AN

INTERNSHIP REPORT
ON
PHARMACY MANAGEMENT SYSTEM
PROJECT
BY
KAMAL ACHARYA
(Tribhuvan University)

Date: 2020/03/10

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 1. INTRODUCTION

1.1 ABOUT THE PROJECT

The Project entitled “PHARMACY MANAGEMENT SYSTEM” is systematic
approach made towards maintaining purchase details, stock details, order details, sales
details, sales return details, payment details, buyer details, the record are manually
maintained id’s provide lots of problem. Hence we need of data to be computerized.

The projects consists of four modules namely

 Master Module
 Transaction Module
 Order Module
 Report Module

This Master module has of Buyer form, suppler form, product information’s form;
purchase form, stock form, sales form, sales return form, and payment detail form are also
maintained within this. Purchase Form deal with purchase order of Medicine based on the
stock. The level is increased when some purchase can be done and it can be monitored
frequently by the stock.

Stock Form deals with the details of the stock maintained in the stores. The
system provide some message to indicate if the stock reach its level and tit is easy tom
increase level of the stock. The system can increase its stock level when some purchase
and sales return is done and its stock reduces level some sales done.

Sales Details deals with sales order of medicine based on the stock, the level is
decreased when some sales can be done and it can be monitored frequently by the stock
level. The sales return details system can increase the stock level when some sales return.

Transaction Module maintains Buyer and Order process. Buyer process deals with
the information about the buyer are differentiated us regular Buyer or new Buyer. The

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regular buyer is provided by special offer discount. This helps to motivate some of new
buyer to become a regular buyer.

Order process deals with the order which is given by buyer. Every order is
separately stored.

Purchaser Report
Stock Report
Sales Report
Order Report

The reports are generating automatically. This is maintained and calculated

accurately. The reports are displayed in neat formats. The Buyer, supplier, sales purchase
sales, sales return, purchase return and stock will have a separate report.

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1.2 HARDWARE SPECIFICATION

Processor Name : Pentium Dual Core

Speed : 2.664 GHz
Main Memory : 512 MB
Cache Memory : 1024 KB
Hard Disk : 80 GB
Keyboard : 110 Keys
Mouse : Optical Mouse
Monitor : 15’’ CRT Color Monitor

1.3 SOFTWARE SPECIFICATION

Front-End : Visual Basic 6.0

Back-End : MS Access 2000
Operating System : Windows 2000 Professional

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About Software

Introduction to Visual Basic 6.0

Visual Basic 6.0 is an ideal programming language for developing sophisticated

professional applications for Microsoft windows. It makes use of Graphical user Interface
(GUI) for creating robust and powerful applications. The GUI as the name suggests, uses
illustrations for text, which enable users to Interact with an application. This feature
makes it easier to comprehend things in a quicker and easier way. In a GUI environment,
the number of options open to the user is much greater, allowing more freedom to the
user and developer.

The language selected to develop the software should satisfy the following requirements:
 It should be useful for developing application software
 User-friendly package
 Ability to manipulate files in minimum level

 Easy access of database

 Easy access of reports

Features of Visual Basic 6.0:

The features included newly in Visual Basic 6.0 are,
 Own Visual basic Code
 Create ActiveX Controls
 Multithreaded Document Link Library’s
 Internal Transfer Control
 Join Photograph Expert Group and GIF support
 Create ActiveX Document
 Main Document Interface / Single Document Interface / Explorer – style
Interface options
 Code Editor Enhancements
 Global Objects, Object Link Enabled Drag and Drop
 Open Database Connectivity Direct
 Dock able and Linkable windows, Toolbox and Toolbars
 Declare, Raise and Handle Events and etc.

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Visual Basic 6.0 Window:

Visual Basic 6.0 Interface consists of a form, toolbar, toolbox, menu, menu bar,
project explorer and properties window. Programming in Visual Basic 6.0 consists of a
visual programming step that involves designing its application and a code Programming
step that involves coding. Visual Basic 6.0 uses building blocks such as variables, data
files, procedures, functions and control structures in its programming environment.

Data report:
Data report is a powerful yet easy to use program for creating
custom reports lists and forms letters using data from existing database.

Using with Visual Basic:

Data reports Visual Basic 6.0 can also be used to prInt reports from within Visual
Basic 6.0 code with the help of data custom control.

Textbox

The text box is the standard control that is used to receive input from the user as
well as to display the output.

Label

The label is a very useful control for Visual Basic 6.0, as it is not only used to
provide instructions and guides to the users, it can also be used to display outputs.

