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Problem Identification
& Analysis
Gun & Moore Purist
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Introduction & Background of the company
Cricket Shop is a company which sells cricketing gear and memorabilia. It is the Sri
Lankan agent for 8 world-renowned brands ; Kookaburra, Slazenger, Gray Nicols, Gun &
Moore, Reebok, MRF, Woodworm and Puma. It currently has one head office.
Established in 1994 by Mr Shivanga Rodrigo, "Cricket Shop" was the first of it's kind to
exclusively serve the cricket playing public in Sri Lanka. An acutely felt need, for an
establishment capable of providing high quality cricketing equipment second to none, for
domestic cricketers of all levels and visiting international cricketers, were the key factors
in the establishment of "Cricket Shop"
Today cricketing equipment of all leading manufacturers from countries such as England,
Australia and India are freely available at extremely competitive prices at "Cricket Shop".
With a clientele spanning the whole country, The "Cricket Shop" concept has grown in
popularity as it caters to the varying needs of every cricketer, from the 5 to 6 year oldbeginner, the school team player, the club cricketer right up to the members of the
national and foreign visiting cricket teams .
After the death of Shivanga in 1996 the company was not managed well by his successors
and it was declared bankrupt. The company was then sold and thereby it became a private
company and the present management is as follows; Chairman - Mr. M.L.M.Haariz,
Finance Director - M.M.Haneefa and Sales Director - M.A.Haneefa.
Cricket Shop which was at the inset the agents for only Kookaburra and Gray Nicols later
on became the agents of also Slazenger, Gun & Moore, Reebok, MRF, Woodworm and
Puma.
At present the record of all the sales, purchases and orders are kept manually which
means when a transaction occurs the staff have to update all the records manually thus
creating stock control difficulties. This has caused mistakes in calculations and customer
dissatisfaction owing to out of stock problems. Therefore the chairman and his board of
directors have decided to computerize the current manual stock control system.
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The Current System
When a sale is made - The sales clerk prepares an invoice. Two copies are prepared. One
is presented to the customer and is known as the customer copy and the other which is
known as the filing copy is kept by the company for future references. An example of a
sales invoice is shown below;
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Order - If an item that a customer wishes to purchase is out of stock he/she is presented
with an order form and asked to fill it and make a payment which is equivalent to half the
value of his/her purchase. This order is then sent along with other orders to the
manufacturer. An example of an order form is shown below;
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Purchases - Purchases are made by the company usually every month. The order clerk
sends an order to the manufacturer along with any special orders. The manufacturer then
ships the equipment which will reach the company within two weeks along with an
invoice. When the goods arrive again the assistant makes the necessary changes to the
stock levels. An example of a purchases invoice is shown below
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Stock-levels of goods - At the end of each week the assistant checks all the sales invoices
and makes the necessary changes to the stock-levels of all the products that have been
sold. So then when the stock level reaches the reorder level the management can be
notified to restock. A product card is used to keep a record of each product held in stock.
An example of a product card is shown below.
Processes
1. Storing records of all transactions done
Adding, amending and deleting sales, purchases and product records.
2. Storing records of suppliers and customers
Adding, amending and deleting suppliers and customers records.
3. Calculating sales and purchases figures
Using multiplications to calculate the Sub-Totals.
Using multiplications to calculate the VAT.
Using multiplications to calculate the Discounts
Using additions and subtractions to calculate the Total Amount.
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Product Card
Product Code :
Brand Name :
Description
Cost Price : Rs.
Selling Price: Rs. .
Quantity-in-hand as at // : ........................
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Problems with the existing system
User'spoint of view;
1. When a customer calls and inquires about a particular product to search through all the
files and find it takes a long time during which the customer will get annoyed andhang up meaning the loss of a potential customer.
2. As all the records are stored in filing cabinets lots of space is used up and to maintain
them is also a tedious task.
3. Mistakes in calculations often occur as everything is done manually which ends up in
complaints from customers due to incorrect bills.
4. When a file gets lost there is no record whatsoever of that file.
5. Also when a customer orders an item and if it is out of stock, the customer will have towait until a special order is sent to the manufacturer and this will take time thus
creating customer dissatisfaction.
6. To immediately update all the books after a transaction has been made is very
difficult.
7. The reports are not clear and up-to-date
Anaylsts'point of view;
1. Searching for a particular information is time-consuming as these are stored in manualfiles and also duplication of data occurs.
2. Lots of space is taken to store all the records and maintaining them is difficult thus
producing inaccurate and inconsistent data.
3. When calculations are done mistakes occur as these are performed manually.
4. When files are lost there is no back-up to refer to.
5. Creating reports needs data to be gathered from different files manually thus taking a
long time. As the files are handled manually these might not be updated regularly thus
producing reports which are not up-to-date.
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Subtasks in the users point of view
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Cricket Shop
Stock Control
Purchases Sales
Show customer full range of
products.
If customer shows interestin a particular product give
them more details about it.
If customer decides to
purchase the product do the
needful.
Prepare copies of theinvoice.
Collect the money from the
customer and encourage
him/her to visit again.
Check the products which
have been sold the most.
According to finances
decide which goods deserveto be restocked.
Check if there are any
special orders and include
them too in the list of goods
to be ordered.
Send supplier the list ofgoods wanted.
When supplier replies with
details collect the necessary
money needed to pay for the
purchase.
Transfer the money to
supplier's bank a/c and place
order
When goods arrive transfer
the balance money to the
supplier's a/c.
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Sub-Tasks in the analysts point of view
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Cricket Shop
Stock Control
The purchases
should be recorded
in a single file
The sales should be
recorded in a single
file
If a customer decides to
purchase a product prepare a
sales invoice
Check the products which
have been sold the most by
using a query
Send supplier the list of
goods wanted via e-mail.
When supplier replies via e-
mail with details collect
necessary money to pay for
purchase
Record payment from the
customer into the sales file
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The requirements of the user from the new system
Amount of manual processes should be minimized.
It should be easy to use.
It should be flexible.
Invalid data should be detected at all times.
Data duplication should be minimized.
Data input errors should be eliminated.
Reduce the work load of the staff.
Reports should be produced whenever necessary.
Errors in calculations should be eliminated.
Information should be retrieved quickly.
Records should be sorted automatically according to the user's instructions.
Provide effective and efficient man-machine interface
Objectives of the new system
All the records should be maintained efficiently thereby allowing the retrieval of
data to be quick.
Error-free invoices should be produced.
A way of recovering data incase of an emergency should be in place.
The information should be up-to-date.
The system should be user-friendly so the staff can be trained easily.
The system should be able to produce the necessary reports quickly and
efficiently.
