A Project

Report On
Sales and inventory management

Submitted in partial fulfillment of the requirements for the award of degree of

Bachelor of (Computer

Application) Submitted By:

Hrusikesh Bhongale
&
Shreyas Kanse-Patil

Academic Year: 2020 – 2021

Submitted to:

Savitribai Phule Pune

University

Shree Chanakya Education Society

Indira College of Commerce and Science, Pune

Guided by Head of

Department
Mrs. Divya chitre Mr. Shivendu Bhushan
 Acknowledgement

We would like to express our sincere and heartfelt gratitude to our institution” Indira
College of Commerce and Science” which provided us with excellent opportunity to achieve
our most cherished goal in life to become Bachelor degree in BBA-CA.
We are extremely grateful to our respected Vice Principal and HOD Prof, Shivendu
Bhushan for providing excellent academic environment which has made this endeavor
possible.

We take this opportunity to express our deep sense of gratitude to our guide ( Mrs.
Divya Chitre) for their resplendent idea and constant encouragement in making this
project unmitigated success. Their thoughtfulness and understanding was vast and thoroughly
helpful in successful completion of project. Our sincere thanks to all our faculties and non-
teaching staff for their at most co-operation.
Finally we proudly thank our parents and friends for their constant support and
priceless guidance in throughout this endeavor.

Hrushikesh
Bhongale Shreyash
Kanse-Patil
 INDEX

Sr.No Particulars Page No.

A) Introduction
1) Title of Project 3
2) Existing System 3
3) Proposed System 4
4) Advantages of proposed System 4
5) Feasibility Study 4
6) Hardware/Software Requirement 7
B) Analysis
1) ERD 9
2) DFD 11
3) CLD 10
4) First Level DFD 11
5) File Design / Normalized database 14
6) Data Dictionary 16
C) Design
1) Input Screen (Without Data) 17
2) Output Screen (With Data) 22
3) Reports 27
D) Code Design(Sample Code) 37
E) Limitations Of the System 47
F) Conclusion 48
G) Future Enhancement 49
H) Bibliography 50
 A ) INTRODUCTION

 Title of the Project :

Sales and Inventory Management System (SIMS)

Existing System:

The existing system is currently saving record (property, staff, customer, and
seller) manually on registers, notebooks etc. Seller and customer record is saved
via the visit to the office. If customer/seller wants to update the details of his
property, he should contact the agent or visit office. If customer/seller gives any
updated details regarding his property then agent have to change all the details
on every record keeping register. The existing system is complicated and time
consuming , maintaining a record in an register and also maintaining that register
for the records is very difficult also sometimes we need to find the records at the
end of the year to to tally the calculation at these times it really becomes more
complicated and also there is a possibility of the register to get damage or lost but
here in this project we will have to make all the entries in the system and after
saving all these entries the records will be safe and also easy to access we can
access there records anytime and also will will save time and the maintenance of
files which we were writing down in the register . Also the software will be cost
efficient we don’t have to buy a new register everytime to store an record or to
makeentries.
Proposed system:

The software is used to track products and parts as they are transported
from a vendor to a warehouse, between warehouses, and finally to a retail
location or directly to a customer. Inventory management software is used
for a variety of purposes.

Advantages of proposed system:

a) Maintaining a balance between too much and too little inventory:

Maintain a proper balance in the inventory is an important aspect as a proper balance in

the inventory can help us to allocate . does not need to keep on looking at the inventory for
the stock .

b) Tracking inventory as it is transported between locations:

Keeping a proper record of the goods that has been transferred or the good that are going
to transfer from one branch to the other branch is also important and here is when the stock
and inventory management software comes into play with the help of the software it is
easy to keep the record .

c) Receiving items into a warehouse or other

location:
This is also an important feature with the help of the software one can easily keep adding or
deducting the items from the warehouse once they are received or sold this helps us
in maintaining updated and complete list of the warehouse.
d) Picking and shipping items from a warehouse:

Another advantage where picking and shipping items or we can say stock has been easy
with the help of the software. A complete record of what items has been picked up and kept
where can be determined with the help of the software. A complete list can be provided and
also can be printed which will help the works to find and pick the items in a very less time .

e) Keeping track of product sales and inventory

levels:

With the help of this software there is an advantage where we can keep complete record
of the products which are sold maximum in the store and also minimum in the store this
helps us in the analyzing the business properly.

f)Avoiding missing out on sales due to out-of-stock

situations:

