Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
This is to certify
that
Mr./Ms:
Dinh Huy Toan, Vu Van Thang, Nguyen Duc Duy
Has successfully Designed &
Developed:
Inventory Management System
Submitted by: Vu Tran Lam
Date of Issue: Aug 9, 2010
Authorized Signature: Dinh Huy Toan
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Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
Contents
Chapter 1: Problem Definition............................................................................................. 4
I. Description about Inventory Management System .............................................................. 4
Chapter 2:Customer Requirement Specification
(CRS) ............................................ 5
A.Business/Project Objective : ................................................................................................ 5
B. Analysis of each function: .................................................................................................. 5
1. Administration Functionalities : ....................................................................................... 5
2.Salesmen Functionalities : ............................................................................................... 6
3.Inventory Manager Functionalities : ................................................................................. 7
4.Sales Manager Functionalities: ......................................................................................... 7
C.Hardware Requirements: .................................................................................................... 8
D.Software Requirements: ..................................................................................................... 8
E.Scope of the Work (in brief):............................................................................................... 8
Chapter 3: Architecture and Design of theProject ................................................................. 9
A.Logical View ........................................................................................................................ 9
B. Physical View ................................................................................................................... 10
Chapter 4: Data Flow Diagram (DFD) &
Flowcharts ................................................. 11
A.Data Flow Diagram :.......................................................................................................... 11
DFD level 0: Context Diagram .......................................................................................... 11
DFD Level 1.0 – Application Process : Administrator ......................................................... 12
DFD Level 1 – Application Process : Sales Person ............................................................. 16
DFD Level 1 – Application Process : Sales Manager .......................................................... 21
DFD Level 1 – Application Process : Inventory Manager ................................................... 25
B. Design Flowcharts : ......................................................................................................... 29
1.Login function : ............................................................................................................. 29
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Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
2.Change User Information Function ................................................................................ 30
3.Functions of Administrator ............................................................................................. 31
4. Function of Sales Manager: .......................................................................................... 35
5. Function of Sales Person: ............................................................................................. 37
6. Function of Inventory Manager..................................................................................... 42
Chapter 5: Entity Relationship Diagram (ERD).................................................................... 44
I. Make Bill :......................................................................................................................... 45
II: Permission for Users ....................................................................................................... 46
Chapter 6: Database Design/Structure .............................................................................. 47
I. Database Design............................................................................................................... 47
II. Database Structure.......................................................................................................... 48
III. Screenshot: .................................................................................................................... 53
Chapter 7: Task sheet...................................................................................................... 59
Chapter 8: Checklist of Validations .................................................................................... 60
Chapter 9: Submission Checklist ....................................................................................... 60
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Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
Chapter 1: Problem Definition
Form No.1/eProjects/Version 1.0
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I. Description about Inventory Management System
Camp connection is general stores selling various fast moving
consumer good (FMCG) which in existence from almost 5 years and is
situated in the heart of the city. Since last 2-3 years, the huge complexes
built around the area and people prefer to visit the nearest place to buy
various FMCG.
The store is able to cater to the need of people but at the same
time finding it difficult to manage the sales and stock details. Due to
increase in sales they are finding it difficult to manage the large amount
of transactions which are causing discrepancies in the data.
To solve that difficult problem, the owner of the shop want make use
of computer to maintain the data, he also thought of expanding the Itemss in
the store by including the fruits, juices etc, so that we have researched and
developed a system called Sales and Inventory Management System
(SIMS).It will store all the information and required data can be retrieved with
ease, so that users can manage the details and admin functionalities.
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Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
Chapter 2:Customer Requirement Specification
(CRS)
Form No.2/eProjects/CRS/Version1.0
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Client: Users
A.Business/Project Objective :
To ensure that solve difficult problems by making the system should have
the following functions:
1. Administration Functionalities.
2. Salesmen Functionalities.
3. Inventory Manager Functionalities.
4. Sales Manager Functionalities.
B. Analysis of each function:
1. Administration Functionalities :
 Login to the System and change his password after login.
