1.

INTRODUCTION
1.1OVERVIEW OF THE PROJECT
For optimal Export management processes, we need robust functionality for managing our logistics facilities. Support for Export management helps us record and track materials on the basis of both quantity and value. Using this software we can reduce costs for Exporting, transportation, order fulfillment, and material handling while improving customer service. You can significantly improve inventory turns, optimize the flow of goods, and shorten routes within your distribution center. Additional benefits of Export management include improved cash flow, visibility, and decision making. This software is user friendly and hence easy to use. Employees can plan, enter, and document internal stock movements by managing goods receipts, goods issues, storage, picking and packing, physical stock transfers, and transfer postings. The project entitled Export Management System is developed with an aim of automating the work of Retailer. The project is developed using Visual Basic -Front End Tool Ms-Access 2003-Back end tool The project is broadly divided into following modules Customer Details Supplier Details Product Details Shipping Details

 Transaction Details The interface is developed with a feature rich interface and user-friendly Environment. Objectives

The main objective of this system is to keep records of the complete Export System.

It support for Export management helps you record and track materials on the basis of both quantity and value.

It improves cash flow, visibility, and decision making.

For Export management, you can track quantity and value of all your materials, perform physical inventory, and optimize your resources

1.1.1 STUDY ON EXISTING SYSTEM

The existing system is handled manually. The system has a formatted accounting system for goods inward and goods issue. The indent is prepared when items are to be purchased and bill is generated for sale of items. The company follows the predetermined purchase and sales procedures. Drawbacks of existing system

As we know manual system are quite tedious ,time consuming and less efficient and accurate in comparison to the computerized system. So following are some disadvantages of the old system:
1. Time consuming

2. Less accurate

3. Less efficient

4. Lot of paper work

5. Slow data processing

6. Not user friendly environment

7. Difficult to keep old records

2. SYSTEM ANALYSIS
2.1 STUDY OF PROPOSED SYSTEM

The scope of this system is to provide 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 the system. This system helps in tracking records so that past records can be verified through them and one can make decisions based on the past records. 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 nave user can also operate the system easily. The calculations are made very quickly and the records are directly saved into databases and the databases can be maintained for a longer period of time. Each record can be retrieved and can be verified for the future transactions. Also this system provides high level of security for data leaking as only admin people can access the database no changes can be made in it until it verifies the user login id and password. We also have operator login through which operator can take orders but cant make changes in the database. Limited access is available to the operator.

2.2 SYSTEM SPECIFICATION 2.2.1 Hardware Specifications

Processor RAM Hard disk Monitor Key board Mouse : : : : : : Pentium III 800 MHz 128 MB 10 GB VGA 104 Keys or above 1.44 MB Two Buttons

Floppy Drive :

2.2.2 Software Specifications

Operating System Language Back end : : : Windows XP/ Windows NT/ Windows 2000 Microsoft Visual Basic MS-Access

2.2.3 FEATURES OF SOFTWARE USED

VISUAL BASIC 6.0 In 1975, the only 20-year-old Bill Gates and his good friend, Paul Allen develop Basic on the microprocessor. And then Basic became popular to computer players. Basic has become the first program language for many people since the personal computers became more and more popular. Along with the evolution of the computer technique, the pure writing output was replaced by graphically operational interface. The Microsoft Company announced Visual Basic1.0 in 1991. Its good news for the basic lovers and it also provided another choice to program language. Much software likes to add a word Visual in front of their names, and Visual Basic is the pioneer among them. Why do we say visual to describe Basic? Because Visual Basic provides programmers many visual tools to design windows. These windows will be as same as the appearances when the programs are executing. The Integrated Development Environment The Visual Basic Integrated Development Environment (IDE) may be the single biggest reason for the vast popularity of Visual Basic. It provides everything you need to develop applications in an easy-to-use-and-learn Graphical User Interface (GUI pronounced Gooey). Like many Windows applications, Visual Basic has several ways in which it can be opened. First, and probably the easiest way to access Visual Basic is through the Windows Start menu the exact path required to access this shortcut is dependent upon your installation and may differ on individual machines. Another option is to create a shortcut on your desktop, which will execute Visual Basic by double-clicking on it. Lastly, because Visual Basic sets up default associations when it is installed, you can also run it by double-clicking on files that end with a vbp (Visual Basic Project) extension.

