Supermarket Management System

GCE ‘O’ Level Computer Studies Course work 2013
CONTENTS
ANALYSIS
Introduction to the business 7
Problem 7
Specific objectives 7
Working of the existing system 8
Evaluation of existing system 9
Description of the possible solutions 10
Evaluation of the other possible solutions 10
DESIGN
Action plan 14
Description of method of solution 16
Screen layouts 16
Hardware design 30
Software design 31
IMPLEMENTATION
Accurate method of solution 34
Algorithms for addition, deletion, and modification 44
TESTING
Testing strategy 47
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DOCUMENTATION
User documentation 71
Technical documentation 84
EVALUATION
Evaluation of the system 111
Future developments 112
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My topic
My topic is to computerize the minimart Elbian.
Why I chosen
The minimart Elbian is one of the most famous Super markets in Fuvahmulah.
Many customers visit the Elbian for shopping. There are totally four staffs in
Elbian. So I believe if the supermarket is computerized, customers as well as
the management will be benefited. Also I hope that this could improve the
economy of the city.
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Introduction to the business
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I have chosen the minimart Elbian. It is one of the famous minimarts in

Fuvahmulah. (The second southern island of Maldives). It is in the middle of
the island. Totally four staffs are there to serve its customers. It is a two story
building. It sells almost every item we need in our daily life. The shop is
opened for total 11 hours. Many services are being provided to customers of
the minimart like delivery service. The main purpose of their business is to
provide the customers needs in one place in an affordable price.
The Problem
The Elbian maintains a record of all of its customers and their products in
a manual filling system .Using that they create their Daily Sales Report and
the other reports of the company.
Since this is a manual system many errors have been detected from the
Elbian’s reports.
Specific Objectives
The minimart Elbian is going to computerize in order to:
❖ Create and maintain a database of its customers, transactions…etc
❖ Provide search conditions with options of adding, deleting and modifying
the data.
❖ Update the data about the quantity in hand when an item is sold.
❖ create the reports of Elbian‘s Daily Sales Report and yearly report
automatically.
❖ Reduce the labor cost by reducing the number of employee.
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❖ To avoid paper works. Like the customer records and daily sales report
file.
❖ Avoid the repetition of works in order to make the job interesting for
the staffs.
Working of the Existing System

The customers select the item they need from the shelves located in
different places of the Elbian. If (s) he could not find what (s)he wants staffs
will help.
After selecting the item the customer goes to the (only) counter in the
show room with the items they have selected. If he is new the details about
the customer is collected and recorded in the appropriate records. An invoice
is created using the following details:
❖ name
❖ address
❖ item(s) name
❖ author name
❖ amount
❖ cost of the item
❖ total cost
And if the customer pays directly, the invoice is stored in “transaction file” in
the transaction book which contains all the transactions of Elbian. If the
customer wants those items for credit the invoice is stored in a file known as
“Credit customer Record” and a copy of invoice is given to the customer. This
is also recorded in the transaction book.
After closing the shop every night, staffs will generate daily sales report
by copying all the transactions from transaction book into a specially
designed form. The sums of the total costs are totaled. A copy of this form
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(Daily Sales Report) is sent to the manager who is living in the capital of
Maldives-Male’ by post. The original copy is filed in another file.
Monthly and Yearly Reports are also created using the same method
but totaling the daily sales report.
Every month they count in the Transaction Record to find amount sold in
each and every item and they subtract from the amount in hand. If any of
these items are found to be out of stock an “order form” is created and sent
to that particular supplier.
Evaluation of the Existing System

Using the existing system there are many:
❖ DISADVANTAGES
The existing system is not suitable because:
● it is a time consuming process to search for a particular customer or
an item and writing the transactions and fill the forms.
● it is very difficult to create order forms since the system is manual and
there no search facilities.
● it is producing many errors like not matching the daily sales report
with the transaction file and not matching the stock files with the amount in
hand.
● Paper works are not environmentally friendly.
● For buying papers we have to spend a lot of money.
● It takes a lot of space to store the files.
● it is difficult to find out which form or report is correct if there are
copies
❖ ADVANTAGES
● Using the manual system there is no possibility of misusing the data.
● This system can give jobs for many people.
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● This system is cheap since we do not use much electronic devices.

● Hacking and file corruption is prevented.
Description of the Possible Solutions

The problems with the existing manual system of Elbian can be
Avoided by:
▪ Increasing the number of staff.
A new staff can be employed for just checking and a
separate staffs for creating reports.
▪ Increasing the number of counters for customer service.
Some more counters can be made in order to make the
system Fast.
▪ Using electronic devices
Electronic devices like calculators and fax machines can be
used for calculations.
▪ Computerizing.
Computers can be used for performing some activities like
creating the order forms, reports and calculations automatically.
Evaluation of the other Possible Solutions

➔ Increasing the number of staffs
Advantages
▪ Make the work of Elbian fast
▪ Less chance of committing mistakes and errors
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Disadvantages
▪ Each staff needs to be paid monthly.
▪ The staffs also may do some mistakes.
➔ Increasing the number of counters

Advantages
▪ Increase the speed of service being provided to the customers.
▪ Customers need not to be in a queue.
Disadvantages
▪ The counters will take up more space.
▪ A staff needs to be at each counter and these staffs needs to be
paid.
➔ Usage of electronic devices

Advantages
▪ Send the required files within a short time.
▪ The process will be faster than before.
Disadvantages
▪ If the telephone line breaks there is no way of sending orders…etc.
▪ The telephone line must be paid.
➔ Computerization
Advantages
▪ Create and maintain forms and data bases automatically.
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▪ Store a large volume of data in a small piece of storage.

