Hardware Purchase and Sales Systen

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PROJECT PROFILE

Project Title : Hardware purchase andSales System

Front End : Visual Basic 6.0

Back End : Microsoft Access 2000

Operating System : Windows

Project Duration :

Guide :Submitted by :

Submitted To :



INTRODUCTION TO SYSTEM

Definition

“Hardware Parts 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 sales product to their customer.”

This application is characterized by a high volume of data processing. 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 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.



About Hardware Store

The Purchase And Sales system is developed for Challenger Computer Ltd. The

store is situated near the milk city of India, Anand i.e. Vallabh Vidyanagar, Gujarat.

Vallabh Vidyanagar is one of the well-known town across the state and also known

as Education Town. There are many computer colleges and other colleges are

situated with well established infra structure 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 have to keep up their

daily records up-to-date. It happens sometimes as the stock has to be maintained orany other thing to be maintained if not properly it causes some problems. To

overcome such type of problems a computerized system of the stock maintenance

and management is done by me and my partner.

The system is developed for:

Name : Challenger Computer Ltd.

Address : First Floor, Shiv Shakti ComplexOpp Vaibhav Cinema,

V.V. Nagar. – 388 120.

Guajrat , 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 work for 3 years. They

contain all types of children‟s Games Cd , Floppy Disk , CD – ROM Drives , All

types of hardware parts, computer to sale and also other parts. Currently yearly

turnover of Medical store is Rs.1.5 lakhs.



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 theprevious 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:

Hardware Configuration:

For the successful run of the proposed system the required stand alone PersonalComputer 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 KB

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 beapproximately Rs.25, 000/- to Rs.30, 000/-.



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

MICROSOFTACCESS 2000

Used for storing the dataas Back End tool.

WINDOWS 98 Operating System requireto run the all theprograms.



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 andDatabase Package ease the work of system.

Nobody works without detailed information nowadays. In the Computerized system,

system starts with splash window and system login window. 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, Reports, Utility, and Help. 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 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.

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.

SYSTEM BOUNDARY

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.

Updation of stock at the time of selling.

Updation 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

Other Miscellaneous report

Supplier Information report

Item Purchase report

Bill Information report



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 problemswhich 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.

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.

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. Youcan start working immediately.



Greater Help. Tool tips, buttons, message and prompts detailed are provided.

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

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

Forms and documents used for system



DEVELOPMENT METHODOLOGY

The architect process is partitioned into set of similarly struct segments calledphases.

Usually a phase represents a state in the evaluation of software and has anassociated project deliverable.

Project Development Phase : Depending on the scope of the project, theoperational 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



SPLASH SCREEN :

This is the splash screen. This screen appears when the project is run and after thisscreen all the other tasks of the project can be performed. It will give the name of thesoftware and gives the company name for which this system is made. This systemalso gives the name of the developers and licensed to our college that is NVPAS.



LOGIN SCREEN :

This is the login screen. Here the user will enter the name and password and if theyare valid than the below login wait screen will be displayed and the user can accessthe system

This is the login screen. Here the user will enter the name and password and if theyare not valid than the message like „Invalid Password, Try again‟ will be displayed.



LOGGING IN :

This is the logging in screen. This screen appears when the user is logging in thesystem. It will display the progress bar that how much time is remaining to displaythe main screen.



MAIN SCREEN :

This is the main screen of the system. From this screen the user can do varioustransactions on the system. The different menus are Data Operation, OrderPreparation, Reports, Utility, Help and Exit.



DATA OPERATION SCREEN :

This screen show the use of Data Operation. The menu contain the three things likeCustomer Records, Supplier Records, Products Records.



CUSTOMER INFORMATION SCREEN :

This screen will give you the information of the Customers. This screen is the submenu 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. Itwill display the current number of the record out of how many records, display theproject name, current date and time, and another feature like it will enable the CAPSdark if the Caps Lock is enabled and same for the Num lock.



SUPPLIER INFORMATION SCREEN :

This screen will display the record of the Supplier. This screen is the sub menu of theData 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 thecurrent 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 theCaps Lock is enabled and same for the Num lock.



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.



ORDER PREPARATION SCREEN :

This screen will allow us to perform the necessary operations like Purchase Order,Sales Order and Bill Order information.



PURCHASE ORDER SCREEN :

This screen will allow the user to input the information about the purchase made bythe customer and save in the database file and also allow us to print the record and itwill display the appropriate report.



SALES ORDER SCREEN :

This screen will allow the user to input the information about the sale and save in thedatabase file and also allow us to print the record and it will display the appropriatereport.



BILL ORDER SCREEN :

This screen will allow the user to input the information about the bill and save in thedatabase file and also allow us to print the record and it will display the appropriatereport.



UTILITY :

This screen enabled the user to select the utility like calendar and calculator.



CALENDAR :

The calendar will help us view the date of any month of any year.



CALCULATOR :

The calculator will enable the user to perform the necessary mathematical operation.



HELP SCREEN :

This screen will give the menu of the help screen from which you can get the information

about the help.



ABOUT SYSTEM SCREEN:

This screen will give the information about the system run on the platform anddisplay the title of the system.



SYSTEM INFORMATION SCREEN :

This screen will give the information about the system or we can say that it will givethe information about the processor.



EXIT SCREEN :

This is the screen exiting from the system.



LOGGING OFF SCREEN :

This is the logging off screen. This screen appears when the user is logging of thesystem.



OUTPUT SCREEN DESIGN

REPORT SCREEN :

This is the main screen shows the Report menu of the project and display theAppropriate Reports. It contains reports like Item Purchased, Current Stock, SupplierInformation and Monthly Selling Report.



PURCHASE ORDER BILL INFORMATION REPORT :

This report shows the item purchase by the store keeper and how much quantity ofthe item is purchased the date of the order and purchase order number and thesupplier name.



SALES ORDER BILL INFORMATION REPORT :

This report shows the product number and how much the quantity has been sold tothe customer and the rate of the product. It will also display the sales order date andthe sales order number and the customer code so it will easy to identify the customername from the customer code.



BILL INFORMATION REPORT :

This report shows the information about the bill. It will display the bill numberl orderdate, sales order number, customer code , product number and the quantitydispatch.



ITEM PURCHASED REPORT :

This screen shows the report of the Item Purchased. It will display the informationlike Purchase Order Number, Description and Quantity. At last it will display the totalquantity that has been purchased.



CURRENT STOCK OF INFORMATION REPORT :

This screen shows the report of the Current Stock. It will display the information likeProduct Number, Description, Quantity, Product Rate, Total Rate. At last it willdisplay the total of quantity.



SUPPLIER INFORMATION REPORT :

This screen shows the report of the Supplier Information. It will display theinformation like Supplier Code, Supplier Name and Address.



MONTH WISE REPORT :

This screen shows the report of the Monthly Selling. It will ask us to enter the monththat we want to view the report. It will display the report about the appropriate monththat we have entered.



MONTH WISE SELLING INFORMATION REPORT :

This screen shows the report of the Monthly Selling. It will display the information likeSales Order Number, Sales Order Date, Customer Code, Sales Order Number,Product Number, Quantity, and Rate.

Hardware Purchase and Sales Systen

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