5/30/2014 1

E-Billing And
Invoice System

- Varsha Dolare
5/30/2014 2
Key Points:

Existing System
Need for the new System
Scope & Objectives of new System
Analysis & Design

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In our day to day to life, whenever we purchase any small thing from shopkeeper /
vendor or any other 3
rd
party, we pay certain amount of money to them.
Shopkeeper / vendor or any other 3
rd
party gives us an invoice with respect to things
which we bought from him. This invoice contains all details including number of
items, item description, rate per item, discount, any tax details & total amount etc.
The company has number of small scale clients which still does not have full fledge
invoice system with which they can give and maintain their buy / sell data details.
Some of these clients gave hand written receipts to their customers on their purchase.
So they dont have any way to store or view their buy / sell purchase details except of
storing large number of hardcoded hand written document receipts.
The above aspect also has drawback of lacking categorization of their data. They need
to do it manually which results lot of time wastage.
This kind of system has chances of missing of data as they were store at physical
location where lots of paper wastage happened.
Existing System
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The client uses MS Excel, and maintains their product list, customer list, and prints the
invoice
however it is not possible them to share the data from multiple system in multi user
environment, there is lot of duplicate work, and chance of mistake.
When the product price are changed they need to update each and every excel file.
There is no option to find and print previous saved invoice.
There is no security; any body can access any report and sensitive data, also no reports
to find out the sales volume, stock list, and summary report.

Existing System (Contd...)
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In an existing system, we need to give handwritten receipts to customers on their
purchase which does not itself contains detailed descriptions. Thus, to have proper
categorization of purchase items and their previous purchase data we need to develop
new system
In an existing system, there seems to be lots of paper wastage which can be avoided by
developing new system.
In an existing system, there seems to be lack of categorization of purchase data based on
data purchased in the past. So new system can managed data in categorical way so that it
can maintainable and viewable as on when required. In an existing system, this process is
time consuming.
In an existing system, we need to store data in hardcoded form as they are handwritten
receipts. It will surely have bunch of papers after certain amount of time which is very
difficult to maintain. So new system will have data stored in soft copy form and can be
maintainable in an easy way.

Need for the new System
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In an existing system, since we are storing data in hardcoded form, there is chance of
missing data. So new system needed to avoid missing of data.
The client uses MS Excel, and maintains their product list, customer list, and prints the
invoice
however it is not possible them to share the data from multiple system in multi user
environment, there is lot of duplicate work, and chance of mistake.
When the product price are changed they need to update each and every excel file.
There is no option to find and print previous saved invoice.
There is no security; any body can access any report and sensitive data, also no reports to
find out the sales volume, stock list, and summary report.
This eBilling and invoicing system is used to overcome the entire problem which they are
facing currently, and making complete atomization of manual billing and invoicing
system

Need for the new System (Contd...)
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This eBilling and invoicing system is used to overcome the entire problem which they
are facing currently, and making complete atomization of manual billing and invoicing
system
Automate the current manual bill generation system and maintain the searchable
customer, products database and product invoice, maintain the data security, user
rights.
A Report Generation system will be developed for the user and management of eBilling
and Invoicing System.
Import & Export of data to reduce data entry work & quick implementation of system.
View & Maintenance of customer, product & their price list.


Scope & Objectives of the new System
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Table Design

Product Table









Analysis & Design
Sr. No Field Name Data Type Description Width Constraints Occurs In
1 ProductCode Short Text
Unique code for a
Product
255 Primary Key
Ordered
Product,
Stock,
ProductSold
2 ProductName Short Text Product Name 255
3 Category Short Text Product Category 255
4 Weight Short Text Product Weight 255
5 Price Number Product price [0 , 2,147,483,647]
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Ordered Product Table













Analysis & Design
Sr. No Field Name Data Type Description Width Constraints Occurs In
1 OrderNo Short Text Unique code for a Order 255 Primary Key
2 ProductCode Short Text Product Code 255 Foreign Key
3 ProductName Short Text Product Name 255
4 Weight Short Text Product Weight 255
5 Price Number Product price [0 , 2,147,483,647]
6 Cartons Number No. of Cartons [0 , 2,147,483,647]
7 Packets Number No. of Packets / Carton [0 , 2,147,483,647]
8 TotalPackets Number Total No. of Packets [0 , 2,147,483,647]
9 TotalAmount Number Total Amount [0 , 2,147,483,647]
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Stock Table















Analysis & Design
Sr. No Field Name Data Type Description Width Constraints Occurs In
1 StockID Short Text Unique code for a Stock 255 Primary Key
2 ProductCode Short Text Product Code 255 Foreign Key
3 ProductName Short Text Product Name 255
4 Category Short Text Category 255
5 Weight Short Text Weight 255
6 StockDate Date/Time Stock Date
7 Cartons Number No. of Cartons [0 , 2,147,483,647]
8 Packets Number No. of Packets / Carton [0 , 2,147,483,647]
9 TotalPackets Number Total Packets [0 , 2,147,483,647]
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Registration Table






