1.

INTRODUCTION

1.1 ABOUT THE PROJECT

This project is entitled as “BOOKSHOP MANAGEMENT SYSTEM” is done for
the company CHOLA BOOK HOUSE which is situated in Tirupur.

This bookshop has various categories of books which they are scattered and this
project integrates all the categories in the bookshop into a single computer system. Artificial
Intelligence concepts can be included to assign priorities to that request that is more important
than the others, so that they will be processed first.

This bookshop stores the featured paintings, prints by the local artists, art supplies
and the greeting cards. Over the years paintings were supplied by an increasingly broad
selection of new books on all topics. This bookshop also sells the books for different category
of people such as kids, college students, teenagers, middle age peoples, home makers,
business people, old age people etc., according to their taste and wish. They also buy and sell
the rare books on the order basis.

This project includes three main modules such as the master module, transaction
module and the report generation module. These three modules maintain its own details such
as customer detail, vendor detail, book detail, etc...

The purpose of the system developed is to provide better convenience in

manipulation of the data, grouping them and manage the task efficiently.

This project is developed by using the front end Visual Basic 6.0 and MS Access as
the back-end tool. The reports are generated by using the crystal report 7.0.
DESCRIPTION OF MODULES
The modules in the project are listed below.

MASTERS

 Customer Details.

 Vendor Details.

 Books Details.

TRANSACTION

 Purchase Details.

 Sales Details.

 Order Details.

 Purchase Return details.

 Sales Return Details.

 Stock Details.

 Search Details.

REPORTS

 Book Details Report.


 Customer Details Report.

 Vendor Details Report

 Purchase Details Report.

 Sales Details Report.

 Stock Details Report
MODULE DESCRIPTION:

MASTER MODULE:

The master module has three sub-modules namely Customer Detail, vendor Detail
and Books Detail.

1. CUSTOMER DETAIL:

It stores the details like customer-id, customer name, address1, address, city, state,
pin-code, e-mail id, phone no, fax no, mobile no so that it is easy for the company to
contact the customers if necessary and it shows the company’s interest on their valuable
customers.

2. VENDOR DETAIL:

It stores the details such as the vendor-id, vendor name, address1, address2, City,
phone no, fax no, e-mail id, mobile no.

3. BOOK DETAIL:

It contains the details of the book such as book id,name of the book, author of the
book, selling price of the book, publications of the book, no of copies available.

TRANSACTION MODULE:

It contains various sub-modules such as Purchase Detail, Sales Details, Order Details,
Purchase Return Details, Sales Return Details, Stock Details and Search details.

1. PURCHASE DETAIL:

It stores the details of both cash purchase and credit purchase. It contains the details
such as the invoice no, name of the retailer or the publisher, address of the seller, discount
received, date of purchase, no of copies purchased, name of the book, price per unit.

2. SALES DETAILS:

It stores the details such as the cash sales or the credit sales. It contains the details
namely customer id, bill no, packing list no, packing list date, book id, discount allowed,
delivered date.
3
3. ORDER DETAILS:

It contains the details of the books that are ordered by the customers. It contains the
order id, name of the book, year of publishing, name of the publisher, price of the book,
details of the person who ordered, date of order and the date of delivery.

4. PURCHASE RETURN DETAILS:

It stores the details of the book which is returned by the company to the retailer or the
publisher. It contains the details about the book id ,book name, name of the retailer to which
the book has been returned, no of copies returned, price per unit.

5. SALES RETURNS DETAILS:

It stores the details regarding the sales inwards. It contains the details such as the book
id, customer id, bill no, no of books retuned, unit price of the book the book, date on which it
is returned.

6. STOCK DETAILS:

It contains the details regarding the books that are in the company. It contains the
name of the book, name of the publisher, supplier id, price per unit, no of copies available.

