TABLE OF CONTENTS
CHAPTER ONE
1.0 INTRODUCTION
1.1 BACKGROUND OF THE STUDY
1.2 STATEMENT OF THE
PROBLEM
1.3 PURPOSE OF THE
STUDY
1.4 SIGNIFICANCE OF
THE STUDY
1.5 OBJECTIVES OF THE
STUDY
1.6
SCOPE OF THE STUDY
1.7 LIMITATIONS OF THE
STUDY
1.8 DEFINITION OF TERMS
CHAPTER TWO
2.1 LITERATURE REVIEW
2.2. PURPOSE:
2.3 COMPREHENSIVE
OVERVIEW
2.3.1 DEFINING YOUR BUSINESS'S RECORD KEEPING /ACCOUNTING SYSTEM
2.3.2 SINGLE VS. DOUBLE ENTRY
RECORD KEEPING
2.3.3 SINGLE ENTRY
2.3.4 DOUBLE ENTRY
2.3.5 CASH VS. ACCRUAL
RECORD KEEPING/ACCOUNTING
2.3.6 CASH BASIS RECORD KEEPING
2.3.7 ACCRUAL BASIS
RECORD KEEPING
2.4 COMPUTERIZED RECORD KEEPING/ACCOUNTING
SYSTEMS
2.4.1 ACCOUNTS
RECEIVABLE COMPUTER MODULE
2.4.2 PAYROLL COMPUTER MODULE
2.4.3 INVENTORY CONTROL
COMPUTER MODULE
2.4.4 ACCOUNTS PAYABLE
COMPUTER MODULE
2.5 DEFINITIONS OF RECORDS MANAGEMENT
2.5.1 PRACTICING RECORDS MANAGEMENT
2.5.2 MANAGING
PHYSICAL RECORDS
2.5.3 Managing electronic records
2.5.3 CURRENT ISSUES IN RECORDS MANAGEMENT
2.6 DETERMINE PROFIT MARGIN
2.7
IMPROVE CASH FLOW
2.8
USE SUPPLIER DISCOUNTS
2.9 MEASURE
PERFORMANCE
2.10 REQUIREMENTS
OF A GOOD SYSTEM
2.11 COMMERCIAL RECORD-KEEPING
SYSTEMS
2.12 COMPUTERIZED RECORD KEEPING
CHAPTER THREE
METHODOLOGY SYSTEM ANALYSIS AND DESIGN
3.1 RESEARCH
METHODOLOGY
3.2 ANALYSIS OF EXISTING SYSTEM
3.3 OBJECTIVE OF THE EXISTING SYSTEM
3.4 PROBLEMS
OF THE EXISTING SYSTEM
3.5 AUTOMATION
OF RECORD KEEPING SYSTEM
3.6 OBJECTIVES OF THE AUTOMATED RECORD KEEPING SYSTEM
CHAPTER FOUR
4.0 DESIGN, IMPLEMENTATION AND TESTING
4.1 SYSTEM DESIGN:
4.2 OBJECTIVE OF DESIGN
4.3 IMPLEMENTATION
4.4 CHOICE OF PROGRAMMING LANGUAGE
4.5 FILE
DESIGN
4.6
INPUT SPECIFICATION
4.7
OUTPUT SPECIFICATION
4.8 SYSTEM TESTING
CHAPTER FIVE
5.0 SUMMARY,
RECOMMENDATION AND CONCLUSION
5.1 SUMMARY
5.2 RECOMMENDATION
5.3 CONCLUSION
REFERENCES
APPENDIX I: Fig 1.1 Welcome Screen
APPENDIX
2: Table 1.2 Input Specifications
(Staff Records)
APPENDIX
3:
Fig 1.3 Output System
APPENDIX 4: Structure for file “STAFF”
TABLE 1.1
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 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 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 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.
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
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.
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.)
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