A PROJECT REPORT REVIEW ON

“E-Billing and Invoice System”

SUBMITTED IN PARTIAL FULFILMENT FOR THE REQUIREMENTS OF THE

DEGREE

BACHELOR OF ENGINEERING
IN

COMPUTER ENGINEERING

Individual Mini Project

Prayag Shelke COMP, Roll no :- 30

DEPARTMENT OF COMPUTER ENGINEERING

G.V. ACHARYA INSTITUTE OF ENGINEERING AND TECHNOLOGY

UNIVERSITY OF MUMBAI

A.Y. 2024 – 2025

 G.V. ACHARYA INSTITUTE OF ENGINEERING AND TECHNOLOGY

SHELU-410201

CERTIFICATE

This is to certify that the project entitled “SMART IRRIGATION SYSTEM” is a

Bonafide work of “Name Of Group Member With Roll No.”submitted to the University
of Mumbai in partial fulfillment of the requirement for the award of the degree of
“SE/TE/BE” in “Bachelor of Computer Engineering / Bachelor of Computer Science &
Engineering (Artificial Intelligence and Machine Learning / IoT) ”.

---------------------------------------- -------------------------------------------
Project Guide Head of Department
(Name And Signature) (Name And Signature)

Name And SIGNATURE OF EXAMINER Principal

G.V.A.I.E.T.
 DECLARATION

We declare that this written submission represents our ideas in our own words
and where others' ideas or words have been included, we have adequately cited and
referenced the original sources. We also declare that we have adhered to all principal
of academic honesty and integrity and have not misrepresented or fabricated or
falsified any idea/data/fact/source in my submission. We understand that any violation
of the above will be cause for disciplinary action by the Institute and can also evoke
penal action from the sources which have thus not been properly cited or from whom
proper permission has not been taken when needed.

Individual Mini Project

Prayag Shelke COMP, Roll no :- 30

Date:

Place: SHELU
 Acknowledgement
We would like to express our sincere gratitude to everyone who supported us throughout the
development of our portfolio website project.

First and foremost, we would like to thank our professor [Professor's Name] for providing valuable
guidance and feedback during the project. Your insights were instrumental in shaping our work.

We are also grateful to our classmates and friends for their encouragement and for sharing their ideas
and resources, which greatly enhanced our learning experience.

Special thanks to [Any specific individual or resource, e.g., a mentor, family member, or online
community] for their unwavering support and assistance when we faced challenges during the project.

Lastly, we would like to acknowledge the various online resources and tutorials that helped us acquire
the necessary skills and knowledge to complete this project successfully.

Thank you all for your support!

