GENERAL STORE BILLING

SYSTEM

A
Synopsis

Submitted for partial fulfillment for

The degree of
BACHELER OF COMPUTER APPLICATION
(BCA)

Title of Project

The studied project is related to the management of billing system. It is titled as

“GENERAL STORE BILLING SYSTEM”

 Introduction

The computer has brought revolution in every sphere of human life, whether it is
business, education field, governance, medical science etc. The computer has reduced the
human work load, businesses are going global and every thing is available at the click of
mouse. The concept of e-shopping has been introduced and we can buy the products
online and make payments through credit or debit cards.

Presently I proposing the system “General Store Billing System”. The general stores issue
their client handwritten bills and they enter details in manual registers. And maintain MS
Excel file for product rate. So the proposed system will computerised their manual bill
generation system

As stated above the general stores presently uses manual bills and hand written record to
maintains their product list, customer list, and keep the invoice, there is lot of duplicate
work, and chance of mistake. When the product prices are changed they need to update
each and every hand written record.

There is no security; any body can access any report and sensitive data, also there are no
reports to find out the sales volume, stock list, and summary report. This Billing system is
used to overcome the entire problem which the client is facing currently, and making
complete automization of manual billing system.

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 Objective

 Customer, Products, Billing Generation: Automate the current manual

bill generation system and maintain the searchable customer, products
database and product invoice, maintain the data security, user rights.
 Report Generation: A Report Generation system will be developed for the
user of Billing and Invoicing System. This MIS system will have both
details and summary type reports for analysis the sales volume, sales
trend, available stock
 To develop a system for the management of sales, Purchase and stock
maintenance processes that will be performed with a click of mouse
button.
 To develop a system that has a good management of data along with
integrity and minimizing redundancy.
 To develop a system that will be user friendly in all possible ways.
 To develop a system that provides easier work than existing system for
the user.
 To develop a secure system that can be accessed only by authorised users.

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 Input

Since there are two modes of Input in the Project:

1. Purchase: In this mode there will be information about the Product ID,
Product Name, Quantity, Rate.

2. Stock Detail: Sales Report, Bill Report, Daily Report.

3. Sale: In this mode the information will be about the Bill No, Product
Name, Quantity, Rate, and Date.

Output

The output in the project is:

1. Sales Report: Detailed Sales Report, Sale Bill can be produced.

2. Stock Report: Stock report including the sale and the stock balance report can be
produced

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 MODULES DESCIPTION

INVENTORY MODULE
This module is used we update our stock available and sold. It the user (System
Admin) sale some item it will be deducted from the database and stock report will be
generated in this module. New product and stock can be added to the database.

BILLING MODULE
.This module used to generat sales bill. All the bills generated by this system also
update in database.

UTILITY MODULE
In this module we can add companies information, clients information. I have also
provide an option ot change password through this module.
.

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DFD FOR GENERAL STORE BILLING
SYSTEM

ZEROTH LEVEL DFD

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 DFD FOR SYSTEM ADMINISTRATOR (USER)

SYSTEM PROCESS 1 PROCESS 2

Verification GENRAL
Log In User Name Success STORE
ADMINSTRATOR ENTER VERIFIY
USERNAME USERNAME BILLING
PASSWORD Password PASSWORD SYSTEM
Verification

Verification
Fail
PROCESS 3

EXIT FROM
SYSTEM

1ST LEVEL DFD

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DFD FOR CUSTOMER

2ND LEVEL DFD

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 DFD FOR DELIVERING ORDER

ITEMS

Display List Retrieve List

PROCESS 1
Process Order of Available Items
System Administrator (User) ENTER QUANTITY OF ITEMS

Calculation of Price/KG

PROCESS 3

PRICE CALCULATION AND TOTAL PRICE

ORDER BILL

3RD LEVEL DFD

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 DFD FOR DELETE ITEM

PROCESS 1 PROCESS 2 PROCESS 4

SYSTEM DELETE VERIFY ITEM TO PROCESS

ADMINSTRATOR Search ITEM Verify BE DELETED No TERMINATED
Item to be
deleted (by Item Delete
Name)

Yes

PROCESS 3

DELETE
ITEM

ITEM_MASTER

4th LEVEL DFD

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ER DIAGRAM FOR GENERAL STORE BILLING
SYSTEM

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 Database Design

The database for the “Computerised General Store Billing System” has 5 tables

each table has a specific motive behind its creation. These tables have been created so

that there is least amount of redundancy and data is retrieved easily and efficiently.

Table : company_master

This table stores the information about company. This table has 6 field and

represents different attributes of the entity products.

The ‘company_name’ serves as the primary key.

