Billing System

LESS HUMAN ERRORS: - There will be almost no human errors. That is like misplacing files. If and only if they DELETE the existing files.

NO WRONG CALCULATION: - Calculations are done automatically; so there will no wrong calculation. But if the data entered is wrong then the whole invoice will be wrong otherwise not.

LESS EXPENSIVE: -This system is less expensive because in this system you need not buy pens, account books, files and etc. In this system you just have to buy A4 papers for print outs and ink cartridges for the ink which is used in printouts. 

ORGANISATION STRUCTURE

Partners:

 Atchuthan Narayanan

        Thamotharan Atchuthan

  Ramesh Atchuthan

Accountant:

   

          V.J. Bosco

              

Supervisor:

   

          Chamodran Vijaya Kumar

Laborers:

   

          Raja (Mechanical Assistance)

       Subamanium (Welder)

       Siva (Driver)

       Mohan

        Sasi

        Robin

        Ramesh

        Victor

        Maruthu

        Premarathana

        Selvam        

PACKAGE USED

I prefer using the package Microsoft Excel out all the other packages like Microsoft Access, FoxPro, newly arrived packages and etc….  Microsoft Excel is a very well known package worldwide.  Excel takes less time to learn than other newly arrived packages. Elders and youngsters understand this package. It is also fun to use Excel.

I prefer it because Microsoft is an accounting package.  It is also a spreadsheet package.  In Microsoft Excel, calculations are done easily because there is wide range of functions, which help in calculations.

Each Excel sheet is large.  That is there are two hundred and fifty six (256) columns. These columns are defined as A,B,C,……Z,AA,AB,AC,………….IV.  There are sixty five thousand, five hundred and thirty six (65536) rows.  These rows are defined as 1,2,3,4,……….65536. These rows and columns form a rectangular space called cells.  There are 16777216 cells in one excel work sheet.  And each cell can hold a statement or a name as long as 32 letters in it.  

The benefits that I get using this package is that I can use Hyperlink which helps to connect two or more work sheets together that is family budget with expense’s budget of the month.  It is easier to calculate the in the Excel worksheet. I can also create graphs, bar graphs, histograms, pie charts and etc… I can protect my worksheets by creating passwords.  I can also add clipart to make my finished worksheets look nicer.

I also used Microsoft Word to do all the typing.

HARDWARE AND SOFTWARE USED

The list of the hardware used are as follows:

Computer                        :-        IBM (PC 300GL)

Clock Speed                :-        Mhz

Processor                        :-        INTEL PENTIUM 3

Main Memory                :-       64MB Ram

Hard Disk Capacity        :-             8.4GB  HD

Mouse                        :-              Logitech  Mouse

Printer                        :-              Canon   BJC-265SP

The list of the software used are as follows:

Operating System        :-        Windows  98

Application System        :-        Microsoft Excel “2000”

        Microsoft Word “2000”

MINIMIUM HARDWARE AND SOFTWARE REQUIRED

To run Microsoft Excel, it requires at least 121 Mega Byte Hard Disk space. A Clock Speed of 65Mhz. It needs a Main Memory of 16MB Ram and a monitor.  These are the 1minimum requirements needed for to run Microsoft Excel.

Minimum requirements needed by Microsoft Excel

MB Hard Disk space                1.21GB

MB Ram                                       16 MB

Clock Speed                          65 KHz

Intel                                       486 MMX

Monitor                                16 Colors

                        

---

DATA CAPTURE

I captured the relevant data in 3 main ways. They are as follows.

1. Going through the past Accounting books and Backup files.
2. Questioning the Accountant.

Going through the past Accounting books and Backup files

        The accounting books contain details on the goods sold. These details are like the invoice number, quantity of the product sold and the grand total. The backup file contains an overall description of the goods sold for a day. The overall description contains informations  like the invoice numbers of a day and grand totals of each invoice.

When I went through the accounting books. I found out that there were a lot of details missing. I suppose that they must be omitted because the quantity bought should have be less than two. Hence this gave a false record in the backup file.

An invoice of the firm VEEYEN MILLS.

