Computerization of drug inventory control database(A case study of amira pharmacy).docx
-
Upload
george-abishai -
Category
Documents
-
view
214 -
download
0
Transcript of Computerization of drug inventory control database(A case study of amira pharmacy).docx
1
CHAPTER ONE
INTRODUCTION
1.0 GENERAL INTRODUCTION
As the world's economies globalize the pace of innovation accelerates, and the use of
economic business presses grows, business organization companies and companies policy
makers are pressured to find new way to remain competitive and to provide better
customer services to end users and constituents. Every business has numerous processes
some simple other complex and cumbersome. But as the business grows acquires new
customers enter new market and keep pace with cc- s:ant change in information
technology; companies need to maintain highly acetate and up to date accounting,
inventory and statutory records. This is v. -ere a computerized inventory system helps
simplify, integrate, and streamline all the business processes, cost effectively and easily
and helps presents the true picture of all the business undertakings to users of financial
reports. With the decrease in the price of computer and accounting programs, this method
of keeping books is coming popular (Raymond and Bergeron, 1992) Automation and
simplification of business to business transactions through the adoption of invoicing
standards is critical for faster and more accurate processing reduced costs greater
business agility and processes that meet appliance with all suit of business need.
Invoicing system also makes common tax verification activities less intrusive and
disruptive to core business activities. Invoicing offers significant advantage over paper
based processes. Processing invoice electronically, or as sophisticated as delivering straight
through processing that eliminate the need for manual intervention in common tasks.
Suppliers avoid the cost of paper printers,, enveloping and postage. Faster transmission of
the invoice and automated processing speed up account settlement. Automated processing
reduces
2
opportunities for human errors that can have serious customers, partners, or tax
implications. By streamlining trade activities, invoicing fosters innovation,
competitiveness, and growth. The maintenance of electronic trade data in electronic
formats can streamline business reporting filing and compliance related task.
Essential drug have been defined by the world health organization (WHO) as the drug that
satisfy the health care needs of the majority of the population. They should therefore, be
available at all times in adequate amount and in the appropriate dosage at all level of the
most common local disease. The pharmaceutical shops are design to make the attainment
of the goals of providing customers with different suit of drugs. One of the essential
element of the Amira pharmaceutical limited in Zaria is the provision of essential drugs. It
is obvious; therefore, that the present situation in which the organization transacts with the
customers cannot be ensured is not conductive to the attainment of the goal of health for
all. Following Anthony (1965) and ken and Scott Morton (1918), computer based systems
are usually classified as either transaction processing system or decision support systems.
The researchers see it very vital to produce invoicing system for the organization. Invoice
processing system will be used for capturing, processing, storing and reporting of day to
day transaction that occur in a firm to replace the manual process the pros to errors.
1.1 BACKGROUND OF THE STUDY
When the amount of data grows in a company there is a need for a database system to store
the regularly. The need for an ant gallery database includes storing information, sales
information for monthly report. This project present the development of data management
systems for building cash information like the products sold monthly flow of cash, and
balance sheet information for the month.
3
The objective is to design a data management system that can store information like art
work, and sales information.
In developing the database system, there will be a need to decide what the best tools are for
this. The client selected PHP and MYSQL, since they were familiar. In order to achieve
these goals, important question that are asked include "What is the information that will be
stored in the data base?" The data base is where the work begins; it includes creating the
models for each table in the database, analyzing the content of the table, designing the user
interface that the client will use to input data information into the database. The PHP and
MYSQL will be used for creating dynamic interaction in the data base, like generating the
invoice reference number for each customer that buys goods and wants make the payment
online.
1.2 BRIEF HISTORY OF AMIRA PHARMACY
Amira pharmacy was established in 2011 by Alh. Hashimu Garba Anchau. The pharmacy
is located at NO.8 Hospital Road Tudun Wada, Zaria. It has one branch in Anchau. The
office is Alkamar Medicine Centre, is located at NO.A/234 Sani Abacha way Anchau.The pharmacy performs various functions which include:
y A place where people buy drugs and medical cosmetics like antiseptic/medicated
soap, dusting powder, pampers, cotton wool, tissue paper e.t.c
> Where people can receive medical attention example injecting patient, treating cuts,
bruises and bums e.t.c
> And also people come for general medical advices.
4
The research main concern is how the sales of drugs are carried out; the need for customer
are not monotonous which makes it necessary for them t have various needs of customers.
Moreover, it is equally important to part moderate prices on drugs, because at various
times, the higher price, the lower the patients chances of purchasing drugs and thereby
increasing portability rate in some disease condition. The pharmacy has to plan their prices
to enable people afford its drugs at all times. As we are now in the computer age
everything is been computerized for quick efficiency, analysis and accurate results. This is
not just limited to the scientific world but in all fields of human life. Now every business
organization concern with processing it operation in order to provide the most accurate and
current information and management data, such information may .include summary and
analysis of optional using statistical and quantitative techniques. This is easy done with the
aid of computers.
