quotation and service management

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INDEXSr.No Subject Page No.

1. ORGANIZATION

1.1Project Profile1.2Company Profile 2

2. EXISTING SYSTEM 5

2.1 Limitation of Existing System 6

3. PROPOSED SYSTEM 7

3.1 System Overview3.2 Scope3.3 Objectives3.4 Feasibility Study3.5 Hardware Software Platform

3.5.1 Technology to be used3.5.2 Hardware and software requirement3.5.3 Software Specification

3.6 Purpose3.7 Advantages

8-17

4. SYSTEM ANALYSIS 18

4.1 Use-cases4.2 E-R Diagram4.3 Data flow Diagram4.4 Process Specification4.5 Data Dictionary

19-37

5. SYSTEM DESIGN 38

5.1 Database Design5.2 Interface Design5.3 Structure Chart

39-56

6. REPORTS 57-63

7. SYSTEM TESTING 64

7.1 Testing Principles & Methods7.2 Test Cases 65-70

8. FUTURE ENHANCEMENT 71-72

9. REFERENCES 73

9.1 Bibliography

9.2 Webography

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Quotation & Service Management

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Chapter 1: Organization


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1.1 Project Profile

Project Title: Quotation & Service Management System

Organization: WITS IT Solutions

Team Members : 1 Student

Project Duration: Feb-2010 to April-2010

Submitted By

: Rohan Raj Badri

Front-End : Microsoft Visual Studio 2008

Back-End: Microsoft SQL Server 2008

Documentation Tool: Microsoft Word 2007


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1.2 Company Profile

WITS IT Solutions

WITS IT solutions a software development company established in April 2008 inSurat, Gujarat. Its a partnership venture. The cornerstone of company's strategy is balancing

combination of onsite presence & service delivery. WITS IT solutions develop custom

software solutions based on a range of platforms & technologies including Windows, .net,

etc.

Our Team:

WITS IT solutions believes that people are the key for successfully provided high level

software development services & more importantly maintaining ongoing relationship with

the clients.

The team built with Software Professionals judiciously meets the client's multi-dimensional

technological requirements. We are known for our ability to understand the client's business

objectives thoroughly and completely, in translating them into successful business websites,

applications and targeted designs, and in delivering on time, within the budgeted costs.

Our Vision:

Integrity: Honesty is how we deal with our clients, & each other.

Candor: Be open & upfront in all our conversations. Keep clients updated on the real

Situations.

Service: Consider ourselves successful not when we deliver our client final product but when

the product is launched & meets success.

Kindness - Go the extra mile. Speak the truth with grace. Deliver more than is expected or

promised

Competence - Benchmark with the best in the business. Try new and better things. Never

rest on laurels


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Growth: Success is journey & not the destination. Seek to multiply/increase what we have-

wealth skills, influence and our clients business.

Our customers in our success: Sarita Sagar Sankool, J. B. Diamonds, NASA Gems,

Shaswat Stone, Vinpeace Cable Network, Agrawal Threads, Nakoda Textile Ltd., Om Satya

Impex, Mahavir Intermediates, RMIP99.com, IVISION Finance Services, Sadadiwala

Finance Services, Gini Gems, R. Suresh & Co., BankOfLife.org, BJP Surat and our 219

reputed schools all over the Gujarat.

Chapter 2:Existing System


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2.1 Limitations of Existing System

The Shops Existing System is Manual which requires many complex tasks to be performed.

As mentioned existing system of the Shop is manual, the system holds Paper-Work. ThisPaper-Work holds the data about number of people related to Shop, each person with his/her

all Details, information of various Computer Items, make a Quotation, keep track of

attendance of working employees and manage Complains.

Currently all the status of the shop work is maintained on paper.

Reports are generated manually for that.

Moreover, it has all the disadvantage of being a manual systemLike,

1. Time Consuming.2. Increased Paper Work.3. Difficult To Maintain Report & Record.4. Require lots of Human Effort

And also,

High Data Redundancy No Data Security No Data Integrity The storage of all the information on paper is not feasible as the chances of manipulation are

more & it requires more space.


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Chapter 3:Proposed System


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3.1 System Overview

Quotation & Service Mgt. System is a system which tracks the record of Quotations,Complaints, automatic Inward & generate Bills.