This is an great advantage where we can have a complete eye on the stock ,One can
determine when we need to reorder the stock for the store and what all things we need to
order with the help of this software it becomes easier and also saves a lot of precious time of
the employees working in the shop , also there are very less chances of missing out on
sales because of stock not available in the store .
Feasibility study :

All projects are feasible given unlimited resources and infinite time. Unfortunately the
development of computer-based system in many cases is more likely to be plagued
by scarcity of resources and delivery date. Hence, we have made use the concept of
reusability that is Object Oriented Programming (OOPS) is all about. The feasibility report of
the project holds the advantages and flexibility of the project. This is divided into three
sections:
1. Economical Feasibility

2. Technical Feasibility

3. Behavioral Feasibility

Economical

Technical Operational

Feasibilit
1. Economic Feasibility:-

Economic feasibility is the most frequently used method for evaluating the effectiveness of
the candidate system. More commonly known as cost/benefit analysis, the procedure is
to be determining the benefits and savings that are expected from a candidate and
compare them with costs. If benefits outweigh costs, then the decision is made to design and
implement the system. A systems financial benefit must exceed the cost of developing that
system. I.e. a new system being developed should be a good investment for the
organization. Economic feasibility considers the following

i. Easley accessible and cheap compare to traditional

methods
ii. Low maintenance
cost

2. Technical
Feasibility:-

Technical feasibility centers around the existing computer system (Hardware and Software
etc) and to what extend it support the proposed addition. For example, if the current
computer is operating at 80 percent capacity - an arbitrary ceiling - then running another
application could overload the system or require additional Hardware. This involves
financial considerations to accommodate technical enhancements. If the budgets are a serious
constraint, then the project is judged not feasible. In this project, all the necessary cautions
have been taken care to make it technically feasible. Using a key the display of text/object is
very fast. Also, the tools, operating system and programming language used in this
localization process is compatible with the existing one.

1) No need of additional hardware or any kind of extra software:

The

2) proposed system of inventory management does not require additional hardware

and software. The proposed system has the minimum requirement for hardware and
software which are easily available. Hence the proposed system is technically feasible.

3. Operational
Feasibility:-

People are inherently resistant to change, and computers have been known to facilitate
change. An estimate should be made of how strong a reaction the user staff is likely to have
toward the development of a computerized system. Therefore it is understandable that the
introduction of a candidate system requires special efforts to educate and train the staff.
The software that is
being developed is user friendly and easy to learn. In this way, the developed software is
truly efficient and can work on any circumstances, tradition, locales.
1) Reducing extra work : The proposed sales and inventory management system is very
handy and it reduces lots of work as compare to the traditional method hence reducing
work and save time make the system more operational feasible .
Software and Hardware Requirement:

a. Software Requirements:

Software requirement
1.Operating system
Microsoft windows
10 Software’s

1.Front – End
Software Visual
basic 6.0
2.Back – End Software
Microsoft Access

b. Hardware requirement

Hardware
requirement

Processor: Intel core i3 1.80GHZ

RAM: 2GB Or more

Monitor: LCD Monitor

Keyboard: standard keyboard

Mouse: Compatible mouse

B) Analysis:-

1)ERD:-

Entity relationship diagram is also know as ERD,ER Diagram or

ER Model, is a type of structural diagram for the use of database design. An
ERD Contains different symbols and connectors that visualizes the
important relationship among two different things or objects and gives us an
clear idea about the designing of the software.
An ER Diagram is also called as a snapshot of data structures .
An Entity Relationship Diagram shows entities (tables) in an database and the relationship
between the table in the database.

ER DIAGRAM
 1. CONTEXT LEVEL DIAGRAM(CLD) :

The Context Diagram shows the system under consideration as a single high-level
process and then shows the relationship that the system has with other external entities
(systems, organizational groups, external data stores, etc)

Another name for context level diagram is zero level data flow diagram , context level
data flow diagram . Context Diagrams and Data-Flow Diagrams were created for systems
analysis and design. But like many analysis tools they have been leveraged for other
purposes. For example, they can also be leveraged to capture and communicate the
interactions and flow of data between business processes. So, they don’t have to be restricted
to systems analysis.

