FLY LEAF

COMPUTERIZATION OF SALES MANAGEMENT SYSTEM

(A CASE STUDY OF DAN AUDU COMMUNICATION
CENTER TALATA MAFARA)

BY

JAMILA HASSAN 1807252063

AYUBA DAUDA 1807252064

i
COMPUTERIZATION OF SALES MANAGEMENT SYSTEM
(A CASE STUDY OF DAN AUDU COMMUNICATION
CENTER TALATA MAFARA)

BY

JAMILA HASSAN
REG NO: 1807252063
AND

AYUBA DAUDA
REG NO: 1807252064

SUBMITTED TO THE DEPARTMENT OF COMPUTER SCIENCE,

SCHOOL OF SCIENCE AND TECHNOLOGY
ABDU GUSAU POLYTECHNIC TALATA MAFARA,
ZAMFARA STATE
IN PARTIAL FULFILLMENT FOR THE AWARD OF NATIONAL
DIPLOMA IN COMPUTER SCIENCE

APRIL, 2021

ii
 APPROVAL PAGE

This project have been read and approved as meeting the requirement for

the award of national diploma in computer science, Abdu Gusau polytechnic

Talata Mafara Zamfara State.

_____________________ _____________
Project Supervisor Date
Mal. Abdulaziz Garba

_____________________ _____________
Head of Department Date
Mal. Shehu Muhammad

_____________________ _____________
Project Coordinator Date
Mal. Abdulaziz Garba

iii
 DEDICATION

This research work is dedicated to the glory of Almighty Allah, and my

father and mother and our family member in general and friend who contributed

and advice toward the achievement of this research work. May God reward them

entirely Ameen.

------------------------------- --------------------------
Jamila Hassan DATE
1807252063

------------------------------- --------------------------
Ayuba Dauda DATE
1807252064

iv
 ACKNOWLEDGEMENT

We wish to express our deep gratitude to almighty Allah who has been my

sufficiency and guide we in a accomplishing this research.

My sincere thank and appreciation goes to our father and Mother for

taking my future for taking career through the period of our study may Allah

protect and guide them and reward with (Aljannah Firdausee) Ameen.

Also our special thanks goes to our supervisor and also the Head of

Department (Mallam Shehu Muhammad). For his immense contribution to the

successful completion of this research work and other lecturers of the

Department may Allah reward them Abundantly Ameen.

v
 ABSTRACT

This research focused primarily on computerization of sales management

system, in an organization for achieving long term competitiveness with the view

offering recommendation on how to improve efficiently the day to day transaction

between wholesaler and their customer. The method of the research work

include review of the existing system, interviews and references to record of

business organization with fully develop computerize marketing facilities. The aim

of this research is to solve the problems presently encountered by the

management of supermarket and to encourage staff for quick installation of

computer in the business transaction. The proposed system will be develop using

HTML, PHP and MySQL programming languages

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 TABLE OF CONTENTS
TITTLE PAGE ……………..………………………………………… i
APPROVAL PAGE ……………..…………………………………… ii
DEDICATION ……………..………………………………………… iii
ACKNOWLEDGMENT ……………..………………………………iv-v
ABSTRACT ……………..…………………………………………..vi
TABLE OF CONTENTS ………………………………………….vii-viii

CHAPTER ONE
1.1 INTRODUCTION ……………..………………………………1-2
1.2 BRIEF HISTORY OF DANDIMA SUPER MARKET ……..… 2-4
1.3 STATEMENT OF THE PROBLEM ……………..…………..… 4-6
1.4 OBJECTIVE OF THE STUDY ……………..…………….......… 6-7
1.5 SCOPE OF THE STUDY ……………..……………………… 7-8
1.6 LIMITATION OF THE STUDY …………………………………8-9

CHAPTER TWO
2.1 INTRODUCTION ……………………………………………….…10
2.1 LITERATURE REVIEW …………………………………..………12
2.2 COMPUTERIZATION………………………………………13-15
2.3 ADVANTAGE OF COMPUTERIZATION…………………15
2.4 REASONS FOR COMPUTERIZATION………………15-16
CHAPTER THREE
2.0 SYSTEM ANALYSIS …………………………………10
2.1 OUTLINE OF THE SYSTEM LIFE CIRCLE ……………12
2.2 RE – STATEMENT OF THE PROBLEM …………………13-15
2.3 ANALYSIS OF INPUT …………………………………15
2.4 ANALYSIS OF OUTPUT ………………………………15-16
2.5 SYSTEM PROCEDURE ………………………………16
2.6 FILE MAINTAINED ……………………………………17
2.7 HUMAN ELEMENT ……………………………………18

vii
CHAPTER FOUR
3.0 SYSTEM DESIGN AND IMPLEMENTATION ……………19-20
3.1 THE NEW INPUT REQUIREMENT ……………………20-23
3.2 THE NEW OUTPUT REQUIREMENT ……………………23-24
3.3 SYSTEM PROCEDURE ……………………………24-26
3.4 PROGRAM DESIGN …………………………………26-32
3.5 FILE MAINTAINED ………………………………..…32-33
3.6 HARDWARE REQUIREMENT ………………………33-35
3.7 SOFTWARE REQUIREMENT ………………………35-36
3.8 HUMAN ELEMENT …………………………………36