▪ Work for the whole 24 hours of the day.
▪ Process calculations faster.
▪ Avoid permanent costs. For an example a staff has to be paid
monthly, but computers need not to be paid.
▪ Can work in an environmentally friendly way.
Disadvantages
▪ It relies on electricity.
▪ Installing the computer requires a grueling and expensive task
of system analysis and design.
▪ The need to obtain stand by facilities in the event of breakdown of
any computerized systems.
Since increasing the number of staffs and counters

involves a lot of space and using the electronic
devices also involves a lot of costs those methods
are rejected. Due to the advantages of
computerization, like its speed, etc, it is found to
computerize the sales and customers record of
Elbian.
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Page 11 of 121
AC
TION PLAN
ANALYSIS
Description of the problem 3 1
Objectives 4 1
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Description of the problem 4 2

Description of the existing solution 3 2
Evaluation of existing solution 5 3
Description of other possible solutions 2 3
Evaluation of other possible solutions 7 4
TOTAL 28 days 4 weeks
DESIGN
TASK NO.OF DAYS WEEK
Action plan 7 5
Description of method of solution 21 6, 7 & 8
Hardware 14 9 & 10
Software 14 11 & 12
IMPLEMENTATION
Method of solution 14 9 & 10
Accurate method of solution 14 11 & 12
TESTING
Testing strategy 14 13 & 14
Test results 14 15 & 16
DOCUMENTATION
Technical documentation 14 17 & 18
User documentation 14 19 & 20
SYSTEM EVALUATION AND

DEVELOPMENT
Evaluation 14 21 & 22
Developments 14 23 & 24
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TOTAL FOR THE 6MONT

PROJECT HS
Description of the action plan

Phase one: ANALYSIS
INTRODUCTION TO THE BUSINESS
In this part I have included the background of the business, and almost all the
details of Elbian.
THE PROBLEM
The problems of using the existing system have been included in this section.
SPECIFIC OBJECTIVES
Since I am going to introduce a new system, in this part I have written the
aims I want to achieve from my new system.
WORKING OF THE EXISTING SYSTEM
A detailed description of how the work is done at present with the new
system.
EVALUATION OF EXISTING SYSTEM
The advantages and disadvantages of using the existing system.
DESCRIPTION OF THE POSSIBLE SOLUTIONS
I have included the solutions which could solve the problem facing to the
system now.
EVALUATION OF OTHER POSSIBLE SOLUTIONS
The advantages and disadvantages of other possible solutions I have written
before.
Phase two: DESIGN

ACTION PLAN
I’ll include the time schedule for each task.
DESCRIPTION OF METHOD OF SOLUTION
All the layouts of forms, tables, reports, query and table relationship are
included in this.
HARDWARE AND SOFTWARE DESIGN
The appropriate hardware’s and software’s needed for my application.
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Phase three: IMPLEMENTATION

ACCURATE METHOD OF SOLUTION
The method of implementing the new system.
METHOD OF SOLUTION
The screen shots of forms and reports of the new system.
Phase four: TESTING

TESTING STRETEGY
The expected result of each and every form after testing.
TEST RESULTS
The screen shots of each and every form after testing. (the test results)
Phase five: DOCUMENTATION

USER DOCUMENTATION
A detailed guide to the new system.
TECHNICAL DOCUMENTATION
The documentation of the database, including all the forms, reports, queries
and tables.
Phase six: EVALUATION

EVALUATION
I’ll include whether I have achieved my objectives mentioned in analysis
phase.
DEVELOPMENTS
The improvements which could be done to the system in future
.
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Description of method of solution
There are totally 4 tables in this application. They are:

❖ Customer record
❖ Credit customer record
❖ Daily sales record
❖ Transaction record
1. Customer record
FIELD NAME DATA VALIDATION SAMPLE

Name Txt Eesh Ahmed
Sex txt "M" or "F" Female
Contact .No. Number Like "???????" 8596874
Email txt Eysh@hotmail.com
Customer ID txt "cc-????" cc-0001
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2. Daily sales record

Date Date/time 01/02/2009
Item code txt Like “???” I-005
Cost currency >0 $16
Amount Numb >0 2
Total currency >0 $32
Daily sales currency >0 $32
3. Credit customer record

Customer ID Txt Like "cc-????" cc-5002
Name Txt Aishath Nawa
Address Txt Elas
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Country Txt Maldives
Contact. NO. Numb Like "???????" 8569745
Email Txt nawu@live.com
Amount of item Numb Like "????" 20
Last paid Date/time 03/05/2008
4. Transaction record

Date Date/time 01/02/2009
Item code Txt I-002
Customer ID Txt Like "cc-????" cc-5415
Cost currency >0 $250
Amount Numb >0 5
Screen layouts
This project contains totally 6 forms. They are;

❖ Welcome screen
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❖ Main menu
❖ Transaction record
❖ Customer record
❖ Credit customer record
❖ Daily sales record
1. Welcome screen
TITLE
LOGO
COMMAND COMMAND
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2. Main menu screen
HEADING
OPTION COMMAND 1
OPTION COMMAND 2
LOGO OPTION COMMAND 3
OPTION COMMAND 4
OPTION COMMAND 5
COMMAND COMMAND COMMAND COMMAND COMMAND COMMAND
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TITLE
LABEL TEXT BOX
LABEL TEXT BOX

LOGO LABEL TEXT BOX
COMMAND COMMAND COMMAND COMMAND COMMAND
LABEL TEXT BOX
LABEL TEXT BOX
LABEL TEXT BOX
TEXT COMMAND
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4. Customer record
HEADING
LABEL TEXT
TEXTBOX
BOX
LOGO LABEL TEXTBOX

TEXT BOX
LABEL TEXT BOX
LABEL TEXT BOX
LABEL
LABEL
TEXT COMMAND
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HEADING
LABEL TEXT BOX

