** E-Billing And Invoice System

- Varsha Dolare

**Key Points:

Existing System Need for the new SystemScope & Objectives of new SystemAnalysis & Design

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In our day to day to life, whenever we purchase any small thing from shopkeeper / vendor or any other 3rd party, we pay certain amount of money to them.Shopkeeper / vendor or any other 3rd 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 invoicehowever 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 systemIn 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 invoicehowever 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...)

**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 systemAutomate 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

**Table Design

Product Table

Analysis & Design

Sr. NoField NameData TypeDescriptionWidthConstraintsOccurs In1ProductCodeShort TextUnique code for a Product255Primary KeyOrdered Product, Stock, ProductSold2ProductNameShort TextProduct Name2553CategoryShort TextProduct Category2554WeightShort TextProduct Weight2555PriceNumberProduct price[0 , 2,147,483,647]

** Ordered Product Table

Analysis & Design

Sr. NoField NameData TypeDescriptionWidthConstraintsOccurs In1OrderNoShort TextUnique code for a Order255Primary Key2ProductCodeShort TextProduct Code255Foreign Key3ProductNameShort TextProduct Name2554WeightShort TextProduct Weight2555PriceNumberProduct price[0 , 2,147,483,647]6CartonsNumberNo. of Cartons[0 , 2,147,483,647]7PacketsNumberNo. of Packets / Carton[0 , 2,147,483,647]8TotalPacketsNumberTotal No. of Packets[0 , 2,147,483,647]9TotalAmountNumberTotal Amount[0 , 2,147,483,647]

**Stock Table

Analysis & Design

Sr. NoField NameData TypeDescriptionWidthConstraintsOccurs In1StockIDShort TextUnique code for a Stock255Primary Key2ProductCodeShort TextProduct Code255Foreign Key3ProductNameShort TextProduct Name2554CategoryShort TextCategory2555WeightShort TextWeight2556StockDateDate/TimeStock Date7CartonsNumberNo. of Cartons[0 , 2,147,483,647]8PacketsNumberNo. of Packets / Carton[0 , 2,147,483,647]9TotalPacketsNumberTotal Packets[0 , 2,147,483,647]

**Registration Table

Users Table

Analysis & Design

Sr. NoField NameData TypeDescriptionWidthConstraintsOccurs In1UsernameShort TextUsername255Primary Key2User_PasswordShort TextUserpassword2553NameShort TextName of User2554ContactNoShort TextContact Number255

Sr. NoField NameData TypeDescriptionWidthConstraintsOccurs In1UsernameShort TextUsername255Primary Key2User_PasswordShort TextUserpassword255

**InventoryCategory Table

BillInfo Table

Analysis & Design

Sr. NoField NameData TypeDescriptionWidthConstraintsOccurs In1CategoryIDShort TextUnique Id for Category255Primary Key2CategoryNameShort TextCategory Name255

Sr. NoField NameData TypeDescriptionWidthConstraintsOccurs In1InvoiceNoShort TextInvoice Number255Primary KeyProductSold2BillingDateDate/TimeBill Date3CustomerNoShort TextCustomer Number255Foreign Key4CustomerNameShort TextCustomer Name2555SubTotalNumberSub Total[0 , 2,147,483,647]6TaxPercentageNumber% of Tax[0 , 2,147,483,647]7TaxAmountNumberTax Amount[0 , 2,147,483,647]8GrandTotalNumberGrand Total[0 , 2,147,483,647]9TotalPaymentNumberTotal Payment[0 , 2,147,483,647]10PaymentDueNumberPayment Due[0 , 2,147,483,647]

**Customer Table

Analysis & Design

Sr. NoField NameData TypeDescriptionWidthConstraintsOccurs In1B_nameShort TextName2552B_addressShort TextAddress2553B_LandmarkShort TextLandmark2554B_cityShort TextCity2555B_stateShort TextState2556B_zipcodeShort TextZipCode2557S_nameShort TextName2558S_addressShort TextAddress2559S_landmarkShort TextLandmark25510S_cityShort TextCity25511S_stateShort TextState25512S_zipcodeShort TextZipCode25513CustomerNoShort TextCustomerNo255Primary KeyBillInfo, OrderInfo14PhoneShort TextPhone25515EmailShort TextEmail25516MobileNoShort TextMobileNo25517FaxNoShort TextFaxNo25518NotesShort TextNotes255

**Vendor Table

Analysis & Design

Sr. NoField NameData TypeDescriptionWidthConstraintsOccurs In1VendorIDShort TextThe Unique Id for Vendor255Primary Key2NameShort TextName2553AddressShort TextAddress2554LandmarkShort TextLandmark2555CityShort TextCity2556StateShort TextState2557ZipcodeShort TextZipCode2558PhoneShort TextPhone2559EmailShort TextEmail25510MobileNoShort TextMobileNo25511FaxNoShort TextFaxNo25512NotesShort TextNotes255

**ProductSold Table

Analysis & Design

Sr. NoField NameData TypeDescriptionWidthConstraintsOccurs In1InvoiceNoShort TextInvoice Number255Foreign Key2ProductCodeShort TextProduct Code255Foreign Key3ProductNameShort TextProduct Name2554WeightShort TextWeight2555PriceNumberPrice[0 , 2,147,483,647]6CartonsNumberCartons[0 , 2,147,483,647]7PacketsNumberPackets[0 , 2,147,483,647]8TotalAmountNumberTotal Amount[0 , 2,147,483,647]9TotalPacketsNumberTotal Packets[0 , 2,147,483,647]

**OrderInfo Table

Analysis & Design

Sr. NoField NameData TypeDescriptionWidthConstraintsOccurs In1OrderNoShort TextOrder Number255Primary Key2OrderDateDate/TimeOrder Date3OrderStatusShort TextOrder Status2554CustomerNoShort TextCustomer Number255Foreign Key5CustomerNameShort TextCustomer Name2556SubTotalNumberSub Total[0 , 2,147,483,647]7TaxPercentageNumber% of Tax[0 , 2,147,483,647]8TaxAmountNumberTax Amount[0 , 2,147,483,647]9TotalAmountNumberTotal Amount[0 , 2,147,483,647]

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Thank You

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