Dr.

Babasaheb Ambedkar Marathwada,

University,
Aurangabad

Project Report

On

Sales Management System Project

Developed By

Gauri Tiwari
Amrita Purohit
Pallavi Joshi

S.B.E.S.Collage of Science Aurangabad.

ACADEMIC YEAR 2008-2009

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 DR. BABASAHEB AMBEDKAR MARATHWADA UNIVERSITY
AURANGABAD

SARSWATI BHUVAN EDUCATIONAL SOCITIYS

COLLEGE OF SCIENCE AURANGABAD

CERTIFICATE
Submitted by

Gauri Tiwari
Amrita Purohit
Pallavi Joshi

This is to certify that the following student’s of B.sc.T.Y

has completed a bonafied work on Project of Sales Management System
successfully in the Department of Computer Science during the year 2008-09.

INCHARGE H.O.D.

Mrs.M.P. Rajhans Mr. R.S.Parkhe

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 Acknowledgment

With the great pleasure, we want to present this mini project on “Sales &
Service Shop Management”. This mini project could not have been completed without
help of Mr Kapse. With their constant encouragement, hints, suggestions, with
affectionate attitude to our project, which proved immense importance, we are capable to
complete this project.
We also want to pay our sincere gratitude to our respective guide Mrs.Rajhans
for his valuable guidance. We also thankful to the entire teacher for their help and
encouragement.
This project could not have been completed without the moral support and patience
from our parents and our friends. At last, but not the least we thankful all of them who
directly or indirectly help us.

Thanking you,

Developed By :

Gauri Tiwari
Amrita Purohit
Pallavi Joshi

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 Index
Sr. No. Contents Page no.

1 Introduction of project
2 System Analysis
2.1) User interview
2.2) System requirement Specification
2.2.1) Current System
2.2.2) Proposed System
3 Feasibility Study
3.1) Economical feasibility
3.2) Environmental feasibility
3.3) Technical feasibility
3.3.1) Hardware feasibility
3.3.2) Software feasibility
4 Table Structure
4.1) Table name
4.1.1) Table Description
4.1.2) Table Details
5 Data Flow Diagramme
6 E-R Diagramme
7 Sample Forms
8 Requirement for project implementation
8.1) Software Requirement
8.2) Hardware Requirement
9 Scope of system
10 Conclusion
11 Bibliography

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1)

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 In our project i.e. Sales Management, which gives, details about all the
products loaded in shop. As well as we are maintaining records of customers item
purchase for further use.
In our project the main aim is that whenever customers purchase our
products then we should maintain full record of that particular customer like as. Date of
purchase, customer name, customer number, customer address, item number, item name,
quantity, price etc.
In this project we can see how many products are available in the
shop with their code, name, quantity, & price.
We are providing following advantages: -

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1) Searching the customer record by Customer code.
2) Add new product in available product list.
3) Modify and delete product from available product list table.
4) Make bill of purchased product and take print out of it.

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2)

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 On 8th August we visited ‘Kapse and Son’s Sales and serviceShop’, we met Mr.
Sandip kapse who is owner of this shop.
We told him that we have to make software, so we asked him some detail information
of his shop.
We asked how he deals with dealer, sub dealer and retailer.How he manage his account
system.
He said us he stores his account in different files, but for this it would took a lot of
time so we convinced him to maintain record in computer due to this his work
willbe done easily in less time.
Then he was ready to make computerized system. For this we discussed some
important things these are as follows-
1. All types of electronics items are available in his shop.

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He deals with many dealer, sub dealer and retailer.
2. To purchase electronic items he send purchase order to his dealer or sub dealer.
3. When order is passed, he pays their payment in partly manner, through cash or
cheque.
4. He stores all information about purchased item in purchase register.
5. In this register he also stores name of dealer address list of particulars, credit, debit
amount of balance etc.
6. In detail information about product available in his shop is stored in another
register ie. stock register. In this he stores quantity of item, mfg date etc.
7. If he buys some new product, it will increase quantity of item in stock register.
8. Sometimes dealer give him some scheme on product. If he sale the more product
as per their requirement then dealer give him a discount.
9. If customer is came in his shop and buys some product then he will give some
time period of one week for payment.
10. The quantity in stock register will be decreases after selling some product.
11. If his customers purchase more products from him then he gives discount to his
customers.
12. Another register is sale register .In this he stores the information of sold item,
name of customer, name of item, rate, quantity, copy of bill etc.
13. From the purchase register and sale register he calculate
the profit or loss he face.
From all this information we have to develop software as per their
requirement.
Mr. Kapse is computer literal. He has a well knowledge of computer. He is
bachelor in computer science. He has one computer with 80 GB with 256 RAM &
XP operating system. He performs all tasks in Tally 7.2.

