GAPMS [GENERAL ACCOUNTING & PAYROLL MANAGEMENT SYSTEM ] Running Project On BCMCL

GENERAL ACCOUNTING & PAYROLL MANAGEMENT SYSTEM (GAPMS) FOR BCMCL 1 | P a g e

1. Introduction

1.1) Purpose• The Software is for the automation of Accounts & Payroll System. • It maintains two levels of users:-

Administrator Level User Level

• The Software includes:- Maintaining Voucher basis Journal Entry. Providing Various Financial Reports such as Trail Balance, Balance

Sheet, Income Statement, Cash Flow and Employees Payroll etc. Providing and maintaining Bank Books as well as other necessary

reports. Employees Details With their salary sheet details and any other

prescribe reports. 1.2) Scope

It can be used in any organization for maintaining accounts and payroll management system with very less effort.

1.3) Technologies to be used

This project will be a desktop application to be developed in VB 6.0 having SQL Server and Ms Access as backend.

• Database Design (SQL SERVER 2000) • Form Design (VB 6.0) • Coding (VB 6.0) • Testing (VB 6.0) • Reporting Tool (Data Report ),HTML

Powered By MTechnology | Contact Number: 01710946428 | Email: [email protected]


1.4) Overview

Project is related to Accounts & Payroll Management System. The project maintains two levels of users:-

Administrator Level User Level-Data Entry Operator

Main facilities available in this project are:-

Account Module

Account Head Setupo Adding New Account Head

o Finding Account Head Information

o Editing a Account Head opening balance / details

o Deleting a Account Head

o Setting Up Opening Balances

o Listing Categories of Account Heads

Chart of Accounts

Setup : Income Statement

Setup : Balance Sheet

Transaction Vouchers

o Different Types of Vouchers

o Narration Setup

o Voucher Entry

Editing / printing / deleting vouchers

Journals

Cash Book

Bank Book

Account Receivable and Payables

Ledger

o Getting The Ledger of any Account

Trial balance

Analysis of Accounts



o Transactions in Accounts

o Cash Flow - Movement of Cash

o Fund Flow - Assets Vs. Liability

Fixed Assets

o Fixed Asset Chart (3 Quarterly)

o Fixed Asset Chart (Half Yearly)

o Fixed Asset Chart (Yearly)



Continue From Page 2…..

Final Accounts o Income Statement

o Balance Sheet

Closing the Financial Year

Create Next Financial Year with Closing the Current fiscal year and automated Balance Transfer System.

Employees Module

Employee Record Employee List

Attendance Register : Day wise / Time wise (With Barcode System – Optional) [Extra Charge will be include]

Overtime Register : Day wise / Time wise Employee Leave Summary

Loans and Advances

Monthly Salary Statement

Employee Pay slip

Posting of Salary Voucher

Any other Required Reports



2. Overall Description

2.1) Goals of proposed system

1. Planned approach towards working:The working in the organization will be well planned and organized. The data will be stored properly in data stores, which will help in retrieval of information as well as its storage.

2. Accuracy: The level of accuracy in the proposed system will be higher. All operation would be done correctly and it ensures that whatever information is coming from the center is accurate.

3. Reliability:The reliability of the proposed system will be high due to the above stated reasons. The reason for the increased reliability of the system is that now there would be proper storage of information.

4. No Redundancy: In the proposed system utmost care would be that no information is repeated anywhere, in storage or otherwise. This would assure economic use of storage space and consistency in the data stored.

5. Immediate retrieval of information: The main objective of proposed system is to provide for a quick and efficient retrieval of information. Any type of information would be available whenever the user requires.

6. Immediate storage of information: In manual system there are many problems to store the largest amount of information.

7. Easy to Operate: The system should be easy to operate and should be such that it can be developed within a short period of time and fit in the limited budget of the user.



2.2) Background

In any business or organization accounts is the vital part, it provides all the financial information in such various methods or forms like:-

Journal. Ledgers. Trail Balance. Balance Sheet. Income Statement. Cash Flow Statement.

