Project Documentation

Satyanarayan Ice-cream Parlour Management System
Company Profile
Name: - Satyanarayan Ice-Cream Parlour.
Owner’s Name: - Mr. JagdishChandra .R. Shah.
Address:- Opp. Manish Corner,
Vallabh Vidhyanagar,
Pin:-388001
Phone No:- 02692 - (o) 32740 (r) 49741
Year of Opening:- 20th
Feb 1997.
Staff:- 5 persons including Owner.
Timings:- 10:00 am to 11:30 pm
Satyanarayan Ice-cream Parlour was re-established in 20th
Feb 1997. Before
that it was running successfully on a lorry (1991-1997).
The owner has then decided to buy a new shop near Manish Corner & start
their business with latest Ice creams and Thick Shakes.
Ice-cream manufacturing unit is in the shop only.
Dairy Products like Cream and Milk and other dairy products are brought from
Sojitra.
Other items like Cocoa and Chocolate chips are imported from countries like
Singapore and Malaysia.
It offers for the booking of Parties and Marriage Ceremony.
Page 1 of 58 In-house Project From: Dharesh Thakkar: Exam No: 65

Introduction to Project
Name: -Satyanarayan Ice-cream Parlour Management System.
The Parlour activities are managed by software, which is developed in FoxPro
and provides utilities such as follows:
1. Master.
2. Billing.
3. Reports.
4. Accounting.
5. Quotation.
6. Address Book.
7. System Info.
 Above named project is going to be made in V.B. as front-end and
Oracle as back-end offering utilities such as above.
With a better graphical user interface.
 Project is providing facilities about billing and accounting.
 Project also provides facilities like supplier details, customer details,
stock information, purchase information, sales information.
 Project also provides good billing format so suppliers & customers
understand easily about the items and rate of the items.

Scope of Work
The scope of work of the system means where the computerized system
can be applicable.
 Scope of system is very vast.
 Preparing the information of customers.
 Preparing the information of suppliers.
 Preparing and maintaining the accounts of different types of customers,
which shows their debit or credit balance.
 Preparing attractive advertisement papers for different types of
products and rates of product.
 Give attractive and understandable bill to the customers.
 Provide information about different types of products of the company
and cost of the products and also provide the schemes of the
company.

Existing System and Need for the System
Existing System
The existing system is a FoxPro base system that uses DBASE as its back-
end tool.
The existing system offers facilities such as follows:
1. User Creation.
2. Master.
 Item to be add, update, edit
 View, delete and print.
3. Billing.
4. Reports.
 Item Master Report.
 Supplier Master Report.
 Staff Master Report.
 Customer Master Report.
5. Accounting.
 Master.
 Transaction.
6. Quotation.
7. Address Book.
The new system is going to be developed using Microsoft Visual Basic
6.0 as the front end due to its capability to provide an excellent GUI and
Oracle 9.0 as back-end due to its capability to provide excellent security
features.

Need for the system arises due to the following reasons.
 To provide security to the database used by the system.
 To provide a better graphical user interface to make the system user
friendly.
 To maintain the accounts of the customer accurately.
 To keep the system in step with the advanced technology.
 It also provides limited facilities for viewing, updating, deleting of data
according to usernames.
 In the old manual system report and bill generating is very complex and
difficult task. Instead of old manual system new system automatically
generates the reports & easily maintain the accounts.

Operating Environment.
 Developing Hardware.
 Intel Celeron processor.
 128MB Ram.
 40GB Hard Disk.
 14” Color Monitor.
 124 keys keyboard.
 Mouse.
 Printer
 Developing Software.
 Visual Basic 6.0.
 Oracle 8.0.
 Data Reports.
 Operating System.
 Windows 98 second edition.
 Minimum Hardware Requirement for user.
 Intel/Celeron processor.
 32Mb Ram.
 Minimum 1GB Hard Disk.
 Color Monitor.
 Keyboard.
 Mouse.
 Line Printer.

 Minimum Software Requirement for user.
 Oracle 8.0.
 Operating System
 Windows 95.

