Section 6: User Manual

Project Computing A2 Nur Ashiela Abdul Manaf
RMS Glokal.net 2178/08
SECTION 6
USER MANUAL
1
1.0 Introduction
1.1 System overview
This system is a database system. The RMS Glokal.net is designed to help you with
two main tasks:
Keep track of all customer records of Purchase Order, Delivery Order and
Invoice.
View any record in the database. This includes a feature to easy search a particular
record.
Produce the summary of the purchasing.
The system also enable you to produce reports and print it automatically which both
are function that is not available in the previous manual system. The use of GUI design
makes it easier for the user to adapt and use the system. With the use of this system you
can complete your tasks faster and more efficient.
1.2 Purpose and Scope of the Documents
The following is a user manual for the Library System (LS). Here you will be provided
step by step instructions utilizing all features of the LS. The manual is broken up in to
sections based on the main sections of LS.
1.3 System Requirement
If you are running the Library System using personal computer (PC), the
computer must have the following system specification or better.
Windows XP/ME/ 2000/ 2003 (operating system equivalent)

Microsoft Office 2000/ 2003 (or equivalent)
300MHz Pentium II or equivalent (400MHz is recommended)
Minimum 64Mb of RAM (128Mb is recommended)
1Gb of hard rive
Minimum 150Mb of free hard drive for swap space (or greater)
6x CD-ROM (or greater)
Mouse or trackball to control the pointer
Printer to produce reports
2
2.0 Getting started
2.1 Installing the Program
1- The enclosed installation CD, external hard disk or pendrive will contains of
Installation Setup, Support Folder, Database, Setup (LST File) and Users Manual
2- First, the user need to copy the enclosed folder (RMS Glokal.net) and then paste it
at the PCs or Computers Local Disk(C :).
3
3- Then, open the folder (RMS Glokal.net) and double click the Setup icon.
4- The RMS Glokal.net installation program will be displayed. Click OK to continue.
4
5 Begin the installation by clicking the Setup button (follow the instruction given).
6- Choose RMS Glokal.net and click continue button.
7- The installation will take a few times to be done. This message will displayed when
Setup was complete successfully.
5
2.2 Initial setup
The system is not ready to be used yet. The user need to transfer the database to ensure
the path of connection between VB and Access is right. Please follow the step below;
1- Copy both of databases which is login.mdb and dbGlokal from RMS Glokal.net folder.
2 Then, open Local Disk(C :). Open the Program Files folder.
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3- Find folder RMS Glokal.net and paste the database in that folder
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4- Now the system is ready to be use. User can run the program by:
Click Start > All Programs > RMS Glokal.net > RMS Glokal.net
5-The system will display the splash screen and then the Login form..
8
2.3 Security access to data
1- Before the user can entering the system, the Login form will be appear for security
issue. The program cannot be open unless the correct password is entered.
2- The Login ID and password cannot be changed. The information of the both item will
be given privately.
-Please be aware that the password is case sensitive e.g. if you enter ADMIN, the
database will not allow access if you type admin.
txtLoginID
txtPassword
cmdCancel
cmdOK
List of events for frmLogin

Event Description
txtLogin Enter the Login ID
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txtPassword Enter the Password

cmdCancel Cancel the password system. Exit the program
cmdOK Show frmMenu if Login Id and Password correct
The functions of MainMenu

Need to enter Login ID and Password to enter the system
As a security to enter the system
Password are protected
3.0 Form used in the system
3.1 Screen of Input forms
Section C Main menu form
cmdCustomer
cmdProject
cmdProduct
cmdSummary
cmdExit
cmdUpdate cmdSearch
List of events for frmMainMenu

Event Description
cmdCustomer Show frmCustomer
10
cmdProject Show frmProjectDetails

cmdProduct Show frmNewProduct
cmdUpdate Show frmUpdate
cmdSearch Show frmSearch
cmdSummary Show frmSummary
cmdExit Exit the program
The functions of MainMenu

