Online Cash Receipt Generating System – Design And Implementation For A Supermarket

Online Cash Receipt Generating System – Design And Implementation For A Supermarket: (Case Study Of Rorban Stores Ltd)

Online Cash Receipt Generating System – Design And Implementation For A Supermarket: (Case Study Of Rorban Stores Ltd)

 

2.0 LITERATURE REVIEW

2.1 REVIEW OF THE RELATED LITERATURE

Cash receipts are generally under the concept of receipts and payments accounts. Within this chapter, the researcher will be using receipts and payments.

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Before I go further, I would like us to appreciate that receipts and payments merely show the cash position (income and expenditure so to say). Then written the project work, the receipt and payment are only for the cash involved in purchases and sales. Suffix it to say that receipts and payment accounts are merely a summary of the cashbook for a period.

Collectively, this type of account is mainly obtainable in non-profit making organization such is not trading or profit making. They are run to further the promotion of an activity or group of activities such as plying football or other sports or engaging in cultural activities. This kind of account for non-profit making organization is calculated in an account called the income and expenditure account.

On the other hand however, however, when the organization owns assets and has liabilities receipts and only the cash position. What is required in a balance sheet, an account showing whether or not the association is capital is being increased. This latter information is obtained from profit and loss account mainly in commercial firms.

In conclusion, this profit will not consider assets and liabilities of the company, rather it considers the purchase and sales receipts for a period.

3.0 ANALYSIS OF THE EXISTING SYSTEM

3.1 INTRODUCTION:

This great uniqueness difference between system analysis and system design is more of purpose than of technique. In fact, the job or work done by analysis is both kinds. System analysis refers to the studying of what a system does and why it should be done. System design involves studying how a system actually work or should work.

For the usefulness of the analysis work, it most be expressed in a way that others can understand. It takes writing, it in formal English or drawing pictures, diagram, and chats which we shall se during the analysis.

3.2 DEFINITION OF SYSTEM ANALYSIS

This deal with answering the question about how the system under investigation actually works.

System analysis consist of the following:

1. Data gathering.

2. Preliminary report which includes

a. Object of the current system

b. Weaknesses of the current system

3. Analysis of data.

3.3 DATA GATHERING

Most a times analysis get pricked by the in sufficient information about the system in question. The analysis greatest problem in gathering data is sorting them all out separating the important from the unimportant.

Information most a time is gathered from either internal source such as documentation review, questionnaire interview observation and checklist.

During my interview with the accountant and sales manager of Rorban store LTD. I had the following data:

i. DEPARTMENTS

This receipt are the were house- concerned with purchase, the sales, the account-concerned with maintaining balance and recording of records.

b. PURCHASES

Every purchases of goods is done by the warehouse department and sends invoice to the account. It is at the account that recording of the infiteing jacket

c. SALES

Sales activities are processed by show room department and issuance of invoice. The sales invoice demarcated with different colours are issued, when there is any sales. These invoice is issued one to the customer, one to the accountant and one is life for the showroom. The one to account is registered in the daily summary sales register item by item to check the balance of the cashier in the showroom. The daily summary sales register contains every filed as in general purchase register accept in name of company in the name of buyers.

INPUT FORMAT FOR SALES DEBIT SYSTEM

DR CR BAL

LPC National video recorder

30/01/2001 Inv. 00412 14,000.00 14,500.00

3/04/2001 R. 0221 8,000.00 8,000.00

7/06/2001 R. 0321 7,000.00

13,000.00 13,000.00

N/B Receipt are being issued to corresponding deposits made.

The input format for sales made on cash is show below.

S/N Data Address Description QTY INV NO Cash

1 04/08/03 Uwani VCD Recorder 1 30413 #100,000

2 07/01/04 Ogui Photo Zoom Camera 2 40781 #50,000

For the buyer respectively: The accountant creates on account for the respective buyer which of course it on the record of the Rorban’s personal consumption. The warrant the avenue for debiting and crediting buyers account.

INPUT FOR SALES CREDIT SYSTEM

12.9.2003 R301461 Deposit for Panasonic v2 payment clipper Dr. 16.700 Cr. Bal.

14.10.2003 R. 37891 Payment on clipper 16.700. 7,000.00 700.00

1.11.2003 R.390101 3,000.00 8,000.00

10.11.2003 Inv/6120 16,500.00 12,500.00

There is another case where the buyer carries a goods with the invoice before payment. The accountant equal creates an account for such buyer.

3.4 PRELIMINARY REPORT

The final product of preliminary investigation is known as the preliminary report. This will constitute of the.

1. Object of the current system.

2. Weakness of the current system.

3.4.1 THE OBJECTIVE OF THE CURRENT SYSTEM ONLINE CASH RECEIPT GENERATING SYSTEM

a. To documents the transactions made on purchase and sales.

b. To refer to those document when the need arise to settle so misconceptions.

c. To calculate from it the balance they have within any given period.

d. To refer to each customers account when reconciling there their accounts. (specially for credit or debit).

