pharmacuticals

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COMPUTERIZINGPHARMACEUTICALCOMPANYINVENTORY MANAGEMENT, BILLING AND CUSTOMER REGISTRATION

1. INTRODUCTION

To globalize business it is very necessary to first computerize our existingbusiness. My project is the first step towards computerizing a pharmaceuticals

company. My project is basically desktop application which maintains therecords for all the customers in which company is dealing. Customer can be

retailer or wholesaler. Besides the billing process inventory is also beingmanaged along with the reorder condition. Special provisions of discounts for

various users are also included. Discount depends on the type of customer.

Registered customer is charged for their registration for which they are givensome special discounts. Doctors who give references are also given some

commission.

A firm named PHARM CELL has decided to develop this project. The aim ofthe firm is to computerize the firm so that everything can be managed by them

even if the opener is not present. They are basically aiming at maintaining the

inventory of the medicine. Along with that bill for various customers - generaldaily customer or hospitals or suppliers is generated accordingly. Commissionis also given to doctors who refer clients this PHARM CELL. To attract

customers we have added special offer for customers who register them with

this firm @ Rs.100 for three months. These registered customers are given aunique id on the basis of which they are given special bonus discount.

.

1.1 OBJECTIVE:With the invention of computers everything has changed. Even small

businesses are changing their business style from traditional ways to modernways. PHARM CELL has also taken a big step with the continuous changing

technology.

This project is also developed after keeping all these factors in mind. Itprovides the complete environments:

For user registration.Stock maintenance (i.e. addition, display , delete and modifications

)by super user only.

Reporting.

Billing.

Ledger postings

Special discounts for various type of customers.

Reorder level for a particular stock.

Special doctors commission.

Approval for authentication at each step.

Feedback and FAQsIt includes various validations to get the correct data from the user and put it

in a right place. This project is a portal for computerizing a medicine cell

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named PHARM CELL. The addition of clients / billing and list maintenance

was done from a long time manually and it required manual interruption but

our project is apart from this factor.

AIMAND GOALSTO BE ACHIEVED

Provide accuracy.

Reduce redundancy of data. Conserve data safely.

Online business expansion.

Reduce time in transactions.

To reduce time and cost.

To maintain session at login and logout time of the clients.

To provide computer based system to overcome

shortfalls in current manual system. Creating a login mechanism, which should be based on the role of

the user in the organization. Report display of account statements.

Re-ordering of particular item.

Roles and Responsibilities of administrator

Allow the administrator ( controller of the enterprise ) toApprove (If valid) / reject (in case of any disperencies) the

request for the form that has been filled by the clients.

Provide clients with login-id and password in the case ofapproval of registration form.

Saving clients details in database.

Facilitating the administrator to view clients list.

Allowing administrator to add doctors/medicine ifneeded in future.

Administrator can add new records by selecting category

appropriately or can modify existing records such as he canmodify the stock entered for the item etc.

Category / code wise display of the items

Reports for all types are also available.

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2. TECHNOLOGIES USED

Its being a Desktop Application Project following languages are used:

2.1 FRONT-END

VISUAL BASIC is a high level programming language which evolvedfrom the earlier DOS version called BASIC. BASIC means Beginners'

All-purpose Symbolic Instruction Code. It is a very easy programming

language to learn. The code looks a lot like English Language. Differentsoftware companies produced different versions of BASIC, such as

Microsoft QBASIC, QUICKBASIC, GWBASIC, and IBM BASICA and

so on. However, people prefer to use Microsoft Visual Basic today, as it isa well developed programming language and supporting resources are

available everywhere. Now, there are many versions of VB exist in themarket, the most popular one and still widely used by many VBprogrammers is none other than Visual Basic 6. We also have VB.net,

VB2005, VB2008 and the latest VB2010. Both Vb2008 and VB2010 are

fully object oriented programming (OOP) language. VISUAL BASIC is a

VISUAL and events driven Programming Language. These are the maindivergence from the old BASIC. In BASIC, programming is done in a

text-only environment and the program is executed sequentially. In VB,

programming is done in a graphical environment. In the old BASIC, youhave to write program code for each graphical object you wish to display

it on screen, including its position and its color. However, In VB, you just

need to drag and drop any graphical object anywhere on the form, and youcan change its color any time using the properties windows. On the other

hand, because the user may click on certain object randomly, so each

object has to be programmed independently to be able to response to those

actions (events). Therefore, a VB Program is made up of manysubprograms, each has its own program code, and each can be executed

independently and at the same time each can be linked together in one way

or another.