Systems Criteria : Quotation Generation

Makes Quotations with the lowest prices of particular product Track of Other Useful Data

Stores Information about Customers, Suppliers, Products, Companies etc. Complaint Management

Stores complaints date wise Allocates Complaints to employees

Bill Generation Generate bills with proper information System can easily count bills & can print them

Inward Generation System generates automatic Inward when order placed

Reporting System holds various kind of useful reports

Employee Attendance Tracks Employees daily attendance


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3.2 Scope

The main function of the proposed system can be divided into 4 modules which are as follows

Customer MasterThe Main functions of the Customer Masters module are to Create/Update customers. Its

multiple location and information of contact persons working at specific location of

Company.

Quotation MasterThe main functions of the Quotation master module are to generate various quotations

according to the need of the customer. This module helps to generate the quotation which

includes the lowest price of the products from our suppliers.

Service MasterThe main functions of the Service Master module are to record the complaints from the

customers and create a service reports according to the warranty of the products.

Employee Master

The main functions of the Employee Masters module are to Create/Update Employees. It

tracks the information about Employees attended complaints.


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3.3 Objective

Computerized System is efficient and accurate thenmanual so this system is very Accurate and can reduce

manual works.

Thegoal of the system is to reducing the paper work The system also tracks records of complaints

So Quotation management, Service management and reducing

paper work are the main objective of this System


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3.4 Feasibility Study

3.4.1 Technical Feasibility:

Issues to be studied are, whether the work for the project will be done with current equipment,

existing S/W technology and available personnel? If the new technology is required, then what is the

likelihood that it can be developed?

This Quotation & Service Management System software is technically feasible. The primary

technical requirement includes the availability of Windows XP Professional version of operating

systems installed in the network. SQL Server is also required which was already installed. Reliability,

access power and data security was also available. Thus, through all the ends technical feasibility

was met.

3.4.2 Economical Feasibility:

Issues to be studied are, whether the new system is cost effective or not? The benefits in the

form of reduced cost?

This Quotation & Service Management software is economically feasible. As the hardware was

installed from quite beginning, the cost on project of hardware is low. Similarly, the software loaded

for this project was used for many other applications. The software cost was under budget. As

student trainees were developing the application, there were no major personnel costs associated.

Moreover, the technical requirements were already available so there was no further expenditure

for buying software packages.

3.4.3 Operational Feasibility:

Issues to be studied are, is there sufficient support for management and users? Is the current

method acceptable to users? Will the proposed system cause any harm?

This Quotation & Service Management software is operationally feasible. This application

provides the necessary information to the user such as how to enter the information regarding

different operations performed on the database. The application was planned in such a way that no

prior knowledge was required to go through the various operations. The user just needed to havethe basic knowledge of computers.


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3.5 Hardware & Software Platform

3.5.1 Technology Used for Development

Windows 7 Ultimate Operating System VB.net 2008 as Front Hand SQL Server 2005 as Back Hand Crystal Reports tools MS Visio 2007 for Diagrams Infragistics Controls 2008 as 3rd Party Design Tool

3.5.2 Hardware Software Requirement

Hardware Requirement Pentium 4 2.4 GHz or higher 256 MB RAM or more 40 MB HDD space or more for Application Installation Printer (Optional)

Software Requirement Microsoft Windows XP with SP2 or higher SQL Server .NET Framework 3.5


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3.5.3 Software Specification

Visual Studio 2008 Professional Edition is a comprehensive set of tools that accelerates the

process of turning the developer's vision into reality. Visual Studio 2008 Professional Edition was

engineered to support development projects that target the Web (including ASP.NET AJAX),Windows Vista, Windows Server 2008, The 2007 Microsoft Office system, SQL Server 2008, and

Windows Mobile devices. The number of platforms that developers must target to meet business

needs is increasing rapidly. Visual Studio 2008 Professional Edition provides the integrated toolset for

addressing all of these needs by providing a superset of the functionality available in Visual Studio

2008 Standard Edition.

The Microsoft Visual Studio development system is a suite of development tools designed to aid

software developers--whether they are novices or seasoned professionals--face complex challenges

and create innovative solutions.

Today's developers face the challenge of targeting a broad range of platforms and crafting

applications that quickly deliver value to the business. Integrated designers and language features in

Visual Studio allow developers to build the connected applications demanded by today's businesses

while taking advantage of the .NET Framework 3.5 to reduce development time.

