Hardware Purchase and Sales System: Project Profile

HARDWARE PURCHASE AND SALES SYSTEM
PROJECT PROFILE
Project Title : Hardware purchase and Sales System
Front End : Visual Basic 6.0
Back End: : Microsoft Access 2000
Operating System : Windows-98
Project Duration : 15th June 2003 – 28th February 2004
Guide : Mr. SRINIVASA RAO
Submitted by : SHREYANS J. PATEL
Submitted To : V.P & R.P.T.P SCIENCE COLLEGE

SARDAR PATEL UNIVERSITY, V.V. NAGAR.
Page: 1
INTRODUCTION TO SYSTEM
Definition
“Hardware Sales and management System” is a stock maintenance or
management process and inventory keeping of type data processing application, done
by software named Purchase And Sales System used by retailers that sell product to
their customer.”
A high volume of data processing characterizes this application. Data processing
consists of four major tasks: data gathering, data manipulation, and data storage and
document preparation.
General concept
The areas of computer applications are literally too numerous to mention. Computer
have become an integral part of mans everyday life. They dominate every sphere of
life be it entertainment, education, banking, insurance, research, medicine, design or
manufacturing. They continue to grow and open new horizons of discovery and
application.
At the present time a facility increases and people want qualitative and better services,
all types of products which they require without wastage of time where price does not
matter and record are maintain properly of each and every transaction.
So the concept of stock management comes into existence. From where the customer
gets hardware parts, which is used and require by them, thus this way of proper
interface provide satisfaction to both customers and shopkeeper. The system keeps
the control over each and every purchase, stock maintenance and sales activity of the
store.
Any system would normally consist of the following activities:
 Obtain data from outside the system.
 Process the data to get the information.
 Give reports as output to the users.
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About Hardware Store

The Purchase And Sales system is developed for Challenger Computer Ltd. The
store is situated Vallabh Vidyanagar, Gujarat. Vallabh Vidyanagar is one of the well-
known towns across the state and also nown as Education Town. There are many
computer colleges and other colleges are situated with well-established infrastructure
so there is a need of such kind of hardware parts. You can also find many stores that
are sales and purchase of hardware parts.
As in the computer store due to increase in the use. With respect to this there are
several transactions done at each and every computer store, and they have to keep
up their daily records up-to-date. It happens sometimes as the stock has to be
maintained or any other thing to be maintained if not properly done it causes some
problems. To overcome such type of problems a computerized system of the stock
maintenance and management is done by me.
The system is developed for:
Name : Challenger Computer Ltd.
Address : First Floor, Shiv Shakti Complex
Opp Vaibhav Cinema,
V.V. Nagar. – 388 120.
Gujarat, India.
Present Status
It works regarding to purchase, sales & stock management of hardware parts. They
provide according to customer’s requirement. They open the store during Monday to
Saturday. Store is closed on Sunday. Working time during MON to SAT is 8 a.m. to 1
p.m. and 4 p.m. to 8p.m. they have two working people. They contain all types of
children’s Games Cd‘s, Floppy Disk, CD – ROM Drives, All types of hardware parts,
computer to sale and also other parts.
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INTRODUCTION TO HARDWARE AND SOFTWARE
As the proposed system has large amount of memory, huge amount of data can be
stored in it and large amount of data can be retrieved from the memory. Computer can
store data for long period of time as well as it can also maintain data of the previous
years.
The basic concepts of DBMS commercial application development are already in place.
The combination of a sharp drop in hardware prices and quantum jump upward in
software technology makes working in Client/Server very much within the financial
budgets of most organizations. This release’s to users, the power of working with a G.U.I.
based front-end to manipulate data in any RDBMS back-end. Programmers capable of
writing fine tuned code are really invaluable today.
As we are preparing a computerized system, obviously the most basic hardware need of
the system is a computer. To run Visual Basic, You must have certain hardware and
software installed on your computer. The minimum requirements for this computer must
be as described in the below table:
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Hardware Configuration:
For the successful run of the proposed system the required stand alone Personal
Computer with, minimum hardware required to run the system is as below.
Hardware Minimum Requirement
SYSTEM IBM
PROCESSOR INTEL P-III 550 MHZ
CACHE MEMORY 256 K
RAM 64 MB or 128 MB
HARD DISK 10.2 GB
It is to be understood that the computer always requires a keyboard and a mouse.