LOGO LABEL TEXT BOX
LABEL TEXT BOX
LABEL TEXT BOX
LABEL TEXT BOX
LABEL TEXT BOX LABEL TEXT BOX

TEXT
COMMAND
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TITLE
LABEL TEXT BOX
TEXTBOX TEXTBOX TEXTBOX TEXTBOX
LABE LABE LABEL LABEL
L L LABEL LABEL
LABEL
L L LABEL LABEL TEXT BOX

L L LABEL LABEL
LABE LABE
L L
LABE LABE
L L
LABE LABE
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L L
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REPORT LAYOUTS
1. Credit customer report
DATE
LOGO CREDIT CUSTOMER REPORT TIME
CUSTOMER ID NAME ADDRESS1 COUNTRY E-MAIL AMNT OF ITEM LAST PAID TOTAL
DATE
TIME
2. Customer
NAME SEX CONTACT NO E-MAIL CUSTOMER ID
LOGO CUSTOMER REPORT
19
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3. Daily sales report
DATE
LOGO DAILY SALES REPORT TIME
DATE ITEM CODE COST AMOUNT TOTAL DAILY SALES
4. Transaction report
DATE
LOGO TRANSACTION REPORT TIME
DATE ITEM CODE CUSTOMER ID TOTAL COST AMOUNT
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1. Credit customer record query
Custome nam Addres countr Contac E- Amoun Last total

r id e s1 y t no mai t of paid
l item
Text Text Text Text numb Text numb Date/tim num
e b
e b
e b
e b
e b
2. Customer record query

name sex Contact no E-mail Customer id
text text numb text text
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3. Daily sales record query

Date Item code Cost Amount Total Daily sales
Date/time Text Number Number Number Number
4. Transaction record query

Date Item code Customer id Cost Amount Total
Date/time Text Text Number Number Number
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TABLE RELATION SHIPS
CREDIT CUSTOMER
RECORD
customer ID
name
address
country
contact no
E-mail
amount of item
last paid
total
CUSTOMER RECORD
name
sex
contact no
E-mail
customer ID
DAILY SALES RECORD

date
item code
cost
amount
total
daily sales
TRANSACTION RECORD
date
item code
customer id
cost
amount
total
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Hardware Design
The computer system bought for running the application of Elbian must
have at least the following hardware requirements.
▪ The Central Processing Unit (CPU).
❖ HDD of 40GB
For storing the programs, implicational databases and the other
documents of Elbian 20GB would be sufficient.
❖ SD or DD RAM of 512MB
A RAM of 256MB can run the application in the normal speed.
❖ VGA card of 32MB

For the monitors graphics a VGA Card of 16MB would be enough.
❖ Pentium or Celeron Processor of 3.00GHz

A PII cannot control the system in a task fill condition. So a P III or a P IV
system can be suitable.
❖ USB port
A USB port can de used for connecting the Back up device (a USB portable
Hard Disk)
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▪ Input Devices.
❖ Scroll Mouse
Since the documents are very large a scroll mouse can be used.
❖ Standard keyboard with 109 keys
This is used for inputting the details.
❖ CD- ROM Drive
To install the soft wares since most of the software’s are now coming in
CDs.
▪ Output Devices
❖ LCD Monitor
A VDU cannot be used because there is not much space to keep it.
Software Design
The computer system bought for running the application of Elbian must
Have at least the following software requirements.
❖ The Operating System

It must be a Windows 98 or a later edition. The older
ones may not support Microsoft Office Access 2003.
❖ The Utility Program

Norton Anti Virus 2006 can be used as the anti-virus
software.
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Win Zip 7.0 can be used as file compression software.

So it will take less space on the disk.
❖ Application Program
Ms Access can be used to build the Application.
Ms Access has all the necessary features needed for
building the application.
Ms Word can be used for documentation. Since it is
good at word processing.
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Page 34 of 121
Accurate Method of solution
There are several methods of implementing this new system. One method is
to run both manual and computerized system in the shop. But this method
will cost more money as we have to run both the systems together. So I am
planning to introduce the system directly to the shop as this system is not a
huge one and I have guarantee that this system will work perfectly.
Forms and records
This project consists of six forms and four reports. All of them are shown
below.
1. Welcome screen
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2. Main menu
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3. Customer record
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7. Credit customer report
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8. Transaction report
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9. Customer report
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10. Daily sales report
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Algorithms for addition deletion and modification
Addition
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Open the database

Open the table
Find the desired record
Add new record
Save the record
Close the table
Close the database
Deletion
Open the database
Open the table
Find the record
Delete the record
Update the table
Close the table
Close the database
Modification
Open the
database Open
the table Find the
record Make
changes Update
the table Close
the table Close
the database
Table relation ships
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Page 47 of 121
Testing strategy
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This application is tested to make sure that it works properly before

introducing to Elbian. Every form is tested for normal data, abnormal data
and extreme data.
Customer Record (Form)
FIELD NAME DATA
NAME txt
CUST_ID txt
CONTACT_NO num
SEX txt
E_MAIL txt
i) Following data is entered(Normal Data.)
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FIELD NAME DATA
NAME Hasna Ibrahim

CUST_ID cc-1001
CONTACT_NO 7854785
SEX F
E_MAIL Hasna@live.com
For above data no error should be found.

The result is shown below.
Normal Data checking
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ii) Following data was entered(Abnormal Data.)
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FIELD NAME DATA
NAME Hasna Ibrahim
CUST_ID cc-1001
CONTACT_NO okiui
SEX F
For the above data an error should be found. The result is shown below.
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Abnormal data checking
In the above field, only numbers will be accepted by the system. When okiui was entered,
system has rejected it because it is not the appropriate data type for that field.
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i) Following data was entered(Extreme Data.)
FIELD NAME DATA
NAME Hasna Ibrahim

CUST_ID cc-100
CONTACT_NO 7854785
SEX F
When this is entered, an error should be found on customer id.

