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CONTENTS

Page No.
1. Introduction
1.1 Organization Profile
1.2 System Specification
1.2.1 Hardware Configuration
1.2.2 Software Specification

2. System Study
2.1 Existing System
2.1.1 Drawbacks
2.2 Proposed System
2.2.1 Features

3. System Design and Development


3.1 File Design
3.2 Input Design
3.3 Output Design

3.4 Database Design


3.5 System Development
3.5.1 Description of Modules
4. Testing and Implementation
5. Conclusion
Bibliography

Appendices
A. Data Flow Diagram
B. Table Structure
C. Sample Coding

D. Sample Input
E. Sample Output
SYNOPSIS

The project “MEDICAL STORE INVENTORY SYSTEM” is designed for medicine


manufacturing and supplying company. The medical management system is an application,
which involves administrational functional, related to various details like stock maintenance,
sales list, purchase list, billing list etc. Realizing the need for quick retrieval and easy
management of data, the system was studied in depth, analyzed and computerized. Owing to the
number of drawbacks evident in the existing system, an automated solution is proposed. The
Proposed System aims to remove most of the drawbacks found extensively in the existing
system. The application is aimed to simply the complex and redundant process. The proposed
system being developed as a replacement for the existing system is a graphical user interface
with good interactions with the database.. The main aim of the project is the management of the
database of the pharmaceutical shop. This is done by creating a database of the available
medicines in the shop. The database is then connected to the main program by using
interconnection of the Visual Basic program and the database already created.
1. INTRODUCTION

Medical store inventory is to implement a software application for medical shops for maintaining
easy billing system. It is the complete Medical store inventory software is designed to easier the work
load of medical shop professionals. System will store the information of medicines & customers in the
system. The main feature includes invoicing, inventory, stock control, accounting, client and vendor
management.

Main aim to developing a Medical store inventory Management System is to provide an easy way
not only to automate all functionalities of medical store, but also to provide full functional reports to top
management of Medical store inventory with the finest of details about any aspect of medical shop.
Medical store inventory Management is software has the perspective of attaining attraction of those shops
which don’t have one good performing software for keeping their information secure and make their
management easier. Medical Management provides one attractive environment where we can manipulate
data information about patient, drugs, stock and staff easily.

So we can say the core purpose of designing Medical store inventory Management is to manage
the task related to the stock, sales, customers, employees and to reduce time to searching of appropriate
information in day to day business.
1.1 Organization Profile

Max technologies, is an emerging IT services and HR consultancy firm located in


Tirupur. Max Technologies was established in the year 2009. The organization comes with vast
and wide experience from the software as well as hardware. Max Technologies provides
software development, recruitment, HR management, sales, support and IT enabled services.

Max Technologies Is having a decade of in depth knowledge of developing software and


which aids in developing the job specification and in analyzing the technical competencies
required for software professionals. Max Technologies are having a dedicated team of well
qualified professionals who understand the client needs and they focusing on providing
recruitment services across are levels. Max Technologies maintain a good relationship with the
customers and provides better services to them. Max Technologies is to give quality services in
the better and suitable environment so as to satisfy the customer needs and also to shine them in
the competitive field.
1.2 SYSTEM SPECIFICATION

1.2.1 HARDWARE SPECIFICATIONS

Processor : X86 Compatible processor with 1.7 GHz Clock speed


RAM : 512 MB or more
Hard disk : 20 GB or more
Monitor : VGA/SVGA
Keyboard : 104 Keys
Mouse : 2 buttons/ 3 buttons

1.2.2 SOFTWARE SPECIFICATIONS

Operating System : Windows 2000 /XP /7


Front end : Visual Basic 6.0
Back end : MS Access
1.2.3 LANGUAGE SPECIFICATIONS

Visual Basic 6.0

Visual Basic is quickest and earliest they to create powerful application for
Microsoft operation system. The Visual Basic programming system allows to create
robust and useful application that fully use of the Graphical User Interface (GUI).

The front-end tools make the user interface with the system easier and also
provide a user-friendly environment to the system. This rich language enables us to
develop many different types of application. We can create programs that intersect with
the hardware.

Visual Basic is an event driven programming language. The advantage of such an


approach what that there were fewer bugs and lesser sup rises enterprises. Building
prototypes becomes very easy.

