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1 This is to certify that Mr./Ms: Dinh Huy Toan, Vu Van Thang, Nguyen Duc Duy Has successfully Designed & Developed: Inventory Management System Submitted by: Vu Tran Lam Date of Issue: Aug 9, 2010 Authorized Signature: Dinh Huy Toan 1
2 Contents Chapter 1: Problem Definition... 4 I. Description about Inventory Management System... 4 Chapter 2:Customer Requirement Specification (CRS)... 5 A.Business/Project Objective :... 5 B. Analysis of each function: Administration Functionalities : Salesmen Functionalities : Inventory Manager Functionalities : Sales Manager Functionalities:... 7 C.Hardware Requirements:... 8 D.Software Requirements:... 8 E.Scope of the Work (in brief):... 8 Chapter 3: Architecture and Design of theproject... 9 A.Logical View... 9 B. Physical View Chapter 4: Data Flow Diagram (DFD) & Flowcharts A.Data Flow Diagram : DFD level 0: Context Diagram DFD Level 1.0 Application Process : Administrator DFD Level 1 Application Process : Sales Person DFD Level 1 Application Process : Sales Manager DFD Level 1 Application Process : Inventory Manager B. Design Flowcharts : Login function :
3 2.Change User Information Function Functions of Administrator Function of Sales Manager: Function of Sales Person: Function of Inventory Manager Chapter 5: Entity Relationship Diagram (ERD) I. Make Bill : II: Permission for Users Chapter 6: Database Design/Structure I. Database Design II. Database Structure III. Screenshot: Chapter 7: Task sheet Chapter 8: Checklist of Validations Chapter 9: Submission Checklist
4 Chapter 1: Problem Definition Form No.1/eProjects/Version 1.0 * * * I. Description about Inventory Management System Camp connection is general stores selling various fast moving consumer good (FMCG) which in existence from almost 5 years and is situated in the heart of the city. Since last 2-3 years, the huge complexes built around the area and people prefer to visit the nearest place to buy various FMCG. The store is able to cater to the need of people but at the same time finding it difficult to manage the sales and stock details. Due to increase in sales they are finding it difficult to manage the large amount of transactions which are causing discrepancies in the data. To solve that difficult problem, the owner of the shop want make use of computer to maintain the data, he also thought of expanding the Itemss in the store by including the fruits, juices etc, so that we have researched and developed a system called Sales and Inventory Management System (SIMS).It will store all the information and required data can be retrieved with ease, so that users can manage the details and admin functionalities. 4
5 Chapter 2:Customer Requirement Specification (CRS) Form No.2/eProjects/CRS/Version1.0 * * * Client: Users A.Business/Project Objective : To ensure that solve difficult problems by making the system should have the following functions: 1. Administration Functionalities. 2. Salesmen Functionalities. 3. Inventory Manager Functionalities. 4. Sales Manager Functionalities. B. Analysis of each function: 1. Administration Functionalities : Login to the System and change his password after login. Add contacts details information of new User to the System, indicating the exclusive privileges of them. Add new item/categories to the inventory. Change the price of an item. Delete item/categories from the inventory. Input : - Username and password. - Information of User. - Item/categories details. Process : - Authentication of existing Username and password. - Save to database when add /update/delete item/categories. Output : - Inform the corresponding. 5
6 2.Salesmen Functionalities : Login to the System through the initial screen of the system and change his password after login. See the status of the inventory. Search for a particular item by typing the initial letters or by category-wise. Enter the items purchased by a customer and produce a bill for the same. Cancel the Items bill, in case of error in entering the details, and produce a new one. Take back an already sold item that is not satisfactory to the customer and produce a receipt for the same. Inform the inventory manager about the items that are not available, so that they can be stocked. Inform the sales manager about any exceptions. Get help about the system on how to use the different features of the system. Input : - Username and password for login or new password for change. - The letters or category-wise for search. - Information about items purchased by customer for produce a bill. - An already sold item that is not satisfactory to the customer for produce a receipt. Process : - Authentication of existing Username and password. - Search database based on the letters or category-wise. - Produce a bill for the same item. - Produce a new produced bill in case of error in entering the details. - Produce a receipt for the same item that is not satisfactory to the customer. Output : - Result of search by letters or category-wise. - Details of bill produced by Salesmen. - Help message about different features of the system. - Inform the corresponding. 6
7 3.Inventory Manager Functionalities : Login to the system/change his password after login. Check the status of the inventory. See the reports from sales people about item that are not available and need to be kept in the inventory. Validate the inventory against the sales done in the previous day. Generate inventory reports of the items category-wise, pricewise. Generate inventory-trends. Input : - Username and password for login or new password for change. - Status/information of the inventory. - The reports from sales people. Process of module: - Authentication of existing Username and password. - Validate the inventory. - Generate inventory report. - Generate inventory-trends. Out put of module: - Details of the reports from sales - Details of the inventory report and inventory-trends. - Inform the corresponding. 4.Sales Manager Functionalities: Login to the system/change his password after login. Check how many bills have been generated in the day so far. Check how much money is transacted in the day so far. Check how many bills have been cancelled so far in the day. Check how many items have been returned so far in the day. Check for any exception reports from the sales persons and correct it by contacting the inventory manager. Generate sales-trend graphs for each of the item. Input : - Username and password for login or new password for change. - The status and information of bills, money, the bills have been cancelled, the item have been return in the day so far. - Exception report from the 7 sales persons.