Fields Data type Discription Constraint

company_name nvarchar(100) Stores compnay name Primary Key
address1 nvarchar(50) Stores company adress line1
address2 nvarchar(50) Stores company adress line2
city nvarchar(50) Stores company’s city name
pin nvarchar(50) Sotre pin number of city
telephoneno nvarchar(50) Company’s contact no.

Table : itemmaster

This table stores the information about products, their rate and stock available in

store. This table has 5 fields and represents different attributes of the entity purchase.

The ‘s_no’ serves as the primary key.

Fields Data type Discription Constraint

s_no numeric9(18,0) Stores serial no. of item Primary Key
itmCode nvarchar(20) Stores Item Code
itmName nvarchar(20) Store Item Name
itmRate numeric9(18,0) Store rate of particular item
opstock numeric9(18,0) Store openning stock of item

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Table : sales
This table stores the information about the sales made by store. This table has 7

fields..

The ‘invoiceno’ serves as the primary key.

Columns Data type Description Constraint

invoiceno numeric9(18,0) Store invoice number Primary Key
invoicedate smalldatetime(4) Store invoice Date
itmCode nvarchar(10) Stores Item Code for bill
qty numeric9(18,0) Store Qty of Items sale
total numeric9(18,0) Store Total of Bill
gtotal numeric9(18,0) Store Grand Total of Bill

Table : stocks
This table stores the detailed information about stock available in stores. This

table has 3 fields..

The ‘itmCode’ serves as the foreign key.

Fields Data type Discription Constraint

itmCode nvarchar(10) Stores Item Code Foreign Key
Qty numeric9(18,0) Stores Qty of Item available
Rate numeric9(18,0) Stores rate of item available

Table : customer
This table stores the information about the customers. This table has 4 fields and

represents different attributes of the entity customer.

The ‘cust_id’ serves as the primary key.

Fields Data type Discription Constraint

cust_id int Customer ID Primary Key
cust_name nvarchar(60) Customer Name
cust_add nvarchar(60) Customer Addres
ph_no int Phone Number

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Table : user_master
This table stores the information abut the user. This table has 3 fields and stores
user name and password. User has the authority to sale, purchase and generates report.
The ‘userid’ serves as the primary key.

Fields Data type Discription Constraint

userid nvarchar(50) User ID (Store Name) Primary Key
User_name nvarchar(50) User Name
User_password nvarchar(50) Passwpord

Security Mechanism
In this system we are using User Name and Password as authentication of users.

For this purpose we have created a table “user_master”, as above explained.

Users first need to enter its username and password for login this system. If user

fail to enter a valid username and password then the system will not execute.

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 Tools Platform, Languages to be Used

Today we have huge no. of technologies used for software development these are C, C++,
VC++, and Java, Visual Basic etc. as front end and MS Access, MS Sql, Oracle etc as
back end tools

But visual basic and MS SQL Server 2000 are the technologies that I am going to
use as front end and back end respectively in my Project.

I have chosen Visual Basic for Front end because it provide quick software development,
it support ActiveX tools, and it also provides quick error detection and correction. MS
SQL Server 2000 is chosen because MS Access is not allowed as back end with Visual
Basic. So I have chosen MS server since it require less system requirement that Oracle.

System Requirement:-

Operating System : Windows 9x, 2000, XP SP2

CPU : Celeron or Pentium class Processor

RAM: 128 or 256 MB

Hard Disk Space: 1 GB Free.

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 Purpose of the Project

The following sections summarize features and functionality described by use

case. Please see bellow Billing and Invoice System – Requirements

Manage Customers - Analyze Customers

Must be able to identify drops in sales
Must be able to handle customer’s request with stock available in store.

Manage Products (Catalog, Categories)

Must be able to browse products
Must be able to add a new product
Must be able to edit an existing product
User (System Admin.) must be able to search the database
User (System Admin.) must be able to search the database by product

Print Bills & Reports

User must be able to print bills report with its invoice number.
User must be able to print stock details.
User must be able to print bills report between particular dates.

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 Limitations of the Project
This project is developed for single user (business requirement); however there are lots of
scopes to improve the performance of the Billing and Invoice System in the area of user
interface, database performance, and query processing time. Etc. Only single user can use
the software i.e. the system is standalone.

Scope for the Future Use

So there are many things for future enhancement of this project. The future enhancements
that are possible in the project are as follows.
 To optimize the query which is embedded in the system.
 Linking and integration of any legacy system for accounting.

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 CONTENTS

Content Page No
1. Title of Project 1
2. Introduction 2
3. Objective of Project 3
4. Input and Output of Project 4
5. Modular Description 5
6. Data Flow Diagrams 6-10
7. ER Diagram 11
8. Database Design 12-14
9. Security Mechanism 14
10. Tools/Platforms, Language to 15
be used
11. Purpose of the Project 16
12. Limitations of Project 17
13. Scope for the Future 17

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