ActiveX Data Objects (ADO)

The bridge between the data provider and data consumers is through data sources
created using MS activeX data object (ADO) which is the primary method in visual basic
to backward compatibility and project maintenances, Remote Data Object (RDO) and
Data Access Objects (DAO) are still supported.

Data Sources and Data Control

On the client-side, server new data sources are available, including the data
environment, a graphical designer that allows to quickly create ADO connections and
comments to access the data.

The data environment designer provides a dynamic programmatic interface to the


data access object. The data environment provides advance data shaping services. The
ability to create hierarchies of related data, aggregate and automatic grouping all without
code.

The new ADO data control is similar to the intrinsic the data control and remote
data control, except that uses ADO to access sources either as user controls or proprietary
data structures.

Features

Data access features allows creating data base and front-end application to create
data base format, including Microsoft SQL Server, oracle, Microsoft access and other
enterprise level data base.

 It includes a GUI environment for making window based applications.


 Internet capabilities make it easy to provide access to documents and applications
across the internet from within your application.
 It provides a vital link to graphical environment and allows developing application
based on standard windows features: dialog boxes, command button, drop-down
menus, scroll bar, selection list, etc. It also allows creating robust application that
fully makes use of the graphical user interface.
 Visual basic allows adapting more of parallel approach, with independent section
of code for each option that the user may select. This is known as Environment
Programming Language.
 It can be extended easily through the use of window API call, hundreds of third
party control and DLLs, and integration with other windows applications through
COM and DCOM allows for a rapid application development and excellent for
business application.
Microsoft Access 2007

MS-Access is a powerful program to create and manage data bases. It has many
built-in features to assist in co-structuring and viewing information. Access is much more
involve and is a more genuine data base application then other program such as MS
works the system is developed using back-end MS-Access. MS-Access product of
Microsoft Access has to create and maintain large database large quickly and easily.

An access data consist of tables that hold the data and all the related objects such
as forms and reports that are used to manage the data in the tables. Access supported
almost all the database that are supported most other database. The field property can be
provided for the field in the penal by the access.

MS-Access satisfies all the condition which are normally wanted for data base
administrators. The client can erase and update. The access is the data base management
system which is powerful in the maintenance of the data base.

Features

 MS-Access is the powerful relational data base that stores related data in place.
 Relational data base make it easier to find, analysis, maintain and product the data
since stored in one place.
 Data`s can be stored in one table, but can be moved in multiple locations.
 MS-Access retrieves data from one or more tables and displays on the screen.
2. SYSTEM STUDY

System Study may be defined as the process of dividing the problem into parts,
identifying each part and establishing relationship in the part. System Study is a detailed
study of the various operations performed by a system and relationship within and
outside of the system. System Study is a continuing activity at all stages of the project. It
is the process of studying problem to find the best solution to the problem, by which the
existing problems are understood. Objectives and requirements are defined and the
solution is evaluated. Once system study is complicated, the analyst has a firm
understanding of what is to be done.

System study consists of two sub phases planning and requirements definition.
They include understanding the customer’s problem, performing a feasibility study,
developing a recommended solution strategy, determining the acceptance criteria and
planning the development process. The products of the planning are system definition
and project plan.

The system definition typically expressed in English or some other languages and
may incorporate charts, figures, graphs, tables and equations of various kinds. The exact
notations used in system definition and highly dependent on the problem area. Obviously,
one uses different terminology to describe a process control system.
2.1 EXISTING SYSTEM

The existing system in the medical shop management system is manual, which is
quite tedious and more difficulties are raised in the project management system. The
Existing is not automated. The Project Allotments or the respective documentation is
maintained manually in paper, some of the data’s are only computerized. All the
operations adding, modifying and deleting the order of, system administrator by performs
various user and document manually. The project manager does not control all the
management. The data’s are not shared systematically. The data sharing is done through
manually.