Aims and Objectives
 To provide billing facility.
 To provide information about supplier.
 To provide information of staff.
 To provide information of regular customer.
 To Maintain Accounts of Customer.
 Easy to edit the data.
 To review the material, rate, qty, amt, total and other information.
 Easy to enter the item information, supplier information, customer
information and quotation information.

Requirement determination techniques and system
analysis method
Require determination and system analysis method I have used to study
the current system and collect the information from the different sources.
Different fact-finding techniques have been used are as follows.
 Interviews.
User interviews are conducted to determine the qualitative information.
These interviews that were unstructured interviews provided
opportunity to gathered information from respondents who are involved
in the process for a long time.
These interviews provided information such as:
 Activities involved in process of ice-cream parlour management
system.
 Limitations of existing system.
 Activities in process of maintaining the items that have been made by
the staff members.
 Onsite Observation.
To get better information about the system it must require the onsite
observation. I have conducted some onsite observation of the ice-
cream parlour and collect information about different transaction way
of recording transaction place and method of ordering and serving
different parts.
 Review of Written Documents.
Written document always provide useful information from document of
Purchase Requisition, Item Master, Vendor Ledger, Rate of Item and
Purchase Order & various reports I got a thorough idea about the

existing system & procedures supplied by the various formats in which
the records are minted.
I have taken information from the owner itself and also met the staff
members.
I have taken interviews of the staff members and note the ideas of
different people about the Parlour and their products
Finally I analized the manual system and limitations of manual system,
which I keep in mind while developing new system.
Page 10 of 58 In-house Project From: Dharesh Thakkar: Exam No:
65

System Features
As we know that each and every system has features and limitations, which
is important when any developer develop the system or modify the existing
system.
 User Friendly.
The main feature of the system is that the system is user friendly and it
considers the requirement of the user. In this system user can operate
it very well and if any type of problem arises system includes help by
which user can get some idea.
 Graphical User Interface.
As per system requirements system is more graphical means that
system provide information and procedure with good and current
picture. System has good and attractive billing format.
 Comfortable Maintenance.
We know that the “Changeable nature of the system” after some time
system has to add any feature or any technical or mechanical problems
are occurred in software or hardware side, so the system uses the
simple and short procedure at the development side. Any operator or
developer can easily change the system as per requirement of system.
 Cheap at Development Side.
The system is developed in Oracle and Visual Basic software. At the
hardware & software side, operator or user can operate and maintain
the system, at less & cheap development of the system. We also
consider the operating environment of system which is not a complex
one or hard for the any user or operator.
65

Input Screen
Login Screen
Login Screen is useful for providing system security. It provides User Id and
User Password.
If User enters the wrong password or wrong user name then it shows the error
message “Invalid User Name or Password”.
65

User Creation.
This form includes for creating new user. This form helps you to login with
existing user or new user.
This is generally for creating new user to your system.
For new user it also allows you for allocating new password.
65

Master.
Master includes all the master forms.
Customer Master.
Category Master.
Item Master.
Stock Master.
Staff Master.
Supplier Master.
65

1. Customer Master
Form shows the details of Customer Master and includes all the fields related
to Customer Master.
65

2. Category Master
Form includes the details of categories of the product of Ice Cream Parlour.
i.e. category code and category name.
65

3. Item Master
Form includes the exact detail of items.
It includes the material, stock, rate, calculation etc.
65

4. Stock Master
Form includes the detail of Ice Cream stock and Milk Shake stock.
65

5. Staff Master
Form includes the details of Staff Members.
It includes staff code, name, address, phone, email etc.
65

6. Supplier Master
Form includes the details of supplier.
It includes the details of items and rate of which the supplier has supplying.
65

Billing
This is the main form of bill of the system, here it will display the category
name, item name, rate, how much quantity and finally deduct some discount if
possible and give the total amount of the product.
It will take two tables for table no it will take bill table and for itemname and
categoryname it will take category_detail table.
65