Acts as a main interface for the system
Allows multiple forms to be opened at a particular time
Provides command button to open other forms
Section D Customer Details form
txtCusID
txtCompany
txtAttention
txtPhoneNo
cmdNext txtAddress
cmdFirst cmdLast
cmdDelete
cmdContinue
cmdAddNew
c cmdSave cmdClear
cmdMainMenu
cmdPrevious cmdEdit
List of events for frmCustomer

Event Description
cmdClear Clear all texboxes
cmdDelete Delete a particular record
cmdAddNew Add a new record
11
cmdSave Save a new record

cmdFirst Move to the first data
cmdLast Move to the last data
cmdNext Move to the next data
cmdPrevious Move to the previous data
cmdMainMenu Back to Main menu form
cmdContinue Continue to the next form (by sequence) - frmProject
cmdEdit To edit and update the record
txtCusID Enter Customer ID
txtCompany Enter Companys name
txtAttention Enter Customer name (staff)
txtPhoneNo Enter contact number
txtAddress Enter address
The functions of frmCustomer

To enter a new customer record into the database.
To allow user to view record individually by used Next, Previous, First and Last
button
Allows user to delete and edit any customer record from the database.
Section E Projects Details form
txtCusID
txtProjectI
txtProject
cmdFirst cmdLast
cmdEdit
cmdContinue
cmdAdd
cmdSave cmdDelete cmdClear cmdMainMenu
cmdPrevious cmdNext
List of events for frmProjectDetails

Event Description
12
cmdAdd Add a new record

cmdFirst Move to the first data
cmdLast Move to the last data
cmdNext Move to the next data
cmdPrevious Move to the previous data
cmdContinue Continue to the next form (by sequence) - frmProduct
txtCusID Enter Customer ID
txtProjectID Enter Project ID
txtProject Enter Projects name
The functions of frmProjectDetails

To enter a new Project record into the database.
To allow user to view record individually by used Next, Previous, First and Last
button
Allows user to delete and edit any Projects record from the database.
Section F Product details form
txtProjectID
txtProID
txtProduct
txtPackingg
txtQuantity
txtUnitPrice
cmdContinue
datProduct
cmdAddPro cmdSave cmdMainMenu

cmdDelete
cmdEdit cmdClear
List of events for frmProductDetails

Event Description
13

cmdAddPro Add a new record
cmdContinue Continue to the next form (by sequence) - frmUpdate
txtProductID Enter Product ID
txtProduct Enter Products name
txtPacking Enter type of Products packing
txtQuantity Enter quantity of product purchased
txtUnitPrice Enter the unit price of product
datProduct Use Arrow Buttons to Navigate Records
The functions of frmNewProduct
To enter a new Product record into the database.
To allow user to view record individually by used the arrow in datProduct
Allows user to delete and edit any Products record from the database.
Section G Update form
tabUpdate
txtProjectID txtPODate
txtPoNumber
Data1
cmdExit
cmdContinue
cmdAdd
cmdSave cmdClear cmdMainMenu
cmdDelete
List of events for frmUpdate
Event Description
tabUpdate Contain Details of PO, DO and Invoice for every tab
cmdClear,Clear1,Clear2 Clear all texboxes
14
cmdDelete,Delete1,Delete2 Delete a particular record

cmdAdd,Add1,Add2 Add a new record
cmdSave, Save1, Save2 Save a new record
cmdContinue Continue to the next form (by sequence) - frmSearch
cmdEdit,Edit1,Edit2 To edit and update the record
txtPO,DO,Invoice Date Enter Products name
txtPONo,DONo,InvoiceID Enter type of Products packing
Data1,Data2,Data3 Use Arrow Buttons to Navigate Records
The functions of frmUpdate
To update record into the database by adding date and unique key number.
To allow user to view record for every form by used the arrow in Data1,2 and 3
Allows user to delete and edit any details of forms from the database.
3.2 Reports / Output forms
Section H Search form

tabUpdate
txtProjectID txtPODate
txtPONo
txtProject
txtAttention
txtAddress
MSFlexGrid
cmdSearch
cmdMainMenu
cmdPrint cmdExit
List of events for frmSearch

