PROJECT PROPOSAL

(CS-76)
INDIRA GANDHI NATIONAL OPEN UNIVERSITY, NEW DELHI For the partial fulfillment of: BACHELOR IN COMPUTER APPLICATION (BCA)

Submitted By
Enrolment No Name Study Center Regional center 055003818 Swapnil Sawant Atharva Collage, Charkop,Malad(w) code no.49

Under the guidance of: Mahendra Patil(M.E) Atharva Collage of Engineering

Table of Contents
PROJECT PROPOSAL .............................................................................................................. 1 1. 2. 3. 4. 5. 6. TITLE OF THE PROJECT ............................................................................................................. 3 INTRODUCTION ....................................................................................................................... 3 OBJECTIVE ................................................................................................................................ 3 PROJECT CATEGORY ................................................................................................................ 4 USE CASE SUMMARY ............................................................................................................... 5 MODULE DESCRIPTION and PROCESS LOGIC .......................................................................... 6 5.1 MANAGE ORDERS ............................................................................................................ 6 5.2 MANAGE PRODUCTS ....................................................................................................... 6 5.3 MANAGE CONTACTS ....................................................................................................... 6 5.4 ANALYZE CUSTOMERS................................................................................................... 6 5.5 FORECAST SALES ............................................................................................................. 7 5.6 ESTABLISH SALES GOALS ............................................................................................. 7 7. 8. 9. 10. 11. 12. DATA STRUCTURES .................................................................................................................. 8 Entity Relationship Diagram .................................................................................................. 11 Data Flow Diagram ................................................................................................................ 12 HARDWARE SPECIFICATIONS ............................................................................................. 13 SOFTWARE SPECIFICATIONS .............................................................................................. 14 FUTURE SCOPE ................................................................................................................... 15

1. TITLE OF THE PROJECT

E-Billing and Invoice System

2. INTRODUCTION
The client uses MS Excel to maintain their product list, customer list, and prints the invoice, however it is not possible them to share the data from multiple systems in multi user environment, there is lot of duplicate work, and chances of mistakes. For an example, when the product price are changed they need to update each and every excel file. There is no option to find and print previous saved invoice. There is no security; anybody can access any report and sensitive data, also no reports to find out the sales volume, stock list, and summary report. This eBilling and invoicing system is used to overcome such problems being facing currently, and making complete atomization of manual billing and invoicing system. In short, this system minimizes the manual work done in excel and helps any organization to manage their data in a user-friendly manner.

3. OBJECTIVE
This project is planned for one of the big decorator services in Mumbai, they supply decorating item to film industry for movie shooting. Presently they issue their client handwritten invoice and they enter details in manual register. And maintain MS Excel file for product rate. They want computerization of their manual invoice and bill generation process.

Solution Concept
The eBilling and Invoice System consists of: Customer, Products, Billing Generation: Automate the current manual bill generation system and maintain the searchable customer, products database and product invoice, maintain the data security, user rights. Report Generation: A Report Generation system will be developed for the user and management of eBilling and Invoicing System. This MIS system will present both detailed and summary reports for analysis of the sales volume, sales trend, available stock etc.

Part of the solution will involve converting data from Microsoft Excel to the Database, system can import existing customer, product data from predefined MS Excel, CSV format. It reduces the data entry work and helps the customer operate in a user friendly environment.

4. PROJECT CATEGORY
This is a RDBMS (Relational Database Management System) having number of tables interrelated to each other. A Relational Database Management System is a Database Management System that utilizes a relational database model to hold the data used in the application. Short for Relational Database Management System, RDBMS refers to a relational database plus supporting software for managing users and processing SQL queries, performing backups/restores and associated tasks. RDBMS usually include an API so that developers can write programs that use them. Hence for getting desired records we choose such type of database that supports concept of RDBMS. The following User Profiles are expected for the eBilling and Invoicing System: User Sales Representative Brief Description of Use Actions Downloads and uploads customer and order information, which affects accounting, inventory and product data. View customer and product data as described in metrics, track orders and deliveries. All sales representative use actions, and management reports, quota establishment, reporting and adjustment. View and print stocks, track orders. Update product details like price. Generate reports, view and print inventory reports, view and print stock reports.