Category Detail
This form includes the details of category.
It uses catcode, catname, itemcode, itemname, rate using category_detail
table.
It will display the categories of ice creams and milkshakes.
65

Accounting
For Accounting it will creates two forms in the system.
First form is of Master Account. Second form is of Transaction Account for
maintaining the details of regular customer.
65

1. Master Account
This form includes the details of customer having customer code and
customer name from the table acnt_master.
65

2. Transaction Account
This form helps in maintaining the accounts of customer i.e. debit balance or
credit balance of the regular customer and gives final total i.e. of customer is
debited or customer is credited.
65

Quotations
Two types of quotations are there in the system
Quotation1 is for adding address of customer for parties.
Quotation2 is for adding items of customer for parties.
65

1. Quotation1
Form includes adding the address of customer for parties.
65

2. Quotation2
Form includes for adding the items of customer for parties.
65

Address
Address is for having address book of any person, weather they are their
relatives or customer.
65

Design of Output Screen And Reports
1. Billing Report.
It will display an actual bill of customer in the form of report.
65

2. Item Master Report.
Report includes the details of items including their stock, calc and material.
65

3. Supplier Master Report.
Report includes the details of their item and their rate, which they are
supplying.
65

4. Staff Master Report.
Report includes the exact detail of staff person.
65

5. Customer Master Report.
Report includes the details of regular customer.
65

Context Diagram
65
Customer Customer
Order Info
Bill
Services
provided
Payment
Satyanarayan Ice-
Cream Parlour
Management System

O-Level-Dfd
65
Supplier Master
1.0
Purchase Supplier
2.0
Stock
Sales
Customer
Customer Master
Cust
Info
Supp
Info

1-Level Dfd
Purchase
65
1.1
Verify
Stock
Levels
Stock Master
1.2
Prepare
Purchase
Order
Updated
Stock
Info
Supplier Master
Supp
Info
Purchase
Order Info
Supplier
Purchase
Order Stock
Payment
Stock

1st-Level Dfd (for 2.0)
Sales
65
Customer
2.1
Verification
Of
Request
Customer
Master
Cust
Info
Cust
Info
2.2
Service of
the request
and bill
generation
Order
Info
Bill Master
Bill Info
Bill Detail
Bill
Stock Master
Stock Info
Update
Stock
Details
Sales Info
Payment
Payment
Order served
Order served

Entity-Relationship Diagram
65
Legends
Entity
Rel
atio
n
Owner
Owns Ice-Cream
Parlour
1 1
Empl
oyees
Manager
M
1
Mana
ges
Employees
Ma
na
ges
Shifts
Has
1
Has
1

System Flowchart
Master
65
Use for Manual
Input
Use for Database
Use for Process
Use for Printed
Document
Satyanarayan Ice-Cream Parlour
Management System
Item
Report
Staff
Report
Bill Report Customer
Report
Supplier
Master
Supplier
Information
Staff Info
Staff Master
Customer
Information
Sales Process
Bill Entry
Bill
Menu
Input Item
Item Master
Customer
Master
Supplier
Report

Functional Decomposition Diagram
65
Satayanarayan Ice-Cream
Parlour Management System
Set Up Master Billing Reports Accounting
21 3 4 5
7
1
User
Creation
Exit
6
Quotations Address

65
2
Customer
Master
Category
Master
Item
Master
Stock
Master
Staff
Master
Supplier
Master
3
Bill Category
Detail
4
Item Master
Report
Supplier
Master Report
Staff Master
Report
Customer
Master Report

65
5
Master Account Transaction
Account
6
Quotation1
(Address Add)
Quotation2
(Item Add)
7
Address Book

