SALES MANAGEMENT SYSTEM

Submitted in partial fullfillment of the requirement for the award of the degree of Masters of Computer Application.

Name of candidate: SHILPA.S

Reg no: 10CIMCA059

Name of specialization: M.C.A

Partner institution: Chinmaya institute of management and technology

Under the guidance of

SOUMYA

(Lecturer of Chinmaya institute of management & technology)

Centre for Participatory and Online Programmes

Bharathiyar University

Coimbatore-641046

DECEMBER 2012

CERTIFICATEThis is to certify that the project work entitled “sales management system”

submitted to bharathiyar university in partial fulfillment of the requirements

for the award of the Degree of Masters of Computer Application in is a record

of the original work done by SHILPA.S under my supervision and guidance and

that this project work has not formed the basis for the award of any

Degree/Diploma/associate ship/Fellowship or similar title to any candidate of

any university.

(Seal) Signature of the guide

Soumya

(Lecturer of CIMT)

Forwarded by

Director/Principal

Partner institution

Centre for Participatory & online Programmes

Bharathiyar University

Coimbatore-46

Submitted for University Examination held on:

Internal Examiner External Examiner

DECLARATION

I hereby declare that this project work titled Sales management system is a

record of original work done by me under the guidance of Soumya and that

this project work has not formed the basis for the award of any

Degree/Diploma/Associate ship/Fellowship or similar title to any candidate of

any university.

Signature

Name : Shilpa. S

Course with specialization: M.C.A

Date :

Countersigned By

Signature of guide (with Seal)

ACKNOWLEDGEMENT

If words considered as symbol of approval and tokens of knowledge, let me

use these few words for expressing our gratitude to one and all. I express my

sincere thanks to our honourable principal Dr.RAVEENDRANATHAN for

granting me permission to work on this project.

I also extend my thanks to our department faculty members, who were always

ready to help me to achieve my task. I also express my heartfelt thanks to my

guide Miss.SOUMYA and to my class teacher Mrs.UMA MAHESWARI,to my

beloved parents for their constant support and also would like to express my

mindful thanks to my FRIENDS for their great suggestion for the completion of

my project

The project entitled “sales management system” is developed using vb.net

2008 as front end and sql server as back end. This Sales management software

is general software developed for selling out the products manufactured in an

industry. It is done either by direct sales or by indirect sales through sales

representatives assigned by the top level personals of that industry. By this

software we can process the sales orders and shipping orders obtained from

the customers either directly or by sales representatives, and its sales billing by

means of invoice and receipt by identifying the nature of sales (direct or

indirect).so this project involves the modules like nature of sales, introduction

of products to customers, sales order, shipping order, sales billing which

involves two other modules named invoice billing and receipt. The main goal of

this application is to maintain Record of sales occurring within a production

company. So that this software help them to maintain day to day transaction

of company’s sales to a computer. This proposed system help in many ways.

According to the nature of sales, available products can be sold to a customer

and prepare sales billing efficiently.

Hardware requirements

Processor: Intel core duo 20 GHz or more

RAM: 1GB or more

Hard disk: 80 GB or more

Monitor: 15’’CRT or LCD monitors

Keyboard: Normal or multimedia

Mouse: compactible mouse

Software requirements:

Os: windows xp, windows 7

Developing tool:

Back end: sql server

Front end: VB.net

INTRODUCTION

In the sales world, every sales person and manager is looking for the sales

management software that could make their task easier. They hope for sales

management software that will help them to automate processes, quickly

analyse data and reports and share this data when they need to. There are

many options for sales management tools. Picking the right sales management

software can make huge differences to your organizations.

For optimal sales management process, you need robust functionality for

managing your logistic facilities. Using this software we can reduce the cost of

warehousing, reduces paperwork of company, reduces time, transportation of

company’s products, order fulfilment etc...

Sales management tools are a group of software or computer applications

that help you manage the sales process for your business. Sales management

tools include functions that help with data collection, invoice printing, billing,

sales and shipping order collection and its necessary processing.Features of

sales management System can vary greatly, so it is important that you find one

that fits the needs of your business

Need for this system

You can significantly improve inventory turnover, optimize flow of goods and

shorten routes within your warehouse or distribution centre. Additional

benefits of this software include improved cash flow, visibility; decision

making. This software is user friendly and hence easy to use. We can also

manage the nature of sales either directly or by sales representatives of the

company who introduces the available products from warehouse to

customers. This also includes sales billing and sales orders.