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Extreme data checking
Page 55 of 121
The system will accept only if four numbers are entered with (cc-).if the
number you entered is less than or more that four numbers, system will
reject it.
Credit Customer Record
FIELD NAME DATA

CUST_ID txt
NAME txt
COUNTRY txt
E_MAIL txt
CONTACT_NO num
ADDRESS txt
LASTE_PAID date
AMT_OF_ITEM num
TOTAL num
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i) Following data was entered(Normal Data.)
FIELD NAME DATA

CUST_ID cc-1001
NAME Hasna Ibrahim
COUNTRY Maldives
CONTACT_NO 7854785
ADDRESS Elas
LASTE_PAID 5/18/2007
AMT_OF_ITEM 10
TOTAL 500
For Above Data no error should be found.

The Result Is Shown Below.
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Normal data checking
ii) Following data was entered(Abnormal Data.)
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FIELD NAME DATA

CUST_ID cc-1001
NAME Hasna Ibrahim
COUNTRY Maldives
CONTACT_NO 7854785
ADDRESS Elas
AMT_OF_ITEM Klopio(Abnormal)
TOTAL 500
For Above Data an error should be found in the field amount of item.
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Only numbers are accepted by the system for this field. If the data type is
not numbers, it will be rejected.
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iii) Following data was entered(Extreme Data.)
FIELD NAME DATA

CUST_ID cc-1001
NAME Hasna Ibrahim
COUNTRY Maldives
CONTACT_NO 7854785
ADDRESS Elas
AMT_OF_ITEM 1500(Extream Data)
TOTAL 500
For Above Data an error should be found in the field amount of item.
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Only four digits are allowed for this field. When 150 were entered, system
has rejected. If a number less than four or more than four is entered, it will be
rejected by the system.
Daily sales record
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DATA
FIELD
NAME
date date/tim
e
item code txt
cost currenc
y
amount number
total currenc
y
daily sales currenc
y
(i) the following data was entered ( normal data checking)

FIELD NAME DATA
DATE 05/06/09
ITEM CODE 589
COST $56
AMOUNT 6
TOTAL 336
DAILY SALES 336
When this data is entered, no error should be found.

Normal data checking
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(ii) The following data was entered (abnormal data

checking)
FIELD NAME DATA

DATE 05/06/09
ITEM CODE 569
COST $56
AMOUNT poiu
TOTAL 336
DAILY SALES 336
When this data is entered, an error message should appear.

(Abnormal data checking)
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In the field amount, only numbers are allowed to enter, as I enter letters, an
error message was appeared.
(iii) The following data was entered (Extreme data checking)
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FIELD NAME DATA

DATE 05/06/09
ITEM CODE -9
COST $56
AMOUNT 6
TOTAL 336
DAILY SALES 336
When this data is entered, an error message should appear asking to enter
a value greater than 0
Page 67 of 121
In the field cost, a value greater than 0 should be entered, when I enter -9 an
error message was appeared because it a number less than 0.
Transaction record
FIELD DATA
DATE Date/time
ITEM CODE Number
CUST_ID Txt
COST Currency
AMOUNT Number
TOTAL currency
(i) the following data was entered.(normal data)
FIELD DATA
DATE 05/06/09
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ITEM CODE 859

CUST_ID cc-5896
COST 85
AMOUNT 2
TOTAL 170
When this data is entered, no error should be found.

(Normal data checking)
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(ii) the following data was entered.(abnormal data checking)
FIELD DATA
DATE 05/06/09
ITEM CODE hhh
CUST_ID cc-5896
COST 85
AMOUNT 2
TOTAL 170
When this is entered, an error message should be shown.

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An error was shown because numbers should be enters to the field item code.
(iii) the following data was entered ( extreme data checking)
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FIELD DATA
DATE 05/06/09
ITEM CODE 859
CUST_ID cc-589
COST 85
AMOUNT 2
TOTAL 170
When this data is entered, an error message should be shown.

The error message was shown because, in the field customer record, four
digits must be entered with CC-. If a value other than that has been entered,
the database will show an error message.
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USER DOCUMENTATION
This user documentation will guide to get used to this system. This will give
detailed information about installing and running the application.
Installing
If your application is on a CD, insert the CD and copy and paste it to your
desktop. You can use it now.
Running the application

First open the application, when you open it, you can see the welcome screen
of this application.
The GO button is for the opening of MAIN MENU.EXIT button will close the whole application.
Page 75 of 121
When you press the GO button, the main menu screen will appear. From this
you can select the form or the report you want to select.
When you click this button, you will be able to go toEXIT

the welcome
button will
screen.
close the main menu form
Page 76 of 121
When you press the button CUSTOMER RECORD another screen (customer
record) will be opened. In this form you will see the details of the customers
of Elbian.
Explanation of the buttons used.
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Directly switch you to the next record.
A new Record would be entered to the form
To save the record after entering a new one.
If you find that a record is no longer needed, you can delete the
record from this button.
Search a desired record from this button.
Directly go to the main menu with out closing the customer record.
To close the customer record.
If you select CREDIT CUSTOMER RECORD from the main menu, another form
is opened. (Credit customer record form).You can see the details of the credit
customers registered on Elbian.
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Explanation of buttons used
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To close the credit customer record.
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When you select transaction record from the main menu screen, another
form (Transaction record) is opened.
EXPLANATION OF BUTTONS
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To close the transaction record.
When the DAILY SALES RECORD from the main menu is selected, daily sales
record form will be opened.
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EXPLANATION OF THE BUTTONS.
To close the daily sales record form.
The rest in the main menu are all reports. When you select the report you
want, it will be displayed.
There are 4 reports. All are shown below.
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CREDIT CUSTOMER REPORT
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CUSTOMER REPORT
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DAILY SALES REPORT
TRANSACTION REPORT
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Technical documentation
H:\albian database.accdb Thursday, June 18, 2009