Invalid data should be detected and an error message displayed to alert the user so
that he/she can make the necessary adjustments.
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Criteria for success
Data calculations need to be done accurately - Update queries can be used for
certain calculations thereby reducing the time needed to calculate them and
increasing the accuracy of the calculations.
The system should be able to maintain a set of files efficiently with minimum data
duplication.
Retrieval of data should be quick - Select queries can be used to search for
particular information quickly.
The system should be user-friendly so that people with basic knowledge of
computers are able to use it - User-friendly interfaces should be created to help the
user to use the system.
Immediate updating of data after a transaction occurs - Update queries can be
used to change the necessary data after a transaction takes place.
Backups of the system should be taken regularly by using backing storage such as
CD's.
Necessary reports of the system need to be created Report generators available
in most packages allow the user to design report structures so that information can
be presented on screen and/or printed out in a format to suit his/her requirements
and preferences.
Security A password can be set for the whole system and user rights given if
there are different types of users.
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Design & Planning of the Solution
Kookaburra The Beast
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Disadvantages
1. Not enough validation techniques.
2. No proper report tools.
3. Large number of manual inputs.
4. Difficult to use different access rights.
5. Data duplication will be high.
6. Difficult to implement a set of related tables.
Conclusion
When comparing with the objectives stated previously such as reducing data
duplication a database system would best suit the requirements so it was chosen ahead of
a spreadsheet package. The next step would be to decide on how to create a suitable
Database.
The following methods were considered;
Methods
1. Commercial Packages.
2. High-Level Programming Languages - Due to its requirement of highly skilled
programmers its was decided not to use high-level programming languages to
create the database.
Commercial Packages
Option 1 - Microsoft Access 2000/XP
Advantages
1. Programming skills are not required to use the program.
2. It is the most affordable package.
3. Small user database can be developed quickly.
4. Easy to use because of GUI tools and wizards.
5. Data duplication can be minimized.
6. Debugging is easy.
7. It has the following facilities available to create a very user friendly systemquickly.
* Queries, tables, forms, reports and macros can be created by either using a
wizard or design view.
*Switchboards can also be created which make it easier to open relevant
items.
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Disadvantages
1. Bad transactional control.
2. Not designed for multi-user applications.
3. Cannot handle very large amounts of data.
4. Not very flexible.
5. Not very robust.
Option 2 - SQL Server
Advantages
1. Low implementation costs.
2. Data Management applications and services.
3. Self-tuning and management capabilities.
4. Easy to use Business Intelligence (BI) tools.
Disadvantages
1. Not very elastic.
2. Expensive both to buy and to maintain.
The Chosen Software
The chosen software is "Microsoft Access 2000/XP". It was chosen ahead of other
database packages such as SQL Server because of its non-requirement of qualified
programmers, its affordability, its user friendliness and the availability of facilities suchas forms, queries, tables and reports which are very essential for the system. Basically it
is the only database package that can help achieve most of the objectives stated in
Chapter 1.
Hardware Requirements imposed by the software chosen
Minimum Hardware Requirements
350 Mhz Processor
64 MB RAM
3.2 GB Hard Disk
16X CD-ROM Drive
3.5" 1.44 MB floppy disk drive
14" S.V.G.A. Color Monitor (800x600)
101 Keys Keyboard
2 button scroll mouse
16 MB VGA Card
Ink-jet Printer
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Alternative Configuration 01
AMD Sempron 2200+ 1.5 GHz processor
Asus 256 MB PC 100 SDRAM
Maxtor Atlas 10K III 18.4 GB Hard Disk
Sony CRX 230EE CD-RW Drive
SmartDisk VST USB Floppy Disk Drive
15" View Sonic E55B Monitor (1280x1024)
Adesso Multimedia PS/2 keyboard
Fujitsu Wireless Mouse with scroll
Jaton 3D Force MX 4000 64 MB VGA Card
Lexmark Z 735 Ink-jet printer
Viper UPS
Estimated Total cost Rs. 40,000/-
Alternative Configuration 02
Intel Pentium D 960 3.6 GHz processor
512 MB Dell Dimension 4400 DDR RAM
Seagate Barracuda 7200.7 40 GB Hard Disk
NEC ND-3550A Dual Layer DVD+RW Writer
Teac 235HF Floppy Disk Drive
Adesso Multimedia USB+PS/2 Keyboard
Microsoft Wireless Laser Mouse 5000
19" View Sonic E90fb Monitor (1792x1344)
Asus Extreme GeForce 6600 256 MB VGA Card
Lexmark E232 Laser Printer
DCP UPS
Estimated Total cost Rs. 55,000/-
Conclusion
Alternative Configuration 02 was chosen because it exceeds the minimum requirements
and is the best configuration available. Even though the initial investment is a little big it
would be worthwhile because buying the best means that you don't have to upgrade itvery often. Also it is the current trend to buy the latest computers in the market.
A 3.6 GHz processor and 512 MB RAM was chosen so that then the system will be very
fast which will please customers due to the speed with which their requests are attended
to and the speed in which their invoices are prepared. A 40 GB hard disk was chosen so
that about 2 years records could be stored. A DVD-RW writer was chosen instead of a
normal CD-ROM so that constant backups can be taken of the system so as to prevent
any loss if ever the hard disk fails. A VGA card and a large 19" monitor was chosen so as
to provide the user with a very clear picture which then reduces his/her chance of getting
eyesight problems due to the continuous use of the computer. A laser printer was chosen
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ahead of a normal ink-jet printer because of the quality of the printouts and the speed. A
UPS is a necessity in a country like Sri Lanka where power loss is a frequent occurrence .
System Flowchart
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Data Flow Diagrams
Sales
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Purchases
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Supplier Table
Field Name Description Field Size Field Type Validation
Supplier Code
(key field)
The key field of the
record. It is the unique
number by which each
supplier is identified.
3 Text Presence Check as it
is the key field. Input
Mask; LL0
Supplier Name The supplier's name. 11 Text -
Address The supplier's address. 50 Text -
Website The supplier's website. 30 Text -
E-mail The supplier's e-mail
address.
20 Text -
Contact No. The supplier's contact
number.
12 Numeric Format Check
Fax No. The supplier's fax
number.
12 Numeric Format Check
Purchases Table
Field Name Description Field Size Field Type Justification
Invoice
No.
(key field)
The key field of the record. It
is the unique number by
which each purchase is
identified.
5 Text Presence Check as it
is the key field. Input
Mask; \P0000
Date The date on which the
purchase was made.
6 Date/time Format
Supplier
Code
The unique number by which
the supplier is identified.
3 Text Presence Check
Product
Code
The unique number by which
the product is identified.
