Royal Residence Condominium Dormitory

Registration and Billing System

A System Proposal
In Partial Fulfillment of the Requirements in IT3a
System Analysis and Design
Saint Louis University

Adversalo, Asuncion Rica C.

Balagtey, Elaine Mirr B.
Estoesta, Raphaela A.
Landingin, Ashley Di P.
Olivo, Princess Ailyn N.
Pangilinan, Princess Sarah
Vila, Dianne Abigail DG.
IT3a 10:30 11:30 TTHS D722

CHAPTER I
INTRODUCTION
1.1 BACKROUND OF THE STUDY
Technology nowadays has played a major role in the success of business and helping
business to become more competitive in the industry as well as in the economy. Having a broad
understanding and a responsible knowledge of information technology and its role in the new
economy enables the business to be successful and reach its goals effectively and efficiently.
Since the use of manual system on billing is very time consuming, it is usually done and
used only by extremely small establishments. This is where the introduction of computer
technology integrated with manual procedures started in businesses. This system will deal with
the company billings and also keeps a record of stocks. It is not only highly accurate but also
saves much time and money over the long term. The main advantages of a computerized billing
and accounting system is fast and accurate invoices, credit notes, purchased orders, printing
statements and payroll documents are all done automatically. The accounting records are
automatically updated; the data is instantly available and can be made available to different users
in different locations at the same time. Computerized accounting programs reduce staff time
doing accounts and reduce audit expenses as records are neat, up-to-date and accurate. Billing
system can give the company and its clients all of the required data that they will need for items
related to billing. The major advantage of having billing system in place is that they allow you to
effectively manage customer payments.
The Royal Residence Condominium is the third project of a proven and tested company,
the BESTWAY Construction and Development Corporation, in the field of Real Estate
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Residential Development. The project was conceptualized to offer an innovative property

investment opportunity and set a benchmark in making upscale residence-service provider, a
lucrative business. The project was completed in a period of one year, from the ground breaking
in September 2010 to receiving its Certificate of Occupancy in September 2011.
The Royal Residence Condominium has been established to meet the growing need for
convenient, safe and wholesome residence-provider and as a second home to qualified university
and college students, board reviewees, and young professionals in the metro City of Baguio.
The Royal Condominium is a 7-storey building with 4 commercial units (canteen, minimart and stock bar, laundry shop and salon spa) and 12 condominium residential dormitory units.
Each unit consists of 12 condotel-like rooms. The Royal Condominium is located along Rimando
Road, Aurora Hill- Trancoville, Baguio City.
1.2 STATEMENT OF THE PROBLEM
The study aims to design a computerized registration and billing system for Royal
Condominiums. The proposed system will minimize, if not, eliminate the existing problems the
company encounters with regards to the registration and billing system. The minimization and or
elimination of the existing problems would then make the information more effective, efficient
and reliable. It will also facilitate an organized billing system for the user through the
implementation of a computer based information system that can help in the organizations
operations to become more efficient and reliable.
The study aims to answer the following questions:
1.2.1
1.2.2

What are the hardware to be used in the billing and registration system?
What are the processes involved in the said system?
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1.2.3

How to incorporate the billing and registration system in the existing setup of the

company
1.3 OBJECTIVES OF THE STUDY
1.3.1 To identify the hardware to be used in the billing and registration system.
1.3.2 To enumerate the processes involved in the billing and registration system.
1.3.3 To know how the billing and registration system be incorporated in the existing
set-up of the company.
1.4 IMPORTANCE OF THE STUDY
The researchers have conducted a study about the application of a Front Office System
(FOS) with regards to Billing and Registration to Royal Dormitory and Condominium since
there is no existing Information System (IS) yet.
Manual transactions of more or less 200 tenants have given rise to problems in processing
records. In line with this, this study of application of a FOS will provide an appropriate solution.
It will give a faster recording transaction and more accurate records to improve the business
process. A shift from manual transaction to an automated one will benefit both the business and
the residents for both greater satisfaction and comfort.
Being a student is never easy. But this study will make the researchers more patient and
prepare them to the fast approaching business world. As students, it will help the researchers be
knowledgeable in the operation of a business. Since they are yet to be businesswomen, it is a
stepping stone to professionalism.
To other researchers, this will serve as a guide and a motivation. Hardships had been a
deposit but success is always priceless, indeed.
1.5 SCOPE AND DELIMITATION

The research was conducted to be able to give solutions to the problems being
encountered by the Royal Residence Condominium-Dormitory. Conducting such research
requires a deeper understanding the problems of the business entity. The research covers the
problem of the said business entity with regards to their registration and billing system. The
researchers proposed an Information system Registration and Billing System which can help
the entity to lessen errors when it comes to recording transactions among their tenants (College
students, reviewers, transients and others) because the entity does not have an existing
information system. The proposed system would then require less processes and human errors
with the desired output of the entity.
More or less 200 tenants occupy the said entity in which it composes of men and women
of with different age brackets. Tenants of the dormitory came from different provinces who are
usually college students. The said entity is near universities and also near different business
establishments which gave interest to customers to live to the Royal Dormitory and
Condominiums.
Before the research started, researchers scheduled interviews which were used by the
researchers to create a proposed system by conducting an interview with the owner/manager
which have great control over the registration and billing system of the company. With the help
of the information given by the owner/manager of the entity, researchers were able to understand
the main problem of their entity and be able to propose an appropriate Information System with
regards to the problem.