As we know manual system are quite tedious, time consuming, and less

efficient and accurate when compared to a computational system. This system

solves the disadvantages like time consuming, less accuracy, less efficiency, lots

of paperwork, slow data processing, not user friendiliness, difficult to maintain

records. This system provides user efficient working environment and more

output can be generated through this.This system provides user friendly

interface resulting in knowing each and every usability features of system. This

system completes the work in a very less time resulting in less time

consumption and high level of efficiency. This system is developed in such a

way that even a native user also can operate the system easily. The calculation

made very easy and quickly and records are directly saved into database and

that database can be maintained for long period of time. Also this system

provides high level of security. So that only admin and specified sales

representatives of company can login to the sales department software to

access and work with this software.

Salient features of the system

For any software project the primary parameter that should be taken into

account are time, size and effort. So we need a system where we can deliver

the correct results that would ultimately lead to a position where the overall

cost and time will be consolidated.

Hence the organization which implements such a process can produce

better results. Sales management software is the application of knowledge,

skills and technologies to project activities to meet the project requirements.

Manual work is reduced.

Retrieval and access of information is easy

Transactions are processed quickly

Easy tracking of products

We can efficiently and effectively handle stock management accurately

BACKGROUND STUDY

Existing System

In competitive business organization the ability to efficiently align

resources and business activities with strategic objectives can mean the

difference between succeeding and just surviving. To achieve strategic

alignment, organization are increasingly managing their activities and

processes as projects-in essence, projecting their business to monitor

performance more closely and make better business decision above their

overall work portfolio.

By planning and tracking projects with clarity and precession,

organizations can respond with greater ability to the demands of fast changing

business environment. Making strategic goals or reality requires technology

that is robust enough to support your core business and yet flexible enough to

accommodate your existing processes. The “SALES MANAGEMENT SOFTWARE”

is one of the existing tools that are helpful for sales management. The primary

purposes of any such tools are to improve productivity, reduce cycle time,

decreases costs by increasing quality

Drawbacks of the Existing System

Manual system uses huge amounts of papers and stores.

Difficulty in tracking and retrieving data from the abundant papers is quite difficult.

It is not easy to recognize the errors occurred.

Time consuming process.

Proposed System

The existing tools do not consider all the factors that affect a project directly.

The entire process is built upon using just one or two parameters which do not

give us complete and desired results. So we need a system where we can

deliver the correct results that would ultimately lead to a position where the

overall cost and time will be consolidated.

We can efficiently and effectively handle stock management process accurately

Manual work can be reduced

Retrieval and access of information is easy

Transactions are processed quickly

Easy tracking of products

Problem Formulation

Main objectives

Manual system uses huge amounts of papers and stores: we can reduce

this problem using Sales management system.

Difficulty in tracking and retrieving data from the abundant papers is

quite difficult. This software makes the entire process easy.

Human activities while handling with the books will always be time

consuming. Sales Management tool will save the time.

Using this software we can reduce the cost of warehousing, reduces

paperwork of company, reduces time, transportation of company’s

products, order fulfilment etc...

This system solves the disadvantages like time consuming, less accuracy,

less efficiency, lots of paperwork, slow data processing, not user

friendliness, difficult to maintain records

Methodology

Methodology means a way of doing things in a structured manner. The

Methodology is designed to help to the part consistently, regardless of

nature of the work, to manage the process involved and solve complex

problem in a structured and co-ordinate manner.

For any software project the primary parameters that should be

taken into account are time, size, and effort. The existing tools do not

consider all the factors that affect a project directly. The entire process is

built upon using just one or two parameters which do not give us complete

and desired results. So we need a system where we can deliver the correct

results that would ultimately lead to a position where the overall cost and

time will be consolidated. Sales management system is the application of

knowledge that gives us the current information about sales.

Platform

SYSTEM ANALYSIS AND DESIGN

Fact Finding

After obtaining this background knowledge the analyst begin to collect

data on the existing system’s output, inputs and costs. The following are

some of the methods for fact finding.