6 Text Presence Check
Quantity The quantity purchased of
the product.
2 Numeric Format Check
Sub-Total The sub-total of all the
products purchased.
5 Currency Format Check
Shipping
Charges
The charges taken by the
supplier to ship the goods to
the company.
5 Currency Format Check
Final Total The final total inclusive of
shipping charges.
7 Currency Format Check
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Sales Table
Field Name Description Field Size Field Type Validation
Invoice No.
(key field)
The key field of the record. It
is the unique number by
which each sale is identified.
5 Text Presence Check as it
is the key field. Input
Mask; \S0000
Date The date on which the
purchase was made.
6 Date/time Format Check
Customer
ID
The unique number by which
the customer is identified.
4 Numeric
Presence Check
Product
Code
The unique number by which
the product is identified.
6 Text Presence Check
Quantity The quantity sold of the
product.
2 Numeric Format Check
Sub-Total The sub-total of all the
products sold.
7 Currency Format Check
VAT The amount of VAT charged
on the sale.
5 Currency Format Check
Total The total which includes the
VAT.
7 Currency Format Check
Less
Discounts
The amount of discount
allowed on the sale.
5 Currency Format Check
Grand Total The grand total which is
inclusive of VAT and
discount allowed.
7 Currency Format Check
Validation Checks used
Input Mask: It sets a pattern for all data to be entered in the field and makes sure
that all data is entered in the field is entered within the specified input
mask.
Length Check: It makes sure that entered data is within a specified length.
Format Check: This check ensures that all entered data is within the specified format.
Combo Box: It ensures that data entered is only from a specified list.
Presence Check: It makes sure that data has been entered in the field.
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Relationships
A relationship links two or more tables together. The relationships of the Cricket Shop's
database is shown below using a diagram:-
1
1
1
1
The relationship between the product and the purchases table is one to many.
The relationship between the product and the sales table is one to many.
The relationship between the supplier and the purchases table is one to many.
The relationship between the customer and the sales table is one to many.
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PURCHASES
SUPPLIER
PRODUCT
SALES
CUSTOMER
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Process Design
The following algorithm was used to create a select query;
Eg. Searching for a customer
Begin
Open Customer table
Enter Customer ID
While not end of Customer table do
Read next customer record
If Customer ID = Customer.CustomerID then
Display Customer Details
End If
End while
Close Table
End
All search queries were created based on the above algorithm with each table and field
changing according to the field which needed to be searched.
The following algorithm was used to create an update query;
Eg. Calculating the VAT field
Begin
VAT=0
Open Sales tableEnter Invoice Number
If Invoice Number = Sales.InvoiceNumber then
VAT = Sub-Total*10/100
Update Sales.VAT
End If
Close Table
End
All update queries were created based on the above algorithm with each table and field
changing accordingly to the field which needed to be updated.
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Query Design
Update Queries
Sales VAT
This query is used to calculate the VAT amount on the sales
Sales Total
This query is used to add the sub-total and the VAT amount.
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Sales Discounts
This query is used to calculate the discounts allowed on the total sale.
Grand Total
This query is used to calculate the total amount that the customer has to pay.
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Final Total
This query is used to calculate the total amount that the company has to pay the
supplier it is purchasing the goods from.
Select Queries
Customer Search
This query is used to search for a particular customer's record.
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Product Search
This query is used to find a particular product.
Sales Search
This query is used to find a record of a particular sale.
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Purchases Search
This query is used to find a record of a particular purchase.
Supplier Search
This query is used to find a particular supplier's record.
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Form Design
It was considered as an alternative to use pictures as command buttons but was not used
as many users would not understand what the pictures meant.
1. Customer Form
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The company's logo
The form label
The unique number thatidentifies the customer
The customer's name
The customer's address
The customer's e-mail
The customer's contact number
Takes you to thenext record
Takes you to theprevious record
Can be used to search for
a particular customer
Lets you enter
a new recordSaves the
current record
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2. Product Form
`
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Saves the currentrecord
Can be used to search for
a particular product Takes you to theprevious recordLets you to enter a new
record
33
The company's logo
The form label
The unique number thatidentifies the product
Clicking on the combo boxdisplays a list of brand names out
of which one is selected
The product's description is entered here
The prices at which the product
was purchased at and is sold at isentered here
The quantity remaining instock of the product
The level at which an order has tobe placed for more stock
Takes you to thenext record
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3. Supplier Form
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The company's logo
The form label
The unique number that
identifies the su lier
The supplier's name
The supplier's address
The supplier's website
The supplier's e-mail
The supplier's contact and faxnumbers
Takes you to the
next record
Takes you to theprevious record
Can be used to search fora particular supplier
Lets you to enter a newrecord
Saves the currentrecord
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4. Sales Form
The product subform contains the following fields;
Product Code, Brand Name, Description, Selling Price and Quantity.
The 'New' button lets you enter a new record, the 'Save' button saves the current record
and the 'Search' button enables you to search for a particular sale.
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The company's logo
The form label
The unique number that
identifies each sale
The date on which the saletook place
Is explained
below
The unique number by whicheach customer is identified
Update queries whichwhen clicked on
calculate theirrespective fields
Prints theinvoice
Takes you to theprevious record
Takes you to thenext record
The sub-total ofall the goods sold
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5. Purchases Form
The product subform contains the following fields;
Product Code, Brand Name, Description, Cost Price and Quantity.
The 'New' button lets you enter a new record, the 'Save' button saves the current record
and the 'Search' button enables you to search for a particular purchase.
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The company's logo
The form label
The unique number thatidentifies each purchase
The date on which the
purchase took place
The unique number bywhich supplier is
Is explained
below
The sub-total of all thegoods sold
The amount charged by the supplier toship the goods
An update query which when clickedcalculates its respective field
Takes you to theprevious record
Takes you to thenext record
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Report Design
1. Total Sales
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The company's logo and thereport label in the report
header
The chosen fields in the
page header and theirdetails in the detail
section of the report.
The page footer
A button which calculates the
total of all the grand totals.
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2. Products Sold
Menu Design
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The company's logo and thereport label in the report
header
The chosen fields in thepage header and their
details in the detailsection of the report.
The page footer
A button which calculates thetotal of the quantity sold of all
the products.
Main menu (Switchboard)
Go to formsGo to reports
Total
Sales
Products
Sold
Sales
formSupplier
form
Customer
formPurchases
from
Product
form
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TEST PLAN
Product Table
Test
No.
Field
Name
Type of
Validation
Input
Mask
Sample Data Expected Outcome
Valid Invalid Valid Invalid
01 Product
Code
Length
Check
LL0000 SL3456 SL345
The
system
should
accept
it.