So there is no need to specify it. The cost of the above mentioned hardware will be
approximately Rs.25, 000/- to Rs.30, 000/-.
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Software Configuration:
The minimum software required by the Proposed System are follows:
Software Remarks
VISUAL BASIC 6.0 Used for creating Forms,

Menus as Front End tool
MICROSOFT ACCESS Used for storing the data as
2000 Back End tool.
WINDOWS 98 Operating System require to
run the all the programs.
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Visual Basic 6.0
The need of the hour was an environment that would allow easy design of the user
interface. Thus was born the art of visual programming.
All the important coding techniques used by programmers, in OOPS base coding is
brought out in full and in great detail. This is coupled with material on how to use the
various tool sub set available in VB 6.0. In order to understand the application
development process, it is helpful to understand some of the key concepts upon which
Visual Basic is built. Since, Visual Basic is a Windows development language; we need
some familiarity with the visual programming environment.
Visual basic is one of good front-end tool for developing application it gives event driven
programming. Visual basic provide better user interface compare to developer 2000.
Visual basic is user-friendly and provides facility for iconic command, so that the user
interface is made more users friendly. User deals with mostly mouse. 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 database
 Internet techniques such as Dynamic HTML (DHTML), extensible markup
language (XML), Active server pages (ASP) and ActiveX documents offer browser-
based alternatives for displaying and updating data
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 Extensive 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
 Data Environment Designer (DED)
 Drag and drop from generation
 Data view window
 ADO Data Control (ADODC)
 ADO-compliant data-bound controls
 Hierarchical record sets and the Flex Grid Control
 Data report design
 Data from wizards
 Format objects
 Data repeater control
 Data source classes and data building
 MTS transaction Mode property of Class modules
 Visual data tools (VDTS)
 SQL editor
 Component creation
 Language
 Packaging and Deployment wizard
 Data object wizard
 The integrated development environment
Page: 8
Microsoft Access 2000
Access is full-featured relational database management system (RDBMS) that is used

by millions of people around the world. Database management programs are
designed to store, manipulate and report large volumes of information or data. Typical
examples of data include the information that comprises a telephone and address
directory, large inventory database, order records, contact lists and much more. A
common misuse of spreadsheet programs is that of the data storage. However, once
people realize what can be done with a database program, they realize the folly of
storing large volumes of data in spreadsheets. Access makes use of all the features
available to programs design especially to run with a 32-bit operating system such as
windows 98 and window NT. As a part of Office 98, access uses the number of shared
Office resources, as do the other applications. These include fonts, clipart, spelling
resources, auto correct and more.
As with the other Office programs, Access can also integrate documents and
information created by other Office and Windows programs .For example you can
insert Excel spreadsheet documents directly into Access table .The else flexibility of
doing this is impressive. For example you can cut a portion of a document created by
another program and paste it into Access table. Or you may prefer to “ drag and drop”
part of one document into another using your mouse. Finally, you may simply import
one kind of document into another. This flexibility gives you ability to work in ways that
best suit your personal tests.
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PROPOSED SYSTEM
Here the manual system is to be computerized. Computerizing the existing system

and producing the application with the help of some programming language and
Database Package ease the work of system.
Nobody works without detailed information nowadays. The initial step is to ask for a
login name and a valid password. If the combination of the password and the login
name is valid then and only then the user will be allowed to enter in the system.
Now after the person is allowed to enter in the system the next screen he will view
will be the screen of MDI form the main menu containing the options of either select
the Data Operation, Order Preparation, System,Reports, Utility,help and exit. In the
Data Operation the person can add the details of Customer’s record, Supplier’s
Record, Product’s Record. Delete or update the all above mentioned things
information is also available. These changes are required as there is change in the
price of the product or any change regarding to the supplier’s or Customer’s
information. These information that is stored in the respective database. The person
doing all this work can carry on doing more transactions of this type if he wants to do
or he can then come out of the system by Exit button. In each Computer store it is
necessary to keep all the Hardware parts as per customer’s demand. With the help
of stock-maintaining report storekeeper quickly find which parts are required to
purchase for a store. Storekeeper takes enquiry about current stock, if some parts
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are less and some parts are required to purchase for store, storekeeper immediately
contact an supplier from which storekeeper purchased parts for store.
Procedure for Ordering Hardware Parts
The duty of storekeeper is very important to handle the store with gentle
working and with good management. One of the most important role of
storekeeper is to give order of require hardware parts for a store or as per
customer’s demand. Storekeeper only orders those hardware parts whose
quantity is very less and also order those parts whose demand very high in the
market. If quotation is inside the budget then storekeeper gives order of those
parts. The amount is given at the delivery time or some in advance for surety of
order or dealing of order.
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SCOPE OF THE SYSTEM
The main job of this system is to make entry of purchasing parts and to provide
information regarding to the purchased parts for a store and store it in a file.
In any store sales play an important role to produce great image in market. The role
of this system is to make entry of sales parts and to provide information regarding to
the sold parts from a store and stored it in file. Another job of this system is giving
the full information about the parts of hardware. It gives the information like how
many parts are sold from the store and how many parts are required for the store.
During the sales procedure the store will interact with the customer and Supplier as
external entity and with other entity inside the environment of system.
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SYSTEM BOUNDRIES
The various boundaries of the system are
 Customers
 Suppliers
 Inventory
SYSTEM OBJECTIVES
 Maintaining Supplier related details.