 Add contacts details information of new User to the System,
indicating the exclusive privileges of them.
 Add new item/categories to the inventory.
 Change the price of an item.
 Delete item/categories from the inventory.
 Input :
- Username and password.
- Information of User.
- Item/categories details.
 Process :
- Authentication of existing Username and password.
- Save to database when add /update/delete item/categories.
 Output :
- Inform the corresponding.
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Sales and Inventory Management
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2.Salesmen Functionalities :
 Login to the System through the initial screen of the system and
change his password after login.
 See the status of the inventory.
 Search for a particular item by typing the initial letters or by
category-wise.
 Enter the items purchased by a customer and produce a bill for the
same.
 Cancel the Items bill, in case of error in entering the details, and
produce a new one.
 Take back an already sold item that is not satisfactory to the
customer and produce a receipt for the same.
 Inform the inventory manager about the items that are not
available, so that they can be stocked.
 Inform the sales manager about any exceptions.
 Get help about the system on how to use the different features of
the system.
 Input :
- Username and password for login or new password for change.
- The letters or category-wise for search.
- Information about items purchased by customer for produce a
bill.
- An already sold item that is not satisfactory to the customer for
produce a receipt.
 Process :
- Authentication of existing Username and password.
- Search database based on the letters or category-wise.
- Produce a bill for the same item.
- Produce a new produced bill in case of error in entering the
details.
- Produce a receipt for the same item that is not satisfactory to
the customer.
 Output :
- Result of search by letters or category-wise.
- Details of bill produced by Salesmen.
- Help message about different features of the system.
- Inform the corresponding.
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3.Inventory Manager Functionalities :
 Login to the system/change his password after login.
 Check the status of the inventory.
 See the reports from sales people about item that are not
available and need to be kept in the inventory.
 Validate the inventory against the sales done in the previous
day.
 Generate inventory reports of the items category-wise, pricewise.
 Generate inventory-trends.
 Input :
- Username and password for login or new password for change.
- Status/information of the inventory.
- The reports from sales people.
 Process of module:
- Authentication of existing Username and password.
- Validate the inventory.
- Generate inventory report.
- Generate inventory-trends.
 Out put of module:
- Details of the reports from sales
- Details of the inventory report and inventory-trends.
- Inform the corresponding.
4.Sales Manager Functionalities:
Login to the system/change his password after login.
Check how many bills have been generated in the day so far.
Check how much money is transacted in the day so far.
Check how many bills have been cancelled so far in the day.
Check how many items have been returned so far in the day.
Check for any exception reports from the sales persons and correct
it by contacting the inventory manager.
 Generate sales-trend graphs for each of the item.






 Input :
- Username and password for login or new password for change.
- The status and information of bills, money, the bills have been
cancelled, the item have been return in the day so far.
7 sales persons.
- Exception report from the
Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
 Process:
- Authentication of existing Username and password.
- Correct exception reports by contacting the inventory manager.
- Generate sales-trend graphs for each item.
 Out put of module:
- The numbers of bills, money, the bills have been cancelled, the
item have been return in the day so far.
- The sales-trend graph for each item.
C.Hardware Requirements:
 A minimum computer system that will help you access the entire
tool in the course is a Pentium 166 or a higher capability CPU.
 128 Megabytes of RAM or Higher.
D.Software Requirements:
 Any platform you can have (window,Linux…).
 .NET Framework.
 Java Virtual Machine/J2EE server.
 jdk 1.6 or later.
 Net Bean 6.5.1
 MS SQL Server 2005.
E.Scope of the Work (in brief):
-
Registration of new client and authentication of existing client.
Provide a user friendly interface to the user to work with application
Add new goods and manage the entire item in the store.
Generation of reports related to all the store problems
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Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
Chapter 3: Architecture and Design of theProject
Form No.3/eProjects/Design/Version1
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Since the application will have client server architecture, it will have threetier architecture.
