design and implementation of record keeping in business center

1

CHAPTER ONE

1.0 INTRODUCTION

Record Keeping is the process of collecting, inputting, storing,

classifying, summarizing and interpreting data.

Record keeping has two facets – financial record keeping and

managerial record keeping. The basic purpose of financial record is to

assist decision makers in evaluating the financial strength,

profitability and future prospects of a business. Managerial record

keeping in contrast is tailored to the needs of a particular company. It

helps the executives to measure success in carrying out their plans, to

identify problems requiring executive attention and to attain company

objectives. The purpose of record keeping is to produce financial

statement about a business entity. Therefore in this study, we

narrowed down to the record keeping system as been practiced by the

business centre of Caritas University Enugu. Nearly all the tasks

2

manually performed by man some years back can now be done in

matter of seconds with computer technology. Since the invention of

the “wonder machine”, there has been a change from the manual way

of carrying out certain tasks to a faster and more reliable

computerized method.

1.1 BACKGROUND OF THE STUDY

The business centre of Caritas University Amorji Nike Enugu was

established with the institution in January 21, 2005. Justifiably, the

business centre of Caritas University have the problem of keeping

adequate record of financial transactions, workers file and managerial

documents accrued by the purpose of planning, accuracy, timely data

processing and security. They do this in manual means with its

associated problems of insecurity, high cost of operation and long

period of time used for processing data. The design and development

3

of computerized record keeping system in the business centre will no

doubt bring about immeasurable relief from the problems associated

with manual system of record keeping. Therefore, the study is aimed

at producing an efficient computer software package that can handle

the record keeping system of the business centre.

1.2 STATEMENT OF THE PROBLEM

Business centre of Caritas University is to an extent manually

operated. The recording of sales of tickets and cash received are done

manually in a book, which looks/appears rough. Thus, the books or

files are exposed to physical damage by ants and pests, accumulation

of dust particles; this makes the contents to be lost, misplaced or even

altered. The long queue of students waiting to be attended to, on daily

basis, the fatigue, time wasting in daily reports of accounts to the

4

management can be reduced or even eliminated with the introduction

of the proposed system.

1.3 PURPOSE OF THE STUDY

The purpose of this study is to develop software that can be

used in keeping records of sales and cash received or spent. Also to

promote efficient and quality services to customers.

1.4 SIGNIFICANCE OF THE STUDY

This study is primarily aimed at computerizing the manual

system of accounting and record keeping as used in the business

division of Caritas University Enugu. It will help in a good number of

ways to ease the queuing method in the business centre.

5

1.5 OBJECTIVES OF THE STUDY

The major objectives of this study is aimed at developing an

automated record keeping system others include

i. To save time (fast inputting and accessing of records)

ii. To enable the management to plan ahead

iii. To reduce fatigue of the staff

iv. To ensure accuracy in the records

v. To ensure safety of the documents/records, because the system

will be passworded to reduce access.

vi. To ensure integrity of the records

vii. To ensure consistency of accounts and reduction of error due to

damage

viii. To reduce forgery and loss of records by theft

ix. To promote efficient and quality delivery of services to

customers

6

1.6 SCOPE OF THE STUDY

The scope of the study covers the university as a whole and

users/customers from outside the university community

1.7 LIMITATIONS OF THE STUDY

This work is limited to business Centre University Enugu due

to time and resource constraint.

1.8 DEFINITION OF TERMS

Automation: This is the use of control system such as computer to

control and process data, reducing the need for human intervention

Database: This refers to a large store of related data on a computer

that can be access and modified by the user.

7

Password: This is a secret code that a user must type into a computer

to enable him access it or its applications. This is made up of

numbers, letter, special character or a combination of any of the above

categories.

Record System: The act of using a computer system to store and

update information/data sequentially in order to keep file security.

Computerized: To convert a based system to start using a computer

system to control, organize and automate something.

Research: A careful study of something, especially to discover new

facts or information about it.

System: Set of computer component (that is, the assembling of

hardware, software and peripherals to function together.)

8

CHAPTER TWO

2.1 LITERATURE REVIEW

Keeping records is crucial for the successful management of a

business. A comprehensive recordkeeping system makes it possible

for entrepreneurs to develop accurate and timely financial reports that

show the progress and current condition of the business. With the

financial report you can generate from a good recordkeeping system,

you can compare performance during one period of time (month,

quarter or year) with another period, calculate trends and plan for the

business's future.( Rubin D B, 2007 )

Every entrepreneur enters the business world with personal assets in

terms of skills, interests, education, training, experience and ability.

Some entrepreneurs are strong salespersons. These entrepreneurs

possess excellent people skills and hands-on product/service

9

knowledge that generate revenue for the firm. Some entrepreneurs are

more management and detail-oriented. They like organizing,

developing policies and procedures and recordkeeping.

For a business to be successful, its owner must possess a good blend

of these skills: sales, customer service, management and

recordkeeping. The sole proprietor must assume all the responsibility;

but if the business has more than one owner or employee, it has the

advantage of bringing sales, customer service, management and

detail-oriented persons together to cover all aspects of the business.

(Hartley H O. 2005)

2.2. Purpose:

The purpose of a good recordkeeping system is to provide

management information to use in operating the business. Because

10

cash flow and profitability are closely tied to financial analysis, it is

vital that the entrepreneur understand the external and internal

financial factors that affect business. The recordkeeping system

provides the foundations for monitoring and measuring the progress

of the business. It provides a blueprint for fiscal control by monitoring

and measuring sales, costs of goods sold, gross profits, expenses and

taxes. The entrepreneur should be involved in setting up the

recordkeeping system and the chart of accounts, which includes

elements that are critical in managing the day-to-day operations of the

specific business. (Dempester A P, 1997)

11

2.3 Comprehensive overview

2.3.1 Defining your business's recordkeeping/accounting system

The basis of your business's recordkeeping/accounting system is the

chart of accounts, a listing by account name and account number that

defines the business. Most recordkeeping systems, whether manual or

computerized, begin with a generic chart of accounts. The problem

with using an unmodified generic chart of accounts is that the

standard account numbers are not specific to your business. Each

business should have a unique chart of accounts that reflects the

operation and market niche of that specific business. Suggested charts

of accounts may be modified to better reflect the actual assets,

liabilities, sales, costs and expense accounts of the specific business.

This requires owner/manager participation in developing and defining

the chart of accounts for the specific business operation.

12

Each account should have a name and number that identifies and

defines it. An account must tie to a specific type of business

transaction. If you define the types of business transactions that your

business will record, this will tell you how to set up the name and

numbering sequence of each account that you will need to record,

monitor and maintained. (Afifi A, 2006)

2.3.2 Single vs. double entry recordkeeping

Now you have laid out the blueprint for your recordkeeping,

monitoring and measurement systems. There are some other

considerations that will affect your recordkeeping functions. One

consideration is whether to use single entry or double entry

recordkeeping.