 Abstract

Billing and invoicing are critical components of financial management for businesses, facilitating the
recording of transactions, ensuring timely payments, and maintaining healthy cash flow. Effective billing
systems streamline the process of generating invoices, tracking payments, and managing client accounts.
Automation in invoicing processes can significantly reduce errors, improve efficiency, and enhance
customer satisfaction by providing accurate and timely financial documentation. This paper explores
best practices for billing and invoicing, the role of technology in automating these processes, and
strategies to optimize cash flow management through effective billing solutions
EBILLING AND INVOICE SYSTEM ............................ ERROR! BOOKMARK NOT DEFINED.
PROJECT SYNOPSIS ..................................................................... ERROR! BOOKMARK NOT DEFINED.
REVISION & SIGN-OFF SHEET .................................................... ERROR! BOOKMARK NOT DEFINED.
VISION STATEMENT ..................................................... ERROR! BOOKMARK NOT DEFINED.
OPPORTUNITY STATEMENT ...................................... ERROR! BOOKMARK NOT DEFINED.
SCOPE ................................................................................. ERROR! BOOKMARK NOT DEFINED.
CUSTOMER, PRODUCTS, BILLING GENERATION ....................... ERROR! BOOKMARK NOT DEFINED.
REPORT GENERATION SYSTEM .................................................. ERROR! BOOKMARK NOT DEFINED.
OUT OF SCOPE............................................................................ ERROR! BOOKMARK NOT DEFINED.
GOAL .................................................................................. ERROR! BOOKMARK NOT DEFINED.
SOLUTION CONCEPT ............................................................................................................................7
USER PROFILES .....................................................................................................................................9
USAGE SUMMARY ................................................................................................................................9
REQUIREMENTS SUMMARY ........................................................ ERROR! BOOKMARK NOT DEFINED.
Business Requirements .................................................................. Error! Bookmark not defined.
User Requirements ........................................................................ Error! Bookmark not defined.
Operational Requirements ............................................................. Error! Bookmark not defined.
System Requirements .................................................................... Error! Bookmark not defined.
SUCCESS CRITERIA ..................................................................... ERROR! BOOKMARK NOT DEFINED.
Sales Automation .......................................................................... Error! Bookmark not defined.
FEATURES/FUNCTIONALITY .......................................................................................................10
USE CASES SUMMARY ...................................................................................................................12
SOFTWARE AND HARDWARE REQUIREMENT .....................................................................13
General Requirement for Server/Client: ........................................................................................13
DEVELOPMENT TOOLS AND TECHNOLOGIES .....................................................................13
DEVELOPMENT TOOLS AND TECHNOLOGIES .....................................................................14
FRONT END ........................................................................................................................................14
BACK END ..........................................................................................................................................14
DEVELOPMENT ENVIRONMENT.........................................................................................................15
VISUAL DESIGN.......................................................................... ERROR! BOOKMARK NOT DEFINED.
CONCEPTUAL DESIGN ............................................................... ERROR! BOOKMARK NOT DEFINED.
LOGICAL DESIGN ....................................................................... ERROR! BOOKMARK NOT DEFINED.
PHYSICAL DESIGN...................................................................... ERROR! BOOKMARK NOT DEFINED.
EBILLING AND INVOICE SYSTEM DATA DICTIONARY ...................................................16
EBILLING AND INVOICE SYSTEM DATA DICTIONARY ....................................................16
TABLE : PRODUCT_MASTER................................................................................................................16
TABLE : BILL........................................................................................................................................16
TABLE : BILL_DETAILS ........................................................................................................................17
TABLE : COMPANY_MASTER ..............................................................................................................17
TABLE : USER_MASTER .......................................................................................................................18
EBILLING AND INVOICE SYSTEM – DATA SCHEMA ER DIAGRAM ..............................19
EBILLING AND INVOICE SYSTEM DFD (DATA FLOW DIAGRAM)ERROR! BOOKMARK NOT DEFINED.
 Introduction
The client uses MS Excel, and maintains their product list, customer list, and prints
the invoice, however it is not possible them to share the data from multiple system in
multi user environment, there is lot of duplicate work, and chance of mistake. 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; any body 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 the entire problem which they are facing currently, and making complete
atomization of manual billing and invoicing system

Objective
This section presents a conceptual overview of the solution, and then provides an introduction to its
requirements.
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 have both details and summary type
reports for analysis the sales volume, sales trend, available stock

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 quick implementation of the system.

The following diagram describes the proposed solution architecture at a high level.
High Level Solution Architecture
 User Profiles
The following user types are expected for the eBilling and Invoicing System:

User Brief Description of Use Actions

Sales Representative 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.
Manager All sales representative use actions, and management
reports, quota establishment, reporting and
adjustment.
Accountant View and print stocks, track orders. Update product
details like price.
MIS Executive Generate reports, view and print inventory reports,
view and print stock reports.

Usage Summary
eBilling and Invoicing System Version 1.0 will address the following use cases. The complete usage
scenarios will be completed during the information-gathering process. Use cases will be created and
prioritized.
Selected use cases
will be expanded
into usage
scenarios and
features that are
derived from both
use cases and the
usage scenarios,
as represented in
the following
diagram:

Usage summary
use case
 Features/Functionality

The following sections summarize features and functionality described by use case. Please see bellow
eBilling and Invoice System – Requirements

Manage Customers - Analyze Customers

Must be able to analyze customer data
Must be able to sort customers
Must be able to sort customers by amount of sales
Must be able to sort customers by amount of sales of particular products
Must be able to identify sales trends
Must be able to identify drops in sales
Must be able to identify drops in a customer's sales

Manage Orders
Sales representatives must be able to offer discount in an order
Must be able to create, track, revise, and cancel orders
Must be able to create an order
Must be able to track an order
Must be able to revise an order
Must be able to cancel an order

Manage Products (Catalog, Categories)

Must be able to browse products
Must be able to browse products by category
Must be able to add a new product
Must be able to edit an existing product
Customers must be able to search the database
Customers must be able to search the database by product type
customers must be able to search the database by product
The system must have the capability to provide help

Manage Users
Must be able to record information about users
Must be able to search for employee information
Must be able to track information for each employee
Must be able to add/ modify user information
User can change his/ her password
Must be specify the user rights and privilege

Management Information System / MIS Reports

All users from all departments must be able to see reports from a central database as
per their rights and privileges
All reports can be exported in different formats like Text, CSV, Ms Excel
System should store historical data.
System Should have automated backup procedure for disaster