A.Logical View
Presentation Layer
Call
User Interface – GUI Component, where
data is entered and displayed
Reply
Business Logic Layer
Concentration of processing modules of the
program
Reply
Request
Data Access Layer
Access to the database and retrieves
information upon request
Result
s
Data Manipulation
Database
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Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
B. Physical View
 Client sends the request operations such as adding, deleting, and
updating via Internet to Business Logic Server.
 Server to receive and process those requests and then sent via
Internet to Database Server .
 Database Server receives service requests and manipulates the
database and return relevant results for Business Logic Server.
 Business Logic Server receives the result from Database Server and
return to the Client.
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Sales and Inventory Management
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Chapter 4: Data Flow Diagram (DFD) &
Flowcharts
Form No.4/eProjects/Design/Version1
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A.Data Flow Diagram :
Data Flow :
Process:
Data Store:
External entity:
External entity:
Transaction
Inventory Details
Salesmen
Reports
Feedback
Feedback
Inventory
Manager
Reports review
Feedback
Sales and
Inventory
Management
System
Transaction Checking
Feedback
Reports Review
Items Information
Admin
Sales Manager
Feedback
Account Details
DFD level 0: Context Diagram
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Group 2-C0907i - FPT-Aptech
1. Login System
Feedback
Username, Password
New Info
User’s Information
Admin
2. Change
Info
3. Create
new User
Feedback
Feedback
Items/Categories Details
New Price
5. Change
Items Price
4. Add new
Items/Category
Feedback
Feedback
DFD Level 1.0 – Application Process : Administrator
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Sales and Inventory Management
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Authentification
Login
SIM System
1. Login System
Check Username, Password
Users
Logout
Feedback
Username, Password
Admin
DFD Level 1.1 – Function Process : Login System
Users
Feedback
Save new info
New Info
Admin
2.Change
Info
Feedback
DFD Level 1.2 – Function Process : Change Information
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Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
Users
Create User
Admin
Feedback
User’s Information
3.Create
new User
Feedback
DFD Level 1.3 – Function Process : Create new User
Items
Save New Items
Feedback
Items’s Details
Admin
4. Add new
Items
Feedback
DFD Level 1.4.1 – Function Process : Add new Items
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Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
Categories
Save New Category
Feedback
Category’s Details
Admin
5.Add new
Category
Feedback
DFD Level 1.4.2 – Function Process : Add new Category
Items
Save New Price
Feedback
New Price
Admin
6.Change
Items price
Feedback
DFD Level 1.5 – Function Process : Change Items Price
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Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
1. Login System
Customer info
Username, Password
Feedback
Feedback
New Info
2. Change
Information
Items info
3. View Items
info
Sales Person
Feedback
Request help
6. Get Help
7. Add new
Customers
Request
Report
details
Help
Feedback
5. Create
Reports
Bill Details (id, date, item, ect…)
4. Create Bill
DFD Level 1 – Application Process : Sales Person
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Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
Authentification
Login
SIM System
1.Login System
Check Username, Password
Users
Logout
Username, Password
Feedback
Sales Person
DFD Level 1.1 – Function Process : Login System
Users
Feedback
Save new info
New Info
2.Change
Info
Sales Person
Feedback
DFD Level 1.2 – Function Process : Change Information
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Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
Items
Items info
Request
Items info
3. View Items
info
Sales Person
Request
DFD Level 1.3 – Function Process : View Items Information
Bill Details (id,date,item,ect…)
Sales Person
4.Create Bill
Feedback
Save
Feedback
Bills
DFD Level 1.4 – Function Process : Create Bill
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Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
Sales Person
Report
details
Feedback
5. Create
Reports
Inform
Inform
Feedback
Inventory
Manager
Sales Manager
DFD Level 1.5 – Function Process : Create Reports