 Maintaining Hardware Parts related details.
 Recording all the day-to-day transaction which includes
 Generation of cash bills
 Handling product receipts.
 Updating of stock at the time of selling.
 Updating of stock at the time of receipt of product.
In order to keep all the activities of the store under control. Keeper needs the
following report.
 Sales report
 Stock level report
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 Other Miscellaneous report

 Supplier Information report
 Item Purchase report
 Bill Information report
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FEASIBILITY STUDY
The Feasibility study of the system include:

Operational Feasibility
Technical Feasibility
Economic Feasibility
Operational Feasibility
As almost all the operational works done by the system is benefited to the store. The
shop will get the instant result of the items. In addition to this they will get the benefit
of well-designed reports, which will improve the processing speed and accuracy, and
hence, it will help in quick and efficient decision-making.
Technical Feasibility
Hardware Used: PENTIUM 3 550 MHZ
Software Used: WINDOWS 98 and MICROSOFT ACCESS 2000
Economic Feasibility
The computer system will have Microsoft Access 2000 and Visual Basic to be
installed and no need to purchase any new hardware, only a small will required for
maintenance. Like this way the development cost is very less.
Since the existing system is manual, the organization posses the computer and
doesn’t require to set the environment.
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Cost involved in the software packages includes the ORACLE 8.0 for storage of data
as a back end. Other required software is that which they already have like
WINDOWS 98. This costs around Rs.45, 000/- for the oracle software.
As the new system size is round 3.5 KDL the cost involved in developing the system
is retrieved as follows:
Size of project = 3.5 KDL.

Organic Project.
Here,
a=3.2 and b=1.05
The cost drivers and their rating for our project are as follows:
Cost Drivers Category Rating

Reliability High 1.15
Database Size Very high 1.16
Complexity Low 0.70
Analyst Capacity Normal 1.00
Analyst Experience Very low 1.29
Programmer Normal 1.00
Capacity
Language Normal 1.00
Experience
The cost of the project is estimated by the below formula as follows:
Ei = a * (size)b
= 3.2 * (3.5) 1.05
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= 11.923
EAF = 1.15*1.16*0.70*1.00*1.29*1.00*1.00
= 1.20
E = Ei * EAF
= 11.923 * 1.20
= 14.30 PM
If we assume the average salary for the person is about Rs.7, 000/- per month then
the cost is:
Cost = 14.30 * 7000

=100100
So the total cost including the cost of the oracle the RDBMS is:
Total Cost = 1,00,100+45,000

= 1,45,100
Hence the total cost of my project is Rs.1, 45,100/-
Also the total duration for the entire project is:
Here the value of a=2.5 and b=0.38
D = a * (E) b
= 2.5 * (14.30)0.38
= 6.870
So the estimated duration for the project is 7 months approximately.
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ADVANTAGES OF PROPOSED SYSTEM

