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CHAPTER ONE

INTRODUCTION

1.0 GENERAL INTRODUCTION

As the world's economies globalize the pace of innovation accelerates, and the use of

economic business presses grows, business organization companies and companies policy

makers are pressured to find new way to remain competitive and to provide better

customer services to end users and constituents. Every business has numerous processes

some simple other complex and cumbersome. But as the business grows acquires new

customers enter new market and keep pace with cc- s:ant change in information

technology; companies need to maintain highly acetate and up to date accounting,

inventory and statutory records. This is v. -ere a computerized inventory system helps

simplify, integrate, and streamline all the business processes, cost effectively and easily

and helps presents the true picture of all the business undertakings to users of financial

reports. With the decrease in the price of computer and accounting programs, this method

of keeping books is coming popular (Raymond and Bergeron, 1992) Automation and

simplification of business to business transactions through the adoption of invoicing

standards is critical for faster and more accurate processing reduced costs greater

business agility and processes that meet appliance with all suit of business need.

Invoicing system also makes common tax verification activities less intrusive and

disruptive to core business activities. Invoicing offers significant advantage over paper

based processes. Processing invoice electronically, or as sophisticated as delivering straight

through processing that eliminate the need for manual intervention in common tasks.

Suppliers avoid the cost of paper printers,, enveloping and postage. Faster transmission of

the invoice and automated processing speed up account settlement. Automated processing

reduces

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opportunities for human errors that can have serious customers, partners, or tax

implications. By streamlining trade activities, invoicing fosters innovation,

competitiveness, and growth. The maintenance of electronic trade data in electronic

formats can streamline business reporting filing and compliance related task.

Essential drug have been defined by the world health organization (WHO) as the drug that

satisfy the health care needs of the majority of the population. They should therefore, be

available at all times in adequate amount and in the appropriate dosage at all level of the

most common local disease. The pharmaceutical shops are design to make the attainment

of the goals of providing customers with different suit of drugs. One of the essential

element of the Amira pharmaceutical limited in Zaria is the provision of essential drugs. It

is obvious; therefore, that the present situation in which the organization transacts with the

customers cannot be ensured is not conductive to the attainment of the goal of health for

all. Following Anthony (1965) and ken and Scott Morton (1918), computer based systems

are usually classified as either transaction processing system or decision support systems.

The researchers see it very vital to produce invoicing system for the organization. Invoice

processing system will be used for capturing, processing, storing and reporting of day to

day transaction that occur in a firm to replace the manual process the pros to errors.

1.1 BACKGROUND OF THE STUDY

When the amount of data grows in a company there is a need for a database system to store

the regularly. The need for an ant gallery database includes storing information, sales

information for monthly report. This project present the development of data management

systems for building cash information like the products sold monthly flow of cash, and

balance sheet information for the month.

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The objective is to design a data management system that can store information like art

work, and sales information.

In developing the database system, there will be a need to decide what the best tools are for

this. The client selected PHP and MYSQL, since they were familiar. In order to achieve

these goals, important question that are asked include "What is the information that will be

stored in the data base?" The data base is where the work begins; it includes creating the

models for each table in the database, analyzing the content of the table, designing the user

interface that the client will use to input data information into the database. The PHP and

MYSQL will be used for creating dynamic interaction in the data base, like generating the

invoice reference number for each customer that buys goods and wants make the payment

online.

1.2 BRIEF HISTORY OF AMIRA PHARMACY

Amira pharmacy was established in 2011 by Alh. Hashimu Garba Anchau. The pharmacy

is located at NO.8 Hospital Road Tudun Wada, Zaria. It has one branch in Anchau. The

office is Alkamar Medicine Centre, is located at NO.A/234 Sani Abacha way Anchau.The pharmacy performs various functions which include:

y A place where people buy drugs and medical cosmetics like antiseptic/medicated

soap, dusting powder, pampers, cotton wool, tissue paper e.t.c

> Where people can receive medical attention example injecting patient, treating cuts,

bruises and bums e.t.c

> And also people come for general medical advices.

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The research main concern is how the sales of drugs are carried out; the need for customer

are not monotonous which makes it necessary for them t have various needs of customers.

Moreover, it is equally important to part moderate prices on drugs, because at various

times, the higher price, the lower the patients chances of purchasing drugs and thereby

increasing portability rate in some disease condition. The pharmacy has to plan their prices

to enable people afford its drugs at all times. As we are now in the computer age

everything is been computerized for quick efficiency, analysis and accurate results. This is

not just limited to the scientific world but in all fields of human life. Now every business

organization concern with processing it operation in order to provide the most accurate and

current information and management data, such information may .include summary and

analysis of optional using statistical and quantitative techniques. This is easy done with the

aid of computers.