Table: credit customer record Page: 1
Properties
DateCreated: 3/23/2009 6:36:50 PM DefaultView: 2
DisplayViewsOnSharePoint 1 FilterOnLoad: False
GUID: {guid {3E6E0AAE-ADC1- HideNewField: False
460C-9CAA-43C50254CC03}}
LastUpdated: 6/18/2009 3:14:41 PMNameMap: Long binary data
OrderByOn: False OrderByOnLoad: True
Orientation: Left-to-Right RecordCount: 10
TotalsRow: False Updatable: True
Columns
Name Type Size
customer ID Text 255
Name Text 255
Address 1 Text 255
Country Text 255
Contact No Long Integer 4
E mail Text 255
Amount of item Long Integer 4
Last paid Date/Time 8
Total Currency 8
Relationships
credit customer recordCustomer record

credit customer Customer record
customer ID Cust_id
Attributes: Unique, Not Enforced

RelationshipType: One-To-One
Table Indexes
Name Number of Fields
Last paid 1
Fields:
Last paid Ascending
PrimaryKey 1
Fields:
customer ID Ascending
Page 88 of 121

Table: Customer record Page: 2
Properties
DateCreated: 4/25/2009 10:16:09 AM DefaultView: 2
GUID: {guid {65F7E8A1-3075-4C47- HideNewField: False
8F0B-89967EAA21BC}}
Columns
Name Type Size
Name Text 255
Sex Text 255
E-mail Text 255
Cust_id Text 255
Relationships
credit customer recordCustomer record

credit customer Customer record
customer ID Cust_id

Customer recordDaily sales record
Customer record Daily sales record

Cust_id Item Code

Table Indexes
Cust_id 1
Fields:
Cust_id Ascending
PrimaryKey 1
Fields:
Page 89 of 121
Cust_id Ascending
Table: Customer record Page: 3
Table: Daily sales record Page: 4
Properties
GUID: {guid {B43B6CFD-18BC- HideNewField: False
4D93-AF88-D9B01830F790}}
Columns
Name Type Size
Date Date/Time 8
Item Code Text 255
Cost Currency 8
Amount Long Integer 4
Total Currency 8
Daily sales Currency 8
Relationships
Customer recordDaily sales record

Customer record Daily sales record
Cust_id Item Code

Daily sales recordTransaction record
Daily sales record Transaction record

Date Date
Attributes: Not Enforced

RelationshipType: Indeterminate
Table Indexes
Page 90 of 121
Daily sales recordDate 1

Fields:
Date Ascending
Item Code 1
Table: Daily sales record Page: 5
Fields:
Item Code Ascending
PrimaryKey 1
Fields:
Item Code Ascending
Table: Transaction record Page: 6
Properties
DateCreated: 4/25/2009 10:25:08 AM DefaultView: 2
GUID: {guid {7FF3CBEA-F93B- HideNewField: False
4230-836F-345415C89377}}
Columns
Name Type Size
Date Date/Time 8
Item code Text 255
Customer ID Text 255
Cost Currency 8
Total Currency 8
Relationships
Daily sales recordTransaction record

Daily sales record Transaction record
Date Date
Attributes: Not Enforced

RelationshipType: Indeterminate
Table Indexes
Customer ID 1
Page 91 of 121
Fields:
Customer ID Ascending
Item code 1
Fields:
Item code Ascending
PrimaryKey 1
Fields:
Item code Ascending
Transaction recordDate 1
Fields:
Date Ascending
Query: credit customer record Query Page: 7
Properties
DisplayViewsOnSharePoint 1 DOL: Long binary data
FilterOnLoad: False GUID: {guid {99ADB399-68B4-
4B39-
A29B-5C61C491A2C0}}
HideNewField: False LastUpdated: 5/9/2009 3:41:24 PM
MaxRecords: 0 NameMap: Long binary data
ODBCTimeout: 60 OrderByOn: False
OrderByOnLoad: True Orientation: Left-to-Right
RecordLocks: No Locks RecordsAffected: 0
RecordsetType: Dynaset ReturnsRecords: True
TotalsRow: False Type: 0
Updatable: True
SQL
SELECT [credit customer record].[customer ID], [credit customer record].[Name],
[credit customer
record].[Address 1], [credit customer record].[Address 2], [credit customer record].
[Address 3], [credit
customer record].[Country], [credit customer record].[Contact No], [credit customer
record].[E mail], [credit
customer record].[Amount of item], [credit customer record].[Last paid], [credit
customer record].[Total]
FROM [credit customer record];
Columns
Name Type Size
customer ID Text 255
Name Text 255
Address 1 Text 255
Address 2 From 0
Address 3 From 0
Country Text 255
E mail Text 255
Page 92 of 121
Amount of item Long Integer 4

Last paid Date/Time 8
Total Currency 8
Table Indexes
Last 1
paid
PrimaryKey 1
Query: Customer record Query Page: 8
Properties
FilterOnLoad: False GUID: {guid {CBF2E986-0CFD-
4534-8805-043230711637}}
Updatable: True
SQL
SELECT [Customer record].[Name], [Customer record].[Sex], [Customer record].
[Contact No], [Customer
record].[E-mail], [Customer record].[Cust_id]
FROM [Customer record];
Columns
Name Type Size
Name Text 255
Sex Text 255
E-mail Text 255
Cust_id Text 255
Table Indexes
Cust_id 1
PrimaryKey 1
Page 93 of 121
Query: Daily sales record Query Page: 9
Properties
FilterOnLoad: False GUID: {guid {EDD07E8C-BD99-
4863-A9AC-2C771F234447}}
Updatable: True
SQL
SELECT [Daily sales record].[Date], [Daily sales record].[Item Code], [Daily sales record].
[Cost], [Daily
sales record].[Amount], [Daily sales record].[Total], [Daily sales record].[Daily sales]
FROM [Daily sales record];
Columns
Name Type Size
Date Date/Time 8
Item Code Text 255
Cost Currency 8
Total Currency 8
Daily sales Currency 8
Table Indexes
Daily sales recordDate 1
Item Code 1
PrimaryKey 1
Query: Transaction record Query Page: 10
Properties
FilterOnLoad: False GUID: {guid {A5D11E04-CB1D-
4499-B5C8-
Page 94 of 121