An error message
should be displayed
because the entry is
of the incorrect
length.
02 Brand
Name
Combo Box None Puma BAS
Vampire
The
system
should
acceptit.
An error message
should be displayed
because the item
which was entered
is not from the list
of values given bythe combo box.
Description -
03 Cost
Price
Type Check None 12500 125o0 The
system
should
accept
it.
An error message
should be displayed
due to the invalid
data type entered.
04 Selling
Price
Type Check None 15500 15o00
05 Quantity
in hand
Format
Check
99 24 2y
Thesystem
should
accept
it.
An error message
should be displayed
because the dataentered is violating
the input mask '99'
06 Re-order
Level
Format
Check
99 5 1o
Customer Table
Test
No.
Field
Name
Type of
Validation
Input Mask Sample Data Expected Outcome
Valid Invalid Valid Invalid
07 Customer ID
PresenceCheck
9999 1234 NullValue
The
system
should
accept it.
An errormessage should
be displayed
because the
field was left
blank.
Customer
Name
-
Address -
E-mail -
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08 Contact
No.
Format
Check
000000000099 0112733155 011273 The
system
should
accept it.
An error
message should
be displayed
because the
data entered is
violating the
input mask'000000000099'
Supplier Table
Test
No.
Field
Name
Type of
Validation
Input Mask Sample Data Expected Outcome
Valid Invalid Valid Invalid
09 Supplier
Code
Length
Check
LL0 The
system
shouldaccept
it.
An error
message should
be displayedbecause the
entry is of the
incorrect
length.
Supplier
Name-
Address -
Website -
E-mail -
Contact
No.
Same as in 'Customer' Table
10 Fax No. Format
Check
000000000099 0096650555666
7
009345 The
system
should
accept
it.
An error
message should
be displayed
because the
data entered is
violating the
input mask
'000000000099'
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Purchases Table
Test
No.
Field
Name
Type of
Validation
Input
mask
Sample Data Expected Outcome
Valid Invalid Valid Invalid11 Invoice
No.
Length
Check
/P0000 1785 178 The
system
shouldaccept it.
An error
message
should bedisplayed
because the
entry is of
the
incorrect
length.
12 Date Format
Check
00/00/00 21/10/2006 21/10/06 The
system
should
accept it.
An error
message
should be
displayed
because thedata entered
is violating
the input
mask
'00/00/0000'
Supplier
Code
Same as in 'Supplier' Table
Product
Code
Same as in 'Product' Table
13 Quantity Format
Check
99 24 2k The
system
shouldaccept it.
An error
message
should bedisplayed
because the
data entered
is violating
the input
mask '99
14 Sub-
Total
Type Check None 25000 adasfs
The
system
should
accept it.
An error
message
should be
displayed
due to the
invalid datatype
entered.
15 Shipping
Charges
Type Check None 5000 sffsfs
16 Final
Total
Type Check None 30000 Sfsfsfsf
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Sales Table
Test
No.
Field
NameType of
Validation
Input
Mask
Sample Data Expected Outcome
Valid Invalid Valid Invalid17 Invoice
No.
Length Check \S0000 2233 223 The
system
should
accept it.
An error
message should
be displayed
because the
entry is of the
incorrect length.
Date Same as in 'Purchases' Table
Customer
ID
Same as in 'Customer' Table
Product
Code
Same as in 'Product' Table
Quantity Same as in 'Purchases' Table
Sub-Total Same as in 'Purchases' Table
18 VAT Type Check None 2500 250o
The
system
should
accept
it.
An error
message should
be displayed due
to the invalid
data type
entered.
19 Total Type Check None 27500 275o0
20 Less
Discounts
Type Check None 2062.50 2o62.5o
21 Grand
Total
Type Check None 25437.5
0
25437.5
o
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Query Test Plan
Name Type Task Sample Data Expected Outcome
Valid Invalid Valid InvalidSales VAT Update To
calculatethe VAT
on sales
1204
Sub-Total:Rs.17,500
0000 VAT:
Rs.1750
VAT should
be calculated
accurately.
Nothingshould
be
updated
Sales
Total
Update To
calculate
the Sales
Total
1204
Sub-Total:Rs.17,500
VAT:Rs.1750
0000 Sales Total:
Rs.19,250
Sales Total
should be
calculated
accurately.
Nothing
should
be
updated
SalesDiscounts
Update Tocalculate
discount
allowed
on Sales
1204
Total:Rs.19,250
0000 LessDiscounts:
Rs. 1443.75
Sales
Discounts
should be
calculated
accurately.
Nothing
should
be
updated
Grand
Total
Update To
calculate
the
GrandTotal
1204
Total:Rs.19,250
LessDiscounts:Rs.1443.75
0000
Grand Total:
Rs.
20,693.75
The Grand
Total should
be calculated
accurately.
Nothing
shouldbe
updated
Final Total Update To
calculate
the final
total
1678
Sub-Total:Rs.14,500
Shipping
Charges:Rs.5000
0000 Final Total:
Rs. 19,500
The final
total should
be calculated
accurately.
Nothing
should
be
updated
Customer
Search
Select To search
for a
particular
customer.
1191 11191
The desired
record should
be displayed.
A blank
record
should
be
displayed
Frank Lampard Pimp 123
Product
Search
Select To search
for a
particular
product
SL1234 SL123 The desired
record should
be displayed.
A blank
record
should be
displayed
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Sales
Search
Select To search
for a
sales
record
1704 0000 The desired
record should
be displayed.
A blank
record
should be
displayed
Purchases
Search
Select To search
for apurchase
record.
1811 0000 The desired
record shouldbe displayed.
A blank
recordshould be
displayed
Supplier
Search
Select To search
for a
particular
supplier
WO1 W1 The desired
record should
be displayed.
A blank
record
should be
displayedWoodworm W00dwo
Tools and techniques used
The following tools and techniques were used to create the database of Cricket Shop;
The Create table in Design view option was used to create the tables(49).
The Create query in Design view option was used to create the queries(55).
The Create form by using wizard option was used to create the forms(51).
The Command Buttons were created using the toolbox provided in Form
Design(54).
The Create report by using wizard option was used to create the reports(58).
The Database Utilities option provided in Tools was used to open up the
Switchboard Manager which was used to create the switchboard(61).
Note: The numbers in brackets next to each bullet is the page number in which the
creation of that particular option is shown in detail.
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Implementation of Design
Kookaburra Genesis Hurricane
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Modifications made to the original design
This states the changes made to the Original Database Structure when creating the
computerized database.