3.4.2 WEAKNESSES OF THE CURRENT SYSTEM ONLINE CASH RECEIPT GENERATING SYSTEM

a. These receipt/ invoices are documented twice in separate register to back it up which increase the amount of filing procedures.

b. Reference to records often becomes a problem because most of the records are not found easily.

c. The efforts spend in duplication often causes lack of interest in the job.

d. It waste time and effort generally.

e. Branch companies often finds it hard to reconcile issues.

3.4 ANALYSIS OF DATA

At this avenue, aids to system analysis comes in a play. Note that sales credit system will be used to described the analysis of data. Do not forget that cash receipt system has basically system four system of which sales credit system firm a part

AIDS TO SYSTEM ANALYSIS

DATA FLOW DIAGRAM

a. data flow diagram DFD, confirms to generally accepted conventions for its symbol is. The open- ended rectangle referred. To as a sink signifies a file or other source of information.

The circle, referred to as bubble is an operation or a procedure that transforms data. The arrow which represent the flow of data, carry annotations of show exactly the data that are flowing.

b. SYSTEM FLOW CHARTS

DFDS concentrates on the flow data and the general operations in using data do produce information. System flowcharts do much the same thing, but also suggest the specific data processing techniques to be employed. We cannot tell from figure 3.1 how operations in the bubbles are carried out. System flowchart provide more detail about that important matter. For that reason system flowchart are often said to be device specific. Figure 3.2 shoe a system flowchart for cash receipt system.

In figure 3.2, the is modified to make use of computer to accept receipts each day. The computer process the input for approval and or rejection. Ti then updates the files

The file is stored on- line. The computer then process more receipts or generate report the processed ones.

System flowchart, like the preparation of DFDS, follows a number of convention governing the use of symbols. Fig.3.2 for example, the rectangle indicates a major processing function. The triangle represent off-line storage and the open- sided rectangle with dotted line is used for information. The entire set of symbols, which has been adopted by the America-National standards institutes (ANSI) appears in fig 3.2

PROCEDURAL OR PROGRAM FLOWCHART;

The elemental unit of any system is the procedure, the step by step activity followed by an element or number of the system. System flowchart, dataflow diagram, and firm flowchart provide overview of the flow of data and the assignment of functions among the actors in the system. If actors and all human, the system is manual, when computers are introduced to perform certain procedure, the system is at least in part, automated, or computerized.

The cash receipt procedure we shall examine is a prime candidate for computerization. Program flowchart, often called back diagram depict the step by step procedure to be used by a computer to processes data. Fig.3.3 shows a program flowchart for the sales credit module of cash receipt system. There are also other programs of the system like inquiry and report programs whose flowchart are not in this unit-up for the conciseness purposes.

The project in question only support two modules of cash receipt system to minimizing reluctantly. In particularly the high level modules are usually fairly well described by their supporting modules. Lower level modules, however, usually gives detailed description of their internal process.

the program flowchart apparently provide information about what sorts of data files are used but do not typically provide information on used but the file inquiry and report files look like. Their analysis have been taken care of but their chart cannot be accommodated for conciseness purpose.

HIERARCHY PLUS INPUT- PROCESSING- OUTPUT (HIPO)

HIPO (pronounced “hypo”) as an analysis tool has its approach similar to that of structure charts-a diagram that depicts the procedure of an operation in a hierarchical, or tree- like fashion. This these procedures most be executed to accomplishes each modules job.

In contrast to program flowchart, HIPO is more concerned with what is done than how it is done. When HIPO is used to analyze a procedure, a visual presentation are used in an effort to provide more detail that world ordinarily appear on a structure chart. The collection of visual and description material is know as the HIPO package usually contains a visual table of contents called a VTCO (pronounced veetolc ) and two IPO diagrams.

Fig 3.4 show a VTOC for the cash receipt system. The modules are number in order to clarify modular relationship and make them easier to describe.

The difference between structure chart and VTOC are minor. The big difference comes VTOC.IPO diagrams express the input-processing-output of the various modules in the with an IPO diagram.

4.0 DESIGN AND IMPLEMENTATION OF THE NEW SYSTEM

4.1 DESIGN PHASE

The preparation of a new way to get the system job done by the computer is system design. In this system design procedure and subsystems that will operate in the new system are exactly formulated. Most often, how information and data are to be stored retrieved, processed and reported in the system as specified.

A number of method are used in system design. These include the expediency, bottom up top down and electric approached. The most favorable of these, in the long run, is the top down procedure. The one be used in the project work

TOP DOWN APPROACH

Modular techniques of the top down approach flows from the upper level, controlling modules to the operation modules at the bottom (see fig 4.1). this approach is favoured by most analysis because it result is the most comprehensive solutions to problems.