Design high-performance applications

Connect to the data you need, regardless of its location, and build data driven applications using

Language Integrated Query (LINQ).

Build great client applications

Develop compelling solutions that leverage the user experience and capabilities of the 2007 Microsoft

Office system and Windows Vista.

Build powerful Web applications

Build rich, interactive applications using the ASP.NET AJAX interactive Web interfaces.


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Feature Highlights

Build applications for Windows, the Web, the Microsoft Office system, the .NET Framework, SQL

Server, and Windows Mobile with integrated drag-and-drop designers

Visual Studio integrates Visual Basic, Visual C#, and Visual C++ to support a wide variety of

development styles

Editor features such as Edit and Continue and Microsoft IntelliSense simplify the cycle of designing,

developing, and debugging an application

Deploy client applications easily with ClickOnce, which enables developers and IT Pros to deploy an

application and its prerequisites and then ensure that the application remains up-to-date

Build applications which target the .NET Framework, shortening development time by reducing the

need for infrastructure code and helping to enhance application security.


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3.6 Purpose

Existing system is manual therefore having very time consuming tasks to be performed, other than

this there is need for the new Computerized System due to the drawback found in the existing Manual

system.

CompactnessThere is no need for possible voluminous papers files thus not require large storage.

SpeedThe machine can calculate, retrieve & update data for faster than a Human.

AccuracyAccurate, Up-to-date information is available on demand at any time.

AnalysisAnalysis of data is much simpler & in ready report format as well as Up-to-date.

CompleteData must be complete & it should include all the Facts.

SecuritySecurity should be applied to all the data with different security level.


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3.8 Advantages

Without Authentication no one can enter in the system. There is a like window basesecurity system. You can also change the password

This system stores all information of the Customer, Suppliers, Employees, andMaterial/Parts of the Computer in the Shop.

System provides facility to user to create the dynamic quotation for the Customer.

System keeps records about attendance of the Employees.

System is made almost capable to keep records of the Complain i.e. New Complain,Complain Forward, and Solved Complain.

Daily prices of the Computers parts are taken from the suppliers and kept in the database.At the time of making of new quotation the latest and lowest price is taken back from the

Database for the material that has been selected by the Customer

The system provides the Intra messaging system. Means when other user log in thesystem he sees the messages that has been sent by the before user to him.

This system has provided maximum reports with all Information about all System.


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Chapter 4: System Analysis


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4.1 Use Cases


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4.2 E R Diagram


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4.3 Data Flow Diagram


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4.4 Process Specification


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Content Description Stores the information about Employees

Supplementary Information

EmpCode , EmpName, EmpAddress,

EmpMobile, EpBDate, EmpEmail,

AdminStat, User, Pwd.

Name Quotation

Alias None

How used/Where used Input to create Quotation Output from Quotation Creation

Content Description Employee can create Quotation using this.


QuotCode ,CustCode, Date, Remarks,

Confirm, QuotBy, TotProfit, SystemQuot,

ReferenceBy,ProfitMethod

Name Complaint

Alias None

How used/Where used Input to Complaint generation Output from Complaint Creation

Content DescriptionEmployee can generate complaint using

this.


ComplaintCode, CustomerCode, Date,

AttendedBy, SolvedState, SolvedDate,

Description

Name Product

Alias None

How used/Where used Input Product Details Output to Add Product Process

Content Description Employee can Add Products.

Supplementary InformationProductCode, ProductName,

CompanyCode, CategoryCode

Name Category

Alias None

How used/Where used Input Category Details Output to Add Category

Content Description Employee can Add Category

Supplementary Information CategoryCode, CategoryName


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Name Supplier

Alias None

How used/Where used Input Supplier Details Output to Add Supplier

Content Description Employee can Add Supplier

Supplementary Information SupplierCode, SupplierName, ContactPerson, supplierAddress, PhoneNos, Email

Name Supplier Price

Alias None

How used/Where used

Input to Supplier Product PriceDetails

Output to Add Supplier ProductPrice

Content Description Employee can Add Supplier Product Price


SupplierProductPriceCode, SupplierCode,

ProductCode, PriceDate, Price,

PriceTakenBy


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Chapter 5: System Design


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5.1 Database Design

1) EmpMast :

2) CustMast :