The researchers collected the needed data and information for their proposal. After
gathering such information, problems being encountered by Royal Dormitory and
Condominiums were determined and possible solutions were planned.
However, different problems may also arise especially if the proposed system of the
researches will be effective or might add more errors with regards to the records of the business
entity which composes of payment of rent, electric bills, food, violations, and others. The
management must make sure that the staff or employee who will control or operate the proposed
Information System must have knowledge and be able to know how to handle if ever he/she
encounters problem with the system.
The proposed system does not cover losses and damages with regards to personal things,
money, or gadgets inside the condominium. It only covers the organizing or recording different
transactions which are registration of each tenant, their monthly payments of rents or violations
and billings of each tenant. The researchers limited the research with these processes to be able
to focus on a certain problem which the entity needs at the present.
First month of using the information system may result to confusion on how it works and
it might also have positive impact with the management and also with the tenants. We cannot
also deny the fact that the proposed Information System may arise different problems but as
much as possible avoid them.
The said research will take five months to finish and be able to help the entity solve their
problems and the proposed system has a useful life of 3 years.
1.6 DEFINITION OF TERMS

Billing System It is a combination of software and hardware that receives call detail and
service usage information, groups this information for specific accounts or customers, produces
invoices, creates reports for management, and records (posts) payments made to customer
accounts.
Information System It consists of a collection of people, processes, data, models, technology
and partly formalized language, forming a cohesive structure which serves some organizational
purpose or function.
Registration System - it is a system that allows registrars to make changes to the database in real
time.
References:
Anonymous. (2012). Management snformation systems (MIS). p 3
Billing system. (2009). Billing dictionary. Retrieved from http://www.billingdictionary.com/
Glossary. (2009 2013). European Identity. Retreived from http://www.eurid.eu/en/

CHAPTER II
7

REVIEW OF RELATED LITERATURE

Online Registration System
Another study is the Online Registration System which was conducted by Al-Shaikh in
Jordan. According to Al-Shaikh, the problem is the difficulty to register and manage the data of
more than 15,000 students who are taking their exams in the universities using the conventional
manual system. Using this system, it is hard to communicate between the colleges and the unit
that is responsible for the examination of the students. The gathered data can be inaccurate and
the fact that not all the colleges fill their students data properly or correctly and data storage
might be susceptible to corruption at any time.
In his study, the proposed system is the Online-Registration system but it is just a subsystem of Web Portal. Web Portal is defined as a system that presents information from diverse
sources in a unified way. The proposed system is a 3-Tier web-based. 3-Tier Architecture is a
Client/Server Architecture.
In registration system, as a result, after entering the student data to the system, user can
have the confirmation to assure the students was enrolled into the exam and the exam receipt to
be given to the student. For the reporting subsystem, it will be easily know how many students
applied for the exam and the fees required for each student. Last is the repository subsystem
where the user can download the files necessary to manage the activities.
Computerized Billing for Time Improves Client Communication and Firm Profitability
As cited in the article entitled Computerized Billing for Time Improves Client
Communication and Firm Profitability by Murphy (1996), he stated that, accounting firms can
improve their profitability and relation with clients by automating client billing with computers.
8

Accounting firms can use personal computer as an economical means of computerizing the
billing process.
A Computerized Billing System allows accounting firms to more effectively manage their
employees productivity and give them the means to analyse the hours available and hours billed
of each employee. A Computerized Billing System provides more control over accounts
receivable and client work processes.
Computer in Todays World Philippines
According to the article entitled, Computer In Todays World Philippines by Bitter
(1995), stated that the function performed by the computer division of various organizations has
become identified as data processing program expedite many business functions such as the
accounts payable system. They keep records of vendors number, special accounts and dates of
payments.
There are many advantages in using an accounts payable package: all information
remains in one done automatically; calculations are easily made; the time involved to do work is
greatly reduced.
Information to Computer and Information System
According to the article entitled Information to Computer and Information System by
Syzmanski (1998), Computers are used in business for many tasks that can be grouped into
category called data processing. Data processing includes tasks such as word processing, billing,
and assembling number and facts associated with general office functions, such as order
processing, inventory and billing.