Event Description
tabSearch Contain Details of PO, DO and Invoice for every tab
cmdSearch,Search1,Search2 Search the information of PO,DO and Invoice
15

cmdExit Exit the Program
cmdPrint To Print the forms as a report (hardcopy)
txtProjectID Enter Project ID (key for searching record)
txtPO,DO,Invoice Date Enter Products name
txtPONo,DONo,InvoiceID Enter type of Products packing
txtAttention Name of customer (staff)
txtProject Name of the project
txtAddress Address to deliver the product
MSFlexGrid1,2,3 Display the product purchased by customer for every project

To search record by enter the Project ID
To allow user to view record for every form
Allows user to print the forms as a report(hardcopy)
Section I Summary form
DataGrid1
cmdExit
cmdPrint cmdMainMenu
List of events for frmSummary

Event Description
cmdExit Exit the Program
DataGrid1 Display the summary of 3 forms (PO,DO,Invoice)
16

To allow user to view the summary for every form
Allows user to print the forms as a report(hardcopy)
* In one form that needed user to enter the information or data, user can used Tab in
QWERTY keyboard to go to next field and Enter to save the data automatically
3.3 Menus
Every form is included with the same menu item. There are 2 typed of menus which is:
mnuFile with 1 submenu, mnuExit
mnuHelp with 2 submenu, mnuAbout and mnuManual
eg : frmMenu
mnuFile
mnuExit
17
mnuHelp
mnuManual
List of events of Menus

Menus Description
mnuFile Main menu
mnuExit Submenu- Exit the program
mnuHelp Main menu
mnuAbout Submenu- Go to the About form
mnuManual Submenu- Connect to the manual file in Microsoft Word
3.4 Print Options
1- Print options can be found at the Search and Summary form only.
2- To print the report, click the Print button and then Yes button on the confirmation
message.
3- Before start the printing process, user is allowed to resize each column to ensure all the
information can be seen (recommended).
18
4.0 Step by step: Operation of the System
4.1 Cross-referenced of program
Section Name of Form Description Purpose Remarks

A Splash Screen Welcoming page. Start of the The introduction
Include name and program to link to the program
version of system. to another form
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B Login Need to enter As a security to Password are

Login ID and enter the system protected
Password.
C Main menu Include 6 option Act as a main -
button and Exit form to link to
button another form
D Customer User need to enter To collected inputs Can show all the
Details the customer of the customer customers
details details
E Project Details User need to enter To collected inputs Can show all the
the project details of the projects projects details
F Product Details User need to enter To collected inputs Can show all the
the product details of the projects products details
G Update User need enter the To update the Can show all the
PO/DO/Invoice PO/DO/Invoice updated details
date and unique
ID/No
H Search Search by enter the To search the data The user also
Project ID. of PO/DO/ Invoice can print the
form.
I Summary Summary of every The display the Can verify the
purchasing. summary of every all details shown
purchasing.
J About Contain the title of To give -
program & the information about
programmer the programmer.
4.2 Details of the Algorithm
Section A
- As soon as entered the system, splash screen will be display appoximately for 2-3
seconds.
20
Section B
- After that the Login form will be displayed
- User needs to enter the Login ID and password for security purposes.
- If succeed, Main Menu form will be displayed.
- Else error message will be displayed
Section C
- User can choose to go to the required form
- But for new customer record, recommended going to the Customer form first
and then follow the sequence by click the continue button.
21
Go to
frmProject
Go to
Go to frmNewProduct
frmCustomer
Go to
frmSummary
Go to Go to
frmUpdatee frmSearch
r
Section D
Adding new Customer record

- Click Add New button to add customer details
- All textboxes emptied
- Enter Customer details
22
- Click Save button to store record in database

- Validation process (no zero length)
- If valid then Record saved in the database
- Else Display error message
Editing a Customer record