13

2.3.3 Single entry

Single entry is a simple listing of cash receipts and checks paid out. It

is not a debit/credit system. It records monies received in a cash

receipts journal (cash in) and monies paid out in the cash

disbursements journal (cash out). From these two listings, a simple

profit and loss statement and cash flow statement can be developed.

The single entry can be kept manually on a notepad or journal with

columns labelled with your chart of account numbers.

2.3.4 Double entry

Because the double entry system is more sophisticated, an

understanding of bookkeeping principles is needed to implement it. A

small business with a limited number of transactions and employees

can get by on a single entry system, either manual or computerized.

14

All businesses require accounts receivable controls, accounts payable

controls and pricing policies. For larger businesses with employees,

with different departments or with inventory to manage, it is wise to

implement a double entry recordkeeping system because it affords

checks and balances. (Little R J, 2002)

2.3.5 Cash vs. accrual recordkeeping/accounting

Another consideration is whether you use cash basis or accrual basis

accounting for recordkeeping and reporting purposes. According to

the United States Internal Revenue Service (IRS), a business is

allowed to use either method, or a hybrid. According to standard

accounting procedures, whatever method you choose for your first

fiscal year must be used in following fiscal years. Consistency is

necessary for correct reporting. (Sande I G, 2003)

15

2.3.6 Cash basis recordkeeping

Cash basis recordkeeping is a simple concept. You only record sales

when you have actually received the monies/revenue. You only record

expenses at the time you actually pay them. This is cash in and cash

out in its purest sense. (Burf N D, 2003)

2.3.7 Accrual basis recordkeeping

Accrual basis recordkeeping is also a simple concept. You record all

items/services you sell, whether or not the sale is cash or credit in the

current fiscal period. If credit, the remaining balance will be recorded

as receivable in the current fiscal period. Accounts receivable are the

accrual. You have sold the item and it is recorded as sold for XXX

number of dollars. However, you have not received all the cash. The

16

customer is to pay you at a future date. The amount due is the

receivable amount. You have accrued, but not received the revenue.

The same principle is used with all expenses. You record the expenses

the business has incurred in the current fiscal period, not just the

expenses you have paid in full. Payroll is an example of an accrued

expense. On December 31, you might owe $2,500 in wages and $800

in payroll taxes; although they have not yet been paid, you owe them.

You can accrue these expenses with a recordkeeping entry and use

them in the current fiscal year against your income tax. The same may

be done with equipment or inventory purchased on credit. (Compton

H K, 1990)

If you produce, purchase or sell merchandise for income/revenue, you

must use an accrual or hybrid method for purchases and sales. This is

because you must take inventories into account in figuring your

taxable income.

17

Remember that if you use a cash recordkeeping system for

income/revenue, you must use a cash system for expenses. If you use

the accrual method for income/revenue, you must use the accrual

method for expenses.

There are advantages and disadvantages to each method. The obvious

advantage to cash accounting is that it is simple to understand and the

easiest concept to apply. If you received or paid cash (cash in/cash

out), it counts as a revenue or an expense in the current fiscal year;

there are no accruals. A disadvantage of cash basis accounting is that

it can be difficult to get an overall view of the business’s exact

financial position. The records do not show all the revenue or

expenses the business has incurred at the close of the fiscal year.

The primary advantage to the accrual accounting system is that it

gives the owner/manager a more accurate picture of the actual

financial performance of the business. The larger and more complex

18

the business, the more important accrual accounting is as a

management tool. The disadvantage of the accrual method is that the

concept is more complex to understand and to apply. The entrepreneur

must know and understand what revenues or expenses are not

recorded in the books at the end of the fiscal period and make the

entries to record income/revenue and expenses the business has

incurred but not yet received or paid.

On the following pages are examples of a cash receipts journal (cash

in) and a cash disbursements journal (cash out) as examples of a cash

recordkeeping/accounting system. These are the basic journals

required to record the transactions of any business. From these two

journals a simple profit and loss statement can be made on a monthly

basis for management understanding and control of a small business.

The chart of accounts and journals may be either a manual system

using columnar pads or a computerized system. Entrepreneurs should

19

master a manual system before using a computerized system. (Garba

S, 2004)

2.4 Computerized recordkeeping/accounting systems

A simple manual or computerized recordkeeping/accounting system

works well for a small business that is a sole proprietorship with a

small payroll and very little inventory. However, if a business has a

large payroll, inventory, accounts receivable, or accounts payable, a

computerized system may be better. Entrepreneurs should understand

a manual accounting system very well before changing to a computer

system. Computerized recordkeeping/accounting systems consist of

linking word processing, spreadsheet and database programs. The

following is a more comprehensive discussion of some aspects of a

computerized system. (Lysons K C, 2001)

20

2.4.1 Accounts receivable computer module

An accounts receivable computer module assists in the management

of a large number of customer accounts. It keeps a running record of

all charges and payments. Its advantages include the capability of

sorting your customers by sales categories, the automated production

of customer statements, the capability to do aging analysis of your

accounts receivable and the ability to add reminder messages on

customer statements for overdue accounts. An automated system

gives a business more efficient and effective management and control

of customer charge accounts. A similar manual system is laboured

intensive and costly.

21

2.4.2 Payroll computer module

A payroll computer module can assist in the timely and accurate

management of the payroll function. It keeps a running record of all

payroll deductions per individual and cumulative totals of payroll

taxes the business has withheld and must pay. Its advantages include

automated check writing and payroll records, ease in applying updates

or changes in tax laws, ease in issuing W-2 forms to employees and

ease in issuing W-3 forms to the Social Security Administration.

Electronic transfer of payroll data will be required by the IRS in the

future.

2.4.3 Inventory control computer module

An inventory control computer module can assist in the management

of sales, pricing, costing and ordering of inventory. This is quite

22

important on serial numbered items or high cost items, where

inventory turnover is crucial to the cash flow of the business. Its

advantages include ease in applying price increases; availability of

current and accurate cost information for sales personnel; and

automated reports on items to order, low sales or obsolete items, high

sales items and out-of-stock items. A computerized inventory control

system assists you to oversee and manage a large number of diverse

units in inventory. Inventory control can be done manually, but the

computerized system saves you time that can be used to analyze your

total inventory and make informed purchasing and sales decisions.