Network Management
Must be able to monitor the network centrally
Must be able to monitor servers centrally
Must be able to monitor application server software centrally
Must be able to monitor databases centrally

CEO Requirements
To extend our product availability (Looks more like a business goal than a definable
requirement.)
Providing a no single point failure application (Looks more like a business goal than a
definable requirement.)
Reduce our costs by lowering customer handle time (Looks more like a business goal
than a definable requirement.)
Need to improve our sales volume (Looks more like a business goal than a definable
requirement.)
Use Cases Summary
 Software and Hardware Requirement

General Requirement for Server/Client:

Type Software Hardware

Work Station/ Node 1. Windows XP 1. P-4
2. VB Run time 2. RAM -256 MB
3. MS Office

Database Server 1.Win2000 Advance Server 1.P-4

2.RAM- 2GB
3.Hard Disk-160GB
4.RAID
Application Server 1.Win 2000 Advance Server 1.P-4
2.RAM- 1GB
3.Hard Disk-40GB

Data Base Server Application Server

Workstation 1 Workstation 2 Workstation 3 Workstation N

 Development Tools and Technologies

Front End

1. VB 6

Why VB6?

VB6 is built on the Windows Server System to take major advantage of the OS and which comes
with a host of different servers which allows for building, deploying, managing and maintaining
Windows Based solutions. The Windows Server System is designed with performance as priority
and it provides scalability, reliability.

The advantage of VB.NET includes

• Rapid Application Development (RAD) Support.
• Powerful Windows-based Applications
• Simplified Deployment
• Powerful, Flexible, Simplified Data Access
• Improved Coding
• Direct Access to the OS Platform
• Object-Oriented Constructs
• COM Interoperability

Back End
1. MS Access

Why MS Access?
MS Access is desktop RDMS support small application with all features like relational query,
different data types, joins, and query. Includes
• Easy to use and easy to deployment.
• Integration with Windows OS
• Scalability
• Import and Export of data in all major database system.
• Centralized Management
• Reliability
• Automating Tasks
 Development Environment
1. Visual Studio 6.0
eBilling and Invoice System Data Dictionary

Table : product_master

Owner: dbo
Destination DB name: ebill
Number of columns: 5
Number of indexes: 2
Number of foreign keys: 0
Extended attributes:
OnFileGroup PRIMARY
Clustered PK Yes

Columns Data type Allow NULLs Value/ran

ge
Sno int Not allowed
ProdType nvarchar(60) Not allowed
ProdSubType nvarchar(60) Not allowed
Rate int Not allowed
isactive nvarchar(30) Not allowed

Indexes Type Columns

PK_ProductMaster_sno clustered, unique, sno
primary key located on
PRIMARY

Table : bill

Owner: dbo
Destination DB name: ebill
Number of columns: 15
Number of indexes: 3
Number of foreign keys: 0
Extended attributes:
OnFileGroup PRIMARY
Clustered PK Yes

Columns Data type Allow Value/ran

NULLs ge
sno int Not allowed
invoiceno nvarchar(60) Not allowed
canme nvarchar(60) Not allowed
Invoice_date datetime Not allowed
location nvarchar(60) Not allowed
chalan_no int Not allowed
customer_name nvarchar(100) Not allowed
Customer_address nvarchar(100) Not allowed
1
Customer_address nvarchar(100) Allowed
2
Total_amt int Not allowed
discount int Not allowed
Amt_words nvarchar(100) Not allowed
Paid_type nvarchar(60) Not allowed
Cheque_no nvarchar(60) Allowed
Entry_date datetime Not allowed

Table : bill_details

Owner: dbo
Destination DB name: ebill
Number of columns: 6
Number of indexes: 3
Number of foreign keys: 2
Extended attributes:
OnFileGroup PRIMARY
Clustered PK Yes

Columns Data type Allow Value/ran

NULLs ge
sno int Not allowed
Bill_sno int Not allowed
Prod_sno nvarchar(60) Not allowed
qty datetime Not allowed
rate nvarchar(60) Not allowed
amt int Not allowed

Table : Company_master

Owner: dbo
Destination DB name: ebill
Number of columns: 7
Number of indexes: 2
Number of foreign keys: 0
Extended attributes:
OnFileGroup PRIMARY
Clustered PK Yes

Columns Data type Allow Value/ran

NULLs ge
Company_name nvarchar(60) Not allowed
Address1 nvarchar(100) Not allowed
Address2 nvarchar(100) Allowed
city nvarchar(60) Not allowed
pin int Not allowed
telephone nvarchar(60) Not allowed
vatno nvarchar(60) Not allowed
 Table : user_master