- Click First, Next, Previous or Last button to navigate the needed record
- Edit the details in the text field
- Click Edit button to edit the details
- Confirmation message displayed
- If Yes, record edited and update in the database
- Else (No), no record edited
Deleting a Customer record

- Click Delete button to delete the details
- Verify deletion
- If deletion confirmed then record deleted
- Else deletion cancels
- Click Continue button to go to the next form in sequence (Project Details form)
Section E
- Same procedure as Customer form for adding, deleting and editing record
- Click Continue button to go to the next form in sequence (New Product form)
Section F
23
- Click Continue button to go to the next form in sequence (Update form)
Section G
- Click Continue button to go to the next form in sequence (Search form)
Section H
24
Searching a record (PO, DO, Invoice)

- Enter Project ID into Field (txtProjectID)
- Click search to start searching
- Read input and search value
- If search value found in the database then display search result in each textboxes and
data grid
- Else error message displayed
Printing a report
- Click the print button
- If Yes, the form will be printed
- Else (No), no printed form
- The sequence will be end here.

-User can Exit the program or go back to Main Menu to check the summary record.
Section I
25
Printing a Summary report

- Click the print button
- If Yes, the form will be printed
- Else (No), no printed form
-User can Exit the program or go back to Main menu
5.0 Back up Databases
26
5.1 Back up Process
Back up process is a routine done regularly to avoid data lost from unexpected event such
as your computer is robbed, stricken by lightning or attacked by viruses.
Back up can simply be done by copying the database into a floppy disk, Optical Disk or
even thumb drive. Just copy the whole file to avoid leaving any part of the database.
5.2 Suggested Back up routines
Here are some advices on the routine that you can follow to ensure data safety;
1. Back up is done on monthly basis
-Once a moth is considering a good enough back up routine because the data does
not change very much in a week time.
2. Create Back up file in multiple external memory devices
-As aforementioned back up data can be store in any external memory devices. It
is best to keep more than one back up file as a precaution step in case of one of
the back up data is ruined there is still another one.
3. Storing the back up disks in a safe place
Once a back up data is created, the disk holding the back up file must be store in a
safe place.
6.0 Guide to Common Error
27
Below are some of the common errors done or faced by the user when using this system.
Along with the error methods of solving them are also provided.
1) The usage of Next, First, Last and previous button

- The buttons is to go through all the record in the database but if user tries to move to
previous record when the record is the first record, error message will be displayed.
Solution:
User need to remember the details that show when opened the form is the first record. So,
make sure not click the previous button. If click the button accidentally, the empty form
was shown. Then, click the next button.
2) Some field is not entered when saving files.

- In the input forms such as Customer Details, sometimes user will click the Save button
with the empty field. Error message will be displayed
Solution :
Make sure all the field is entered before try to save the record. If the data does not exist
for that field, entered No, None or -.The error message will help to confirm all data
is entered.
3) Cannot print the record.

- User might have click the print option but receive error message saying that printing
process cannot be done.
Solution:
Perform a series of check because by right the print option should function perfectly.
-Check the computer and printer connection.
-Check the printer status. On or Off
-Check whether the printer has any paper or not.
4) Some field has a validation. If input data is not followed the validation, error
message
will be displayed.
- Data must be alphabet
- Data must be integer
- Length of character
Solution:
- The error message will be guide user to enter the field with correct data format.
- Some examples are being given. Example: Date (MM/DD/YY)
5) Cannot pass the Login ID
28
- The user maybe have problem in Login form. The error message will be displayed if the
Login ID or password wrongly entered.
Solution:
-Please be aware that the password is case sensitive e.g. if you enter ADMIN, the
database will not allow access if you type admin.
6) Try to update the unrecorded PO/DO or Invoice

- User cannot update the record which not exist or do not complete yet. The program will
reject the data.
Solution:
Make sure the data is already in the system to update the PO/DO or Invoice.
7) Searching non existed record