USERID USERID

USER USER
PASSWOR FEEDBAC
D K

CUSTOMER DETAILS

PRODUCTS
PRODUCTS

CUSTOMER 0. CUSTOMER
SALES
PAY &
INVENTOR
Y
BILL
MANAGEMENT
SYSTEM

EMPLOYE EMPLOYEE
E EMPLOYEE
DETAILS EMPLOYYE REPORT

STOCKIN
INVENTORY INVENTORY
STOCK REPORT
 2) FIRST LEVEL DFD :-

A data flow diagram (DFD) maps out the flow of information for any process
or system. It uses defined symbols like rectangles, circles and arrows, plus short
text labels, to show data inputs, outputs, storage points and the routes between
each destination

NEW REGISTRAION DETAILS

1.0
REGISTRATIO EMPLOYEE
EMPLOYE
E N PROCESS

EMPLOYEE DETAILS

USER ID & PASSWORD USER ID & PASSWORD

2.0
USER LOGIN
PROCESS
LOG IN

VALIDATION
 PRODUCT
QUANTITY

PRODUC 3.0
T STOCK PRODUCT
USE
R MANAGEMEN
T PROCESS

DETAILS
ADDITION, SUBSTRACTION

RECORD
PURCHASED ITEMS

QUANTITY
4.0
USER PURCHASE &
STOCK INVENTORY
UPDATION
PURCHASED_DAT PROCESS
E

UPDATED DETAILS

PURCHASED_PRICE
 CUST_NAME

CUST_ADDRESS

5.0
USER CUSTOMER CUSTOMER
ENTERY
PROCESS

CUST_CONTACT

PRODUCT ORDER

ORDER CONFIRM

PAYMENT

6.0
Custome Sales INVENTORY
r proces
s

REPLY

PRODUCT DELIVER

`
 REQUEST BILL
BILL DETAILS

7.0 PAYMENT
CUSTOMER BILL
GENERATIO
N PROCESS

PAYMENT

BILL INFO
 FILE DESIGN
 Table name:
a. EMPLOYEE / User registration

Sr No. Field/Column Data Width Constraints

1. Employee_ID Integer 25 Primary Key
2. Employee_Name Text 30 Not Null
3. Mobile_No Integer 10 Not Null
4. Address Text 30 Not Null
5. E-Mail_ID Text 50 Not Null

b. Login table :
SR NO. FIELD/COLUMN DATA WIDTH CONSTRAINTS

1. UserName Text 25 Primary key

2. Password Text 25 Not null

c. Customer table :

Sr no. Field/Column Data Width Constraints

1. Customer_ID Integer 20 Primary key
2. Customer_Name Text 30 Not Null
3. address Integer 10 Not Null
4. contact Text 100 Not Null
5. Email_ID Text 30 Not Null
6. C_Date Text 40 Not Null
d. Sales table:

SR.NO Field/column Data width constraints

1. S_id Number 20 Primary key
2. S_date Date/time 20 Not null
3. ProductName Text 30 Not null
4. Stock Number 20 Not null
5. Quantity Number 20 Not null
6. Price Number 50 Not null
7 CName Text 50 Not null

e. stock table :
Sr.no Field/column Data width constraints
1. Product_ID Number 20 Primary key
2. Product_Name Text 20 Not null
3. Company Text 20 Not null
4. Price Number 30 Not null
5. Quantity Number 50 Not null
6. P_Date Text 40 Not Null

f. vendor table:
Sr.no Field/column Data width constraints
1. Vendor_ID Number 10 Primary key
2. Vendor_Name Text 20 Not null
3. Address Text 20 Not null
4. Contact_No Number 10 Not null
5. E-Mail Text 25 Not null
6. Company Text 20 Not null
7. V_Date Text 30 Not null

c. Cash table :
Sr.no Field/column Data width constraints
1. Sales_id Number 10 Primary key
2. Customer_Name Text 20 Not null
3. Amount_Paid Number 30 Not null
4. Amount Number 30 Not null
5. Change Number 30 Not null
  Data dictionary
Sr Field/Column Data Width Constraints Table name
No. name Type
1. Employee_ID Integer 25 Primary Employee
Key
2. Employee_Name Text 30 Not Null Employee
3. Mobile_No Integer 10 Not Null Employee
4. Address Text 30 Not Null Employee
5. E-Mail_ID Text 50 Not Null Employee
6. UserName Text 25 Primary Login
key
7 Password Text 25 Not null Login
8 Customer_ID Integer 20 Primary Customer
key
9 Customer_Name Text 30 Not Null Customer
10 Address Integer 10 Not Null Customer
11 Contact Text 100 Not Null Customer
12 Email_ID Text 30 Not Null Customer
13 C_Date Text 40 Not Null Customer
14 S_id number 20 Primary Sales
key
15 S_date Date/time 20 Not null Sales
16 ProductName Text 30 Not null Sales