Various Financial operational works that are done in an organization these are categorized like below:-

These are the various jobs that need to be done in an organization by the operational staff. All these works are done on papers.

All this work is done manually by the operational staff and lot of papers are needed to be handled and taken care of which is very tedious job.


ASSETS

EXPENSES REVENUES

CAPITAL

LIABILITIE

S

Accounting

Figure 1


2.3) Definitions of problems

Problems with conventional system

1. Lack of immediate retrievals:

The information is very difficult to retrieve and to prepared particular

reports like- E.g. – Ledger, Trail Balance, Balance Sheet, Income

Statement, Cash Flow etc;.

2. Lack of immediate information storage:

The information generated by various transactions takes time and efforts

to be stored at right place.

3. Lack of prompt updating:

Various changes to information’s are difficult to make as paper work is

involved.

4. Error prone manual calculation:

Manual calculations are error prone and take a lot of time this may result

in incorrect information.

5. Preparation of accurate and prompt reports:

This becomes a difficult task as information is difficult to collect from

various registers.



2.4) Alternative Solutions

I. Improved Manual System:- One of the alternative solutions is the improvement of the manual system.

Anything, which can be done by using automated methods, can be done

manually. But the question arises how to perform thing manually in a

sound manner. Following are some suggestions, which can be useful in

the manual system. A more sophisticate register maintenance for various

Journal Entries, Employees Salary Details and a good system for keeping

all the reports employees’ pay slips can be maintained at central place.

Adequate staff may be maintained so that updations are made at the very

moment at the same time. Proper person for proper work should be

made responsible so that a better efficiency could be achieved.

This needs a lot of work force.

II. Automation System:- This system (GAPMS) provides digital storage/ updations and retrieval

facility. This system promises very less or no paper work and also

provides help to managements and operational staff. In this system

everything is stored electronically so very less amount of paper work is

required and information can be retrieved very easily without searching

here and there into registers. This system has been discussed here.



3.) System Architecture & Data Flow


DEDICATED

DATA BASE

SERVER

DEDICATED

DATA BASE

SERVER

**User Interface Handle the data entry on voucher Basis.

**User Interface Handle the data entry on voucher Basis.

USER InterfaceUSER Interface

PC-1PC-1

PC-2

PC-2

PC-3

PC-3

Journal Report

Journal Report

Income statement

Report

Income statement

Report

Trail Balance Report

Trail Balance Report

Cash Flow Statement

Report

Cash Flow Statement

Report

Balance Sheet Report

Balance Sheet Report

Payroll Related Report

Payroll Related Report

Figure 2


4. Feasibility Study

Depending on the results of the initial investigation the survey is now expanded to a

more detailed feasibility study. “FEASIBILITY STUDY” is a test of system proposal

according to its workability, impact of the organization, ability to meet needs and

effective use of the resources. It focuses on these major questions:

1. What are the user’s demonstrable needs and how does a proposed system

meet them?

2. What resources are available for given proposed system?

3. What are the likely impacts of the proposed system on the organization?

4. Whether it is worth to solve the problem?

During feasibility analysis for this project, following primary areas of interest are to

be considered. Investigation and generating ideas about a new system does this.

Steps in feasibility analysis

Eight steps involved in the feasibility analysis are:

Prepare system flowcharts.

Enumerate potential proposed system.

Define and identify characteristics of proposed system.

Determine and evaluate performance and cost effective of each

proposed system.

Weight system performance.

Select the best-proposed system.



4.1) Technical feasibility

A study of resource availability may affect the ability to achieve an acceptable

system. This evaluation determines whether the technology needed for the

proposed system is available or not.

• Can the work for the project be done with current equipment existing

software technology & available personal?

• Can the system be upgraded if developed?

• If new technology is needed then what can be developed? This is

concerned with specifying equipment and software that will successfully

satisfy the user requirement. The technical needs of the system may

include:

Front-end and back-end selection

An important issue for the development of a project is the selection of suitable

front-end and back-end. When we decided to develop the project we went through

an extensive study to determine the most suitable platform that suits the needs of

the organization as well as helps in development of the project.