In the course of this project, the research has tried to computerize the sales data of the
pharmacy. The researched is aimed at using the computer to compliment the sales of drugs
so that the process will be efficient,
1.3 STATEMENT OF THE PROBLEM
The problem and inadequacies inherit in the manual invoice issued by shop keepers, and
sales control system in business transactions where many items are involved, the manual
cash invoice system becomes tedious and big to handle. Errors inherit in manual
calculation and balancing of sales lead to excessive cost operation and hence may lead to
wrong decision taking by the managers of a business form.
Customers come to purchase drugs with prescription from a doctor, the pharmacy issue the
drugs to the customers. There are people who have mild illness and come to order for
specific drugs. Example magnesium trisilicate for stomachache,
5
panadol for headache, maldox for antimalaria, tutolin for cough, NAugmentine for
antibiotics e.t.c To mention a few invoice are issued to customers after purchase of drugs.
This is to ensure the accurate record keeping. The invoice number, the amount of drugs
bought and the date are recorded.
1.4 AIMS AND OBJECTIVES OF THE STUDY
The mam objectives of this project work is to develop an application called point of sale
for the following reasons
The case of which an organization attends to their customers to enhance business
productivity.
To maximize profit and gain
To manage and effectively control the pharmaceutical inventory
To see how much we can proffer solution to the above name problems through the
introduction of internet advertising and ordering system.
It is aimed that on competition of the work the problem of congestion and accident
experienced by customers would have being reduced to its best minimum.
Another objective of this study is to bring down the amount spends on advertisement and
thereby reducing the cost of running the business. All this is possible because the customer
need to visit the website, go through the goods in stock and select the ones they want to
order and it will be sent them through waybill.
The web page design is expected to be very friendly and interactive that customers won't
find it difficult to navigate through it.
6
1.5 SIGNIFICANCE OF THE STUDY
The main significance of carrying out this study is not to help Amira pharmacy, but all
other pharmacies on the following important benefits
Computerization of information so as to have efficient service- in the pharmacy
when all information is properly handled.
Production available operational reports when needed.
Safeguard data and information in the system.
Reduce work load in the present system.
It makes the allocation of the bills easier and calculation is done with case and
great speed.
Keep accurate record on stock.
Reduce time wasted in data processing.
1.6 SCOPE AND LIMITATION OF THE STUDY
This project work is designed to cover all aspect of sales, purchases, and stock keeping a
business transaction in Amira pharmacy. The system incorporates the items stock
recording, stock taking and recording. Recording system monitors current store level and
determines whether new item must be ordered. This system keeps statistics of each item
usage to determine the quality to be ordered. And this has been limited to any sales of
drugs and this is important in the pharmacy.
1.7 MOTIVATION
The benefits of computer cannot be over emphasized the speed, flexibility, simplicity, and
case of tracking information as well as generating, processing information are some among
many that can be listed. Due to the existing manual method of operation in keeping record
of invoice in the pharmacy which is basically a heap of customers organized manually one
upon the other and with the increasing number of customers which makes the work of the
staff difficult, having realized that the need of cash invoice is required by the pharmacy.
CHAPTER TWO2.0 INTRODUCTION
Chapter highlights the relevant background information with respect to internet
technology and computer web based portal, it gives the relevant research with respect to
web-based information system. It also gives the overview of the existing system, its
problem and limitation, the proposed system, its features and its benefits.
2.1 LITERATURE REVIEW
The introduction of computer in invoice generating system has gone a long way to improve the ways in which various activities are done including the processes of issuing invoice and reduced the burdens encountered in the field work and administrative work when computers were not yet introduced.
The introduction of computer to this context help in acquiring the basic skills and knowledge that is required.
Pari so Bukola Deborah(2009), was one of the first student to carry out these research
work, Femi Erinosho (2012) went further to build more pn what Deborah did using a
different programming language they both explain how the command would use efficient
software to keep track of the transactions and every activities being carried out in an
organization.
According to Pariso Bukola Deborah (2009)" she design a software program that would
help keep track of the transactions using Microsoft access database, while Femi Erinosho
developed his own program using Microsoft Visual Basic.Net, which serve as the front
view of the program with Microsoft Access 2010 which serve as his backend. With the
research made so far, it is very important to improve the field of this study by going a long
way to improve the field of these programming techniques that the command will be using
to keep track of offenders record. I will go a long way to improve the field of this study
using to design and develop a program that the keep track of the transactions as far
invoice is concern. The literature review is wholly the products of my own efforts and
investigation based on the authorized information i got from the past writer and the
information 1 have been legally and helpfully given by Amira Pharmacy
2.2 BENEFIT OF COMPUTERIZATION
Accurate:- the computer satisfies the need for high degree of accuracy and its consistency
can be rely upon for information concerning a record of an offender, meanwhile the
computer does what is being instructed to do.