Sales Person
Request help
Help info
6. Get Help
DFD Level 1.6 – Function Process : Get Help
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Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
Customers
Save New Customer
Feedback
Customer’s Details
Sales Person
7.Add new
Customer
Feedback
DFD Level 1.7 – Function Process : Add new Customers
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Sales and Inventory Management
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1. Login System
Username/Password
Feedback
Feedback
New Information
Sales Manager
2. Change info
Feedback
3. Check Bills
Bills details
Exceptions
Create
Check
Feedback
4. Reports
5. Create SalesTrends
DFD Level 1 – Application Process : Sales Manager
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Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
Authentification
Login
SIM System
1.Login System
Check Username, Password
Users
Logout
Feedback
Username, Password
Sales Manager
DFD Level 1.1 – Function Process : Login System
Users
Feedback
Save new info
New Info
2.Change
Info
Sales Manager
Feedback
DFD Level 1.2 – Function Process : Change information
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View Bills details
Sales Manager
3. Check Bills
Bills details
Request
Bills details
Bills
DFD Level 1.3 – Function Process : Check Bill
Exceptions
Sales Manager
Check
Contact
4. Reports
Fix’s Command
Report details
Feedback
Sales Person
Inventory Manager
DFD Level 1.4 – Function Process : Report
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Group 2-C0907i - FPT-Aptech
Feedback
Sales Manager
5. Create SalesTrends
Create
Inventory trends
Feedback
Inventory Manager
DFD Level 1.5 – Function Process : Create Sales-Trends
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Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
1. Login
System
Username/Password
Feedback
Feedback
View Report
Inventory Manager
2. Change
Information
New Info
4. View Report
Report Details
Report
Details
Feedback
5. Create
Report/Inventorytrends
Check
Inventory Status
3. Check
Inventory Status
DFD Level 1 – Application Process : Inventory Manager
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Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
Authentification
Login
SIM System
1. Login System
Check Username, Password
Users
Logout
Username, Password
Feedback
Inventory
Manager
DFD Level 1.1 – Function Process : Login System
Users
Feedback
Save new info
New Info
2.Change
Info
Inventory
Manager
Feedback
DFD Level 1.2 – Function Process : Change Information
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Sales and Inventory Management
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Inventory Status
Inventory Manager
3. Check
Inventory Status
Check
Request
Status
Items
DFD Level 1.3 – Function Process : Check Inventory Status
View Report
Inventory Manager
4. View Report
Report Details
Report
Details
Feedback
Sales Person
DFD Level 1.4 – Function Process : View Reports
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Report
Details
Inventory Manager
5. Create
Report/Inventorytrends
Feedback
Inform
View
Sales Manager
DFD Level 1.4 – Function Process : Create Report/Inventory-Trends
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Group 2-C0907i - FPT-Aptech
B. Design Flowcharts :
1.Login function :
Start
Input Username
and Password
False
Check Username,
Password on Users
table on Database
Display Error
True
Check Status of Users
On User Table
True
False
Status=1
False
Display Administrator
Main
Status=2
False
True
Status=3
Display Salesmen
Main
True
Status=4
Display Sales
Manager Main
Display Inventory
Manager Main
Stop
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2.Change User Information Function
Start
Input new Information
False
Validate Inputted
Data
Display Error
True
Update Information on Users
table on Database
Display Success
Message
Stop
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3.Functions of Administrator
3.1 Add new User:
Start
Input Information and
controllable of new User
False
Validate Inputted
Data
Display Error
True
Insert new User to Users
table on Database
Display Success
Message
Stop
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3.2 Add new Category
Start
Input Information of new
Category
False
Validate Inputted
Data
Display Error
True
Insert new Category to
Categories table on Database
Display Success
Message
Stop
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3.3 Add new Items
Start
Input new Information of