Data Dictionary
Data Dictionary is a catalog or repository if the elements in the system. As the
name suggest these elements center around the data and the way they are
structured to meet user requirements and institute need.
Column Name Type Length/
Width
Constraints Description
Uname Varchar2 10 Not null User Name
Upass Varchar2 10 Not null User Password
Rpass Varchar2 10 Not null Retype Password
Catcode Varchar2 3 Primary key Category Code of
Item
Catname Varchar2 30 Primary Key Category Name of
Item
Custcode Varchar2 4 Primary key Customer code of
Customer Master
Custname Varchar2 30 Not null Customer name
Add1 Varchar2 100 Not null Address1 of
Customer
Add2 Varchar2 100 Not null Address2 of
Customer
City Varchar2 15 Not null City of customer
where they staying
Phoneno Number 15 Not null Phoneno1 of
customer
Phoneno1 Number 15 Not null Phoneno2 of
customer
Email Varchar2 30 Not null Email address of
customer
Itemcode Varchar2 3 Primary key Item code given of
items of item
master table
Itemname Varchar2 30 Not null Item name of item
master table
Rate Number 4,2 Not null Rate of items
Stock Number 6,2 Not null Stock of items
Calc Varchar2 10 Not null Calculation in gms
or litres
Material Varchar2 100 Not null Material used in
Items
Custcode Varchar2 3 Primary key Customer code of
Acntmaster table
Custname Varchar2 30 Not null Cutomer name
65

Width
Custcode Varchar2 3 Foreign key Customer code of
acntmaster for
acnttrans table
Custname Varchar2 20 Not null Customer name of
acnttrans table
Cdate Date Sys Date - Date of transaction
Credit Number 10,2 Not null Credit amt of
customer
Debit Number 10,2 Not null Debit amt of
customer
Staffcode Varchar2 3 Primary key Staff code of staff
master table
Name Varchar2 3 Not null Name of staff
member for staff
master table
Add1 Varchar2 300 Not null Address1 of staff
person for staff
master table
Add2 Varchar2 300 Not null Address2 of staff
person for staff
master table
State Varchar2 15 Not null State of staff
person for staff
master table
City Varchar2 15 Not null City of staff person
for staff master
table
Phoneno Number 15 Not null Phoneno of staff
person for staff
master table
Phoneno1 Number 15 Not null Phoneno1 for staff
person for staff
master table
Itemcode Varchar2 3 Not null Item code of items
of stock master
Itemname Varchar2 30 Not null Item name for
stock master
Qty Number 5 Not null Quantity for stock
master
Rate Number 5,2 Not null Rate of items
65

Width
Suppcode Varchar2 4 Primary key Supplier code of
supplier for
supplier master
table
Suppname Varchar2 25 Not null Supplier name for
supplier master
table
Itemname Varchar2 20 Not null Item which the
supplier is sending
to parlour
Idate Date Sys date - Transaction date
for item add for
parties
Rate Number 5 Not null Rate of item for
parties
Qty Number 5 Not null How much quantity
for parties
Amt Number 10 Not null Final amt for
customer for
parties
Tableno Number 2 Not null Table no of
customer in parlour
Catcode Varchar2 3 Foreign key Category code for
bill
Itemcode Varchar2 3 Foreign key Item code for bill
Qty Number 5 Not null How much quantity
the amt sold
Disc Number 3 Not null Discount given to
customer
65

Database/File Layout
1. Item_Master:
2. Category_Master:
Name Type Width Constraints
Catcode Varchar2 3 Primary key
Catname Varchar2 30 Primary key
3. Customer_Master:
Custcode Varchar2 4 Primary key
Custname Varchar2 30 Not null
Add1 Varchar2 100 Not null
City Varchar2 15 Not null
Phoneno Number 15 Not null
Phoneno1 Number 15 Not null
Email Varchar2 30 Not null
65
Itemcode Varchar2 3 Primary Key
Itemname Varchar2 30 Not null
Rate Number 4,2 Not null
Stock Number 6,2 Not null
Calc Varchar2 10 Not null
Material Varchar2 100 Not null

4. Staff_Master:
Staffcode Varchar2 3 Primary key
Name Varchar2 30 Not null
State Varchar2 15 Not null
5. Stock_Master:
Itemcode Varchar2 3 Not null
Qty Number 5 Not null
6. Supplier_Master:
Suppcode Varchar2 4 Not null
Suppname Varchar2 25 Not null
Sdate Date Sys Date -
Amt Number 6,2 Not null
65