Efflciencyr:- computers have the ability to work all day to process information
effectively without having to sleep or rest.
Fast:- offenders record process would be achieved at a very high fast speed with fast
response time. This is because computer processed information often called data so
quickly that even the words used to describe the amount of time it takes them to do it, is
not common for example information that has range that are typed manually are now
computerized in the sense that they are set in a combo box for selection and this will
fasten the situation of tying manually. Update:- efficient means of modifying offenders
record is possible when the new system is developed.
Volume:- Computer process great quantities of information that would otherwise be very
difficult to repeat a similar record for two different offenders, the software program will
be suited for handling that aspect for instance, the offence being viola by the offenders.
2.3 INTERNET TECHNOLOGIES
The internet is the largest intercommunication network. It provides the capabilities for electronic communication. Users may send and receive various types of media through the computer network. Individuals use web brewer to request web pages from a particular website. The number of website in the internet is rapidly growing. Sajjo Jarasrongraweom and Somponjiwolsakul (2542:4) describe the internet as the largest public computer network inking hundred of thousands of individual network all over the world via the ICP/IP protocol. To access the internet, the individual computer uses IP Address to reference itself. There are several ranges of services provided by the internet.
11
World Wide Web (WWW):- Is a system with universally standards for storing, retrieving, formatting, and displaying the information on the internet users browser the websites, and download relevant files using their web browser.
Uniform resource locator (URL):- Is the address of specific resources on the
internet. We must apply the connect method unless we could not connect to the
requested resource. When we apply the URL, we usually begin the requested
address with http://
Web client/web browser:- Is an application that interacts between user and web
server. Internet users usually use graphical web browser to browser the needed
information. The famous web browser are internet Explorer, Mozilla and
Netscape navigator. Web server:- Is a dedicated application that processes the requested information
form the web client. The request are made through the HTTP . protocol. Microsoft internet information services (IlS)and apache are examples of web server programs.
Database server:- Is a system designed to manipulated the database. Its primary
function is to store, retrieve, and manage the information. Database servers plays
an important role in the web services.
Internet:- Is the internet like computer network. Internet technology is similar to the internet technologies. It supports web authoring and bowering using web browser. Internet technology is now very popular, its growth-rate is extremely high as its is supported by many manufactures.
2.4 OPEN- SOURCE TECHNOLOGIES
There are many open source project. Apache, MYSQS, and PHP are all open source
projects that can be installed on a wide variety of platforms. Open source projects are
those applications that are made available to everybody to use, They are most popular on
12
Linux(giving the acronym "LAMP")although windows-based Apache, MYSQL and
PHP installation are becoming increasingly popular, especially for developers. The open
source movement is a collaboration of some of the finest minds in programming and
development, which make up the open source community to make for easier
development and standardization of system, application and/or programs. By allowing
the open exchange of source code and other information, programmers form all over the
world contribute for making truly powerful and efficient pieces of software usable by
everyone.
2.5 APACHEApache all the work of web applications takes place on the server. A specific application, called web server will be responsible for communicating with the browsers. A relational database server stores whatever information the application requires finally a language is needed to broker requests between the web server and database server, it will also be used to perform programmatic tasks on the
information that comes to and from web servers. There are many web servers 00+ there,
the two major web servers dominate the market are Apache and Internet Information
Server (IIS). Apache' is a web server that is responsible for communicating with the web
browsers as well as the database using a scripting language such as PHP, ASP, ISP,
PERL and others.
2.6 MYSQL
MYSQL is a relational database management (RDMS), it Is a general purpose software
system that facilitates the process of defining, constructing and manipulating database
for various applications. Defining a database involves specifying the data o/pes,
structures and constraints for the data to be stored in the database. Constructing database
is the process of storing data itself on storage medium that is controlled by die RDBMS.
Manipulating a database includes querying the database to retrieve specific data,
updating the database to reflect changes in the mink world and generate -Reports from
13
the data. MYSQL uses standard query language (SQL), the standard database query
language.
MYSQL is an open source, SQL relational Databases Management System (RDBMS)
that is free for many uses. Over the past ten years\, MYSQL has truly developed into a
World class product. MYSQL now competes with even the most feature rich commercial
database applications such as Oracle and Informix Additions in the' 4x series has
included much requested features such as transactions and foreign key report. All this
has made MYSQL the worlds most used open source database (converse et al, 2004).
