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CERTIFICATE
This is to certify that the project work entitled, “AUDIT FIRM MANAGEMENT SYSTEM”
at M/s K.S.RAMAMURTHY & CO, COIMBATORE is a bonafide record of work done by
Mr.Jayadev.J, Register Number: 042AC2076 and submitted in partial fulfillment of
the requirement for the award of the degree of BACHELOR OF COMMERCE WITH COMPUTER
APPLICATIONS, BHARATHIAR UNIVERSITY, COIMBATORE.
DECLARATION
I hereby declare that the project work entitled “AUDIT
FIRM MANAGEMENT SYSTEM” at M/s K.S.RAMAMURTHY & CO, COIMBATORE is a bonafide
record work done by me and submitted in partial fulfillment of the required for
the award of the degree of BACHELOR OF COMMERCE WITH COMPUTER
APPLICATIONS, in SMS COLLEGE OF ARTS AND SCIENCE, affiliated to
BHARATHIAR UNIVERSITY.
.
PLACE: COIMBATORE
Yours Sincerely,
DATE:
(JAYADEV.J)
ACKNOWLEDGEMENT
The austerity and satisfaction that one gets on completing a project cannot
be fulfilled without mentioning the people who made it possible, with gratitude.
I am very much grateful to the Almighty God who helped me all the way throughout
the project and who has molded me into what I am today.
I express my sincere thanks to all my friends and to all staff members of Dept of
Commerce with Computer Applications who had imparted their knowledge and expertise
upon me.
Finally I greatly indebted to Ms. Shanthy ACA, Mr. Murali Sundaradass CA (Inter),
Mr. Arumugam CA (Inter) and Mr. M.Partha Sarathy Auditors Association of Southern
India for encouragement and greetings.
JAYADEV.J
SYNOPSIS
The title of my project is “AUDIT FIRM MANAGEMENT SYSTEM”. This project is done
for “M/S K.S.RAMAMURTHY & CO”. The main aim to develop this project is to reduce
the clerical work, to avoid the human errors and to save our precious time.
The Audit firm has been run for the past 15 years. It is the Partnership audit
firm. and the partners are CA.K.S.Ramamurthy F.C.A DISA, and
CA K.Raju F.C.A.
In the existing system, the firm having some drawbacks such as manual errors, time
consumption, difficulties of handling data, etc. these errors can be reduced in my
proposed system.
CONTENTS
S.NO TITLE
PG.NO
1. INTRODUCTION
1.1 Organization Profile
1.2 About the Project
2. SYSTEM CONFIGURATION
2.1 Hardware Specification
2.2 Software Specification
2.3 Front End and Back End
3. SYSTEM ANALYSIS
3.1 Feasibility Study
3.2 Existing System
3.3 Proposed System
4. SYSTEM DESIGN
4.1 Input Design
4.2 Output Design
4.3 Database Design
4.4 Menu Design
4.5 Code Design
5. SYSTEM TESTING
5.1 Level of Testing
5.2 Unit Testing
5.3 Integration Testing
5.4 Acceptance Testing
6. SYSTEM IMPLEMENTATION
7. SYSTEM MAINTENANCE
8. CONCLUSION
BIBLIOGRAPHY
APPENDIX
a. Data Flow Diagram
b. Database Description
c. Screen Layouts
d. Sample Reports
INTRODUCTION
M/s K.S. Ramamurthy and Co is a Partnership audit firm, run by the Chartered
Accountants CA.K.S.Ramamurthy F.C.A., DISA and CA.K.Raju F.C.A. They are the
partners of the firm.
The firm is located at the heart of the industrial city Coimbatore which is known
as the Manchester of South India 12 – E – Thirumugam Nilayam, West Power House
Road, Tatabad.
The staff strength of the firm is nine includes one Audit Manager three Audit
Assistants and five student trainees.
The project work is titled as “Audit Firm Management System”. By this system
it hopes to reduce the manual work, should provide security, provide storage
facility, easy to retrieve the data, avoid manmade errors and it is to handle the
data.
This is helpful to organize client information, plan audit, regulate work, and
manage billing, administrative activities. By facilitating real time online
processing, the software contributes significantly to instant and informed
administrative decisions. It reduces manpower dependency, enables office
automation and provides a means for cost cutting. The unique modular construction
of the software helps to meet the challenging demands.
.
This system is developed with the Windows Xp Professional as the Operating System,
Visual basic 6.0 as Front end Ms-Access as Back end.