Updatable: True
SQL
SELECT [Transaction record].Date, [Transaction record].[Item code], [Transaction record].
[Customer ID],
[Transaction record].Cost, [Transaction record].Amount, [Transaction record].Total
FROM [Transaction record];
Columns
Name Type Size
Date Date/Time 8
Item code Text 255
Customer ID Text 255
Cost Currency 8
Total Currency 8
Table Indexes
Customer ID 1
Item code 1
PrimaryKey 1
Transaction recordDate 1
Form: credit customer record Page: 11
Properties
AllowAdditions: True AllowDatasheetView: False
AllowDeletions: True AllowDesignChanges: True
AllowEditing: True AllowEdits: True
AllowFilters: True AllowFormView: True
AllowLayoutView: True AllowPivotChartView: False
AllowPivotTableView: False AllowUpdating: No
AutoCenter: False AutoResize: True
BorderStyle: Sizable CloseButton: True
Container: Forms ControlBox: True
Count: 28 CurrentView: 0
Cycle: All Records DataEntry: False
DatasheetAlternateBackCol 16053492 DatasheetBackColor:
16777215
Page 95 of 121
DatasheetBorderLineStyle: 1 DatasheetCellsEffect:
Flat
DatasheetColumnHeaderU 1 DatasheetFontHeight:
11
DatasheetFontItalic: False DatasheetFontName: Calibri
DatasheetFontUnderline: False DatasheetFontWeight:
Normal
DatasheetForeColor: 0 DatasheetGridlinesBehavior
Both
DatasheetGridlinesColor: 15062992 DateCreated: 5/10/2009
9:04:34 AM
DefaultEditing: 2 DefaultView: Single Form
DisplayOnSharePointSite: Follow Table Setting DividingLines: False
FastLaserPrinting: True FetchDefaults: True
FilterOn: False FilterOnLoad: False
FitToScreen: True FrozenColumns: 1
GridX: 24 GridY: 24
GUID: {guid {D1211E15-62ED-45B5- HasModule: False
87CE-A5C7917C3599}}
HelpContextId: 0 HorizontalDatasheetGridline 1
Hwnd: 1048948 ImageData: Long binary data
InsideHeight: 7350 InsideWidth: 11700
KeyPreview: False LastUpdated: 5/10/2009 9:04:34 AM
LayoutForPrint: False LogicalPageWidth: 11520
MaxButton: True MinButton: True
MinMaxButtons: Both Enabled Modal: False
Moveable: False NameMap: Long binary data
NavigationButtons: True OrderByOn: False
Owner: admin Painting: True
PaletteSource: (Default) Picture: (none)
PictureAlignment: Center PictureSizeMode: Clip
PictureTiling: False PictureType: 0
PopUp: False PrtDevMode: Long binary data
PrtDevNames: Long binary data PrtMip: Long binary data
RecordLocks: No Locks RecordSelectors: True
RecordsetType: Dynaset RecordSource: credit customer record
RowHeight: Default SaveSplitterBarPosition: True
ScrollBars: Both ShortcutMenu: True
ShowGrid: True SplitFormDatasheet: Allow Edits
SplitFormOrientation: Datasheet on Top SplitFormPrinting: Form
Only
SplitFormSize: 0 SplitFormSplitterBar: True
SubdatasheetExpanded: False SubdatasheetHeight: 0
TimerInterval: 0 UseDefaultPaperSize: False
UserName: admin VerticalDatasheetGridlineSt 1
ViewsAllowed: Both Visible: False
Width: 7860 WindowHeight: 7605
WindowLeft: 0 WindowTop: 0
WindowWidth: 11955
Page 96 of 121
Objects
Section: Detail
Section: FormFooter
Section: FormHeader
Text Box: Address 1
Text Box: Amount of
item Image: Auto_Logo0
Label: Auto_Title0
Rectangle: Box30
Command Button: Command22
Text Box: Contact No
Text Box: Country
Text Box: customer ID
Text Box: E mail
Label: Label1
Label: Label11
Label: Label13
Label: Label15
Label: Label17
Label: Label19
Label: Label21
Label: Label3
Label: Label5
Text Box: Last paid
Text Box: Name
Page 97 of 121
Text Box: Total
Page 98 of 121

Form: Customer record Page: 14
Properties
16777215
Flat
11
Normal
Both
9:08:57 AM
GridX: 24 GridY: 24
GUID: {guid {4B740AB9-D856- HasModule: False
4EE8-A252-
Page 99 of 121
RecordsetType: Dynaset RecordSource: Customer record

Only
Form: Customer record Page: 15
WindowWidth: 11955
Objects
Section: Detail
Section: FormFooter
Section: FormHeader
Image: Auto_Logo0
Label: Auto_Title0
Rectangle: Box17
Text Box:
Cust_id Text
Box: E-mail
Label: Label1
Label: Label3
Label: Label5
Label: Label7
Page 100 of 121

Label: Label9
Text Box: Name
Combo Box: Sex
Form: Daily sales record Page: 16
Properties
16777215
Flat
11
Normal
Both
9:19:41 AM
GridX: 24 GridY: 24
GUID: {guid {04637492-A092-4031- HasModule: False
8AB3-0C425AA415CE}}
Page 101 of 121