Billing System

A research about Billing System was conducted by various students from International
School of Informatics and Management in Jaipur. This study, therefore, is closely-related to our
topic which is Billing and Registration System.
According to their case study, there are several problems with the existing system the
business uses that must be worked on and improved. Thats why they decided to make and
propose some solutions for the said system.
The researchers Anil Kumar Anjana, Bhaiya Lal Anjana, and Saurabh Jai figured out
that time (to retrieve and store data) is a common problem with the existing system the company
uses. The system also requires a lot of paper works and even a small transaction requires many
papers to be filled. Thus, any fortuitous event (such as fire and such) can easily destroy all the
data of the organization. A loss of even a single paper or a document can lead to a burdensome
situation for the business, because all of the papers are interrelated. Another problem states that
the data cannot be shared or utilized by different persons at the same time. Actual movement of
the data must be done in order to make it usable by several persons at any time. To sum it all up,
these problems should be solved by altering or improving its processes. Time is always of the
essence, and it is very important in businesses. Just by the mere identification and analysis of the
problems being showed in the existing system, it would cost the business itself MORE once
these are not solved.
They also conducted a feasibility study with regards to their proposed system. They
considered the technical, behavioural, and economic feasibilities of the study. They identified
things from software to the hardware that the system might be using once it is implemented. In
terms of behavioral feasibility, they studied or evaluated the behavior of the end users of the

10

system which may affect the systems implementation. Some people are resistant to changes. So,
a good estimate should be made on how strong a reaction the user staff is likely to have towards
the development of a computerized system. As the aim of the system is only to satisfy the
information needs, no employees will lose their position by the proposed system. In fact, the
proposed system will help the organization in reducing the voluminous work involved. With the
economic feasibility involved, the procedure is to determine the benefits/advantages and savings
that are expected from the system and compare it with the costs to be generated once
implemented. If the benefits outweigh costs, such as manpower and hardware and software costs,
then it is said to be that the system is approved and ready to be designed and implemented. But,
if otherwise happens, wherein costs are greater that the benefits, further alterations should be
made in order to make the proposed system a better one.
Design and Implementation of Accounting Models for Services in Agent-Based Information
Systems
According to Rupert Rockinger and Hubert Baumeister, the fast growing field of
electronic commerce brings todays applications to their limits. Information systems are now
being used to further automate the processes. A fully automated process can also help busy users
who want to spend as little time as possible with a single transaction. A system capable of
accounting can return the needed product without requiring any further attention by the user.
In the study of Rockinger and Baumeister the design and implementation of the basic
agent framework billing system (BABSy) is described. It includes an overview about payment
models in everyday life, parts of the system that are already being used today, and where BABSy
takes its place in this context, and describes the architecture of BABSy and its implementation
using the FollowMe framework. The term service is used in the study instead of merchandise
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since in the electronic world goods are often virtual. Buying information for example can be
considered the service of supplying this data. With all the benefits of agent technology in mind,
one would expect that there are many solutions available for accounting in commercial agent
frameworks. This, however, is not the case at this time. Mostly this is due to the fact that agents
cover only a certain aspect of the behavior model.
To identify the participating agents lets take a look at a conventional transaction. Say, for
example, you buy a meal at your favorite restaurant. Two parties are obvious: you, the paying
customer, and the selling restaurant owner. The third party in the interaction is a banking service
that provides the guarantee for the payment used. When paying cash this is the central bank of a
country that guarantees the value of your bank notes; for credit card payment this is the credit
card company; and when paying by check this will be bank that issued the check. Either way
there is always a third party involved that both others must recognize and trust. So within the
agent framework three independent components are needed. One for the provider, one for the
customer and a third that represents a banking service.
In this paper the design of the accounting system BABSy for services in an agent
community was presented. This can greatly improve the value of electronic commerce
applications in the future.The design of the BABSy core components covers the most important
payment models while still leaving room for further functionality. Most components can be
extended for much greater complexity if desired.

Online Bill Payment 2.0

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Digital financial transactions have caused the increase in consumer convenience and its
ease of use that was evidenced by a Consumer Trends Survey conducted by Fisherv Inc. in 2011.
Despite the former, e-billing and e-statement users reduced bad debt by 50 percent and at the
same time has reduced the reconciliation costs by 40 percent. Electronic billing also has reduced
the use of paper, meaning no postage and no wastes.
Another upgrade in the digital financial transactions is the personalization of online
payment. In one study, payments increased more than 350 percent payments were made with
personalized tools compared to other Web-based payment systems (source: confidential client
data).
According to Mark Snow, the main reason why personalized online billing is more
effective than that of the others is the intrigue it creates in the minds of the users. The moment
they see that personalized link to access their own website, curiosity kicks in and they want to
see more.
The ease of access and the convenience that regular online billing providers are doubled
by the personalization of the existing systems by directly integrating the billing and payment
system to the providers account that increases efficiency and reduces the time is called the
consuming manual payment processing.
He also cited in the article the steps taken in the personalized online payment which starts
by sending a personal notification that directly goes to the patient via letter or email. In that
letter, there would be an existing link and password that would lead them to the patients
personal website where the existing personal information and the services the patient has
undergone. In the said link, the patient can already pay their bills via credit card, debit card, or
13