Manager Accountant MIS Executive

5. USE CASE SUMMARY

6. MODULE DESCRIPTION and PROCESS LOGIC

5.1 MANAGE ORDERS
Brief Description Manage Orders function will the enable sales representative to place orders for eBilling and Invoice System products, track submitted orders, and view the completed orders and print their invoice. Business Need This function will enable sales representative to interact with eBilling and Invoice System catalog directly without the intervention of any other employees.

5.2 MANAGE PRODUCTS

Brief Description Manage Products function allows the user of eBilling and Invoice System to manage product information from the Product Database. The products can be viewed and ordered by the customers and accessed/updated by the sales staff. Business Need This function will support the sales staff with accurate and relevant information needed by them, and will also support the Manage Orders function by ensuring up-to-date product information.

5.3 MANAGE CONTACTS

Brief Description Manage Contacts function enables the sales staff to create and manage contacts as well as share the contact information with the rest of the company. Business Need This function enables user of eBilling and Invoice System to have accurate and up-to-date contact information when working with customers.

5.4 ANALYZE CUSTOMERS

Brief Description Analyze Customers function allows management to analyze the customer database and find out information, such as the identities of the best customers, the top buyers, and the most popular products etc. That will help them to analyze the sales and the top customers they have and also improve on the other customer feedback. Business Need This function will allow the management to determine the most (and least) profitable customers and product lines, enabling better decision making in the running of the business, that will make them to run their business in better manner.

5.5 FORECAST SALES

Brief Description Forecast Sales function allows the management to plan and track production costs, track sales results, and plan sales staffing needs. Business Need This function will allow management to manage the revenue streams of the organizations and control costs.

5.6 ESTABLISH SALES GOALS

Brief Description Establish Sales Goals function allows the management to view current sales trends and employee performance and to determine sales goals for the sales staff within the organization. Business Need This function will allow management to set goals for staff, review the performance of staff members, and track employee performance.

7. DATA STRUCTURES
1. ProductMaster table Field Name Serial_No Product_Type Product_Sub_Type Product_Rate Product_Is_Active
Index PK_ProductMaster_sno

Data Type Int Nvarchar Nvarchar Int Nvarchar

Data Size 60 60 30

Key Constraints Not Null Not Null Not Null Not Null Not Null
Column Serial_No

Type clustered, unique, primary key located on PRIMARY

2. Bill Table Field Name Serial_No Invoice_No CanMe Invoice_Date Location Chalan_No customer_Name Customer_Address1 Customer_Address2 Total_Amt Discount Amt_Words Paid_Type Cheque_No Entry_Date Data Type Int Nvarchar Nvarchar Datetime Nvarchar Int Nvarchar Nvarchar Nvarchar int int Nvarchar nvarchar nvarchar datetime Data Size 60 60 60 100 100 100 Key Constraints Not Null Not Null Not Null Not Null Not Null Not Null Not Null Not Null Null Not Null Not Null Not Null Not Null Null Not Null

100 60 60

Index PK_Bill_SNO IX_bill_cname IX_bill_invoiceno

Type clustered, unique, primary key located on PRIMARY nonclustered located on PRIMARY nonclustered, unique located on PRIMARY

Column Sno cname invoiceno

3. BillDetails Table Field Name Serial_No Bill_Sno Product_Sno Quantity Rate Amount Index PK_Bill_details_SNO Data Type Int int Nvarchar datetime Nvarchar Int Data Size Not allowed 60 60 Key Constraints Not Null Not Null Not Null Not Null Not Null Not Null Column sno