2.2 BACK-END

SQL Server 2005 (codenamed Yukon), released in October 2005, is the

successor to SQL Server 2000. 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.

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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; Common Language

Runtime (CLR) integration was a main features with this edition, enabling

one to write SQL code as Managed Code by the CLR. 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 TDS packets encapsulated within SOAP

(protocol) requests. When the data is accessed over web services, results

are returned as XML.

For relational data, T-SQL has been augmented with error handlingfeatures (try/catch) and support for recursive queries with CTEs (Common

Table Expressions). SQL Server 2005 has also been enhanced with new

indexing algorithms, syntax and better error recovery systems. Data pages

are checksummed for better error resiliency, and optimistic concurrency

support has been added for better performance. Permissions and access

control have been made more granular and the query processor handles

concurrent execution of queries in a more efficient way. Partitions on

tables and indexes are supported natively, so scaling out a database onto

a cluster is easier. SQL CLR was introduced with SQL Server 2005 to let

it integrate with the .NET Framework.

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3. SRS DOCUMENT

3.1 INTRODUCTION:

The software should facilitate the owner of the medicine cell to use

computer in each and every aspect of the daily work whether it isinventory management, billing, re-ordering or ledger reports etc. the

inventory details. The administrator (owner) has rights to add delete and

modify any particular item. Billing facility is also available and discountsare given according to the type of client. Paid registered users are given

extra discounts for three months. Moreover re-order for a particular item

should also be flashed at the time when stock is below that specified limit.

3.2 JUSTIFICATION AND NEED

The need to develop this project arises when with the expansion of

business of the firm PHARM CELL it was found that the maintenance of

the files of the clients is becoming cumbersome moreover order gathering

was becoming difficult as new clients are continuously being added andthe persons on tours are not be able to reach their clients on time.

To overcome some of the major shortcomings in traditional business

pattern it was decided to computerize he existing business such that eachand every record can be saved and immediate reports can be generated.

Moreover, it was difficult to remember discounts for various clients hence

to avoid redundancy the discounts are fixed for particular client and thissoftware will automatically detect this with the help of client id.

3.3 PROPOSED SYSTEM

System is designed in such a way that it aims at computerizing a firm

named PHARM CELL especially its maintain inventory, billing andledger posting. This system also aims at automatic generation of bills and

corresponding ledger posting on the approval of by the client as well as

administrator.This automated software helps the owner of the business to look a closer

view of his business. He/ can view reports in any form he wants.

Moreover discounts are given on the basis on the users. Paid users aregiven special discounts for three months, suppliers and general customers

are given different discounts respectively. Not only this on the basis of

payment made and bill generated corresponding ledger postings are done

and the owner of the business can view the ledgers i.e. amount due oramount received by a particular client any time. This helps the user of the

system or rather the owner of the business to feel free from remembering

each and every thing and avoid paper work.

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3.4 SYSTEM STUDY ANALYSIS

The firm PHARM CELL is a pharmaceutical company and has complete

range of medicines, injection etc. So it is very difficult for that firm to

manage each and every thing traditionally. With the advent of technologyit has become necessary to computerize this firm.

This firm basically has different types of customers. First category of the

customers is the general customer or daily customers called as retailers.Second class of customer is the wholesalers or suppliers which buy any

item in bulk. This category includes hospitals or general suppliers etc.

Third category of the customers is registered customers which are

registered to this firm and avail special discount. They have to pay Rs.599/- as registration fee for three months. Each category of the users

mentioned above avail different discounts. Moreover, due to excessive

range of item it is very difficult to manage stock and remember reorder

limit of any particular item. As the business is continuously increasingentity then it becomes very important to globalize the business such that it

is just one click away from the clients. Thus, the main objective of thefirm is to automate its complete business and in turn the aim of this

project. Billing of the customer is done hand to hand and accordingly

legers and inventory is updated automatically. All the features are

included in our project but each and every control is in the hands ofadministrator. Without administrator permission nothing can be done.

Permission is asked at each step in the software.

This project cover all the aspects required for the PHARM CELL. Firststep in this project is to enter or maintain the list of items this firm has.