7. SEARCH DETAILS:

It contains the search details such as book name, book id, and author. With these
details the user is able to search the books that are in the company or any other details such as
about the book, seller, buyer, and price.
4
REPORT MODULE:

It contains the details about the different kinds of reports that arte generated in this
system. It generates the reports such as Book Details Report, Customer Details Report,
Vendor Details Report, Purchase Details Report, Sales Details Report and the Stock Details
Report.

1. BOOK DETAILS REPORT:

It has the details about the no of copies that are available in each and every book, it
also stores the detail about the price of the book, author and the publisher of the book.

2. CUSTOMER DETAILS REPORT:

It shows the details about the customers such as the books they have purchased, total
cost of purchase, name and address of the customer, phone no of the customer, no of units
they have purchased.

3. VENDOR DETAILS REPORT:

It shows the vendor details such as the vendor id, vendor name, address, phone no,
mobile no.

4. SALES DETAILS REPORT:

It shows the details such as the cash sales or the credit sales. It contains the details
namely customer id, bill no, packing list no, packing list date, book id, discount allowed,
delivered date.

5. STOCK DETAILS REPORT:

It shows the details regarding the books that are in the company. It contains the name
of the book, name of the publisher, supplier id, price per unit, no of copies available.

7
1.2 PROFILE OF AN ORGANIZATION

NAME OF THE ORGANISATION : CHOLA BOOK HOUSE

PARTNER NAME 1 : Mr. VASANTH

PARTNER NAME 2 : Mr. MANO

MANAGER NAME : Mr. VIVEK

YEAR OF THE ESTABLISHMENT : 2007

CAPITAL OF THE ORGANISATION : 3,00,000

WORKERS / STAFF : 10

ADDRESS/CONTACT : 70, G.G TOWERS,

OPP, TOWN HALL,

KUMARAN ROAD,

TIRUPUR.

PHONE NO : 0421-4323668

E-MAIL : cholabookhouse@gmail.com

8
1.3 OBJECTIVES OF THE STUDY

 The main objective is to computerize all the manual process in the organization.

 To store customer details, vendor details, book details, etc

 To reduce mistake of records.

 To enable quick processing of searching of books.

 To maintain proper and up to data records of all transaction.

9
1.4 LIMITATION OF THE STUDY

 Modification and correction of present system is difficult.

 Time source is the main constraint during software development.

 Difficult in preparing various report

 Lack of accuracy

 Time was the main constraint in software development

 Retrieval of records was a time consuming process

 Billing of customer and supplier is still manual

10
 2. SYSTEM SPECIFICATION

2.1 HARDWARE SPECIFICATION

Processor : Intel core 2 duo 2.4 GHz

Ram : 1 GB DDR2 ram

Monitor : 15” color

Hard disk : 80 GB

CD Dive : 1g 52x

Keyboard : standard 102 keys

Mouse : 3 buttons

2.2 SOFTWARE SPECIFICATION

Front-End : Microsoft Visual Basic 6.0

Back-End : MS- Access 2007

Operating System : Windows XP

11
2.3 SOFTWARE DESCRIPTION

FRONTEND

Introduction to Visual Basic

Visual Basic is a programming language and development environment created by

Microsoft. Visual Basic provides a graphical user interface GUI that allows the developer
drag and drop objects into the program as well as manually write program code. Visual Basic,
also referred to as "VB," is designed to make software development easy and efficient

Visual Basic 6.0

 Visual Basic is a programming language and integrated development environment.

 It derives from the much older BASIC programming language, and so is considered
useful and easy programming language for the beginner to learn.
 Visual Basic 6.0 was the final edition of Visual Basic.

FEATURES

 Learning Consists of all necessary tools required to build main stream

Windows Applications
 Professional Includes advanced features such as tools to develop ActiveX and
Internet controls.
 Enterprise In addition to all Professional features, it also includes tools such as Visual

12
Features of visual basic
 GUI Interface
 Modularization
 Object Oriented
 Debugging
 Macros IDE
 Data access feature

GUI Interface: - VB is a Graphical User Interface language. This means that a VB

program will always show something on the screen that the user can interact with to get a job
done.