It is the web development language written by and for the web developers. PHP stands for PHP Hypertext processor. The product was originally named personal Home page tools, and many people stiff think that's what the acronym name was selected by scope, a new and more appropriate name has selected by community vote. PHP is currently in its fifth major rewrite, called PHP.
PHP is a server-side scripting language processed by a web server and not by user's
browser. It can be embedded in HTML or used as standalone binary. The first version of
PHP was written by RasmusLerdorf in 1994, he was basically looking for a way to make
maintain his web page easier. The second version was more formalized version and
improved the original version called Personal Home Page Tools (PHP). The third
version was released in 1998; it was renamed at this stage from Personal Home Page
Tools to Hypertext Preprocessor PHP. Version four was released on 1 March, 2007 and
finally version five was released on February 8, 2007.
2.8 OVERVIEW OF THE EXISTING SYSTEM
The system that the pharmacy has been using since the inception is a system whereby most of its activities are carried out manually. These activities include keeping of records, cataloging, processing invoice, searching for some records, etc. So with the new proposed system, these activities will be carried out in a better way.
14
15
2.9 INVOICE
An invoice is a document certifying the delivery of a product or the provision of a
service, showing the date of accrual and the amount payable in consideration for the
product or service provided.
The invoice contains the
o issuer's
o recipient's details,
o a description of the products
o services provided,
o unit prices,
o total prices,
o discounts and
o taxes.
It is considered to be fiscal proof of deliver}' of a product or provision of a
service affecting the tax-paying issuer (the seller) and the tax-paying recipient
(the purchaser). In another perspective, Electronic invoicing is the transfer of
invoices or equivalent documents from issuer to recipient electronically
(computer files) and telemetrically (from one computer to the other), these
being electronically signed using recognized (or qualified) certificates, which
have the same legal validity as paper-based invoices.
A specific definition can be found in Article I of Law 56/2007: "The electronic
invoice is an electronic document which fulfills all the legal and enforceable
requirements for invoicing, and which also guarantees the authenticity of its
origin and the integrity of its contents".
Even though there are several mechanisms for guaranteeing the authenticity of
origin, content integrity and legibility of both paper and electronic invoices from
the moment of issue to the end of the invoice retention period, the electronic
16
signature is the most commonly-used form of electronic invoicing.
The terms electronic invoice, telemetric invoice and digital invoice are
interchangeable, even though the name most commonly used in the regulation
is electronically-transferred invoice (remission electronica) or transferred via
electronic means (remission pormedios electronicos). Usually, the term digital
invoice (factura digital) is used for the type of electronic invoice using a digital
signature to guarantee the authenticity and the integrity of the invoice.
Electronic invoices can be issued in different formats (EDIFACT, XML, PDF, html,
doc, xls, gif, jpeg or txt, among others), provided that the relevant legally
required contents are included and the authenticity and integrity requirements
are met, for example by incorporating the qualified electronic signature.
An invoice or bill is a commercial document issued by a seller to a buyer,
indicating the products, quantities, and agreed prices for products or services
the seller has provided the buyer (Jihad, 2009).
An invoice indicates the sale transaction only. Payment terms are independent
of the invoice and are negotiated by the buyer and the seller. Payment terms are
usually included on the invoice. The buyer could have already paid for the
products or sendees listed on the invoice. Buyer can also have a maximum
number of days in which to pay for these goods and is sometimes offered a
discount if paid before the due date.
In the rental industry, an invoice must include a specific reference to the
duration of the time being billed, so in addition to quantity, price and discount
the invoicing amount is also based on duration. Generally each line of a rental
invoice will refer to the actual hours, days, weeks, months, etc., being billed.
17
In the rental industry, an invoice must include a specific reference to the
duration of the time being billed, so in addition to quantity, price and discount
the invoicing amount is also based on duration. Generally each line of a rental
invoice will refer to the actual hours, days, weeks, months, etc., being billed.
From the point of view of a seller, an invoice is a sales invoice. From the point
of view of a buyer, an invoice is a purchase invoice. The document indicates
the buyer and seller, but the term invoice indicates money is owed or^ owing.
Electronic invoicing systems must strive to deliver business efficiencies
through end-to-end automations that permit straight-through processing and
reduce costly
... errors and manual processes while improving productivity. Invoicing
systems must ensure the integrity and authenticity of data while complying
with legal constraints and permitting auditors to conduct their inquiries
unfettered by technical impediments (EU, 2006).
A typical invoice contains the following information:
The word invoice (or Tax Invoice)♦
A unique reference number (in case of correspondence about the invoice)♦
*t* Date of the invoice.
Credit terms.♦
Name and contact details of the seller♦
Tax or company registration details of ♦ s e l l e r N a m e and contact details of the buyer
Description of the product(s)♦
*Unit price(s) of the product(s) (if relevant)
18
*** Total amount charged (optionally with breakdown of taxes, ifrelevant)
*** Payment terms (including method of payment, date of payment,
and details about charges for late payment) etc.