This is necessary as the bill will be issued for only those items which are

in stock. Secondly, Reorder limit for various stocks is pre-defined suchthat as soon as limit is touched then a message is flashed on the screen. As

far as billing is concerned that customer database is maintained which has

list of all the customers and the discounts to be given. For general userthere no need for maintaining their names and address as it is cash

payment and it is posted in cash ledgers. Registered users are given a

unique ID that will be valid for three months.

Billing of general user is made as cash entry where as billing for registereduser or wholesalers their unique id is entered and then billing is done. As

soon as billing is finalized then corresponding ledgers are posted and stock

is updated with the permission from administrator.

3.5 OVERVIEW:

The software should contain the following

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Modules those are able to perform the desired functions: Login Module. Registration form..

General user Bill generation. Registered user or wholesalers Bill generation.

Doctor reference table Ledger posting in various heads. Main-administrator/entrepreneur.

Updating clients status like amount received etc.. Addition, Modification and Display of items by

entrepreneur. Maintaining/Modifying existing discount structure.

Setting/Modify re-order limit of any item.

3.6 DOCUMENT OVERVIEW:The SRS describes the functions to be implemented in the software

based on the requirements of the client. It lists down the Module inthe software and the function of each Module.

3.7 FUNCTIONAL REQUIREMENTS

1) Module Name : Login Module For Administrator

This module authenticates user before logging in the system so that

they can access the protected data.

It takes Id and the password as the inputs.

After valid login the administrator and make bill or apply

modifications. Invalid login will not allow user to enter into the system.

2) Module Name: Registration Module

Registration module offers a form for the guest user who want to

enroll themselves as the customer of the company. Inputs of the form require various fields and the entire mandatory

filled should be filled correctly.

Form submitted by the client is submitted in the database where it is

first approved by the administrator/ entrepreneur. After the form approval the system automatically generates the

Client id. Modules valid that all the mandatory fields in the form are filled

correctly, entrepreneur should approve only the user who have filled

the form completely with their addresses well defined. This module directly affects the information to be stored in the data

which is used in other modules also.

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Performance of the module should not be affected by the changing

the requirements of the system form other users and forms shouldnot be saved unless client ask it to do.

Attributes of the form in this module involve client firm name, firm

type and name of the member, email-id, Mail address, pin code,

contact number, station, city, discount, date of registration, validupto and status.

3) Module Name: General User Bill generation module

This module generates the bill corresponding to the list of the items

being placed.

Code number for any item is entered and corresponding quantity isentered.

On the basis of the ordered quantity bill is generated. Flat 10 % discount is given to these users.

This module does not require any input details of the user andentries are directly made into cash ledgers.

Also reference by doctor if any is also asked by the patient so that

doctors can be given extra discount. This can be given only when

doctor is in the doctor reference table.

This module generates the bill only after the order is placed by theclients. Bill contains list of all those items which are there in the

order. Output of this module is the total amount to be paid by the client for

the items being purchased.

Module directly affects access to important information stored in

the database. Performance of this module should not be affected even if the client

wants to delete some items from the bill and even if administrator

disapproves the order/bill. Moreover the functionality of the module

should not be affected if configured for some other client. Attributes involved are bill number, code number, quantity, amount

to be paid.

4) Module Name: Registered User or wholesalers Bill generationmodule

This module generates the bill corresponding to the list of the itemsbeing placed.

Before starting billing first the ID of the user is entered and thedetails of the customers are automatically from the registered user

table.

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Code number for any item is entered and corresponding quantity is

entered.

On the basis of the ordered quantity bill is generated.

Pre- defined discount is given to these users.

This module does not require any input details of the user and

entries are directly fetched from existing tables. Mode of payment is asked for cash or cheque.

This module generates the bill only after the order is placed by the

clients. Bill contains list of all those items which are there in theorder.

Output of this module is the total amount to be paid by the client for

the items being purchased.

Module directly affects access to important information stored in

the database.

Performance of this module should not be affected even if the clientwants to delete some items from the bill and even if administrator

disapproves the order/bill. Moreover the functionality of the module

should not be affected if configured for some other client.

Attributes involved are bill number, code number, quantity, amount

to be paid.

5) Module Name: Doctor refrence module

This module maintains the list of doctor who has referenced some

of the patients to this medicine cell.

Inputs will include doctors name and doctors address.

On completion of the form an id is generated for that doctor. This id will help to generate the commission to that particular

doctor.