Modularization: - It is considered good programming practice to modularize your

programs. Small modules where it is clearly indicated what comes into the module and what
goes out makes a program easy to understand.

Object Oriented: - Object Oriented Programming is a concept where the programmer

thinks of the program in "objects" that interact with each other. Visual Basic forces this good
programming practice.

Debugging: - Visual Basic offers two different options for code debugging:-
Debugging Managed Code Runtime Debugger The Debugging Managed Code individually
debugs C and C++ applications and Visual Basic Windows applications. The Runtime
Debugger helps to find and fix bugs in programs at runtime.

Data Access Feature: - By using data access features, we can create databases,
scalable server-side components for most databases, including Microsoft SQL Server and
other enterprise-level database.

13
 Macros IDE: - The Macros integrated development environment is similar in design
and function to the Visual Studio IDE. The Macros IDE includes a code editor, tool windows,
the properties windows and editors.

Definition - What does Microsoft Access mean?

Microsoft Access is a pseudo-relational database engine from Microsoft. It is part of
the Microsoft Office suite of applications that also includes Word, Outlook and Excel, among
others. Access is also available for purchase as a stand-alone product. Access uses the Jet
Database Engine for data storage.

Access is used for both small and large database deployments. This is partly due to its
easy-to-use graphical interface, as well as its interoperability with other applications and
platforms such as Microsoft’s own SQL Server database engine and Visual Basic for
Applications (VBA).

Techopedia explains Microsoft Access

The Access Jet engine supports most database features, such as referential integrity,
row-level locking and multiuser support with up to 255 concurrent user connections. Access
is well-suited for creating small databases such as those used by single departments. It is not
suitable for larger, enterprise-level databases. For these, Microsoft offers its SQL Server
database engine.

Access was first released as version 1.0 in November 1992. The software was fine
while working with small databases but in larger files there was the danger of data corruption.
With each release of Office, Microsoft has also included a newer version of Access, each of
which includes new or updated features.

With the release of Access 2007, the database file format changed from the previous
".mdb" to ".accdb" This new format supports more complex data types, but unfortunately is
not compatible with prior versions of the Access software. This is analogous to the new
".docx" and ".xlsx" formats in Word and Excel, which are also incompatible with the pre-
2007 versions of these programs.

14
 3. SYSTEM STUDY
3.1 EXISTING SYSTEM
In the existing system accuracy, efficiency and speed cannot be expected. It is very
difficult to furnish the reports required by the management immediately. Maintaining the details
in Manual Files and Accessing the information from it makes the job more complicated and
wastes the manpower. When human handles the huge data, few mistakes may occur.

The existing system is maintained manually. In the present system whenever the customer
gives an order it is maintained manually in the notebook. Manually they have to update the
Production Order, Production Plan of items, Production Monitoring etc. So the present system is
not good enough for the company.

3.1.1 DRAWBACKS OF EXISTING SYSTEM

There may be many drawbacks in the existing system. They may be as follows:

 File maintenance is extremely difficult as everything is done manually.

 Information retrieval is difficult and time consuming.

 Quick analysis of delivery is not possible.

 Not enough security and privacy.

 Requires much human effort.

15
3.2 NEED FOR COMPUTERIZATION

Computers are one of the most important tools between peoples in everyday life.
One would find it very difficult to live without computers. If computer all over the world
come to a half or stand still, it would be like the earth has stopped revolving. Computer is
must in today’s life. No matter what application it is, a computer assisted system is much
more beneficial than the manual system.

The system is followed manually and the presentation of records is quite tedious. So
the computer and network plays an important role. Computer is must in today’s life.
Computer helps not only in aspect for faster. Computations but also lies in the most important
factor of accuracy.

Usually computerization the system produces several types of report. It reduces time
to store and retrieve the data using computerization only the computer plays a vital role and
also the amount of data it can store, using DBMS related software helps in storing huge
quantities of data.

