SALES MANAGEMENT SYSTEM

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

Name of candidate: Reg no: Name of specialization: Partner institution:

SHILPA.S 10CIMCA059 M.C.A 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

CERTIFICATE
This 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 companys 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: 15CRT 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 companys 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 companys 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 systems 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 cant 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 pasword

varchar varchar

10 5

TABLE NAME :DIRECTS

FIELD NAME
DATA TYPE SIZE 5

Productno rproduct price

numeric varchar numeric

5 5

TABLE NAME:INDIRECTS
FIELD NAME
DATA TYPE SIZE

id repname customername commisionrate

numeric varchar varchar varchar

5 15 20 5

TABLE NAME:SALESORDERS
FIELD NAME
DATA TYPE SIZE

cname pdno quantity

varchar numeric numeric

15 10 15

TABLE NAME:SHIPPINGORDERS
FIELD NAME
DATA TYPE SIZE

Exportername Contno destination quantity rate

varchar numeric varchar numeric numeric

20 10 20 5 10

TABLE NAME:INVOICEBILLINGS
FIELD NAME
DATA TYPE SIZE

date cname pdname quantity rate

Date/time varchar varchar Numeric Numeric 25 25 10 10

TABLE NAME:RECEIPTBILLINGS
FIELD NAME
DATA TYPE SIZE

invono cname Bill_date Bill_amount

numeric varchar Date/time numeric

10 15

25

TABLE NAME:CUSTOMERAS
FIELD NAME
DATA TYPE SIZE

cnid cname

numeric varchar

10 20

TABLE NAME :STOCK

FIELD NAME
DATA TYPE SIZE

Item id Itname Itqty

numeric varchar numeric

10 25 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 users 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 users 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.