ABSTRACT
In this study I have
been able to design a computerized sales accounting system that will be
universally accepted by managers, bankers, accountants, in fact the entire
business populace. The system has been designed in such a way that even if user
is not computer literate he or she can still manipulate his way by using the
system effectively.
The system has been able
to keep an accurate account of day transaction in a business firm.
Companies through this
system will be able to determine their production level with ease and keep it
in check.
The system has achieved
the feat of computing sales accounts very quickly and with little manpower. The
system has been able to achieve at least 99% clarity when print out its output.
Finally, from the
objectives of the study out lined, one should not doubt the fact that the
system will stand the test of time.
ORGANIZATION OF THE WORK
This project work on
computerized sales order accounting system is conducted to serve all small and
medium scale companies the case study.
The study is broken down
into seven chapters
Chapter one is an
introduction of the problem and its setting. The purpose, scope, aims and
objectives of the study.
Chapter two is a
detailed review of published related literature.
We will describe and
analyze the eliciting system in chapter three, here, the objectives,
performance and problem of the existing system will be studied. Also
justification for a new system will be given.
In chapter four, we will
deal with the design of the new system. The input and output specification and
design will be carried out here, then the producedural chart, system flowchart
and system requirement will be given.
Implementation
procedures of the new system will be carried out in chapter five. This involves
the program design, program flowchart, pseudocodes, sources program and the
test run. Also, chapter six will contain the documentation. Finally, the
conclusion, recommendation and references will follow in chapter seven.
TABLE OF CONTENT
Title Page
Abstract
Organization of the Work
Table of Contents
CHAPTER ONE
Introduction
Statement of the Problem
Purpose of Study
Aims and Objectives
Delimitation of Scope
Limitation or
Constraints
Assumption
Definition of Terms
CHAPTER TWO
Literature Review
CHAPTER THREE
Description and Analysis
of the Existing System
Fact Finding Method Used
Organizational Structure
(Of a Case Study)
Objectives of the
Existing System
Input, Process out
Analysis
Information Flow Diagram
Justification for the
New System
CHAPTER FOUR
Design of the New System
File Design
Procedure Chart
System Flowchart
System Requirements
CHAPTER FIVE
Implementation
Program Design
Program Flowchart
Pseudocodes
Source Program
Test Run
CHAPTER SIX
Documentation
CHAPTER SEVEN
Recommendation and
Conclusion
Reference
CHAPTER ONE
INTRODUCTION
Computerized sales order
accounting ahs come a long way over the years passing through some changing
processes such as manual process.
As the sales development
indicates managing competencies, setting competencies, components of sales
development process. What is frequently lacking in sales training in managing
to be successful; sales people must manage the interface between the
organization and the customers, since so much of sales involves working
dependently, sales people must also engage in self management of and other
resources. Situational selling provides the frame work by which people
can integrate their products and selling competencies. This section outline the
process involved in a manual system and a real time system processing sales
order accounting.
Once the company have
received an / most industrial firms will transmit some form of documentary
acknowledgement to the customer. It is commonly a duplicate copy of the
customer’s purchase order.
The sales order contains
basically the same data as the invoice except for such things as item
extensions (price times quantity calculation) shipping charges, taxes, invoice
total and credit terms in cases where the quantity delivered is less than the
quantity ordered, the extra units are back ordered. Its notation is made in the
finished goods file so that when the stock is replenished the goods will be
automatically shipped to the customer many firms, particularly those in which
back ordering is not common, do not use a separate sales order document. Instead
the begin to prepare the sales invoice immediately upon receipt of orders, and
use extra copies of the invoice in place of the several copies of the sales
order one copy of the sales order in filed numerically in the sales order
department. Three other copies are sent to the finished goods storeroom or
warehouse. If the customer’s credit is not established the sales order may be
routed through the credit department where a credit check is performed before
shipment is authorized. In the finished goods storeroom the product ordered are
retrieve from available stock the sales order serves as an authorization to
release the goods to the shipping departments and is used as a source document
to post shipments to the finished goods inventory file. It any goods ordered,
and one copy is filed by storeroom personnel for future reference.
Those goods which are in
stock are assemble and the shipping department, along with two copies of the
sales order. To acknowledge the transfer of shipping, an employee of shipping
will sign a copy shipped of the sales order indicating the exact quantities to
be shipped. This copy will then be sent to billing. The remaining copy of the
sales order may be enclosed as a packing ship with the goods as they are
shipped to the customer. In the billing department, the sales order evidencing
the transfer of goods to shipping provides the basis for preparation of the
invoice. After the invoice is prepared, the first (and often a second) copy is
sent to the customer.
Another copy is sent to
accounts receivable department where it is used to post the billing department.