In the Original Database Structure there were only five tables however when creating thedatabase a need to create a further two more tables arose. The two tables were named
Selling Products and Purchasing Products. They were created because of the need for
interface tables between the sales and the product table and between the purchases table
and the product table otherwise more than one product could not be entered for each
record in either the sales table or the purchases table. Each field of the two tables created
is explained below;
Table Name - Selling Products
Field Name Description Field Size Field Type Validation
InvoiceNumber
The joint key field of therecord. It is the unique
number by which each sale
is identified.
4 Text Input Mask;\S0000
Product Code The joint key field of the
record. It is the unique
number by which each
product sold is identified.
6 Text Input Mask;
LL0000
Quantity
Sold
It is the quantity sold of a
particular product.
2 Text Input Mask; ##
Line-Total The Line-Total is the
Selling Price x Quantity
Sold of that product
7 Text Presence
Check
Table name - Purchasing Products
Field Name Description Field Size Field Type Validation
Invoice
Number
The joint key field of the
record. It is the unique
number by which each
purchase is identified.
4 Text Input Mask;
\P0000
Product Code The joint key field of therecord. It is the unique
number by which each
product purchased is
identified.
6 Text Input Mask;LL0000
Quantity
Ordered
It is the quantity ordered of
a particular product.
2 Text Input Mask; ##
Line-Total The Line-Total is the Cost
Price x Quantity Sold of
that product
7 Text Presence
Check
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Due to the creation of the two above mentioned tables a few fields in the sales and
purchases tables were deleted so as to prevent unwanted data duplication. The fields
deleted were product code and quantity from both the tables. Also test no. 13 was
deleted as the field is now non-existent. Also in the product subforms for both the
sales and purchases forms were modified the changes made are stated below:-
Product Subform in the Sales form:-
Deleted product code was replaced by selling products' product code.
Brand Name remained unchanged.
Description remained unchanged.
Selling Price remained unchanged.
Deleted quantity was replaced by selling products' quantity sold.
A new field Line Total from 'Selling Products' was added to the subform.
Product Subform in the Purchases form:-
Deleted product code was replaced by purchasing products' product code.
Brand Name remained unchanged.
Description remained unchanged.
Cost Price remained unchanged.
Deleted quantity was replaced by purchasing products' quantity ordered.
A new field Line Total from 'Purchasing Products' was added to the subform.
A few more queries which were not able to be created previously were created and are
shown below:-
Sales Quantity in hand
This query updates the quantity in hand of a particular product after a sale has been made.
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Purchases Quantity in hand
This query updates the quantity in hand of a particular product after a purchase has been
made.
Both these queries were included in their respective forms namely sales and
purchases using command buttons.
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The relationships between all the tables in the database changed due to the addition of the
two above mentioned tables. The new relationships are shown below:-
The relationship between the product and the purchasing products table is one to many.
The relationship between the product and the selling products table is one to many.
The relationship between the sales and the selling products table is one to many.
The relationship between the purchases and the purchasing products table is one to many.
The relationship between the supplier and the purchases table is one to many.
The relationship between the customer and the sales table is one to many.
It was decided to create a password for the database as a whole with the security of the
system in mind because if there wasnt a password anyone would be able to access the
database and modify data at will.
It is shown on Page No.60 how the password of the system was created.
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The following illustrates how the system was implemented:
Creation of tables
Clicking on ' Create table in Design view' opens up the following window:-
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Using design view
is an easy way tocreate tables
Once a field name is
entered a data type can bechosen from the list of
values displayed
A field size is entered to limit the
number of characters that can beentered in that particular field . As
in this field the limit is 6.
An input mask determines the
pattern of all the data which will beentered in the field.
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Once all the required fields are designed along with their data type, field size and input
mask a primary key is chosen:-
Once the table has been designed and the primary key chosen the table is saved by doing
the following:-
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The field that is to be made
the key field is highlightedand then the mouse right-
clicked on then the followingmenu appears and primary
key is chosen.
This button is clicked on and
then the following pop-upshown on the right appears
The name of the table is entered
and then the 'OK' button ischosen and then the creation of
your table is complete
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Creation of forms
Clicking on 'Create form by using wizard' opens up the following window:-
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Using the wizard is aneasy way to create forms
Clicking on this button
displays all the tables andqueries in the database
Transfers a selected field
Transfers all the fields from
the table or query
Once all the fields that need
to be on the form have beenselected this button is clicked
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Clicking on the 'Next' button opens up the following window:-
Clicking on the 'Next' button opens up the following window:-
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The list of all the
available layouts
A preview of the
layout selected
Once the layout has been
selected this button isclicked
The list of all the
available styles
A preview of the
layout selected
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Clicking on the 'Next' button opens up the following window:-
The forms of the company were modified by adding the logo in the form header and also
by having command buttons to save the record, search for a particular record, add a new
record, arrows to move to and forth the records and the necessary queries in each form. It
is shown in the next page how to create command buttons:-
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The form's titleis entered here
You can either chose to
open the form to enterinformation or to modify
the form's design
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In the above window 'Modify the form's design' is selected and the 'Finish' button is
clicked then the following window appears:-
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Clicking on this icon and
then drawing in the placethat you want your
command button to be
anywhere in the detailsection opens up the
following window shown
below
All the categories of command
buttons are displayed here and forthe one selected all their actionsare displayed on to the right
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Clicking on the 'Next' button after selecting what you want your command button to be
opens up the following window:-
Creation of queries1. Select Queries
Shown below is how to create a select query to find and display a particular product's
record
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The command
button can eithercontain text or be a
picture
Once your choice has beenmade this button is clicked
and the creation of yourcommand button is complete
Using design view is an
easy way to create queries
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Clicking on 'Create query in Design view' opens up the following window:-
Clicking on the 'Close' button after doing the above-mentioned opens up the following
window:-
After doing the needful the query is saved and the creation of a select query to find anddisplay a particular product's record is complete.
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After selecting all the
tables that you need tocreate your query this
button is clicked
All the fields that need to
be included in the query
can be included by justclicking on them
The fields that need to be
displayed are ticked by using thecheckboxes and a criteria for the
data to be displayed is enteredwithin brackets
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2.Update queries
As with select queries even to create update queries design view is used.
Shown below is how to create an update query to calculate the VAT on Sales in the sales
invoice.
After adding the sales table to the query the following is done:-
After doing that the following is done to create the query:-
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The query type is changed to
update by clicking on 'UpdateQuery'
The field that needs to be updated
which is 'VAT' in this instance isentered here
How the 'VAT' field is going to be
updated is entered here
A criteria for the 'VAT' to be
updated is entered here.
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After doing the above the query is saved and the creation of an update query to calculate
the VAT on sales is complete.
