AIS630

Accounting System Analysis and Design

MARCH 2015 - JUNE 2015

FAKULTI PERAKAUNAN
UNIVERSITI TEKNOLOGI MARA

ACCOUNTING SYSTEM ANALYSIS AND DESIGN

AIS 630
LEARNING PACKAGE: CASES
PBL Session 2

SEMESTER MARCH 2015 - JUNE 2015

Zafiruddin Bin Baharum

Tengku Fairuz Binti Tengku Embong
UiTM Shah Alam

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AIS630

Accounting System Analysis and Design

MARCH 2015 - JUNE 2015

PROBLEM BASED LEARNING 2

System Design
The following week, Encik Rashdan started to design the database using MS Access. He found that the
following documents are required for the Sales Order Processing System:
CUSTOMER REGISTRATION FORM
Customer Number:

Telephone (Office)

Customer Name:

Telephone (Mobile)

Street Address:

City:

Postal Code:

State:

Outstanding Balance:

@@@

Credit Limit:

SALES REPRESENTATIVE REGISTRATION FORM

Sales Rep. ID:

Date Joined:

Sales Rep. Name:

Telephone (Mobile):

IC Number:

Commission Rate:

PRODUCT REGISTRATION FORM

Product Code:

Supplier Name:

Product Name:

Unit Price:

Category:

Quantity on Hand:

Description:

Picture:

@@@

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AIS630

Accounting System Analysis and Design

MARCH 2015 - JUNE 2015

SALES ORDER FORM

Customer Number:
Customer Address:

Telephone:

Product Code

Sales Order Number

xxxxxxxx

Date:

xxxxxxxx

Sales Rep. ID:

xxxxxxxx

Sales Rep. Name:

xxxxxxxxx

Quantity Sold

Unit Price

Total (RM)

xxxxxxxxxxx

xxxxxx

xxxxxxxxx

xxxxxxxxxxx

xxxxxx

xxxxxxxxx

Product Name

GRAND TOTAL:

xxxxxxxxx

On top of that, Encik Rashdan was also furnished with the following additional information concerning
orders:
i.
ii.
iii.

A customer can place many orders (i.e. in different sales order form) but each sales order form
is only for single customer.
A sales representative can take many orders from customers (i.e.sales rep. can prepare many
sales order forms) but each sales order form can only be prepared by one sales representative.
An order may contain several line items (i.e. a customer may order several products within a
sales order form) but each line item may only include a single product. For example, Product X
cannot appear on multiple lines within the same order.

REQUIRED:
a)
b)
c)
d)

Identify and list the entities and the attributes of those entities.
Define primary key, secondary key and concatenated key. Give an example each from the
information provided above. Identify the primary key for each of the entities.
Specify the relationship among these entities. Is there any many-to-many relationship? How do we
implement many-to-many relationship in Microsoft Access?
Draw the entity relationship diagram (ERD) depicting the relationship between these entities.

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AIS630

Accounting System Analysis and Design

MARCH 2015 - JUNE 2015

e)

Using Microsoft Access, create a database for Sales Order Processing system. Your database should
include the followings:
i.
Tables for each entity that you have identified in your ERD plus any other appropriate
tables. You may add other attributes to suit your business or product. Since you are not
doing a complete system, data for fields marked with @@@ are not necessarily being
automatically updated every time you create sales transaction.
ii.
Forms for new customer registration, sales rep. registration, product registration and sales
order form. Use your creativity to design these forms. Remember that good paperless input
design should minimize keystrokes, so use the dropdown menu, checkbox etc. where
appropriate. To minimize errors, the fields marked with XXX in the sales order form must be
auto-completed.
iii.
Queries for your products, customers and sales reps such as:
a. Specific product (user can view pictures and description of the product)
b. Product by category (make, size, colour etc.)
c. Product by price range
d. Other relevant queries
iv.
Reports for your products, customers and sales reps such as:
a. Sales by product category
b. Sales by sales representative
c. List of all available products
d. List of all customers
e. Other relevant reports
v.
A main menu with buttons linking to the forms, queries and reports. You need to help the
users to navigate through the database. Create this page using form in form design.
vi.
A start page with your company logo, name of the system and two buttons (one linking to
the main menu and labelled with ENTER and the other for user to quit the application and
labelled with EXIT). Use similar steps as for creating the main menu. You must set this
page to appear when the user first enters into the system.
vii.
Dummy data to test your database. You are required to create at least 10 customers, 5 sales
representatives and 20 sales transactions.

f)

After creating a database including the requirements above, Encik Rashdan meet with users in the
sales department to review the designed of the system to satisfy their requirements and obtain
written approval of the design. The users have identified that the user interface design is not
interactive where the system do not provide feedback to the users. Suggest to Encik Rashdan the
appropriate system feedback for the Sales Order Processing System above.

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AIS630

Accounting System Analysis and Design

MARCH 2015 - JUNE 2015

System Construction, Implementation and Maintenance

The development Sales Order Processing System is nearing completion. At recent project meetings, the
types of testing, training, documentation and installation strategies have been discussed. You had asked
Encik Rashdan to test the system thoroughly because you believe that if we create a high quality system
we dont have to worry about doing maintenance in the future. Only substandard items require regular
maintenance. In the meantime, the end users have little computer experience, and thus require several
types of training and supporting documentation.
Encik Rashdan has recommended using a direct cutover method to convert to the new system. Because
the information system is relatively small, he feels that the direct method is the best conversion strategy
to pursue. The new system could be installed at the beginning of the week and be up and running for
the weekend traffic. However, you do not like this idea. He feels that a parallel cutover method is more
appropriate. He worries that if the system crashes, it may be difficult to return to the old system.
REQUIRED:
g)
h)
i)
j)
k)

Suggest to Encik Rashdan what type of testing to be performed on Sales Order Processing System
above and explain why.
Discuss training that should be conducted for end users in the sales department.
Help Encik Rashdan in preparing documentation of the new Sales Order Processing System.
Decide which cutover method is appropriate to new Sales Order Processing System above. Justify
your answer.
Discuss with Encik Rashdan strategies that can be employed to reduce maintenance cost in the
future.

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