CHAPTER FIVE
5.1 SUMMARY
5.2 CONCLUSION
5.3 RECOMMENDATION

REFERENCES

viii
 CHAPTER ONE: GENERAL INTRODUCTION

1.1 INTRODUCTION

Information have been identified as the mainstream of business organization

generally. Organization strives to achieve certain goals for the benefit of their

owners. Such goals may be expressed in term of objective such as increasing

avenue minimizing costs and improving services. An objectives, need to be met

within various financial constrain and within the limitation of the available

resources. To meet these objectives, organization must co-ordinate its activities

using the information at this disposal.

In order to obtain information particularly I the face of the present global

economic depression there is the need introduce an “Automated information

system” i.e. (E.D.P) and electronic data processing devices such as computer,

fax machine and other data transmission devices that will handle information

requirement and information utilization. From the complete manual oriented

aspect of information processing to the technologically aspect, which will aid

information dissemination into the various level of management which need for

day – to – day running and planning of business toward the achievement of the

organizational goals.

On this premise manual processing of data as widely known and adopted would

never and an never produce the much needed information for the above

demands.

1
1.2 BRIEF HISTORY OF DAN AUDU COMMUNICATION CENTER

Dan Audu Communication Center is located at Sabon fegi area talata mafara

was established in 2007 with sole aim of sales and distribution of material such

as phones, chargers, accessories. e.t.c .

1.3 STATEMENT OF THE PROBLEM

Like most super market, the mode of running in Dan Audu Communication

Center is manual with slight exception where electronic calculators are used.

Despite prudent management of financial and material resource a likes, the

organization inevitably has been facing the following problems:

1. TIMING: some information are less time critical than others. Ina situation

where by transaction takes place virtually all the time i.e. as a customer

collect the goods.

The timing requirement for information will have considerably bearing on

the methods and requirement need to provide it, and in this case manual.

2. SIZE: the method of providing information will largely depend on the size

of the organization in a small organization a single person may be able to

have the time to produce all the information required but as the volume of

the business increase more people and aids in the form of calculator and

buying size of computer depending on the size of the business activities

should be involved.

3. LINK BETWEEN APPLICATION: were data is needed between more

than one information requirement, a different method of processing it may

be suggested. For example an items sold may not only need to be used in

2
 the production of the invoice but also needed to amen the record stock

position. A manual system will require separate operation to satisfy the

requirement where as a computer system would include the automatic use

of data in both applications. This ability of computer system to perform a

variety of processing operation on a single ‘pool’ of data contrast sharply

with manual system. In the manual system data being used by one

individual becomes accessible to another individual.

4. ACCURACY: when dealing with few items an individual could provide

accurate needed information with little aid such as calculators. But as the

transaction increase involve more peoples and sophisticated aid is the

guarantee for accurate and timely information

5. SPEED: just like the case of accuracy an individual can do few thing with

little aid in not time. But when volume of the work increase more peoples

with a corresponding aid is needed to get a lot information on time. In view

of these, there is needed for the management to save the organization

from total collapse. That is why presently the management of the

organization is considering the introduction of the computer to assist in the

running of some vital operation. It’s against this background, the

researcher intended to carry out a study of computerization of sale

management system, a case study of Dan Audu Communication Center.

1.4 OBJECTIVE OF THE STUDY

The objective of this study is to computerize sales of Dan Audu

Communication Center to enhance that mode of operation of the organization.

3
We believed this would put the organization in a viable state with other leading

computerized super market in the business world.

SPECIALLY THE STUDY ASSIST IN;

a. Determining properly accurately the daily sales, figure for timely forecast.

b. Eliminating all forms of errors resulting from sales and stock, which will

eventually head to improve service and income.

c. Identifying and eliminating fraud for immediately action against further

occurrence

d. Ascertaining actual stock position and identifying the slow, fast, seasonal

and non seasonal of product movement as an aid for planning and

forecast.

e. Monitory credit sale/repayment

f. Facilitating planning, control ad forecast for the managers and

management.

1.5 SCOPE OF THE STUDY

As earlier mentioned manual processing as widely known and

adopted is now becoming obsolete, inefficient and ineffective in the face of

the current global information revolution in business imperatives to have at

her disposal timely, up – to – date, accurate and reliable information. To

achieve this effective information processing system consisting of

computer, facsimiles, telephone e.t.c. would be required for the success of

the entire process of timely information processing communication

dissemination storage and accessed. The study was designed to provide

4
 this organization with the necessary information and material i.e.

equipment it take to set the organization on its proposed firm footing.

1.6 LIMITATION OF THE STUDY

As a result of manual operation there are many problem facing Dan Audu

Communication Center in all its department this problems are as follows:

a. The administrative and personnel department.

b. The store and warehouse

c. The account department

d. The purchasing and supply department.