2.1.1 DISADVANTAGES

The drawbacks Present in the Existing System can be summarized as

 The Work process is slow, when compared to automated Solution


 Since it is manual, it produces typographical errors.
 Since most of the details are maintained in paperwork’s, there is a need of papers
2.2 PROPOSED SYSTEM

Owing to the number of drawbacks evident in the existing system, an automated


solution is proposed. The proposed system aims to remove most of the drawbacks found
extensively in the existing system. The Proposed system is aimed to simply the complex
and redundant process. The proposed system being developed as a replacement for the
existing system is a graphical user interface with good interactions with the database.
Hence the proposed system is complete automation. The Proposed system has been
developed under Visual basic as front-end and MS-Access as back-end. Thus Proposed
System attempts to solve all the drawbacks of the existing system.

2.2.1 FEATURES

 Automated activity.
 Faster compared to the Existing system.
 Maintains proper flow of control and relationships.
 Security.
 Addition, Deletion, Modification and View can be made easily.
 Avoids tedious typing task
 Faster document retrieval
 Saving storage space
 Keeps data secure
 Easy to use, update and maintain
3. SYSTEM DESIGN AND DEVELOPMENT

3.1 File Design

File Design Fundamentals

 File design is one of the first activities.

 The new file designs provide structures used to create sample input and output
forms and reports.

 In practice, design work switches among file, output and input design.

Traditional File Types

Master File Contains data that is seldom changed but is often used referentially
by process within the system.

Transaction File Contains data that describes an event that pertains to some part of
the information system, one kind of transaction is associated with
batch processing, the often with Online Transaction Processing
(OLTP).

Batch File Transaction that are collected together for processing sometime
after the event they describe.

Online Transaction that are individually processed as soon as possible and


then usually placed in a history file.

History File Contains data that describes what happened in the past.

Backup File Contains duplicate data from another file.

Temporary File Contains data that are need not to be retained beyond the current
processing.

Table File Contains data that is used referentially and that can change
periodically.
3.2 Input Design

Input Design is the key to success of any good system and a good design take time.All
data entry screen are interactive in nature.Online help is available to the user in the form of
messages ,which prompts for correct entries:Some other features are

 The form clearly states the purpose of the form.


 The heading of each data item is clearly given.
 Adequate space is provided from the data item.
 Automatic generation of primary key values.
 Paper validation of input design should be provided.
Inaccurate input data is the most common source of errors in data processing.
This system consists of following forms,
Login Form

This form is used to log in into the system. If the password is correct, the main form will
be opened.

Add Record Form

This form is used to add the new products and company details in this form which does
not already included in company products. It displays to select the existing drugs. New arrived
drugs can added by use of this add form.

Sales Form

In this form product information such as product ID, name, quantity, product number,
batch number and price are entered as input. This form shows the sales record of a medical.

Return Product Form

This form is used to return details of the expired product and the product which does not
sold by customers.
3.3 Output Design

Computer output is the most important and the direct source of the information into the
user proficient, intelligible output design should improve the systems relationship with the user
and help in decision-making. A major form of output is the hardcopy from a printer. Printouts
should be designed around the output requirement of the user.

Output from computer system are required primarily to communicate the result of
processing the user in a form which they can understand and which meets their requirements.
Outputs are the most important and direct source of information to the management. They are
obtained in the form of various reports. Efficient output design improves system relationship
with the user and the process of decision making.

The report in the system are,

Sale out Report

This report shows the sold products in the medical.

Available Stocks

This report shows the current stocks in the medical. It is easy to search the particular
stock by using the search stock option.

Sale Report

This report shows the sale reports of the medical.

Medical Stocks

This report illustrates the medical stocks such as product id, product number, quantity,
name, batch number, expired date and insert date.
3.4 Database Design

It is a process of converting a relation to a standard form.The process is used to handle the


problem,that can arise due to data redundancy (i.e) repetition of data in the database, maintain
data integrity as well as handle problem that can arise due to insertion, updation and deletion
anomalies.

Decomposing is the process of splitting relation into multiple relations to eliminate


anamolies and maintain data integrity to do this we use normal forms are rules for structuring
relation.

Insertion anomaly

Inability to add data to the database, due to absence of other data.

Deletion anomaly

Unintended loss of data, due to deletion of other data.

Update anomaly

Data inconsistency resulting from data redundancy and partial update.

Normal forms

These are the rules for structuring relation that eliminate anomalies.