2.8 TYPES OF INVOICE
Invoice can be categorized based on various factors some of which include the following:
Standard Invoice
One of the most common choices, standard invoices are simple to create either on
paper or in digital format, yet complete enough for a wide variety of billing
transactions. This type is versatile enough to be used for new, established, frequent
or occasional clients. Standard invoices typically include the following information
19
according to Semblance Systems Pty Ltd.: reference number, sent and due dates,
seller's name and contact information, itemized list of goods or services, price,
payment terms, and payment options.
Automatic Invoice
Regular billing cycles benefit from automatic invoicing, which is spontaneously
generated according to the client's terms. Details such as buyer information, seller
information, and service or product itemization are entered into the first invoice, and
then are used repeatedly for each subsequent billing. This type is particularly
beneficial for businesses whose customers have the same monthly pricing plans, such
is Internet service providers or health clubs selling memberships.
Pro Forma Invoice
Billing for payment before providing the service or product typically calls for a pro
forma invoice, whereby you revise or estimate the work to be done. Itemization of
this format includes the nature and value of product or service to be rendered, as well
as weight and transportation fees, if applicable, Electronic Invoicing This is not
necessarily the same as EDI invoicing. Electronic invoicing in its widest sense
embraces EDI as well as XML invoice messages as well as other format.
Self-billing Invoice
A self-billing invoice IS when the buyer issues the invoice to himself I (e.g.
according to the consumption levels he is taking out of a vendor-managed
inventory stock). The buyer (i.e. the issuer) should treat the invoice as an
account payable, and the seller should treat it as an account receivable.
Commercial Invoice
20
A customs declaration form used in international trade that describes the parties
involved in the shipping transaction, the goods being transported, and the value of
the goods. It is the primary document used by customs, - and must meet specific
customs requirements, such as the Harmonized System number and the country of
manufacture. It is used to calculate tariffs.
Purpose of Invoice
The main purpose is to computerized the cash invoice generation system of a
business transactions taking in Amira Pharmacy Limited, Tudun Wada Zaria, This
will help the manager know when to make purchases of drugs, ascertain the exact
number of each drugs or stock available, to ascertain the stock that are either
mostly or sparsely sold as well as knowing the exact number of each drugs that are
lacking thereby helping to improve workflow in the organization. Moreover to
reduce time wasted in data processing and information retrieval. And finally to
Improve management activities, which will lead to improved productivity,
accountability and business management of the pharmacy.
Invoice Processing
Invoice processing involves the handling of incoming invoices fjpm arrival to post.
Invoices have many variations and types. In general, invoices are grouped into
two types: 1. Invoices associated with a request or purchase order 2. Invoices that
do not have an associated request. ( no purchase order). Most organizations have
clear instructions regarding processing incoming invoices. Different sets of
insttuctions are commonly found in most organizations regarding the handling of
purchase order invoices or non-purchase order invoices. The main department
that processes invoices is known as accounts payable department. The process
21
involving a supplier invoice is also known as purchase-to-pay.
Typical Process
A typical process involving paying a supplier invoice begins at the arrival of
invoice it the door of the organization regardless of the methods of arrival
such as via email, postal mail, facsimile, etc. Once the invoice arrives, the
accounts payable clerk must ensure that the document is indeed an invoice.
Then the clerk classifies and sorts the invoice into various categories. The
definition of various categories is not always the same across different
organizations but is normally defined by each organization.
Automatic Process *
Technology has long enabled the automation of invoice processing from
arrival to post. This means that at arrival of the invoice, the same accounts
payable clerk will only need to scan the invoice into automation software.
The automation software then : inverts the invoice's scanned image into a
text researchable document. The different TTds on an invoice can also be
defined into the software so that it remembers which fields it should capture
and register into the ERP systems, for instance, the amount purchase, the
quantity, the supplier name, the supplier code, and so on. The benefits of an
automatic processing work flow may include reduced human error, on-
demand reports, and data resilience. Automated invoice processing system
vendors include Artsyl Technologies, Inc., PSIGEN, iPayables, Kofax,
Perceptive Software, Hyland Software, Open Text, Basware, Automation
Centre, ITESoft and ReadSoft. Most automation software today integrates
into common, organizational ERP systems such as4those offered by SAP,
22
Microsoft and Oracle.
Automation Software
Pay Stream Advisors, an industry analyst, has defined accounts payable
automation as the solutions and services which automate the people and
paperbased processing
invoices for approval and posting into the accounting system. According to
the Document Imaging Report, issue no. 8-17-07, there are around 3757
invoice processing applications in the world.