However, in this approach, to objectives and operating requirement of this information system as a whole are considered first and of the operation of the subsystems or modules are subordinates to the overall goals.

As a result, it advocates assets the top down approach is less expensive in the long run and it maximizes the productivity of the entire information system

4.2 DESIGN PARTICULARS

a) Systems and subsystems design of computer programs, the detailed presentation of what the various computer programs will do as part of the system’s operation.

Generally, the project has four program file that accesses the database files. Also it contains four inquiry program file that generate total amount of each database file. It also contains four report program file that generate report for each records of the database.

Finally it contains list program files that list the same important fields of each of he database files.

b) CASH PURCHASE PROGRAM: The program name is purchased. It accepts information on each of the purchases of the company made from the purchase register. The program then assets the corresponding database file by means of updating records.

c. CASH SALES PROGRAM: As the cash purchase program. The name of the program is sales help. It accepts information on each of the sales the company made from sales register. It only accept sales made on each as he name denotes. The program the accesses the corresponding database file by means of updating records.

d. SALES CREDIT PROGRAM: This program is sale program It accepted information on the sales made times paying installment allowing customers to fulfill payments on or before the filth transaction, balance from each transaction are noted. When the goods and an invoice facts is entered or when instruction is not followed later the program accessed the correct database file.

e. SALES DEBIT PROGRAM: The name of the program is said to be. Prg. It accepts information on the debit register. It also provides for up to five times paying installment allowing customers to complete payment on or before the fifth transaction.

Nevertheless the customer carries a good and on invoice is issued to him. Then we assume now that the company’s account is now debited. Therefore, as the customer clears his debts, the balance, the data, amount for the goods curried then, he/she stop paying.

Error message is displayed whenever incorrect data is entered or when instruction is not followed.

Later the program accesses the corresponding database file.

f. CASH PURCHASE LISTING PROGRAM: The name of the program is it purchase program. it simply displays the records of the corresponding database file. Cash sale list program just as the cash purchase listing the name is it sale cash. Prg. It also displays the records of the corresponding database file.

SALE CREDIT REPORT: The program is called sales Program. It report only on the individual transactions that buyer made by crediting their account. The program request for the name of the customer to report as shall be seen in the output design.

SALE DEBIT REPORT PROGRAM : The name of the program is itsaldb.Prg. It reports only on the individual transaction that buyer made by debiting the organization. Hence, the program request for the displays the report as shall equally be seen in the output design.

INQUIRY PROGRAM: We have four program under this. The cash purchase inquiry program called inqpur. Prg. The cash sales inquiry program called inqsal. Prg. The sale credit inquiry program called inqsal.Prg the sale credit inquiry program called the inqsalcer. Prg, the sale debit inquiry program called the inqsaldb.prg each of these gives the balance of their corresponding database files.

MENU PROGRAM: We have main-menu program and other sun-menu, they are interrelated to achieve the general goal.

4.3 SYSTEM SPECIFICATIONS

We concentrate highly on input and output specification and the database file design. This section generally analyze the data that move through the system.

a. INPUT SPECIFICATION: Generally, there are four source of input information.

i. The ones that comes from cash purchase program file gives us the input specification for cash purchase system.

It maintain different information as show in the input design below.

PURCHASE CASH

Name:

Address:

Description;

Invno:

Price:

Date:

ii. Input specification for sale cash system comes from sale cash program file. The information and input design for sales cash system is shown below.

SALES CASH

Name:

Address:

Description;

Invno:

Price:

Date:

v. Input specification for sale credit system comes from the sale credit program file. It is also maintain for buyer that buy by crediting their account. It accepts input for buyers that buy on credit. An example ram above. The difference is the tittle, which the case is SALES

CREDITORS

vi. Input specification for sale debit system comes from sales debit program file. It accepts input for buyers that buy on debit. An example of input design is show as in the figure above, the difference is the also title which in this case is the sale debtors.

b. DATABASE FILE DESIGN CASH PURCHASE DATA BASE FILE

The name of database file is purcsh.Dbf the design of the file shows the field number, the type of data field used to hold the data in each record and the length of the field in terms of character with its decimal place assuming the field is a field design for purchase cash system in

S/N FIELD NAME TYPE WIDTH DEC

1 Name Character 20

2 Address Character 20

3. Descript Character 20

4. Date Date 8

5. Invno Numeric 6 0

6. Cash Numeric 9 2

7. Total Numeric 9 2

ii. Data base design for cash sales is almost the same as the cash purchase system.

iii. Data base design for sales cordite system gives detailed information as it shows the first, a second, third to fifth day of transactions as such, is has different dates, balance, receipt numbers and one total field that generates the total financial report. Blow is the field design for sales credit system

S/N FIELD NAME TYPE WIDTH DEC

1 Name Character 20

2 Address Character 20

3. Descript Character 20

4. Invno Numeric 6

5. Debit Date 9 0

6. Datel Numeric 8 2

7. Recno; Numeric 6 0

8. Credit Numeric 9 2

9 Balance Numeric 9 2

Field design for sales debit system is almost the same as that of sale credit system both in figure.

c. OUTPUT SPECIFICATION: The end products of any system are it outputs system analysis and design. We consider the primary of the system, but not always to the execution of the secondary output. The primary output which include data and information written to files within the system are described by the record format and file specification for those files.