2.4.4 Accounts payable computer module

An accounts payable computer module assists in the management of

payables and cash flow. A computerized accounts payable system can

23

help you keep track of what is due when. It enables you to have an

overview of the aging of your accounts payable by the day, week and

month. This enables you to pay your bills on time, but not before they

are due. With a computerized system you can look 30 days into the

future and see how much cash the business will need to meet

payables. This assists you in making the best use of cash flow to meet

the needs of the business and still pay creditors on a timely basis.

2.5 Definitions of records management

In the past, 'records management' was sometimes used to refer only to

the management of records which were no longer in everyday use but

still needed to be kept - 'semi-current' or 'inactive' records, often

stored in basements or offsite. More modern usage tends to refer to

24

the entire 'lifecycle' of records - from the point of creation right

through until their eventual disposal. (Monzerka R, 2002)

The ISO 15489: 2001 standard defines records management as "The

field of management responsible for the efficient and systematic

control of the creation, receipt, maintenance, use and disposition of

records, including the processes for capturing and maintaining

evidence of and information about business activities and transactions

in the form of records".

The ISO defines records as "information created, received, and

maintained as evidence and information by an organization or person,

in pursuance of legal obligations or in the transaction of business".

The International Council on Archives (ICA) Committee on

Electronic Records defines a record as "a recorded information

produced or received in the initiation, conduct or completion of an

institutional or individual activity and that comprises content, context

http://en.wikipedia.org/wiki/International_Council_on_Archives

http://en.wikipedia.org/wiki/Person

http://en.wikipedia.org/wiki/Organization

http://en.wikipedia.org/wiki/Business

http://en.wikipedia.org/wiki/Information

http://en.wikipedia.org/wiki/Evidence

http://en.wikipedia.org/wiki/International_Organization_for_Standardization

25

and structure sufficient to provide evidence of the activity." The key

word in these definitions is evidence. Put simply, a record can be

defined as "evidence of an event".

2.5.1 Practicing records management

A Records Manager is someone who is responsible for records

management in an organisation. The practice of records management

may involve:

● Planning the information needs of an organization

● Identifying information requiring capture

● Creating, approving, and enforcing policies and practices

regarding records, including their organization and disposal

26

● Developing a records storage plan, which includes the short

and long-term housing of physical records and digital

information

● Identifying, classifying, and storing records

● Coordinating access to records internally and outside of the

organization, balancing the requirements of business

confidentiality, data privacy, and public access.

● Executing a retention policy on the disposal of records which

are no longer required for operational reasons; according to

organizational policies, statutory requirements, and other

regulations this may involve either their destruction or

permanent preservation in an archive.

Records management principles and automated records management

systems aid in the capture, classification, and ongoing management of

http://en.wikipedia.org/wiki/Archive

http://en.wikipedia.org/wiki/Digital

27

records throughout their lifecycle. Such a system may be paper based

(such as index cards as used in a library), or may be a computer

system, such as an electronic records management application.

ISO 15489:2001 states that records management includes:

● setting policies and standards;

● assigning responsibilities and authorities;

● establishing and promulgating procedures and guidelines;

● providing a range of services relating to the management and use of

records;

● designing, implementing and administering specialized systems for

managing records; and

● Integrating records management into business systems and

processes.

http://en.wikipedia.org/wiki/Administration_(business)

http://en.wikipedia.org/wiki/Guideline

http://en.wikipedia.org/wiki/Library

http://en.wikipedia.org/wiki/Index_card

28

2.5.2 Managing physical records

Managing physical records involves different disciplines and may

draw on a variety of forms of expertise.

Records must be identified and authenticated. This is usually a matter

of filing and retrieval; in some circumstances, more careful handling

is required.

a. Identifying records

If an item is presented as a legal record, it needs to be authenticated.

Forensic experts may need to examine a document or artifact to

determine that it is not a forgery, and that any damage, alteration, or

missing content is documented. In extreme cases, items may be

subjected to a microscope, x-ray, radiocarbon dating or chemical

analysis. This level of authentication is rare, but requires that special

http://en.wikipedia.org/wiki/Radiocarbon_dating

http://en.wikipedia.org/wiki/X-ray

http://en.wikipedia.org/wiki/Microscope

http://en.wikipedia.org/wiki/Forgery

http://en.wiktionary.org/wiki/artifact

http://en.wikipedia.org/wiki/Authentication

29

care be taken in the creation and retention of the records of an

organization.

b. Storing records

Records must be stored in such a way that they are accessible and

safeguarded against environmental damage. A typical paper document

may be stored in a filing cabinet in an office. However, some

organizations employ file rooms with specialized environmental

controls including temperature and humidity. Vital records may need

to be stored in a disaster-resistant safe or vault to protect against fire,

flood, earthquakes and conflict. In extreme cases, the item may

require both disaster-proofing and public access, such as the original,

signed US Constitution. Civil engineers may need to be consulted to

determine that the file room can effectively withstand the weight of

shelves and file cabinets filled with paper; historically, some military

http://en.wikipedia.org/wiki/Military

http://en.wikipedia.org/wiki/File_cabinet

http://en.wikipedia.org/wiki/US_Constitution

http://en.wikipedia.org/wiki/Disaster

http://en.wikipedia.org/wiki/Vital_record

http://en.wikipedia.org/wiki/Humidity

http://en.wikipedia.org/wiki/Temperature

30

vessels were designed to take into account the weight of their

operating procedures on paper as part of their ballast equation(modern

record-keeping technologies have transferred much of that

information to electronic storage). In addition to on-site storage of

records, many organizations operate their own off-site records canters

or contract with commercial records canters.

c. Circulating records

Tracking the record while it is away from the normal storage area is

referred to as circulation. Often this is handled by simple written

recording procedures. However, many modern records environments

use a computerized system involving bar code scanners, or radio-

frequency identification technology (RFID) to track movement of the

records. These can also be used for periodic auditing to identify

unauthorized movement of the record.

http://en.wikipedia.org/wiki/RFID

http://en.wikipedia.org/wiki/Bar_code_scanner

http://en.wikipedia.org/w/index.php?title=Off-site_records_center&action=edit&redlink=1

http://en.wikipedia.org/wiki/Equation

http://en.wikipedia.org/wiki/Sailing_ballast

31

d. Disposal of records

Disposal of records does not always mean destruction. It can also

include transfer to a historical archive, museum, or private individual.

Destruction of records ought to be authorized by law, statute,

regulation, or operating procedure, and the records should be disposed

of with care to avoid inadvertent disclosure of information. The

process needs to be well-documented, starting with a records retention

schedule and policies and procedures that have been approved at the

highest level. An inventory of the records disposed of should be

maintained, including certification that they have been destroyed.

Records should never simply be discarded as refuse. Most

organizations use processes including pulverization, paper shredding

or incineration.

