delivery accounts filling system

8/8/2019 Delivery Accounts Filling System

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ContentsChapter 1

Analysis

Chapter 2

Design

Chapter 3

Implementation

Chapter 4

Testing

Chapter 5

Documentation

Chapter 6

System evaluation & development


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Chapter 1

1.1AnalysisDescription of the problem

Organization

Trade Talk is a company owned by Mr. and Mrs. Chideme.

Their services are helping people with bulk deliveries.

They deal mainly with small businesses that dont havemeans of delivering goods to their customers and also with

individuals who may need their assistance.

Nature of the problemAfter an observation I made of the system that Trade Talk

has for their account records I realized that they were very

unreliable. Some of their customers were wrongly accused

of not paying their accounts when in actual fact thecompany would have just lost, or misplaced their slips of

payment. Customers have had to wait for long hours in the

reception area for the employees at Trade Talk to locate

their details so that their details are signed by management

for proof of payment. This is very inconvenient for the

customer and the company as the customer could just

decide to terminate their account due to lack oforganization.


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1.2 Objectives

Computer related objectives

y To create a database computerized system that is moreeffective and accurate.y To create a system that will enable the business to

achieve all their objectives.

y To create a system that has quick access.y To create a system that enables one to search, delete

and add information easily.

Business objectives

y To save Fuel, Capital and Time wasted whenunnecessary deliveries are made due to errors in the

Manuel system

y To bring in more capital into the company throughthe delivery service

y To have a more efficient and effective businessy To create a system that is cheap, saves time and

money


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1.3 Description of the existing solution

Input

The name of the customer

Their last date of payment for their account

The customers contact details

The validity of the account

Storage

The files are stored in file cabinets in alphabetical order.

Processes

Data is added and crossed out in pen. If any mistake is

made on the paper then one has to get a new paper and start

afresh to avoid untidiness.

Output

Every month customer accounts are renewed and a week

before a bill is printed out and delivered to the customers

by post reminding them of the amount they owe to the

company


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1.4 Evaluation of existing system

Advantages of existing system

y The system is user friendly to computer illiterateemployees

Disadvantages of existing system

y Errors can easily be madey Some customers are lost due to the mistakes in

entering data

y It is a painfully slow process of searching for records

Suggested improvements

y Each customer could have their own personal file tomake it easier to search

y Data could be entered in pencil to make it easier tovalidate information


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1.5 Description of other proposed solutions

Solution 1

I would like to design a new computerized database system

for the file keeping of the deliveries that is especially made

for Trade talk. By using the system one will be able to

delete and enter data very easily but they have to have the

password to be able to access the data .if any data entry is

incorrect an error message will then appear on the screen

.for security reasons only those in the sales and deliveries

department will be able to access the information in the

system the passwords will be given to the heads of

department. Also the account periods will be lengthened to

a year. Basically the system I want to create will be very

user friendly a custom made to fit the companys

requirements.

All the companies will have their own files and documents

folders with a specific name therefore making it easier tosearch for data.

Solution 2I could recommend a system that the company can buy for

example Microsoft access with a ready made data base and

very easy to use. But the disadvantageof this is you cant

change anything about the system.So if it is not suitable there is nothing you can do about it.

Therefore the proposed solution is solution 1 because if the

company is not pleased with the way the system turns out

they can change things about it to suite their requirements.


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1.6 Evaluation of Solution 2

Advantages

y The system is ready made and all you have to do ishire a programmer to install the systemy It is cheaper than getting a system especially designed

for the needs of the company.

y It will likely to be a popularly used system so it will beeasy to use and familiar to the employees.

Disadvantagesy You might not be able to find a system that fits the

exact needs of the company

y Hiring a person to install the system might be moreexpensive than getting it especially designed

y If you buy a system and it is not really fitting with theway the company operates then the company will not

be able to change anything about the system and will

have to buy a new system which will bring a loss of

profits to the company.

Evaluation of solution 1

Advantages

y The system is made to fit the requirements of thecompany


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Chapter 2

Design2.1 Action plan

To plan how long it might take for me to complete the

creation of the database computerized system I will use a

ghant chart such as the one below.

Month Week 1 Week 2 Week 3 Week 4 Stage in

development

January Analysis

February

March

April

May

June

July

AugustSeptember


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MainMenu flow diagram

Main Menu

Customer details

Close frmcustomer detailsback to main menu

Open invalid customers

Close frmInvalid details

Back to frminvalidcustomers

Exit system Account details

Close frmaccount details

back to main menu


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2.3Hardware requirements

Key board To enter data into the computer

Colour screen Monitor So that one can see what theyare dong and the output of the

computer

CPU (50000gig) To store the programs or

software needed for thecompany's system

Mouse to Navigate the arrow on the

screen to open programs

Laser jet Printer For data output at the end of the

month

Modem To send emails to customersinforming them of any new

developments and termination

of accounts

Telephone To dial a connection onto the

world wide web.

2.4 Software requirements

MS Access For the Creation and storage

of the main menu, tables,

queries and reports

Email application To send out Emails to the

companys customersMSWord To type out news letters to

the customers


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Tables will be created for each of these entities and the

tables will contain the following data:

In my system two data entry forms are needed these are

customer details and account details the forms are laid out

as follows:


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Account Details

This form will be used to record the customers history ofaccounts in the company to add and to change any account

records for the customer

Customer details


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SecurityA password will be attached to the database so that only

those who know the pass word are able to access the Data

base

.

The system main menu is structured as follows:

To end the program one clicks on exit.


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The bill to be sent out to the customers will be set out as

follows:

Chapter 4

4.1TestingTest Expected Data

Test password only flutterby is accepted,

Main menu should appear

automatically

Test Menu option, Customer

details

frmCustomer details should

open

Enter first customer Default values should be

automatically inserted

Enter customers 2-20 Tab order should be correct

through out the system

Use search button to find

Mrs. N Nduku

Mrs. Nduku should be found

Use the next button to findMr. E Mutasa

Customer should be foundand displayed on the screen

Press next button after the

last record No 20

Form should automatically

display a new sheet ready to

enter new data

To exit application click

close form or exit

Form should close and

automatically go back to

main menu

Enter text on numeric filed Error message should appear

on screen

Enter wrong database Error message should appear


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password

Search for customer that

does not exist

Error message should appear

4.2 testing

Two types of data were tested, these are normal and

abnormal data, all the tests were carried out correctly and

accurate results were obtained

Test 1 test for password, flutterby accepted


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Test 2

Test menu option, customer details

Result: customer details selected and customersform opened


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Test 3

Enter first name

Default values entered

Test 4

Use search button to findMrs. N Nduku

Click find record

Result:Mrs. N Nduku found


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Chapter 5

5.1Technical documentation

Open main menu

Openaccount

details

Open

customer

Invalidcustome

r details

Close application

Closeform

accountdetails

Openinvalid

accounts

Back toCustome

r details


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5.2 User documentation

To open application click

start on the desk top

Or if you seeMicrosoft access 2003 on the screen then

click on it

From start click all programs


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And then openMain menu

To open customer details click on it and the details will

appear. Do the same for account details. To open invalid

customer details click on invalid customers from account

details


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delivery accounts filling system

Documents