But the problem facing sales department are outstanding that is

why presently the management is having more interest in computerization

of it’s sale management system.

This research is there fore limited to computerization of sales units of Dan Audu

Communication Center. The system can however be apply to others sales

department in related organization. However, in the area of a programming due

to time and cost, we only limit ourselves in updating master file and transaction

file together with the credit control monitoring.

5
 CHAPTER TWO

LITERATURE REVIEW

2.1 INTRODUCTION

A lot of research has been done by other researchers on computerization of

inventory management, what I have minded is the computerization of sales

management system which is also similar to inventory management but strictly

on the sales.

When you think about a computer and what is does, you of course think that it

well computes. And this is indeed one part of its job. Computing is really another

term for “information transformation” changing information from one form to

another. The computer spends a goodly amount of its time doing exactly this:

Performing mathematical operations (changing numbers into other numbers) and

transacting information from one form to another. One special form of information

the computers processes is its instruction, these are the commands that

programmers give the computer to tell it what to do. Every time you do anything

with a computer you are really taking to a program, which is talking to the

computer. Automation is having a remarkable impact on the world of work. The

banking and educational sector are such sectors that have experienced such

tremendous change in terms of computerization. The phenomenon is due to both

technological developments and the emergence of a wide range of ideas on how

to these machine can be used.

The following is a review on the effect of bank automation on the production

industry and the public. Articles produced for a symposium on “Education

6
Information Transfer” provide result in the systems impact on society. It relayed

that the every competitive nature of the banking system has encouraged the

banned to invest in new EIT technologies as a means of capturing data and

transferring information.

Another article described how the computer has made banking less stressed by

introducing home banking. This system has been in use since 1974, it stated that

such services will become profitable if sufficient is volume is reached. For this

reason a number of banks have been developed spread purpose communication

terminal for home banking.

M. DERTOUZOS AND I. MOSES, EDS (2002) Stressed on how computer

improves the efficiency and safety of our financial institutions, where computer

are doing work once done by people, but doing it faster and cheaper.

Franklin. P.G and Weyuker, E.J. (2005) inventory systems range from very

basic to quite sophisticated depending on the resource available to and the

needs of an agency. A very basic inventory might consist of manual records,

such as paper files of activities or a card system, to maintain the system. Each

agency should consider several factors before making a selection between one

of the many computer programmes available.

Agency Requirement

Availability of trained staff to support the system and keep it current improved

accuracy and production with the use of laptop computers for field operations,

when selecting an inventory system the following issues should be addressed.

Does the system match selected data element? Are all data elements recorded?

7
Is there understanding of the basic features of a software program as compared

to data elements? Do the hardware and software requirement of computer

programs match the existing the existing computer system? Have user support

and references been reviewed? What does the initial cost include? Is there

maintenance cost with the programmed? Software that provides basic inventory

features has been developed and is available at minimal cost of supplement to a

sign management system.

THOMAS W. MADRON (2002). Stated that “the inventory system can be used

for many activities” It can identify signs for replacement based on criteria such as

age or conditions. Recording and evaluating maintenance and replacement

history can help an agency to identify high vandalism areas or sign locations with

visibility or operations deficiencies. In additions, planning and budgeting for sign

replacement or expansion of new development areas in much easier to

accomplish with inventory records identifying existing signs and required

maintenance activities, a sign inventory can be used to manage personal and

maximize production by combining work orders and scheduling routing

maintenance activities. The system can track responses to request and planning

resulting in an improved level.

ANTHONY SAMPSON (2006): Wrote on automation and its implications. It

stated that while the essential function of banking borrowing and landing has not

changed since biblical times, the scope has obviously expanded tremendously. It

is of the view that this expansion would not have been possible without

computers and communications. The high volume and speed of processing of

8
cheque and diversity of banking service would have been unthinkable. Finally,

the speed with international commerce takes place today could not happen

without an international banking system to match. These all was the creation of

computer and communication.

STANLEY ROTHMAN AND CHARLES MOSMAN (2006): In their book deal on

how the bank of America has recently made it possible for their customers with

PC’s and MODERMS to do some of their banking at home.

The customers can use their PC’s to pay bills transfer funds between accounts

and obtain an up to date statement of accounts at anything.

ABARA U.U. (2004): Dealt on the different types of banking and the use of

computer for their different purpose. For instance, international banking needs

computer to handle leading, collection, exchange rates for different current lies,

wire transfer of funds an foreign remittances. In cooperate banking, computers

are needed to handle computation for the financing of leases , the extension of

credit checking, direct deposit cheques, reconciliation and corporate cash

management where the service of banks computers are required to provide

accounting and control. It also dealt on relation banking, where the passbook

have been replaced by statement saving accounts.

It is of the opinion that automation in banking institution is still confidence in the

customers of the institution and the banks computers in dealing with their

numerous problems.