Once doctor is added in this table then only it will be reflected in

bill. Performance of the module should not be affected even if there is

any change in the requirement of the customer i.e. before entering

credit/debit card detail and submitting it client is allowed to changethe order. Once submitted it cannot be changed.

Attributes involved in this module are Doctor-id, Doctor-name,

Doctor-address.

6) Module Name: Administrator registration approval module

This module is for administrator which is entrepreneur in our case.He decides whether to approve a general user who wants to become

the client of our company or not. Not i\only this the administrator

confirm each and every action being taking place in the entireworking of the system.

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Inputs to this module include the registration form number only.

Output after entering registration form number is the complete

detail of the client who wants to register himself. Algorithm involves the approval of the client and changing the

status of the client in the form data base and discount rate to be

given to the user. Administrator should valid the user/client carefully.

Approval or Disapproval will decide whether or not the client will

be added in the main database of all clients. Performance of the module should not be affected i.e. if the form is

not approved or disapproved due to error connection then it should

not add client in the database.

Attributes involved is only registration form number and on

approval fields of registration form are added in the database.

8) Module name: Accounts Entry Module

This module is basically back end module and is created formaintaining account ledgers of the registered clients. This module

updates the balances as debit and credit balances after the bill

generation and credit/debit card received respectively. Inputs to this module are not feed by the clients but are instead from

the previous module i.e. billing module and administrator bill

approval on receipt of the payment.

The Amount is posted into the clients ledgers in the respectivedebit and credit column according to the transactions.

The algorithm involved is the retrieving the values from the values

saved in previous modules and acting according to the approval ordisapproval of the amount to be received into the accounts.

Module affects the detail of the sundry debtors i.e. amount to be

received and amount received. This should be maintained tomaintain the companys assets list.

Module should appropriately handle the transactions being taken in

the back end of all the modules. Any rejection of the bill should be

handled appropriately.

Attributes involved take the inputs from previous modules like

client-id, bill number, party name, transaction date etc.

9) Module Name: Modification of item list

Administrator has the right to change or modify an item.

Administrator can change item display and can change the rate of

the item according to the market.

10) Module Name: Re-order limit of inventory

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At the time of entering main data re-order limit is set which can be

modified later by administrator only..

Administrator has to enter the code number of the item and canmodify the re-order limit of the existing item.

11) Module Name: Updating clients detail payment details

This module basically for the registered user or wholesalers who are

given credit facility.

Administrator has to enter clients id and amount received with the

corresponding details and status is updated automatically.

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4. PROJECT PRESPECTIVE

The application will be a windows-based, self contained and independentsoftware product.

Further entity relationship diagram and data flow diagram are explained.

Entity Relationship Diagram depicts the relationship between the

entities used in the system.

DATAFLOWDIAGRAM displays the flow of data in one module. Data for

online registration, Online order placement, Bill generation viewing

account status, entrepreneur/ super user authenticating the clients andapproval of payment against order placed are explained further.

4.1 ER DIAGRAM

ENTITES USED ARE :

(ADMINISTRATOR ENTITY)

(CLIENT ENTITY)

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CLIENTADMINISTRATOR/ ENTERPRENEUR

a_id a_pswd

a_name c_id

client_pswd

client_name

client_contact

client_discount

client_email

status

date_of_membership

client_discount

client_city

client_address

date_of_membership

status


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(DOCTOR REFRENCE ENTITY)

ER DIAGRAM

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c_mail

c_psw

REFRENCE_BY_DOCTOR

d_addressd_name

d_commissio

n

INVENTORY

i_stock

i_name

i_price

i_company

i_code

i_reorder_limit

DOCTORIVENTORY1


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J

1

4.3 TABLES STRUCTURE

(* - PRIMARYKEY, # - FOREIGNKEY)Various Tables used in the project are:

1) ITEMTABLE

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CLIENTAPPROV

ES

ADMINISTRATOR

/ ENTERPRENEUR

maintains

maintain

ACCOUNTS

BILLS

verify

places

ORDER

create

posts

a_id a_pswd

a_name

c_idc_name

c_tele

c_station

c_business

c_idB_amt

b_no

ch_amt

B_date

status

B_amt ch_nu

mb_no

codeno

c_id

dispatchstatus

ITEM

codename

rate

o_noo_dae

c_id

1

1

1

1

N

M

P

X

1

1

P

N

refrence

manages

1


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2) CLIENTFILE

COLUMN NAME DATA TYPE LENGTH ALLOWNULL

REGISTRATIONID* NUMBER 4 NOT NULL

FIRMNAME VARCHAR 50 NOT NULLFIRMTYPE VARCHAR 50 NOT NULL

TINNUMBER * VARCHAR 50 NOT NULLFIRMADDRESS VARCHAR 50 NOT NULLRSCONTACT VARCHAR 20 NOT NULLOFFCONTACT VARCHAR 20 NOT NULL