Command Button

The command button is a very important control as it is used to execute

commands. It displays an illusion that the button is pressed when the user click on it.

The Image Box

The image box is another control that handles images and pictures. It functions
almost identically to the picture box. However, there is one major difference, the image in
an image box is stretchable, which means it can be resized.

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The List Box

The function of the List Box is to present a list of items where the user can click
and select the items from the list.

The Combo Box

The function of the Combo Box is also to present a list of items where the user
can click and select the items from the list. However, the user needs to click on the small
arrow head on the right of the combo box to see the items which are presented in a drop-
down list. In order to add items to the list, you can also use the add item method.

Data Environment

The Data Environment designer provides an Interactive, design-time environment

for creating ActiveX Data objects. These can be used as a data source for data-aware
object on a form or report, or accessed programmatically as methods and properties
exposed of the Data Environment object.

Visual Basic 6.0 powerful, sophisticated applications that exploit the key features
of MS-WINDOWS, including Multiple Document Interfaces (MDI), Object Linking and
Embedding (OLE), Dynamic Data Exchange (DDE), Graphics and more are created.
Visual Basic 6.0 let the user to add Menus, Text Box, List Box, and Scroll Bar,
File and Directory box to blank windows.

Visual Basic 6.0 also has an Intelligent Interpreter, Editor that often detects error
and even suggests the changes to correct routine programming.
 User friendliness
 Easier comprehension
 Faster application development
 Introduction to Active X technology
 Develop robust stand-alone applications, games & utilities in less time that
it takes in other languages
 Inter active screen handing facilities

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INTRODUCTION TO MICROSOFT-ACCESS

Access is such a rich and powerful application that most people do not know
where to begin when they start using it. Access makes it easy for users-even beginners to
work with databases. You can create tables, edit data and se queries to find the data you
want with little effort and access includes wizards that can do the work of designing data
entry forms, reports and mailing labels for you.

NEW FEATURES IN MICROSOFT-ACCESS

Ms-access offers many new and improved features to help to create powerful data
applications. New objects, properties, methods and other language elements. Ms-access
provides an array of new and enhanced objects, methods, properties, functions,
statements, data types and events to enable to create powerful data base application with
Visual Basic 6.0.

 Creating custom object with class modules.

 Customizing menus and tool bars in your application.
 Removing source code from your application.
 Using new features in the module window.
 Creating a tabbed dialog box or multiple page from with the tab control.
 Setting references programmatically.
 Using the enhanced debug window.
 Improving complication performance

MICROSOFT-ACCESS ACCESSIBILITY

 Change the size of tool bar buttons.

 Add separator bars between group of tool bar buttons, menu commands or menus.
 Create a custom tool bar for the current database.
 Create a custom colors for a section or control on a form or report.
 Insert repeated entries in a column quickly.
 Work with auto correction.

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 2. SYSTEM STUDY

2.1 STUDY FOR THE EXISTING SYSTEM

System study plays an important role of software development life cycle where
the present system is studied and requirement for the proposed system are finalized. In
manual system it has many problems, the major difficulties manual systems are tedious.
Referring the sales details of day-to-day process and calculating the transaction is very
tedious. It requires more time, cost consuming and the mistakes may occur. It is becomes
a barrier of the bunk. It has low accuracy. The requirements are not fulfilled in correct
time It yields more man power and maintenance cost is high in the fast moving world.
While preparing reports, they have to refer an account of transaction book, this becomes a
hard process.

DRAWBACKS OF THE EXISTING SYSTEM

 When the user uses ordinary system, it consumes more time.

 It needs more man power.
 Updating the Buyer details allocated section is not easy; hence it results in bad
approaching manner of the bunk.
 It works slowly.

2.1 NEED FOR THE PROPOSED SYSTEM

System analysis consists of two phases planning and requirement definition .They
includes understanding problem, performing feasibility study, developing recommended
solution strategy and planning development process. System definition includes the
modules for system study. System justification tells about system project and
development environment.

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2.3 OBJECTIVES OF THE PROPOSED SYSTEM

The proposed system has been developed to eliminate the above drawbacks. The
manual operations are carried out using computers. The details of the members are stored
in a database. Using these details, the daily transactions are updated and the management
can view the details of the transaction tables, user balances are maintained and fuel rates
can be changed in an appropriate way.

 To give a user friendly system.

 To reduce the processing time and large database can be easily maintained.
 Reduce manual errors and malpractices
 To increase growth and profit for the organization.