Pointer: The pointer is the only item on the Toolbox that isnt a Control. You can use it to select Controls that have already been placed on a Form. Picture Box: You use the Picture Box Control to display images in several different graphics formats such as BMP, GIF, and JPEG among others. Label: The Label Control is used to display text information that does not have a need to be edited by an end user. Its often displayed next to additional Controls such as Text Boxes to label their use. Text Box: You use Text Box Controls for user input. It may be the most widely used Control. Frame: A Frame Control is typically used for containing other Controls and for dividing the GUI. Controls placed within a Frame cannot be displayed outside of it, and if the Frame is moved on the Form, the Controls are moved with it. Command Button: Much like the Text Box Control, Command Button Controls are used for input on almost every Form. They are used as standard buttons for input like OK or Cancel. Check Box: If you need the ability to select True/False or Yes/No, the Check Box Control is the correct Control. Option Button: The Option Button Control is similar to the Check Box Control in that it offers the ability to select an option. However, an Option Button Control is most often used when a group of options exists and only one item can be selected. All additional items are deselected when a choice is made. List Box: The List Box Control contains a list of items, allowing an end user to select one or more items. Combo Box: Combo Box Controls are similar to List Box Controls, but they only provide support for a single selection. Scroll Bars: The HScrollBar and VScrollBar Controls let you create scroll bars but are used infrequently because many Controls provide the ability to display their own Scroll Bars. Timer: The Timer Control is an oddity when it is compared to other Controls, in that it isnt displayed at runtime. Its used to provide timed functions for certain events.

Drive List Box, Dir List Box, and File List Box: These Controls can be used individually, but many times are used together to provide dialog boxes (also known as windows in this book) that display the contents of Drives, Directories, and Files. Shape, Line: The Shape and Line Controls are simply used to display lines, rectangles, circles, and ovals on Forms. Image: You can think of the Image Control as a lighter version of the Picture Box Control, and although it doesnt provide all of the functionality that the Picture Box Control does, it consumes fewer resources. As a result, you should use the Image Control whenever possible. Data: The Data Control is a component that allows you to connect one or more Controls on a Form to fields in a database. MS-ACCESS What is Access? Microsoft Access is a relational database management system (DBMS). At the most basic level, a DBMS is a program that facilitates the storage and retrieval of structured information on a computers hard drive. Examples of well-know industrialstrength relational DBMSs include, Oracle Microsoft SQL Server IBM DB2 Informix Well-know PC-based (desktop) relational DBMS include Microsoft Access Microsoft FoxPro Borland dBase The many faces of Access Microsoft generally likes to incorporate as many features as possible into its products. For example, the Access package contains the following elements: Relational database system that supports two industry standard query languages: Structured Query Language (SQL) and Query By Example (QBE);

1. Introduction to Microsoft Access a full-featured procedural programming language- essentially a subset of Visual Basic, a simplified procedural macro language unique to Access; a rapid application development environment complete with visual form and report development tools; a sprinkling of objected-oriented extensions; and, Various wizards and builders to make development easier.

For new users, these multiple personalities can be a source of enormous frustration. The problem is that each personality is based on a different set of assumptions and a different view of computing. For instance, the relational database personality expects you to view your application as sets of data; the procedural programming personality expects you to view your application as commands to be executed sequentially; The object-oriented personality expects you to view your application as objects which encapsulate state and behavior information. Microsoft makes no effort to provide an overall logical integration of these personalities (indeed, it is unlikely that such integration is possible). Instead, it is up to you as a developer to pick and choose the best approach to implementing your application. Since there are often several vastly different ways to implement a particular feature in Access, recognizing the different personalities and exploiting the best features (and avoiding the pitfalls) of each are important skills for Access developers. The advantage of these multiple personalities is that it is possible to use Access to learn about an enormous range of information systems concepts without having to interact with a large number of single-personality tools, for example: Oracle for relational databases PowerBuilder for rapid applications development, Small Talk for object-oriented programming.

Keep this advantage in mind as we switch back and forth between personalities and different computing paradigms. Access database file Although the term database typically refers to a collection of related data tables, an Access database includes more than just data. In addition to tables, an Access database file contains several different types of database objects: saved queries for organizing data, forms for interacting with the data on screen, reports for printing results, macros and Visual Basic programs for extending the functionality of database applications. All these database objects are stored in a single file named <filename>.mdb. When you are running Access, a temporary locking file named <filename>. ldb is also created. You can safely ignore the *.ldb file; everything of value is in the *.mdb file.