In the course of this project, the research has tried to computerize the sales data of the

pharmacy. The researched is aimed at using the computer to compliment the sales of drugs

so that the process will be efficient,

1.3 STATEMENT OF THE PROBLEM

The problem and inadequacies inherit in the manual invoice issued by shop keepers, and

sales control system in business transactions where many items are involved, the manual

cash invoice system becomes tedious and big to handle. Errors inherit in manual

calculation and balancing of sales lead to excessive cost operation and hence may lead to

wrong decision taking by the managers of a business form.

Customers come to purchase drugs with prescription from a doctor, the pharmacy issue the

drugs to the customers. There are people who have mild illness and come to order for

specific drugs. Example magnesium trisilicate for stomachache,

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panadol for headache, maldox for antimalaria, tutolin for cough, NAugmentine for

antibiotics e.t.c To mention a few invoice are issued to customers after purchase of drugs.

This is to ensure the accurate record keeping. The invoice number, the amount of drugs

bought and the date are recorded.

1.4 AIMS AND OBJECTIVES OF THE STUDY

The mam objectives of this project work is to develop an application called point of sale

for the following reasons

The case of which an organization attends to their customers to enhance business

productivity.

To maximize profit and gain

To manage and effectively control the pharmaceutical inventory

To see how much we can proffer solution to the above name problems through the

introduction of internet advertising and ordering system.

It is aimed that on competition of the work the problem of congestion and accident

experienced by customers would have being reduced to its best minimum.

Another objective of this study is to bring down the amount spends on advertisement and

thereby reducing the cost of running the business. All this is possible because the customer

need to visit the website, go through the goods in stock and select the ones they want to

order and it will be sent them through waybill.

The web page design is expected to be very friendly and interactive that customers won't

find it difficult to navigate through it.

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1.5 SIGNIFICANCE OF THE STUDY

The main significance of carrying out this study is not to help Amira pharmacy, but all

other pharmacies on the following important benefits

Computerization of information so as to have efficient service- in the pharmacy

when all information is properly handled.

Production available operational reports when needed.

Safeguard data and information in the system.

Reduce work load in the present system.

It makes the allocation of the bills easier and calculation is done with case and

great speed.

Keep accurate record on stock.

Reduce time wasted in data processing.

1.6 SCOPE AND LIMITATION OF THE STUDY

This project work is designed to cover all aspect of sales, purchases, and stock keeping a

business transaction in Amira pharmacy. The system incorporates the items stock

recording, stock taking and recording. Recording system monitors current store level and

determines whether new item must be ordered. This system keeps statistics of each item

usage to determine the quality to be ordered. And this has been limited to any sales of

drugs and this is important in the pharmacy.

1.7 MOTIVATION

The benefits of computer cannot be over emphasized the speed, flexibility, simplicity, and

case of tracking information as well as generating, processing information are some among

many that can be listed. Due to the existing manual method of operation in keeping record

of invoice in the pharmacy which is basically a heap of customers organized manually one

upon the other and with the increasing number of customers which makes the work of the

staff difficult, having realized that the need of cash invoice is required by the pharmacy.

CHAPTER TWO2.0 INTRODUCTION

Chapter highlights the relevant background information with respect to internet

technology and computer web based portal, it gives the relevant research with respect to

web-based information system. It also gives the overview of the existing system, its

problem and limitation, the proposed system, its features and its benefits.

2.1 LITERATURE REVIEW

The introduction of computer in invoice generating system has gone a long way to improve the ways in which various activities are done including the processes of issuing invoice and reduced the burdens encountered in the field work and administrative work when computers were not yet introduced.

The introduction of computer to this context help in acquiring the basic skills and knowledge that is required.

Pari so Bukola Deborah(2009), was one of the first student to carry out these research

work, Femi Erinosho (2012) went further to build more pn what Deborah did using a

different programming language they both explain how the command would use efficient

software to keep track of the transactions and every activities being carried out in an

organization.