RecordsetType: Dynaset RecordSource: Daily sales record
Only
Form: Daily sales record Page: 17
WindowWidth: 11955
Objects
Section: Detail
Section: FormFooter
Section: FormHeader
Text Box: Amount
Image: Auto_Logo0
Label: Auto_Title0
Rectangle: Box18
Text Box: Cost
Text Box: Daily sales
Text Box: Date
Text Box: Item Code
Page 102 of 121

Label: Label1
Label: Label11
Label: Label3
Label: Label5
Label: Label7
Label: Label9
Text Box:
Total
Form: MAIN MENU Page: 18
Properties
16777215
Flat
11
Normal
Both
9:04:49 AM
GridX: 24 GridY: 24
GUID: {guid {04539139-436A-49C8- HasModule: True
911A-FDAA714CB656}}
Page 103 of 121


RecordsetType: Dynaset RowHeight: Default
SaveSplitterBarPosition: True ScrollBars: Both
ShortcutMenu: True ShowGrid: True
SplitFormDatasheet: Allow Edits SplitFormOrientation:
Datasheet on Top
SplitFormPrinting: Form Only SplitFormSize: 0
SplitFormSplitterBar: True SubdatasheetExpanded:
False
SubdatasheetHeight: 0 TimerInterval: 0
UseDefaultPaperSize: False UserName: admin
Page 104 of 121


Form: MAIN MENU Page: 19
VerticalDatasheetGridlineSt 1 ViewsAllowed: Both
Visible: False Width: 8880
WindowHeight: 7605 WindowLeft: 0
WindowTop: 0 WindowWidth: 11955
Objects
Section: Detail
Section: FormFooter
Section: FormHeader
Image: Auto_Logo0
Command Button: BACK
Rectangle: Box22
Command Button: DAILY SALES RECORD
Label: Label30
Line: Line23
Code
1 VERSION 1.0 CLASS
2 BEGIN
3 MultiUse = -1 'True
4 END
5 Attribute VB_Name = "Form_MAIN MENU"
6 Attribute VB_GlobalNameSpace = False
7 Attribute VB_Creatable = True
8 Attribute VB_PredeclaredId = True
9 Attribute VB_Exposed = False
10 Option Compare Database
11
Page 105 of 121


Form: Transaction record Page: 20
Properties
16777215
Flat
11
Normal
Both
9:11:03 AM
GridX: 24 GridY: 24
GUID: {guid {9C6BB44D-0E89- HasModule: False
475F-905B-F0982135D9B7}}
RecordsetType: Dynaset RecordSource: Transaction record
Page 106 of 121


Only
Form: Transaction record Page: 21
WindowWidth: 11955
Objects
Section: Detail
Section: FormFooter
Section: FormHeader
Text Box: Amount
Image: Auto_Logo0
Label: Auto_Title0
Rectangle: Box19
Text Box: Cost
Text Box: Customer ID
Text Box: Date
Text Box: Item
code Label: Label1
Label: Label11
Label: Label3
Page 107 of 121

Label: Label5
Label: Label7
Label: Label9
Text Box:
Total
Form: WELCOME TO ELBIAN Page: 22
Properties
16777215
Flat
11
Normal
Both
8:59:50 PM
GridX: 24 GridY: 24
GUID: {guid {5185238E-8556-4E25- HasModule: False
B8BF-72C75E814867}}
KeyPreview: False LastUpdated: 5/9/2009 8:59:50 PM
Page 108 of 121


RecordsetType: Dynaset RowHeight: Default
SaveSplitterBarPosition: True ScrollBars: Both
ShortcutMenu: True ShowGrid: True
SplitFormDatasheet: Allow Edits SplitFormOrientation:
Datasheet on Top
SplitFormPrinting: Form Only SplitFormSize: 0
SplitFormSplitterBar: True SubdatasheetExpanded:
False
SubdatasheetHeight: 0 TimerInterval: 0
UseDefaultPaperSize: False UserName: admin
Form: WELCOME TO ELBIAN Page: 23
VerticalDatasheetGridlineSt 1 ViewsAllowed: Both
Visible: False Width: 13260
WindowHeight: 7605 WindowLeft: 0
WindowTop: 0 WindowWidth: 11955
Objects
Section: Detail
Section: FormFooter
Section: FormHeader
Image: Auto_Logo0
Rectangle: Box11
Label: Label2
Page 109 of 121


Report: credit customer record Page: 24
Properties
Container: Reports DateCreated: 6/16/2009 4:52:40 PM
GUID: {guid {A01580FA-B457- LastUpdated: 6/16/2009
4:52:40 PM
4E4E-8C5B-A97000E7A508}}
NameMap: Long binary data Owner: admin
UserName: admin
Objects
Section: Detail
Section: PageFooterSection
Section: PageHeaderSection
Section: ReportFooter
Section: ReportHeader
Text Box: AccessTotalscustomer ID
Text Box: Address 1
Text Box: Amount of
item Image: Auto_Logo0
Label: Auto_Title0
Text Box: Country
Text Box: customer ID
Text Box: E mail
Label: Label10
Label: Label12
Label: Label14
Label: Label16
Label: Label18
Label: Label20
Label: Label4
Label: Label6
Label: Label8
Page 110 of 121

Text Box: Last paid

Report: credit customer record Page: 25
Text Box: Text0

Text Box: Text1
Text Box: Text2
Text Box: Total
Page 111 of 121


Report: Customer report Page: 26
Properties
GUID: {guid {51CD442D-F10B- LastUpdated: 6/17/2009
3:46:34 PM
4814-940D-BDDE694989C7}}
UserName: admin
Objects
Section: Detail
Text Box: AccessTotalsName
Image: Auto_Logo0
Label: Auto_Title0
Text Box: Cust_id
Text Box: E-mail
Label: Label10
Label: Label12
Label: Label4
Label: Label6
Label: Label8
Text Box: Name
Combo Box: Sex
Text Box: Text0
Text Box: Text1
Text Box: Text2
Report: Daily sales record Page: 27
Page 112 of 121