MOBILE VARCHAR 25 NOT NULLPPCONTACT VARCHAR 20 NOT NULL

STATE VARCHAR 50 NOT NULLCITY VARCHAR 50 NOT NULL

EMAIL VARCHAR 50 NOT NULLPASSWORD VARCHAR 50 NOT NULL

DATEOFREGISTRATION DATE - NOT NULLDATEOFVALIDATION DATE - NOT NULLDISCOUNT NUMBER 10 NOT NULL

STATUS VARCHAR 15 NOT NULL

3) ADMINISTRATORLOGINTABLE


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I_CODE * VARCHAR 10 NOT NULL

I_NAME VARCHAR 50 NOT NULLI_COMPANY VARCHAR 10 NOT NULL

I_RATE NUMBERWITHDECIMAL 16 NOT NULLI_STOCK NUMBER 4 NOT NULL

I_REORDER_LIMIT NUMBER 10 CANBENULL


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ID* # VARCHAR 50 NOT NULL

PASSWORD VARCHAR 50 NOT NULL

4) BILLTABLE


BNO* NUMBER 8 NOT NULL

B_TYPE VARCHAR 20 NOT NULL

CID# VARCHAR 50 NOT NULLB_DISCOUNT NUMBER 20 NOT NULL

I_CODE# NUMBER 15 NOT NULLQUANTITY NUMBER 15 NOT NULLAMOUNT NUMBER 8,2 NOT NULL

TAX NUMBER 4,2 NOT NULLBDATE DATE NOT NULLSTATUS VARCHAR 10 NOT NULL

ONO NUMBER 10 NOT NULL

5) CHEQUE/DD TABLE


C_ID # VARCHAR 50 NOT NULL

B_NO# NUMBER 8 NOT NULLC_NUMBER * NUMBER 6 NOT NULLC_AMOUNT NUMBER 8,2 NOT NULL

C_BANK VARCHAR 50 NOT NULLC_DATE DATE NOT NULL

SUBMIT_DATE DATE NOT NULLCHEQUE_STATUS VARCHAR 15 NOT NULL

C_CLEARDATE DATE NOT NULL

6) ACCOUNTSTABLE


C_ID # VARCHAR 50 NOT NULL

BNO # INT 8 NOT NULLCAMOUNT # DATE NOT NULL

BAMOUNT INT 8,2 NOT NULL

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7) DOCTORTABLE


D_ID * VARCHAR 50 NOT NULL

D_NAME VARCHAR 50 NOT NULLD_ADDRESS VARCHAR 50 OPTIONAL

4.4 DATA FLOW DIAGRAM

0-LEVEL DFD

VALIDATEGENERALCLIENT

ADD/MODIFYLISTOFITEMS

REGISTERNEWCLIENT

PLACE ORDER

VIEWACCOUNTSAVINGS PROVIDEWITHORDERDISCOUNTPERCENTAGE

BILLDURATION

REPORTS

CANREGISTER AVAILBENEFITS THEMSELVES

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ADMINISTRATION

automationof

pharmaceuticalfirm

CLIENTS

GENERALCLIENT


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DFD FOR SYSTEM MODULES

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Receiveinputs

Validate

approve

Retrieve

details

client

clientdetails

invalid

form file

valid

form

dataadministrator/entrepreneur extracted

data

validate details

inform client

incorrect

details

correctclient


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BILL GENERATION

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loginform

Validate

orderplaceme

nt

administrator

details

invalid

client file

administrator/entrepreneur

orderdispatc

h

email

valid

Bill file

billgeneration

extractdataapprov

e

cardpaymentnotreceived

approval

accounts

clientapproves


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ADMINITRATOR MODIFICATIONS

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login

form

Administrator

Login details

client file

administrator/entrepreneur

orderdispatc

h

email

Bill file clientapproval

extractdata

approval

criteria

paymentnotreceived

accountspaymentreceived andchange status


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6. PROJECT LIMITATIONPROS AND CONS OF THE PROJECT

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