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 3. SYSTEM DESIGN

3.1 DATA FLOW DIAGRAM

tblLogin

Purchase
Login Medicine

Admin

tblPurchase

Update
Stock
Purchase
Return

tblPurchaseReturn
tblStock

tblPayment
tblSales
Sales
Details
Payment
Details

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E-R DIAGRAM

Mname
Mid Qty

Admin Purchase tblPurchase

Medicine

Mid Rid

Mname
Qty tblPurReturn Update
Sid
Stock

tblSales Sales
tblStock
Medicine

Mid Qty
Payment tblSalesReturn

Sid Rid
tblPayment

Date
Bid Amt

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3.2 DATABASE STRUCTURE

Pharmacy Management System is developed using Access as Back end with

several tables such as Buyer Details, Supplier Details, Medicine Purchase Details, Stock
Details, Medicine Sales Details, Return Details,etc.

Table Name : Purchase

Purpose : This is used to store the Purchase details

Field Name Type Size Constraints Description

Mid Number 4 Primary Key Medicine Id
Mname Text 20 Not Null Medicine Name
Edate Date/Time 10 Not Null Expiry Date
Pfrom Text 20 Not Null Purchase From
PDates Date/Time 10 Not Null Purchase Date
Price Number 7 Not Null Price Per Quantity
Qty Number 10 Not Null Purchase Quantity
Tamt Number 10 Not Null Total Amount

Table Name : Purchase Return

Purpose : This is used to store the Purchase Return details

Field Name Type Size Constraints Description

Mid Number 5 Foreign Key Medicine Id
Rid Number 5 Primary Key Return Id
Pfrom Text 20 Not Null Purchase From
Mname Text 20 Not Null Medicine Name
Edate Date/Time 10 Not Null Expiry Date
Pqty Number 10 Not Null Purchase Quantity
Rqty Number 10 Not Null Return Quantity
Rdate Date/Time 10 Not Null Return Date
PDates Date/Time 10 Not Null Purchase Date

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Table Name : Stock
Purpose : It Store the stock details
Field Name Type Size Constraints Description
Mid Number 4 Foreign Key Medicine Id
Mname Text 20 Not Null Medicine Name
Edate Date/Time 10 Not Null Expiry Date
Qty Number 10 Not Null Quality
Price Number 17 Not Null Price

Table Name : Sales

Purpose : It Store details about sales

Field Name Type Size Constraints Description

Sid Number 5 Primary Key Sales Id
Sdate Date/Time 10 Not Null Sales Date
Bid Number 5 Not Null Buyer Id
Bname Text 20 Not Null Buyer Name
Oid Number 5 Not Null Order Id
Mid Text 5 Foreign Key Medicine Id
Mname Text 20 Not Null Medicine Name
Qty Number 10 Not Null Quality
Price Number 10 Not Null Price Per Quantity
Tamt Number 10 Not Null Total Amount

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Table Name : Sales Return
Purpose : It Store Sales Return Medicine details

Field Name Type Size Constraints Description

Sid Number 5 Foreign Key Sales Id
Rid Number 5 Primary Key Return Id
Bid Number 5 Foreign Key Buyer Id
Bname Text 20 Not Null Buyer Name
Mname Text 20 Not Null Medicine Name
Sqty Number 10 Not Null Sales Quality
Rqty Number 10 Not Null Return Quantity
Rdate Number 20 Not Null Return Date

Table Name : Payment

Purpose : It Store Payment details

Field Name Type Size Constraints Description

Bid Number 10 Primary Key Buyer Id
Mid Text 5 Foreign Key Medicine Id
Mname Text 20 Not Null Medicine Name
Price Number 10 Not Null Price Per Quantity
Qty Number 10 Not Null Quality
Tamt Number 10 Not Null Total Amount

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Table Name : Order
Purpose : It Store the Order details

Field Name Type Size Constraints Description

Oid Number 5 Primary Key Order Id
Odate Date/Time 10 Not Null Order Date
Bid Number 10 Not Null Buyer Id
Bname Text 25 Not Null Buyer Name
Mid Text 5 Foreign Key Medicine Id
Mname Text 25 Not Null Medicine Name
Price Number 10 Not Null Per Qty Price
Oqty Number 10 Not Null Order Quality

Table Name : Buyer Details

Purpose : It Store Buyer details

Field Name Type Size Constraints Description

Bid Number 10 Primary Key Buyer Id
Bname Text 25 Not Null Buyer Name
City Text 25 Not Null City
Addr Text 150 Not Null Address
Email Text 25 Not Null E-Mail Id
cno Number 13 Not Null Contact Number

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3.3 USER INTERFACE DESIGN

This design specifies the details of all forms and how it works. This project helps
to perform a medicine store work and issuing medicine in an efficient and easy manner.

