ABOUT MS ACCESS

The Back end that has been used in this project is MS access . This is the Back end database engine for Visual Basic. The idea behind this is easy to maintain the table. It is also possible to write queries, Import or Export of table from one database to another database. It also provides security to data in the database in a way that data can be stored in an encrypted form.

MS Access is a very powerful RDBMS available in the computing environment. It comprises of all the features from basic data storage to high level data representation techniques in the form of reports. It also comprises of VB module programming, which allows embedding VB functions into MS Access.

Database
A database is similar to a data file in that it is a storage place for data. Like a data file, a database does not present information directly to a user; the user runs an application that accesses data from the database and presents it to the user in an understandable format.

Relational Database
Although there are different ways to organize data in a database, relational databases are one of the most effective. Relational database systems are an application of mathematical set theory to the problem of effectively organizing data. In a relational database, data is collected into tables (called relations in relational theory).

The backend is created using MS-Access because it is user friendly and the database management system is very much familiar by all the users and the capability to create the tables as much we need and the data retrieval id very good.

A database is a collection of information thats related to a particular subject or purpose, such as tracking customer orders or maintaining a music collection.

If your database isnt stored on a computer, or only parts of it are stored, you may be tracking information from a variety of sources that you have to coordinate and organize yourself.

For example, suppose the phone numbers of your suppliers are stored in carious locations: in a card file containing supplier phone numbers, in product information files in a file cabinet, and in a spreadsheet containing order information. If a suppliers phone numbers changes, you might have to update that information in all three places. In a database, however, you only have to update that information in one place- the suppliers phone number is automatically updated wherever you use it in the database.

Features of Ms- Access Windows based application Large data management capacity Importing, exporting and linking external files Wizard and builders Macros Built-in- security

There are seven modules in this project ITEM CUSTOMER EMPLOYEES DETAILS STOCK PURCHASE SALES INVOICE

ITEM
This module maintains the entire item sold in the past along with their discounts rates, number of items, the total price etc. The new items can be added to the stock and also updating can be done. Here the sales of the items are listed according to the date of the sales and the customer code. The new sales order can also be added to the system.

CUSTOMER
This module maintains the profile details of the customer and their purchase along with the details. The customer will be given with a customer code. And the last transaction made by the customer will be listed. Some discounts are given to the customer according to the number of purchase he made with the concern.

STOCK
This module maintains the stock level in hand. Here the purchase quantity, the sold quantity, and the quantity in stock will be listed. Here the management can add or update the stock.

PURCHASE
The Purchase made by the customer is maintained here. The details such as the order number, order date, quality, and the quality is specified here.

SALES
The main goal of this module is to maintain the sales in a standard manner. The sales processing details are based on the order received by the administrators from the customers are maintained.

INVOICE
This module contains the details about the invoice. The details such as invoice number, invoice date, product number, rate, quantity and total amount are maintained in this module.

2 DATA FLOW DIAGRAM This is concerned with the transformation of requirements into data &software architecture various notation are used in this stage. The most frequently used category of architectural design notation is directed graphs. There includes DFDs, pertinence etc.

The Data Flow Diagram is used as graphical notation to depict information flow. The objective of this method is the derivation to program structure analysis and design. DFD is a structural analysis and design. It describes the flow of data through out a system.

DFD SYMBOLS:
The symbols that are used in the data flow diagram carry following meaning.

Rectangle

It symbolizes the sources.

Ellipse/Circle

It symbolizes the process.

Open Rectangle

It symbolizes store data.

Marked Line

It symbolizes connectivity with a dataflow.

Data Flow Diagram

LEVEL 0
REQUEST RESPONSE

GENERAL REPORTS

Customer

Order

LEVEL 1 Order
Processing

Ordering

Customer Sales
Completing Processing

Processing

LEVEL 2
Customer

Product
Order Processing

Product Order Product Details Order Order Details

Paying Details Product Delivery Stock Update

Stock Stock Sales Stock Details

Sales Invoice

Payment Payment Pay receipt

Database Design

The most important aspect of building the system is database design. Instead of each program managing its own data, the authorized persons share date across application with database an entity. It is logical development in the methods used by the computers to access manipulated data stored in the various parts of computer system. It is data base information from several files is co-ordination, accessed and operated upon as through it is a single file.

A database is a collection of interrelated data stored with a minimum redundancy to serve many users quickly and efficiently. The objective is to make information access easy and quick, inexpensive, and flexible to the user.

Tables
Table Name: Admin Login SNO 1 Field Name AdminID Data type Varchar (Primary Key) 2 Password Varchar Password Description Administrator Code

Table Name: Product Master Primary Key: Prodcode

SNO 1 2 3 4

Field Name Prodcode ProdName Model Price

Data type Text Text Text Number

Size 20 25 25 5

Description Product Code Product Name Model name Price of the product

Table Name: Order Primary Key: OrderNo Foreign Key: ProdCode

SNO 1 2 3 4 5 6 7 8 9 10

Field Name OrderNo Date Name Address ProdCode Prodname Model Qty Rate Total

Data type Text Text Text Text Text Text Text Number Number Number

Size 20 25 25 25 25 25 25 20 20 20

Description Order Number Date of Order Name Address Product Code Product Name Model Description Quantity Amount Total Amount

Table Name: Purchase Primary Key: Invoice No Foreign Key: OrderNo, ProdCode

SNO 1 2 3 4 5

Field Name Invoice No Date OrderNo Supplier Code Sname

Data type Text Text Text Text Text

Size 20 25 25 25 25

Description Invoice Number Date of Sales Order Number Supplier Code Supplier Name

6 7 8 9 10 11

ProdCode Prodname Model Qty Rate Amount

Text Text Text Number Number Number

25 25 25 10 10 10

Product Code Product Name Model Description Quantity Amount Sub Total Amount

Table Name: Payment

SNO 1 2 3 4 5 6 7

Field Name BillNo Date Name Address Amount Advance Balance

Data type Text Text Text Text Number Number Number

Size 20 20 25 25 10 10 10

Description Bill Number Date Name Address Bill amount Advance amount Balance Amount

Table Name: Sales Primary Key: Billno Foreign Key: OrderNo, ProdCode

SNO 1 2 3 4 5

Field Name Billno Date OrderNo Name Address

Data type Text Text Text Text Text

Size 20 25 25 25 25

Description Bill Number Date of Sales Order Number Name Address

6 7 8 9 10 11 12 13

ProdCode Prodname Model Qty Rate Subtotal Discount GrandTot

Text Text Text Number Number Number Number Number

25 25 25 10 10 10 10 10

Product Code Product Name Model Description Quantity Amount Sub Total Amount Discount Amount Payable Amount

Table Name: Stock Foreign Key: ProdCode

SNO 1 2 3 4 5 6 7

Field Name Prodcode ProdName Model OpenSt Purchase Sales Closest

Data type Text Text Text Number Number Number Number

Size 20 20 20 10 10 10 10

Description Product Code Product Name Model name Opening Stock Purchase Qty Sales Qty Closing Qty

1.