The stock management system of computer store is developed to overcome these
most of the problems. By computerizing the system we can solve many problems,
which are, exists in the manual system.
After computerizing the system, they can finish their work in least amount of efforts.
The computerized system has many gain & features which manual system can’t give
in any circumstances. In manual system, main problem is to maintain the stock &
hardware part’s information. This problem is removed by computerizing process
because system is itself capable to store the data and give accurate result by using its
features. They have lots of parts & its information maintaining is very hard & difficult
task. But in computerized system once you enter the data system takes care by itself.
By feeding information in computer it is very helpful & easy to know all type of related
information like Hardware name, Supplier Information, available stock, its quantity etc.
Thus, computerized system gives advantages of both DBMS/RDBMS and Front-End
tool.
Once you prepare or build system fully computerize then below advantages we can
obtain.
 Minimized data redundancy
 Data security
 Maintenance is easy
 Provide accurate and relevant information
 Timely generation of Reports
 Enhanced data integrity
Minimized data redundancy
The system maintains the data in organized table structure that minimizes the data
redundancy.
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Data security
The system incorporates a certain level of security by using user rights. Thus the user
is allowed to access and modify only those data that are given in user rights.
Maintenance is easy
We can maintain or manage stock properly. By display the stock information from
computer we know the current status of stock of particular hardware part & its price.
Thus, we can take decision for purchase order taking of different hardware parts.
Provide accurate and relevant information.
It is most essential that the information supplied is fully correct and relevant to context
in which it is required. The system satisfies these basic criteria by generating accurate
and relevant information.
Timely generation of Reports
Reports are generated whenever require for the specific time duration.
Report generating scheme or section provides very easy way to generate specific type
of report in very sort time & less efforts.
Enhanced Data Integrity
The system incorporates the various data validation checks and thus provides the
integrity and consistency in the data. Anomalies in the data are avoided. The gain of
accuracy, speed, processing, memory storage, efficiency all are provide from
computerized system.
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System Features
 Easiest software to learn and use.

 Purchase and Sales System is completely Y2K compliant.
 System security and authorization.
 Manage stock visually.
 The system has built-in data integrity across the system.
 Menu driven, Tabs and multiple windows for a logical division of information.
Extensive usage of standard screen to ensure user friendliness.
 Reduce training time and cost, no prior knowledge of computers require. You can
start working immediately.
 Greater Help. Tool tips, buttons, message and prompts detailed are provided.
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REQUIREMENT ANALYSIS
Requirement analysis is one of the vital phases of system development. During this
phase, we found what they are expected from a new system. I had spent considerable
time in the interaction with the user and gathering all relevant requirements. They want
to computerize the system in such a way that some information of “Purchase Order”
can be made from this stored information and they can generate Purchase Reports.
For customer where there is fixed price for each hardware product so, it can be stored
in the computer so that the price of orders of type can be automatically calculated and
changes in it can also be made. They require that, this new computerized system is
giving the full information about the hardware products, supplier record and
transaction performed on day to day. The requirement is to know the information like
how many hardware parts are sold from the store? And how many parts are required
for the store? Also how much stock is available in store of a particular part?
I had found the following vital needs during the Fact Gathering Techniques
 Storage of information for the financial year

 Reducing the data entry efforts
 To maintain up-to-date and proper parts information regarding to stock
 Generation of various reports as and when needed
 like Supplier Information, Monthly Sales , Current Stock, Customer Record Item
Purchased
 Computerized billing process
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FACT GATHERING TECHNIQUES

A fact finding study was undertaken to study the activity involve in the Computer store
system. I found interviewing as the most important method of gathering information. I
had prepared the checklist also after meeting the individual users. That system was
studied by means of
 Interview
 Checklist
 Record Review
Interview
User interviews were conducted to determine the qualitative information. Those
interviews, which were the unstructured interviews provided opportunity to gather
information from respondents who are, involve in the process for a long time.
This interview provided into such as:
 Activities involve in the process of the system
 Types of Reports
Checklist
 Find out what area of computer store system operation and activities need to be
analyzed
 Find out the reasons for performing the particular operation and what benefits
they foresee
 Find out their priorities
Record Review
To gather details about the Computer store system, many kinds of record and reports
were reviewed.
The study covered:
 Standard operating procedure
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 Forms and documents used for system
DEVELOPMENT METHODOLOGY
The architect process is partitioned into set of similarly struct segments called phases.
Usually a phase represents a state in the evaluation of software and has an

associated project deliverable.
Project Development Phase: Depending on the scope of the project, the operational
process may contain some or all of the phases.
The phase in a typical development project is following:
 Project start-up / Transition-in

 Requirement Analysis
 High level design
 Low level design
 Construction
 Unit testing
 System testing
 Acceptance testing
 Package and release / Transition-out
 Project wind up
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PROCESS HIERARCHY
HARDWARE
PURCHASE
AND SALES
SYSTEM
1 2 3
Process Manage Purchase
Customer Inventory Product
Order
2.2
2.1 2.3
Manage
Process Receive
Inventory
Request Product
Storage
2.2.2
2.2.1
Retrieve
Store Product
Product
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DATA FLOW DIAGRAM (DFD)
We used data flow diagrams, or DFDs, to document the system. DFDs document a
system in a hierarchical manner, and the diagram in figure represents the highest
level. The diagram is called a context diagram because it represents the system in the
context of its environment.
A DFD is pictorial representation of the path which data takes from its initial interaction
with the system until it completes any interaction. The diagram will describe the logical
data flows without detailing movement of any physical items. The DFDs also gives
insight into the data that is used in the system. One of the tools of structured Analysis
is the Data Flow Diagram. A Data Flow Diagram is a graphic documentation of a
system. Data Flow Diagram serves two purposes.
Data Flow Diagram Elements