According to Pariso Bukola Deborah (2009)" she design a software program that would

help keep track of the transactions using Microsoft access database, while Femi Erinosho

developed his own program using Microsoft Visual Basic.Net, which serve as the front

view of the program with Microsoft Access 2010 which serve as his backend. With the

research made so far, it is very important to improve the field of this study by going a long

way to improve the field of these programming techniques that the command will be using

to keep track of offenders record. I will go a long way to improve the field of this study

using to design and develop a program that the keep track of the transactions as far

invoice is concern. The literature review is wholly the products of my own efforts and

investigation based on the authorized information i got from the past writer and the

information 1 have been legally and helpfully given by Amira Pharmacy

2.2 BENEFIT OF COMPUTERIZATION

Accurate:- the computer satisfies the need for high degree of accuracy and its consistency

can be rely upon for information concerning a record of an offender, meanwhile the

computer does what is being instructed to do.

Efflciencyr:- computers have the ability to work all day to process information

effectively without having to sleep or rest.

Fast:- offenders record process would be achieved at a very high fast speed with fast

response time. This is because computer processed information often called data so

quickly that even the words used to describe the amount of time it takes them to do it, is

not common for example information that has range that are typed manually are now

computerized in the sense that they are set in a combo box for selection and this will

fasten the situation of tying manually. Update:- efficient means of modifying offenders

record is possible when the new system is developed.

Volume:- Computer process great quantities of information that would otherwise be very

difficult to repeat a similar record for two different offenders, the software program will

be suited for handling that aspect for instance, the offence being viola by the offenders.

2.3 INTERNET TECHNOLOGIES

The internet is the largest intercommunication network. It provides the capabilities for electronic communication. Users may send and receive various types of media through the computer network. Individuals use web brewer to request web pages from a particular website. The number of website in the internet is rapidly growing. Sajjo Jarasrongraweom and Somponjiwolsakul (2542:4) describe the internet as the largest public computer network inking hundred of thousands of individual network all over the world via the ICP/IP protocol. To access the internet, the individual computer uses IP Address to reference itself. There are several ranges of services provided by the internet.

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World Wide Web (WWW):- Is a system with universally standards for storing, retrieving, formatting, and displaying the information on the internet users browser the websites, and download relevant files using their web browser.

Uniform resource locator (URL):- Is the address of specific resources on the

internet. We must apply the connect method unless we could not connect to the

requested resource. When we apply the URL, we usually begin the requested

address with http://

Web client/web browser:- Is an application that interacts between user and web

server. Internet users usually use graphical web browser to browser the needed

information. The famous web browser are internet Explorer, Mozilla and

Netscape navigator. Web server:- Is a dedicated application that processes the requested information

form the web client. The request are made through the HTTP . protocol. Microsoft internet information services (IlS)and apache are examples of web server programs.

Database server:- Is a system designed to manipulated the database. Its primary

function is to store, retrieve, and manage the information. Database servers plays

an important role in the web services.

Internet:- Is the internet like computer network. Internet technology is similar to the internet technologies. It supports web authoring and bowering using web browser. Internet technology is now very popular, its growth-rate is extremely high as its is supported by many manufactures.

2.4 OPEN- SOURCE TECHNOLOGIES

There are many open source project. Apache, MYSQS, and PHP are all open source

projects that can be installed on a wide variety of platforms. Open source projects are

those applications that are made available to everybody to use, They are most popular on

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Linux(giving the acronym "LAMP")although windows-based Apache, MYSQL and

PHP installation are becoming increasingly popular, especially for developers. The open

source movement is a collaboration of some of the finest minds in programming and

development, which make up the open source community to make for easier

development and standardization of system, application and/or programs. By allowing

the open exchange of source code and other information, programmers form all over the

world contribute for making truly powerful and efficient pieces of software usable by

everyone.

2.5 APACHEApache all the work of web applications takes place on the server. A specific application, called web server will be responsible for communicating with the browsers. A relational database server stores whatever information the application requires finally a language is needed to broker requests between the web server and database server, it will also be used to perform programmatic tasks on the

information that comes to and from web servers. There are many web servers 00+ there,

the two major web servers dominate the market are Apache and Internet Information

Server (IIS). Apache' is a web server that is responsible for communicating with the web

browsers as well as the database using a scripting language such as PHP, ASP, ISP,

PERL and others.

2.6 MYSQL

MYSQL is a relational database management (RDMS), it Is a general purpose software

system that facilitates the process of defining, constructing and manipulating database

for various applications. Defining a database involves specifying the data o/pes,

structures and constraints for the data to be stored in the database. Constructing database

is the process of storing data itself on storage medium that is controlled by die RDBMS.

Manipulating a database includes querying the database to retrieve specific data,

updating the database to reflect changes in the mink world and generate -Reports from

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the data. MYSQL uses standard query language (SQL), the standard database query

language.