17 Stock number 20 Not null Sales

18 Quantity number 20 Not null Sales
19 Price number 50 Not null Sales
20 CName Text 50 Not null Sales
21 Product_ID number 20 Primary stock
key
22 Product_Name Text 20 Not null stock
23 Company Text 20 Not null stock
24 Price number 30 Not null stock
25 Quantity number 50 Not null stock
26 P_Date Text 30 Not Null stock
27 Vendor_ID number 10 Primary vendor
key
28 Vendor_Name Text 20 Not null vendor
29 Address Text 20 Not null vendor
30 Contact_No number 10 Not null vendor
31 E-Mail Text 25 Not null vendor
32 Company Text 20 Not null vendor
33 V_Date Text 30 Not null vendor
34 Sales_id number 10 Primary cash
key
35 Customer_Name Text 20 Not null cash
36 Amount_Paid number 30 Not null cash
37 Amount number 30 Not null cash
38 Change number 30 Not null cash
INPUT SCREENS :
2) REGISTRATION PAGE SCREEN :
3) MENU SCREEN:
4) STOCK DETAILS SCREEN:-
5) PURCHASE REPORT SCREEN:
6) CUSTOMER REGISTRATION SCREEN:-
7) PAYMENT FORM:-
8) SALES SCREEN :
9) VENDOR SCREEN:-
10) PAYMENT SCREEN:-
OUTPUT SCREENS :-
1.LOGIN SCREEN:
2) REGISTRATION PAGE SCREEN :
3) STOCK DETAILS SCREEN:-
4) PURCHASE REPORT SCREEN:
5) CUSTOMER REGISTRATION SCREEN:-
6) PAYMENT FORM:-
7) SALES SCREEN :
8) VENDOR SCREEN:

-
9) PAYMENT IN CASH SCREEN:-
3.REPORTS :

1.Bill report :
2. Customer report :
3. Employee report:
4. Purchase report:
5. Sales report:
6. Stock report:
7.Vendor:
  Code (sample code )
CUSTOMER SCREEN:
Dim con As New ADODB.Connection
Dim rcustomer As New
ADODB.Recordset

Private Sub

cmdupdate_Click() End Sub

Private Sub cmdgo_Click()

Customerdb.RecordSource = "select * from Customer where customerid='" +
idsearch.Text + ""
Customerdb.Refresh

Customerdb.Caption =
Customerdb.RecordSource End Sub

Private Sub Command1_Click()

DataReport1.Show
End Sub

Private Sub Command10_Click()

Unload Me
MainPage.Sho
w End Sub

Private Sub cmdadd_Click()

Customerdb.Recordset.AddNe
w
MsgBox "record added succesfully..!", vbDefaultButton1
End Sub
Private Sub cmddelete_Click()
'con.Close

'con.Open
rcustomer.Open "DELETE FROM Customer WHERE customerid=" & txt1.Text &
" ", con, 1, 2
MsgBox "RECORD DELETED SUCCESSFULLY...",
vbDefaultButton1 con.Close
End Sub

Private Sub
cmdclear_Click() txt1.Text =
""
txt2.Text =
"" txt3.Text
= ""
txt4.Text =
"" txt5.Text
= ""
txt1.SetFocus
End Sub

Private Sub cmdexit_Click()

Unload Me
End Sub

Private Sub Command11_Click()

Customerdb.Recordset.MoveLas
t End Sub

Private Sub Command2_Click()

Customerdb.Recordset.MoveFirs
t End Sub
Private Sub Command8_Click()
Customerdb.Recordset.MovePreviou
s End Sub

Private Sub Command9_Click()

Customerdb.Recordset.MoveNex
t End Sub

Private Sub Form_Load()

con.Open
"Provider=Microsoft.Jet.OLEDB.4.0;DataSource=C:\Users\Rishi\Desktop\TY- BBA
CA\Database\Project 27 and 68.mdb;Persist Security Info=False"

Dim id As Integer
query = "select max(Customer_id) from Customer"
rcustomer.Open query, con, adOpenDynamic, adLockOptimistic
Customer_id = rcustomer(0) + 1
txt1.Text = Val(Customer_id)
con.Close
rcustomer.CursorLocation = adUseClient

End Sub

Private Sub txt1_LostFocus()

If (txt1.Text = "") Then
MsgBox "Customer Id is
mandatory" End If
End Sub

Private Sub txt2_LostFocus()