No Field Constrain DataType Description

1 CustCode PrimaryKey Bigint Primary key for

Customer

2 CustName Not Null Varchar(30) Indicates CustomersName

3 CustAddress Not Null Varchar(255) Indicates CustomersAddress

4 Mobile Can be Null Varchar(30) Indicates CustomersMobile No.

5 OfiiceAddress Can be Null Varchar(255) Indicates CustomersOffice Address

6 PhoneRes Not Null Varchar(30) Indicates CustomersNo.(Resident)

7 PhoneOff Not Null Varchar(30) Indicates CustomersNo.(Office)

8 BirthDate Not Null Datetime Indicates CustomersBirth Date

9 Email Not Null Varchar(80) Indicates Customers E-Mail Address


1 EmpCode (PrimaryKey) PrimaryKey Smallint Primary key forEmployee

2 EmpName Not Null Varchar(40) Indicates Employees

Name

3 EmpAddress Not Null Varchar(255) Indicates Employees

Address

4 EmpMobile Can be Null Varchar(2) Indicates Employees

Mobile No.

5 EmpEmail Can be Null Varchar(70) Indicates Employees E-Mail Address

6 EmpBDate Not Null Datetime Indicates EmployeesBirthdate

7 AdminStat Not Null Bit Indicates Employees

Stat(Admin/Employee)

8 UserName Not Null Varchar(10) Indicates Employees

User ID

9 Pwd Not Null Varchar(50) Indicates EmployeesPassword


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3) CategoryMast :


1 CategoryCode Primary Key Tinyint Primary Key for

Category

2 CategoryName Not Null Varchar(30) Indicates CategorysName

4) CompanyMast :


1 CompanyCode Primary Key Tinyint Primary Key for

Company

2 CompanyName Not Null Varchar(40) Indicates Companys

Name3 CompanyServiceCenterAddr

ess

Not Null Varchar(255) Indicates CompanysService Canter Address

5) ProductMast :


1 ProductCode Primary Key Tinyint Primary Key for

Product

2 ProducName Not Null Varchar(30) Indicates Products

Name3 CompanyCode Not Null Tinyint Indicates Companys

Code

4 CategoryCode Not Null Tinyint Indicates CategorysCode

6) SupplierMast :


1 SupplierCode Primary Key Tinyint Primary Key for

Supplier2 SupplierName Not Null Varchat(100) Indicates Suppliers

Business Name

3 ContectPerson Not Null Varchar(40) Contact Person Name

4 SupplierAddress Not Null Varchar(255) Indicates Suppliers

Address

5 PhoneNos Not Null Varchar(100) Indicates SuppliersPhone No

6 Email Can be Null Varchar(60) Indicates Suppliers

E-Mail Address


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7) SupplierProductPriceMast :


1 SupplierProductPriceCode Primary Key Bigint Primary Key for

SupplierProductPriceMast

2 SupplierCode Foreign Key Tinyint Indicates Supplier Code

of SupplierMast

3 ProductCode Foreign Key Smallint Indicates Product Code of

ProductMast

4 PriceDate Not Null Datetime Indicates Price taken Date

5 Price Not Null Money Indicates Product Price

6 PriceTakenBy Not Null Tinyiint Indicates Employee Name

who has taken the Price

8) QuotMast :


1 QuotCode Primary Key Bigint Key for Primary Quotation

2 CustCode Foreign Key Bigint Indicates Customer Code

from CustMast

3 Date Not Null Datetime Indicates Quotation Date

4 Remarks Can be Null Varchar(255) Indicates Remarkable

Information

5 Confirm Can be Null Bit Indicates whether

Quotation is confirmed or

not

6 QuotBy Not Null Smallint Indicates Employee Name

Who took Quotation

7 TotProfit Not Null Money Indicates Total profit of

Quotation

8 SystemQuot Can be Null Bit Checks whether Quot. Is

System Quot. or not

9 ReferenceBy Can be Null Bigint Indicates Reference Name

of Quotation

10 ProfitMethod Not Null Char(10) Indicates Profit Method


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9) Param :


1 DefaultProfitPer Not Null Tinyint Indicates Profit Percentage

2 DefaultProfitRate Can be Null Bigint Indicates Profit in Rupees

3 No. Primary Key Tinyint Primary Key for Param

10) QuotTran :