ACH on their account and can even update their personal information. And with just one click of
a button, their payment is processed, confirmation of payment is sent to both the provider and the
patient, and the money is already deposited into the providers account.
References:
Al-Shaikh, A. M. (n.d.) Online registration system. Retreive from www.cscjournals.org
Anjana, A.K., Anjana, B. L., & Jain, S. (n.d.) Billing system. International school of
informatics and management. Jaipur.
Snow, M. (2012). Online bill payment 2.0. Health Management Technology, 33(10), 1819.
Bitter, Gary G. (1995). Computer in Todays World Philippine. The McMillan Com.
Smith, Murphy L. (1996). Computerized billing for time improves client communication
and firm profitability. (Management of an accounting practice) the CPA journal
Syzmanski, Robert A. (1998). Introduction to computer and information systems. merrill
publishing co.
R. Rockinger. (1999). Design and implementation of accounting models for services in
agent-based information systems. Masters thesis. Institut fur Informatik. Universitat
Munchen, Munchen. Germany.

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CHAPTER III
METHODOLOGY
3.1 RESEARCH METHODOLOGY
Quantitative research methodology was used for this study. Quantitative research is a
formal, objective, and systematic process. In situations where little is known, like in the case of
Royal Residence Condominium-Dormitory, quantitative method was used in conducting the
interviews, to focus groups, and others.
Data based on the interview were used by the researchers to find out problems of the
existing system used by the said company. Once the problem has been identified by the
researchers, then, the quantitative approach will be used to measure to what extent this problem
may have to the company and its customers. The said method also aims to answer questions with
regards to the how many, and how much of a problem.
3.2 RESEARCH TOOLS
Interview
The researchers interviewed the marketing officer from the accounting office of the
Royal Residence Condominium-Dormitory. Researchers asked for the information about the
company and the existing system the company is currently using and other relevant information
that are useful to the study. The actual interview was recorded by the researchers.

15

Observation
It has been observed that the administration keeps a lot of paper files. In addition, manual
transaction is very evident. These caused problems, and in effect, the researchers proposed the
Registration and Billing System.
Journals
The researchers used some published journals and other related research papers for
reference and for comparability purposes.
3.3 EXISTING SYSTEM
Currently, the Royal Residence is utilizing the Microsoft Excel as its system. This
software is a spread sheet application developed by Microsoft for Microsoft Windows and Mac
OS X. It features calculation, graphing tools, pivot tables, and a macro programming language.
Using excel, the company is able to keep a record of its tenants. One unit has its own excel file
where every tenant has his/her own worksheet where his/her amount due can be found. In that
worksheet, the utilities payable of the tenant and even the other payables like penalties/ interest
are already computed just by entering the formula. Since the system can perform the calculation,
the company can determine the total amount due of each tenant by using the functions of excel.
In this system, the company still performs the manual input.
3.4 PROBLEMS ENCOUNTERED WITH THE EXISTING SYSTEM
During the interview session with Miss Maria Vilma T. Lerpido, Marketing Officer from
the Accounting Management of The Royal Residence Condominium-Dormitory, we asked her if
they have been facing some problems with the registration and billing system they are using in
16

the business. And as evidenced by the interview we conducted and through our observation, we
have figured out some complications with the system.
As for the royal residence condominium-dormitory, time is one of the problems they are
encountering with their system. We could say that it is time-consuming because manual input of
data is being practiced. In addition to this, we, the researchers, have noticed that the records of
the tenants in each unit in their condominium-dormitory are being individually filed in excel.
Each excel file contains the records of the each tenant in different worksheets. One file is
equivalent to one unit, with several rooms, in the condominium-dormitory wherein it contains its
corresponding tenants records. The file consists of the tenants payment dues from the monthly
rental up to the electric and water bills a tenant has incurred. Computation of the penalty dues
and other expenses by the tenant is being performed by the Microsoft Excel itself. Thus, once an
authorized personnel looks for a tenants records, it would take time for him searching the name
from the list of the documents saved in the computer. So, what if all of the tenants more or less
200 would pay their dues at the same time, would the staff do the computations that fast and
easy considering that s/he will be accommodating numbers of customers in just a short period of
time? The system must be developed to improve its performance, less cost, less pressure, and
with that, the personnel can just simply look for the records with the already-computed charges,
then, it can already be printed as a physical evidence of the tenants accounts.

