. It refers to all the different data
used like fields, data item, etc. to make the system fully functional irrespective
to the table used in the system. Here all the different type of fields used to
make table are written sequentially without referring to the tables. This
process helps in the process of Normalization of tables.

Next to Data Elements comes the Data storage which provides the
information of where and how each data element is stored in which table and
it also give information of any constraints if there. This step also gives
knowledge of different data types used for different field and their size. All the
normalized tables are showed in data storage.

Data Flow stage shows the flow of data in the system. This step is can be
already seen in the data flow diagrams above in this document. This step
refers to all the data flow paths were transactions are done in the
computerized system.

The data flow step also includes different processes used in the system and it
is followed by External Entities used in the system.

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 Gas Agency System

DATE ELEMENTS

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 Gas Agency System

DATE ELEMENTS

The data elements have the fields which are use in the table. It gives the full
form to understand the table fields.

Sub_no : S_no is a subscription no which was given by us.

Pb_no : This is a passbook no entry elements

date_of_issue : This element use for when you issue the cylinder this
date entry.

cust_no : The no of customer which was given by us

cust_name : The name of customer

cust_add : The residential address of customer

cust_city : The city of customer

cust_phone : The phone number of the customer

cust_type : The type of the customer that the person is male or

female.

rationcard_no : The no of rationcard of the customer

product : The fields use for which product is require

nc_charge : This entry use for the new connection charge

roundup : This will help for put the round up value

total : This entry work to total amount bill

depo_cy : It is a fields of the deposit of cylinder

depre : Depriciation

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 Gas Agency System

hotplate_charge : The charge with the hotplate

with_outhotplate : The charge with out hotplate

instolation : The charge with the instolation

stamp_charge : The charge with the stamp

lighter_charge : The charge of lighter

tube_charge : The charge of the tube

Admini : Administator

lpg_charge : The charge of the lpg

bill_no : The number of the bill

date : Date

total_quantity : The total quantity of the stock

total_amount : The total amount of the stock

date_stock : The date of stock delivered

opening _stock : The number of opening stock

Recipt_company : The receipt of the oil company

Total_bottle : The total bottle in the stock

refill_of_preday : The refill of the preday

new_connection : The connection charge of the new connection

total_del : The Total delivery of bottle

Empty_bottle : The total bottle of empty

 sent_company : The of bottle that sent to the company

Total_empty : The total bottle of empty

closing_stock : The total stock of closing

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 Gas Agency System

TABLES

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 Gas Agency System

TABLES

The files used for this project are

(1) Customer_ detail

(2) Product_deatil
(3) Bookingofcylinder
(4) User
(5) Stock_detail

TABLE NO := 1

 TABLE NAME:Customer_detail

Sr.No. Fields Data Type Size Constraints Description

1 Sub_no Number 8 Not Null Subscription no
2 Pb_no Number 8 Not Null Passbook no
3 Date_of_issue Date Issue date
4 Cust_no Varchar2 10 Primary Key Consumer no
5 Cust_name Varchar2 15 Not null Consumer
name
6 Cust_add Varchar2 20 Not null Consumer
address
7 Cust_city Varchar2 15 Not null Consumer city
8 Cust_phone Varchar2 12 Consumer
phone
9 Cust_type Varchar2 15 Not null Cylinder type
10 Rationcard_no Number 10 Not null Rationcard no
11 Product Varchar2 10 Not null
12 Nc_charge Number 8 Not null New
connection
charge

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 Gas Agency System

13 Roundof Number 5 Roundof

14 Total Number 10 Not null Total amount

TABLE NO := 2

TABLE NAME :- PRODUCT_MASTER

Sr. Fields Data Type Size Constraints Description

No.
1 Depos_cy Number 4 Not null Cylinder
deposite
2 Depr Number 3 Not null Depreciation
3 Charge_hotplate Number 4 Not null With Hoteplate
charge
4 Without hoteplate Number 4 Not null Without
Hoteplate
charge
5 Charge_Instolation Number 2 Not null Instolation
charge
6 Stamp_charge Number 2 Stamp charge
7 Lighter_charge Number 2 Lighter charge
8 Tube_charge Number 2 Tube charge
9 Administrative Number 2 Administrative
charge
10 Lpg_charge Number (4,1) Lpg charge