1 QuotTranCode Primary Key Bigint Primary Key for QuotTran

2 QuotCode Foreign Key Bigint Indicates QuotCode fromQuotMast

3 SupplierProductPriceCode Foreign Key Bigint Indicates

SupplierProductPriceCode

from


4 Profit Not Null Money Indicates Profit per unit

5 Qty Not Null bigint Indicates Quantity of a

Product

11) ComplaintMast :


1 ComplaintCode Primary Key Bigint Primary Key for

ComplainMast

2 CustomerCode Foreign Key Bigint Indicates CustCode from

CustMast

3 Date Not Null Datetime Indicates Complaint Date

4 AttendedBy Not Null Smallint Indicates Employee Name

who has taken Complaint

5 SolvedState Not Null Bit Indicates Complaint

Solved Stat

6 SolvedDate Can be Null Datetime Indicates Solved Date if

Complaint is already

solved

7 Description Not Null Varchar(250) Indicates Description of

Complaint


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12) ComplaintTran :


1 ComplaintTranCode Primary Key Bigint Primary Key for

2 ComplaintCode Foreign Key Bigint Indicates ComplaintCode from

ComplaintMast

3 EmpCode Foreign Key Smallint Indicates Employee Code

from EmpMast

4 AttendStat Not Null Bit Indicates Attend Stat

5 AttendDate Can be Null Datetime Indicates Attend Date

6 Description Not Null Varchar(200) Indicates description of

Complaint

7 ForwordWithoutSolved Not Null bit Indicates if Complaint is

Forwarded without solve

13) BillMast :


1 BillNo Primary Key Smallint Primary Key for

BillMast

2 Date Not Null Smalldatetime Indicates Date of Bill

3 Remarks Can Be Null Varchar(250) Indicates Remarkable

Information

4 CustCode Foreign Key Bigint Indicates CustCode

from CustMast

14) BillTran :


1 BillTranCode Primary Key Bigint Primary Key for

2 Billno Foreign Key Smallint Indicates BillNo from

BillMast

3 InwardTranCode Foreign Key Bigint Indicates InwardTran

Code from InwardTran

4 Price Not Null Money Indicates Price of a

Product

5 Qty Not Null Tinyint Indicates Quantity of a

Product


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15) InwardMast :


1 InwardNo Primary Key Smallint Primary Key for

InwardMast

2 Remarks Can be Null Varchar(200) Indicates Remarkable

Information

3 Date Not Null Smalldatetime Indicates Date

4 QuotCode Foreign Key Bigint Indicates QuotCode

from QuotMast

16) InwardTran :


1 InwardTranCode Primary Key Nchar(10) Primary Key for

2 InwaedCode Foreign Key Smallint Indicates InwardCode

from InwardMast

3 SupplierProductPriceCode Foreign Key Bigint Indicates

SupplierProductPriceCode

from


4 Price Not Null Money Indicates Price of a

Product

5 Qty Not Null Tinyint Indicates Quantity of a

Product

17)AtendMast :


1 AtendId Primary Key Tinyint Primary Key for

AtendMast2 EmpCode Foreign Key Smallint Indicates Employee

Code from EmpMast

3 AtendStat Not Null Bit Indicates Attend Stat

4 InTime Not Null DateTime Indicates In Time of an

Employee

5 OutTime Not Null DateTime Indicates Out Time of

an Employee


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5.2 Interface Design

Main Form


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Login Form


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Employee Registration


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Quotation


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Complaint Registration


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Adding Products


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Suppliers


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Company


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Category


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Customers


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5.4 Structure Chart


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Chapter 6: Reports


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Employees Reports Card Format


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Customers Birthday for Current Month


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Chapter 7:System Testing


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7.1 Testing Principles & Methods

Testing is software quality assurance activity. Which is a very important to work the

system successfully and achieve high quality of software. The main objective of testing is to find

yet an undiscovered error and at the same time checking the quality and reliability of system.

System testing makes logical assumptions that if all the parts of the system are correct,

the goal will be successfully achieved. The system should be checked logically. Validations and

cross checks should be there. Avoiding duplications of records, which cause redundancy of data.

This system is tested by the following steps and prepared for the final implementation.