MYSQL is an open source, SQL relational Databases Management System (RDBMS)

that is free for many uses. Over the past ten years\, MYSQL has truly developed into a

World class product. MYSQL now competes with even the most feature rich commercial

database applications such as Oracle and Informix Additions in the' 4x series has

included much requested features such as transactions and foreign key report. All this

has made MYSQL the worlds most used open source database (converse et al, 2004).

It is the web development language written by and for the web developers. PHP stands for PHP Hypertext processor. The product was originally named personal Home page tools, and many people stiff think that's what the acronym name was selected by scope, a new and more appropriate name has selected by community vote. PHP is currently in its fifth major rewrite, called PHP.

PHP is a server-side scripting language processed by a web server and not by user's

browser. It can be embedded in HTML or used as standalone binary. The first version of

PHP was written by RasmusLerdorf in 1994, he was basically looking for a way to make

maintain his web page easier. The second version was more formalized version and

improved the original version called Personal Home Page Tools (PHP). The third

version was released in 1998; it was renamed at this stage from Personal Home Page

Tools to Hypertext Preprocessor PHP. Version four was released on 1 March, 2007 and

finally version five was released on February 8, 2007.

2.8 OVERVIEW OF THE EXISTING SYSTEM

The system that the pharmacy has been using since the inception is a system whereby most of its activities are carried out manually. These activities include keeping of records, cataloging, processing invoice, searching for some records, etc. So with the new proposed system, these activities will be carried out in a better way.

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2.9 INVOICE

An invoice is a document certifying the delivery of a product or the provision of a

service, showing the date of accrual and the amount payable in consideration for the

product or service provided.

The invoice contains the

o issuer's

o recipient's details,

o a description of the products

o services provided,

o unit prices,

o total prices,

o discounts and

o taxes.

It is considered to be fiscal proof of deliver}' of a product or provision of a

service affecting the tax-paying issuer (the seller) and the tax-paying recipient

(the purchaser). In another perspective, Electronic invoicing is the transfer of

invoices or equivalent documents from issuer to recipient electronically

(computer files) and telemetrically (from one computer to the other), these

being electronically signed using recognized (or qualified) certificates, which

have the same legal validity as paper-based invoices.

A specific definition can be found in Article I of Law 56/2007: "The electronic

invoice is an electronic document which fulfills all the legal and enforceable

requirements for invoicing, and which also guarantees the authenticity of its

origin and the integrity of its contents".

Even though there are several mechanisms for guaranteeing the authenticity of

origin, content integrity and legibility of both paper and electronic invoices from

the moment of issue to the end of the invoice retention period, the electronic

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signature is the most commonly-used form of electronic invoicing.

The terms electronic invoice, telemetric invoice and digital invoice are

interchangeable, even though the name most commonly used in the regulation

is electronically-transferred invoice (remission electronica) or transferred via

electronic means (remission pormedios electronicos). Usually, the term digital

invoice (factura digital) is used for the type of electronic invoice using a digital

signature to guarantee the authenticity and the integrity of the invoice.

Electronic invoices can be issued in different formats (EDIFACT, XML, PDF, html,

doc, xls, gif, jpeg or txt, among others), provided that the relevant legally

required contents are included and the authenticity and integrity requirements

are met, for example by incorporating the qualified electronic signature.

An invoice or bill is a commercial document issued by a seller to a buyer,

indicating the products, quantities, and agreed prices for products or services

the seller has provided the buyer (Jihad, 2009).

An invoice indicates the sale transaction only. Payment terms are independent

of the invoice and are negotiated by the buyer and the seller. Payment terms are

usually included on the invoice. The buyer could have already paid for the

products or sendees listed on the invoice. Buyer can also have a maximum

number of days in which to pay for these goods and is sometimes offered a

discount if paid before the due date.

In the rental industry, an invoice must include a specific reference to the

duration of the time being billed, so in addition to quantity, price and discount

the invoicing amount is also based on duration. Generally each line of a rental

invoice will refer to the actual hours, days, weeks, months, etc., being billed.

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In the rental industry, an invoice must include a specific reference to the

duration of the time being billed, so in addition to quantity, price and discount

the invoicing amount is also based on duration. Generally each line of a rental

invoice will refer to the actual hours, days, weeks, months, etc., being billed.

From the point of view of a seller, an invoice is a sales invoice. From the point

of view of a buyer, an invoice is a purchase invoice. The document indicates

the buyer and seller, but the term invoice indicates money is owed or^ owing.

Electronic invoicing systems must strive to deliver business efficiencies

through end-to-end automations that permit straight-through processing and

reduce costly

... errors and manual processes while improving productivity. Invoicing

systems must ensure the integrity and authenticity of data while complying

with legal constraints and permitting auditors to conduct their inquiries

unfettered by technical impediments (EU, 2006).