- If user entered the Project ID for non existed record or record that not updated yet.
The error message will be displayed.
Solution:
Make sure the Project ID entered is correct, existed in the system and already updated.
7.0 Glossary
29
Terms Definition
Algorithm A procedure for solving a problem, specifying the actions to

be executed and the order in which these actions are to be
executed.
Backup To make copy of file to a different storage
Command button A control used to activate a procedure.
Database An organized set of data stored in the computer which can be
looked at and the used in various ways.
Database window Window in Microsoft Access that displays the entire database
objects such as forms, tables and queries.
Delete Remove a record from the database
Exit Quit the program
Error message Message box that will pop ups when user had done something
that violate the system. It contain alert for the user to tell
him/her that an error is being produce.
Form An object that acts as a container for the controls in a
graphical interface.
Hard disk The primary computer storage medium
Hardware Physical part of the computer
Message Box A box that pop ups in a certain given condition and it contain
a message for the user.
Menu A list of choices; the available commands displayed in a menu
bar.
Report A collection of data and figures
Screen The display in the computer
Software Consist of program, routines and procedures (together with
their associated documentation) which can be run on a
computer.
Tables Set of data that is organized in the form of rows and columns.
Text box A control for data entry; its value can be entered and change
by the user.
Install To transfer software onto the computer hardrive from which it
is to be run
Validation Verification of the values entered by the user.
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8.0 Index
Item
Page
Add a record.... 22
Algorithm.... 20
Backup 26
Common error. 27
Cross referenced. 19
Database 6
Delete a record. 22
Editing record 22
Getting started 3
Glossary 29
Installation.. 4
Input form.. 10
Menus. 17
Main Menu. 21
Overview............................................... 2
Purpose of documentation.. 2
Print Options.. 18
Printing report.. 24
Reports.. 15
Requirements... 2
Run 8
Search 24
Security 9
31

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Project Computing A2 Nur Ashiela Abdul Manaf

RMS Glokal.net 2178/08

1.1 System overview

1.2 Purpose and Scope of the Documents

1.3 System Requirement

Windows XP/ME/ 2000/ 2003 (operating system equivalent)

2.0 Getting started

2.1 Installing the Program

4- The RMS Glokal.net installation program will be displayed. Click OK to continue.

6- Choose RMS Glokal.net and click continue button.

2.2 Initial setup

2.3 Security access to data

List of events for frmLogin

txtPassword Enter the Password

The functions of MainMenu

3.0 Form used in the system

3.1 Screen of Input forms

Section C Main menu form

List of events for frmMainMenu

cmdProject Show frmProjectDetails

The functions of MainMenu

Section D Customer Details form

List of events for frmCustomer

cmdSave Save a new record

The functions of frmCustomer

Section E Projects Details form

List of events for frmProjectDetails

cmdAdd Add a new record

The functions of frmProjectDetails

Section F Product details form

cmdAddPro cmdSave cmdMainMenu

List of events for frmProductDetails

cmdClear Clear all texboxes

Section G Update form

cmdDelete,Delete1,Delete2 Delete a particular record

3.2 Reports / Output forms

Section H Search form

List of events for frmSearch

cmdMainMenu Back to Main menu form

The functions of frmUpdate

Section I Summary form

List of events for frmSummary

The functions of frmUpdate

List of events of Menus

4.0 Step by step: Operation of the System

4.1 Cross-referenced of program

Section Name of Form Description Purpose Remarks

B Login Need to enter As a security to Password are

4.2 Details of the Algorithm

Adding new Customer record

- Click Save button to store record in database

Editing a Customer record

Deleting a Customer record

Searching a record (PO, DO, Invoice)

- The sequence will be end here.

Printing a Summary report

-User can Exit the program or go back to Main menu

5.0 Back up Databases

5.1 Back up Process

5.2 Suggested Back up routines

1. Back up is done on monthly basis

2. Create Back up file in multiple external memory devices

3. Storing the back up disks in a safe place