Review of Written Documents

When available all documentation on data carries (forms, record,

manuals etc...)Is organized and evaluated. Including in procedure manuals

are the requirements of the system, which helps in determining to what

extend that are met by the present system. Unfortunately, most manuals

are not up to date or may not be readable. Day to day problem may have

forced changes that are not reflected in the manual. Furthermore, people

have a tendency to ignore procedures and find shortcuts as long as the

outcome is satisfactory.

FEASIBILITY ANALYSIS

Having established a system, one has to determine whether an alternative

system is feasible compared to existing system. Feasibility study is

conducted in two steps: first a project team is formed. The team develop

system flowchart that identify the characteristics of the existing system,

evaluate the performance of the system, cost, and data and select the best

system for the job.

Consider the above two steps and conduct a feasibility study in the

existing system to analyse whether a new system would be more feasible

than the existing one. To perform a feasibility study, we need to consider

the economical, technical, behavioural factor in a system.

Economic Feasibility

It is most frequently used method for evaluating the effectiveness of a

system, which is commonly known as cost/benefit analysis. The existing

system is operated manually which increases the workload, so an

alternative system is developed that minimizes the workload by making use

of automated processing. The cost required for automation is compared

against the benefits drawn out of it, and since the benefits exceeds cost we

go for automation of the system.

Technical Feasibility

This is designed to fit the available software and hardware chosen. The data

storage requirements are available. Already existing resources can meet the

expenses of the existing system in future. Out of it, we can’t able to get any

solutions that are related with the proposed system.

Behavioural Feasibility

It involves performing an estimate, how strong a reaction the user staff is

likely to have towards the development of a computerized system. The

introduction of new system requires special efforts to educate and train the

user to perform the operation automatically.

The needs of various people affected by the proposed system must

be taken into account. The social cost must also be evaluated for the

proposed system. The social cost must also be evaluated for the proposed

system. So the benefits are more and cost wise low. Hence it is accepted.

Input Design

Once the analyst of the system has been done, it would be necessary to

identify the data that is required to be processed to produce the outputs.

Input design features can ensure reliability of the system and generate

reports from the accurate data.

The various objectives of the input design are:

Control the amount of input

Avoiding unwanted delay

Avoiding errors in the data

Keeping the process simple

The validations are carried out easily and there will be no difficulty in

adding a new entry.

Output Design

Computer output is the most important and direct source of information to

the user. Efficient, intelligible output design should improve the systems

relationships with the user and help in the decision making. A major form of

output is hardcopy from the printer. Printouts have been designed around the

outputs requirements of the employees.

There are several output reports they are:

Direct and Indirect sales report

Invoice and receipt Billing reports

Stock details

Database Design

This activity deals with the design of the physical database.Akey is to database

how the access paths are to be implemented. In database design, several

specific objectives are to be considered. They are:

Controlled Redundancy

Recover from Failure

Privacy and security

Performance

Data Independence

Ease of use

Accuracy and integrity

Avoiding inordinate delays

The overall objective in the development of database technology has been to

treat. Data as organizational resource and as an integrated whole database

management system allow the data to be protected and organized separately

from other resource.

Database can be defined as “an integrated collection of data”.

Database is a crucial factor in the performance of system both in term of

system timings and in the case with which the system can be maintained or

modified.

Data store could have been implicit or explicit in the logical store and physical

file from them.

If the data management software can provide centralized access to the

data from the program, it is possible to treat the data as a separate resource.

The organization of the data in a database aims three major objectives namely

data integration, data integrity and data independence.

Database Normalization

Normalization has been carried out for the following reasons:

To structure the data

To permit simple retrieval of data in the response to queries.

To simplify the maintenance of the data through updates, insertion and

deletions.

To reduce the needs to restructure, if reorganizes data when new

application requirements arise.

To avoid redundancy and data dependencies.

