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SALES ORDER PROCESSING AND INVOICING
ABSTRACT
This study designed a computerized sales order and invoicing system that will be universally accepted by managers, bankers, accountants, in fact the entire business populace. The system has been designed in such a way that even if user is not computer literate he or she can still manipulate his way by using the system effectively. The system has been able to keep an accurate account of day transaction in a business firm. Companies through this system will be able to determine their production level with ease and keep it in check. The system has achieved the feat of computing sales accounts very quickly and with little manpower. The system has been able to achieve at least 99% clarity when print out its output. Finally, from the objectives of the study out lined, one should not doubt the fact that the system will stand the test of time.
TABLE OF CONTENT
TITLE PAGE
CERTIFICATION
DEDICATION
ACKNOWLEDGEMENT
ABSTRACT
ORGANISATION OF THE WORK (STUDY)
TABLE OF CONTENT
CHAPTER ONE:
INTRODUCTION
1.1 BACKGROUND OF THE STUDY
1.2 STATEMENT OF PROBLEM
1.3 PURPOSE OF STUDY
1.4 SIGNIFICANCE OF THE STUDY
1.5 AIM AND OBJECTIVES
1.6 SCOPE OR DELIMITATION
1.7 LIMITATIONS OR CONSTRAINTS
1.8 ASSUMPTIONS
CHAPTER TWO:
LITERATURE REVIEW
CHAPTER THREE:
DESCRIPTION AND ANALYSIS OF EXISTING SYSTEM
3.1 FACT FINDINGS METHOD USED
3.2 OBJECTIVE OF THE EXISTING SYSTEM
3.3 INPUT, PROCESS AND OUTPUT ANALYSIS
3.4 INFORMATION FLOW DIAGRAM
3.5 PROBLEMS OF THE EXISTING SYSTEM
3.6 JUSTIFICATION OF THE NEW SYSTEM
CHAPTER FOUR:
DESIGN OF THE NEW SYSTEM
4.1 OUTPUT SPECIFICATION AND DESIGN
4.2 INPUT SPECIFICATION AND DESIGN
4.3 FILE DESIGN
4.4 PROCEDURE CHART
4.5 SYSTEM FLOW CHAR
4.6 SYSTEM REQUIREMENT
CHAPTER FIVE:
IMPLEMENTATION
5.1 PROGRAM DESIGN
5.2 PROGRAM FLOW CHART
5.3 PSUDOCODE
5.4 SOURCE PROGRAM
5.5 TEST RUN
CHAPTER SIX:
DOCUMENTATION
CHAPTER SEVEN:
RECOMMENDATION AND CONCLUSION
REFERENCES
CHAPTER ONE
INTRODUCTION
1.1 BACKGROUND OF STUDY
The internet, without doubt, has played an important role in digitalizing business processes across companies and organizations of all sizes. It has introduced multiple new channels through which businesses can interact with their customers. The generation of today understands technology more than ever and require services delivered as quickly as possible, whenever and wherever they desire. Since sales development indicates managing competencies, setting competencies, components of sales development process. What is frequently lacking in sales training in managing to be successful; sales people must manage the interface between the organization and the customers, since so much of sales involves working dependently, sales people must also engage in self management of and other resources. Situational selling provides the frame work by which people can integrate their products and selling competencies. This section outline the process involved in a manual system and a real time system processing sales order and invoicing system.
Once the company have received an / most industrial firms will transmit some form of documentary acknowledgement to the customer. It is commonly a duplicate copy of the customer’s purchase order.
The sales order contains basically the same data as the invoice except for such things as item extensions (price times quantity calculation) shipping charges, taxes, invoice total and credit terms in cases where the quantity delivered is less than the quantity ordered, the extra units are back ordered. Its notation is made in the finished goods file so that when the stock is replenished the goods will be automatically shipped to the customer many firms, particularly those in which back ordering is not common, do not use a separate sales order document. Instead the begin to prepare the sales invoice immediately upon receipt of orders, and use extra copies of the invoice in place of the several copies of the sales order one copy of the sales order in filed numerically in the sales order department. Three other copies are sent to the finished goods storeroom or warehouse. If the customer’s credit is not established the sales order may be routed through the credit department where a credit check is performed before shipment is authorized. In the finished goods storeroom the product ordered are retrieve from available stock the sales order serves as an authorization to release the goods to the shipping departments and is used as a source document to post shipments to the finished goods inventory file. It any goods ordered, and one copy is filed by storeroom personnel for future reference.