3. DESIGN AND DEVELOPMENT PROCESS

3.1 DESIGN NOTATION 3.1.1 Data Flow Diagram

User

Export Management

Exporting Goods

CUSTOMER

GIVING ORDER

ORDER GENERATION

PURCHASE DETAILS

STOCK DETAILS

PRODUCT DETAILS

PRODUCT

EXPORTING

INVOICE GENERATION

STOCK OUT DETAILS

SHIPPING DETAILS

SENT STATUS

E-R Diagram
U_nam e P_word U_nam e P_word

User

Login

User addres Contact per

name ,id

Custome r
addr s name

Customer info Contact no

Produc t Supplier Info date

Supplier

Supplier

Qty

Name

Product
date item Ship Qty Qty Stock In Details

Product Details Custome r

Reach date

Transactio n

Stock Out details

3.2 DESIGN PROCESS

3.2.1 Data Base Design Table details: 1. Customer details FIELD NAME ID Customer_Id Customer_Name Address Phone_No DATA TYPE AutoNumber TEXT TEXT TEXT TEXT DESCRIPTION Customer No Customer Id Customer Name Address Phone No

2. Product details FIELD NAME ProductNo ProductName Quantity Supplier Date Order DATA TYPE AutoNumber TEXT TEXT TEXT TEXT DESCRIPTION Product No Product Name Quantity Supplier Name Ordered Date

3. Ship details FIELD NAME ID Ship_No Ship_Name From_Place To_Place DATA TYPE AutoNumber TEXT TEXT TEXT TEXT DESCRIPTION Ship No Ship Code Ship Name From Place To Place

4. StockIn details

FIELD NAME SI_No ProductNo Date StockIn Quantity

DATA TYPE AUTO NUMBER NUMBER DateTime NUMBER Stock In No Product No

DESCRIPTION

Stock In Date Quantity

5. StockOut details FIELD NAME SO_No ProductNo Date StockOut Quantity DATA TYPE AUTO NUMBER NUMBER DateTime NUMBER DESCRIPTION Stock Out No Product No Stock Out Date Quantity

6. Supplier details FIELD NAME SupplierNo SupplierName Address ContactNo DATA TYPE AUTONUMBER TEXT TEXT TEXT Supplier No Supplier Name Address Contact Number DESCRIPTION

7. Transaction details

FIELD NAME ID Transaction_Id Is_date Customer_Name Ship_Name Container_No Product_Name Reach_Date Status

DATA TYPE AutoNumber Text Date Time Text Text Text Text Date Time Text

DESCRIPTION Transaction No Transaction Id Date Customer Name Ship Name Container Number Product Name Expecting Date To Be Reached Status Sent or not

8. User Details FIELD NAME EmployeeNo EmployeeName Gender Position Username Password DATA TYPE AutoNumber Text Text Text Text Text Employee Id Employee Name Gender Designation User Name Password DESCRIPTION

3.2.2 Input Design

Inaccurate input data are the most common cause of errors in data processing. Errors entered by data entry operators can be controlled by input design. Input design is the process of converting user originated inputs to computer based format. In the DFD phase, the expanded data flow diagram identifies logical data flows, data stores, sources and destinations. It also specifies the master files and transaction files. A source document should be logical and easy to understand. Each area should be clearly identified and should specify as what the user should enter. The analyst must decide the methods of inputting the data into the system. Input devices used in this

system are keyboard and mouse.

The input design consists of specifications and

procedures for data preparation and entry. Input design for Purchase and Sales management software includes forms to: 1. Supplier details 2. Customer details 3. Transaction Details 4. Order Details

3.2.3 Output Design Computer output is the most important and direct source of information to the user. Efficient and intelligible output design should improve the systems relationships with the user and help in decision making. A major form of output factors such as compatibility of the device with the system, response time requirements, expected print quality and number of copies needed. Output design for Purchase and sales management Software includes: 1. Reports, which displays the supplier and customer detail. 2. User can identify the payment details, reorder level and repayment details. 3. Help menu gives the help contact for the end users.

