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1.2 PROJECT OVERVIEW

Title of Project:

Electronic Shop Management System

Objective of the Project

Buy ‘N’ Save Inventories with a vision for the future decided to have all its
operations computerized. To start with they decided to take up the inventory first.

Project Category:

This is a project which can be placed in the category of RDBMS & OOPS.

1.3 Tools / Platform, Hardware & Software requirement

specifications
Platform – Windows XP
Front End – MS Visual Basic.Net
Back End – MS Access

Hardware Requirements:
Pentium III, 700 MHz, 40 GB HDD, 256 MB RAM, A CD Writer / Reader, A Color
Monitor.

Software Requirements:
Vb 6.0
MS Access
MS Windows XP
For the Front-End I intend to use Visual Basic and for the Backend MS Access will be
used.

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1.4 INTRODUCTION TO VB 6.0

Visual Basic was designed to be easily learned and used by beginner programmers. The
language not only allows programmers to create simple GUIapplications, but can also
develop complex applications. Programming in VB is a combination of visually
arranging components or controls on a form, specifying attributes and actions of those
components, and writing additional lines of code for more functionality. Since default attributes
and actions are defined for the components, a simple program can be created without the
programmer having to write many lines of code. Performance problems were experienced by
earlier versions, but with faster computers and native code compilation this has become less
of an issue.

1.5 MS Access
Microsoft Access uses similar features to those found in other databases and
some other features that are unique. Most of these additional features are made
possible by Access’s tight integration with the Windows NT operating system. MS
Access contains the data storage options and the capability to store and process the
same volume of data as a mainframe or a mini computer.
MS Access is the latest Client/Server based RDBMS package from Microsoft.
Its new features provide a very high degree of performance making it comprehensive
package for database management. It is a largely used in medium-sized
establishments.

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1.6 STRUCTURE OF THE PROGRAM

Analysis:

Electronic Store management system becoming an essential to efficiently

manage inventories in computer age.
Electronic Shop Management System is a workable application for retail store
inventory and accounts management. It keeps a list STOCKS and products at a store
and can do operations on them. The most important operation is a "PURCHASE", all
the transactions and billing details and stock purchasing details involved on it.

Why We Want to Hold Inventories

 Improve customer service
 Reduce certain costs such as
 Ordering costs
 Stock out costs
 Acquisition costs
 Start-up quality costs
 Contribute to the efficient and effective operation of the production system

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2.1 INTRODUCTION

The software project is initiated by the client needs. In the beginning, these
needs are in the minds of various people in the client organization. The requirement
analyst has to identify the requirements by talking to these people and understanding
their needs. For such systems, the requirements problem is complicated by the fact
that the needs and requirements of the system many not to be known even to the user-
they have to be visualized and created. Hence, identifying requirements necessarily
involves specifying what some people have in their minds. When inputs from multiple
people are to be gathered, as is often the case, these inputs are likely to be inconsistent
as well.

2.1.1 Purpose:

This project is aimed at providing an economically feasible security and

communication system that will provide very good features that can fulfill the security
needs of a small organization. The project will be supposed to implement the storage
of products so that a large collection could be maintained with minimum storage
space. This project will also be able to provide reports of products sold to the
customer and brought to the store.

2.1.2 Scope:

The project could be implemented in an average sized organization. An

average company will not be very keen on spending loads of money on ledgers.
Where as our project will greatly reduce the costs which is using common and cheap
office items like database and desktop application. And also there is no requirement to
store books or accounts. The data is directly stored in the database in the hard disk of
the PC.

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2.1.3 Definitions, Acronyms, Abbreviations

This program is a menu driven program. When we click the main menu the
different forms will be enabled. The program consists of the following modules:

 Source listing
This module is suppose to identify the products by their discription.

 Add products
This module is suppose to take the inputs from an input device.

 Add customers
This module is capable of adding customers in the specified formats.

 Update and delete products

This module will update and delete products.

 Update and delete customers

This module will be able to update and delete customers

 Searching
In this module the admin or emplyee can search the customer or
products from the database based on criterias

 Transactions
This module will take up transactions like selling products, buying
products from supplier updating cash and updating the
bills.Appropriate actions will be taken.

 Report Generation
This is a client program which will request for reports.

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2.1.4 References

 The needed requirements for this project has been obtained from the
stock by observing manual records and also gathered some of the
information by asking questions.

 Vb 6.0

2.1.5 Overview

Electronic Shop is a process of storing the products which is capable of

maintaining storage of large amount of products. The primary purpose of this
application is to implement the above stated functionality. The application should be
capable enough to store the products and also perform some updating on the products
that is stored. It will be having user friendly GUIs that will guide the user to easily
achieve the same. The application shall also have some features like reports
displaying in the same window. In addition to this the application also supports
feature to search products. It can also search products based on criteria so that the
employees will be able to view the same. The application is to be fully developed
under vb platform using Visual Basic 6.0

2.2 OVERALL DESCRIPTION

2.2.1 Product Perspective

The product will be developed completely independent and standalone. Each

user will have to have an individual copy of the product.

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2.2.2 Product Functions

The product functions will include the following areas:

The application is capable enough to store different products and also perform
some editng on them that is added.It will be having user friendly GUI’s that will guide
the user to easily achive the same.
 AdminForm
 User Form
 Adding users
 Adding products
 Updating users
 Updating products
 Searching users and products
 Report generations

2.2.3 User Characteristics

The user of this product is supposed to be fairly educated about the usage of
the computers. He should understand how to store products and he should have
knowledge about various products so that they could be saved. A person who has no
knowledge of computers will find it difficult to understand the system. But with a
little knowledge it will be very easy to handle the project.