This project is designed with following modules.

 Master Module
 Transaction Module
 Order Module
 Report Module

Master Module
Master Module contains two forms via, Medicine Details, Buyer Details.
Medicine details form is used to store all the details about the medicine. This form has
medicine id, medicine name, expiry date, purchased from, purchased date, purchased
quantity, per quantity price. This form also stores the purchasing details and supplier
details.

The Buyer form is used to store the buyer or regular Buyer details, it will used to
get particular Buyer phone number or address to deliver medicine. This form has Buyer
id, Buyer name, address, country, contact number, email id. To view an existing Buyer
details by changing Buyer id.

The end user can easily clear, adding new record, update an existing record and
delete an unwanted records.

Transaction Module

The transaction module keeps all the daily activities in the pharmacy shop. This
module has the following forms they are, medicine purchase details, medicine purchase
return, sales, sales return, stock details, payment details.

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 The medicine purchase form is used to store the daily purchasing activities from
supplier, this form contains supplier id, supplier name, medicine id, medicine name,
number of quantity purchased, per quantity price, total amount, and purchasing date.

The stock will automatically update when the end user done a purchase, purchase
return, sales, sales return.

The purchased product has any damage it will return to the supplier this details are
stored Into the purchase return table, stock will decreased from existing stock details. The
purchase return form contains purchase id, return id, supplier name, medicine name,
expiry date purchased quantity, return quantity, return date, and remarks about the
particular medicine.

The sales form is used to store the daily medicine sales details. If made sales the
stocks will automatically reduced and sales details are stored Into the sales table. This
form has sales id, sales date, Buyer id, Buyer name, order id, medicine name, order
quantity, per quantity price, total amount. The total amount will automatically calculate
by based on sales quantity and per quantity price.

The Buyer must order before sales, because the sales process only done by base
order Buyer order details. The Buyer order details form contains order id, order date,
Buyer id, Buyer name, requested medicine id, medicine name, per quantity price, order
quantity.

Stock details are used to maintain the details such as stock id, medicine name,
type of the medicine, total quantity. Purchased medicines are easily added to stock.

Report Module
This module will help to the end user to get all the details in hard copy format. It
will created by visual basic data report. This module shows the result about medicine
details, stock report, Buyer report, sales report, Buyer details, payment details, employee
salary details.

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 4. SYSTEM TESTING & IMPLEMENTATION

SYSTEM TESTING

Testing Methodologies and Policy

Testing is an activity to verify that a correct system is being built and is

performed with the Intent of finding faults in the system. However not restricted to
being performed after the development phase is complete. But this is to carry out in
parallel with all stages of system development, starting with requirement specification.
Testing results once, gathered and evaluated, provide a qualitative indication of software
quality and reliability and serve as a basis for design modification if required a project
be set to be incomplete without proper testing.

System testing is a process of checking whether the development system is

working according to the original objectives and requirements. The system should be
tested experimentally with test data so as to ensure that the system works according to
the required specification. When the system is found working, test it with actual data
and check performance.

All tests should be traceable to Buyer requirements. The focus of testing will
shift progressively from programs. Exhaustive testing is not possible. To be more
effective, testing should be one, which has probability of finding errors.

The Following are the attributes of good test

 A good test has a high probability of finding an error
 A good test is not redundant.
 A good test should be “Best of Breed”.
 A good test should neither too simple nor too complex.

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Levels of Testing

The details of the software functionality tests are given below

The testing procedures that has been used is as follows
 Unit Testing
 Validation Testing
 Output Testing
 Performance Testing

Unit Testing
The first level of testing is called as unit testing. Here the different modules are
tested and the specifications produced during design for the modules. Unit testing is
essential for verification of the goal and to the test the Internal logic of the modules.
Unit test was conducted to the different modules of the project. Errors were noted down
and corrected down immediately and the program clarity was increased the testing was
carried out during the programming stage itself. In this step each module is found to be
working satisfactory as regard to the expected output from the module. The modules
like Buyer Module, Employee Module, Stock Module etc., were tested.

Validation Testing

The next level of testing is validation testing. Here the entire software is tested
the reference document for this process is the requirement and the goal is to see if the
software meets its requirements.

The requirement document reflects and determines whether the software

function as the user expected. At the culmination of the Integration testing, software is
completely assembled as a package, Interfacing and corrected and final serious of
software test and validation test begins. The proposed system under construction has
been tested by using validation testing and found to be working satisfactory. After
finishing the Integration testing, the modules were tested for validation.