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 Gas Agency System

TABLE NO := 3

TABLE NAME :- USER

Sr. Fields Data Type Size Constraints Description

No
1 User_name Varchar2 15 Not null User Name
2 Password Varchar2 10 Not null User password

TABLE NO := 4

TABLE NAME :- CYBOOKING

Sr. Fields Data Type Size Constraints Description

No
1 Cust_no Varchar2 10 Foreign key Consumer
number
2 Bill_no Varchar2 8 Primary key Bill number
3 Date date Date
4 Total_quantity Number 3 Not null Total quantity
5 Total_amount Number 4 Not null Total
amount

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 Gas Agency System

TABLE NO:= 5

TABLE NAME :- STOCK_MASTER

Sr. Fields Data Type Size Constraints Description

No
1 Date_stock Date Not null Stock Date
2 Opening_stock Number 4 Not null Opening stock
3 Receipt_company number 3 Not null Receipt from
oil company
4 Total_bottle number 4 Not null Total bottle
5 Refill_of_perday number 3 Not null Refill perday
6 New_connection number 3 New
connection
perday
7 Total_del number 3 Not null Total delivered
8 Empty_bottle number 3 Not null Empty bottle
9 Sent_company number 3 Set to oil
company
10 Total_empty number 3 Not null Total empty
bottle
11 Closing_stock number 4 Not null Closing stock

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 Gas Agency System

SCREENS

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 Gas Agency System

SCREENS

This section refers to the various types of interfaces which the user has to
face during operating the computerized system of “Money Exchange System”.

The section refers with the entire interface [ Screens ] a user will have to face
while operating the current system. It shows the various screens appearing for
different transactions. All the screens of different transactions in the system
are shown here.

The different transaction’s screens shown here are in the below given order:

* Main File:
 User Login
: Add user
: change user
: delete user

 Product charges

 connection

 Exit

* Register:
 Cylinderbooking

 Stock

* Reports:
 Customer

 New connection

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 Gas Agency System

 Cylinder_booking

 Stock_detail

* Help

Screen no := 1

Screen :- Main manu

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 Gas Agency System

Detail of screen : 1

The first screen is the main screen. In this we can see the whole work of the
system. This system have five main feature which are in the heading
describe. They have their own fields as they describe. First one is the main
file. In this file there are four fields which are user login, product charges,
connection and exit.
For the second field is the registration . In this register related entry are
only consider like stock register and the other register is cylinder booking.
The third one is the reports. In which all reports related to the system are
consider like a customer,
New connection, cylinder booking and the another is the stock booking.
Fourth one is the the extra fields which use for the extra work like calculator
and the calendar.

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 Gas Agency System

SCREEN NO := 2

Screen :- File detail

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 Gas Agency System

DETAIL OF SCREEN: 2

The screen show the window when you are click the file. By this window you
can perform the divided five things. First one is login. The second on is the
productcharge. Third is the connection. Fourth is the calculator and if you
want to exit from the system so the fifth is exit.

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 Gas Agency System

Screen no := 3

Screen :- Login for adding, deleting and change the password

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 Gas Agency System

Detail of screen no := 3

In this you can see the add the user detail of the login. By that you can add
the new user name and the other fields are included as a user name,
password and the conformation password. After clicking ok you can register
the new user. Your new user is made then you can see the message on the
screen. If you don’t want to make it then you can use cancel. Or you also can
exit from that window. If your user is already made but you want to remove
it at that time you can work on it. It is really very helpful. It can reduce the
number of many user. After that the third operation is the change the pass
word. In that there are three fields user name the old password and that new
password so and conform that password. By that you can show your
password syconse.

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 Gas Agency System

Screen no := 4

Screen:-Charges of the product

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 Gas Agency System

Detail of screen no : 4

In that you can see the charges of the product. The gas agency contain the
product related to the gas agency. They are like the hotplate, the deposit of
the cylinder , stem, passbook, lighter, tube, etc. All things are include in the
productcharge. You can also add the new rate or the current rate from the
user.
After that you can save it. Or from the current price if you want to update or
edit any records then you can edit it by the edit key. After showing or
performing the operation if you want to exit fro that window the exit key is also
available.

