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ABOUT MS ACCESS

The Back end that has been used in this project is MS access . This is the Back end

database engine for Visual Basic. The idea behind this is easy to maintain the table. It is alsopossible to write queries, Import or Export of table from one database to another database. It

also provides security to data in the database in a way that data can be stored in an encrypted

form.

MS Access is a very powerful RDBMS available in the computing environment. It

comprises of all the features from basic data storage to high level data representation techniques

in the form of reports. It also comprises of VB module programming, which allows embedding

VB functions into MS Access.

Database

A database is similar to a data file in that it is a storage place for data. Like a data file, a

database does not present information directly to a user; the user runs an application that

accesses data from the database and presents it to the user in an understandable format.

Relational Database

Although there are different ways to organize data in a database, relational databases are

one of the most effective. Relational database systems are an application of mathematical set

theory to the problem of effectively organizing data. In a relational database, data is collected

into tables (called relations in relational theory).

The backend is created using MS-Access because it is user friendly and the database

management system is very much familiar by all the users and the capability to create the tables

as much we need and the data retrieval id very good.

A database is a collection of information thats related to a particular subject or purpose,

such as tracking customer orders or maintaining a music collection.


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If your database isnt stored on a computer, or only parts of it are stored, you may be

tracking information from a variety of sources that you have to coordinate and organize yourself.

For example, suppose the phone numbers of your suppliers are stored in carious

locations: in a card file containing supplier phone numbers, in product information files in a file

cabinet, and in a spreadsheet containing order information. If a suppliers phone numbers

changes, you might have to update that information in all three places. In a database, however,

you only have to update that information in one place- the suppliers phone number is

automatically updated wherever you use it in the database.

Features of Ms- Access

Windows based application

Large data management capacity

Importing, exporting and linking external files

Wizard and builders

Macros

Built-in- security


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There are seven modules in this project

ITEM

CUSTOMER

EMPLOYEES DETAILS

STOCK

PURCHASE

SALES

INVOICE

ITEMThis module maintains the entire item sold in the past along with their discounts rates,

number of items, the total price etc. The new items can be added to the stock and also updating

can be done. Here the sales of the items are listed according to the date of the sales and the

customer code. The new sales order can also be added to the system.

CUSTOMER

This module maintains the profile details of the customer and their purchase along with

the details. The customer will be given with a customer code. And the last transaction made by

the customer will be listed. Some discounts are given to the customer according to the number of

purchase he made with the concern.

STOCK

This module maintains the stock level in hand. Here the purchase quantity, the sold

quantity, and the quantity in stock will be listed. Here the management can add or update the

stock.

PURCHASE

The Purchase made by the customer is maintained here. The details such as the order

number, order date, quality, and the quality is specified here.


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SALES

The main goal of this module is to maintain the sales in a standard manner. The sales

processing details are based on the order received by the administrators from the customers are

maintained.

INVOICE

This module contains the details about the invoice. The details such as invoice number,

invoice date, product number, rate, quantity and total amount are maintained in this module.


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2 DATA FLOW DIAGRAM

This is concerned with the transformation of requirements into data

&software architecture various notation are used in this stage. The most frequently

used category of architectural design notation is directed graphs. There includes

DFDs, pertinence etc.

The Data Flow Diagram is used as graphical notation to depict information

flow. The objective of this method is the derivation to program structure analysis

and design. DFD is a structural analysis and design. It describes the flow of datathrough out a system.

DFD SYMBOLS:

The symbols that are used in the data flow diagram carry following meaning.

Rectangle It symbolizes the sources.

Ellipse/Circle It symbolizes the process.

Open Rectangle It symbolizes store data.

Marked Line It symbolizes connectivity with a

dataflow.


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Data Flow Diagram

Customer Processing

Order

Sales

LEVEL 1

Ordering

Processing

ProcessingCompleting

CustomerOrder

GENERAL

REPORTS

REQUEST RESPONSE

LEVEL 0


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CustomerProduct

Stock

Product

Product

Details

Order

SalesPayment

Sales

Payment

Pay

receipt

Order

Order

Details

Invoice

Stock

Stock Details

Stock Update

Paying Details

Order Processing

Product Delivery

LEVEL 2


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Database Design

The most important aspect of building the system is database design. Instead of each

program managing its own data, the authorized persons share date across application with

database an entity. It is logical development in the methods used by the computers to access

manipulated data stored in the various parts of computer system. It is data base information from

several files is co-ordination, accessed and operated upon as through it is a single file.

A database is a collection of interrelated data stored with a minimum redundancy to serve

many users quickly and efficiently. The objective is to make information access easy and quick,

inexpensive, and flexible to the user.

Tables

Table Name:Admin Login

SNO Field Name Data type Description

1 AdminID Varchar

(Primary Key)

Administrator Code

2 Password Varchar Password

Table Name: Product Master

Primary Key: Prodcode

SNO Field Name Data type Size Description

1 Prodcode Text 20 Product Code

2 ProdName Text 25 Product Name

3 Model Text 25 Model name

4 Price Number 5 Price of the product


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Table Name: Order

Primary Key: OrderNo

Foreign Key: ProdCode


1 OrderNo Text 20 Order Number

2 Date Text 25 Date of Order

3 Name Text 25 Name

4 Address Text 25 Address

5 ProdCode Text 25 Product Code

6 Prodname Text 25 Product Name

7 Model Text 25 Model Description

8 Qty Number 20 Quantity

9 Rate Number 20 Amount

10 Total Number 20 Total Amount

Table Name: Purchase

Primary Key: Invoice No

Foreign Key: OrderNo, ProdCode


1 Invoice No Text 20 Invoice Number

2 Date Text 25 Date of Sales


4 Supplier Code Text 25 Supplier Code

5 Sname Text 25 Supplier Name


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11 Amount Number 10 Sub Total Amount

Table Name: Payment


1 BillNo Text 20 Bill Number

2 Date Text 20 Date

3 Name Text 25 Name


5 Amount Number 10 Bill amount

6 Advance Number 10 Advance amount

7 Balance Number 10 Balance Amount

Table Name: Sales

Primary Key: Billno

Foreign Key: OrderNo, ProdCode


1 Billno Text 20 Bill Number

2 Date Text 25 Date of Sales


4 Name Text 25 Name



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11 Subtotal Number 10 Sub Total Amount

12 Discount Number 10 Discount Amount

13 GrandTot Number 10 Payable Amount

Table Name: Stock

Foreign Key: ProdCode


1 Prodcode Text 20 Product Code

2 ProdName Text 20 Product Name

3 Model Text 20 Model name

4 OpenSt Number 10 Opening Stock

5 Purchase Number 10 Purchase Qty

6 Sales Number 10 Sales Qty

7 Closest Number 10 Closing Qty


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