A typical invoice contains the following information:

The word invoice (or Tax Invoice)♦

A unique reference number (in case of correspondence about the invoice)♦

*t* Date of the invoice.

Credit terms.♦

Name and contact details of the seller♦

Tax or company registration details of ♦ s e l l e r N a m e and contact details of the buyer

Description of the product(s)♦

*Unit price(s) of the product(s) (if relevant)

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*** Total amount charged (optionally with breakdown of taxes, ifrelevant)

*** Payment terms (including method of payment, date of payment,

and details about charges for late payment) etc.

2.8 TYPES OF INVOICE

Invoice can be categorized based on various factors some of which include the following:

Standard Invoice

One of the most common choices, standard invoices are simple to create either on

paper or in digital format, yet complete enough for a wide variety of billing

transactions. This type is versatile enough to be used for new, established, frequent

or occasional clients. Standard invoices typically include the following information

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according to Semblance Systems Pty Ltd.: reference number, sent and due dates,

seller's name and contact information, itemized list of goods or services, price,

payment terms, and payment options.

Automatic Invoice

Regular billing cycles benefit from automatic invoicing, which is spontaneously

generated according to the client's terms. Details such as buyer information, seller

information, and service or product itemization are entered into the first invoice, and

then are used repeatedly for each subsequent billing. This type is particularly

beneficial for businesses whose customers have the same monthly pricing plans, such

is Internet service providers or health clubs selling memberships.

Pro Forma Invoice

Billing for payment before providing the service or product typically calls for a pro

forma invoice, whereby you revise or estimate the work to be done. Itemization of

this format includes the nature and value of product or service to be rendered, as well

as weight and transportation fees, if applicable, Electronic Invoicing This is not

necessarily the same as EDI invoicing. Electronic invoicing in its widest sense

embraces EDI as well as XML invoice messages as well as other format.

Self-billing Invoice

A self-billing invoice IS when the buyer issues the invoice to himself I (e.g.

according to the consumption levels he is taking out of a vendor-managed

inventory stock). The buyer (i.e. the issuer) should treat the invoice as an

account payable, and the seller should treat it as an account receivable.

Commercial Invoice

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A customs declaration form used in international trade that describes the parties

involved in the shipping transaction, the goods being transported, and the value of

the goods. It is the primary document used by customs, - and must meet specific

customs requirements, such as the Harmonized System number and the country of

manufacture. It is used to calculate tariffs.

Purpose of Invoice

The main purpose is to computerized the cash invoice generation system of a

business transactions taking in Amira Pharmacy Limited, Tudun Wada Zaria, This

will help the manager know when to make purchases of drugs, ascertain the exact

number of each drugs or stock available, to ascertain the stock that are either

mostly or sparsely sold as well as knowing the exact number of each drugs that are

lacking thereby helping to improve workflow in the organization. Moreover to

reduce time wasted in data processing and information retrieval. And finally to

Improve management activities, which will lead to improved productivity,

accountability and business management of the pharmacy.

Invoice Processing

Invoice processing involves the handling of incoming invoices fjpm arrival to post.

Invoices have many variations and types. In general, invoices are grouped into

two types: 1. Invoices associated with a request or purchase order 2. Invoices that

do not have an associated request. ( no purchase order). Most organizations have

clear instructions regarding processing incoming invoices. Different sets of

insttuctions are commonly found in most organizations regarding the handling of

purchase order invoices or non-purchase order invoices. The main department

that processes invoices is known as accounts payable department. The process

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involving a supplier invoice is also known as purchase-to-pay.

Typical Process

A typical process involving paying a supplier invoice begins at the arrival of

invoice it the door of the organization regardless of the methods of arrival

such as via email, postal mail, facsimile, etc. Once the invoice arrives, the

accounts payable clerk must ensure that the document is indeed an invoice.

Then the clerk classifies and sorts the invoice into various categories. The

definition of various categories is not always the same across different

organizations but is normally defined by each organization.

Automatic Process *

Technology has long enabled the automation of invoice processing from

arrival to post. This means that at arrival of the invoice, the same accounts

payable clerk will only need to scan the invoice into automation software.