Items
False
Validate Inputted
Data
Display Error
True
Insert new Item to Items
table on Database
Display Success
Message
Stop
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3.4 Change Items’ Price
Start
Choice Items which change
price
Input new Items’
Price
False
Validate input
data
Display Error
True
Update Items price
Display Success
Message
Stop
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4. Function of Sales Manager:
4.1 Check bills are created in day:
Start
Count numbers of Bills are
generated in Order table
Display numbers
of Bills
Stop
4.2 Check moneys are transacted in day:
Start
Count sum of money are
transacted in Order table
Display sum of
money
Stop
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Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
4.3 Check Bills are cancelled in the day:
Start
Count numbers of Bills are
cancelled in the day in Order
table
Display numbers
of Bills
Stop
4.3 Check Items are returned in the day:
Start
Count numbers of Bills are
cancelled in the day in Order
table
Count numbers of Items in
these Bills
Display numbers
of Items
Stop
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5. Function of Sales Person:
5.1 View Status of Inventory and inform:
Start
Select status of all Items in
Items table
Display all status
of Items
Get all Items that are not
available, need to be stocked
Inform the Inventory Manager
about those Items
Stop
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5.2 Search Item:
Start
Input Keyword for
Search
False
Validate input
Data
True
Display Error
Message
Search on Items table by
Keyword
False
Data found
True
Display result
Stop
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Sales and Inventory Management
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5.3 Enter Purchased Items and produce the same Bills:
Start
Enter purchased
Items details
False
Validate Data
Display Error
True
Produce the same Bill
Save this Bill into Bills table
Display Message
Stop
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Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
5.4 Cancel produced bill and take back Items:
Start
Select Bill from Bills
Check Bill data
Data Error
True
False
Cancel Bill
False
True
Update this Bill’s Status =1 in Bills
table, count item’s number in this bill
Add this Item’s number to the same
Item in Items table
Display Message
Stop
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Sales and Inventory Management
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5.5 Add New Customers
Start
Input Customer’s
Information
False
Validate Inputted
Data
True
Insert new Customer to
Customers table on Database
Display Success
Message
Stop
41
Display Error
Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
6. Function of Inventory Manager.
6.1 Check Inventory’s status and validate againts.
Start
Select status of all Items in
Items table
View Sales report
Validate the inventory status
Done
True
Stop
42
False
Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
6.2 View Sales report and generate Inventory report/inventory-trends
Start
Validate Inventory
Status Done
True
Generate Inventory Report
Base Inventory status
Generate Inventory-trends
Base Inventory status
Stop
43
False
Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
Chapter 5: Entity Relationship Diagram (ERD)
Form No.5/eProjects/Design/Version1
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Symbol
Description
Entity
Preferences
Primary key attribute
---------connection relations
connection properties
Relational
1:1
One – one Relational
1:N
one – many Relational
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I. Make Bill :
Sale ID
Name
C_ID
Sales
C_Name
1
Categories
Make
B_ID
1
N
Contain
Bills
CustNam
e
I_ID
1
N
Items
Make
N
1
1
Bill Details
Contain
45
I_Nam
e
Price
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Group 2-C0907i - FPT-Aptech
II: Permission for Users
R_ID
R_Name
Roles
1
Contain
N
Password
Users
U_ID
UserName
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Chapter 6: Database Design/Structure
Form No.6/eProjects/Design/Version1
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I. Database Design
Database Name: Inventory
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II. Database Structure
Table 1:
Table Customers
Fields Name
Data Type
Null
Key
Description
Cust_ID
int
No
Primary key
Identity, Store the Id of Customer
Cust_Name
nvarchar(50)
No
Store name of Customer
Tel
varchar(12)
No
Store contact phone of Customer
Address
nvarchar(50)
No