First Normal Form

A relation is said to be in first normal form if the values in the relation or atomic for
every attributes in the relation. By this we need simply that no attribute value can be a set of
values or as it is sometimes expressed a repeating group.
Second Normal Form

A relation is said to be in second normal form is it is in first normal form and it should
satisfy any one of the following rules:

 Primary key is not a composite primary.

 No non key attributes are present.

 Every non key attribute is fully.

 Functionally dependent on full set of primary key.

Third Normal Form

A relation is said to be in third normal form if there exists no transitive dependency.

Transitive dependency

If two non key attributes depend on each other as well as on the primary key,then they are
said to be transitively dependent.

The above normalization principle where applied to decomposs the data in mutiple tables
their by making the data to be maintained in consistent state.
3.5 System Development

System development is the process of defining, designing, testing and implementing a


new software application or program. It could include the internal development of customized
system the creation of database systems or the acquisition of third party developed
software.Written standard and procedures must guide all information systems processing
functions. The organization’s management must define and implement standards and adopt an
appropriate system development life cycle methodology. Governing the process of developing,
acquiring, implementing and maintaining computerized information system and technologies

3.5.1 DESCRIPTION OF MODULES

 Admin Profile
 New User
 Add Drug
 Sales
 Sales Report

Admin Profile

Admin profile module is used for authentication . It helps administrator enter this system
and change his password. It also includes the authentication for each process of this system like
add new user, medicines stock maintenance and sales.

New User

New user module allows adding new users to this system. By registering new users they
also can access this system. But these all the processes are managed by administrator. But new
users had limited accessing permissions. For Sales and reports needs user authentication.

Add Drug

Add drug module contains the details of drugs which are in need to add in database. It
includes the drug name, production date of drug, expiry date of drug, quantity of drug and where
it is placed in shelf(S.No). It also allows updating exist drug details.
Sales

Sales module contains the details of sales. It contains name of drug, production date of
specified drug, expiry date of specified drug, quantity of drug, quantity of drug in balance stock,
drug holding shelf, price of drug per unit, total price of drug in sales, date of sales.

Sales Report

Sales report module includes two type of reports. First type is individual sales report. It is
created by using the date interval. The Second type is the whole report. This report contains the
report of sales from a specific start date to current date.
4. TESTING AND IMPLEMENTATION
Testing is an activity to verify that a correct system is being build and is perform with the
intension of finding fault in the system, testing result once gathered and evaluate, provide a
quality and reliability and serves as a basis for design modification. A project is said to be
incomplete without proper testing.

System Testing

System testing is the stage of implementation that is aimed at ensured that the system
works accurately and efficiently before live operation commences. Testing is vital for the success
of the system. System testing makes a logical assumption that if all parts of the system are
correct, the goal will successfully achieved.

A series of tests are performed for the proposed system is ready for User Acceptance
Testing. The testing steps are

 Unit testing
 Integration Testing
 Validation Testing
 Output Testing
 User Acceptance Testing
Unit Testing

Unit testing focuses verification efforts on the smallest unit of software design, the
machine module. This is known as “MODULE TESTING”. The modules are tested separately is
carried out during programming stage itself. In this step, each module is found to be working
satisfactory. So the expected output from the module is arrived.

Integration Testing

Data can be lost across and interface, one module can have an adverse effect on others,
and sub functions when combined may not produce the describe major functions. Integration
Testing is a Systematic structure, while at the same time conducting to uncover errors associated
within the interfaces.
The objectives are to unit tested modules and to combined them and test it as a whole. here
correction is difficult because the vast expenses of the entire program complicate the isolation of
causes. this is the integration testing step. all the errors encountered will be carried over to the
next testing step.

Validation Testing

Validation testing is performed in order to find whether there is any flow and deficiency
in requirements of the system. Each and every module is tested independently. The input and
output process are validated effectively. The input of the user for each field is validates to check
if value entered is null (or) validate. After field level validation, the module level is made such
that they are integrated and a validation is performed for the whole system.

Output Testing

After performing the validation, the next is output testing of the proposed system. Since no
system could be useful. If does not produce the requirement output in the special format asking
the user about the requirement, test the output format is considered in two ways. One is on of the
screen and other is printed format.