9
2.2 COMPUTERIZATION

The definition of computerization involved the process of taking activities

or tasks not previously done on the computer and shutting than to being done

on the computer

Computerization can be defined as sequences or procedure of instrument

guiding computer on logical step follow to accomplish as specific tasks.

The program is written in my SQL/HTML and PHP Programming languages.

2.2.1 STEPS INVOLVED IN COMPUTERIZATION.

i. Analysis

ii. Design

iii. Feasibility study

iv. Investigation and fact findings

v. Implementation

vi. Maintenance and evaluation.

vii. Preliminary study

viii. programming

1. Analysis: is carefully study or something to learn its part what they do and

how they are related to each other’s it involved ordering and

understanding data collection in the previous stage drawing on a

combination of used research technological possibilities and the business

opportunities, designers create concept (ideas) for a new software,

product, services or system.

10
2. Design: is the core activities in design and it’s above the suggesting the

ideas for matting the requirement. Mach Retting (1994) suggests that to

get a good ideas. These activities can be broken up to two sub actives

namely conceptual design and physical design. System design process

partition the requirement to either hardware or software.

3. Feasibility study: is to perform cost benefit-Analysis the cost of the

propose project or system is estimated, which may involve new hardware

as well as software and compared with cost of likely saving this

comparison then determine whether the project goes ahead or not.

Feasibility study is like preliminary study. It take place before anything

also done it will determine whether the system is unnecessary too

expensive or too risky.

4. Investigation and fact finding: is a research undertaking to support the

strategies design and development of system or product. Research is

investigation process employed to increase or revise current knowledge

by covering new fact. it is the process or identifying what exist and what is

wanted so as to produce requirement. The techniques of investigation are

observation, interview, and questionnaires.

5. Implementation: During this stage the software design is realized as a set

of programmer or modules, unity involved verifying that each unity meet it

is specification.

6. Maintenance and evaluation: is the any effort that is put in to a pieces

software after it has been written and put in to operation. Maintenance

11
 and evaluation involves the reapplication of each of the preceding

activities or existing software. The reapplication may be required to

correct an error in the original software.

There are two types of maintenance

i. Remedial maintenance

ii. Adaptive maintenance

7. Preliminary study: before anything else done preliminary study establish

whether or not the project is to process. What is the function of the

project? And it’s also research to the particular area on a particular project

early its development.

iii. Programming: The details design are coveting in to instruction

written in the programming languages. There may be a choice of

programming languages from which one must be selected, the

product is code.

2.2.2 REASONS FOR COMPUTERIZATION

i. To aid decision making during computerization

ii. To control the processing activities in the organization.

iii. To reduce the high cost of materials used by the management of the

organization.

iv. To keep data safely and foe easy retrieval.

v. To improve speed of work, to reduce inaccuracy and improve flexibility.

vi. To improve record keeping system.

12
2.3 MANAGEMENT INFORMATION SYSTEM (MIS)

A management information system is a term simply, is a system of providing and

communicating information which will enable to do their job. Since management

most has information, there will only organization. Our concern, however, is well

how good or bat such system are, and whether there are only theoretical ‘rules’

‘low’ or principles’ which can be applied to improve the quality of information

provided at an acceptable cost.

Management should try to design the management information system for

their enterprises with care if their allow the (MIS) to develop without any formal

planning, the MIS will almost certainly be in officiated because data will be often

and the processed in a random and disorganize way and the communication will

also be random and hit – and-miss also be without formal planning and design at

the MIS.

2.4 DATABASE

Database is a physical collection of data. That must be stored on direct-access

devices like magnetic disk. However, well-managed installation creates backup

copies of the database on the offline storage media such as magnetic, tapes.

The hardware, then consists of the secondary storage volumes such as disk,

tapes etc.

On which the database resides, together with the associated devices, control,

channels, and so forth. The security measures are extremely important in a

13
database environment, since many departments and application programs may

be dependent on single, centralized database.

2.5 DATABASE MANAGEMENT SYSTEM (DBMS)

At one time database programs, or database management system (DBMS) as

they are often called, we restricted to mainframe computer because of the large

memory requirement demanded of such application. Currently, however, even

personal business micro-computers have sufficient memory (8 megabytes –

roughly 4 million characters or storage is common) and baking storage capacity

to make such application not only feasible but also extremely powerful.

These programs allow files, comprising collection of record to be create, modifies

searched and printed.

Here are just a few example of data base application.

i. Names and address of possible customers for a main order firm.

ii. Details of the employees at a large firm.

iii. List of people on the electro register for a certain region.

14
 CHAPTER THREE

RESEARCH METHODLOGY

3.1 INTRODUCTION

Research methodology is a collective term for the structural process of

conducting research. There are many different methodologies used in various

types of research design data gathering and data analysis. Research

methodologies can be quantities (for example, measuring the number of times

someone does not something under certain conditions) or qualitative (for

example, asking people how they feel about a certain situation). Ideally

comprehensive research should try to incorporate both qualities and quantities

methodology but this is not always possible, usually due to time and financial

constraints.