Technology has developed at a very faster rate. But the most important aspect of any
system is the human know-how and the use of ideas to gear the computer.

16
3.3 DATA FLOW DIGRAM

17
3.4 PROPOSED SYSTEM
To overcome the above mentioned problem in the existing system and to create a
user-friendly system with advanced manipulation techniques, it has been proposed to develop
a new system.

The proposed system should be developed keeping in view the factors like efficiency,
accuracy, speed and to furnish the reports easily. The proposed system should provide online
validation and updating. It should also be capable of storing large amount of data for many
years. The proposed system must be menu oriented and should provide user-friendly
environment by including GUI tools.

3.4.1 FEATURE
 Security to the data is provided by means of Login Form. Only authorized users can
have access to the system.
 It is trouble-free to use.
 It is a relatively fast approach to enter the data.
 It is highly reliable and approximate result from user.
 It is a best user Interface.

18
3.5 FEASIBILITY STUDY

The feasibility of the project is analyzed in this phase and business proposal is put
forth with a very general plan for the project and some cost estimates. During system analysis
the feasibility study of the proposed system is to be carried out. This is to ensure that the
proposed system is not a burden to the company. For feasibility analysis, some understanding
of the major requirements for the system is essential.

Three key considerations involved in the feasibility analysis are

ECONOMICAL FEASIBILITY
This study is carried out to check the economic impact that the system will have on
the organization. The amount of fund that the company can pour into the research and
development of the system is limited. The expenditures must be justified. Thus the developed
system as well within the budget and this was achieved because most of the technologies used
are freely available. Only the customized products had to be purchased.

TECHNICAL FEASIBILITY
This study is carried out to check the technical feasibility, that is, the technical
requirements of the system. Any system developed must not have a high demand on the
available technical resources. This will lead to high demands on the available technical
resources. This will lead to high demands being placed on the client. The developed system
must have a modest requirement, as only minimal or null changes are required for
implementing this system.

SOCIAL FEASIBILITY
The aspect of study is to check the level of acceptance of the system by the user. This
includes the process of training the user to use the system efficiently. The user must not feel
threatened by the system, instead must accept it as a necessity. The level of acceptance by the
users solely depends on the methods that are employed to educate the user about the system
and to make him familiar with it. His level of confidence must be raised so that he is also able
to make some constructive criticism, which is welcomed, as he is the final user of the system.

19
 4. SYSTEM DESIGN
4.1 INPUT DESIGN
Inaccurate input data is the most common source of error in data processing. Error
entered by the data entry operators can be controlled by input design. Input design is the
process of converting the user originated inputs to a computer based formats. Input design is a
part of overall system design.

Input design is the process of converting user-originated inputs to a computer based

format. Input design is one of the most expensive phases of the operation of computerized
system and is often the major problem of a system. In the project, the input design is made in
various forms with various methods.

Proper input validation is done for every form using validation controls required field
validate, regular expression validation and custom validate.

Input data of a system may not be necessarily is raw data captured in the system from
scratch. These can also be the output of another system or subsystem. The design of input
covers all the phase of input from the creation of initial data to actual entering of the data to
the system for processing. The design of inputs involves identifying the data needed,
specifying the characteristics of each data item, capturing and preparing data for computer
processing and ensuring correctness of data.

 Customer Details.

 Vendor Details.

 Books Details.

 Purchase Details.

 Sales Details.

 Order Details.

 Purchase Return details.

 Sales Return Details.

 Stock Details.

 Search Details.

20
4.2 OUTPUT DESIGN

Computer output is the most important and the direct source of information to the
user. Proficient, intelligible output design should improve the system relationship with the
user and help in decision making.

Outputs from computer system are required primarily to communicate the results of
processing the user in a form which they can understand and which meets their requirements.
The hardcopy output is produced for late consultation.

 Book Details Report.


 Customer Details Report.

 Vendor Details Report

 Purchase Details Report.

 Sales Details Report.