8 Process: - Authentication of existing Username and password. - Correct exception reports by contacting the inventory manager. - Generate sales-trend graphs for each item. Out put of module: - The numbers of bills, money, the bills have been cancelled, the item have been return in the day so far. - The sales-trend graph for each item. C.Hardware Requirements: A minimum computer system that will help you access the entire tool in the course is a Pentium 166 or a higher capability CPU. 128 Megabytes of RAM or Higher. D.Software Requirements: Any platform you can have (window,linux )..NET Framework. Java Virtual Machine/J2EE server. jdk 1.6 or later. Net Bean MS SQL Server E.Scope of the Work (in brief): - Registration of new client and authentication of existing client. - Provide a user friendly interface to the user to work with application - Add new goods and manage the entire item in the store. - Generation of reports related to all the store problems 8
9 Chapter 3: Architecture and Design of theproject Form No.3/eProjects/Design/Version1 * * * Since the application will have client server architecture, it will have threetier architecture. A.Logical View Presentation Layer User Interface GUI Component, where data is entered and displayed Call Reply Business Logic Layer Concentration of processing modules of the program Request Reply Data Access Layer Access to the database and retrieves information upon request Data Manipulation Result s Database 9
10 B. Physical View Client sends the request operations such as adding, deleting, and updating via Internet to Business Logic Server. Server to receive and process those requests and then sent via Internet to Database Server. Database Server receives service requests and manipulates the database and return relevant results for Business Logic Server. Business Logic Server receives the result from Database Server and return to the Client. 10
11 A.Data Flow Diagram : Chapter 4: Data Flow Diagram (DFD) & Flowcharts Form No.4/eProjects/Design/Version1 * * * Data Flow : Process: Data Store: External entity: External entity: Salesmen Transaction Inventory Details Inventory Manager Reports Reports review Sales and Inventory Management System Transaction Checking Reports Review Items Information Admin Account Details Sales Manager DFD level 0: Context Diagram 11
12 1. Login System Username, Password 2. Change Info New Info Admin User s Information 3. Create new User New Price Items/Categories Details 5. Change Items Price 4. Add new Items/Category DFD Level 1.0 Application Process : Administrator 12
13 Authentification Check Username, Password 1. Login System Login Logout SIM System Users Username, Password Admin DFD Level 1.1 Function Process : Login System Users Save new info 2.Change Info New Info Admin DFD Level 1.2 Function Process : Change Information 13
14 Users Create User Admin User s Information 3.Create new User DFD Level 1.3 Function Process : Create new User Items Save New Items Admin Items s Details 4. Add new Items DFD Level Function Process : Add new Items 14
15 Categories Save New Category Admin Category s Details 5.Add new Category DFD Level Function Process : Add new Category Items Save New Price Admin New Price 6.Change Items price DFD Level 1.5 Function Process : Change Items Price 15
16 1. Login System Customer info 7. Add new Customers Username, Password New Info Items info 2. Change Information Sales Person 3. View Items info Request Request help Report details Bill Details (id, date, item, ect ) 6. Get Help Help 5. Create Reports 4. Create Bill DFD Level 1 Application Process : Sales Person 16
17 Authentification Check Username, Password 1.Login System Login Logout SIM System Users Username, Password Sales Person DFD Level 1.1 Function Process : Login System Users Save new info 2.Change Info New Info Sales Person DFD Level 1.2 Function Process : Change Information 17
18 Items Items info Request Sales Person Items info Request 3. View Items info DFD Level 1.3 Function Process : View Items Information Bill Details (id,date,item,ect ) Sales Person 4.Create Bill Save Bills DFD Level 1.4 Function Process : Create Bill 18
19 Sales Person Report details 5. Create Reports Inform Inform Inventory Manager Sales Manager DFD Level 1.5 Function Process : Create Reports Sales Person Request help Help info 6. Get Help DFD Level 1.6 Function Process : Get Help 19
20 Customers Save New Customer Sales Person Customer s Details 7.Add new Customer DFD Level 1.7 Function Process : Add new Customers 20
21 1. Login System Username/Password New Information 2. Change info Sales Manager 3. Check Bills Bills details Exceptions Check Create 4. Reports 5. Create Sales- Trends DFD Level 1 Application Process : Sales Manager 21
22 Authentification Check Username, Password 1.Login System Login Logout SIM System Users Username, Password Sales Manager DFD Level 1.1 Function Process : Login System Users Save new info 2.Change Info New Info Sales Manager DFD Level 1.2 Function Process : Change information 22
