student project 2
TRANSCRIPT
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Contents
Sr.No.
Chapter Name Page No.
1 Company Profile 2
Introduction 2
History 2
Owner 2
Services 2
Infrastructure 2
Employees at Divya ivya Studio 2
2 Project Profile 3
Working of Existing System 3
Error: Reference source not found 3
Scope & Objectives of Proposed
System
4
Advantages of Proposed System 4
Limitations of Proposed System 4
Suggestions 4
3 HardwareRequirements
5
4 ProgramFlowchart
6
5 Database Design tblItemMaster 7
tblPartyMaster 7
tblUsers 8
tblBillEntry 8
6 Entry Modules Items Master 10
Party Master 11
Sales Invoice 12
7 Reports Sales Invoice 14
Bills Register 15
Item wise Sales Summary 16
Items List 17
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Company Profile
Introduction
Divya Auto is a small shop engaged in sales of spare parts of heavy vehicles.It is one of the oldest shop in Gandhidham.
History
Mr. Suresh established Divya Auto 1990. Basically he started a small store tostore spare parts for his own fleet. Gradually converted to a full fledge which is shopopen for the public.
Owner
Mr. Suresh is the owner of Divya Auto. He is the person responsible forprocurement of goods, Marketing, Customer Relation, Billing and Collection.
Services
Divya Auto Stores and Supplies Spare Parts of
Truck / Lorry
Trailors
Cranes
Dumpers, etc.
Infrastructure
The shop have a enough space for storage of spare parts, Have 2 Computersand a Laser Printer. They also have a broadband connection for communication withcustomers and suppliers.
Location of Studio
Divya Auto
DBZ-452,Main Bazar,Gandhidham Kutch. Pin: 370 201
Employees at Divya Auto
Though the type of employees required are of Unskilled, companyemployees are of mostly Semi-Skilled or Skilled category.
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Project Profile
Working of Existing System
Existing system of billing to customers is of semi cumputerised with theuse of Word/Excel.
Limitations of Existing System
is prone to variety of mistakes that may lead to financial loss or loss of faithwith customer.
consumes more time to generate documents like invoices.
Is tedious job to find standard rates of items as well as its VAT and AdditionalVAT %
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Scope & Objectives of Proposed System
1. To computerize most of the processes like generation of Invoice2. To produce quick and accurate reports for further processing of accounts3. To reduce human hours required to generate an Invoice
4. To develop a user friendly software that automatically finds the rate of an itemand its VAT %
Advantages of Proposed System
1. The system is proposed to be entirely computerized, thus making less humanintervenes which causes errors.
2. The proposed system is designed to find make all necessary calculations forthe purpose of VAT in Invoice
3. Simple and fast searching mechanism will help to search the name of the itemjust by typing its starting few letters.
4. Faster accounting of the Invoices as they provide all necessary information forentry in any accounting software.
5. Any of the reports can be exported to word / excel which can be later attachedto a e-mail and sent straight away.
Limitations of Proposed System
1. To meet the hardware requirement of the proposed software, Some of thesystems have to be upgraded for better storage capacity and speed for whichbit of financial investments have to be made.
2. Few skilled workers have to be recruited and proper training have to given fordata entry and report generation thru the system.
Suggestions
1. Possible a separate cabin have to be built for the computer operation toprovide dust free environment for computer systems to enhance their life.
2. Proper UPSs have to be provided for all the computers to avoid possible
damage due to harsh power supply.
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Hardware Requirements
Minimum
Processor Type: Pentium III compatible processor or higher required
Processor Speed: Minimum: 1 GMHz
Memory: 512 MB
Recommended
Processor Type: Pentium IV
Processor Speed: 1 GHz or higher
Memory: 1 GB or More
USB Drive / DVD Writer / Tape Drive
Compatible Operating Systems
Any Windows Operating System Except Vista
Recommended Operating System
Windows XP Professional Edition SP2 (Keeping in mind the availability andeasy maintenance)
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PROGRAM FLOW CHART
Invoice
Generation
Items Master
Party Master
Invoice Print
Sales Register
Item wise SalesSummary
Items List
Company Master
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Database Design
Table: tblItemMaster
Field Data Type Constraints DescriptionCode Long Integer Primary Key Auto Generated
Number
Name Text (60) ItemDescription
Unit Text (4) Unit of measurement
Rate Double (18,2) Unit Price of theItem
VATPer Double (18, 2) Applicable VAT
PercentageAdVatPer Double (18,2) ApplicableAdditional VATPercentage
Table: tblPartyMaster
Field Data Type Constraints Description
Code Long Integer Promary Key Auto GeneratedNumber
Name Text (40) Not Null Name of
CustomerAddress1 Text (40) First line of
customeraddress
Address2 Text (40) Second line of customeraddress
Address3 Text (40) Third line of customeraddress
Address2 Text (40) Fourth line of customeraddress
PhoneNo Text (30) Phone No. of Customer
VATTIN Text (40) VAT No. of Customer
CSTTIN Text (40) CST No. of Customer
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Table: tblUsers
Field Data Type Constraints Description
Code Long Integer Primary Key Auto GeneratedNo.