Commercially available products can manage records through all

processes active, inactive, archival, retention scheduling and disposal.

http://en.wikipedia.org/wiki/Paper_shredding

http://en.wikipedia.org/wiki/Museum

http://en.wikipedia.org/wiki/Destruction

32

Some also utilizes RFID technology for the tracking of the physical

file.

2.5.3 Managing electronic records

The general principles of records management apply to records in any

format. Digital records (almost always referred to as electronic

records) raise specific issues. It is more difficult to ensure that the

content, context and structure of records is preserved and protected

when the records do not have a physical existence. (Zenz G I, 2004)

Functional requirements for computer systems to manage electronic

records have been produced by the US Department of Defence, the

National Archives of England & Wales and the European

Commission whose MRMER (Model Requirements for the

Management of Electronic Records) specification has been translated

33

into at least twelve languages and is used beyond the borders of

Europe. Development of MRMER was initiated by the DLM Forum,

funded by the European Commission.

Particular concerns exist about the ability to access and read

electronic records over time, since the rapid pace of change in

technology can make the software used to create the records obsolete,

leaving the records unreadable. A considerable amount of research is

being undertaken to address this, under the heading of digital

preservation. The Public Record Office Victoria (PROV) located in

Melbourne, Australia published the Victorian Electronic Records

Strategy (VERS) which includes a standard for the preservation, long-

term storage and access to permanent electronic records. The VERS

standard has been adopted by all Victorian Government departments.

A digital archive has been established by PROV to enable the general

public to access permanent records.

http://en.wikipedia.org/wiki/Victorian_Electronic_Records_Strategy_(VERS)

http://en.wikipedia.org/wiki/Victorian_Electronic_Records_Strategy_(VERS)

http://en.wikipedia.org/wiki/Public_Record_Office_Victoria_(PROV)

http://en.wikipedia.org/wiki/Digital_preservation

http://en.wikipedia.org/wiki/Digital_preservation

http://en.wikipedia.org/wiki/DLM_Forum

34

a. Electronic Tax Records

Electronic Tax Records are computer-based/non-paper versions of

records required by tax agencies like the Internal Revenue Service.

There is substantial confusion about what constitutes acceptable

digital records for the IRS, as the concept is relatively new. The

subject is discussed in Publication 583 and Bulletin 1997-13, but not

in specific detail.

2.5.3 Current issues in records management

As of 2005, records management has increased interest among

corporations due to new compliance regulations and statutes. While

government, legal, and healthcare entities have a strong historical

records management discipline, general record-keeping of corporate

records has been poorly standardized and implemented. In addition,

scandals such as the Enron/Andersen scandal, and more recently

http://en.wikipedia.org/wiki/Arthur_Andersen

http://en.wikipedia.org/wiki/Enron_Corporation

http://en.wikipedia.org/wiki/Internal_Revenue_Service

35

records-related mishaps at Morgan Stanley, have renewed interest in

corporate records compliance, retention period requirements,

litigation preparedness, and related issues. Statutes such as the US

Sarbanes-Oxley Act have created new concerns among corporate

"compliance officers" that result in more standardization of records

management practices within an organization. Most of the 1990s has

seen discussions between records managers and IT managers, and the

emphasis has expanded to include the legal aspects, as it is now

focused on compliance and risk.

Privacy, data protection, and identity theft have become issues of

interest for records managers. The role of the records manager to aid

in the protection of an organization's records has often grown to

include attention to these concerns. The need to ensure that certain

information about individuals is not retained has brought greater focus

to records retention schedules and records destruction.

http://en.wikipedia.org/wiki/Records_manager

http://en.wikipedia.org/wiki/Identity_theft

http://en.wikipedia.org/wiki/Privacy

http://en.wikipedia.org/wiki/Sarbanes-Oxley_Act

http://en.wikipedia.org/wiki/Retention_period

http://en.wikipedia.org/wiki/Morgan_Stanley

36

The most significant issue is implementing the required changes to

individual and corporate culture to derive the benefits to internal and

external stakeholders. Records management is often seen as an

unnecessary or low priority administrative task that can be performed

at the lowest levels within an organization. Publicised events have

demonstrated that records management is in fact the responsibility of

all individuals within an organization and the corporate entity. (Kotler

P, 2007)

An issue that has been very controversial among records managers

has been the uncritical adoption of Electronic Document and Records

Management Systems (EDRMS). One well known RM thinker, Steve

Bailey, has stated:

"As far as the average user is concerned, the EDRMS is something

they didn’t want, don’t like and can’t use. As such, its no wonder that

37

so few users accept them – as one person once said to me “making me

use an EDRMS is like asking a plasterer to use a hammer”!

And now, finally, it is time to turn our eyes to the records

management profession itself. In my opinion, we have come within a

whisker of allowing our blind obsession with EDRMS to turn us into

an intellectually-sterile, vendor-led profession. For the best part of a

decade we have allowed others to do the thinking for us and have

come to rely on EDRMS as our intellectual-crutch. But make no

mistake about it, the blame for this rests squarely with us. Like

children following the Pied Piper, we allowed ourselves to be so

enchanted by the tune being played that we were led, without question

or debate, wherever the technology took us." ( RMS Debate: The case

against EDRMSH as EDRMS been a success? The case for the

prosecution, RMS Conference, Edinburgh 22 April 2007)

38

Another issue of great interest to records managers is the impact of

social media, such as wikis, face book and twitter, on traditional

records management practice, principles, and concepts.

Related topics of current note include information lifecycle

management and enterprise content management.

2.6 Determine Profit Margin

Good accounting records will indicate a business's level of profit, and

provide specific information on the profitability of certain

departments or lines of goods within your business. Such analysis is

important to avoid continuing product lines far beyond their

profitability. In most cases, you can avoid losses

if you maintain current records and analyze the information from

your records on an ongoing basis. (Uzor A M, 2004)

http://en.wikipedia.org/wiki/Enterprise_content_management

http://en.wikipedia.org/wiki/Information_lifecycle_management

http://en.wikipedia.org/wiki/Information_lifecycle_management

39

2.7 Improve Cash Flow

Good accounting records provide detailed reports of cash availability,

both on hand and in the bank, and of cash shortages or the diversion

of cash. Since cash is your most liquid asset, you must carefully

account for it. (Ibidunni O S, 2004)

2.8 Use Supplier Discounts

A cash budget will provide the business owner with a projection of

the availability of cash that may be used to pay invoices as they

become due. Discounts from suppliers for prompt payment can

amount to substantial savings. (Person M W, 2001)

2.9MeasurePerformance

finally, good business records help you measure your business's

performance by comparing your actual results with the figures in your

budget and those of other similar businesses. (Achumba I C, 2000)

40

2.10 REQUIREMENTS OF A GOOD SYSTEM

the following criteria are essential to a good record-keeping

system:

● Simplicity

● Accuracy

● Timeliness

● Consistency

● Understandability

● Reliability and completeness

There are several copyrighted accounting systems that can be

purchased and adapted to the individual business, or you may find it is

better to use a system specifically designed for your business and one

that meets the above-mentioned criteria. (Agundu A I, 2006)

41

2.11 Commercial Record-Keeping Systems

Record-keeping systems are currently available from various sources

in the marketplace: stationery stores, publishers and business advisory

services. These systems either are specifically designed for a certain

type of business or are general enough to be used by many different

types of businesses. Systems are

available for cash basis recording, accrual basis recording andfor both

single and double entry. (Dawes J, 2000)

2.12 Computerized Record Keeping

Consider using a computer for your business operations. Compare

different software systems and make sure that the system you choose

provides accurate and timely information and offers more than

adequate presentation of accounting information for small businesses.