The keying of the relevant data into the system using a terminal credit
checking is done automatically and all of the files are updated in one process,
without reloading and resorting of tapes. The separate procedures being
required basically, the real time system accomplishes, in a requiring manual
intervention, in the batch processing system.
The real-time system
does have a major disadvantage with respect to control of data accuracy: there
is only one point of entry of data at which the accuracy of data can be
controlled the point of entry of data in to the system. If the system accepts
inaccurate data, the chance to discover and correct the error before it
contaminates all files documents, and reports is lost. However, in another
sense, this fact is an advantage. It means that the control of data accuracy
can be focused at a single point, the point of data entry, with the assurance,
that if all errors are prevented there, no subsequent errors are likely.
The first essential
control feature of a real-time sales order processing system is the assignment
of a unique user code to each sales persons. The user code numbers of
each salesperson should be known only to that person. Each time the salesperson
desire access to the system, the user code number is the item of data to be
entered. The system should check the validity of the user code number before
accepting any further instructions or data from sales person. Furthermore, each
salesperson’s user defines the transactions he or she is authorized to initiate
and the files to which he or she is authorized to have access. A salesperson
should be restricted to initiating only sales orders and inquiring only into
the account receivable and finished goods inventory files.
Another control feature
over data entry into a real-time system is simplicity of operator data entry
procedures. This might be affected by displaying an invoice format for the
salesperson to fill in or by writing questions on the terminal that ask the
sales persons for each required item of data. The system there by guides the
salesperson through the data entry process and will not accept the order until
all of the required data have been entered.
One major form of data
control which is lost in a real time is the batch total. Since transactions are
entered one at a time as the occur, there is no such thing as a time as they
occur, there is no such thing as a batch of input records in a real-time system.
Responsibility for controlling the accuracy of data input in a real-time system
therefore shift more heavily to data editing routines programmed in to the
system. With respect to sales order data, the first of these should be a
validity check on the customer account member and on the inventory stock
number, of each item ordered. The system should accept orders from new
customer’s to whom no account number has been as signed, but should not
initiate shipping papers until a credit check is performed.
To assure that the
salesperson does not enter a valid but incorrect account number or stock
number, a redundant data check may be used. This would require that the
salesperson also enter the first few letter of the customer name and the item
description. The system could then check whether the number letters provides by
the salesperson match with those in the customer name and item descriptions
from the files and display these data back to the salesperson’s terminal for
verification.
STATEMENT OF THE PROBLEM
This is actually faced
with two major problems. They are:
Designing and
implementing an accurate, flexible and efficient sales recording system and
designing and implementing a suitable, effective and adaptable accounting
system for the organization.
Both systems are
interrelated by this; I mean that they cannot really be separated. The
accounting system is like a sequel to the sales system. This is because all
sales transactions must be brought and recorded in the account system.
However, in this study, for
the purpose of clarity and analysis, we shall treat them as two subsystems
combining to make up the main system sales and accounting system.
Within the context of
these two major problems help to resolve the major problems placemeal. The
includes:
a. Analyzing
and procedures for sales order and accounts information recording.
b. What
is the volume of business transactions being carried out by the company and how
they can be accurately recorded?
c. What
data on sales and accounts will be required by management?
PURPOSE OF THE STUDY
Due to the varied
business transactions of the manufacturing companies, they needs to have and
maintain an accurate and efficient sale order accounting record system. this
need however is made impractical because of problems and inadequacies of the
traditional manual recording and file system which is predominant in these
companies.
The purpose of this
study is to provides a computer base-online and interactive software packages
Accounts Master, that will accurately and efficiently record all such data and
information. It will be computer-base so as to eradicate the numerous problems
associated with the manual techniques.
DELIMITATION
Due to financial and
time constraints, I restricted my work to Benny Brothers Electronics which is
located in Ogui Road Enugu of all the various departments in the company, only
three department were used in the research work. These are the accounting department
sales department and computer department.
LIMITATION
Most companies do not
comply to giving information about their business transactions due to security
purposes. Also as a result of company regulations and policy, only special
individuals are allowed access in to their computer section. Even when visitors
are allowed access into this department, it must be an order from the
management.
ASSUMPTIONS
It is assumed that the
software to be designed for this study will help companies a great deal in
computing their sales accounts for the purpose of accountability.
Finally, it is assumed
that by computerizing sales accounts, companies will be better equipped to
handle their day-to-day business transaction in a better and more organized
manner.
Department | Computer Science |
Project ID Code | CMS0096 |
Chapters | 7 Chapters |
No of Pages | 75 pages |
Methodology | Null |
Reference | YES |
Format | Microsoft Word |
Price | ₦5000, $15 |
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Contact Us On | +2349067372103 |
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