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CHAPTER IV
RESULTS AND FINDINGS
4.1 PROPOSED SYSTEM
One of the advantages of the system is that, it is time saving. It is created in order to save
time creating and sending invoices. It has low mistake risks, secured from typographical errors,
miscalculations, and erroneous invoicing to the customer. Another is it provides a lot of different
features. You can adapt billing program to yourself considering specifics of your business. For
example you can define when, to whom, and how often you want to send recurring invoices.
It is a cost effective way to protect a record through a centralized application process.
Renewal and subsequent changes concerning ownership details can also be handled using this
centralized process. And registration ensures a single, consistent approach to monitoring quality
service. It gives confidence that all tenants have achieved the same essential levels of safety.
For the disadvantages of the system, Registration and Billing System would be costly. A
small business may not afford this. If in case it can purchase, return of investment would take
longer. Purchasing this system is a costly investment. Sometimes, the money paid could be used
to other greater income generating investments, with higher assurance of return.
When the system is implemented, there will be a reduction of labor force. There will be
less job opportunities for human resource. And in some instances, the labor force would be too
dependent with the system, and considering that the system is not 100 % guaranteed free from
error. When the labor force doesnt personally check the entered information, an overstatement
or understatement of accounts may happen. Though, this is one-in-a-million case, the system still
possesses accuracy.

18

The system still follows the input data. Once they are mistakenly done, the system will
also provide an incorrect output. For example, when the tenant/administration entered a wrong
tenant number for a specific payment, then the system will follow what was entered. It cannot
detect such an error.
The system is restricted to cash payment only. Credit cards and bank transactions are not
involved.

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4.2 DATA FLOW DIAGRAM

4.2.1 CONTEXT DIAGRAM

INVOICE
DETAILS

Registration and Billing System consists three entities tenant, administration, and
accounting. In this system, it starts with the tenant entity wherein it gives details that are needed
by other entities. Once the tenant gives those details, the system will work on it in order to
produce outputs from the entities in the said system.

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4.2.2 DIAGRAM 0

PERSONAL DETAILS

Diagram 0 is a confounded version of the context diagram that shows the major processes
done in the system. The start of these processes is to classify the old and new tenants. If tenants
are new, a new profile is created, saved in a data store, and the tenant details are used by the
system to proceed to the next processes create statement, apply payment, and lastly, create
reports needed by the administration and accounting entities.
On the other hand, once old tenants are sorted, processes would already follow (same
with the preceding processes with a new tenant)

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4.2.3.1 DIAGRAM 1
PROCESS 3

Process 3 of Diagram 1 revealed three further internal processes find tenant records
(3.1), classify dues (3.2), and compute payment due (3.3). The processes are related to payments
past dues, city services, and rent payments. They have to produce statement of accounts to
tenants and invoice details to accounting entity, and the cycle continues.

4.2.3.2 DIAGRAM 1
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PROCESS 4

Process 4 of Diagram 1 revealed three further processes record payment (4.1), create
cash receipts (4.2), and update account (4.3). They produced and updated accounts to the
involved entities, tenant and accounting, respectively.

4.3 DATA DICTIONARY

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ENTITY
TENANT
Name: Tenant
Description: One that pays rent to use or occupy land, a building, or other property
owned by another.
Input Data Flow: Statement of account, Cash receipts, Tenant code
Output Data Flow: Personal details, Payment details
ADMINISTRATON
Name: Administration
Description: A body of persons who manage.
Input Data Flow: Tenant Profile, Report Details
Output Data Flow: Tenant Number
ACCOUNTING
Name: Accounting
Description: The system of recording and summarizing business and financial
transaction and analyzing, verifying, and reporting the results.
Input Data Flow: Invoice Details, Tenant Accounts, Updated Accounts
Output Data Flow: Financial Statement
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PROCESS
CLASSIFY OLD AND NEW TENANT
Name: Classify old and new tenant
Process description: Categorizes new from old tenant.
Process Number: 1
Input Data Flow: Personal details
Output Data Flow: New tenant personal details, old tenant record
CREATE NEW TENANT PROFILE
Name: Create new tenant profile
Process description: Produces new tenant profile
Process Number: 2
Input Data Flow: New tenant personal details, Tenant number
Output Data Flow: Tenant profile, Tenant record, Tenant code
CREATE STATEMENT
Name: Create statement
Process description: Creates invoice statement
Process Number: 3.0

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Input Data Flow: Old tenant record, Financial Statements

Output Data Flow: Statement of account, Tenant invoice details, Invoice details
FIND TENANT RECORDS
Name: Find Tenant Records
Process Description: tenant records
Process Number: 3.1
Input Data Flow: Financial Statement, Tenant Details
Output Data Flow: Payment Due Details
CLASSIFY DUES
Name: Classify Dues
Process Description: payment details
Process Number: 3.2
Input Data Flow: Payment Due Details
Output Data Flow: Rent Payment, City Services
COMPUTE PAYMENT DUE
Name: Compute Payment Due
Process Description: payment details