Low-cost computer programs are available that can handle many of

the book entries that are necessary in a system that is maintained by

42

hand. Appropriate hardware and a good general ledger software

program can offer you substantial assistance in recording business

transactions and summarizing the information

into appropriate accounting presentations.

Currently available software allows you to enter transactions

individually; these transactions are posted directly to the general

ledger. A printout at the end of a given period shows the individual

account activity, and also includes a balance and

total of the accounts and provides a trial balance presentation.

If the software is designed properly, it will provide appropriately

prepared financial statements (balance sheet, income statements).

(Peters M P, 2005)

43

CHAPTER THREE

METHODOLOGY SYSTEM ANALYSIS AND DESIGN

3.1 RESEARCH METHODOLOGY

Research methodology involves the specification of procedures for

collecting and analyzing data necessary to define or solve the problem

for which the research is embarked upon. The scope of the research

covers the business centre of Caritas University in particular.

A. PRIMARY SOURCE: This involves oral interviews

conducted with various personnel in the business centre of Caritas

University, reviewing and sharing their experience about the

difficulties they undergo in using manual record keeping system.

B. SECONDARY SOURCE: This includes the use of textbooks,

dictionaries, journals, newspapers and internet downloads to collect

data in order to understand the business centre.

44

C. OBSERVATIONAL METHOD: This involves my personal visit

to the business centre of Caritas University during the business time. I

observed the roughness of the office, the queue of students waiting to

be attended to, and the difficulties the staff faces in services delivery

3.2 ANALYSIS OF EXISTING SYSTEM

The existing system is a system that has been carried out in terms

of manual operation. A system in which all the methods of record

keeping is of a manual approach. Critical analysis of this system

reveals that it is a system prone to errors. Careful analysis also shows

that because of the complexities of the manual system, information of

the record kept is difficult to retrieve/access. All the years, records

keeping in the business centre have been carried out through manual

system in a way that requires the clerk/attendant to register the sales

on a book; a staff handles two to three works at the same time. For an

example A staff is in charge of sales , photocopying and binding,

45

while he is selling items to students so many of others are waiting for

the photocopying, and some others waiting for binding. This makes

the business centre so crowded with customers with one or no one to

attend to them. Sometimes customers who wish to type a program or

make a research have to wait for hours due to insufficient systems to

be used. As a result of the crowd, the attendant finds it very difficult

to have an accurate record keeping.

3.3 OBJECTIVE OF THE EXISTING SYSTEM

The objectives of the existing system is to provide computer

services to the customers

a. Providing computing capability, running programs and producing

report

b. Printing documents, providing operation services

46

c. Providing data entry services: This is to capture data into the

computer

d. Providing good performance

3.4 PROBLEMS OF THE EXISTING SYSTEM

The business centre management of Caritas University Enugu has

following problem/weakness

a. Consumes a lot of time and man power during compilation of

records.

b. Reference to record often becomes a problem because most of the

records are not easily found while some are being lost.

c. It takes a long time for any mistake to be rectified and sometimes it

throws the system into confusion.

47

d. The system does not calculate and give financial report at a glance

as such, the degree of decision making in urgent matters are not

practicable.

e. Inability to detect faults within the system, in case of rectifying

fraud.

3.5 AUTOMATION OF RECORD KEEPING SYSTEM

Computerized as defined in chapter one means to convert to computer

based system, to organize, control, or automate something. Also to

input the details of data into the computer.

Concern with the problems encountered in the previous manual record

keeping, the new record keeping system is taken into consideration.

This is to suggest processing improvements and software that would

alleviate problems with the application process and record keeping.

The proposed new system will improve the speed, integrity, quality

48

and accuracy of service to customers. Many roles for humans in the

manual system could be automated for instance

a. It keeps the records of the business centre in the database

b. It stores the profile of the staff

c. It updates the records in the database

d. Enable the management to access the records easily

e. Display proper accounts for the business centre

f. Protect the records/documents using password

3.6 OBJECTIVES OF THE AUTOMATED RECORD KEEPING

SYSTEM

Design and implementation of the automated record keeping system

management is aimed at achieving some set of objective

a. Accuracy in the handling of database

b. Easy decision making

49

c. Strong and reliable database

d. Keep record of the data and time each input is made in the database

e. Flexibility: Easy access

f. Easy backup or duplicating data in disc in case of data loss

g. Division of the business centre into sections for effective and

quality services delivery.

50

CHAPTER FOUR

4.0 DESIGN, IMPLEMENTATION AND TESTING

4.1 SYSTEM DESIGN:

The major factor taken into consideration in the design of the new

system is the issue of strong and reliable database for effective

record/data collection and processing and storage.

4.2 OBJECTIVE OF DESIGN

The main objective of this study is to design and develop software

that will help to

a. Minimize the time wasting in processing records

b. Aid in the efficient management of the business centre fund

c. Aid in effective and efficient maintenance of records of

financial transactions to reflect the current fiscal records of the

department.

51

d. Aid in generating a report that will be more meaningful to the

management.

4.3 IMPLEMENTATION

The automated record keeping is implemented using Microsoft visual

basic 6.0, Microsoft access database. {MDB}

System implementation follows the approval of the system proposals

and its objectives, thus it is to arrive at a satisfactory, implemented,

completed, function evaluated of the automated system. The system

implementation embodies the preparation of resources, including

equipments and personnel with the testing of the system.

4.4 CHOICE OF PROGRAMMING LANGUAGE

The requirement of the automated record keeping system demands

that a capable programming language be used for its implementation.