7. Acnt_Master:
Custcode Varchar2 3 Primary key
8. Acnt_Trans:
Custcode Varchar2 3 Foreign key
Cdate Date Sys Date -
Credit Number 10,2 Not null
Debit Number 10,2 Not null
Amt Number 10,2 Not null
9. Adress_book:
Address Varchar2 300 Not null
65

10. Category_detail
Catcode Varchar2 3 Foreign key
Catname Varchar2 30 Foreign key
Itemcode Varchar2 3 Primary key
Rate Number 5 Not null
11. Bill:
Tableno Number 2 Not null
Catcode Varchar2 3 Foreign key
Itemcode Varchar2 3 Foreign key
Disc Number 3 Not null
12. Login:
Uname Varchar2 10 Not null
Upass Varchar2 10 Not null
Rpass Varchar2 10 Not null
65

13. Quot1:
Adate Date Sys Date -
Address Varchar2 100 Not null
14. Quot2:
Idate Date Sys Date -
Rate Number 5 Not null
Amt Number 10 Not null
65

Testing Procedures And Implementation Phase
 The testing and implementation are the phases of SDLC.Testing is
most crucial phase where the system is judged for all its worth, the
system is tested under all kinds of adverse situation and environment
to test its performance, reliability & robustness. Entire project
functionality is listed with all its units integrated with test data, during
this phase, the developed system is reviewed against customer
requirement specification and is checked to ensure that all of user’s
needs and its functionality should resolve the client’s problem
completely.
 Implementation is the phase during which the developed system is
handed over to the client. The old system is dispensed, new system is
put into operation for use and personals are trained to manage and
maintain the new system.
 The development of my system was also done in phases and each unit
was just tested with test data and then after the system as a whole was
integrated and tested structured walk through was also conducted for
the project and finally it was implemented phase at SATYANARAYAN
ICE CREAM PARLOUR. Where it is now successfully used for storing
data and other tasks for which it was used.
65

User Manual/User Guide
 To install the system:-
1. Insert the CD in CD-ROM drive and run setup.exe on client.
2. On the screen run the script file.
65

Draw Backs And Limitations
After completion of this project, I am trying to satisfy maximum basic
requirement of users and provide more facility while working on the system.
But still there are some limitations and drawbacks in the system.
 Online help is not provided.
 This system does not support user queries extensively.
 Back-Up facility is not included for time being.
 The system provides only single document interface i.e. it cannot
support parallel execution of more than one task.
65

Proposed Enhancements
 In this system it can possible to include reports regarding customer,
supplier, staff, items because in manual system it is not considered.
 It is also possible to maintain accounts related to Customer.
 There is scope of further expansion and modification in the system, if
any new need arises the current system is unable to satisfy user’s
need.
65

Conclusion
 It was great pleasure of working on this project, I had many
experiences, which were entirely new for me, and it really helped me to
learn lot of things during the development of this project. Also I learn to
tackle the problems efficiently.
 My friends and my fellow mates really helped me and encouraged me
for making my system possible. Also a great moral support of teachers
play a vital role during implementation of my system
 The developed system is highly user friendly has attractive user
interface and meaningful messages to give proper guidance to the user
as and when required.
65

Glossary of Technical Terms Used
TableNo.
 Tableno is for which table the item has been sold.
 Table no is used for billing in the system.
CatCode.
 CatCode refer to as category code in the system.
 In includes two category codes in the system (i.e. IC and MK)
CatName.
 CatName refer to as category name in the system.
 It includes two category names in the system (i.e. Ice-Cream and Milk
Shake).
Calc.
 Calc stands for calculation in the system.
Material.
 Material is referred to as which material is used in making particular
item in Item Master.
65

Bibliography
 Visual Basic 6.0 in 21 days.
-Tech Media.
 Mastering in visual basic 6.
-BPB Publication.
 Oracle Developer 2000.
-BPB Publication.
65

Project Documentation

More Related Content

What's hot

Viewers also liked

Similar to Project Documentation

Project Documentation