Reviews

Using review at different stages we ensured that

Errors in function, logic or implementation are uncovered. Software meets its requirements. To achieve software that is developed in a uniform manner

Unit Testing

In the web based application smallest testable unit is Web page itself. So the web pages of

the site are to be unit tested. Each web page contains content, navigational links, and processing

elements (scripts, event handlers, etc.) .The testing will be driven by the content processing, and

links contained in the site.

Using black box testing technique web pages are tested unit by unit for whether they

receive Input properly and give output in proper format or redirect to specific web page. It is also

tested that the error message are properly displayed and give user-friendly information.


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Integration Testing

We have used top down testing strategy for integrating web pages. The separately

generated web pages will be integrated and for checking that they work properly after their

integration, tests will be conducted to ensure their proper functionality.

Using dummy web pages it is checked that whether output of page will redirect to

specific web page

After that regression testing strategy help us to ensure that changes do not introduce

unintended behavior or additional errors.

System Testing

The uncovered weaknesses that were not found in earlier tests are removed in system

testing. The system is corrected such away that it does not affect the forced system failure. This

testing is done with low volume of transaction based on live data. Finally the total system is also

tested to ensure that no data are lost.

Following testing on the completed system will be performed in order to find the errors

before they become defects and correct them.

In order to eliminate navigational errors the site will be reviewed and tested. The usecases scenarios that we have developed in the same document while requirement analysis

activity will be considered to uncover errors in the navigational links.

Web pages of the site will be unit tested. For the web pages sometimes the smallesttestable unit is the single web page itself. Each web page contains content, navigational

links, and processing elements (scripts, event handlers, etc.) .The testing will be driven by

the content processing, and links contained in the site.


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The separately generated web pages will be integrated and for checking that they workproperly after their integration, tests will be conducted to ensure their proper

functionality.

The functionality of the site will be checked with the different versions of the InternetExplorer, Netscape Navigator, etc. and wherever necessary it will be attempted to change

the implementation of the not working for some browsers fir some case and of course

without loosing the purpose of the functionality, if possible.


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7.3 Test Cases Login

Functions Expected Results Actual Result

Login(Admin,

Employee)

Check inserted user id and passwordshould be filled.

Check user id is registered or not.As Expected

RegistrationFunctions Expected Results Actual Result

Save Button All fields should be filled except

description.

Check required fields should be filled. As Expected

QuotationFunctions Expected Results Actual Result

Save Button

All fields should be filled except remarks. Check required fields should be filled. Check whether the Quotation is System

Quotation or not.

As Expected

ComplaintFunctions Expected Results Actual Result

Save Button

All fields should be filled exceptcomplaint description. Check required fields should be filled. Check whether the Quotation is System

Quotation or not.

As Expected


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CustomerFunctions Expected Results Actual Result

Save Button

All fields should be filled. Check required fields should be filled. Check whether the Birthdate is valid or

not.

As Expected

EmployeeFunctions Expected Results Actual Result

Save Button

All fields should be filled exceptdescription.

Check required fields should be filled. Check whether the Employee is admin or

not.

Check whether the Birthdate is valid ornot.

As Expected

ProductFunctions Expected Results Actual Result

Save Button All fields should be filled including

Category & Company


BillFunctions Expected Results Actual Result

Save Button All fields should be filled except

description.



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Chapter 8:Enhancement


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Quotation & Service Management is still under development, some of its modules is still

pending which will require about 3 months.

Service Managemento It is to be enhanced in such a way that the complaints are the assigned area wise to

the employees.

o If an employee is on a call and a new complaint is registered in that area then theemployee will get sms about that complaint.

o Employees will get daily sms about their calls Employee Management

o Automatic attendance management will be done for employee using FingerprintReader.

Quotation Managemento For pending Quotations the system will give repeatedly alerts.o Quotation Management will also give suggestions for the Products which are of good

Quality.


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9.1 Bibliography

Books Referred

Visual Studio 2005 Black Book SQL Server 2008 Bible by Paul Nielson Software Engineering (5th Edition) by Roger S Pressman

9.2Webography

http://www.w3schools.com http://www.wikipedia.com http://msdn.microsoft.com
http://www.w3schools.com/http://www.w3schools.com/http://www.wikipedia.com/http://www.wikipedia.com/http://msdn.microsoft.com/http://msdn.microsoft.com/http://msdn.microsoft.com/http://www.wikipedia.com/http://www.w3schools.com/

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