Objective Of The Project
CA firm receive lot of books, records and documents from clients for conducting
the audit and return them after verification. The documents and records are
important and valuable. If there is no proper control on receipts, issue and store
keeping, CA firm will end up in trouble due to mixing up and loss of records. This
should not happen to a C.A. who advocates systems at the clients place. Keeping in
view of the importance of this activity, this module has been designed in such a
way to keep track of all the records received from and returned to clients. It
also helps to maintain the day-to-day stock of the records.
Features
Defining records.
Records Inward entry and online print
Records Outward entry and online print.
Receipts register of books/documents returned during a period
Creating people directory of contacts - category wise
Recording the correspondence received from the clients and others
Maintaining the appointment schedule.
Maintaining the logbook of correspondence sent.
Excellent query system for analyzing clients and visitors
Reports on Correspondences received/sent for any period
Address list location wise and in label form for mailing
Nothing much needs to be said about billing module. Once the client work is taken
up, job card is raised and progress monitored. When the job is completed, billing
should be automatic. In job card quoted amount to the client is also recorded
which is retrieved at the time of Billing
Features
Raising the bills and online printing
Based on Job card or manual
Receipts of Advances
Receipts of Money towards Client work.
This audit tool module has the five tools which is frequently used in the audit
firms
Loan Amortization
Fixed Asset Calculator
Depreciation Calculator
SARAL filling
Audit Report Writer
SYSTEM CONFIGURATION
Microsoft Visual Basic 6.0 is the quickest and earliest way to create
application for Microsoft windows operating system. The Visual Basic programming
system allows creating attractive, useful and efficient applications that fully
exploits Graphical User Interface (GUI). We can create the GUI for our
application by drawing object in a graphical way. We can set the properties on
the objects to refine the appearance and behavior.
The Toolbox, project explorer, properties windows and other tools are
visually designed to create an application, so that it is very helpful to the
users.
Simplified Debugging
VB 6.0 provides the simplified debugging. Its Event driven concept is flexible for
the programmers in application development. VB 6.0 Provides the Break Point
facility. It is easy to eventually “Pause” your application while running. Simply
add a breakpoint to the line of code that you want to examine more closely, you
can step through each line of code and examine the state of all variables as the
code execute. This is incredibly useful for tracking down bugs.
Intellisense
This is one of the most popular features of visual studio that can save your
countless hours over the course of a project. Intellisense is a features that
provided statement completion as you type for accessing properties, methods and
events, upon typing the name of an object, typing dot “.” will cause a popup
list to appear displaying the available elements.
Visual Studio have one built in Data Report designer called Visual Data
Designer it consists Data Environment and a data report designer which is very
useful to retrieve the data stored in the Databases. The VB 6.0 coding is helping
us to input the data to the back end (Database). The Visual Data Designer is
helping us to take the output from Database.
Access is easy to use just in a short period beginners can be able to manage their
own data. In access the database means a collection of tables that holds data.
It collectively stores all the other related objects such as queries, forms and
reports that are used to implement the database management function affectively.
The Access database can act as a back end database for Visual Basic as a
front-end tool. Access supports the user with its powerful database management
function. Using access beginners can develop his (her own database very simply
with some mouse clicks. Access supports lots of data types where a user can
incorporate data form other application.
A single table can have any number of indexed fields that can be used to
locate records using an expression. This helps in filtering out information
according to specific criteria.
A user can move inside a table very easily using the navigator tools
supported by the access database. A table can be accessed using snapshot, dynaset
and table etc.
Why I chose MS-ACCESS as Backend
1. Very reliable
2. Compatibility with other applications
3. Built in SQL, Reports and forms
4. Data Security
WINDOWS XP
Windows XP has Graphics-based multitasking windowing environment that
allows programs written specifically for windows to have a consistent appearance
and Command structure. This capability makes even new programs easier to master.
Features of Windows XP
Multi Tasking
Real Plug and Play
High Memory Management
SYSTEM ANALYSIS
Problem Definition
Many feasibility studies are discussion for both user and analysts. First
the study often presupposes that when the feasibility document is being prepared
the analysts is in a position to solutions. Second most studies tend to overlook
the confusion inherent in system development the constraints and the assumed
attitudes. If the feasibility study is to server as a decision documents if must
answer three keys questions.
The most successful system project is not necessarily the biggest or most
visible in a business bit rather those that truly meet user expectations. More
projects fail because of inflated expectation than for any other reason
feasibility considerations.
Three keys consideration are involved in the feasibility analysis.