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Process Number: 3.3

Input Data Flow: Rent Payment, City Services
Output Data Flow: Computed Payment Details
APPLY PAYMENT
Name: Apply Payment
Process description: Processes payment transactions
Process Number: 4
Input Data Flow: Payment details
Output Data Flow: Cash receipts, Updated account, Updated record
PRODUCE REPORT
Name: Produce report
Process description: Forms financial report
Process Number: 5
Input Data Flow: Updated record
Output Data Flow: Report details

DATA STORES

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TENANT ACCOUNTS
Name: Tenant accounts
Description: Storage for the accounts of the tenants
Alternate Name: Tenant Record
Data Structure: Tenant accounts=Tenant record
Input Data Flow: Tenant record
Output Data Flow: Tenant Accounts
ACCOUNTS RECEIVABLE
Name: Accounts receivable
Description: Collections of cash to be receive
Alternate Name: Tenant Invoice Details
Data Structure: Accounts receivable= Tenant invoice details
Input Data Flow: Tenant invoice details
DATA FLOW
PERSONAL DETAILS
Name: Personal Details
Description: Private details of the tenant

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Origin: Tenant
Destination: Process 1 (Classify old and new tenant)
Data Structure: PERSONAL DETAILS={NAME}
+ADDRESS+AGE+GENDER+RELIGION+[MOBILE NUMBER|TELEPHONE
NUMBER]+[SCHOOL ID NUMBER|EMPLOYEE ID NUMBER]+
[PARENT/GUARDIAN]+[ PARENT CONTACT/GUARDIAN CONTACT]
NAME=LAST NAME+FIRST NAME+ MIDDLE NAME
LAST NAME={LETTERS}
FIRST NAME={LETTERS}
MIDDLE NAME={LETTERS}
LETTERS={A-Z}
ADDRESS=STREET NUMBER+STREET+CITY+[STATE/PROVINCE]+(COUNTRY)
+ZIP CODE
STREET NUMBER= {NUMBERS}
NUMBERS={0-9}
STREET= {LETTERS}
CITY={LETTERS}
STATE/PROVINCE= {LETTERS}

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COUNTRY={ LETTERS}
ZIP CODE= {NUMBERS}
AGE={NUMBERS}
GENDER={LETTERS}
RELIGION={LETTERS}
MOBILE NUMBER/TELEPHONE NUMBER={NUMBERS}
SCHOOL ID NUMBER={NUMBERS}
EMPLOYEE ID NUMBER={NUMBERS}
PARENT|GUARDIAN={NAME}
PARENT CONTACT|GURADIAN CONTACT={NUMBERS}
NEW TENANT PERSONAL DETAILS
Name: NEW TENANT PERSONAL DETAILS
Description: Private Details of the new tenant
Alternate Name: Personal Details
Origin: Process 1 (Classify old and new tenant)
Destination: Process 2 (Create new tenant profile)
Data Structure: NEW TENANT PERSONAL DETAILS={PERSONAL DETAILS}

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TENANT PROFILE
Name: Tenant Profile
Description: Private details of the tenant including his/her tenant code
Alternate Name: Tenant Record, Tenant Details
Origin: Process 2 (Create new tenant profile)
Destination: Administration
Data Structure: TENANT PROFILE={PERSONAL DETAILS}+{TENANT CODE}+
{(DUE PAYMENT)}
DUE PAYMENT= [PENALTY|FINE]
PENALTY|FINE={AMOUNT}
AMOUNT={NUMBERS}
TENANT NUMBER
Name: Tenant Number
Description: A number given to the tenant by the Administration. This number is the rank
of the tenant in the census of the dormitory. The rank starts from the first person who
resides in the dormitory.
Origin: Administration
Destination: Process 2 (Create new tenant profile)

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Data Structure: TENANT NUMBER={NUMBERS}

OLD TENANT RECORD
Name: Old Tenant Record
Description: Private details of the Old tenant
Origin: Process 1 (Classify old and new tenant)
Destination: Process 3 (Create Statement)
Data Structure: OLD TENANT RECORD={PERSONAL DETAILS}+{TENANT
CODE}
TENANT CODE
Name: Tenant Code
Description: Given to the new tenant when he registers.
Origin: Process 2 (Create new tenant profile)
Destination: Tenant
Data Structure: TENANT CODE={NAME}+TENANT NUMBER+RESIDING ROOM
NUMBER+MONTHLY PAYMENT+{[BALANCE|ADVANCE]}

TENANT NUMBER={NUMBERS}

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RESIDING ROOM NUMBER=ROOM

NUMBER+DESCRIPTION+CAPACITY+PRICE+(EXTENDED PRICE)
ROOM NUMBER={NUMBERS}
DESCRIPTION={LETTERS}
CAPACITY={NUMBERS}
PRICE={AMOUNT}
(EXTENDED PRICE)=DUE PAYMENT+(PACKAGE DEAL)
PACKAGE DEAL=LODGING COSTS
LODGING COSTS={AMOUNT}
MONTHLY PAYMENT={AMOUNT}
[BALANCE|ADVANCE]={AMOUNT}
STATEMENT OF ACCOUNT
Name: Statement of Account
Description: A financial statement of accounts offsetting current from past dues in the
accounts of the tenant.
Alternate Name: Financial Statement
Origin: Process 3 (Create Statement)
Destination: Tenant
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Data Structure: STATEMENT OF ACCOUNT=CURRENT INVOICE DETAIL+CASH