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11
-

In many shops, we see their works can be done manually. They store their account
on paper. The paper work is so lengthy and time consuming so they require some system,
which take less time for working.
If we maintain all data in computer memory, is secure and store up to many
years .At any time we can get the information about any person or details of goods
quickly just by clicking on proper data.
Mr. Sandip Kapse who is the owner of ‘Kapse and Son’s Sales and Service
shopee’ , also do their work manually. The flow of their manual system can be divided in
two parts-
1. Purchase of item
2. Sale of goods

The flow of purchase item is as follows:

Start

Customer
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 Order

Check in stock register He calls customer after

one month

Sale item

Entry in sale register

Stock decremented

Payment

Bill

Stop
If user wants to purchase some item, then he gives purchase order to dealer or sub
dealer. The purchase order is pass then item is purchased. The payment is done by cash.
Sometimes he has to give advanced rupees. After item is purchased, it is note down in
purchase register. The quantity of purchased item increases and it also increases in stock
register.
The flow of sale item is as follows-

Start

Stock
Register

Purchase Order

Item purchased

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 Payment is done by cheque
or cash

Note in purchase register

Also note in stock register

Stop

If customer comes in shop and order particular item, then user check it in stock register.
If item is not available then he calls the customer after some days and he gives the
purchase order to dealer or sub dealer. If item is available in stock then he sale this item
and note down in sale register. So stock is decremented. If this customer is new then the
details about the customer is also note on sale register and payment is done by cheque or
cash or sometimes by loan or partly payment. Then bill is generated

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 In Sale management, there are different systems i.e. purchase, sale, stock
but due to less time we are trying to cover sale part only.
In this sale part different forms and tables are available, which are as follows.
1. Login Form: For system security, we create a login form. In this we provide name
of administrator, password etc. As user login various menus are displayed.
2. Shop Master: It includes the name of shop, adderess, phone number etc.
3. User master : It includes different users name who use this system , their ID,
password and confirm password.
4. Customer Master Table : This table provides the detail information of customer. It
includes name of customer, address, phone number, date of birth etc.
5. Item Type : It includes type code of item and its description.
6. Item Master : This table contains the type code of item which is taken from item
type, brand code which is from brand master table , quantity and their description.
7. Brand Master Table : It contains brand code, brand name, their description , dealer
name etc.
8. Sale Master Table : In this we generate a bill after selling some item.

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16
 2.3.1 Feasibility study

2.3.1.1 Economical feasibility

Sales management project is economical feasible. User is capable to pay
3000/- Rs. for this project.

2.3.1.2 Environmental feasibility

User has well knowledge of computer. He is bachelor in computer science.
He do all his work in Tally 7.2.

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 2.3.1.3 Technical feasibility

Hardware feasibility:
Hard disk: 80 GB
RAM: 256 MB
Processor speed: 2.5 MHz

Software feasibility:
Operating system: Windows XP
Application software: Tally 7.2

2.4)

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Table Name : Shop_Master

Table Description : This table provides the name, address and all details about shop.

Table Details :

Sr.no. Field Data Size Constraints Constraint Description

Name Type Name

1. Name Text 50 - Name of shop

2. Address Text 100 - Address of shop

3. Phone Number 13 - Gives the phone

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 No. no.

Table Name : User_Master

Table Description : This table provides the user name, user ID and all details about user
who uses this system.

Table Details :

Sr.no. Field Data Size Constraints Constraint Description

Name Type Name

1. User Text 50 - Name of user

Name who uses this
system
2. User ID Number 13 P.K. Gives ID of user.

3. User Text 10 - Password of

Password user.

Table Name : Customer_Master

Table Description : This table provides the name, address and all details of customer.