Store address of Customer
Gender
bit
Yes
Store gender of Customer
Purchased
float
No
Store number of purchasa
Status
Bit
No
Store status of Customer
City
nvarchar(20)
Yes
Store City of Customer
Country
Nvarchar(30)
Yes
Store Country of Customer
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Table 2:
Table Users
Fields Name
Data Type
Null
Key
Description
U_ID
varchar(5)
No
Primary key
Store Id of User
R_ID
Varchar(5)
No
Foreign key
Reference Roles table
UserName
varchar(30)
No
Store username of User
PassWord
Varchar(16)
No
Store password of User
Name
Nvarchar(50)
No
Store Name of User
Phone
varchar(12)
No
Store contact phone of User
Email
Varchar(30)
No
Store contact Email of User
Address
Nvarchar(50)
No
Store address of User
LastLogin
DateTime
No
Store the last time when User
login to system
U_Status
int
No
Store status of User, Default 1
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Table 3:
Table Items
Fields Name
Data Type
Null
Key
Description
I_ID
varchar(5)
No
Primary key
Store Id of Item
C_ID
Int
No
Foreign key
I_Name
nvarchar(25)
No
Store name of Items
I_Unit
Varchar(15)
No
Store measure of Item
I_Price
Float
No
Store price of Item
I_Quantity
int
No
Store quantity of Item in stock
I_Status
int
No
Store status of Item
Store ID of Category Contain Item
Table 4:
Table Categories
Fields Name
Data Type
Null
Key
Description
C_ID
int
No
Primary key
Identity, Store ID of Category
C_Name
nvarchar(30)
No
Store Name of Category
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Table 5:
Table Bills
Fields Name
Data Type
Null
Key
Description
B_ID
int
No
Primary key
Identity, store Id of Bill
U_ID
varchar(5)
No
Foreign key
References U_ID field on Users
table
Cust_ID
int
No
Foreign key
References Cust_ID field on
Customers table
Date
datetime
No
Store purchased date
Discount
float
No
Store the discount of Item
Payment
nvarchar
No
Store payment of transactions
Total
float
No
Store total price
Status
bit
No
Store status of this order
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Table 6:
Table BillDetails
Fields
Name
Data Type
Null
Key
Description
B_ID
Int
No
Foreign key
Reference B_ID field of Bills table
I_ID
varchar(5)
No
Foreign key
Reference I_ID field of Items table
Price
float
No
Store price of this Bill
Quantity
int
No
Store quantity of this Bill
Primary key of this table is a synthesis of two key fields B_ID and I_ID
Table 7:
Table Roles
Fields Name
Data Type
Null
Key
Description
Primary Key
Store ID of Role
R_ID
Varchar(5)
No
R_Name
Nvarchar(30)
No
Store Name of Role
R_Permission
int
No
Store Permission of Role
52
Sales and Inventory Management
III. Screenshot:
1. Login Form:
53
Group 2-C0907i - FPT-Aptech
Sales and Inventory Management
2. Change Password:
54
Group 2-C0907i - FPT-Aptech
Sales and Inventory Management
3. Administrator:
55
Group 2-C0907i - FPT-Aptech
Sales and Inventory Management
4. Salesmen:
56
Group 2-C0907i - FPT-Aptech
Sales and Inventory Management
5. Sales Manager:
57
Group 2-C0907i - FPT-Aptech
Sales and Inventory Management
6. Inventory Manager :
58
Group 2-C0907i - FPT-Aptech
Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
Chapter 7: Task sheet
Form No.7/eProjects/TAB/Version1.0
*
*
Project Ref. No :
Project
Sr.
No
Task
Title :
1.
Project
Definition,
Flowchart,
CRS
2.
Design
Database,
ERD
3.
Data Flow
Diagram
Sales and
Inventory
Management
Activity Plan
Prepared By
:
*
Date of Preparation of Activity Plan:
Start Date
Complete
Date
Team Member
Names
Status
09/08/2010
18/08/2010
Dinh Huy Toan
Finish
Vu Van Thang
Finish
Nguyen Duc
Duy
Finish
E-Project
Guidelines
Book
System
59
Sales and Inventory Management
Group 2-C0907i - FPT-Aptech
Chapter 8: Checklist of Validations
Form No.8/eProjects/Tab/ver1.0
*
*
*
Option
Validated
Can a new user who gets registered, enter the application
after logging in?
Do all the options present in the application display the
correct result?
Does the application’s functionality resolve the user
problem, and satisfy their needs?
Has the hardware and software been correctly chosen?
Yes
Yes
Yes
Yes
Chapter 9: Submission Checklist
Form No.9/eProjects/Tab/Ver1.0
*
*
Sr.No
1.
2.
3.
4.
5.
*
Particulars
Yes
Are the users able to log in to the
application after validation is performed
on the user name and password?
Are the users able to modify their details
after getting registered?
Are all the screen contents devoid of
spelling mistakes?
Is the user able to trade on fund which
has been selected?
Is the application user-friendly?
60
No
NA
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