The automation software then : inverts the invoice's scanned image into a

text researchable document. The different TTds on an invoice can also be

defined into the software so that it remembers which fields it should capture

and register into the ERP systems, for instance, the amount purchase, the

quantity, the supplier name, the supplier code, and so on. The benefits of an

automatic processing work flow may include reduced human error, on-

demand reports, and data resilience. Automated invoice processing system

vendors include Artsyl Technologies, Inc., PSIGEN, iPayables, Kofax,

Perceptive Software, Hyland Software, Open Text, Basware, Automation

Centre, ITESoft and ReadSoft. Most automation software today integrates

into common, organizational ERP systems such as4those offered by SAP,

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Microsoft and Oracle.

Automation Software

Pay Stream Advisors, an industry analyst, has defined accounts payable

automation as the solutions and services which automate the people and

paperbased processing

invoices for approval and posting into the accounting system. According to

the Document Imaging Report, issue no. 8-17-07, there are around 3757

invoice processing applications in the world.

In the 2008 report, "Optical Character Recognition: Invoice Imaging and Data

Capture for Accounts Payable," Pay Stream advisors writes:

Intelligent Data Capture (IDC) or learning systems enable end users to extract

content from invoices without the system having to learn the layout of the

invoice. Some intelligent engines are able to correctly sort batches on the fly,

locate data fields such as invoice and PO number, as well as line item v

information, and then extract the desired content from those data fields.

2.11 PROBLEMS AND LIMITATION OF THE EXISTING SYSTEM

The existing system of the school has the following problems:

• Poor Communication: there is no full communication between the

pharmacy, its staff and the customers for example; the absence of an

automated cash invoice generator may cause the pharmacy to spend a lot

of money in buying calculators, payment of unnecessary salaries to

cashiers who will carry out the work manually.

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• Time Consuming: the system consumes a lot of time in collection,

gathering, searching, and keeping of records of sales and purchases of

drugs in the pharmacy. Difficulty in locating some particular records due

the fact that so many records are kept manually. Besides, physical efforts

have to be made when carrying out these activities. '

© Prone to Damage: Paper based systems have to be kept safe for a period

of time. And these paper records are prone to be damaged easily by

various ways,

including human neglects and environmental threats. In addition, there is a

high possibility of losing some of these small sized paper records e.g.

receipt. Thus, proper care is necessary, making the whole process

tedious.

2.12 PROPOSED/NEW SYSTEM

The aim of the new system is to provide an alternative solution to solve

problems in the current system. The current way of the manual system

involves a lot of laborintensive work, time consuming, low security and poor

communication.

2.13 BENEFITS OF THE PROPOSED SYSTEM

Security: The new system will provide full security by restricting access to

authorized users. Hence improving the system dependability and reliability.

Speed: When the system is developed and implemented, the lengthy

process of information insertion and retrieval will be shortened.

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Accuracy: Ensure the information correctness, consistency and liability.

Instant delivery

When using online invoicing software, all you need to do is send emails to

clients containing links to an invoice online. They can also print the invoice

for future reference. All is done within minutes, and you do not have to

worry about problems at delivery.

Important cost savings

Online billing also saves money on paper, ink, and postal sendees.

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CHAPTERTHREE

RESEARCH METHODOLOGY

3.0 RESEARCH M ETHODOLOGY

Research can be defined as a systematic inquiry to describe, explain, predict and

control the observed phenomenon. Research involves inductive and deductive

methods (Babbie 1998), inductive methods analyze the observed phenomenon

and identify the general principles, structures or processes underlying the

phenomenon observed. Deductive methods verify the hypothesized principles

through observations. The purposes are different, one is to develop explanations

and the other is to test the validity of the explanations.

Methodology is defined as a system which comprises the principles, practices

and procedures which are applied to a specific branch of knowledge.

Methodology refers to the way in which information is found or the way

something is done. Methodology includes methods, techniques, and

procedures which are used to collect and analyze information.

In other terms Methodology is the systematic, theoretical analysis of the

method applied to a field of study, or the theoretical analysis of the body of

methods and principles associated with a branch of knowledge. It typically

encompasses concepts such as paradigm, theoretical model, phases and

quantitative techniques.

A methodology does not set out to provide solutions but offers the theoretical

-underpinning for understanding which method, set of methods to be applied

to a specific cases.

This study adopted a structural system analysis and design method. The

technique provides a hierarchy model, and a modeling process for logical

decomposing a problem into its parts, it is design to.i. Exposed details gradually in a controlled manner

ii. Encourage accuracy

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iii. Focus attention on data and activity relationship

The complete structural system analysis and design method model consist of both

activity diagrams with supporting text viewed from several perspectives.