Reconsideration is involved in the feasibility analysis, economic, technical and
behavioral. Lets briefly review each consideration and how if relates to the
systems effort.
Economical Feasibility
Economic analysis is the most frequently used method for evaluating the
effectiveness of a candidate system. More commonly known, as cost benefit
analysis the procedure is to determine the benefits and savings that are expected
form a candidate system and compare then with costs.
Technical Feasibility
The technical feasibility involves the analysis of all possible conditions for
obtaining the system. It actually involves a study of function performance and
constraints that may affect the ability to achieve an acceptable system. The
considerations are normally associated with the technical feasibility include the
following,
Development risk
Resources availability
Technology
The development risk concerns the probability the function of all elements and its
performance and in the system that is being developed. The system is developed
according to the web standards and the development software tools are selected in
such a way to avoid the problems sited above.
The resource availability states whether skilled are available to develop
the system elements and the availability or hardware and software. The hardware
is provided by the organization satisfying all the requirements.
Behavioral Feasibility
People are inherently resistant to change and computers have been known to
facilitate change. An estimate should be made of how soon a reaction the user
staff is likely to have system. It is common knowledge that computer
installations have something to do with turnover transfers retaining changes in
employee job status. Therefore it is understandable that the introduction of a
candidate system requires special effort to educate sell and train the staff on
new ways of conducting business.
3.2 Existing System
There are a lot of reasons for introducing the new system, they are mainly due to
the drawbacks and inefficiency of the existing system.
1. Not able to operated in a LAN environment
2. Cannot able to Configure by the user
3. Problems in updating and backup
4. Time Consuming
5. Possibilities of man made errors.
SYSTEM DESIGN
Input design
Output Design
Database Design
Menu Design
Code Design
The goal designing input data is to make the data entry easy and make it
free from logical errors. Thus a careful design of input stages has been taken
place by giving attention to error handling controls batching and validation
procedures.
Foreign keys are also defined wherever applicable to ensure data consistency. For
developing an efficient database we have to fulfill certain conditions such as
Control redundancy
Data independence
Accuracy and integrity
Recovery from failure and
Privacy and security.
Screens are created in such a way that is supports orientation and need to
jump between the tasks. The help of menus simplifies the interaction between the
users on the machine. The Menus reflect the use of GUI
The Menu design as below
Here in this project I fix 4 major gateways like
Personnel
CRM (Client Relation Management)
Billing
Audit Tools
Each System has their own windows and menu system related with its concepts.
SYSTEM TESTING
Purpose Of Testing
To affirm the quality of the product
To find and eliminate any residual errors form previous stages.
To demonstrate the presence of the specified function in the produce.
To validate the software as solution to the original problem. To find
operational reliability of the system.
White box testing is a test case design method that uses the control
structure of the procedural design to derive test case that:
Exercise all logical decisions on their ‘True’ and ‘False’ sides.
Guarantee that all the independent parts with module that have been
exercised at least once.
The more complex the system being implemented the more involved will be the
system analysis and design effort required just for implementation coordinating
committee depends on policy at individual organizations. The committee will be a
sounding board for ideas complaints and problems in the user department. The Co-
ordination and control require careful maintenance and the establishment of
schedules.
The system has been tested with sample as data and adequate corrections were
made as per user requirements. The user has very little changes of making data
entry errors. Since enough validation checks and validation error message are
provided in the system. The end user with minimum amount of computer knowledge
will able to key in the data and understand the error messages. All reports have
been found to satisfy their requirements.
SYSTEM IMPLEMENTATION
After the installation phase is completed and the user is adjusted to the
changes created by the system evaluation and maintenance begin. If the new
information is inconsistent with the design specification, and then changes have
to be made. The important of maintenance is to bring the new system to standards.
User primitives, a crucial facing in the system life cycle is the successful
implementations of the new system design. An important aspect of a system analysis
job is to make sure that the new system is implemented to established standards.
The term implementation has different meaning ranging from the conversion of basic
application, to a complete replacement of computer system. Implementation used
here is to mean the process of converting a new or revised system design into an
operational one conversion is one aspect of implementation.
There are three types of implementation:
Implementation of a computer system is to replace a manual system. The
problem encountered are converting files, training users, creating accurate files
and verifying printouts of integrity.
Implementation of a new computes system is to replace conversion. If not
properly planned, there can be many problems some large computer systems have
taken as long as a year to convert.
Implementation of a modified application is to replace an existing one using
the same computer. This conversion is relatively easy to handle, provided there
are no major change in the files.
SYSTEM MAINTENANCE