Questioning the Accountant

        I asked the accountant some questions on the Invoicing System. A few important questions are:

1. How is your firm’s invoicing system?
2. Is it going smooth or badly?
3. Could a computer help your firm’s invoicing system?

His answer to the first question was “well, the invoicing system is going well”. His face expression was dull. His answer to the second question was “No, it is O.K”. His face expression was dull. His answer to the third question was “yes, a computer would help the firm’s invoicing system, to make it fast and easy”. His face expression showed that he was glad.

DESCRIPTION OF OUTPUTS

PASSWORD SCREEN

       

INVALID PASSWORD: This screen below will be shown when an invalid password in entered. Hence only authorized users can use the system.

MAIN MENU has some command buttons which makes us easy to use.

When you click VIEW INVOICE, it automatically goes to the invoicing section.

When you click VIEW ITEM CODES, it automatically goes to the item coding section.

When you click VIEW BACKUP, it automatically goes to the backup section.

When you click QUIT, it automatically goes to the system and returns to windows.

CUSTOMIZE TOOLSBAR

 As you enter the system have a customize toolsbar with some facilities like Invoicing, Backup, Codes, Online help and Exit commands.

Invoicing option menu

Codes option menu. When you click on codes option you directly go to coding section.

Backup option menu. When you click on backup option you directly go to backup section.

Help option menu.

Exit option menu. When you click on exit option you quit the system and go to windows.

INVOICING SECTION

 A blank invoice

A filled invoice

This has real time processing. They are the date and the time.

When you click SAVE, it automatically saves the data to the backup.

When you click PRINT, it automatically prints the invoice.

When you click CLEAR, it automatically clears the invoice for a different customer.

When you click TO MAIN MENU, it automatically goes to the main menu.

CODING SECTION

In the coding section you have to enter the CODE, the NAME and the UNIT PRICE.

When you click TO MAIN MENU, it automatically goes to the main menu.

Backup section

In the backup section you can give the backup information in easier ways. This is done by using the function called SUBTOTALS.

The backup information shown below is subtotaled according to the date and with the invoice number.

The backup information shown below is subtotaled according to the date, without the invoice numbers expect for the current day and it doesn’t show the total of the current day.

The backup information shown below is subtotaled with the grand total and only with the current day invoice.

The backup information shown below is subtotaled according to the date.

FUNCTIONS USED

Vertical Lookup Function

The shorten form of this function is VLOOKUP. This function is very useful in invoicing. It is because VLOOKUP function’s purpose is to refer data and display it on the same sheet or in another sheet but not in another workbook. You have to enter 3 values to make this function work. They are:

1. Lookup Value
2. Table Array
3. Column Index Number

Lookup Value

       Lookup value is the value to be found in the first column of the table, and can be a value, a reference, or a text string.

Table Array

       Table array is a table of text, numbers, or logical value, in which data is retrieved. Table array can be a reference to a range or a range name.

Column Index Number

       Column index number is the column number of the table array from which the matching values should be returned. The first column of values in the table is column1.

Here is an idea of the VLOOKUP function when entering the values for the function.

Now Function

I have done the DATE and the TIME in real time processing that is using NOW function. This real time processing is very useful in my invoicing system because you need not spent time to enter the date and time.

The command given is =NOW().

Macros

        I have used macros to print invoice, to clear invoice, to save the relevant details and to go and to return to main menu from backup section, coding section and invoice section.

The Marco To Print Invoice

Sub Copy()

    Range("A1:E28").Select

    ActiveWindow.SelectedSheets.PrintOut Copies:=1

    ActiveWindow.LargeScroll Down:=-1

    ActiveWindow.ScrollRow = 3

    Range("C4").Select

End Sub

The Marco To Clear Invoice

Sub Clear()

    Range("C4,A8:A24,C8:C25").Select

    Range("C8").Activate

    Selection.ClearContents

    ActiveWindow.ScrollRow = 1

    Range("A8").Select

    ActiveCell.FormulaR1C1 = "0000"

    Range("A9").Select

    ActiveCell.FormulaR1C1 = "0000"

    Range("A10").Select

    ActiveCell.FormulaR1C1 = "0000"