Creation of reports
Clicking on 'Create report by using wizard' opens up the following window:-
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Using the wizard is aneasy to create reports
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After the fields which are required for the report are chosen the Next button is clicked
and the following window is opened;
After the layout and orientation for the report is selected the Next button is clicked
resulting in the opening of the following window;
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After the style of the report is chosen the Next button is clicked a window appears in
which the report is given a name and saved.
Creation of a password
The database needs to be opened exclusively for a password to be created. Once it hasbeen opened exclusively the following is done to create the password;
The password which is to be cricketshop is entered and verified and then the OK
button clicked. Thus the creation of a password for the database is complete.
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Clicking on Set Database
Password opens up a windowshown below
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Creation of a switchboard
A switchboard makes it easier to open forms, queries and reports. It is shown below how
to create a switchboard:-
Clicking on the 'Yes' button opens up the following window:-
To enable the switchboard to open forms and reports it needs to be edited.
When the 'Edit' button is clicked in the above window the following window opens:-
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Clicking on switchboard
manager opens up awindow shown below
A new switchboard has to be
created for Cricket Shop sowhen 'New' is clicked on the
window shown on the leftappears and name of the
switchboard is entered
Once the switchboard has
been created it is made thedefault one so then whenever
the database is opened it isthe one that opens
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When the 'New' button is clicked the following window opens:-
The above will be done everytime for a report or a form to be opened.
The procedures mentioned above are how the new system was created and implemented
and shown below is how the system can be used.
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For a form or a reportto be added to theswitchboard the 'New'
button is clicked
For a form to be opened 'Open Form in
Add Mode' is chosen and for a report tobe opened 'Open Report' is chosen
The form or the report needed to be
opened is chosen from here and 'OK'
clicked
The name of the form
or report is enteredhere
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The final completed implemented system:
Adding a new product record
When a new product's record needs to be entered the switchboard is used to open a new
product form:-
Clicking on Go to forms from the main switchboard opens up the following
switchboard;
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Clicking on this button opens up a
new product form as shown onthe next page
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After all the product's details have been entered the 'Save' button is clicked and the
entering of a new product record to the system is complete.
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Preparing a new sales invoice
Again the switchboard is used to open a new sales invoice. Clicking on 'Sales Invoice'
opens up a sales form as shown below:-
The VAT, Total, Discount and Grand Total fields will be calculated by clicking on their
respective command buttons. When one of those command buttons are clicked the
following will be displayed:-
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When 'Yes' is clicked the following is displayed:-
The invoice number which in this case is 1555 is entered and then 'OK' clicked. Then the
following window appears:-
When 'Yes' is clicked the respective field (VAT or Total or Less Discounts or Grand
Total) is calculated.
When the preparation of the invoice is over after entering the necessary data and doing
the necessary calculations the invoice is printed to be presented to the customer. This is
done by clicking on the 'Print' command button present in the form. Also the command
button 'Save' is clicked on so as to save the invoice for future references by the company.
After the invoice is printed the stocks also need to be updated. How that is done is shown
below:-
First the command button 'Update Stocks' in the form is clicked then the following is
displayed:-
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When the 'Yes' button is clicked the following is displayed:-
After the invoice number which in this case is 1555 is entered and 'OK' clicked the
following is displayed:-
As two products were sold this process has to be done twice once for each product. The
first product which was sold had Product Code KO1234 is entered first and 'OK' entered.
Then the following is displayed:-
After 'Yes' is clicked the quantity-in-hand of the product with product code KO1234 is
updated in the product table. This process is repeated once again for the other product
sold but when the product code is asked GN1788 is entered instead of KO1234.
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Adding a new supplier's record
Again the switchboard is used to enter a new supplier's record. Clicking on 'Supplier'
opens up a supplier form as shown below:-
After all the supplier's details have been entered the 'Save' button is clicked and the
entering of a new supplier to the system is complete.
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Adding a new customer's record
Again the switchboard is used to enter a new customer's record. Clicking on 'Customer'
opens up a customer form as shown below:-
After all the customer's details have been entered the 'Save' button is clicked and the
entering of a new customer to the system is complete.
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Preparing a new purchases invoice
Again the switchboard is used to open a new purchases invoice. Clicking on 'Purchases
Invoice' opens up a purchases form as shown below:-
The Final Total will be calculated by clicking on its respective command button. When
the command button is clicked the following is displayed:-
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When 'Yes' is clicked the following appears:-
The invoice number which in this case is 1233 is entered and 'OK' clicked resulting in the
appearance of the following window:-
When 'Yes' is clicked the Final Total is calculated.
The 'Save' button is clicked so that the invoice can be viewed when needed.
Also the stock levels of the products need to be updated. It is done by clicking the
'Update Stocks' button which results in the following window appearing:-
When 'Yes' is clicked the following window appears:-
The invoice number which in this case is 1233 is entered and 'OK' clicked resulting in the
appearance of the following window:-
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The product code which in this instance is KO1234 is entered and 'OK' clicked resulting
in the appearance of the following window:-
When 'Yes' is clicked the stock level of the product which was purchased is updated in
the product table.
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Searching for a particular product
Sometimes it is necessary to search for a particular product.To do that the Product Search
query can be used. It is done in the following way:-
Once the Product Search query is opened a window similar to the one shown aboveappears and asks for the product code. For eg. if the product that needs to be found is
KO1234. It is entered and 'OK' clicked. Then that particular product if it is there in stock
will appear:-
This means that this particular product is available. That is how a particular product canbe searched for.