Table Details :

Sr.no. Field Data Size Constraints Constraint Description

Name Type Name

1. Name Text 50 - Name of

customer
2. Address Text 100 - Address of
customer
3. Phone Number 13 - Gives the phone
No. no. of customer
4. Date of Date/Time - Gives date of
birth birth of
customer
5. Customer Number P.K. Gives code of
Code customer

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Sr.no. Field Data Size Constraints Constraint Description
Name Type Name

1. Item code Number P.K. Item code of

item
2. Type code Number F.K. Type code of
item
3. Brand code Number F.K. Brand code of
item
4. Quantity Number - Total quantity of
Sr.no. Field Data Size Constraints Constraint Description
item
5. Name
Description Type
Text - Name Gives
description of
1. Type Code Number P.K. item type code
Gives
of item.
2. Description Text - Description of
type code we
use in this table

Table Name : Item_Type

Table Description : This table provides the type code of item, and description.

Table Details :

Table Name : Item_Master

Table Description : This table provides the item code, brand code, quantity, description .

Table Details :

Table Name : Brand_Master

Table Description : This table provides the brand code, brand name, dealer name,
description.

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Table Details :

Sr.no. Field Data Size Constraints Constraint Description

Name Type Name

1. Brand Number 5 P.K. Gives brand

Code code of item.
2. Brand Text 50 - Gives brand
Name name.
3. Dealer Text 50 - Gives name of
Name dealer.
4. Description Text 50 - Gives
decription.

Table Name : Sale_Master

Table Description : This table provides the customer code.

Table Details:
Sr.no. Field Data Size Constraints Constraint Description
Name Type Name

1. Customer Number 5 F.K. Gives customer

Code code of
customer.
2. Bill No. Number 5 P.K. Gives No. of
bill.
3. Date of Date & - Gives date of
purchased time purchased item.
item
4. Total Number - Gives total
amount amount of item.
5. Discount Number - Gives discount
on item.
6. Service Number - Gives service
Tax tax of item.
7. Vat. Grand Number - Gives grand
total total of item.

Table Name : Sale Bill_ Details

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Table Description : This table provides the sr. no., particular name, quantity, product sr.
no., amount.

Table Details :

Sr. no. Field Data Size Constraints Constraint Description

Name Type Name

1. Sr. no. Number Gives sr. no.

2. Bill No. Number 5 F.K. Gives no. of
bill.
3. Item Code Number 5 F.K. Gives code of
sale item.
4. Quantity Number - Gives quantity
of sale item
5. Amount Number - Gives amount of
item.
6. Rate Number - Gives rate of
item.

2.5)
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24
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2.6)

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 Serviceta Itemcod
x Dateofpurchas e Qt
Customercod e y
Bill_No Sr.n
eeeeee
Totalamount o. Rate
Bill_No
H Amoun
as t
Sale_Detail Bill Detail
ds
H ss H
as ss as
Customercod ds ds
eeeee Itemcod Qt
ss ss
e y
ss ss
Descriptio
Customer_Master Brandcod Item_Master neeeee
ede

Hav
Hav e
Customername Phoneno e
Brand_Master
Addres Item_Type Brandcod
s ede

Brandname Dealernam
Descriptio eede e
Typecode
neeeee
Descriptio
neeeee

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2.9)

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(9.1)Software Requirement

 Operating System: Windows 98/2000/XP

 Application Softwares: Microsoft Access: For Database

Microsoft Visual Basic 6.0

(9.2)Hardware Requirements

 Microprocessor: Intel Petium III or Above Family

 Memories : RAM 64 M (Recommanded)
 Cache: 128 KB Minimum
 Hard disk : 20 GB
 Floppy drive: 1.44 MB
 C.D. drive : Standard

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2.10)

In this project all the data maintain in a computer memory. At any time we can
get the information about any person’s information or of its details. It can be done quickly
by selecting the required information on a computer. This software can be used in any
shop for saving the customer details and product selling information of the particular
shop.

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2.11)

At the beginning of the implementation of the system, it is observed that the user
in unaware of the miracles of computerized system. But soon he comes in contact with

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this of fabulous working with computer and prefers work only with this computer. The
major objectives that have been decided in initial phase of requirement analysis are
achieved successfully. After implementation the result provides reliable results. The
system is totally menu driver and user friendly, which make it easy for the user with
limited knowledge of windows environment to operate the developed system. The system
avoids the drawbacks of the existing manual system and the validation facility of the
system totally eliminates the changes of the wrong data entry, which is essential for
generating error free report.

It has following commendable features:

 User friendly
 Time saving
 Reduces paper work
 Generation of reports

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2.12)

1. Visual Basic Source Code Library:

Brain Shea
2. Mastering V.B.:
BPL publication

3. The Wait Group’s Visual Basic 6 Super Bible:

By Davin Jung

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