A Data Flow Diagram needs to be simple because a user has to go through it,
understand it, and suggest correction or changes. A data flow diagram uses only four
elements.
 External Entity
 Data Flow
 Process
 Data Stores
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SYMBOLS USED IN DATA FLOW DIAGRAM:
Process: Here flow of data is transformed.
A process represents some amount of work using behavior of date. A process does
transformation of data from one form to another. A circle represents a process.
The area of the circle is divided into two parts.
The process number is written in the top portion and the process name is written in the
bottom portion.
E.g. verify credits, update inventory file
External Entity : A source or destination of data which is external to the system.

As the name suggests it lies outside the context of the system. It is represented by
solid squares. The people/Departments that will be giving data and / or receiving
information can be referred to as External Entities as they do not accomplish any work
done by the system. The data coming in and the reports produced are referred as the
input and the output of the system respectively.
E.g. Supplier, Customer etc.
Data Flow: It is packet of data .It may be in the form of document,letter etc.
A data Flow portrays an interface among different components in the Data Flow
Diagram. It represents the path of the data as it flows through a system. An arrow
represents it. The arrowhead points in the direction in which the Data moves. The
name of the data Flow is written along the line.
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Data Store: Any store data but with no reference to the physical method of storing. If
there is a logical requirement for the data to be stored. It is held in a data store. A Data
Store, therefore, is a repository of data. It is represented by an open-ended rectangle.
A number and a name identify each data store, like a process.
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CONTEXT DIAGRAM
Customer
Customer Order
Hardware
Product Purchase
Invoice and Sales
System
Purchase order
Payment
Product
SUPPLIER
Invoice
The basic procedures included in the Hardware Purchase And Sales System are
 Receive orders from customers
 Send invoice to customers
 Send products to the customers
 Send orders to the suppliers
 Receive invoices from suppliers
 Send payment to the suppliers
 Receive products from supplier
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 The above context diagram is now converted into DFD by breaking into Level-0, Level-1
and Level-2 diagrams.
ZERO - LEVEL DIAGRAM
Invoice
Customer
Product Accounts
Order
Customer Order Form 1 Register
Process Report
Product Customer
Order
Receipt Notification
Request
Low Inventory
Notification
2
Manage
Inventory Order
Notification
3
Confirmation Of Payment Purchase
Product
Invoice
Payment Order
Supplier
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Payment
0 Level, Proposed DFD for Hardware Purchase And Sales System
The first step towards transferring the context analysis diagram to a Level-0 DFD is to
list the major business process or events within the system. Link each of these
processes to all the external entities, between which information flows.
In the case of the system, the customer places an order. If the required stock is not
available then the store keeper places the order to the supplier and once the supplier
delivers the product, he raises the invoice for payment.
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LEVEL-1 DATA FLOW DIAGRAM
Shipment Request
1
Process 2.1
Customer Process
Product Request
Order
Low Inventory Notice
3
Process Low Inventory
Product Notice
Product
Confirmation Of Production
Receipt
2.2
Product
Product 2.3 Manage
Supplier Receive Inventory
Product Storage
Here the second process is exploded and it break in three sub process like process
request, manage inventory storage and receive product.
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LEVEL-2 DATA FLOW DIAGRAM
2.3 Product 2.2.1

Receive Store product
Product
Product
Product Section Storage
Shipment Request
2.1
Process 2.2.2 Low
Request Retrieve Inventory
product Notice
Product
Level-2 DFD completes the process of decomposition, where each individual sub-
process of Level-1 DFD is broken into details. Next identify and list the major data
stores to which these processes will source their information.
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DATA DICTIONARY
Data Elements
 C_code
 C_name
 C_add1
 C_add2
 C_phno
 Product_no
 Description
 Unit_measure
 Qty_on_hand
 Reorder_lvl
 Cost_price
 Bill_no
 S_o_no
Bill_date
 P_o_date
 S_code
 Qty_disp
P_rate
 S_name
 S_add1
 S_add2
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 S_phno
Data Stores
 Supplier_Master
 Sales_order_detail
 Item_Master
 Customer_Master
Data Flows
 Customer Order
 Product
 Invoice
 Purchase Order
 Payment
 Order Register Report
 Customer Order form
 Low inventory Notice
Processes
1 Process Customer Order
2 Manage Inventory
2.1 Process Request
2.2 Mange Inventory Storage
2.2.1 Store Product
2.2.2 Retrieve Product
2.3 Receive Product
3 Purchase Product
External Entities
 Customer
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 Supplier
 Account
DATA ELEMENTS
Data Description Type Len Range Data store Remarks
Element
C_Code Code of Text 6 - Not null