The model begins with problems identification and definition. It document user’s

interview and documents the problems and its boundaries. The result is a

bounded functional model of what the problems are and what they are not, it

begins with getting through the study of the available information about the

problems to be analyzed. Its boundary and an SSADM model reflection current

operation, identifying issues needs and deficiencies (Whitelen 2000)

The techniques provides for decomposition of tackle system into components

which enables one to tackle the problems properly and hence this decomposition

stopped when a well-defined solution is gotten for that particular problem.

3slow is the method which I use in carrying out my project or in getting the data

needed for my project, the primary and secondary methods of data collection

3.1 METHODS OF DATA COLLECTION

Several methods/ techniques were use to gather information/ data but only

three(3) were considered useful in carrying out this research they includes:

a. PHYSICAL OBSERVATION: I took a closer look on the techniques of .

annual system by following up the step involved in recording a new offender.

b. I went to the internet to check on the Federal Road Safety Corp. website

www.frsc.gov.ng to get the historical background and other information

relating to this particular project

c. INTERVIEW:- this method is used by questioning Marshals to get the exact

picture on how offenders are booked and how their reports are kept.

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Effort were made to ensure that each response are understood, the

ultimate goal of the system and also to make the computerized keeping of

records of .offenders more useful.

3.2 INTRODUCTION

Methodology is the way in which you find information, methodology describe

how something will be (or was) done. The methodology includes the methods,

procedures and techniques use to collect and analyze information.

3.3 SOURCE OF DATA

There are principally two (2) sources of data: primary and secondary sources.

Primary Source

These are data collected by the research for purpose of demographic analysis. In

this method various methods are available ranging from interview, questionnaire,

records and documentation will be considered for use in this study.

Secondary Source -

These are data collected from other sources outside the ones mentioned above.

Here various methods are available ranging published and unpublished data like

textbooks, news papers and past project

3.3 SYSTEM DESIGNSystem design provide a details information of a new system, it requires an

acceptance by management as the requirement specification does. It purposes is

to transform the conceptual design into a detail one for information.

The system, is designed to ease the keeping of stock records as well as to ensure

an efficient and accurate computation of cash invoice. Also is the collection of

various component to work together to accomplish the task. There are three

major components namely: input, processing, and output.

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3.4 REQUIREMENT SPECIFICATION

Requirement specification comprises of the following

Input specification.

Output specification.

Software and hardware requirement

Input Specification.the aim of the program developed is to keep track of the inventory of sales at the

Amira pharmacy, as such the input of the program is designed in such a way so

as to facilitate easy management of data.

Basically data input to the program exists in many portions of the problem. First

and foremost before the program could be used, a record of drugs must be

entered to the program through the home page.

This comprises the description of the input data and their components, i.e.

record layout. And all these data items or field are the input data to be process

by the computer.

Output specification

This comprises of all the screen such as report on customers cash invoice, all

other related output screen and printed papers for the personal documents for

the personal document for the reference of the invoice.

Hardware Requirement

The hardware requirement for the implementation of this program is any modem

computer that has (preferable) a Pentium grade processor and the following

features for optional performance. Central processing unit (CPU) comprises

random Access Memory (RAM) Read only Memory' (ROM), and has substantial

memory capacity,

3.5 DATABASE DESIGN

A web database application is a long term memory that stores data (information)

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for the application. A database is an electric file cabinet that stores information in

an organization way, easy to find, when needed. Database can be small, with

structure for

example, database can contain the name and data of invoice or database can be

huge with extremely complex structures.

A web database application is design to help a user to accomplish the task. It can

be simple application that displays information in a browser window (for example

current job operating when the user selects job title) or a complicated program

with trended functionality. The database is the long term memory of the database

application. The application cannot fulfill its purpose without the database.

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3.6 ADVANTAGES OF DATABASE

Reduction of data redundancy (i.e. controlled redundancy)

Enhance of data integrity

Data independence is ensured.

Database facility, data sharing and integration.

It improved access data.

Centralized of security.

Reduction of cost.

3.7 DISADVANTAGES OF DATABASE

Complexity

Initial expense.

Need for substantial conversion efforts.

Need for special training of users.

3.8 SIGNIFICANCE OF THE METHOD USED

This work will be of little or no significance if certain problems are not pointed out me

existing manual system. Otherwise there will be no need for any other improvement.