The predominant form of system output is still the report either printed on paper or displayed on a computer video display unit.

The predominant outputs of the project is show in forms of reports, inquiries as printed at the appendix

4.4 EXPECTED BENEFITS OF THE NEW SYSTEM

i. It help the management to keep track of database files, this reducing the degree of book keeping.

ii. No more referencing of registers page by page rather report are generated on each customers record in a clear and understanding manner.

iii. Generation of the company’s financial report at any given time aid effective and efficient decision making.

v. It restores confident on the part of the customers

vi. Reduces time wasting.

vii. No room for doubt in the discharge of duties.

5.0 SYSTEM IMPLEMENTATION

5.1 INTRODUCTION

Changing over from one system to a new one is know as conversion. The data of conversation is the moment of the run for all of the work that has taken place in the systems development project.

There are parts through which the total conversion process may be seen:

a. Preconversion work

b. Conversion.

1.0 PRECONVERSION WORK:

Hence the analysis, programmer take on the task of bring the system to life. For this project work we consider.

a. Training the personal who are to be operative in the new system and the users of the system.

b. Preparing of the final documentation of the new system.

The program flowchart in fig 3.3 show that the computer reads information in the invoice. After that, the computer allows decisions for input “post amend exit quit” post = yes option allows decision for “Enter I if initial transaction or 2 if not processing and decides automatically if true or false enter is made. False decision allows computer to process error (ie gives an error message)

“ THIS IS NOT FIRST TRANSACTION”

“CROSS CHECK WELL PLEASE”

OR

“THIS IS THE FIRST TRANSACTION”

“ CROSS CHECK WELL PLEASE”

Assuming 2 is entered instead of 1.comper allows information to be received again. The decision allow computer to update the sale credit database file depending on rather first to fifth transaction. Assuming transaction completes at after each of the transactions before the last and fifth transaction, the computer, will display “AMOUNTS IS COMPLETED TAKE YOUR MONEY”. If transaction executed five times computer will display.

TRANSACTION MUST NOT EXCEED 5 TIMES “BE GUIDED PLEASE”

After that computer allows decision for more receipt for sale credit. Yes option take you back for new receipt information. No option takes you to the sales menu.

6.0 DOCUMENTATION AND CONCLUSION

6.1 DOCUMENTATION

The aim of this project is to develop a computer Oriented cash receipt system which is an enhancement to the manual system being used Rorban stores ltd. With a view to making it less tedious and monotonous and more reliable, effective and efficient. In chapter one, an introduction to the entire project was presented chapter two contains the review of the related literation. In chapter three existing system was analyzed. Ti also presents object and weaknesses of the system. Chapter four then designs a new system to supersede those limitations (weaknesses) this specifies the benefit of the new system. The program used to effect the new system were also explained.

6.2 CONSTRAINTS (LIMITATIONS)

The sections disclosed some of the problems uncounted in the course of the project work. The problem are explained below.

a. TIME FACTOR: The work dad on our final examination did not give me enough time to work thoroughly through the project, but at any rate, I tried to put something satisfactorily.

b. Money: A lot of money was involved in running only of the programs.

Types setting and printing compile with the binding.

c. Problem during the write-up : The most hardest section of the project was during debugging of the program although the research of the other parts of the write posed some problems.

7.0 RECOMMENDATION AND CONCLUSION

Collectively, the application of computer is its widely acceptable because of it overwhelming advantages over a computerized cash receipt system, enhances the job of the management by making information on cash receipts readily available. Stresses on the staff involved is highly reduced and it will cause them to be more productive.

I recommend that organization that are yet to implement a computerized cash receipt system should do so because of the advantages it has over the manual system. This project requires further research to incorporate those associated activities that are not incorporated as a result of time factor.

Finally, awareness should be established among employees of the organization on the need of computers. Since from project, it can be said to man’s helpmate in the office even at home.

Online Cash Receipt Generating System – Design And Implementation For A Supermarket: (Case Study Of Rorban Stores Ltd)

To place an order for the Complete Project Material, pay N5,000 to

GTBank (Guaranty Trust Bank)
Account Name – Chudi-Oji Chukwuka
Account No – 0044157183

Then text the name of the Project topic, email address and your names to 08060565721.  

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