23 View Bills details Sales Manager 3. Check Bills Bills details Bills details Request Bills DFD Level 1.3 Function Process : Check Bill Exceptions Sales Manager Check Contact 4. Reports Fix s Command Report details Sales Person Inventory Manager DFD Level 1.4 Function Process : Report 23
24 Sales Manager Create 5. Create Sales- Trends Inventory - trends Inventory Manager DFD Level 1.5 Function Process : Create Sales-Trends 24
25 1. Login System Username/Password 2. Change Information New Info Inventory Manager View Report Report Details 4. View Report Report Details 5. Create Report/Inventorytrends Check 3. Check Inventory Status Inventory Status DFD Level 1 Application Process : Inventory Manager 25
26 Authentification Check Username, Password 1. Login System Login Logout SIM System Users Username, Password Inventory Manager DFD Level 1.1 Function Process : Login System Users Save new info 2.Change Info New Info Inventory Manager DFD Level 1.2 Function Process : Change Information 26
27 Inventory Manager Inventory Status Check 3. Check Inventory Status Request Status Items DFD Level 1.3 Function Process : Check Inventory Status View Report Inventory Manager 4. View Report Report Details Report Details Sales Person DFD Level 1.4 Function Process : View Reports 27
28 Inventory Manager Report Details 5. Create Report/Inventorytrends Inform View Sales Manager DFD Level 1.4 Function Process : Create Report/Inventory-Trends 28
29 B. Design Flowcharts : 1.Login function : Start Input Username and Password True Check Username, Password on Users table on Database Check Status of Users False Display Error True On User Table Status=1 False False Display Administrator Main True Status=2 False Status=3 Display Salesmen Main Display Sales Manager Main True Status=4 Display Inventory Manager Main 29 Stop
30 2.Change User Information Function Start Input new Information False Validate Inputted Data Display Error True Update Information on Users table on Database Display Success Message Stop 30
31 3.Functions of Administrator 3.1 Add new User: Start Input Information and controllable of new User False Validate Inputted Data Display Error True Insert new User to Users table on Database Display Success Message Stop 31
32 3.2 Add new Category Start Input Information of new Category False Validate Inputted Data Display Error True Insert new Category to Categories table on Database Display Success Message Stop 32
33 3.3 Add new Items Start Input new Information of Items False Validate Inputted Data Display Error True Insert new Item to Items table on Database Display Success Message Stop 33
34 3.4 Change Items Price Start Choice Items which change price Input new Items Price Validate input data False Display Error True Update Items price Display Success Message Stop 34
35 4. Function of Sales Manager: 4.1 Check bills are created in day: Start Count numbers of Bills are generated in Order table Display numbers of Bills Stop 4.2 Check moneys are transacted in day: Start Count sum of money are transacted in Order table Display sum of money Stop 35
36 4.3 Check Bills are cancelled in the day: Start Count numbers of Bills are cancelled in the day in Order table Display numbers of Bills Stop 4.3 Check Items are returned in the day: Start Count numbers of Bills are cancelled in the day in Order table Count numbers of Items in these Bills Display numbers of Items Stop 36
37 5. Function of Sales Person: 5.1 View Status of Inventory and inform: Start Select status of all Items in Items table Display all status of Items Get all Items that are not available, need to be stocked Inform the Inventory Manager about those Items Stop 37
38 5.2 Search Item: Start Input Keyword for Search Validate input Data False True Search on Items table by Keyword Display Error Message Data found False True Display result Stop 38
39 5.3 Enter Purchased Items and produce the same Bills: Start Enter purchased Items details Validate Data True Produce the same Bill False Display Error Save this Bill into Bills table Display Message Stop 39
40 5.4 Cancel produced bill and take back Items: Start Select Bill from Bills Check Bill data Data Error True False Cancel Bill True False Update this Bill s Status =1 in Bills table, count item s number in this bill Add this Item s number to the same Item in Items table Display Message Stop 40
41 5.5 Add New Customers Start Input Customer s Information False Validate Inputted Data Display Error True Insert new Customer to Customers table on Database Display Success Message Stop 41
42 6. Function of Inventory Manager. 6.1 Check Inventory s status and validate againts. Start Select status of all Items in Items table View Sales report Validate the inventory status Done False True Stop 42