3.2 DATA COLLECTION AND SYSTEM ANALYSIS

3.2.1 DATA COLLECTION: Data collection is a term used to describe a

process of preparing and collecting data for examples as part of a process

improvement or similar projects. The purpose of data collection is to obtain

information to keep on record, to make decision about important issues, to pass

information on to others. Primarily, data are collected to provide information

regarding a specific topic.

3.2.2 SYSTEM ANALYSIS

System analysis is the description of the existing system and the objective of the

proposed system should lead to “FULL SPECIFICATION OF THE USERS

REQUIREMENT”.

15
 It is necessary to show by diagram with brief description from up –

to – down of the whole procedures, which is called system life circle.

Standard procedures in the computerization of system.

3.2.3 THE SYSTEM LIFE CIRCLE

PRELIMINARY SURVEY/ STUDY

FEASIBILITY STUDY

INVESTIGATION AND FACT RECORDING

ANALYSIS

DESIGN

IMPLEMENTATION
MAINTENANCE AND REVIEW
1. PRELIMINARY SURVEY/ STUDY

The purpose of this study is to establish whether there is need for the new

system and if, to specify the objectives of the system.

2. FEASIBILITY STUDY

The purpose of this study is to investigate the project department to be

able to provide information which either justifiers the development of the

new system show why the project should not continue. The finding of the

feasibility study are presented to management inform of report which will

make appropriate recommendation. If the report fins in favour of the

project the senior management may decide to proceed to the next stage.

3. INVESTIGATION AND FACT RECORDING

It is this stage a detail study is conducted. The study is for more detailed
and comprehensive than the feasibility study the purpose is to fully

16
 understand the existing system and to identify the basic information
requirement.
4. ANALYSIS

This is the full description of the existing system and of the objective of the

propose system should lead to a full specification of the user requirement.

The requirement specification can be examined and approved before

system design is embarked upon. Greater attention is usually placed in

this stage to eliminate errors which could be very costly when discovered

beyond this stages.

5. DESIGN

This may lead to number of possible alternative designs. For examples,

different combination of manual and computerized element may be

considered. Once one alternative has been selected. The purpose of the

design stage is to work from the requirement specification to produce a

system specification. The system specification will be detail set of

document. Which provide detail of all the features of the system.

6. IMPLEMENTATION.

This involves following the detail set out in the system specification. The

two particularly important tasks are: programming and staffing.

It is worth observing in that, the programming tasks HAVE THEIR LIFE

CIRCLE in the form of various stage of programming i.e. analysis and

design occur at many different levels.

17
7. MAINTENANCE AND REVIEW

Once a system is implemented and in full operation. It is examined to see

if it has met the objective set out in the original specification. Unforeseen

problem may need to be over come and that may involve returning to

earlier stage in the cycle to take corrective action from time – to – time, the

requirement of the organization will change, and the system will have to

be examined to see if it can cope with the changes.

3.3 RE – STATEMENT OF THE PROBLEMS

The researcher, intended to carry out the study of computerization of sales

management system to deal or eliminate the following problems:

1. TIMING: Some information requirement are less time critically than other. I

a situation where by the transaction take place vertically at all time like

Dan Audu Communication Center. The timing requirement for information

is having considerably bearing on the method and equipment presently

use and there is need for computer.

2. SIZE: The Method of providing information will largely depend on the size

of the organization in a small organization. A single person may be able to

have the time to produce all the information required. But at the volume of

business increase i.e. present state of Dan Audu Communication Center

more peoples and such as computer is highly required to cope with

present volume of work.

3. LINK BETWEEN APPLICATIONS: Where data is needed for more than

one information requirement, a different method of processing may be

18
 suggested. For example, an items sold may not only need to be in the

production of invoice but also needed to amend the record stock position.

The result of this is needed promptly if the organization want to be update

on time. Manual process will never meet up this expectation except

computer system for it’s ability to perform a variety of processing operation

of single “pool” of data contrast sharply with manual system being in used

in Dan Audu Communication Center.

4. ACCURACY: When dealing with few items, an individual could provide

accurate need information with little aid such as calculator. But as the

transaction increases in volume i.e. like Dan Audu Communication Center,

sophisticated aid like the computer which is in progress in the only

guarantee for accurate and time information.

3.4 ANALYSIS OF INPUT.

The input field used in the current system discovered in the course of this

study are as follows:

1. Customer code number

2. customer name
3. customer address
4. types of customer
5. product name
6. product type
7. product unit price
8. date of transaction
9. Clerk signature.

19
 NAMED AS APPENDIX A

These input fields are recorded on a ledger and the corresponding data are

placed against them.

3.5 ANALYSIS OF OUTPUT

The following manual method represent the organization output field

designed for the receipt structure.

1. Data of Transaction

2. Customer Name

3. Customer Code Number.

4. Type of customer

5. Product Name

6. Product Type

7. Quantity Purchase

8. Product Unit Price

9. Clerk Signature

10. Customer Signature

NAMED AS APPENDIX B

3.6 SYSTEM PROCEDURE

The procedure or system of attending to customer in Dan Audu

Communication Center is usually seen when customer standing in form of

the cashier with their purchase product waiting to attend to as the cashier

raised for each of the anxious customer after payment. At the exist, based

on security personnel, who examined the receipt issue to the customer.