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 Gas Agency System

SCREEN NO :- 5

SCREEN:= Connection of the customer

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 Gas Agency System

DETAIL OF SCREEN NO:= 5

The screen is use for the connection or register the records. It have the fields
like issue date, customer no, ration card , name, address, city, phone no and
type is just like the domestic or commercial. In this form you can perform
many operation. For easy to understand you can see the symbols and you
can show the name of the operation. The First operation is use for add the
new customer in the connection of the cylinder. After that you can save it
when you press the button of save you can see the massage that can sure
you that you want to save that you can press ok or cancel. The second one is
the edit command by that you can edit the fields entry you also can save it.
When you press the button of save you can see the massage that can sure
you that you want to save that you can press ok or cancel. The another
operation is for delete any records when you delete you can see the massage
that show that sure you want when press ok then it can delete it or you can
press cancel it can not delete it. The nearer keys are save, cancel, close. The
other keys user for showing first record, previous record, next record and last
records. The other keys are find, print, bill form and the waiting list whenever
you click on that you can the new window use for that. The details of that
operation is as below:

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 Gas Agency System

SCREEN NO:= 6

SCREEN:= Finding option of the connection

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 Gas Agency System

DETAIL OF SCREEN NO:= 6

To check the operation we can see the above window from that we just have
to select any of two if can select the option customer no. the you have face
on the below screen when you have to enter the number of the customer and
you can show it’s detail.

(a)

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 Gas Agency System

When enter it just show the records of that number. If it is not present it can
show you one message that no number found. And when you click on the
customer name you have to enter the customer name as below screen.

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 Gas Agency System

(b)

When you select the name option you have to enter the name of the customer
and click on the ok. If the person name is present it can show the detail of
that person or if the person name is not present then it can show the name
that no name is found.

SCREEN NO:= 7

SCREEN:= Print option form the connection

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 Gas Agency System

DETAILS OF SCREEN NO: 7

The print option of the connection is a report of the connection. It can show
the whole records of the customer with the details of him or her formatted.

SCREEN NO: 8

SCREEN : CALCULATOR

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 Gas Agency System

Detail of screen no := 8

The calculator is use to calculate the difference operation and the

different sums on it.

SCREEN NO:= 9

SCREEN:= Register from main menu

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 Gas Agency System

Detail of the screen no := 9

In the above screen we can see the main menu and we click on the register.
In the register there are two type of register are include cylinder booking and
the another is stock register. The register are make by sequence. In the
register we are making for collected the records. They have their security.

SCREEN NO:= 10

SCREEN:= Cylinder booking from register

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 Gas Agency System

Detail of screen no: 10

The cylinder booking is use to book the cylinder for the customer. In the there
are fields are present . Like booking date, bill no, customer number which are
already stored in the connection. Only those persons are include which have

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 Gas Agency System

the entry in the connection. The another fields are like total quantity of the
bottle require and the amount of the bottle. The operation which can perform
in this cylinder booking is we can show the first records, previous records,
next records and the last records. We also can add new records on it. And we
also can delete it. By the finding operation we can find details on which bill
number we enter. It’s screen is as below:

SCREEN NO:= 11

SCREEN:= finding option from the cylinder booking

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 Gas Agency System

Detail of screen no: 11

In this screen first we have to click on the bill number and then the above
screen we can see. In this screen we have to enter the number of bill And the
then the record we can see it.

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 Gas Agency System

If by mistaken we can enter the wrong number then we can see the message
that “The number is not found”.

SCREEN NO:= 12

SCREEN:= Print option from the cylinder booking

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 Gas Agency System

Detail of screen no: 12

The records which are enter by the user are also can print by the option of
print. The print is just a report which have the details of customer and their
cylinder booking. The all details can be print. It is the formatted output.

SCREEN NO:= 13

SCREEN:= Register of stock

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 Gas Agency System

Detail of screen no: 13

The above screen create the register of the stock detail. It have the detail of
whole stock of the bottle. It have the fields like date, opening stock, refill to oil

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 Gas Agency System

company, total, new connection, total delivered, sent to company, total empty
bottle and the closing stock. So if we want to add the new records of the stock
that we can add it. After add you also have to save it. If we want to update or
you can say edit any records. After edit you just have to save it. For delete
any records there is a delete also preset. The other keys are cancel, save.
The first key is use to see the first records from all records. The previous key
is use to show the previous record from the current record. The next key is
use to show the next record from the current record. The last key is use to
show the last record from the all record. And the last key is use to close the
whole work.