TABLE NAME:-ADMINS

FIELD NAME DATA TYPE SIZE

Userid varchar 10

pasword varchar 5

TABLE NAME :DIRECTS

FIELD NAME DATA TYPE SIZE

Productno numeric 5

rproduct varchar 5

price numeric 5

TABLE NAME:INDIRECTS

FIELD NAME DATA TYPE SIZE

id numeric 5

repname varchar 15

customername varchar 20

commisionrate varchar 5

TABLE NAME:SALESORDERS

FIELD NAME DATA TYPE SIZE

cname varchar 15

pdno numeric 10

quantity numeric 15

TABLE NAME:SHIPPINGORDERS

FIELD NAME DATA TYPE SIZE

Exportername varchar 20

Contno numeric 10

destination varchar 20

quantity numeric 5

rate numeric 10

TABLE NAME:INVOICEBILLINGS

FIELD NAME DATA TYPE SIZE

date Date/time

cname varchar 25

pdname varchar 25

quantity Numeric 10

rate Numeric 10

TABLE NAME:RECEIPTBILLINGS

FIELD NAME DATA TYPE SIZE

invono numeric 10

cname varchar 15

Bill_date Date/time

Bill_amount numeric 25

TABLE NAME:CUSTOMERAS

FIELD NAME DATA TYPE SIZE

cnid numeric 10

cname varchar 20

TABLE NAME :STOCK

FIELD NAME DATA TYPE SIZE

Item id numeric 10

Itname varchar 25

Itqty numeric 10

FUNDAMENTAL DESIGN CONCEPTS FOR THE SYSTEM DEVELOPMENT

The design concept used here is the waterfall or phased life cycle model. This

model segments the software life cycle into series of successive activities. Each

phase requires well defined requirements; utilize well defined process and

results in well-defined output. Resources are required to complete the

processes in each phase and each phase is accomplished through the

application of explicit methods, tools and techniques.

The phased is also called waterfall model because of sequential movement

from one phase to another. Following are the phases of development cycle:

Conception

Initiation

Analysis

Design

Construction

Testing

Implementation and maintenance

CONCEPTION

System development life cycle starts with the conception phase. This phase is

triggered by a competitor, a problem or an opportunity. Certain important

issues are clarified at this stage like:

The problem is perceived

The goals to be achieved

The benefits from the solution

The scope of the project

INITIATION

In this phase, the software engineers work with users to carry out a macro

level study of the user’s requirements. The software engineers define the

various alternatives possible and the cost benefit justification of these

alternatives.

ANALYSIS

In this phase, the software engineers carry out a detailed study of the user’s

requirements. They then arrive the proposed system to be built. The model

of this system is used to freeze all requirements before the next phase

begins. The phase generates functional specifications, which contains:

Outputs to be produced

Inputs that need to be received.

Procedures that will get the output from the input.

Acceptance test to list the types that the user can carry out to ensure

that the system is acceptable.

DESIGN

In this phase, the functional specifications are used for translating the

model into a design of the desired system. From the DFD the next step is

the definition of the modules and their relationships to one another in a

form called structured charts, using a data dictionary and other

structured tools. The purpose of the design phase is to specify a

particular software system that will meet stated requirements.

CONSTRUCTION

In this phase actual code that will be delivered to the customer as the

running system. Individual modules developed in this phase are tested

before delivering to the next phase.

TESTING

All the modules that have been developed before are integrated or put

together in this phase and tested as the complete system. A system is

tested for online response, volume of transaction, stress, recovery from

failure and usability.

IMPLEMENTATION

Implementation means converting a new system design in to operation.

This involves creating computer compactible files.

SYSTEM TESTING

Testing is a set of activities that can be planned in advance and

conducted systematically. System testing is a stage of implementation, which is

aimed at ensuring that the system works accurately and efficiently before live

operations commences. Testing is vital success of the system. System testing

makes a logical assumption that if all the parts of the system are correct, goal

will be successfully achieved. The different types of testing are unit,

integration, validation, output, performance and acceptance testing. IN this

project following two tests are performed:

Black box testing

White box testing

BLACK BOX TESTING

This testing is done to derive set of input conditions that will fully exercise all

functional requirements for a program. Black box testing is used to find error in

following categories:

Incorrect or missing functions.

Interface errors.

Errors in data structures.

Initialization Errors.

WHITE BOX TESTING

It is used to derive tests cases.

To guarantee that all independent paths within a module have been

exercised at least once.

To check all the logical decisions on their true and false side

To execute all loops within their operational bounds.

IMPLEMENTATION

Implementation is the final important phase in the life cycle of a new

system. The term implementation provides a wide range of meaning

i.e... From conversion of a basic application to a complete replacement

by a new computer system. In short, implementation is the process of

converting a new system into an operating one. Under this smaller work

the following are the major steps in the implementation of the system

Installation of hardware, if required.

The newly developed software is newly loaded.

Different end users are trained to operate the new system.

Distribution of user manual.

The implementation phase of this project was carried out according to

the strategies described above.