User-Acceptance Testing

User-Acceptance of a system is the key factors for the success of any system. The system
under consideration is tested for user acceptance by constantly keeping in touch with the
perspective system users at the time of developing and makes changes whenever required. This
is done with the regard of the following points:

 Input design
 Output Screen
 Menu Driven System
 Format of Crystal Reports and other output
System Implementation

System implementation is the stage of the project that theoretical design is turned into a
working system. If the implementation stage is not properly planned and controlled, it can cause
error. Thus it can be considered to be the most crucial stage in achieving a successful new system
and in achieving a successful new system and in giving the user confidence that the new system
with work and be effective.

Normally this stage involves setting up a coordinating committee, which will act as a
sounding board for ideas, complaints and problem. The first task is implementation planning,
i.e.., deciding on the methods and time scale to be adopted. Apart from planning two major task
of preparing for implementation are education taken place much earlier in the project, at the
implementation stage the emphasis must be on training in new skills to give staff confidence that
they can use the system once staff has been trained, the system can be tested.

After the implementation phase, the user staff is adjusted to the changes created by the
candidate’s system evaluation and maintenance to bring the new system to standards. The
activities of the implementation can be summarized as

 Implementation Planning
 Education Planning
 System Planning
5. CONCLUSION

The project entitled “ MEDICAL STORE INVENTORY SYSTEM ” has been developed
to satisfy all the requirements of the users. Medical store inventory system project is
implemented in visual basic platform. Main aim of this project is to develop a software
application for medical service providers for improving efficiency in billing procedure. Using
this system it is easy to calculate users billing details and managing customer billing. This
project is developing to increase speed of billing system, bill calculation and report generation.
In existing system manual methods like maintained data in registers are used. In this method it is
not easy to manage data efficiently and time taken for providing service for users is time taking
process. Retrieving old data is not possible and there are chances of losing data. The logical
design of the project has been done successfully and the physical design and the project is yet to
be completed. This project has been developed with Visual Basic 6.0 as Front End and MS
Access as Backend.
6. BIBLIOGRAPHY

Reference Books

1. Mike Snell, Lars Powers “Visual Basic Programmer's Guide to the Framework Class
Library”
2. Fred Barwell “Professional VB” Second Edition
3. Dave Grundgeiger “Programming Visual Basic”
4. Teresa Hennig, Robert G. Cooper “Access 2007 VBA Programmer’s Reference”
5. Richard Fairly “Software Engineering Concepts”. Tata McGraw-Hill Publishing
Company, Fourth Edition
6. Ellias M.Award “ System Analysis and Design”, Tata McGraw-Hill Publishing
Company, Second Edition

Reference Websites

 http://www.en.wikipedia.org/wiki/Visual_Basic
 http://www.msdn.microsoft.com/en-us/vstudio/hh388573.aspx
 http://www.en.wikipedia.org/wiki/msaccess
 http://www.w3schools.com/ msaccess_tutorials
APPENDIX

A. Data Flow Diagram


Data Flow Oriented Techniques advocate that the major data items handled by systems
must be first identified and then the processing required on these data items to produce the
desired outputs should be determined. The DFD (also called as bubbled chart) is a simple
graphical formation that can be used to represent a system in terms of data to the system, various
processing carried out on these data and the output generated by the system. It was introduced by
De Macro(1978), Gane and S Sarson(1979).

Symbols used in DFDs

A circle represents a process

A rectangle represents a external

A square defines a source or destination of the system data

An arrow identifies data flow

A store or database or may be a single table


DATA FLOW DIAGRAM

Medical Stores in
Dealer Supplier_Tbl

Medical Customer Stores in


Store Details Cust_Tbl
inventory
System

Service
Billing

Stores in
Bill_ Tbl

Purchase
Employee
Details

Salary Stores in
Salary_ Tbl

Report
B. TABLES DESIGN
Database Name : Medical
Table Name : Admin
Description : Stores the user name and password

Field name Data type Size Description

Description Text 15 Description

Qty Number 10 Qty

UnitPrice Number 10 Unit Price

TotalPrice Number 10 Total Price

Table Name : Login


Description : Stores the user name and password of working staffs.

Field name Data type Size Description

Fullname Text 15 Full name

Username Text 15 Username

Password Text 10 Password

Secquest Text 10 Secquest

Secanswer Text 10 Secanswer


Table Name : Master
Description : Stores the details of products.