20
 This is to ascertain that all product was actually receipt and the recorded

with evidence of the attach receipt. All these existing procedures were

discovered during the research.

3.7 FILE MAINTENANCE

There are three types of file maintained in the existing system. These file

include the following:

1. General sales ledger file

2. Stock control ledger file

3. Credit customer ledger file

THE GENERAL SALES LEDGER FILE

This contained of where all the dillies, weekly, Monthly, Quarterly and

annually, transaction are recorded. These file served main purpose in that, the

fact there are also extracted by the management for planning purposes.

THE STOCK CONTROL LEDGER FILE

This is the file which contain the quantity in the stock and the quantity

issued and balance.

THE CREDIT CUSTOMER LEDGER FILE

This file (Card) contains the name of al organization credit customer and

their credit limit written on them.

The above listed file are the maintain in Dan Audu Communication Center

at the course of this study.

21
 3.8 HUMAN ELEMENT

The sales activities in Dan Audu Communication Center is undertaking by

the following personnel’s:

1. The duty supervisors

2. The shifting cashier

3. The personnel Security

THE DUTY OF SUPERVISORS:

1. This supervises the activities especially when there is customers

complain.

2. He/She sport check the cashiers on duty

3. Oversees the duty of security.

THE CASHIER

1. This issues the sales receipt for the purchased product

2. Ascertain that customer payment tally with product purchased.

3. Deposit the organizations monies into the bank

THE SECURITY PERSONNEL

They undertake the security duties in the organization by cross – checking

the product purchased against the receipt issued.

22
 CHAPTER FOUR

SYSTEM DESIGN AND IMPLEMENTATION

4.0 SYSTEM DESIGN

The system design involve the development of a new system which

consist of the clerical and the computer procedures that will effectively carry out

the system requirement set down by the organization.

While implementation deals with how the system would be installed for

onward used. However, this is the stage where by the overall existing system will

be change and can be converted into the system development. This is known as

CHANGE OVER PROCEDURE. That is used to carry out the new system with

the regard to the system specification else the criteria for achieving the

organizational goals.

Furthermore, all document store in a current system will be transferred to

the new system the is being use in the organizations.

The following are the procedures involve in change over procedure

(system).

1. Document must be entered into the new system

2. Information that are stored in files and files jacked will be transferred to the
storage media of the new system developed i.e. hard disk, diskette,
magnetic tapes.
3. Data that are necessary will be validated and varied in order to check if

correlates with standard.

4. Production of total by adding machine.

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 5. Transcription of all standard data (such as amount number, customer

address). To special input document design for easy data entry.

6. Insertion of all new data require on to input documents e.g. account

number where won where used previously.

7. Data is then used as input to a “filecreqating run” specially written

computer program (data base program) procedures.

The master record required format.

8. Printing out file for comparison with old file.

9. Printing out of control total agreement with pre – list.

4.2 THE NEW INPUT REQUIREMENT

CUSTOMER (MASTER) FILE STRUCTURE

S/N FIELD NAME VARIABLE FIELD TYPE WIDTH

1. Customer Number Customer Number Numeric 4

2. Customer Name Customer Name Character 20

3. Customer Address Customer Address Character 15

4. Customer Occupation Customer Occupation Character 10

5. Customer Bank Customer Bank Character 12

6. Customer Acct. No. Customer Acct. No. Numeric 10

The Organization record should be index and assess randomly since data

base are in process of all facilities. means while the index file organization is a

process whereby record are arrange or to stored into a file one after the other,

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 and can be identified by using the assigned index number. Such as number is

called a KEY FIELD. The skeletal structure of the field is show in appendix A.

PRODUCT (MASTER) FILE (FIELD ITEMS)

1. Product Number

2. Product Brand Name

3. Product Name

PRODUCT FILE STRUCTURE

S/N FIELD NAME VARIABLE FIELD TYPE WIDTH

1. Product Number Product Number Numeric 4

2. Product Name Product Name Character 15

3. Brand Name Brand Name Character 15

The file organization of the product file shall be index and also structured

as show in appendix B.

THE TRANSACTION FILE (FIELD ITEMS)

1. Customer Name
2. Customer phone no
3. Product name
4. Product category
5. Unit Price
6. Quantity
7. Total Cost
8. Date

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 THE TRANSACTION FILE STRUCTURE

S/N FIELD NAME VARIABLE FIELD TYPE LENGHT

1. Customer Name cn VARCHAR 40

2. Customer phone no cp VARCHAR 20

3. Product Name pn VARCHAR 30

4. Product Category pc VARCHAR 20

5. Unit Price up int 30

6. Quantity qt int 20

7. Total Cost total int 30

8. Date date date 20

The transaction file shall be random and the advantage inherent is that the

access of record is very fast. The skeletal structure of this transaction is shown in

appendix C

4.3 THE NEW OUTPUT REQUIREMENT

There are three outputs to be generated by the system as show in report

menu.