In the 2008 report, "Optical Character Recognition: Invoice Imaging and Data
Capture for Accounts Payable," Pay Stream advisors writes:
Intelligent Data Capture (IDC) or learning systems enable end users to extract
content from invoices without the system having to learn the layout of the
invoice. Some intelligent engines are able to correctly sort batches on the fly,
locate data fields such as invoice and PO number, as well as line item v
information, and then extract the desired content from those data fields.
2.11 PROBLEMS AND LIMITATION OF THE EXISTING SYSTEM
The existing system of the school has the following problems:
• Poor Communication: there is no full communication between the
pharmacy, its staff and the customers for example; the absence of an
automated cash invoice generator may cause the pharmacy to spend a lot
of money in buying calculators, payment of unnecessary salaries to
cashiers who will carry out the work manually.
23
• Time Consuming: the system consumes a lot of time in collection,
gathering, searching, and keeping of records of sales and purchases of
drugs in the pharmacy. Difficulty in locating some particular records due
the fact that so many records are kept manually. Besides, physical efforts
have to be made when carrying out these activities. '
© Prone to Damage: Paper based systems have to be kept safe for a period
of time. And these paper records are prone to be damaged easily by
various ways,
including human neglects and environmental threats. In addition, there is a
high possibility of losing some of these small sized paper records e.g.
receipt. Thus, proper care is necessary, making the whole process
tedious.
2.12 PROPOSED/NEW SYSTEM
The aim of the new system is to provide an alternative solution to solve
problems in the current system. The current way of the manual system
involves a lot of laborintensive work, time consuming, low security and poor
communication.
2.13 BENEFITS OF THE PROPOSED SYSTEM
Security: The new system will provide full security by restricting access to
authorized users. Hence improving the system dependability and reliability.
Speed: When the system is developed and implemented, the lengthy
process of information insertion and retrieval will be shortened.
24
Accuracy: Ensure the information correctness, consistency and liability.
Instant delivery
When using online invoicing software, all you need to do is send emails to
clients containing links to an invoice online. They can also print the invoice
for future reference. All is done within minutes, and you do not have to
worry about problems at delivery.
Important cost savings
Online billing also saves money on paper, ink, and postal sendees.
25
CHAPTERTHREE
RESEARCH METHODOLOGY
3.0 RESEARCH M ETHODOLOGY
Research can be defined as a systematic inquiry to describe, explain, predict and
control the observed phenomenon. Research involves inductive and deductive
methods (Babbie 1998), inductive methods analyze the observed phenomenon
and identify the general principles, structures or processes underlying the
phenomenon observed. Deductive methods verify the hypothesized principles
through observations. The purposes are different, one is to develop explanations
and the other is to test the validity of the explanations.
Methodology is defined as a system which comprises the principles, practices
and procedures which are applied to a specific branch of knowledge.
Methodology refers to the way in which information is found or the way
something is done. Methodology includes methods, techniques, and
procedures which are used to collect and analyze information.
In other terms Methodology is the systematic, theoretical analysis of the
method applied to a field of study, or the theoretical analysis of the body of
methods and principles associated with a branch of knowledge. It typically
encompasses concepts such as paradigm, theoretical model, phases and
quantitative techniques.
A methodology does not set out to provide solutions but offers the theoretical
-underpinning for understanding which method, set of methods to be applied
to a specific cases.
This study adopted a structural system analysis and design method. The
technique provides a hierarchy model, and a modeling process for logical
decomposing a problem into its parts, it is design to.i. Exposed details gradually in a controlled manner
ii. Encourage accuracy
26
iii. Focus attention on data and activity relationship
The complete structural system analysis and design method model consist of both
activity diagrams with supporting text viewed from several perspectives.
The model begins with problems identification and definition. It document user’s
interview and documents the problems and its boundaries. The result is a
bounded functional model of what the problems are and what they are not, it
begins with getting through the study of the available information about the
problems to be analyzed. Its boundary and an SSADM model reflection current
operation, identifying issues needs and deficiencies (Whitelen 2000)
The techniques provides for decomposition of tackle system into components
which enables one to tackle the problems properly and hence this decomposition
stopped when a well-defined solution is gotten for that particular problem.
3slow is the method which I use in carrying out my project or in getting the data
needed for my project, the primary and secondary methods of data collection
3.1 METHODS OF DATA COLLECTION
Several methods/ techniques were use to gather information/ data but only
three(3) were considered useful in carrying out this research they includes:
a. PHYSICAL OBSERVATION: I took a closer look on the techniques of .
annual system by following up the step involved in recording a new offender.
b. I went to the internet to check on the Federal Road Safety Corp. website
www.frsc.gov.ng to get the historical background and other information
relating to this particular project
c. INTERVIEW:- this method is used by questioning Marshals to get the exact
picture on how offenders are booked and how their reports are kept.