Customer Customer_Master
C_Name Customer Text 30 - Customer_Master Not null
name
C_Add1 Customer Text 30 - Customer_Master Not null
address
C_Add2 Next Text 30 - Customer_Master -
address of
customer
C_Phno Phone Number 15 - Customer_Master Not null
number
Product_no Code of the Text 6 - Item_Master Not Null
product
Description Description Text 30 - Item_Master Not Null
of the
product
Unit_Measure Number or Text 30 - Item_Master Not Null
units
Qty_on_hand Total Number 6 - Item_Master Not Null
available
quantity
Reorder_lvl How much Number 6 - Item_Master Not Null
quantity
should be
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reorder
Cost_Price Price of the Number 10,2 - Item_Master Not Null
product
Bill_no Code of the Number 6 - Bill_Details Not Null
bill number
S_o_no Sales order Text 6 - Sales_Order Not Null
number
Bill_date Date of the Date 8 - Bill_Master Not Null
bill number
P_o_date Date of the Date 8 - Purchase_Order Not Null
product
purchased
S_code Code of the Text 6 - Supplier_Master Not Null

supplier
Qty_disp Quantity Number 6 - Sales_Order_Det Not Null

that will ails
display
P_rate Rate of the Number 10,2 - Item_Master Not Null
product
S_name Name of Text 30 - Supplier_Master Not Null
the supplier
S_add1 First part of Text 30 - Supplier_Master Not Null
the
address
S_add2 Second Text 30 - Supplier_Master Not Null
Part of the
address
S_Phno Phone Number 15 - Supplier_Master Not Null
number of
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the supplier
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DATA STORES
Data Description Content Volume Data Data

Structure Flow stores
Supplier_Master Gives the S_code,S_name, Not In Current
information S_add1,S_add2, known Printing Supplier
about the S_phno Information
supplier
Sales_Order_Detail Gives the S_o_no,Qty_disp, Not In Current Sales
information P_rate Known Printing Information
about the Invoice
sales
Item_Master Give P_code,P_name, Not In Information of
information P_add1,P_add2 Known Printing the products
about the ,P_Phno
products
Customer_Master Gives the C_Code,C_name, Not In Information

information C_add1,C_add2, Known Printing Of
about the C_phno
customer
Page: 38
TABLE DESIGNING (DATABASE DESIGNING)
Following is the description for the tables.
Table Name: Login

Description: Used to store login name and password
NO FIELDS TYPE SIZE DESCRIPTION
1 Login_name Text 15 Name of the user
2 Password Text 15 Password

security
3 Question Text 30 Security question
4 Answer Text Security answer
Page: 39
Table Name : Customer_Master
Description : Use to store information about Customers.
Validation : C_code is Primary key in this table and its first letter must start
with ‘C’.
No Fields Type Size Description

1 C_code Text 6 Primary Key,
First letter
must start with
‘C’
2 C_name Text 30 Not Null
3 C_add1 Text 30 Not Null
4 C_add2 Text 30 Not Null
5 C_phno Number 15 Not Null
6 C_mbno Number 15 Not Null
7 C_city Text 20 Not Null
8 C_pin Number 15 Not Null
9 C_email Text 40 Not Null
10 C_bdue Number 10 Not Null
Page: 40
Table Name : Item_Master
Description : Use to store information about Products.
Validation : Product_no is Primary key in this table and its first letter
must start with ‘P’.

1 Product_no Text 6 Primary key,
First letter must
start with ‘P’
2 Description Text 30 Not Null
3 Unit_measure Text 20 Not Null
4 Qty_on_hand Number 6 Not Null
5 Reorder_lvl Number 6 Not Null
6 Cost_price Number 10,2 Not Null
7 Selling_price Number 10,2 Not Null
Page: 41
Table Name: Bill_Master
Description: Use to store information about Bills.
Validation : Bill_no is Primary key in this table. S_o_no is the Foreign key which
references to Sales_Order table. C_code is also a foreign key which
references to

1 Bill_no Number 6 Primary key
2 S_o_no Number 6 Foreign key
references to
Sales_Order
3 Bill_date Date/time 8 Not Null
4 C_code Text 6 Foreign key
references to
Customer_Master
Page: 42
Table Name : Bill_Details
Description : Use to store detail information about the bill.
Validation : Bill_no is a Foreign key which references to Bill_Master. Product_no

is also a Foreign key which references to Purchase_Order_Details
and Sales_Order_Details.

