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

Under the guidance of:

Mahendra Patil(M.E) – Atharva Collage of Engineering

 Table of Contents
PROJECT PROPOSAL .............................................................................................................. 1
1. TITLE OF THE PROJECT ............................................................................................................. 3
2. INTRODUCTION ....................................................................................................................... 3
3. OBJECTIVE ................................................................................................................................ 3
4. PROJECT CATEGORY ................................................................................................................ 4
5. USE CASE SUMMARY ............................................................................................................... 5
6. 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. DATA STRUCTURES .................................................................................................................. 8
8. Entity Relationship Diagram .................................................................................................. 11
9. Data Flow Diagram ................................................................................................................ 12
10. HARDWARE SPECIFICATIONS ............................................................................................. 13
11. SOFTWARE SPECIFICATIONS .............................................................................................. 14
12. 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 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.
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 Data Type Data Size Key Constraints

Serial_No Int Not Null
Product_Type Nvarchar 60 Not Null
Product_Sub_Type Nvarchar 60 Not Null
Product_Rate Int Not Null
Product_Is_Active Nvarchar 30 Not Null

Index Type Column

PK_ProductMaster_sno clustered, unique, primary Serial_No
key located on PRIMARY

2. Bill Table

Field Name Data Type Data Size Key Constraints

Serial_No Int Not Null
Invoice_No Nvarchar 60 Not Null
CanMe Nvarchar 60 Not Null
Invoice_Date Datetime Not Null
Location Nvarchar 60 Not Null
Chalan_No Int Not Null
customer_Name Nvarchar 100 Not Null
Customer_Address1 Nvarchar 100 Not Null
Customer_Address2 Nvarchar 100 Null
Total_Amt int Not Null
Discount int Not Null
Amt_Words Nvarchar 100 Not Null
Paid_Type nvarchar 60 Not Null
Cheque_No nvarchar 60 Null
Entry_Date datetime Not Null

Index Type Column

PK_Bill_SNO clustered, unique, primary Sno
key located on PRIMARY
IX_bill_cname nonclustered located on cname
PRIMARY
IX_bill_invoiceno nonclustered, unique invoiceno
located on PRIMARY
3. BillDetails Table

Field Name Data Type Data Size Key Constraints

Serial_No Int Not Null
Bill_Sno int Not allowed Not Null
Product_Sno Nvarchar 60 Not Null
Quantity datetime Not Null
Rate Nvarchar 60 Not Null
Amount Int Not Null

Index Type Column

PK_Bill_details_SNO clustered, unique, sno
primary key located on
PRIMARY
IX_bill_details_bill_sno nonclustered located on Bill_sno
PRIMARY
IX_bill_deatils_prod_sno nonclustered, unique Prod_sno
located on PRIMARY

4. CompanyMaster Table

Field Name Data Type Data Size Key Constraints

Company_Name Nvarchar 60 Not Null
Address1 Nvarchar 100 Not Null
Address2 Nvarchar 100 Null
City Nvarchar 60 Not Null
Pin int Not Null
Telephone Nvarchar 60 Not Null
VatNo Nvarchar 60 Not Null

Index Type Column

PK_comapny_master_company_name clustered, Comapnay_name
unique, primary
key located on
PRIMARY
IX_ comapny_master_pin nonclustered pin
located on
PRIMARY

5. UserMaster Table

Field Name Data Type Data Size Key Constraints

User_Name Nvarchar 60 Not Null
User_Password Nvarchar 60 Not Null
User_Type Nvarchar 60 Null
Index Type Column
PK_user_master_user_name clustered, unique, User_Name
primary key
located on
PRIMARY
IX_ user_master_user_type nonclustered User_Type
located on
PRIMARY
8. Entity Relationship Diagram
9. Data Flow Diagram
10.HARDWARE SPECIFICATIONS

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

Data Base Server Application Server

Workstation 1 Workstation 2 Workstation 3 Workstation N

11.SOFTWARE SPECIFICATIONS

Back End SQL Server 2005

Front End Java Servlet
Operating System Windows 98/ XP

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.
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. Linking and integration of any legacy system for accounting.

2. Integration with travel agent through Web Services
3. Connection to third-party OLAP applications
4. 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.