Ist report

Dan Audu Communication center TALATA MAFARA

DATE PRODUCT NUMBER PRODUCT NAME QUANTITY PRICE TOTAL

COST

XXXX XX NNNNNNN XXXX N,NNNN NNNNN NNNNN

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XXXX XX NNNNNNN XXXX N,NNNN NNNNN NNNNN

TOTAL SALES PER DAY: TOTAL N,NNNN NNNNNN

COMMENT
1. This report will be used to monitor daily cash and credit sales to various

customers.

2. It will be used to monitor customer credit limit.

3. To monitor the frequent of product sales so as to avoid or reduce the stock

of slow items and concentration more on the fast moving once.

4.4 SYSTEM PROCEDURE

This is entire that unified the process, which link every thing

together to produce the desired output. However, this will involve the

entire computer and clerical, procedure and it start from the input and end

with the distribution of out put.

THE NEW SYSTEM PROCEDURE

The procedures that will used in new computerized system is going

to be a modern procedure, that is when the customer take all the items

he/she needed to brought them forward to the system operator (cashier)

who is in charge of the system. Then the cashier will make used of input

field, which has been mentioned earlier, and entire that field into the

system.

However, the programme will be run so as to display the prices of

the relevant items and the overall amount of the item purchased. Then

27
 he/she will now input the amount as collected from the customer which the

computer has earlier display in order to issue a command to the system so

as to procedure an output copy receipt to the customer.

More over, after all these information has been gathering, it will

transfer to the master record (files) already created in the system. At the

end of the day transaction. The system will produce the sum total of the

overall sale transaction for the validation with the cash at hand.

However, since the system is a network system this is a system

where by several computer are linked together with the central host

computer for information dissemination to the department concerned

where as the (HOST COMPUTER) has access to all the system in the

organization, it will access the information for daily, weekly, monthly, or

annually when the necessity arises for future plana projection.

Nevertheless, in case of credit customer, with certain credit limited

of that particular customer, the system operator will input the custo9mer

code number so as to retrieved the customer file to check the credit limit.

The customer has to buy an items amount within his credit limit store in his

file otherwise he/she pay cash amount for the difference as a result of

customer purchases. See details for the procedural chart in Appendix D.

4.5 PROGRAMME DESIGN

The program design in this chapter, is the step – by – step way of which

the program is coded. That is the algorism of the program. The real compatible

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program design written in data base programming will be seen in Appendix “E”

for more detail.

However, the steps involve in the program design are as follows:

1. PROCEDURE PURPOSE

 Display the purpose for which the program is base upon.

 Begin

 Clear the screen

 Gives the screen background

 Display the names of the researcher and the supervisor in

change

 Delay for some seconds with sound and later continue.

 End

2. PROCEDURE PASSWORD

 This is the security display screen

 Initialize variable to use

 Begin

 Clear the screen

 Gives screen background

 Display “Enter Password” you have chance to retry

 Give the use up – to three chances to get to correct password.

 If at the third attempt the user could not get the right password it

display “ UNAUTHORIZED ACCESS “, you have no access to this

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3. PROCEDURE: OPENING MESSAGE

 This gives a welcome message to the super market

 Begin

 Clear the screen

 Display “ welcome to DAN AUDU COMMUNICATION CENTER

TALATA MAFARA

 Display press any key to continue

 End

4. PROCEDURE: MODIFY RECORDS

 This is used for editing customer records.

 Initialize variable

 Clear the screen

 Allow the user to type in customer record number of the

customer’s record to be modified.

 Search for the customer record number in the existing record.

 If found, display the record on the screen

 Allow the user to enter the new record

 If no found, display ‘customer record number not found”

 Asks whether the user has more record to modify

 If the reply is yes, allows the user to enter the customer record

number of the record, otherwise goes back to the operation menu.

 End

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 5. PROCEDURE; REPORT MENU

 This generate different report

 Initialize variable to use

 Clear the screen

 Display do you want report base on:

1. customer name and record number

2. customer address and occupation

3. customer bank and account number

4. product brand name and number

5. product quantity and price

6. exit

 Allow the user to enter his choice

ON SELECTING 1

 Clear the screen

 Display heading

 Display enter customer name and number

 Check to ensure that the name and the number existing the record

 If it exist, display do you want to:

1. Write report to a file

2. print report

3. exist

 on selecting 1 generate report to a file

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  On selecting 2 displays insert paper in the printer and press enter

when ready.

 On selecting 3 return to the report menu

 End

ON SELECTING 2

 Clear the screen

 Display enter customer address and occupation

 Check to ensure that is exist in the record

 If exist display do you want to:

1. Write report to file

2. print report

3. Exist.

 On selecting 1 generate report to a file

 On selecting 2 display insert paper in the printer and press when

ready

 On selecting 3 return to the report menu

 End

ON SELECTING 3

 Clear the screen

 Display enter customer bank and account number

 Search for it the existing record.