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From the 'Queries' menuthe 'Product Search' query
is opened
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Searching for a particular customer
Sometimes it is necessary to search for a particular customer. To do that the Customer
Search query can be used. It is done in the following way:-
As shown above, when the Customer Search query is opened a window asking for theCustomer ID appears. If the user wishes to enter the Customer ID he can do so orhe
could skip the Customer ID window and move on to enter the Customer Name in the
Customer Name window as shown below:-
Either the Customer ID or the Customer Name has to be entered and then that particular
customer's record will be displayed if it exists after clicking on the 'OK' button:-
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From the 'Queries' menu
the 'Customer Search'query is opened
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Searching for a particular sales record
Sometimes it is necessary to search for a particular sales record. To do that the Sales
Search query can be used. It is done in the following way:-
As shown above, when the Sales Search query is opened a window asking for the Invoice
Number appears. The invoice number of the record that needs to be found is entered
which in this eg.1909 and the 'OK' button clicked. Then that particular sales record isdisplayed:-
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From the 'Queries' menu
the 'Sales Search' query isopened
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Searching for a particular purchases record
Sometimes it is necessary to search for a particular purchases record. To do that the
Purchases Search query can be used. It is done in the following way:-
As shown above, when the Purchases Search query is opened a window asking for the
Invoice Number appears. The invoice number of the record that needs to be found is
entered which in this eg.1233 and the 'OK' button clicked. Then that particular purchasesrecord is displayed:-
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From the 'Queries' menuthe 'Purchases Search'
query is opened
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Searching for a particular supplier
Sometimes it is necessary to search for a particular supplier's record. To do that the
Supplier Search query can be used. It is done in the following way:-
As shown above, when the Supplier Search query is opened a window asking for the
Supplier Code appears. If the user wishes to enter the Supplier Code he can do so orhe
could skip the Supplier Code window and move on to enter the Supplier Name in theSupplier Name window as shown below:-
Either the Supplier Code or the Supplier Name has to be entered and then that particularsupplier's record will be displayed if it exists after clicking on the 'OK' button:-
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From the 'Queries' menuthe 'Supplier Search' query
is opened
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Testing of the Solution
Slazenger VSE Ultimate
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Test Results
After the system has been implemented it is necessary to test all the fields to see if
they would detect any invalid data entered according to the Test Plan which was
created in the 'Design' stage of the solution;
Shown below is a table which states whether each test in the test plan was a success or a
failure and the page no. of the screenshots which show the tests in detail.
Test
No.
Test Result Page No. of screenshot
01 It was a success 80
02 It did not take place as expected. The modifications
made to correct the problem and the re-test are shown
along with the failed test.
80,81
03 It was a success. 81
04 It was a success. 8105 It was a success. 82
06 It was a success. 82
07 It was a success. 82
08 It was a success. 82
09 It was a success. 83
10 It was a success. 83
11 It was a success. 84
12 The test was a success but there was another problem
with the entering of data to this field. This problem and
the modifications made are shown along with the test
result.
84,85
13 This test was deleted. Reasons given on page no. 47
14 It was a success. 85
15 It was a success. 85
16 It was a success. 86
17 It was a success. 86
18 It was a success. 86
19 It was a success. 86
20 It was a success. 86
21 It was a success. 86
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Test No. 1
Expected outcome when invalid data is entered -An error message should be
displayed because the entry is of the incorrect length.
As you can see from the above screenshot the achieved outcome tallies with the expected
outcome of the Test Plan.
Test No. 2
Expected outcome when invalid data is entered -An error message should be
displayed because the item which was entered is not from the list of values given by the
combo box.
As you can see from the above screenshot the outcome achieved was not the expected
one because the data entered was not from the list of values displayed on the left and a
error message was expected to be displayed but it was not. The modifications made to
achieve the expected outcome from the Test Plan are shown below:-
The reason for the error message not being displayed was because in the lookup table
properties the 'Limit To List' property was set to 'No'. That was changed to 'Yes' and the
field was tested again. This time an error message similar to the one which was expected
was displayed;
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Test No. 3 & 4
Expected outcome when invalid data is entered -An error message should be
displayed due to the invalid data type entered.
As shown in the two above screenshots both tests achieved their expected outcomes.
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Test Nos. 5 & 6
Expected outcome when invalid data is entered -An error message should be
displayed because the data entered is violating the input mask '99'
Invalid data could not be entered in the two fields because of their input masks. Only
numbers could be entered because when alphabets are entered nothing appears. So there
could be no mistakes in the entering of data in those two fields namely 'Quantity in hand'
and 'Re-order Level'.
Test No. 7
Expected outcome when invalid data is entered -An error message should be
displayed because the field was left blank.
As shown in the above screenshot the expected outcome was achieved.
Test No. 8
Expected outcome when invalid data is entered -An error message should be
displayed because the data entered is violating the input mask '000000000099'
As shown in the above screenshot the expected outcome was achieved.
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Test No. 9
Expected outcome when invalid data is entered -An error message should be
displayed because the entry is of the incorrect length.
As shown in the above screenshot the expected outcome was achieved.
Test No. 10
Expected outcome when invalid data is entered -An error message should be
displayed because the data entered is violating the input mask '000000000099'
As shown in the above screenshot the expected outcome was achieved.
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Test No. 11
Expected outcome when invalid data is entered -An error message should be
displayed because the entry is of the incorrect length.
As shown in the above screenshot the expected outcome was achieved.
Test No. 12
Expected outcome when invalid data is entered -An error message should be
displayed because the data entered is violating the input mask '00/00/0000'
As shown in the above screenshot the expected outcome was achieved.
But there was another problem with this field in both the 'Purchases' and 'Sales' tables.When correct values were entered sometimes the system automatically changed the
values as it thought correct. Screenshots are shown below;
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Before After
As you can see above when an invalid date is entered in the 'Before' screenshot the
system instead of detecting the error and displaying an error message changes the date in
a way which it thinks is correct but is still wrong.
There is no way that this problem can be corrected so this has to be considered a
weakness of the Microsoft Access Package. The user has to make sure that he is entering
the correct date everytime for this mistake not to occur.
Test No. 13 was deleted. The reasons for its deletion is explained fully on Page No.46
Test Nos. 14, 15 & 16
Expected outcome when invalid data is entered -An error message should be
displayed due to the invalid data type entered.
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As shown in the three above screenshots all three of the tests achieved their expected
outcomes.
Test No. 17
Expected outcome when invalid data is entered -An error message should be
displayed because the entry is of the incorrect length.
As shown in the above screenshot the expected outcome was achieved.
Test Nos. 18, 19, 20 and 21
Expected outcome when invalid data is entered -An error message should be
displayed due to the invalid data type entered.
As with Test Numbers 14,15 and 16 when alphabets were entered instead of numbers the
four fields in Test Numbers 18,19,20 and 21 displayed error messages as expected.
Most of the tests went according to the Test Plan while a few needed some modifications
to function as expected.
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Query Test Results
All the queries were also tested and their results are shown below;
For all the update queries there are 'Before' and 'After' screenshots which show the
respective fields before the query was run and after the query had been run.
1. Sales VAT(Update Query)
Before After
2. Sales Total(Update Query)
Before After
3. Sales Discounts(Update Query)
Before After
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4. Grand Total(Update Query)
Before After
5. Final Total(Update Query)
Before After
6. Purchases Quantity in hand(Update Query)
Product Code - GN1788
Before After
7. Sales Quantity in hand(Update Query)
Product Code - GN1788
Before After
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8. Customer Search
Customer Name - Shamlan Latiff/Customer ID - 2311
9. Supplier Search
Supplier Name - Puma/Supplier Code - PU8
10. Sales Search
Invoice No. - 1704
11. Purchases Search
Invoice No. - 1233
12. Product Search
Product Code - SL0056
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Testing the command buttons
Even though there was no test plan created for the command buttons in the 'design'
stage of the solution it was decided to randomly test the command buttons. It ended
up being a very good idea because two command buttons namely 'Print' command
button in the 'Sales' form and 'New' command button in the 'Product' form did not
function as expected. Those two command buttons were deleted and created again.