52

Hence, Microsoft visual basic 6.0 was chosen. Visual Basic 6.0 was

selected because it offers Rapid Application Development (RAD)

features that enables software developers to put up visually appealing

user interface design in less time. Visual Basic 6.0 includes several

features to help you develop applications that access data, the data

source configuration wizard simplifies connecting your application to

data in database, XML web services, and user-created objects. New

IDE features in Visual Basic 6.0 include predefined settings, task list

and error list enhancements, improved docking behaviour, the IDE

navigator window.

The code Editor has several enhancements, such as word wrap,

incremental search, code outlining, and collapse to definition, line

numbering, colour printing and shortcuts. Finally it has powerful

debugging facility that provides useful hints and suggestion for error

handling.

53

4.5 FILE DESIGN

Files held in this project are made up of different data types. These

types are integer, character, double, date, etc. some of the files used

are designed and linked with database. Also in the project design,

Microsoft access database was used. (See Appendix 4 for Table).

4.6 INPUT SPECIFICATION

Inputs are raw materials\data that are fed into the computer

for processing. The system accepts the input through the mouse and

the keyboard. The registering of the data of records is done via the

mouse and keyboard. The mouse plays an important role in closing

windows, validating password. The keyboard is used in entering the

text into text boxes. (See appendix 2 for table).

54

4.7 OUTPUT SPECIFICATION

An output is the information (result) obtain form processing data,

which has been fed into the computer E.g. screen, printer etc. The

major output document will be the accounts of the financial report and

the staff files. (See appendix 3 for table)

4.8 SYSTEM TESTING

This involves testing the new system that has been designed to reveal

any weakness or deficiency before it is put into full operation or use.

1. We have the Top-Down testing; this testing starts from the

system, then to the sub- system, followed by the modules, the units.

2. Bottom- up testing: This test stars from the units, to the

module then the sub-system, finally the system. The accuracy of this

55

system was tested using data, including wrong data to see if the new

system will achieve its objectives.

56

CHAPTER FIVE

5.0 SUMMARY, RECOMMENDATION AND CONCLUSION

5.1 SUMMARY

This automated system has been able to enhance the service delivery

of Caritas University business centre. It gives account of day to day

running of the business. You find out that it takes a long time to

access and retrieve records of past months/years, sometimes instead of

rectifying the problem it throws the previous system into confusion.

But with this automated system, the records of the centre are stored,

safe and secured, easy access and retrieval, easy production of reports

to managements, accuracy, integrity, time conscious, reduction of

fatigue and exactness are the benefits brought by the automated

system.

57

5.2 RECOMMENDATION

I thereby recommend this automated system to the management of

Caritas University to be used in their business centre and every other

business centre out there that uses a manual method of record/file

keeping. They will find this system useful, to aid in their

computerization. Thus, the system will promote effective, efficient

and quality services, also promote the profit oriented business centres.

5.3 CONCLUSION

The benefits of using automated record keeping cannot be over

emphasized. Because, this system will surely increase the speed of

result, accuracy of results, eliminate cases of loss of data or missing

recording notes. Finally, this system will encourage planning, at the

end, the aim of making profit will be achieved. Keep records, because

nothing can substitute GOOD RECORD KEEPING.

58

REFERENCES

Achumba, I.C. (2002). Strategic Marketing Management in the 21st

Century. Charlotte (USA): Mac-Williams and Capital

Publishers Inc.

Kotler, P. (2003). Marketing Management. New Jersey USA: Person

Educational Inc.

Zenz, G I. (2004). Business Accounting 1. London: Pitman Publication

Limited.

Lysons, K C. (2001). The Impact of ICT in Business Management.

Hollywood Illinois: Richard D Irion Inc.

Monzerka, R. (2002). Accounting and Record Keeping Management.

London: D.P Publications Ltd.

Burf, N D. (2003). New Accounts Strategy. London: Underwood

Pitman.

Uzor, D M. (2004). Fundamental of Research and Behavioral

59

Sciences. USA: Academic Publishers Limited.

Ibidunni, O S. (2004). An Introduction to Financial Accounting.

Ibadan: Longman Nig. Ltd.

Little, R J. (2002). Financial Accounting: A Division of Information

System. California: Good Year Publishing Company.

Compton, H K. (1990). Accounting for Business. Columbus Ohio:

Charles E. Merry Publishing Company.

Agundu, A I. (2006). Financial Accounting: Principles and Practice.

Lagos: F&S Publishers Ltd.

Dawes J (2000). Development in Financial Reporting. London: Philip

Allan Publishers Ltd.

Sande, I G. (2003). Foundation Accounting and Instruction Manual for

Accounting Students. London: D.P Publication Ltd.

Rubin, D B. (2007). Computerized Business Management. New York:

John Wiley and Sons Ltd.

60

Affifi, A. (2006). Record Management. London: Under down Pitman.

Person, A W. (2001). Auditing: an Instructional Manual. London:

Ashore color Press Go spot.

Peters, M D. (2001). Purchasing Management Concept: Principles

and

Practice. Owerri: Bon Publications Ltd.

Dwivedi, D N. (2000). Contemporary Management. USA: McGraw

Go spot.

61

APPENDIX 1

FIG 1.1 Welcome Screen

62

APPENDIX 2

63

APPENDIX 3

TABLE 1.2 INPUT SPECIFICATIONS (STAFF RECORDS)

64

Fig 1.3 Output system

APPENDIX 4

65

FIELD NAMEDATA TYPE SIZE

ID LONLONG INTEGER 4

NAME TEX TEXT 40

ADD ADDRESS TEX TEXT 100

DAT DATE OF BIRTH DAT DATE/TIME 8

SEX SEX TEX TEXT 10

AGE AGE INT INTEGER 2

STA STATUS TEX TEXT 20

DAT DATE RECRUITED DAT DATE/TIME 8

QUAQUALIFICATION TEX TEXT 50

PHO PHONE TEX TEXT 20

STRUCTURE FOR FILE “STAFF” TABLE 1.1

Main menu

File

Business centre application

Exit

Staff

Update staff record

Staff information record

Delete Staff record

Sales/Purchase

Hardware

Software

Purchase

Help

About this application

Content Help

66

Top down design of Business centre application fig 1.4

APPENDIX 5

67

Private Sub cmdOK_Click()

Unload frmabt

End Sub

Private Sub cmdSysInfo_Click()

MsgBox "Not Available at the moment"

End Sub

Private Sub Command1_Click()

pin.Show

frmBis.Hide

End Sub


frmBis.Hide

main.Show

End Sub


68

With frmBis.bisdata

.DatabaseName = App.Path & "\reportsheet.mdb"

.RecordSource = "select * from info"

.Refresh

.Recordset.AddNew

.Recordset.Fields("DATE").Value = frmBis.LbDate.Caption

.Recordset.Fields("SERVICES").Value = frmBis.Combo1.Text

.Recordset.Fields("AMOUNT").Value = frmBis.Text1.Text

.Recordset.Update

End With

MsgBox "Data saved!!!!"