1 Bill_no Number 6 Foreign key
refernces to
Bill_Master
2 Product_no Text 6 Foreign key
references to
Purchase_Order
_Details and
Sales_Order_Det
ails
3 Qty Number 3 Not Null
Page: 43
Table Name : Purchase_Order_Details
Description :Use to store information about purchased order details.
Validation : Product_no is Primary key in this table. P_o_no is Foreign key which
references to Purchase_Order table.

1 Product_no Text 6 Primary key
2 P_o_no Number 6 Foreign key
references to
Purchase_Order
3 Description Text 30 Not Null
4 Qty Number 3 Not Null
Page: 44
Table Name : Sales_Order
Description : Use to store information about sales order.
Validation : S_o_no is Primary key in this table. S_code is Foreign Key which
references to Customer_Master and Bill_Master tables.

1 S_o_no Number 6 Primary key
2 S_o_date Date/time 8 Not Null
3 S_code Text 6 Foreign key
references to
Customer_Master
and Bill_Master
Page: 45
Name : Sales_order_details
Description : Use to store information about details of sales order.
Validation : S_o_no is Primary key in this table. Product rate is Calculated

according to the Formula.

1 S_o_no Number 6 Not Null
2 Product_no Text 6 Primary key
3 Qty_disp Number 6 Not Null
4 P_rate Number 10,2 Not Null
Page: 46
Table Name : Supplier_Master
Description : Use to store information about Suppliers
Validation : S_code is Primary key in this table and its first letter must start with
‘S’.

1 S_code Text 6 Primary key ,
First letter must
start with ‘S’
2 S_name Text 30 Not Null
3 S_add1 Text 30 Not Null
4 S_add2 Text 30 Not Null
5 S_status Text 15 Not Null
6 S_phno Number 15 Not Null
7 S_mbno Text 15 Not Null
8 S_city Text 15 Not Null
9 S_pin Text 15 Not Null
10 S_email Text 20 Not Null
Page: 47
SPLASH SCREEN :
This is the splash screen. This screen appears when the project is run and after this
screen all the other tasks of the project can be performed. It will give the name of the
software and gives the company name for which this system is
Page: 48
MAIN SCREEN :
This is the main screen of the system. From this screen the user can do various
transactions on the system. The different menus are Data Operation, Order
Preparation, Reports, Utility, Help and Exit.
Page: 49
LOGIN SCREEN:
The login screen helps the existing user to enter into the system and access the
data. The login screen asks for the user id and password. It also gives an
appropriate error message if the user id and password are incorrect. Also if an user
forgets his/her password he can retrive it by cliciking on the forgot password check
box, here he is been asks for the secret question to retrieve the password.
Page: 50
CUSTOMER INFORMATION SCREEN :
This screen will give you the information of the Customers. This screen is the sub
menu of the Data Operation men. This screen will allow you to add, update, delete,
search, view, save the Customer’s Record. At last it will show you the status bar. It will
display the current number of the record out of how many records, display the project
name, current date and time, and another feature like it will enable the CAPS dark if
the Caps Lock is enabled and same for the Num lock.
Page: 51
SUPPLIER INFORMATION SCREEN :

This screen will display the record of the Supplier. This screen is the sub menu of
the Data Operation men. This screen will allow you to add, update, delete, search,
view, save the Supplier’s Record. At last it will show you the status bar. It will display
the current number of the record out of how many records; display the project name,
current date and time, and another feature like it will enable the CAPS dark if the
Caps Lock is enabled and same for the Num lock.
Page: 52
PRODUCT INFORMATION SCREEN :
This report shows the information of the product. It will also enabled us to view, edit,
search the records of the product.
Page: 53
PURCHASE ORDER SCREEN :
This screen will allow the user to input the information about the purchase made by
the customer and save in the database file and also allow us to print the record and
it will display the appropriate report.
Page: 54
SALES ORDER SCREEN :
This screen will allow the user to input the information about the sale and save in the
database file and also allow us to print the record and it will display the appropriate
report.
Page: 55
BILL ORDER SCREEN :

This screen will allow the user to input the information about the bill and save in the
database file and also allow us to print the record and it will display the appropriate
report.
Page: 56
PURCHASE ORDER BILL INFORMATION REPORT:

This report is generated to give the information of a bill being generated when the
item is purchased.
Page: 57
SALES ORDER BILL GENERATION REPORT:
This report is generated which gives the information about the bill being generated
when the product is sold.
Page: 58
ITEM PURCHASED REPORT:

This report is generated to give the information about items purchased. It displays
purchase order number, description, quantity.
Page: 59
CURRENT STOCK OF INFORMATION REPORT:
This report is generated to know the current stock.It displays the product no,
description , quantity, product rate, total rate.It also generates the total amount of
quantity in stock.
Page: 60
SUPPLIER INFORMATION REPORT:
This report is generated which gives the information about the supplier . It gives the
supplier code, supplier name, address.
Page: 61
MONTH WISE SELLING REPORT:
This report is generated to give the inrormation for month wise selling. It displays the
sales order no, sales order date, customer code, sales order no, product no, quantity
and rate.
Page: 62
Change password:
This screens allows the user to change password. It asks for the existing user id
and password. After that it asks for the new password and retype and confirm his
new password. When the user clicks on the change button he gets a message
box that the password is successfully changed.
Page: 63
New user:
This screen is useful to add new user id . Here he is being asked for to enter his
appropriate id and password. He also needs to retype and confirm his password.
After that he has to select a password security question which is useful to retrieve
his password if he forgets it in future.The last thing is the answer to that question.
Page: 64
Delete User:
This form allows only the administrator to delete any of the other users. He just has
to enter the user id and click on the delete button and the user is deleted permanently
from the system.
Page: 65
UTILITY:
This screen gives the user an extra help for using the calculator. It also provides the
scientific calculator.
Page: 66
CALENDER SCREEN:
This is an utility form which provides the calender for referring the dates.
Page: 67
LOGGING OFF SCREEN:
This screen Is displayed at the end of the project when the user logs off.
Page: 68
Page: 69

Hardware Purchase and Sales System: Project Profile

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HARDWARE PURCHASE AND SALES SYSTEM

Project Title : Hardware purchase and Sales System

Front End : Visual Basic 6.0

Back End: : Microsoft Access 2000

Operating System : Windows-98

Project Duration : 15th June 2003 – 28th February 2004

Guide : Mr. SRINIVASA RAO

Submitted by : SHREYANS J. PATEL

Submitted To : V.P & R.P.T.P SCIENCE COLLEGE

About Hardware Store

INTRODUCTION TO HARDWARE AND SOFTWARE

Hardware Minimum Requirement

CACHE MEMORY 256 K

HARD DISK 10.2 GB

It is to be understood that the computer always requires a keyboard and a mouse.

The minimum software required by the Proposed System are follows:

VISUAL BASIC 6.0 Used for creating Forms,

Visual Basic 6.0

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

Microsoft Access 2000

Access is full-featured relational database management system (RDBMS) that is used

Here the manual system is to be computerized. Computerizing the existing system

Procedure for Ordering Hardware Parts

SCOPE OF THE SYSTEM

 Maintaining Supplier related details.

 Other Miscellaneous report

The Feasibility study of the system include:

Hardware Used: PENTIUM 3 550 MHZ

Software Used: WINDOWS 98 and MICROSOFT ACCESS 2000

Size of project = 3.5 KDL.

Cost Drivers Category Rating

The cost of the project is estimated by the below formula as follows:

Cost = 14.30 * 7000

Total Cost = 1,00,100+45,000

ADVANTAGES OF PROPOSED SYSTEM

Provide accurate and relevant information.

Timely generation of Reports

 Easiest software to learn and use.

 Storage of information for the financial year

FACT GATHERING TECHNIQUES

 Forms and documents used for system

Usually a phase represents a state in the evaluation of software and has an

The phase in a typical development project is following:

 Project start-up / Transition-in

DATA FLOW DIAGRAM (DFD)

Data Flow Diagram Elements

SYMBOLS USED IN DATA FLOW DIAGRAM:

Process: Here flow of data is transformed.

E.g. verify credits, update inventory file

External Entity : A source or destination of data which is external to the system.

ZERO - LEVEL DIAGRAM

0 Level, Proposed DFD for Hardware Purchase And Sales System

LEVEL-1 DATA FLOW DIAGRAM

1 Level, Proposed DFD for Hardware Purchase And Sales System

LEVEL-2 DATA FLOW DIAGRAM

2.3 Product 2.2.1

Product Section Storage

2 Level, Proposed DFD for Hardware Purchase And Sales System

C_Code Code of Text 6 - Not null