The first obvious impediment of the continued use of the manual of keeping sales

records is the cost of maintaining the system. Money is :g spent annually to print file

jackets, receipt books, invoice etc, and the cost of capers used for documentation,

other stationeries plus overhead cost used in the recess.

ither setback is the inefficiency of the system is that files and records (e.g. -ipt books)

are being mixed, misplaced, mutilated or missed (lost) in the course ' cay to day

activities in the pharmacy, inaccurate figures are kept for the quantity crags left on

the shelves ,drugs disappear without trace etc. iging from the present technological

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trends in the world whereby almost tything is computerized, there is every need to

design a system that should take

ire of these lapses. The computerized program designed in this project not only ikes

care of these problem, but by far is faster to accomplish a task, very and up to ate

record at point in the time, insofar as it has been duly fed into the system.

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CHAPTER FOURIMPLEMENTATION AND DISCUSSION OF RESULT

4.0 INTRODUCTION

This chapter discusses the results obtained in the entire project work; the

implementation can be presented by means of the system developed under the

study which is the result of the data Input specification that is processed by the

computer.

4.1 SYSTEM TESTING

System testing involves the testing of the functional requirement specification

and :he system requirement specification. Both the functional and system

requirement specification describe the functionality that the system developed and

the users have agreed with it. System testing tends to be more of an investigatory

testing chase, where the focus is to have almost a destructive attitude test not only

the design, but also the behavior and even the believed expectation of the

untended ui'fr System testing is intended to test up to and beyond the bounds

defined in the ?: frware hardware requirement specifications. The two types of

testing are carried cut during the discussion of the result system. They are:

i. Functional testingii. Performance testing

FUNCTIONAL TESTING

This is the testing that required function from the software specification which can

be assessed, Functional testing typically involves:

a. The identification of functions that the software is expected to perform.

b. The creation of test data that will exercise those functions.

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PERFORMANCE TESTINGin software development, performance testing is determined how fast some

aspect of a system performs under a particular workload, performance testing

can serve as different purpose, it can compare two systems find which one

perform better, it can aIso measure what part of the system or workload causes

the system to perform badly, in the diagnosis cases, software engineers use tools

such as profilers to Measure what part of a device or software contributes most

to the poor Performance or to establish through level for maintained acceptable

response time.

4.2 SYSTEM REVIEW AND MAINTENANCE

This analyzed virtually all aspect of invoice generating system. User will find it very

easy to open after a substantial/orientation. To ensure the security of the system

it shall be access only by the user and management of the pharmacy using a

particular password. The management should also try to provide a light security

to these packages from viruses, warm, Trojan horses and other physical hazard by

lunching a powerful and latest antivirus and hardware security

FEATURES OF THE SYSTEM

Is a distinctive attributes or aspect of system, a part of the face making s s

contribution to its overall appearance.

HOME PAGE

This provides face description of the system, its objective and links of log in user to access it.

4.3

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CHAPTER FIVESUMMARY, CONCLUSION, AND RECOMMENDATION5.0 SUMMARY

This project work was aimed at computerizing the sales of drugs system r. pharmacy in order to make it

more effective, efficient and secured and was studied to developed application software and compare with

an automated system the application consisting of a database and user friendly interface designed with

PH?. MYSQL, HTML, and CSS. From this research work, it is evident that when proper computerization of all

data involving ordering and billing is carried out the pharmacy can always retrieve any information or check

financial calculation w ith case. A sales customer record can be keeping the record in the database, update

and also print on papers which can be effectively and efficiently. Whereby with ordinary filling system or

records keeping in book, it is difficult to find or locate information, especially when it involves a lot of

records (volumes) or if a very huge amount is to be calculated. The formula is simply fed into the program

code and computer does the calculation fast and accurate. These and more lead or tell why a

computerized-data is very importance.

5.1 CONCLUSIONw.

The primary aim of employing a computer system to replace an (manual) system of any organization is to

provide an efficient, accurate, fast and easy to operate, and higher performance of that system. This

system wall surely lead to great improvement of invoice system activities in the pharmacy. Indeed, most of

the problems encountered with manual method of invoice are now solved with computerization system.

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Thus, the versatility of computer is portrait with packages, which shows its capability

to handle both database and interface activities together and very efficiently.

It is important to note that computers are not restricted to a particular task. Thai

may only appear to you perhaps because you are using it for that task.

5.2 RECOMMENDATION

From this point of view, pharmacies especially larger ones are recommended to

computerize their services for better result or output. This project could be upgraded

to cover all areas of accounting and other financial aspect in the pharmacy. It is also

recommended that Amira pharmacy looks into this study and observe the benefit of

the work carried out for adoption in other to motivate future work and to enjoy the

favor of computerization especially in the accounting section for proper profit

generation and for fraud reduction or elimination.

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RamezElmasri and shankant B, Navathe (2002). Fundamentals of database system,

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Micheal V, Mannino (2001), "Database application Development and Design",

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