 Stock Details Report

21
4.3 DATABASE DESIGN
A database is a collection of interrelated data stored with minimum redundancy to
serve many users quickly efficiently. The general objective is to make information access
easy and flexible for the users. In Access we can create database and the tables for sorting
data. Database design is based on several objectives such as controlled redundancy, easy of
learning and use, data independence, more information at low cost, accuracy and integrity,
recovery from failure, security and enhanced performance.
In this system Access is used to create database. Access provides easy way to access
database. It is easy to create table and store information to the tables. The most important
consideration in designing the database is how information will be used. The main objectives
of designing a database are:

DATA INTEGRATION:
In a database, information from several files are coordinated, accessed and operated
upon as through it is in a single file. Logically, the information are centralized, physically, the
data may be located on different devices, connected through data communication facilities.

DATA INTEGRITY:
Data integrity means storing all data in one place only and how each applications to
access it. This approach results in more consistent information, one update being sufficient to
achieve a new record status for all applications, which use it. This leads to less data
redundancy; data items need not be duplicated; a reduction in the direct access storage
requirement.

DATA INDEPENDENCE:
Data independence is the insulation of application programs from changing aspects of
physical data organization. This objective seeks to allow changes in the content and
organization of physical data without reprogramming of applications and to allow
modifications to application programs without reorganizing the physical data. The tables
needed for each module were designed and the specification of each and every column was
given based on the records and details collected during record specification of the system
study.

22
 5. SYSTEM TESTING AND IMPLEMENTATION

5.1 SYSTEM TESTING

The purpose of testing is to discover errors. Testing is the process of trying to discover
every conceivable fault or weakness in a work product. It provides a way to check the
functionality of components, sub-assemblies, assemblies and/or a finished product It is the
process of exercising software with the intent of ensuring that the Software system meets its
requirements and user expectations and does not fail in an unacceptable manner. There are
various types of test. Each test type addresses a specific testing requirement.

TYPES OF TESTING:
UNIT TESTING
Unit testing involves the design of test cases that validate that the internal program
logic is functioning properly, and that program inputs produce valid outputs. All decision
branches and internal code flow should be validated. It is the testing of individual software
units of the application. it is done after the completion of an individual unit before
integration. This is a structural testing, that relies on knowledge of its construction and is
invasive. Unit tests perform basic tests at component level and test a specific business
process, application, and/or system configuration. Unit tests ensure that each unique path of a
business process performs accurately to the documented specifications and contains clearly
defined inputs and expected results.

INTEGRATION TESTING:
Integration tests are designed to test integrated software components to determine if
they actually run as one program. Testing is event driven and is more concerned with the
basic outcome of screens or fields. Integration tests demonstrate that although the
components were individually satisfaction, as shown by successfully unit testing, the
combination of components is correct and consistent. Integration testing is specifically aimed
at exposing the problems that arise from the combination of components.

23
FUNCTIONAL TEST

Functional tests provide systematic demonstrations that functions tested are available
as specified by the business and technical requirements, system documentation, and user
manuals.

Functional testing is centered on the following items:

Valid Input : identified classes of valid input must be accepted.

Invalid Input : identified classes of invalid input must be rejected.

Functions : identified functions must be exercised.

Output : identified classes of application outputs must be exercised.

Systems/Procedures : interfacing systems or procedures must be invoked.

Organization and preparation of functional tests is focused on requirements, key

functions, or special test cases. In addition, systematic coverage pertaining to identify
Business process flows; data fields, predefined processes, and successive processes must be
considered for testing. Before functional testing is complete, additional tests are identified
and the effective value of current tests is determined.

SYSTEM TEST
System testing ensures that the entire integrated software system meets requirements.
It tests a configuration to ensure known and predictable results. An example of system testing
is the configuration oriented system integration test. System testing is based on process
descriptions and flows, emphasizing pre-driven process links and integration points.