 If it exist, do you want to?

1. write report to a file

32
 2. print report

3. exist

 on selecting 1 or 2 executed the relevant sub – program or exit to

the report menu on selecting 3

 End

ON SELECTING 4

 Clear the screen

 Display enter product brand name and number

 Search for it in the existing record

 If it exist display to you want to:

1. write report to file

2. print report

3. exist

 on selecting 1 or 2 execute the relevant sub – program or to exist

the report menu on selecting 3

 end

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ON SELECTING 5

 Clear the screen

 Display enter customer address and occupation

 Check to ensure that is exist in the record

 If exist display do you want to:

1. Write report to file

2. print report

3. Exist.

 On selecting 1 or 2 execute the relevant sub – program or exist to

the report menu on selecting 3.

 End

ON SELECTING 6

 Clear the screen

 Goes back to the menu

 End

4.6 FILE MAINTAINED

In the new computerized system. The new file to be maintained which will

create an effective manipulation and the processing of data in the super market

are as follows:

1. MASTER FILES: this are file that contain all the permanent record of the

organization through which the other files are been referenced for relevant

information.

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 2. TRANSACTION FILES: This is the file that entails all the day – to – day

transaction taking place in the organization and it is updated with

referenced to the master files.

3. REFERENCE FILES: This is the file that is used to verify and validate

through the transaction file before document is raised e.g. price list, new

item.

All these file shall be in the system except back – up file be kept externally

and separately in the fire – proof, in case of energy like fire out break.

4.7 HARDWARE REQUIREMENT

The hardware component of the computer are the physical component of

computer, which you can see and carry from one place to another are known as

hardware component.

And they in different capacity depend on the purpose of their usage.

These components are as follows:

1. Model Name: Hewlett Packard

2. Processor 80486d*/66mhz upward

3. I.D.E

4. Enhance keyboard (102 key)

5. Hard disk drive (H.D.D) 540mb.

6. 4MB Ram = Base Memory

7. Floppy disk drive (F.D.D) (28) Double (Twin) 3.5 and 5. 25.

8. Logitech Mouse

35
 9. Super video graphics adapter (S.V.G.A) doured monitor

10. Communication port (serial or paralled)

11. Laser Jet Printer Hp4l

However, the above component will be found more effective for the

manipulation and processing of data

And the printer to be used shall be a laser jet printer for more effective, in

term of printing document and wide paper acceptability.

THESE ARE REASON

i. Enough Memory to store data base

ii. Colours screen to display output in real mode

iii. Keyboard for imputing

iv. Fast processor

v. To link b/w office via telephone lines

4.8 SOFTWARE REQUIREMENT

Software component are the computer system that you cannot see your

nick ness eye and they can perform a set of logical instruction initiates an action

or operation in a computer system.

The software of this project are as follows:

A. SYSTEM SOFTWARE: System software is a link between the user and

the entire system in term of communication this comprises the following:

1. Operating system e.g. MSDOS, WINDOW E.T.C

2. Operating environment i.e. set – up program

36
 3. Translator data base compiler and interpreter.

B. APPLICATION SOFTWARE: This is a set of program designed by an

authorized software body for computer use to avoid their operation.

The application software required in this system database management

system (DBMS) which will be used by the data administrator to design the

system and constructed the database

THESE ARE THE REASON

1. It’s very simples to used particularly for training purposes.

2. It’s English oriented

3. it posses query facilities

4. it can run on variety of computer

4.9 HUMAN ELEMENT

In this system, there is need for computer operator who has

attended some months training or a certificate programme in computer so

as to have an effective data manipulation. An analysis or a programmer is

also needed so as to debug and test the program, which he/she has

designed in order to see if it meets the requirement specification of the

organization. However, the operator is need to attend seminars, and

consulting books, newspapers, expert magazine, e.t.c. in order to get

more knowledge capability.

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 CHAPTER FIVE

SUMMARY, CONCLUSION AND RECOMMENDATION

5.1 SUMMARY

In summary, this project research is made up of four chapters, this chapter one

contain the historical background of Dan Audu Communication Center Talata

Mafara. The problem of the study, objectives, scope and the limitation of the

study.

However, chapter two went further to analyze the existing system by it input and

output data used in the system, together with the system procedure. Files

maintained and human element involved.

Moreover in the chapter three, this research work proceeded to the system

design and implementation with new input and output requirement together with

the system procedure program design and file to be maintained hardware and

software requirement and lastly human element.

Finally chapter four which deals with the cost and benefit analysis,

summary/ conclusion and recommendation.

5.2 CONCLUSION AND RECOMMENDATION

From what we learned in cost of writing this research work especially, on the cost

and benefit of the new system, over the traditional method, it is highly

recommended to management of Dan Audu Communication Center and other

related organization as well as to computerize sale management as a model for

other unit in order to derive all round benefit for the organization as a whole.

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Bastiat, F. (1850). Economic Harmonies. W. Hayden Boyers, trans. George
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