27
Effort were made to ensure that each response are understood, the
ultimate goal of the system and also to make the computerized keeping of
records of .offenders more useful.
3.2 INTRODUCTION
Methodology is the way in which you find information, methodology describe
how something will be (or was) done. The methodology includes the methods,
procedures and techniques use to collect and analyze information.
3.3 SOURCE OF DATA
There are principally two (2) sources of data: primary and secondary sources.
Primary Source
These are data collected by the research for purpose of demographic analysis. In
this method various methods are available ranging from interview, questionnaire,
records and documentation will be considered for use in this study.
Secondary Source -
These are data collected from other sources outside the ones mentioned above.
Here various methods are available ranging published and unpublished data like
textbooks, news papers and past project
3.3 SYSTEM DESIGNSystem design provide a details information of a new system, it requires an
acceptance by management as the requirement specification does. It purposes is
to transform the conceptual design into a detail one for information.
The system, is designed to ease the keeping of stock records as well as to ensure
an efficient and accurate computation of cash invoice. Also is the collection of
various component to work together to accomplish the task. There are three
major components namely: input, processing, and output.
28
3.4 REQUIREMENT SPECIFICATION
Requirement specification comprises of the following
Input specification.
Output specification.
Software and hardware requirement
Input Specification.the aim of the program developed is to keep track of the inventory of sales at the
Amira pharmacy, as such the input of the program is designed in such a way so
as to facilitate easy management of data.
Basically data input to the program exists in many portions of the problem. First
and foremost before the program could be used, a record of drugs must be
entered to the program through the home page.
This comprises the description of the input data and their components, i.e.
record layout. And all these data items or field are the input data to be process
by the computer.
Output specification
This comprises of all the screen such as report on customers cash invoice, all
other related output screen and printed papers for the personal documents for
the personal document for the reference of the invoice.
Hardware Requirement
The hardware requirement for the implementation of this program is any modem
computer that has (preferable) a Pentium grade processor and the following
features for optional performance. Central processing unit (CPU) comprises
random Access Memory (RAM) Read only Memory' (ROM), and has substantial
memory capacity,
3.5 DATABASE DESIGN
A web database application is a long term memory that stores data (information)
29
for the application. A database is an electric file cabinet that stores information in
an organization way, easy to find, when needed. Database can be small, with
structure for
example, database can contain the name and data of invoice or database can be
huge with extremely complex structures.
A web database application is design to help a user to accomplish the task. It can
be simple application that displays information in a browser window (for example
current job operating when the user selects job title) or a complicated program
with trended functionality. The database is the long term memory of the database
application. The application cannot fulfill its purpose without the database.
30
3.6 ADVANTAGES OF DATABASE
Reduction of data redundancy (i.e. controlled redundancy)
Enhance of data integrity
Data independence is ensured.
Database facility, data sharing and integration.
It improved access data.
Centralized of security.
Reduction of cost.
3.7 DISADVANTAGES OF DATABASE
Complexity
Initial expense.
Need for substantial conversion efforts.
Need for special training of users.
3.8 SIGNIFICANCE OF THE METHOD USED
This work will be of little or no significance if certain problems are not pointed out me
existing manual system. Otherwise there will be no need for any other improvement.
The first obvious impediment of the continued use of the manual of keeping sales
records is the cost of maintaining the system. Money is :g spent annually to print file
jackets, receipt books, invoice etc, and the cost of capers used for documentation,
other stationeries plus overhead cost used in the recess.
ither setback is the inefficiency of the system is that files and records (e.g. -ipt books)
are being mixed, misplaced, mutilated or missed (lost) in the course ' cay to day
activities in the pharmacy, inaccurate figures are kept for the quantity crags left on
the shelves ,drugs disappear without trace etc. iging from the present technological
31
trends in the world whereby almost tything is computerized, there is every need to
design a system that should take
ire of these lapses. The computerized program designed in this project not only ikes
care of these problem, but by far is faster to accomplish a task, very and up to ate
record at point in the time, insofar as it has been duly fed into the system.
32
CHAPTER FOURIMPLEMENTATION AND DISCUSSION OF RESULT
4.0 INTRODUCTION
This chapter discusses the results obtained in the entire project work; the
implementation can be presented by means of the system developed under the
study which is the result of the data Input specification that is processed by the
computer.
4.1 SYSTEM TESTING
System testing involves the testing of the functional requirement specification
and :he system requirement specification. Both the functional and system
requirement specification describe the functionality that the system developed and
the users have agreed with it. System testing tends to be more of an investigatory
testing chase, where the focus is to have almost a destructive attitude test not only
the design, but also the behavior and even the believed expectation of the
untended ui'fr System testing is intended to test up to and beyond the bounds
defined in the ?: frware hardware requirement specifications. The two types of
testing are carried cut during the discussion of the result system. They are:
i. Functional testingii. Performance testing
FUNCTIONAL TESTING
This is the testing that required function from the software specification which can
be assessed, Functional testing typically involves:
a. The identification of functions that the software is expected to perform.
b. The creation of test data that will exercise those functions.