Name Text (40) Name of User
Password Text (10) User Password
Table: tblBillEntry
Field Data Type Constraints Description
BillType numeric(10, 0) Primary Key Cash / Credit
Bill No. Number Primary Key Invoice No.
Date Date Invoice Date
Party Long Integer Customer Code
TaxRetail Text (10) Tax / RetailInvoice
ChallanNo Text (10) Delivery ChallanNo.
VehicleNo Text (15) Ref. Vehicle No. of Customer
Item Long Integer Item Code
Item Name Text (40) Item Name
Qty Double No. of Items Sold
Unit Text (4) Unit of measurement
Rate Double Price at whichItem is sold
Amount Double Value of Item(SystemCalculated Field)
Discount Double DiscountPercentage
VAT Double VAT Percentage
AdVAT Double Additional VATPercentage
NetRate Double System CalculatedField (Rate Discount) Used forCalculation of VAT
DiscountAmount Double System CalculatedField (Value ofDiscount Allowed)
VATAmount Double System CalculatedField : Amount of
Value Added TaxAdVATAmount Double System Calculated
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Field : Amount ofAdditional ValueAdded Tax
NetAmount Double System CalculatedField : Amount
Discount Amount+ VAT + AdVAT
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Items Master
Code : Every Item in items master should have an item code
Name : Name / Description of the Item
Unit : Unit of Measurement
Rate : Standard selling price
VAT % : Percentage of vat to charged in sales invoice
Ad. VAT % : Percentage of additional vat to be charged in sales invoice
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Party Master
Name : Name of Customer
Address : Address of Customer
Phone No. : Phone No. of Customer
VAT TIN : GST / VAT No. of Customer (required to specify in sales invoice)
CST TIN : CST VAT No. of Customer (required to specify in sales invoice)
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Sales Invoice
Cash / Credit : Invoice Type : Cash Invoice or Credit Invoice
Bill No. : Bill No. (Auto generated.)
Tax / Retail : Type of the Invoice. Tax Invoices are refunded by the govt. tothe customer where as the Retail invoices are not refunded.
Party : Name of customer. Select a name from the combo box. To add anynew customer click the add button provided.
Vehicle No. : Customers Ref. Vehicle No.
Challan No. : Delivery Challan No. thru which the delivery is made
Code : Item Code (From Item Master). Item code is said to be invalid if not
entered in Items Master. To add new item click the add new item button provided.
Item Name : Auto generated field. System displays the name of the item byentering the itemcode in code column.
Qty : No. of pieces sold.
Unit : Auto generated field. System displays the unit of measurement byentering the itemcode in code column.
Rate : Price of item being sold. By default the System replaces the rate withthe rate specified in itemsmaster but can be changed by the operator.
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Discount % : Percentage of Discount allowed.
VAT % : Auto generated field. System replaces this field from items masterbased on the itemcode specified.
Ad. VAT % : Auto generated field. System replaces this field from itemsmaster based on the itemcode specified.
Dis. Amount : Discount Amount. System Calculated field.
Discount Amount = ((Qty * Rate) * Discount Percent)
VAT Amount : System calculated field.
VAT Amount = (((Qty * Rate) Discount Amount ) * Vat Percent)
Ad. VAT Amount : System calculated field.
Ad. VAT Amount = (((Qty * Rate) Discount Amount ) * Vat Percent)
Net Amount : System Calculated Field.
Net Amount = (Qty * Rate) Discount Amt. + Vat Amt. + Ad. Vat Amt.
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Reports
Sales Invoice Print
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Bills Register
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Item wise Sales Summary
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Items List