24
WHITE BOX TESTING
White Box Testing is a testing in which in which the software tester has knowledge of
the inner workings, structure and language of the software, or at least its purpose. It is
purpose. It is used to test areas that cannot be reached from a black box level.

BLACK BOX TESTING:

Black Box Testing is testing the software without any knowledge of the inner
workings, structure or language of the module being tested. Black box tests, as most other
kinds of tests, must be written from a definitive source document, such as specification or
requirements document, such as specification or requirements document. It is a testing in
which the software under test is treated, as a black box .you cannot “see” into it. The test
provides inputs and responds to outputs without considering how the software works.

UNIT TESTING:
Unit testing is usually conducted as part of a combined code and unit test phase of the
software lifecycle, although it is not uncommon for coding and unit testing to be conducted as
two distinct phases.

TEST STRATEGY AND APPROACH

Field testing will be performed manually and functional tests will be written in detail.

TEST OBJECTIVES
 All field entries must work properly.
 Pages must be activated from the identified link.
 The entry screen, messages and responses must not be delayed.

FEATURES TO BE TESTED
 Verify that the entries are of the correct format
 No duplicate entries should be allowed
 All links should take the user to the correct page.

25
INTEGRATION TESTING:
Software integration testing is the incremental integration testing of two or more
integrated software components on a single platform to produce failures caused by interface
defects.

The task of the integration test is to check that components or software applications,
e.g. components in a software system or – one step up – software applications at the company
level – interact without error.

TEST RESULTS:
All the test cases mentioned above passed successfully. No defects encountered.

ACCEPTANCE TESTING
User Acceptance Testing is a critical phase of any project and requires significant
participation by the end user. It also ensures that the system meets the functional
requirements.

TEST RESULTS:
All the test cases mentioned above passed successfully. No defects encountered.

5.2 IMPLEMENTATION

Implementation is the stage of the project when the theoretical design is turned out
into a working system. Thus it can be considered to be the most critical stage in achieving a
successful new system and in giving the user, confidence that the new system will work and
be effective.

The implementation stage involves careful planning, investigation of the existing

system and it’s constraints on implementation, designing of methods to achieve changeover
and evaluation of changeover methods.

26
 6. CONCLUSION AND FUTURE ENHANCEMENT

This project “BOOK SHOP MANAGEMENT SYSTEM AT CHOLA BOOK

SHOP” has been effectively designed, developed and implemented to the satisfaction of
the customers. This system provides better screens that is, user - friendly interfaces in a
neat format with required details.

The proposed system has been developed to facilitate the maintenance of the
product with their details. This system has been developed to help the employees of the
organization to communicate among them. The proposed system is capable of working as
per the requests of the company as it compile with the requirements.

FUTURE SCOPE OF THE PROJECT

The system has been designed to handle only Books. This can be redesigned to
handle more than books such as CD’s. But with the current system, the user can store any
number of book details in a file.

An address book consisting of entries of all the employees working in the

Organization, this will allow the users to send messages to any of the employees in the
organization. Along with this the user can also view the details of the employees.

In future, different types of reports are may be added for the user needs and this
system will be expanded without more modifications. Now the System is working well and
satisfying all needs of the user.

27
 BIBLIOGRAPHY

BOOKS REFERRED

 “Joyce Cox and Polly Urban”- “Quick Course In Microsoft Office”.


 “Francesco Balena”-”Programming with Visual Basic 6.0”

 “Steve Brown“-“Visual Basic 6 Complete”

 “Ray Cornell”- “Visual Basics 6.0”, Tata McGraw-Hill publication.

WEBSITES REFERRED

 www.msdn.microsoft.com
 www.vbcity.com
 www.freevbcode.com
 www.a1vbcode.com
 www.codeguru.com
 www.w3schools.com.
 www.vbcode.com
 www.visualbasic6class.com
 www.example-code.com/vb6
 www.planet-source-code.com/vb/

28
 APPENDIX

1. FORMS

29
30
2. SAMPLE CODING

31
3. TABLES STRUCTURE

32
4. REPORTS

33