It is shown on Page No. 54 & 55 how to create command buttons.
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Evaluation of the Solution
Slazenger V389Pro
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Comparison of the solution with the criteria for success
Criteria for success How it was achieved
Data calculations need to be done
accurately - Update queries can be used for
certain calculations thereby reducing thetime needed to calculate them and
increasing the accuracy of the calculations.
Update queries were created to calculate all
the fields that needed to be calculated.
Command buttons were created next to therespective fields in the forms to make the
calculations faster as well. A query could
not be created for one field. It is explained
in detail on Page No. 93
The system should be able to maintain a set
of files efficiently with minimum data
duplication.
Relationships between all the tables in the
database were created so as to minimize the
huge amount of data duplication.
Retrieval of data should be quick - Select
queries can be used to search for particularinformation quickly.
Each table had a key field so as to
distinguish between records and select
queries were created to search for aparticular record in the table. Command
buttons named 'Search' were created in
each form so as to make searches faster.
The system should be user-friendly so that
people with basic knowledge of computers
are able to use it - User-friendly interfaces
should be created to help the user to use the
system.
The software chosen 'Microsoft Access' is
very user-friendly but in order to make the
system more user-friendly a switchboard
was created.
Immediate updating of data after a
transaction occurs - Update queries can beused to change the necessary data after a
transaction takes place.
Update queries to update the stock-levels
immediately after the event of a transactiontaking place. In both the sales and
purchases forms command buttons called
'Update Stocks' were created so as to make
the updating more easier and faster.
Backups of the system should be taken
regularly by using backing storage such as
CD's.
Backups of the system are taken regularly
using DVD disks.
Necessary reports of the system need to be
created Report generators available in
most packages allow the user to design
report structures so that information can be
presented on screen and/or printed out in a
format to suit his/her requirements and
preferences.
Two reports namely 'Total Sales' and
'Products Sold' were created using the
'Report Wizard' of 'Microsoft Access'
Security A password can be set for
the whole system and user rights given
if there are different types of users.
A password for the whole system was
created but user groups could not be
created because it required a qualified
programmer to create them.
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Weaknesses of the system
A query could not be created to calculate the field 'Sub-total' for both the 'Sales'
and 'Purchases' forms. It has to be calculated manually by using a calculator. In
order to eliminate mistakes which might occur the person who is preparing the
invoice rechecks the calculation. By doing that extra time gets consumed which attimes annoys the customer if he/she is in a hurry.
Even though a password has been set for the whole system as a whole everyone in
the store knows it and are able to access it and modify data at will. It would be
better if Access Rights could be set for different user groups.
Even though queries were created to immediately update the stock levels of goods
once a transaction occurs it was not possible to create a query to inform the user
when a product's stock level reached the re-order level. So daily the person who is
in-charge of sending orders to the suppliers has to check each and every product
to see whether there is enough stock or whether it has reached the re-order leveland needs to be re-stocked. This is a very time-consuming job.
Further Developments to the system
The company plans to introduce online sales for its customers. This would mean
that additional hardware would need to be purchased such as a modem.
To enhance the security of the system and prevent unauthorized people from
accessing it passwords can be used. User-groups can be created which will
provide access to only selected sections of the system to the employee.
A macro can be created to backup the system which will save time and money
because previously backups would be saved on DVD's which are pretty costly and
also take time to save the whole system. Using a macro eliminates the need for a
DVD to save the data.
Due to increased sales the company also plans to open another branch in Kandy
the 'Hill Capital'. This would mean that both the branches need to be networked so
that important information such as the availability of a certain product can be
shared. Additional Hardware such as network cards and cables would need to be
purchased.
The Hardware
The hardware performed upto expectations and will not need to be changed for some time
unless ofcourse as mentioned in the 'Future Developments' the company decides to
introduce online sales and open another branch and network the two branches.
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The Software
For now the software chosen 'Microsoft Access' is satisfactory. It is user-friendly and was
able to achieve most of the requirements of the user from the new system except for a few
which is mentioned in the 'Weaknesses of the system'. In the future when the company
obtains higher profits and the company is able to afford to hire a qualified programmer it
may be decided to use a High-Level programming language which will help in creating a
very fast and flexible database. However for now it is good enough for a company like
'Cricket Shop'
Quality of the man-machine interface
The Cricket Shop system uses a menu-driven interface where the switchboard acts as
the main menu through which the user is able to access the whole system.
The usage of command buttons in all the forms has made moving to-and-forth records,
saving and creating new records very easy.
Searching for data is very quick and easy due to the search queries which have been
created for each table.
As all the tables in the database are related using relationships data does not have to be
entered many times and duplication of data never occurs.
All the calculations are made very quickly and accurately due to the queries which have
been created for all the fields that require to be calculated.
So in conclusion it can be said that thequality of the man machine interface is extremelygood in comparison to the manual system and it has been quite effective in providing a
solution for most of the problems mentioned in Chapter 1.
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User Feedback
A month after the system was implemented the manager in charge of the store was
interviewed to get his comments on the new system and its performance. Given below is
the transcript of the interview:
Interviewer: Is the system user friendly?
Manager: Most definitely, it is very user friendly.
Interviewer: What about the accessing and entering of data?
Manager: Data can be accessed within a matter of a few seconds and the entering of data
is very quick.
Interviewer: What are the features that have been most useful?
Manager: One very useful feature has been the detection of invalid data by the system
and another very useful feature has been the automatic calculations made to
the payment fields like VAT.
Interviewer: How has the system in general affected your organization?
Manager: Well, it has greatly minimized the many previously tedious tasks such as
searching for a particular product.
Interviewer: Any comments made by either the customers or the suppliers?
Manager: The customers are very happy with the error-free invoices they receive and the
suppliers have nothing to complain about as all their payments are made on
time.
Interviewer: What are your views on the huge amounts invested by the company on thesystem?
Manager: I think in the long-term that it is a worthwhile investment because other costs
such as purchasing of new files, paper, filing cabinets etc. will not be incurred
anymore. Also the benefits derived from the new system has been enormous.
Interviewer: In your opinion what do you think can be done to further improve the
system?
Manager: It would be nice if Access Rights could be set for different employees
because now even the cleaner is able to access the system as he knows the
password and modify data at will.
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