RECEIPTS
FINANCIAL STATEMENT
Name: Financial Statement
Description: A financial statement of accounts offsetting current from past dues in the
accounts of the tenant.
Alternate Name: Statement of Account
Origin: Accounting
Destination: Process 3 (Create Statement)
Data Structure: FINANCIAL STATEMENT={STATEMENT OF ACCOUNT}
INVOICE DETAILS
Name: Invoice Details
Description: Details regarding the payment of the tenant.
Alternate Name: Current Invoice Detail, New Invoice Detail, Tenant Invoice Detail,
Payment Due Details
Origin: Process 3 (Create Statement)
Destination: Accounting

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Data Structure: INVOICE DETAIL={TENANT CODE}+{DUE PAYMENT}+DUE

DATE
DUE DATE={DATE}
DATE=MONTH+DAY+YEAR
MONTH={JANUARY-DECEMBER}
DAY={0-31}
YEAR=2010 onwards
PAYMENT DUE DETAILS
Name: Payment Due Details
Description: Details regarding the payment of the tenant.
Alternate Name: Current Invoice Detail, New Invoice Detail, Tenant Invoice Detail,
Invoice Details
Origin: Process 3.1 (Find Tenant Records)
Destination: Process 3.2 (Classify Dues)
Data Structure: PAYMENT DUE DETAILS={INVOICE DETAIL}
RENT PAYMENT
Name: Rent Payment
Description: Details regarding the payment of rent of the tenant.
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Origin: Process 3.2 (Classify Dues)

Destination: Process 3.3 (Compute Payment Due)
Data Structure: RENT PAYMENT= CASH PAYMENT
TENANT INVOICE DETAILS
Name: Tenant Invoice Details
Description: Details regarding the payment of the tenant.
Alternate Name: Invoice Details, Invoice Detail, New Invoice Detail
Origin: Process 3 (Create Statement)
Destination: Accounts Receivable
Data Structure: TENANT INVOICE DETAILS={ INVOICE DETAILS}
CASH RECEIPTS
Name: Cash Receipts
Description: Details regarding the payment of the tenant.
Origin: Process 4 (Apply Payment)
Destination: Tenant
Data Structure: CASH RECEIPT= {TENANT CODE}+PAID AMOUNT+DATE OF
PAYMENT

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PAID AMOUNT={AMOUNT}
DATE OF PAYMENT={DATE}
PAYMENT DETAILS
Name: Payment Details
Description: Details regarding the payment made by the tenant.
Origin: Tenant
Destination: Process 4 (Apply Payment)
Data Structure: PAYMENT DETAILS=CASH PAYMENT
CASH PAYMENT=AMOUNT
UPDATED ACCOUNT
Name: Updated Account
Description: Validated Account of the Tenant
Alternate Name: Updated Record

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4.4 PROTOTYPE
This is the prototype of the proposed system, Registration and Billing system. It shows
how the system performs the process of registration and billing.

FIGURE 1 EMPLOYEE LOGIN

This is the first phase of the system. The user has to log in to access to the system.

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FIGURE 2 MAIN MENU

It contains the records, accounts, and profiles, and the log out icon.

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FIGURE 3 REGISTRATION FORM

By clicking the Register icon from the home page, leads on a dialog box. Also, this is
the registration form for the new tenants. (by clicking close, it leads to the main menu and the
tenant is not registered.)

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FIGURE 4 CONFIRMATION PAGE

This pops up when the new tenant has successfully registered. Click Main Menu to go
back to the Home Page.

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FIGURE 5 ACCOUNT FORM

By clicking the Statement of Accounts icon from the home page, leads to this dialog
box. Enter the respective tenant number and click accounts to view the payment details of the
tenant.

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FIGURE 6 STATEMENT OF ACCOUNTS FORM

This shows information with regards to the payment rent, utilities, water to be paid by
the tenant.

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FIGURE 7 PAYMENT FORM

This shows the amount due and the amount paid (tender) by the tenant. The difference
between the two reflects the change to be returned to the tenant. (application of payment)
By clicking cancel leads back to the home page.

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FIGURE 8 PROFILE FORM

By clicking the tenant profiles in the main menu, this shows up. To open tenants
profile, enter the tenant number and click profile.

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FIGURE 9 TENANT PROFILE

This views the personal details of the tenant. By clicking close gets back to the main
menu.