Properties
Container: Reports DateCreated: 5/10/2009 9:06:08 AM
GUID: {guid {F72F20F1-A9E3-4011- LastUpdated: 5/10/2009
9:06:08 AM
9181-49013C5F600E}}
UserName: admin
Objects
Section: Detail
Text Box: AccessTotalsDate
Text Box: Amount
Image: Auto_Logo0
Label: Auto_Title0
Text Box: Cost
Text Box: Daily sales
Text Box: Date
Text Box: Item Code
Label: Label10
Label: Label12
Label: Label14
Label: Label4
Label: Label6
Label: Label8
Text Box:
Text0 Text
Box: Text1
Text Box:
Text2 Text
Box: Total
Report: Transaction report Page: 28
Page 113 of 121

Properties
GUID: {guid {08498CF9-EF38-4747- LastUpdated: 6/17/2009
3:39:50 PM
B056-B7B01D0040BE}}
UserName: admin
Objects
Section: Detail
Text Box: Amount
Image: Auto_Logo0
Label: Auto_Title0
Text Box: Cost
Text Box: Customer ID
Text Box: Date
Text Box: Item
code Label:
Label10 Label:
Label12 Label:
Label14 Label:
Label4 Label:
Label6 Label:
Label8
Text Box: Text0
Text Box: Text1
Text Box: Text2
Text Box: Total
Page 114 of 121

Page 115 of 121

Evaluation of the system
The application which I have made for the Elbian has been installed in
the computer of Elbian and the employees and the shop is getting the
full benefit from it. The application is meeting all (except one) which I
have described in the section “Specific objectives”.
❖ Create and maintain a database of its customers,
transactions… etc
The system I have prepared for Elbian has the capability of storing the
customers detail in a form of a data base.
❖ Provide search conditions with options of adding, deleting and

modifying the data.
No search conditions are available for this application. So I am planning to
do that in future developments of the system.
❖ Update the data about the quantity in hand when an item is sold.
The computer can easily record, when an item is sold. You can just
enter the details of the item sold.
❖ create the reports of Elbian‘s Daily Sales Report and yearly report
automatically.
Now daily sales report and yearly sales report will be generated
automatically by using the new system. No more hand works are needed
for this.
Page 116 of 121

❖ Reduce the labor cost by reducing the number of employee.

Fewer customers are needed now, because most of the works are done by
computer and not by staffs. So labor cost would be reduced.
❖ To avoid paper works. Like the customer records and daily sales
report file.
With the introduction of computer to Elbian, paper works would be
reduced much more. All the customer record and daily sales report will
be created using the new system.
Future Developments of system
After a continue use of two to three years, the system could be evaluated to
see whether new facilities could be introduced. (This introduction of the new
facilities could be possible only if the company’s income and its profit is
increasing day by day. Else it will be a waste of a huge sum of money.)
Some of the developments can be

➢ Introducing online facilities. So that the customers can order by e-
mail.
➢ Establishing a network connection between the Elbian office and its
supplier’s computers.
➢ Introducing search conditions with addition, deletion and
modification of data.
Page 117 of 121

When these features have been introduced the application would be much
more useful to the Elbian. And I am planning to do that after few years , if
the income and profit increases.
Page 118 of 121

Page 119 of 121

Supermarket Management System

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Supermarket Management System

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GCE ‘O’ Level Computer Studies Course work 2013

Introduction to the business

I have chosen the minimart Elbian. It is one of the famous minimarts in

Working of the Existing System

Evaluation of the Existing System

● This system is cheap since we do not use much electronic devices.

Description of the Possible Solutions

Evaluation of the other Possible Solutions

➔ Increasing the number of counters

➔ Usage of electronic devices

▪ Store a large volume of data in a small piece of storage.

Since increasing the number of staffs and counters

Description of the problem 4 2

SYSTEM EVALUATION AND

TOTAL FOR THE 6MONT

Description of the action plan

Phase two: DESIGN

Phase three: IMPLEMENTATION

Phase four: TESTING

Phase five: DOCUMENTATION

Phase six: EVALUATION

Description of method of solution

There are totally 4 tables in this application. They are:

FIELD NAME DATA VALIDATION SAMPLE

Sex txt "M" or "F" Female

Contact .No. Number Like "???????" 8596874

Email txt Eysh@hotmail.com

Customer ID txt "cc-????" cc-0001

2. Daily sales record

FIELD NAME DATA VALIDATION SAMPLE

Item code txt Like “???” I-005

Cost currency >0 $16

Amount Numb >0 2

Total currency >0 $32

Daily sales currency >0 $32

3. Credit customer record

FIELD NAME DATA VALIDATION SAMPLE

Name Txt Aishath Nawa

Address Txt Elas

Country Txt Maldives

Contact. NO. Numb Like "???????" 8569745

Email Txt nawu@live.com

Amount of item Numb Like "????" 20

Last paid Date/time 03/05/2008

Total currency >0 $500

FIELD NAME DATA VALIDATION SAMPLE

Item code Txt I-002

Customer ID Txt Like "cc-????" cc-5415

Cost currency >0 $250

Amount Numb >0 5

Total currency >0 $1250

This project contains totally 6 forms. They are;

2. Main menu screen

COMMAND COMMAND COMMAND COMMAND COMMAND COMMAND

LABEL TEXT BOX

LABEL TEXT BOX

LOGO LABEL TEXTBOX