    Range("A8:A10").Select

    Selection.AutoFill Destination:=Range("A8:A24"), Type:=xlFillDefault

    Range("A8:A24").Select

    Selection.AutoFill Destination:=Range("A8:A25"), Type:=xlFillDefault

    Range("A8:A25").Select

    ActiveWindow.ScrollRow = 1

    Range("C4").Select

End Sub

The Marco To Save Related Details

Sub save()

    Range("C4").Select

    Selection.Copy

    Sheets("Backup").Select

    Range("A2").Select

    ActiveSheet.Paste

    ActiveCell.Offset(0, 1).Range("A1").Select

    Sheets("Invoice").Select

    Range("D5").Select

    Application.CutCopyMode = False

    Selection.Copy

    Sheets("Backup").Select

    Selection.PasteSpecial Paste:=xlValues, Operation:=xlNone, SkipBlanks:= _

        False, Transpose:=False

    Application.CutCopyMode = False

    Selection.NumberFormat = "mmmm d, yyyy"

    With Selection

        .HorizontalAlignment = xlRight

        .VerticalAlignment = xlBottom

        .WrapText = False

        .Orientation = 0

        .AddIndent = False

        .ShrinkToFit = False

        .MergeCells = False

    End With

    ActiveCell.Offset(0, 1).Range("A1").Select

    Sheets("Invoice").Select

    ActiveWindow.ScrollRow = 11

    Range("E30").Select

    Selection.Copy

    Sheets("Backup").Select

    Selection.PasteSpecial Paste:=xlValues, Operation:=xlNone, SkipBlanks:= _

        False, Transpose:=False

    Application.CutCopyMode = False

    Selection.NumberFormat = "_($* #,##0.00_);_($* (#,##0.00);_($* ""-""??_);_(@_)"

    ActiveCell.Offset(0, -2).Range("A1").Select

    Selection.EntireRow.Insert

    ActiveCell.Range("A1:C4").Select

    Selection.Borders(xlDiagonalDown).LineStyle = xlNone

    Selection.Borders(xlDiagonalUp).LineStyle = xlNone

    With Selection.Borders(xlEdgeLeft)

        .LineStyle = xlContinuous

        .Weight = xlThin

        .ColorIndex = xlAutomatic

    End With

    With Selection.Borders(xlEdgeTop)

        .LineStyle = xlContinuous

        .Weight = xlThin

        .ColorIndex = xlAutomatic

    End With

    With Selection.Borders(xlEdgeBottom)

        .LineStyle = xlContinuous

        .Weight = xlThin

        .ColorIndex = xlAutomatic

    End With

    With Selection.Borders(xlEdgeRight)

        .LineStyle = xlContinuous

        .Weight = xlThin

        .ColorIndex = xlAutomatic

    End With

    With Selection.Borders(xlInsideVertical)

        .LineStyle = xlContinuous

        .Weight = xlThin

        .ColorIndex = xlAutomatic

    End With

    With Selection.Borders(xlInsideHorizontal)

        .LineStyle = xlContinuous

        .Weight = xlThin

        .ColorIndex = xlAutomatic

    End With

    ActiveCell.Select

End Sub

The Marco To Go To Invoice

Sub viewInvoice()

    Sheets("Invoice").Select

End Sub

The Marco To Go To Codes Section

Sub viewcodes()

    Sheets("codes").Select

End Sub

The Marco To Go To Backup Section

Sub viewbackup()  

    Sheets("Backup").Select

End Sub

The Marco To Return To Main Menu From The Invoice

Sub intomm()

    Sheets("Main Menu").Select

End Sub

The Marco To Return To Main Menu From The Codes Section

Sub cotomm()

    Sheets("Main Menu").Select

End Sub

The Marco To Main Menu Form The Backup Section

Sub butomm()

    Sheets("Main Menu").Select

End Sub

EVALUATION OF MAN/MACHINE INTERFACE  

This system is 100% efficiency, easy and helps any user who has a little knowledge on computer or to the ones who don’t have any thing at all. I say it because I have created a main menu which guides the user to go to the invoice, to the codes section and to the backup section. This is done by macros. Hence this saves time when doing the billing system on a computer using excel other than writing on bill books and accounts books