43 6.2 View Sales report and generate Inventory report/inventory-trends Start Validate Inventory Status Done False True Generate Inventory Report Base Inventory status Generate Inventory-trends Base Inventory status Stop 43
44 Chapter 5: Entity Relationship Diagram (ERD) Form No.5/eProjects/Design/Version1 * * * Symbol Description Entity Preferences Primary key attribute connection relations connection properties Relational 1:1 One one Relational 1:N one many Relational 44
45 I. Make Bill : Name Sale ID Sales C_ID C_Name 1 B_ID Make N Categories 1 CustNam e 1 Bills N Contain I_ID Make 1 N Items Price I_Nam e Bill Details 1 Contain 45
46 II: Permission for Users R_ID R_Name Roles 1 Contain N Users Password U_ID UserName 46
47 Chapter 6: Database Design/Structure Form No.6/eProjects/Design/Version1 * * * I. Database Design Database Name: Inventory 47
48 II. Database Structure Table 1: Table Customers Fields Name Data Type Null Key Description Cust_ID int No Primary key Identity, Store the Id of Customer Cust_Name nvarchar(50) No Store name of Customer Tel varchar(12) No Store contact phone of Customer Address nvarchar(50) No Store address of Customer Gender bit Yes Store gender of Customer Purchased float No Store number of purchasa Status Bit No Store status of Customer City nvarchar(20) Yes Store City of Customer Country Nvarchar(30) Yes Store Country of Customer 48
49 Table 2: Table Users Fields Name Data Type Null Key Description U_ID varchar(5) No Primary key Store Id of User R_ID Varchar(5) No Foreign key Reference Roles table UserName varchar(30) No Store username of User PassWord Varchar(16) No Store password of User Name Nvarchar(50) No Store Name of User Phone varchar(12) No Store contact phone of User Varchar(30) No Store contact of User Address Nvarchar(50) No Store address of User LastLogin DateTime No Store the last time when User login to system U_Status int No Store status of User, Default 1 49
50 Table 3: Table Items Fields Name Data Type Null Key Description I_ID varchar(5) No Primary key Store Id of Item C_ID Int No Foreign key Store ID of Category Contain Item I_Name nvarchar(25) No Store name of Items I_Unit Varchar(15) No Store measure of Item I_Price Float No Store price of Item I_Quantity int No Store quantity of Item in stock I_Status int No Store status of Item Table 4: Table Categories Fields Name Data Type Null Key Description C_ID int No Primary key Identity, Store ID of Category C_Name nvarchar(30) No Store Name of Category 50
51 Table 5: Table Bills Fields Name Data Type Null Key Description B_ID int No Primary key Identity, store Id of Bill U_ID varchar(5) No Foreign key References U_ID field on Users table Cust_ID int No Foreign key References Cust_ID field on Customers table Date datetime No Store purchased date Discount float No Store the discount of Item Payment nvarchar No Store payment of transactions Total float No Store total price Status bit No Store status of this order 51
52 Table 6: Table BillDetails Fields Name Data Type Null Key Description B_ID Int No Foreign key Reference B_ID field of Bills table I_ID varchar(5) No Foreign key Reference I_ID field of Items table Price float No Store price of this Bill Quantity int No Store quantity of this Bill Primary key of this table is a synthesis of two key fields B_ID and I_ID Table 7: Table Roles Fields Name Data Type Null Key Description R_ID Varchar(5) No Primary Key Store ID of Role R_Name Nvarchar(30) No Store Name of Role R_Permission int No Store Permission of Role 52
53 III. Screenshot: 1. Login Form: 53
54 2. Change Password: 54
55 3. Administrator: 55
56 4. Salesmen: 56
57 5. Sales Manager: 57
58 6. Inventory Manager : 58
59 Chapter 7: Task sheet Form No.7/eProjects/TAB/Version1.0 * * * Project Ref. No : Project Activity Plan Date of Preparation of Activity Plan: Prepared By Sr. Task Title : Start Date Complete Team Member : No Date Names Status 1. Project Definition, Flowchart, CRS 2. Design Database, ERD Sales and Inventory Management System E-Project Guidelines Book 09/08/ /08/2010 Dinh Huy Toan Finish Vu Van Thang Finish 3. Data Flow Diagram Nguyen Duc Duy Finish 59
60 Chapter 8: Checklist of Validations Form No.8/eProjects/Tab/ver1.0 * * * Option Can a new user who gets registered, enter the application after logging in? Do all the options present in the application display the correct result? Does the application s functionality resolve the user problem, and satisfy their needs? Has the hardware and software been correctly chosen? Validated Yes Yes Yes Yes Chapter 9: Submission Checklist Form No.9/eProjects/Tab/Ver1.0 * * * Sr.No Particulars Yes No NA Comments 1. Are the users able to log in to the application after validation is performed on the user name and password? 2. Are the users able to modify their details after getting registered? 3. Are all the screen contents devoid of spelling mistakes? 4. Is the user able to trade on fund which has been selected? 5. Is the application user-friendly? 60
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