End Sub


If Combo1.Text = "Typesetting" Then

Label3.Caption = Int(Rnd * 10)


69



ElseIf Combo1.Text = "Browsing" Then









ElseIf Combo1.Text = "Downloading" Then





70

Else

If Combo1.Text = "Research" Then





End If

End If

End Sub

Private Sub Option1_Click()

Label3 = Int(Rnd * 20)




Beep

71

End Sub


If Text2.Text = "" Then

MsgBox "BOX EMPTY"

ElseIf Text2.Visible = False Then

MsgBox "NO REQUIREMENTS ENTERED YET !!!"

Else

With Datareq


.RecordSource = "select * from Requirements"

.Refresh

.Recordset.AddNew

.Recordset.Fields("REQUIREMENTS").Value = frmBis.Text2.Text

.Recordset.Fields("DATE").Value = frmBis.LbDate.Caption

.Recordset.Update

End With

72

MsgBox "ok"

frmBis.Show

Text2.Text = ""

Text2.Visible = False

End If

End Sub

Private Sub Label22_Click()

Text2.Visible = True

End Sub


frmBis.Hide

sCREENSAVER.Show

End Sub


Text2.Text = ""


73

Combo1.Text = "No Service Selected "

Label3 = ""

Label4 = ""

Label5 = ""

Label6 = ""

Label7 = ""

Label8 = ""

Label9 = ""

Label10 = ""

Label11 = ""

Label12 = ""

Label13 = ""

Label14 = ""

End Sub

Private Sub Timer1_Timer()

If Label2.Visible = True Then

74

Label2.Visible = False

Else

Label2.Visible = True

End If

End Sub


Label19.Move Label19.Left - 50

If (Label19.Left + Label19.Width) < 0 Then

Label19.Left = Me.ScaleWidth + 10

End If

End Sub


LbDate.Caption = Date

End Sub


Label22 = Time

75

End Sub


If Combo1.Text = "Screen Saver Utility" Then


Text2.Text = " A computer utility that automatically makes the screen

go blank or display a preselected image after a given period of time

but this particular screen saver utility allows you to activate it when

you want, This screen saver utility is designed to save your system

from ghosting Image and also to prevent passer by to view the work

that is been done on the screen "

End If

If Combo1.Text = "Key Control" Then


Text2.Text = " You can use key controls like for example you can

move to next line in form or next entry point by simply pressing the

TAB key on the keyboard:: Basically, the TAB KEY is a key on a

76

computer keyboard, or a device or key on a typewriter, that advances

the next character to a predetermined position, used to align lines or

columns"

End If

End Sub



Text2.Text = "To use a shortcut key, all u need to do is to hold down

the alternate key and press the letter underline on that particular

command or alternatively, on the drop down menu you will get a

command shortcut in front of such command "

End Sub


CommonDialog1.ShowHelp

End Sub


77

Unload Help

main.Show

End Sub

Private Sub Picture1_Click()


End Sub


With login.Data1

.DatabaseName = App.Path & "\Pass.mdb"

.RecordSource = "select * from pass"

.Refresh

If Text2.Text = .Recordset.Fields("PASSWORD").Value Then

main.Show

Unload login

Else

MsgBox ("invalid password; enter your correct password"

78

End If

Text2.Text = ""

End With

End Sub


Unload login

End Sub

Private Sub Form_Load()

Text1.Text = "Administrator"

End Sub


Changepass.Show

End Sub


On Error Resume Next

79

With Record.Data1

.DatabaseName = App.Path & "\Reportsheet.mdb"

.RecordSource = "select * from Record"

.Refresh

.Recordset.MoveFirst

Do Until .Recordset.EOF

If main.Text1.Text = .Recordset.Fields("STAFF ID") Then

Record.Show

Record.txtid.Text = .Recordset.Fields("STAFF ID")

Record.txtname.Text = .Recordset.Fields("NAME")

Record.txtaddress.Text = .Recordset.Fields("ADDRESS")

Record.Combsex.Text = .Recordset.Fields("SEX")

Record.Combrank.Text = .Recordset.Fields("POST")

Record.txtbirth.Text = .Recordset.Fields("DATE OF BIRTH")

Record.txtage.Text = .Recordset.Fields("AGE")

80

Record.Combstatus.Text = .Recordset.Fields("STATUS")

Record.txtdate.Text = .Recordset.Fields("RECRUITED DATE")

Record.txtphone.Text = .Recordset.Fields("PHONE NO")

Record.txtqaul.Text = .Recordset.Fields("QUALIFICATION")

Record.txtemail.Text = .Recordset.Fields("E-MAIL")

Record.txtbasic.Text = .Recordset.Fields("SALARY")

Frame1.Visible = False

Exit Do

End If

.Recordset.MoveNext

Loop

End With

End Sub


Frame1.Visible = False

81

End Sub


If MsgBox("Do you want to quit this application?", vbYesNo) =

vbYes Then

MsgBox ("Thanks for using this application")

End

End If

End Sub

Private Sub mnuup_Click()

main.Hide

Record.Show

End Sub


End Sub

Private Sub mnufilebis_Click()

82

main.Hide

frmBis.Show

End Sub

Private Sub mnuhelpap_Click()

main.Hide

frmabt.Show

End Sub

Private Sub mnuhelpch_Click()

main.Hide

Help.Show

End Sub

Private Sub mnusrdel_Click()

Frame1.Visible = True

Text1 = ""

Record.cmdsave.Enabled = False

Record.cmdupdate.Enabled = False

83

Record.cmddelete.Enabled = True

End Sub

Private Sub mnusrsi_Click()

main.Hide

Record.Show

End Sub

Private Sub mnusrup_Click()

Frame1.Visible = True

Record.cmdsave.Enabled = False

Record.cmdupdate.Enabled = True

Record.cmddelete.Enabled = False

End Sub


Label3.Caption = Date

End Sub

84

Private Sub cmdsave_Click()

With Record.Data1

.DatabaseName = App.Path & "\ReportSheet.mdb"


.Refresh

If Record.txtid.Text = .Recordset.Fields("STAFF ID") Then

MsgBox "The ID Number already exist"

Else

With Record.Data1

.DatabaseName = App.Path & "\ReportSheet.mdb"