The aspects of our study included the following factors.

Front-end selection:

1. It must have a graphical user interface that assists employees that are not

from IT background.

2. Scalability and extensibility.

3. Flexibility.

4. Robustness.

5. Microsoft XP, Windows 7 OS Compatible.

6. According to the organization requirement and the culture.

7. Must provide excellent reporting features with good printing support.

8. Easy to debug and maintain.

9. Event driven programming facility.



10.Front end must support some popular back end like SQL Server, Ms Access

etc. According to the above stated features we selected VB6.0 as the front-

end for developing our project.

Back-end Selection:

1. Multiple user support.

2. Efficient data handling.

3. Provide inherent features for security.

4. Efficient data retrieval and maintenance.

5. Stored procedures.

6. Popularity.

7. Microsoft XP & Windows 7 Operating System compatible.

8. Easy to install.

9. Various drivers must be available.

10. Easy to implant with the Front-end.

According to above stated features we selected Ms SQL Server 2000 and Ms-Access as the backend.

The technical feasibility is frequently the most difficult area encountered at this

stage. It is essential that the process of analysis and definition be conducted in

parallel with an assessment to technical feasibility. It centers on the existing

computer system (hardware, software etc.) and to what extent it can support the

proposed system.

4.2) Economical feasibility

Economic justification is generally the “Bottom Line” consideration for most

systems. Economic justification includes a broad range of concerns that includes

cost benefit analysis. In this we weight the cost and the benefits associated with the

proposed system and if it suits the basic purpose of the organization i.e. profit

making, hassle free and smooth then the project will steps towards analysis and

design phase.

The financial and the economic questions during the preliminary investigation are verified to estimate the following:



• The cost to conduct a full system investigation.

• The cost of hardware and software for the class of application being

considered.

• The benefits in the form of reduced cost.

• The proposed system will give the minute information, as a result the

performance is improved which in turn may be expected to provide

increased profits.

4.3) Operational Feasibility

It is mainly related to human organizations. The points to be considered are:

• What changes will be brought with the system?

• What organization structures are disturbed?

• What new skills will be required? Do the existing staff members have

these skills? If not, can they be trained in due course of time?

The system is operationally feasible as it very easy for the End users to operate it. It

only needs basic information about Windows platform.

5.) Project Requirements

Server

Hardware RequirementsProcessor RAM Disk Space

HP ProLiant DL360 G6 Server

2 GB or Higher With RAID Controller168 * 2

Software Requirements

Operating System Database AntivirusWindows Server 2003 Or

Higher Family OSSQL Server 2000 Or and Ms Access 2010

Kaspersky Recommended

Workstation

Hardware RequirementsProcessor RAM Disk Space

Intel Duel Core or Higher 1 GB or Higher 160GB Or MoreSoftware Requirements



Operating System AntivirusWin-2000, Win-XP,

Windows 7Kaspersky Recommended

LAN Equipments

LAN Card CableCable

ConnectorSwitch/Hub

Gigabits 1Gb CAT 6 RJ45 CAT 6Gigabit

8 Port X 2



5.1) User Characteristics

Every user should be:

o Comfortable of working with computer. o He must have knowledge in accounting field. o He must also have basic knowledge of English too.

5.2) Constraints

• GUI is only in English.

• Login and password is used for identification of user and there is no facility for guest.



6. Implementation Procedure

MTechnology is designing a GENERAL ACCOUNTS & PAYROLL MANAGEMENT SYSTEM

(GAPMS) for the proposed Company. It requires an enormous effort in preliminary requirement specification and design before the actual software development starts. We divide the implementation into the following definite phase.

Requirement Specification

In this phase a team from both the client and MTechnology will carry out a

detail study on the exact procedure and requirement of the entire system. The goals of this phase will be to extract


Implementation Procedure


System Architectural Design

Object Design

Module Development

Integration

System Testing and Trial Run

User and Administrative Training

System Signoff

Maintenance


Processes related to the system

Entities related to the system

Interaction among processes and entities

Desired interface between processes and entities

Desired management output requirement



This phase is the direct decomposition of the Requirement Specification phase.