Field name Data type Size Description

DrugName Text 10 Drug Name

MfdDate Date/Time 10 Mfd Date

ExpDate Date/Time 20 Experience Date

Shelf Text 10 Shelf

Qty Number 10 Qty

Table Name : Bill


Description : Stores the details of sales with billing details.

Field name Data type Size Description

DrugID Text 15 Drug Identifier

DrugName Text 10 Drug Name

Price Number 10 Price

Qty Number 10 Qty

Shelf Text 15 Shelf

ProdDate Date/Time 10 Product Date

ExpDate Date/Time 20 Experience Date


TPrice Number 10 Total Price

Seller Text 15 Seller

SellDate Date/Time 10 Seller Date


C. SAMPLE CODINGS
Private Sub cmdCancel_Click()
'to close this admin login form on clicking
Unload Me
End Sub

Private Sub cmdOK_Click()


Set rs = New ADODB.Recordset
Set con = New ADODB.Connection
con.Open (Constring)
Dim flag As Boolean

'to compare Administrators username and password for login from table[Admin]
rs.Open "Select Username, password from Admin", con, adOpenKeyset, adLockOptimistic

'EOF =End of file to check admin table upto the last record
While rs.EOF = False
If Me.txtUserName = rs!UserName And Me.txtPassword = rs!Password Then
flag = True
End If
rs.MoveNext
Wend
If flag = True Then
Unload Me
frmEdit.Show vbModal
Else
'message to give when wrong details are entered
MsgBox "Invalid! Check your username & password PLEASE", vbInformation, "Authentication
Failure"
End If
End Sub
Private Sub Data1_CLICK()
DataReport1.Show
End Sub
Private Sub cmbpid_Click()
Set rs = New ADODB.Recordset
Set con = New ADODB.Connection
con.Open (Constring)

rs.Open "Select * from Master where DrugName = '" & Me.cmbpid & "'", con, adOpenKeyset,
adLockOptimistic

If rs.EOF <> True And rs.BOF <> True Then


Me.txtexpiry = rs.Fields("ExpDate")
Me.txtpdate = rs.Fields("MfdDate")
Me.txtshelf = rs.Fields("Shelf")
End If
End Sub

Private Sub cmbpid_GotFocus()


Set rs = New ADODB.Recordset
Set con = New ADODB.Connection
con.Open (Constring)

rs.Open "Select DrugName from Master", con, adOpenKeyset, adLockOptimistic


While rs.EOF <> True
cmbpid.AddItem rs!DrugName
rs.MoveNext
Wend
End Sub
Private Sub cmddelete_Click()
Set rs = New ADODB.Recordset
Set rs1 = New ADODB.Recordset
Set con = New ADODB.Connection
con.Open (Constring)

rs.Open "Delete * from Master where DrugName = '" & Me.cmbpid & "'", con, adOpenKeyset,
adLockOptimistic

Me.cmbpid.Clear
Me.txtshelf = ""
Me.txtpdate = ""
Me.txtexpiry = ""
MsgBox "Item Deleted", vbInformation, "Deletion"
Set rs = Nothing
Set con = Nothing

End Sub

Private Sub cmdexit_Click()


Unload Me
End Sub

Private Sub cmdsave_Click()


Set rs = New ADODB.Recordset
Set rs1 = New ADODB.Recordset
Set con = New ADODB.Connection
con.Open (Constring)

rs.Open "Select * from Master where DrugName = '" & Me.cmbpid & "'", con, adOpenKeyset,
adLockOptimistic
If rs.EOF <> True And rs.BOF <> True Then
With rs
.Fields("DrugName") = Me.cmbpid
.Fields("Shelf") = Me.txtshelf
.Fields("MfdDate") = Me.txtpdate
.Fields("ExpDate") = Me.txtexpiry
.Update
.close
End With
Me.cmbpid.Clear
Me.txtshelf = ""
Me.txtpdate = ""
Me.txtexpiry = ""

MsgBox "item Quantity update"


Set rs = Nothing
Set con = Nothing

End If
End Sub

Private Sub Form_Load()

Left = (Screen.Width - Width) / 2


Top = (Screen.Height - Height) / 2.4
End Sub
D. SCREEN SHOTS
E.SAMPLE OUTPUT

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