Owner: dbo
Destination DB name: ebill
Number of columns: 3
Number of indexes: 2
Number of foreign keys: 0
Extended attributes:
OnFileGroup PRIMARY
Clustered PK Yes

Columns Data type Allow Value/ran

NULLs ge
user_name nvarchar(60) Not allowed
User_password nvarchar(60) Not allowed
User_type nvarchar(60) Allowed
 eBilling and Invoice System – Data Schema ER Diagram

Coding :-

public class Customer {

private String customerId;
private String name;
private String address;
 private String contactInfo;

public Customer(String customerId, String name, String address, String contactInfo) {

this.customerId = customerId;
this.name = name;
this.address = address;
this.contactInfo = contactInfo;
}

// Getters and setters

public String getCustomerId() {
return customerId;
}

public String getName() {

return name;
}

public String getAddress() {

return address;
}

public String getContactInfo() {

return contactInfo;
}
}

import java.util.ArrayList;
import java.util.Date;
import java.util.List;

public class Invoice {

private String invoiceId;
private Customer customer;
private List<String> items;
private double totalAmount;
private Date date;
private List<Photo> photos;

public Invoice(String invoiceId, Customer customer, List<String> items, double totalAmount) {

this.invoiceId = invoiceId;
this.customer = customer;
this.items = items;
this.totalAmount = totalAmount;
this.date = new Date();
this.photos = new ArrayList<>();
}

// Method to attach photos

public void addPhoto(Photo photo) {
this.photos.add(photo);
}
 // Getters and setters
public String getInvoiceId() {
return invoiceId;
}

public Customer getCustomer() {

return customer;
}

public List<String> getItems() {

return items;
}

public double getTotalAmount() {

return totalAmount;
}

public Date getDate() {

return date;
}

public List<Photo> getPhotos() {

return photos;
}
}

public class Photo {

private String photoId;
private String filePath;

public Photo(String photoId, String filePath) {

this.photoId = photoId;
this.filePath = filePath;
}

// Getters
public String getPhotoId() {
return photoId;
}

public String getFilePath() {

return filePath;
}
}
Output :-

To create an e-billing and invoice output, you typically want to include the following elements:

E-Billing and Invoice Template

1. Header:
- Company Name
- Logo
- Contact Information (Address, Phone, Email)

2. Invoice Details:
- Invoice Number
- Invoice Date
- Due Date

3. Bill To:
- Client Name
- Client Address
- Client Contact Information

4. Description of Goods/Services:
Item No. Description Quantity Unit Price Total
---------------------------------------------------------------
001 Service/Product Name 2 ₹50.00 ₹100.00
002 Service/Product Name 1 ₹150.00 ₹150.00
Subtotal ₹250.00
Tax (10%) ₹25.00
Total Amount Due ₹275.00

5. Payment Information:
- Payment Methods Accepted
 - Bank Details (if applicable)

6. Terms and Conditions:

- Payment Terms
- Late Fees (if applicable)

7. Footer:
- Thank you note
- Additional contact information or notes

Example Output

---

ABC Services LLC

123 Business Rd.
City, State, Zip
Phone: (123) 456-7890
Email: info@abcservices.com

Invoice Number: 001234

Invoice Date: October 21, 2024
Due Date: November 21, 2024

Bill To:
John Doe
456 Client St.
City, State, Zip
Email: john.doe@example.com

Item No. Description Quantity Unit Price Total

Subtotal ₹250.00
Conclusion :-

Effective billing and invoicing are crucial for maintaining healthy cash flow and ensuring smooth
operations within any business. A streamlined invoicing process not only ensures timely payments but
also enhances customer satisfaction through clarity and transparency. Embracing automation tools can
further simplify these processes, reducing errors and saving valuable time. By prioritizing accurate and
timely billing, businesses can foster stronger client relationships and focus on growth opportunities.
Ultimately, efficient billing and invoicing practices are key to sustaining financial stability and achieving
long-term success.

Reference :-
1. Lusardi, A., & Mitchell, O. S. (2014). The Economic Importance of Financial Literacy: Theory and Evidence.
Journal of Economic Literature, 52(1), 5-44.
2. Karp, A. & Tighe, A. (2017). Financial Management Tools for Today's Consumers: A Review of Personal
Finance Apps. Journal of Consumer Affairs, 51(2), 338-360.
3. Chen, H. (2020). User Engagement in Personal Finance Applications: A Study of Behavioral Aspects.
International Journal of Information Management, 50, 203-215.
4. Davis, F. D. (1989). Perceived Usefulness, Perceived Ease of Use, and User Acceptance of Information
Technology. MIS Quarterly, 13(3), 319-340.