2.2.4 General Constraints

Designed to run on Windows 98 and further versions.

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2.2.5 Assumption and Dependencies

Assumptions:
 The code should be free with compilation errors/syntax errors.
 The product must have an interface which is simple enough to understand.

Dependencies:
 All necessary hardware and software are available for implementing and use
of the tool.
 The proposed system would be designed, developed and implemented based
on the software requirements specifications document.
 End users should have basic knowledge of computer and we also assure that
the users will be given software training documentation and reference
material.

2.3 SPECIFIC REQUIREMENTS

2.3.1 Functional Requirements

i. The application should be able to handle all the tasks in an efficient manner.
ii. The application should be able to provide up-to-date information.
iii. The application should be able to handle all the changes made.

2.3.2 External Interface Requirements

2.3.2.1 User Interfaces

The user interface is designed in Visual Basic.Net. The developer will have to
study the designing of the product. The use of the controls and the component from
the Add items feature of the Vb 6.0. The user of the product will get very user friendly
forms which will be very easy to work with.

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2.3.3 Performance Requirements

The system is supposed to be having good memory space and a Bigger Ram
above 256 MB preferably. The sound card and graphics card will have to be of good
quality and capacity.

2.3.4 Design Constraints

Software Constraints:
Operating system Windows XP, 2003
Microsoft Visual Basic 6.0
MS Access

Hardware constraints:
Computer: INTEL compatible
256 MB RAM or higher
Pentium III
A CD Writer / Reader
A Color Monitor

2.3.5 Other Requirements

None

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3.1 INTRODUCTION

The purpose of the Design Phase is to a solution of the problem

specified in the requirements document. This is the first step in moving from the
problem domain to the solution domain. The design of a system is perhaps the most
critical factor affecting the quality of the software; it has a major impact on the later
phases is the Design Document. This Document is similar to a blueprint or a plan for
the solution and is used later during implementation, testing and maintenance.

The Design activity is often divided into separate phases – System Design and
Detailed Design. System Design is sometimes also called Top-Level Design. This
system design aims to identify and modules that should be in the system, the
specifications of these modules, and how they interact with each other to produce the
desired result. At the end of the System Design all the major data structures, file
formats, and the major modules in the system and their specifications are decided.

3.2 APPLICABLE DOCUMENTS

The document used for preparing system design is software requirement

specification (SRS) for Inventory Management System.

3.3 FUNCTIONAL DECOMPOSITION

The main functional component of Inventory Management System is:

i) Admin

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3.4 DESCRIPTION OF PROGRAMS

3.4.1 Context Flow Diagram (CFD)

A Context Flow Diagram is a top level (also known as level 0) data flow
diagram. It only contains one process node (process 0) that generalizes the function of
the entire system in relationship to external entities. In context diagram the entire
system is treated as a single process and all its inputs, outputs, sinks and sources are
identified and shown.

NOTATIONS USED IN FLOW DIAGRAM:

Bubble  The Bubble represents a process or transformation that is applied to the

data which changes in some way. Each bubble is assigned a number.

Box  The Box is called an entity which represents a producer or a customer of the
Information

Arrow  The Arrow represents the data flow. All arrows in the data flow diagram are
labeled. The arrowhead indicates the direction of data flow.

Parallel Lines  Represents a repository of data that is to be stored for use by one or
more processes.

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CFD OF INVENTORY MANAGEMENT SYSTEM:

Administrator/User Customer Information/

Products

Report
Login
Update
Customer /
Products / User

Electronic
Shop Mgt
System
Customer /
Product /
Update Transaction

Purchase / Report Generation

Activities Transaction

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3.4.2 Data Flow Diagram (DFD):

A Data Flow Diagram (DFD) is a graphical representation of the "flow" of

data through an Information System. A data flow diagram can also be used for the
visualization of Data Processing. It is common practice for a designer to draw a
context-level DFD first which shows the interaction between the system and outside
entities. This context-level DFD is then "exploded" to show more detail of the system
being modeled.

A DFD represents flow of data through a system. Data flow diagrams are
commonly used during problem analysis. It views a system as a function that
transforms the input into desired output. A DFD shows movement of data through the
different transformations or processes in the system.

Dataflow diagrams can be used to provide the end user with a physical idea of
where the data they input ultimately has an effect upon the structure of the whole
system from order to dispatch to restock how any system is developed can be
determined through a dataflow diagram. The appropriate register saved in database
and maintained by appropriate authorities.

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Data Flow Diagram Notation

Function

File/Database

Input/output

Flow

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Data Flow Diagram of the Inventory Management

Level 0:

Input Output
Admin/User
System Data Base

Level 1:

Admin/User

Login
Not Valid

Valid

Main Screen

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Level 2:

Logged in
Admin/ Storekeeper
User

New
customr/prodcts
details DB

Customer
details

Sell to
Transactions customer/take
Of products from supplier

List of
Transactions DB
And customers

A B

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A B

Search
products
and DB
customers

Reports DB

Display

Logout

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Level 3:

Login Admin

Add/View/
Update Delete the
DB
Items

Reporting

Pending
Report
Paid
Report

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4.1 ER DIAGRAM

BuyAm
t PayAmt
Price
Purchase
ProductDes date
c

Name

Item Transaction
Code

1
Purchas
1
e

Customer

Confirm Has
Purchas Detail
e s
CID Add
N
Name
Has Product
Detail
s

Sino Bill Details

IName
PId
Unit
Price
UPrice Tota
Quantity
l
Pric
e
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Amoun Quantity
t

Area State

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