46

FIGURE 10 MAIN MENU

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By clicking log out, it will go back to the employee login form.4.5 COST BENEFIT
ANALYSIS
One of the important factors in any business case is an evaluation of the costs of a project
or anything acquired for the companys improvement which includes the analysis of its cost and
the payback be it in monetary value or other terms that the business would get benefited.
With such number of customers more or less 200 tenants no doubt that the company
would not be benefited once they implement the system. With the better and developed system,
Royal can incur less cost.
Given below are the respective estimated costs and benefits during the first year of
operations of the said system.
COST
MEASURE
Purchase of
the system

Installation
Maintenanc
e
Additional
workstations
Training of
employees

DESCRIPTION
Directly attributable costs - (approx. 90 days, 7
researchers)
Research and development costs - (trial costs,
design, construction, )
Knock out walls and reconfigure office space
Labor fee - two days, two workmen

Unit Cost

COST IN
FIRST YEAR

Php280.00

Php176,400.00
65,380.00

280.
00

Updating and troubleshooting - 1 year

Furniture - 3 computer tables
Hardware - 3 Computer Units
Seminars, workshops (Approx. 2 Employees)

25,000.00
700.
00
25,000.
00
2,500.
00

Total Cost

BENEFIT
MEASURE
Payback of
purchased
system

1,120.00

DESCRIPTION

AMOUNT

Through the regular activities done in the

business.

350,000.00

2,100.00
75,000.00
5,000.00
Php350,000.00

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Monthly
Approximately, 50 tenants - 3500 and 50 tenants
Revenue
7000
Improved
Improved customer service, lesser efforts from
performance the administration
Accurate
Organized reports, time-saving
records
Payback period

525,000.00

Cost of the system = Php 350,000.00

Allocated expense = Php 2,142,000.00

Annual cash inflow =

Net cash flow = Php 4, 158, 000.00

Computation:

Payback=

Php 6,300,000.00

cost of the system 350, 000

=
annualcash flow 4, 158, 000

= 0.08418 year

In other words, it will take less than a year for the investment cost to be recovered.
Net Present Value Analysis
Investment Cost = Php 350, 000.00

Allocated Expense = Php 2, 142, 000.00

Projected Cash Flow

Year 1 = Php 4, 158, 000.00
Year 2 = Php 4, 500, 000.00
Year 3 = Php 4, 550, 000.00
Investment Cost

(Php 350,000.00)

Add: Present Values of Cash flows at 5%

First year Php 4,158,000.00 x PV Factor .9524

Php 3,960,079.20

Second year Php 4,500,000.00 x PV Factor .9070

Php 4,081,500.00

Third year Php 4,550,000.00 x PV Factor .8638

Php 3,930,290.00

Php 11,971,869.20
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Net Present Value

Php 11,621,869.20
CHAPTER V
SUMMARY, RECOMMENDATION, AND CONCLUSION

5.1 SUMMARY
This project involves information system specifically, registration and billing system.
The goal is to make the registration and billing of Royal Residence Condominium-Dormitory
easier and more accurate. This has been done by improving their existing system through
automation of the said activities. Before, their registration and billing system is manuallyoperated and it is time-consuming.
The research covers the problem of the said business entity with regards to their
registration and billing system which can help the entity to lessen errors when it comes to
recording transactions among their tenants (College students, reviewers, transients and others)
because the entity does not have an existing information system. The proposed system would
then require less processes and human errors with the desired output of the entity.
5.3 RECOMMENDATION
Registration and Billing System is effective. However, some recommendations are
advised.
The researchers recommend further study of the system. It is believed that longer period
of research would provide more information that would let users maximize the ability of the
system.

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It is also recommended that the visual presentation of the system be improved. For
validity purposes, a good visual presentation would let the users input the correct data. This will
reduce human error.
The system covers only the registration of the tenants themselves. Registration of all
belongings, particularly those gadgets and appliances, is therefore recommended for safety
purposes.
In addition, the system is limited to cash payment only. As a result, the researchers
recommend that credit and bank transactions be included.
The researchers also recommend making an assessment of the tenants point of view
about the system. It is important to acknowledge this since Royal Residence exists because of
them.
5.3 CONCLUSION
This study aimed at improving the existing system of Royal. The results of this study
indicated both positive results and negative results. It can be concluded that the findings were
consistent with their results.
Furthermore, this study found that the registration and billing system helped the
administration and accounting department for the safe keeping of their documents.
In addition, the study also revealed some obstacles that the entity had to face when they
applied the system. These obstacles may be summarized as costly, labor force will be lessened

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and it is not free from human error. However, in the long run, the system is more preferred. This
is supported by the earlier findings.
To sum it up, elimination of manual transactions benefited the company. The proposed
system made transactions faster and more accurate. It is far more advantageous when compared
to manual transaction and the existing system by the business-Excel. Thus, introduction of
Registration and Billings System is effective and yield the expected positive results.

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