If (txt2.Text = "") Then
MsgBox "Name is
mandatory" End If
End Sub

Private Sub txt3_LostFocus()

If (txt3.Text = "") Then
MsgBox "Address is
mandatory" End If
End Sub

Private Sub txt4_LostFocus()

If (txt4.Text = "") Then
MsgBox "Contact no. is
mandatory" End If
End Sub

Private Sub txt4_Change()

Dim i, text_count As Integer
If Len(Me.txt4.Text) > 0
Then text_count = 0
For i = 1 To Len(Me.txt4.Text)
If IsNumeric(Mid(Me.txt4.Text, i, 1)) = False Then
Me.txt4.Text = Replace(Me.txt4.Text, Mid(Me.txt4.Text, i, 1), "")
text_count = text_count + 1

End If

Next i
If text_count > 5 Then
MsgBox "only numbers are
allowed" Exit Sub
End If
 If Len(Me.txt4.Text) > 10 Then
MsgBox "enter valid 10 digit
number" Exit Sub
End If

End If
End Sub

Private Sub txt5_LostFocus()

If Not txt5.Text Like "*@*.com" Then
MsgBox "Enter valid Email-Id"
End If
End Sub
E. LIMITATIONS OF THE SYSTEM

The findings of this study have to be seen in light of some limitations and this limitations
are stated below :

i) The system an standalone system developed in visual basic 6.0 also it’s a single user
system therefore only one user can work at a time on this system , multiple users cannot
work on this particular system is an limitation of this system .

ii) Because it’s an standalone system user are restricted only on one computer and hence
one cannot access this system with the help of internet from another place.

iii) Employee should have knowledge of an computer as well as the system he or she
is going to work on , therefore employees working on this machine needs to be given
training at first , although this system does not require any expert still the staff or
employee needs to be given little knowledge about how the system is going to work .

iv) Another important limitation or we can say an disadvantage is that if a database is

not taken care of we might lose the data from the database, proper attention while handling
the database is necessary and also necessary precautions need to be taken to not lose the
data from the database .
F. CONCLUSION :

 From the proposed system sales and inventory management (SIMS)

we have got more précised knowledge of visual basic 6.0 which as
studied by us in the fourth semester.
 The project includes various functions like addition ,subtraction
,update , delete ,clear etc implementing all these functions in project also
gave us more confidence about visual basic 6.0 .
 Connections to the database without the use of ADODC control was
implemented in the proposed system hence also gave us an clear idea
of how can a database will be connected to the system .
 This also explain us more about the reports that have been generated
in the proposed sales and inventory management system .
 Now we have a clear picture of visual basic 6.0.
 Analyzing the real life situations to convert the system was developed
in us .
 The experience also taught teamwork.
G . Future enhancement:

There is always a room for improvement in software package, however good and efficient it
may be.Further enhancement in the software will be as follows:

1. Performance evaluation : Adding performance evaluation in future will give a detailed

record of how the performance of an employee working in an organization and also will give
an clear idea of what are the necessary improvements in the employee .

2. More precised report generation: More precised report generation will include like
which product has maximum sale from an particular category this will give an clear idea
of the product that is mostly purchased from the store and hence one can keep that same
product in more quantity in an inventory same goes with the product which has low sales
record and one can plan accordingly . More precised report generation will also include
Graphs as well as more pictorial format reports which will help an user to keep an record
with more ease.

3. System restore and Backups: Adding a feature of system restoration point and a backup
system will help an user to take backups regularly and this will prevent from loosing the
data
. as data of an vendor , customer, supplier , employee is an very important aspect in the sales
and inventory management one will have an guarantee of not loosing the data from the
system . a restoration point will also help an user to restore all the default system settings
as well as records in case of an system failure.

4. Multiuser system : There are lots of disadvantages of been an standalone system

one cannot access an system with the help of internet or multiple users cannot access the
system at the same time. But adding an multiuser function will solve lots of problems and
one can access the system from distance too .
H. BIBLIOGRAPHY:-

1. Reference websites :

a. www.vbtutor.net
b. www.cybelesoft.com
c. www.tutorialspoint.com
d. https://www.quora.com/

2. Reference books used : A. Programming in Visual Basic” by McBride

B .Visual Basic 6 Programming Black Book (Steven
Holzner).

C. The Complete Reference Visual Basic 6 (Noel Jerke).

D. Mastering Visual Basic 6 (Evangel’s Petroutsos).