SCREEN NO:= 14

SCREEN:= Menu of reports

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 Gas Agency System

Detail of screen no := 14

In the above screen we can see the reports of the system. It have four type
of reports. The first report is the customer report in which customer detail are
in it. The another reports is the new connection in which the new connection

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 Gas Agency System

records are stored and show us. The third one report is the cylinder booking
report in this all the booking entry of the cylinder are present. And the last one
report is the stock booking in which the stock related all records are placed.

SCREEN NO:= 15

SCREEN:= Report of the customer

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 Gas Agency System

Detail of screen no:= 15

The report have the entry of the customer. When you click on the bill form
of the file’s connection you can see the same report of the system. The fields
which are include in are the customer all details like name, address of the
customer, phone number, type etc. By that we can collect the all information of
the customer report.

SCREEN NO:= 16

SCREEN:= Report of the new connection.

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 Gas Agency System

Detail of screen no := 16

It contain the detail of the whole new connection records. It can give us for
showing the new information of the new connection. In this fields are Ration
card number, Passbook number, Product (which product you select),
Connection charge, the round up charge, total amount, Number of cylinder
bottle which was given and booking date. The all information is collect form
this report as above.

SCREEN NO:= 17

SCREEN:= Report of cylinder booking

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 Gas Agency System

First you can show the above form in which by default current date is placed
to see the another date’s report you also can enter it after that you can see
the below report:

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 Gas Agency System

Detail of screen no:= 17

As we describe as above the date which was enter or the current date’s
records of the cylinder booking we can show it. In this we can see the fields
like customer number, bill number, name, address, city , quantity, date total,
etc.

SCREEN NO:= 18

SCREEN:= Report of stock register

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 Gas Agency System

Detail of screen no:= 18

The last report of the report is the stock register in which stock register
related entry only are consider. It have the fields like date, opening stock, refill
to company, total, refill prepaid, new prepaid, total delivery, sent company,
total bottle of empty refill and closing stock. All information we can see all
information related to the fields.

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 Gas Agency System

USER MANUAL

USER MANUAL
Objective :

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 Gas Agency System

The main objective of this user manual is to introduce the user with the
available facilities in the Gas agency System. It provides a conceptual
overview of the functioning of the system and the detailed discussion and
reports.

This user manual is divided into following logical parts:

1. Getting Started.

2. Functioning of the system.

The information regarding how one can start with the Gas agency system
and how to select appropriate menus available on the main screen can be
seen and find in the Getting Started portion.

The Functioning of the system part deals with the description of the
purpose of each of the menu items and screens. It also describes the
functioning of the system i.e. where to input data, how to process it and the
detailed information about the reports and their printing. This portion also
describes the purpose of each input screen used in the system.

The error messages and their explanations and appropriate actions to be

taken is handled by Trouble Shooting part of the user manual of this
document.

Getting Started:

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 Gas Agency System

To start the Gas agency System, the steps to be followed are:

1. Switch ON the terminal / computer.

2. Windows is loaded and among various icons on the desktop,

double click the icon for the Gas agency System.

3. As soon as the icon is double clicked a main screen which

contains several transactions as menu will be appear on the
monitor.

4. Select the required menu and perform its respective operations.

5. To exit from the system click on the ‘X’ mark on the top-right
side of the main screen or select exit from the menu.

Functioning of the System :

This part of the user manual describes the basic functioning of the system the
procedure to invoke the main menu which has been described previously.

When the main screen appears the user can select several operations that
can be performed on the system.

The following is the list of processes or different transactions that can be

performed directly through the main screen.

 Report Generations :

Other reports can be created from the data or information stored in the tables
in the system.To perform any transaction select the Currency from the main

menu and do the necessary operations in the new screen opened. This allows
you to enter into the new screen and do further processing.

Each Screen has some buttons and each button has some Icons. These
buttons are for different purposes:

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 Gas Agency System

Screen Buttons Description

New To enter new record.

Delete To delete current record.

Data
Update To update any changes made in current
record.

Previous To move one record before (previously).

Insertion Next To move one record next.

Save To save currently added new record in the

table.

Refresh To refresh the current record.

Cancel To exit from current screen.

Print To go to the print report Section of particular

transaction screen.
Transaction
Save To save currently made transaction in tables.

Cancel To cancel any transaction or to exit from

Screen screen.

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