4. TESTING AND IMPLEMENTATION

4.1 SYSTEM TESTING After each program passes its own test, its linkage to other programs is scrutinized with a program integration test. This ensures that the entire system works together as intended. Before the implementation phase, the designed system should be tested with raw data to ensure that all modules of the system work correctly and satisfactorily. If some bug is found, it can be removed. There are four kinds of testing. 4.1.1 UNIT TESTING Unit testing focuses the verification effort on the smallest unit of S/W design i.e., the module. The unit testing is always white-box oriented and the step can be conducted in parallel for modules. During unit test, testers can use the same project or projects as the developers, if functional units organize the project, or separate projects have been created for functional units. The project or projects can also be exported, so unit test can take place in a variety of environments and on a variety of platforms. Unit Test Considerations The tests that occur as part of unit testing. The module interface is tested to ensure that information properly flows into and out of the program unit under test. The local data structures are examined to ensure that data stored temporarily maintains its integrity during all steps in an algorithms execution. Boundary Conditions are tested to ensure that the module operates properly at boundaries established to limit or restrict processing. All independent paths through the control structures are exercised to ensure that all statements in a module have been executed at least once. Finally, all error-handling paths are tested. Unit Test Procedures Unit testing is considered an equivalent to the coding step. After the source level code has been developed, reviewed and verified for correct syntax, unit test case design

begins since a module is not a stand alone program, driver and/or stub S/W must be developed for each unit test. In most applications, a driver is nothing more than a main program that accepts test case data, passes such data to the module to be tested, and prints the relevant results. The stubs serve to replace modules that are subordinates called by the modules to be tested. A stub or a dummy stub or a dummy subprogram uses the subordinate modules interface, may do minimal data manipulation, prints verification of entry, and returns. The drivers and scrubs represent overhead i.e., both are S/W that must be written but that is not delivered with the final S/W product. If the drivers and the stub are kept simple, then the overhead is low. The Unit Test is carried out in this project, and is found successful. The data is flowing correctly to all part of the project.

4.2 SYSTEM IMPLEMENTATION Implementation is the state in the project where the theoretical design is turned into a working system. The most crucial stage is achieving a new successful system and in confidence that the new system will work efficiently and effectively for the user. The system can be implemented only after through testing is done and if it is found to work to the specifications. It involves careful planning and investigation of the current system and its constraints on implementation. Two major tests of preparation for implementation arre educating and training of users and testing the system. The most difficult task in the system life cycle is the successful implementation of the new system design. Implementation includes all those activities that take place to convert from the old system to the new system. The new system may be that a major implementation becomes necessary so that a reliable system based on the requirements of the organization can be provided. There are three aspects of implementation,

1. Training personal 2. Conversion procedure 3. Post implementation review After the system is implemented and conversion is complete a review should be conducted to determine whether the system is meeting expectations and where improvements are needed. A post implementation review measures the systems performance against predefined requirements. It determines how well the system continues to meet performance specifications. It also provides information to determine whether a major re design or small modification is required. The post implementation review is an evolution of a system in terms of the extent to which the system accomplishes stated objectives and if the actual project costs exceeds initial estimates. The post implementation study begins unexpected changes in the system that affects the user or system performance is a primary factor that prompts system review. Once a request is filed, the user is asked how well the system is functioning to specifications or how well the measured benefits have been realized. Suggestions regarding changes and improvements are also asked for. 4.3 IMPLEMENTATION PROCEDURE The Implementation phase can be described as the phase in which the game is truly constructed, programmed and executed. This phase involves programming, debugging, compiling and executing. Implementation is the stage of the project when the theoretical design is turned into a working system. If the implementation stage is not properly planned and controlled, it can cause chaos. Thus it can be considered to be the most crucial stage in a successful new system and in giving the new system will work and be effective.

5. CONCLUSION
Computerization of EXPORT MANAGEMENT SYSTEM does effectively reduce the manual work. It saves time and gives easy access for already stored information. It enables the ADMINISTRATOR in providing faster services to the customers. The system is completely menu driven and extremely user friendly since it is developed in an efficient front end tool Visual Basic. Appropriate error messages are also provided too guide the user in a proper and user friendly manner. The system has effective management of records which holds all the information of a particular customer. Even if all the details of the transaction are not sustained reports are generated.

6. SCOPE FOR FUTURE ENHANCEMENTS

This system is developed such a way that additional enhancement can be done without much difficulty. The renovation of the project would increase the flexibility of the system. Also the features are provided in such a way that the system can also be made better and efficient functionality. The programs were coded in an easier and more structured manner so that may further modifications may be incorporated easily. The processing time in this system is very lesser compared to existing system. This system has good flexibility of accommodating any more changes that mi9ght arise in the future also. In this system, data integrity is maintained and data redundancy is avoided and it increase system efficiency. The database is designed in such a way that it will be also helpful for enhancement of the system.