Those goods which are in stock are assemble and the shipping department, along with two copies of the sales order. To acknowledge the transfer of shipping, an employee of shipping will sign a copy shipped of the sales order indicating the exact quantities to be shipped. This copy will then be sent to billing. The remaining copy of the sales order may be enclosed as a packing ship with the goods as they are shipped to the customer. In the billing department, the sales order evidencing the transfer of goods to shipping provides the basis for preparation of the invoice. After the invoice is prepared, the first (and often a second) copy is sent to the customer.
Another copy is sent to accounts receivable department where it is used to post the billing department. The keying of the relevant data into the system using a terminal credit checking is done automatically and all of the files are updated in one process, without reloading and resorting of tapes. The separate procedures being required basically, the real time system accomplishes, in a requiring manual intervention, in the batch processing system.
The real-time system does have a major disadvantage with respect to control of data accuracy: there is only one point of entry of data at which the accuracy of data can be controlled the point of entry of data in to the system. If the system accepts inaccurate data, the chance to discover and correct the error before it contaminates all files documents, and reports is lost. However, in another sense, this fact is an advantage. It means that the control of data accuracy can be focused at a single point, the point of data entry, with the assurance, that if all errors are prevented there, no subsequent errors are likely.
The first essential control feature of a real-time sales order processing system is the assignment of a unique user code to each sales persons. The user code numbers of each salesperson should be known only to that person. Each time the salesperson desire access to the system, the user code number is the item of data to be entered. The system should check the validity of the user code number before accepting any further instructions or data from sales person. Furthermore, each salesperson’s user defines the transactions he or she is authorized to initiate and the files to which he or she is authorized to have access.
1.2 STATEMENTOFPROBLEM
Manual invoicing record keeping has resulted in many setbacks to the expected standard. The setback encountered includes:
Time wastage in writing down everything bought by some customers.
Partial or total loss of invoice by both business and customers.
Under recording of invoice analysis.
Inefficiency of some members of staff due to laziness in searching of the invoice.
As a result of these problems, the manual system of invoice record information storage, input and retrieval is very clumsy: inefficient and unbelievable.
1.3 Purpose of the Study
Due to the varied business transactions of the manufacturing companies, they needs to have and maintain an accurate and efficient sale order accounting record system. this need however is made impractical because of problems and inadequacies of the traditional manual recording and file system which is predominant in these companies.
The purpose of this study is to provides a computer base-online and interactive software sales order system that will accurately and efficiently record all such data and information. It will be computer-base so as to eradicate the numerous problems associated with the manual techniques.
To develop a computerized Electronic Invoicing software to carryout tedious work and activities performed by human beings, in which they end up misplacing and discarding some important files and costumers records. But if this (computerized Invoicing software) is implemented and installed it will render remedy to this case.
1.4 AIMSANDOBJECTIVES
The main aims and objectives of the system are:
To design a web based invoicing system to replace some extent of human role in cases of unavailability of job.
To provide quick retrieval of customer’s invoice records on site or case of loss of original invoice.
Also, the purpose of this software is to model a computerized invoice system to enable proper invoice generating for customers and control this records.
1.5 LIMITATION
Most companies do not comply to giving information about their business transactions due to security purposes. Also as a result of company regulations and policy, only special individuals are allowed access in to their computer section. Even when visitors are allowed access into this department, it must be an order from the management.
1.6 ASSUMPTIONS
It is assumed that the software to be designed for this study will help companies a great deal in computing their sales accounts for the purpose of accountability.
Finally, it is assumed that by computerizing sales accounts, companies will be better equipped to handle their day-to-day business transaction in a better and more organized manner.
1.7 ORGANIZATION OF THE WORK
This project work on computerized sales order accounting system is conducted to serve all small and medium scale companies the case study.
The study is broken down into seven chapters
Chapter one is an introduction of the problem and its setting. The purpose, scope, aims and objectives of the study.
Chapter two is a detailed review of published related literature.
We will describe and analyze the eliciting system in chapter three, here, the objectives, performance and problem of the existing system will be studied. Also justification for a new system will be given.
In chapter four, we will deal with the design of the new system. The input and output specification and design will be carried out here, then the use case diagram and system requirement will be given.
Implementation procedures of the new system will be carried out in chapter five. This involves the program design, program flowchart, pseudocodes, sources program and the test run. Also, chapter six will contain the documentation. Finally, the conclusion, recommendation and references will follow in chapter seven