Users Table












Analysis & Design
Sr. No Field Name Data Type Description Width Constraints Occurs In
1 Username Short Text Username 255 Primary Key
2 User_Password Short Text Userpassword 255
3 Name Short Text Name of User 255
4 ContactNo Short Text Contact Number 255
Sr. No Field Name Data Type Description Width Constraints Occurs In
1 Username Short Text Username 255 Primary Key
2 User_Password Short Text Userpassword 255
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InventoryCategory Table




BillInfo Table













Analysis & Design
Sr. No Field Name Data Type Description Width Constraints Occurs In
1 CategoryID Short Text Unique Id for Category 255 Primary Key
2 CategoryName Short Text Category Name 255
Sr. No Field Name Data Type Description Width Constraints Occurs In
1 InvoiceNo Short Text Invoice Number 255 Primary Key ProductSold
2 BillingDate Date/Time Bill Date
3 CustomerNo Short Text Customer Number 255 Foreign Key
4 CustomerName Short Text Customer Name 255
5 SubTotal Number Sub Total [0 , 2,147,483,647]
6 TaxPercentage Number % of Tax [0 , 2,147,483,647]
7 TaxAmount Number Tax Amount [0 , 2,147,483,647]
8 GrandTotal Number Grand Total [0 , 2,147,483,647]
9 TotalPayment Number Total Payment [0 , 2,147,483,647]
10 PaymentDue Number Payment Due [0 , 2,147,483,647]
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Customer Table

















Analysis & Design
Sr. No Field Name Data Type Description Width Constraints Occurs In
1 B_name Short Text Name 255
2 B_address Short Text Address 255
3 B_Landmark Short Text Landmark 255
4 B_city Short Text City 255
5 B_state Short Text State 255
6 B_zipcode Short Text ZipCode 255
7 S_name Short Text Name 255
8 S_address Short Text Address 255
9 S_landmark Short Text Landmark 255
10 S_city Short Text City 255
11 S_state Short Text State 255
12 S_zipcode Short Text ZipCode 255
13 CustomerNo Short Text CustomerNo 255 Primary Key BillInfo, OrderInfo
14 Phone Short Text Phone 255
15 Email Short Text Email 255
16 MobileNo Short Text MobileNo 255
17 FaxNo Short Text FaxNo 255
18 Notes Short Text Notes 255
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Vendor Table

















Analysis & Design
Sr. No Field Name Data Type Description Width Constraints Occurs In
1 VendorID Short Text The Unique Id for Vendor 255 Primary Key
2 Name Short Text Name 255
3 Address Short Text Address 255
4 Landmark Short Text Landmark 255
5 City Short Text City 255
6 State Short Text State 255
7 Zipcode Short Text ZipCode 255
8 Phone Short Text Phone 255
9 Email Short Text Email 255
10 MobileNo Short Text MobileNo 255
11 FaxNo Short Text FaxNo 255
12 Notes Short Text Notes 255
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ProductSold Table

















Analysis & Design
Sr. No Field Name Data Type Description Width Constraints Occurs In
1 InvoiceNo Short Text Invoice Number 255 Foreign Key
2 ProductCode Short Text Product Code 255 Foreign Key
3 ProductName Short Text Product Name 255
4 Weight Short Text Weight 255
5 Price Number Price [0 , 2,147,483,647]
6 Cartons Number Cartons [0 , 2,147,483,647]
7 Packets Number Packets [0 , 2,147,483,647]
8 TotalAmount Number Total Amount [0 , 2,147,483,647]
9 TotalPackets Number Total Packets [0 , 2,147,483,647]
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OrderInfo Table

















Analysis & Design
Sr. No Field Name Data Type Description Width Constraints Occurs In
1 OrderNo Short Text Order Number 255 Primary Key
2 OrderDate Date/Time Order Date
3 OrderStatus Short Text Order Status 255
4 CustomerNo Short Text Customer Number 255 Foreign Key
5 CustomerName Short Text Customer Name 255
6 SubTotal Number Sub Total [0 , 2,147,483,647]
7 TaxPercentage Number % of Tax [0 , 2,147,483,647]
8 TaxAmount Number Tax Amount [0 , 2,147,483,647]
9 TotalAmount Number Total Amount [0 , 2,147,483,647]
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E-R Diagram
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DFD Diagrams
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DFD Diagrams
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DFD Diagrams
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DFD Diagrams
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DFD Diagrams
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ScreenShots
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Thank You