.Refresh

.Recordset.AddNew

.Recordset.Fields("STAFF ID").Value = Record.txtid.Text

85

.Recordset.Fields("NAME").Value = Record.txtname.Text

.Recordset.Fields("ADDRESS").Value = Record.txtaddress.Text

.Recordset.Fields("SEX").Value = Record.Combsex.Text

.Recordset.Fields("POST").Value = Record.Combrank.Text

.Recordset.Fields("DATE OF BIRTH").Value =

Record.txtbirth.Text

.Recordset.Fields("AGE").Value = Record.txtage.Text

.Recordset.Fields("STATUS").Value = Record.Combstatus.Text

.Recordset.Fields("RECRUITED DATE") = Record.txtdate.Text

.Recordset.Fields("PHONE NO").Value = Record.txtphone.Text

.Recordset.Fields("QUALIFICATION").Value =

Record.txtqaul.Text

.Recordset.Fields("E-MAIL").Value = Record.txtemail.Text

.Recordset.Fields("SALARY").Value = Record.txtbasic.Text

.Recordset.Update

End With

86

MsgBox "Staff Information Has Been Recorded !

txtid = ""

txtname = ""

txtaddress = ""

Combsex = "Select Sex"

Combrank = "Select Rank"

txtbirth = ""

txtage = ""

Combstatus = "Status"

txtphone = ""

txtqaul = ""

txtemail = ""

txtbasic = ""

txtdate = ""

End If

End With

87

End Sub

Private Sub cmdupdate_Click()

With Record.Data1



.Refresh

.Recordset.MoveFirst

Do Until .Recordset.EOF

If main.Text1.Text = .Recordset.Fields("STAFF ID") Then

.Recordset.Edit

.Recordset.Fields("STAFF ID").Value = Record.txtid.Text

.Recordset.Fields("NAME").Value = Record.txtname.Text

.Recordset.Fields("ADDRESS").Value = Record.txtaddress.Text

.Recordset.Fields("SEX").Value = Record.Combsex.Text

.Recordset.Fields("POST").Value = Record.Combrank.Text

88

.Recordset.Fields("DATE OF BIRTH").Value =

Record.txtbirth.Text

.Recordset.Fields("AGE").Value = Record.txtage.Text

.Recordset.Fields("STATUS").Value = Record.Combstatus.Text

.Recordset.Fields("RECRUITED DATE").Value =

Record.txtdate.Text

.Recordset.Fields("QUALIFICATION").Value =

Record.txtqaul.Text

.Recordset.Fields("SALARY").Value = Record.txtbasic.Text

.Recordset.Fields("PHONE NO").Value = Record.txtphone.Text

.Recordset.Fields("E-MAIL").Value = Record.txtemail.Text

.Recordset.Update

Record.txtid.Text = ""

Record.txtname.Text = ""

Record.txtaddress.Text = ""

Record.Combsex.Text = ""

89

Record.Combrank.Text = ""

Record.txtbirth.Text = ""

Record.txtage.Text = ""

Record.Combstatus.Text = ""

Record.txtdate.Text = ""

Record.txtqaul.Text = ""

Record.txtbasic.Text = ""

Record.txtphone.Text = ""

Record.txtemail.Text = ""

Exit Do

End If

.Recordset.MoveNext

Loop

End With

MsgBox "Your Data Has Been Successfully Updated"

Unload Record

90

End Sub


Date.Caption = Date

End Sub

Private Sub Check1_Click()

If Check1.Value Then

Text1.Text = Text1.Text + 2000

Exit Sub

Else

Text1.Text = Val(Text1.Text - 2000)

Exit Sub

End If

End Sub



Text1.Text = Val(Text1.Text + 2000)

91

Exit Sub

Else


Exit Sub

End If

End Sub



MsgBox " Enter date pls"

GoTo 100

End If

With HARD.Data1

.DatabaseName = App.Path & "\Reportsheet"

.RecordSource = " select * FROM Hardwares"

.Refresh

.Recordset.AddNew

92


.Recordset.Fields("Item1").Value = HARD.Check1.Caption

End If



End If



End If



End If

.Recordset.Fields("Total Amount").Value = HARD.Text1.Text

.Recordset.Update

End With

MsgBox "Saved!!"

93

Text1 = ""

Text2 = "

100

End Sub


Unload Me

main.Show

End Sub




GoTo 100

End If

With PUR.PURCHASE


.RecordSource = "select * from Purchases"

94

.Refresh

.Recordset.AddNew

.Recordset.Fields("Date").Value = PUR.Text9.Text

.Recordset.Fields("Item1").Value = PUR.Text1.Text

.Recordset.Fields("Amount1").Value = PUR.Text8.Text







.Recordset.Update

End With

MsgBox "Saved!!!!"

Text1 = ""

95

Text2 = ""

Text3 = ""

Text4 = ""

Text5 = ""

Text6 = ""

Text7 = ""

Text8 = ""

Text9 = ""

100

End Sub


Unload Me

main.Show

End Sub



96

Text1.Text = Text1.Text + 2000

Exit Sub

Else


Exit Sub

End If

End Sub




Exit Sub

Else


Exit Sub

End If

End Sub

97




Exit Sub

Else


Exit Sub

End If

End Sub




Exit Sub

Else


Exit Sub

98

End If

End Sub




GoTo 100

End If

With soft.software


.RecordSource = "select * from Softwares"

.Refresh

.Recordset.AddNew

.Recordset.Fields("Date").Value = soft.Text2.Text


.Recordset.Fields("Item1").Value = soft.Check1.Caption

End If

99

If Check2.Value Then.Recordset.Fields("Item2").Value = soft.Check2.CaptionEnd If If Check3.Value Then.Recordset.Fields("Item3").Value = soft.Check3.CaptionEnd If If Check4.Value Then.Recordset.Fields("Item4").Value = soft.Check4.CaptionEnd If.Recordset.Fields("Total Amount").Value = soft.Text1.Text.Recordset.UpdateEnd WithMsgBox "Record saved"Unload Memain.Show100End SubPrivate Sub Command2_Click()Unload Memain.ShowEnd SubPrivate Sub Command1_Click()If Text2.Text = "" ThenMsgBox " Enter date pls"GoTo 100End IfWith soft.software.DatabaseName = App.Path & "\Reportsheet.mdb".RecordSource = "select * from Softwares".Refresh.Recordset.AddNew

100

.Recordset.Fields("Date").Value = soft.Text2.Text If Check1.Value Then.Recordset.Fields("Item1").Value = soft.Check1.CaptionEnd If If Check2.Value Then.Recordset.Fields("Item2").Value = soft.Check2.CaptionEnd If If Check3.Value Then.Recordset.Fields("Item3").Value = soft.Check3.CaptionEnd If If Check4.Value Then.Recordset.Fields("Item4").Value = soft.Check4.CaptionEnd If.Recordset.Fields("Total Amount").Value = soft.Text1.Text.Recordset.UpdateEnd WithMsgBox "Record saved"Unload Memain.Show100 End Su

design and implementation of record keeping in business center

Documents