33
PERFORMANCE TESTINGin software development, performance testing is determined how fast some
aspect of a system performs under a particular workload, performance testing
can serve as different purpose, it can compare two systems find which one
perform better, it can aIso measure what part of the system or workload causes
the system to perform badly, in the diagnosis cases, software engineers use tools
such as profilers to Measure what part of a device or software contributes most
to the poor Performance or to establish through level for maintained acceptable
response time.
4.2 SYSTEM REVIEW AND MAINTENANCE
This analyzed virtually all aspect of invoice generating system. User will find it very
easy to open after a substantial/orientation. To ensure the security of the system
it shall be access only by the user and management of the pharmacy using a
particular password. The management should also try to provide a light security
to these packages from viruses, warm, Trojan horses and other physical hazard by
lunching a powerful and latest antivirus and hardware security
FEATURES OF THE SYSTEM
Is a distinctive attributes or aspect of system, a part of the face making s s
contribution to its overall appearance.
HOME PAGE
This provides face description of the system, its objective and links of log in user to access it.
4.3
34
CHAPTER FIVESUMMARY, CONCLUSION, AND RECOMMENDATION5.0 SUMMARY
This project work was aimed at computerizing the sales of drugs system r. pharmacy in order to make it
more effective, efficient and secured and was studied to developed application software and compare with
an automated system the application consisting of a database and user friendly interface designed with
PH?. MYSQL, HTML, and CSS. From this research work, it is evident that when proper computerization of all
data involving ordering and billing is carried out the pharmacy can always retrieve any information or check
financial calculation w ith case. A sales customer record can be keeping the record in the database, update
and also print on papers which can be effectively and efficiently. Whereby with ordinary filling system or
records keeping in book, it is difficult to find or locate information, especially when it involves a lot of
records (volumes) or if a very huge amount is to be calculated. The formula is simply fed into the program
code and computer does the calculation fast and accurate. These and more lead or tell why a
computerized-data is very importance.
5.1 CONCLUSIONw.
The primary aim of employing a computer system to replace an (manual) system of any organization is to
provide an efficient, accurate, fast and easy to operate, and higher performance of that system. This
system wall surely lead to great improvement of invoice system activities in the pharmacy. Indeed, most of
the problems encountered with manual method of invoice are now solved with computerization system.
35
Thus, the versatility of computer is portrait with packages, which shows its capability
to handle both database and interface activities together and very efficiently.
It is important to note that computers are not restricted to a particular task. Thai
may only appear to you perhaps because you are using it for that task.
5.2 RECOMMENDATION
From this point of view, pharmacies especially larger ones are recommended to
computerize their services for better result or output. This project could be upgraded
to cover all areas of accounting and other financial aspect in the pharmacy. It is also
recommended that Amira pharmacy looks into this study and observe the benefit of
the work carried out for adoption in other to motivate future work and to enjoy the
favor of computerization especially in the accounting section for proper profit
generation and for fraud reduction or elimination.
24
REFERENCES
Invoice Processing Procedure (Account payable)
Invoice illustration adapted from Meigs and Meigsfmancial Accounting 4th edition
(McGraw-Hill, 1970), p.190 ISBN 0-07-041534-X
Business process: Vendor payment - PO Invoices
RamezElmasri and shankant B, Navathe (2002). Fundamentals of database system,
5th edition, person Education, Inc Publisher.
Jay Greenspan and Brad Bulger, 2001: "MYSQL/PHP Database applications", M & T
Books. ISBN: 0-7645-3537-4
Micheal V, Mannino (2001), "Database application Development and Design",
McGraw-Hill, Irwin, ISBN: 0-07-303345-6.
Jennifer Niederst Robbins (2007). Learning Web Design, Third Edition, United
State of America o' Rielly Media, Inc, 1005 Gravestein High way North Sebastopol,
CA 95472 Publishers.
hmothy Boronczy, Elizabeth Naramore, Jason Gerner, Michael K. Glass, 2009:
Beginning PHP, Apache, MySQL Web development’, Wiley publishing, Inc.978-0 -
470-39114-3v.
IraigGrannell (2007),The essential guide to CSSS and HTML web design, United
hate of America 987-654321: Mac World, PC advisor Publishers.
ItigSaetherBakken. AlexandarAulbach, EgonSchmid, Jim Wintead. Lara forben
Wilson, RasmusLerdorf and Zeersuraski (2000). PHP manual iftware foundation
publisher.
26