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Output Testing
The output of the software should be acceptable to the system user. The output
requirement is defined during the system analysis. Testing of the software system is
done against the output requirements and the output testing was completed with success.

Performance Testing

This project is a system based project, and the modules are Interdependent with
the other modules, so the testing cannot be done module by module. So the unit testing
is not possible in the case of this driver. So this system is checked only with their
performance to check their quality.

In case of the unit testing the initialization module is first tested. Since read
module and the write module is Interdependent the performance testing is done.

SYSTEM IMPLEMENTATION

Implementation Procedures

Implementation phase is the last phase regarding any system development,

before any system is implemented various tests are performed the system is reviewed
thoroughly. The changeover selected is used to change the existing system to the new
proposed system. In this phase, the system enters the operation and routine maintenance
stage.

Operation Documentation

This system is developed in such a way that the existing system facilities are
enough for implementation. The hardware facilities are sufficient enough to implement
the developed system. The system has been successfully implemented in the
organization with full co-operation of the management. The users assume their
respective responsibilities.

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User Training

This software is being implemented on parallel basis with the ole manual system.
As this new system is more users friendly and fast, the users get more accustomed with
it. This reduces the usage of the old manual system by and by the old system is
eliminated while the new system establishes itself. By following this method if there are
any deformities in the system, it can be easily corrected by comparing with the old
system.

Implementation denotes the process of converting a new or a received system

design Into an operation one. There is two aspect of implementation they are

 Implementation of a computer system to replace a manual system.

 Implementation of an easily manageable advanced system to replace the existing
one.

This system imposes the first method where one can replace a manual operation
with the computerized one. The tested system includes certain tasks while they may hold
costs risks and personal irritation to a minimum and it involves:

 Creating computer-comport able file.

 Tracing the operating staffs.
 Installing terminals and hard wares.

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 5. CONCLUSION & SUGGESTIONS

CONCLUSION

This project is efficient and gives more flexibility to the user and the organization
when comparing the manual system. This project has been aimed to minimize the burden
of clerical work and eliminate human errors. The project covers all aspects of transaction
that comes in process of managing pharmacy shop. This project has been providing
efficient report generators which provide detail information about the consumer details,
transactions and renewable reports.

By minimizing the work time of semi automated processing with highly

interactive screen designs and report facilities, proposed system would work for a longer
period in the company’s business operation.

SUGGESTIONS

The project can further enhanced towards providing an additional features to the
existing system when the data transaction takes place between the Buyer and the bunk.
Some of the suggested enhancements are

 Change of backend database to the latest one by that time for faster response time.
 Converting the single user system to a networked one, this enables multi user
access.
 Introducing more facility in generating ad-hoc Buyer reports.

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 BIBLIOGRAPHY

I. BOOK REFERENCES

1. A. Russell Jones, Visual Basic 6.0, BPB Publications, First Indian Edition, 2002.
2. Elias M. Awad, System Analysis and Design, Galgotia Publications Ltd, Second
Edition, 1997.
3. Kevin Hough, Microsoft Access Database Design, BPB Publications, First Indian
Edition, 1999.
4. Ragu Ramakrishnan, Johannes Gehrke, Database Management System, Third
Edition, 1997.
5. Roger S. Pressman, Software Engineering, Tata McGraw Hill Publications, Fifth
Edition, 2001.

II. URL REFERENCES

1. http://www.a1vbcode.com
2. http://www.google.com
3. http://www.onlinemedicalshop.com

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 II. Author reference
Acharya, Kamal. "STUDENT INFORMATION MANAGEMENT
SYSTEM." Authorea Preprints (2023).
Acharya, Kamal. "Library Management System." Available at SSRN4807104 (2019).
ACHARYA, KAMAL, et al. "LIBRARY MANAGEMENT SYSTEM." (2019).
Acharya, Kamal. "Online bus reservation system project report." Authorea
Preprints (2024).
Acharya, Kamal. "Online bus reservation system project report." (2024).
Acharya, Kamal. “Online Bus Reservation System.” SSRN ElectroNIC ASIA
Journal (2024): n. pag.
Acharya, Kamal. “Student Information Management System Project.” SSRN
ElectroNIC ASIA Journal (2024): n. pag.
Acharya, Kamal. “ATTENDANCE MANAGEMENT SYSTEM.” International
Research Journal of Modernization in Engineering Technology and
Science (2023): n. pag.
Acharya, Kamal. “College Information Management System.” SSRN ElectroNIC
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Acharya, Kamal, Online book store management system project report. (Febuary 10,
2020). Available at
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