Object Design

This phase will act upon the module level design (package design) generate from the earlier phase.

Module Development

In this phase each module will be developed as per system design report. Module validation, verification and unit testing will be integrated into the development process.

Integration

At this phase modules developed so far will be integrated according to the subsystem specification described in the system design report.



Module internal process design, data structure and data flow

User interface format and conventions

Report design and structure

Object Design

Business Logic behind each module

Command flow among objects

Database schema, replication and sizing specification

Database objects like table, views etc. specification



After the integration is complete, the system will go through site testing through trial run. Both the vendor and client will actively take part in this trial run and accurate testing. The following objects will be achieved through this phase

User and Administrative Training

In this phase training will be provided to three levels.

Management training to Administrative and Selected personnel

System Signoff

This phase is the final of the development phase where the system is hand over to the client.

Maintenance & Enhancement

It is highly recommended that monthly/yearly maintenance with enhancement is very much needed for better performance and trouble free operation. The maintenance contract will ensure further modification and enhancement of the

system, which the MTechnology does in process of his product enhancement or

the client feels necessary.



Bug checking and bug fixing

Finalization of technical documentation

Finalization of user materials (manuals, help files etc.)

Future enhancement exploration

Staff and management acceptance and adaptation with new system


7. Work Flow Diagram Of The General Accounting System[For Example]

Creating account head along with Code:

Account_Head_ID Account_Head_Name

1 ASSETS

2 LIABILITIES

3 CAPITAL

4 REVENUE

5 EXPENSE

Creating Account Title along with ID, account head, Code, Type and Opening Balance, Dr, Cr:

Account

Title ID

Account

Head IDAccount Title Account Type

Opening Balance

Dr Cr

101 1 Land Fixed Asset 0 0 0

102 1 Building Fixed Asset 0 0 0

103 3 Capital 0 0 0

104 2 Notes Payable Current Liability 0 0 0

105 2 Long Term Loan Long Term Liability 0 0 0

106 1 Account Receivable Current Asset 0 0 0

107 1 Cash Current Asset 0 0 0

108 4 Sales 0 0 0



Account

Title ID

Account

Head IDAccount Title Account Type

Opening Balance

Dr Cr

109 5 Salary 0 0 0

110 5 Rent 0 0 0

111 3 Drawing 0 0 0

112 1 Machinery Fixed Asset 0 0 0

113 5 Compensation On Crop 0 0 0

114 3 Opening Cash 0 0 0

115 1 Purchase(F) Current Asset 0 0 0

116 2 Account Payable Current Liability 0 0 0

Accounting Period

AC

Period ID

AC

Period From

AC

Period Tostatus

2009-2010 01-Jan-2010 31-Dec-2010 Active



Balance Sheet

AC

Period ID

Account

Head IDAccount Title Account Dr Cr

2009-2010 1 102 Building 0 0

2009-2010 1 107 Cash 0 0

2009-2010 1 106 Account Receivable 0 0

2009-2010 1 112 Machinery 0 0

2009-2010 1 115 Purchase(F) 0 0

2009-2010 1 101 Land 0 0

2009-2010 2 116 Account Payable 0 0

2009-2010 3 114 Opening Cash 0 0

2009-2010 5 109 Salary 0 0

Income Statement

AC

Period ID

Account

Head IDAccount Title Account Dr Cr [Balance]

2009-2010 4 108 Sales 0

2009-2010 2 116 Account Payable 0



Reports [Example]

Balance SheetAS On Month June 2009

Source of Fund Code

2009 2008

AA 1 Amount Amount

BB 3 Amount Amount

CC 5 Amount Amount

Total:

Total Amount Total Amount

Applications of Funds

Fixed Assets : 7 Amount Amount

Land 10 Amount Amount

Building 11 Amount Amount

Machineries 25 Amount Amount

Total:


Current Assets :

Cash and Bank Balance 20 Amount Amount

Accounts receivable 22 Amount Amount

Pre-Paid Expenses 23 Amount Amount

Advances, deposits & Prepayments 26 Amount Amount

Total:


Less: Current Liabilities

Vat On Sales 28 Amount Amount

Accounts Payable 29 Amount Amount

Other Liabilities 30 Amount Amount

Total:


Net Current Assets Amount Amount



Others 33 Amount Amount

Profit and Loss A/C [Dr Balance] Amount Amount

Total:




Income Statement

FOR THE YEAR ENDED 30 JUNE 2009

Sales Code 2009 2008

Sales Of Coal To Thermal 55 Amount Amount

Sales Of Coal To Local Market 65 Amount Amount

Sales Of Coal To Foreign Market 66 Amount Amount

Total Sales:


LESS: Royalty To the Govt. 90 Amount Amount

Net Sale Total: Total Amount Total Amount

Less Sales Cost 1000 Amount Amount

Gross Profit Amount Amount

Less Operative Expenses

Salary Staff 118 Amount Amount

Salary Officer 119 Amount Amount

Others 1120 Amount Amount

Operative Profit/(Loss) Total Amount Total Amount

Add Other 1180 Amount Amount

Less Other 1189 Amount Amount

Net Profit/(Loss) Total Amount Total Amount



Cash Flow Statement

FOR THE YEAR ENDED 30 JUNE 2009

1.Cash Flow From Operative

Activities: 2009

Cash Received From Customer Amount

Cash Paid To Suppliers Amount

Cash Paid For Operating Expenses Amount

TAX Amount

Royalty Amount

Other Income Amount

Net Cash Used Total Amount

2. Investment

FDR Amount

Advanced Payments Amount

Buy Fixed Assets Amount

Others Amount

Net Cash Used In Investment Total Amount

3. Financing

Long Term Liability Paid/Received Amount

VAT On Sales

Net Cash Used In Financing Total Amount

Net Cash Increased

Opening Balance Of cash

Amount

Amount

Closing Balance Of Cash Total Amount



Implementation Timeline

Total project timeline from Requirement specification to System Signoff is 80 working days. Here is a summary.

Phase

Serial

Phase Name Weeks Required

(5 Days/Week)

1 Requirement Specification & Analysis 2

2 System Design 3

3 Object Design 3

4 Module Development 3

5 Integration 3

6 System Testing and Trial Run 1

7 User Administrative Training 1

8 System Signoff

Total Duration In Weeks 16



Implementation Platform

The GENERAL ACCOUNTS & PAYROLL MANAGEMENT SYSTEM (GAPMS) to be developed is basically a data intensive system. But there is certain amount of application areas into the very nature of work process. We propose the implementation platform as a mix of the following system and tools.

Windows 7, XP, 2000 Ms SQL Server 2000 as the distributed database backend Macromedia Flash Few ActiveX Controls MS-Access 2010 MS-Visual Basic 6 as application front-end

Implementation Charge

Total implementation charge payable for the phases described in the timeline is Tk. 3, 70,000/- (Taka Three Lac Seventy Thousand Only)

Mode of Payment

75% in the time of hand over the UDS version the software and training.

25% after system Signoff and hand over the final version and final training.

*U|D|S = Under Developing Stage

Maintenance, Enhancement Licensing Charge – Mandatory

First One (1) Year Free.

After One (1) Year 50,000/-



8. Conclusion

This digital system helps to perform all the transactions of an organization in a smooth and effective way. It takes care of all the transactions for an organization and capable to provide easy and effective reports related to the organizational financial activities through Transactions based system. It generates Journal Books, Ledger Books, Bank Reconciliation, Balance Sheet, Income Statements, Cash Flow Statement or any other essential reports which may vary to organization to organization. It also provides Account Head management, Account Code Management, Previous Balance Management, Payroll Management etc.

Transactions based coding assures that the integrity of the data, especially in a multi-user situation.

As a result using this system Organization’s Operations will become hassle free and lots of Reports will enhance the overall performance.


GAPMS [GENERAL ACCOUNTING & PAYROLL MANAGEMENT SYSTEM ] Running Project On BCMCL

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