7. BIBLIOGRAPHY
1. Visual Basic 6.0 from the Ground up, Gary Cornell, Tata McGraw Hill Edition 2. The Complete Reference Visual Basic 6.0 , Noel Jerke, Tata Mcgraw Hill Edition 3. Visual Basic 6.0 Programming Black Book, Sten Holzner, Dream tech Press, Dreamtech Press, New Delhi-2004 4. MS-Office 2000, Michael Busy and Rossell a Stultz, BPB Publication, New Delhi. 5. Micro soft Office Access Bible by Groh 6. Software Engineering a practioners approach- Roger S. Pressman, Tata McGraw Hill Edition 7. Working with Access by RON Mansfield, Tata McGraw Hill Publication.

SAMPLE CODING Private Sub Command1_Click() Text2.Text = "" frmInputCustomer.Command1.Caption = "&Save" ' Me.Enabled = False With frmInputCustomer .Show End With End Sub Private Sub Command2_Click() Text2.Text = Text1.Text frmInputCustomer.Command1.Caption = "&Update" 'Me.Enabled = False With frmInputCustomer .Show End With End Sub Private Sub Command3_Click() Dim repp As Integer repp = MsgBox("Do you want to delete. Press 'Yes' to exit or Press 'No' to continue deletings.?", vbExclamation + vbYesNo) If repp = vbNo Then Cancel = 1 End If If repp = vbYes Then Set rs = New ADODB.Recordset rs.Open "Delete from [tbl_customer] where [Customer_Id]='" & Text1.Text & "'", db, 3, 3 Timer1.Enabled = True MsgBox "Product is successfully deleted.", vbInformation End If End Sub Private Sub Command5_Click() Unload Me End Sub

Private Sub Command6_Click() Timer1.Enabled = True End Sub Private Sub DataGrid1_Click() End Sub Private Sub Form_Load() Call centerForm(Me, Screen.Height - 2000, Screen.Width) Set rs_ship = New ADODB.Recordset rs_ship.Open "Select [Ship_No],[Ship_Name],[From_Place], [To_Place] from [tbl_ship] order by [Ship_Name] asc", db, 3, 3 Label3.Caption = rs_ship.RecordCount Set DataGrid1.DataSource = rs_ship DataGrid1.Columns(1).Width = 4200 DataGrid1.Columns(2).Width = 4200 DataGrid1.Columns(3).Width = 3000 Set Text1.DataSource = rs_ship Text1.DataField = "Ship_No" End Sub Private Sub Timer2_Timer() Form_Load Timer1.Enabled = False End Sub Private Sub Command1_Click() Text2.Text = "" frmInputCustomer.Command1.Caption = "&Save" ' Me.Enabled = False With frmInputCustomer .Show End With End Sub Private Sub Command2_Click() Text2.Text = Text1.Text frmInputCustomer.Command1.Caption = "&Update" 'Me.Enabled = False

With frmInputCustomer .Show End With End Sub Private Sub Command3_Click() Dim repp As Integer repp = MsgBox("Do you want to delete. Press 'Yes' to exit or Press 'No' to continue deletings.?", vbExclamation + vbYesNo) If repp = vbNo Then Cancel = 1 End If If repp = vbYes Then Set rs = New ADODB.Recordset rs.Open "Delete from [tbl_customer] where [Customer_Id]='" & Text1.Text & "'", db, 3, 3 Timer2.Enabled = True MsgBox "Product is successfully deleted.", vbInformation End If End Sub Private Sub Command5_Click() Unload Me End Sub Private Sub Command6_Click() Timer2.Enabled = True End Sub Private Sub Form_Load() Call centerForm(Me, Screen.Height - 2000, Screen.Width) Set rs_ship = New ADODB.Recordset rs_ship.Open "Select [Customer_Id],[Customer_Name],[Address], [Phone_No] from [tbl_Customer] order by [Customer_Name] asc", db, 3, 3 Label3.Caption = rs_ship.RecordCount Set DataGrid1.DataSource = rs_ship DataGrid1.Columns(1).Width = 4200 DataGrid1.Columns(2).Width = 4200

DataGrid1.Columns(3).Width = 3000 Set Text1.DataSource = rs_ship Text1.DataField = "Customer_Id" End Sub Private Sub Timer2_Timer() Form_Load Timer2.Enabled = False End Sub