Type clustered, unique, primary key located on PRIMARY IX_bill_details_bill_sno nonclustered located on PRIMARY IX_bill_deatils_prod_sno nonclustered, unique located on PRIMARY 4. CompanyMaster Table Field Name Company_Name Address1 Address2 City Pin Telephone VatNo Data Type Nvarchar Nvarchar Nvarchar Nvarchar int Nvarchar Nvarchar Data Size 60 100 100 60 60 60

Bill_sno Prod_sno

Key Constraints Not Null Not Null Null Not Null Not Null Not Null Not Null Column Comapnay_name

Index Type PK_comapny_master_company_name clustered, unique, primary key located on PRIMARY IX_ comapny_master_pin nonclustered located on PRIMARY

pin

5. UserMaster Table Field Name User_Name User_Password User_Type Data Type Nvarchar Nvarchar Nvarchar Data Size 60 60 60 Key Constraints Not Null Not Null Null

Index PK_user_master_user_name

IX_ user_master_user_type

Type clustered, unique, primary key located on PRIMARY nonclustered located on PRIMARY

Column User_Name

User_Type

8. Entity Relationship Diagram

9. Data Flow Diagram

10.HARDWARE SPECIFICATIONS
System Processor Memory RAM Floppy Drive Visual Display Unit Keyboard Printer Used Disk Space INTEL PC P3 Microprocessor or higher 256Mb or higher Double Sided Double Density (1.44MB) VGA Monitor 104 Keys Inkjet Printer 5GB

Data Base Server

Application Server

Workstation 1

Workstation 2

Workstation 3

Workstation N

11.SOFTWARE SPECIFICATIONS
Back End Front End Operating System JAVA Servlets The system will be build using Java Servlets. It is cohesive and logically consistent. Except for the constraints imposed by Internet environment, java gives you full control. The Internet helped catapult java to the forefront of programming, and java servlets , in turn, has had profound effect on the Internet because java expands the universe of objects that can move about freely in cyberspace. It has evolved into major development environment that covers every aspect of programming, from educational application to Internet component. Java is platform independent Language that can be used to create software to be embedded in various consumer electronic devices, such as microwave ovens and remote controls. When you use a java -compatible Web browser, you can safely download java applets without a fear of viral infection or malicious intent. SQL Server 2005 SQL Server 2005 is being used as backend. Microsoft SQL Server is a relational database management system developed by Microsoft. As a database, it is a software product whose primary function is to store and retrieve data as requested by other software applications, be it those on the same computer or those running on another computer across a network (including the Internet). SQL Server 2005 (formerly codenamed "Yukon") was released in October 2005. It included native support for managing XML data, in addition to relational data. For this purpose, it defined an xml data type that could be used either as a data type in database columns or as literals in queries. XML columns can be associated with XSD schemas; XML data being stored is verified against the schema. XML is converted to an internal binary data type before being stored in the database. Specialized indexing methods were made available for XML data. XML data is queried using XQuery; SQL Server 2005 added some extensions to the T-SQL language to allow embedding XQuery queries in T-SQL. In addition, it also defines a new extension to XQuery, called XML DML that allows query-based modifications to XML data. SQL Server 2005 also allows a database server to be exposed over web services using Tabular Data Stream (TDS) packets encapsulated within SOAP (protocol) requests. When the data is accessed over web services, results are returned as XML. SQL Server 2005 Java Servlet Windows 98/ XP

12.FUTURE SCOPE
This project was developed to fulfill user and business requirement; however there is lots of scope to improve the performance of the eBilling and Invoice System in the area of user interface, database performance, and query processing time. Etc. So there are many things for future enhancement of this project. The future enhancements that are possible in the project are as follows. 1. 2. 3. 4. Linking and integration of any legacy system for accounting. Integration with travel agent through Web Services Connection to third-party OLAP applications Electronic Data Interchange (EDI) system between banks, other credit verification agencies and their banks 5. In the area of data security and system security. 6. Provide more online tips and help. 7. Optimizing the queries embedded in the system.