MEDICAL STORE MANAGEMENT SYSTEM

SYNOPSIS
ON
MEDICAL STORE MANAGEMENT SYSTEM

PRESENTED BY: PRESENTED BY:

SALEHA BEGUM RAUNAQUE KAHKASHAN
ROLL NO: 02/293 ROLL NO: 10/300
B.Sc CA(Hons.) B.Sc CA(Hons.)
PART-III PART-III

UNDER THE GUIDANCE OF:

Ms. MAMTA GUPTA
Signature

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CERTIFICATE OF ORIGINALITY

This is to certify that the project entitled " MEDICAL STORE MANAGEMENT SYSTEM " presented by SALEHA
BEGUM and RAUNAQUE KAHKASHAN , students of final year of B.Sc(CA) of KARIM CITY COLLEGE ,
Jamshedpur embodies the original work carried out independently by them with full dedication and
determination.

This project report is submitted to the department of B.Sc(CA) in partial fulfillment of requirement for
award of the BACHELOR degree in Computer Application under my supervision and guidance.

Signature of the guide:

Ms. MAMTA GUPTA

Dept. of B.Sc(CA)

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ACKNOWLEDGEMENT

Before entering to the content of the project, we would like to express our regards to those who were in
many ways a part of this project.

Firstly, it is our respected professor, namely Ms. Mamta Gupta whose guidance regarding the minor but
essential aspects in developing the project work was of great help.

Secondly, we would like to acknowledge our computer lab assistant, Mohammed Anzarul Haque, who
assisted us in running, modifying or debugging the application.

Equally important was the blessings and encouragement offered to us by honourable Head of Department
Prof. Anwar Shahab. We would also like to thank all our friends for encouraging us to complete our project.

Finally, it is our parents, whose support and blessings were as essential as guidance provided by our
respected professors.

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CONTENTS
S.NO TOPICS PAGE

1. INTRODUCTION 1
2. AIM & OBJECTIVE OF THE PROJECT 2
3. PROBLEM DEFINITION
4. FEASIBILITY STUDY
5. HARDWARE & SOFTWARE REQUIREMENT
6. LITERATURE SURVEY
 FRONT-END
 BACK-END
7. TABLE OR RELATION USED
8. DATA FLOW DIAGRAM
9. OVER VIEW OF E-R DIAGRAM
10. E-R DIAGRAM OF THE SYSTEM
11. DATABASE DETAILS
12. DATA STRUCTURE
13. SALIENT FEATURES OF THE PROJECT
14. LIMITATIONS OF THE PROJECT
15. FUTURE SCOPE
16. GLOSSARY

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INTRODUCTION

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INTRODUCTION OF THE PROJECT

The manual system is tedious and it is more error prone. We can handle our work much efficiently
with the computerized system and it helps to save our time and money. The popularity of the
computerized system is increasing day by day and most of systems are being computerized nowadays.
When people need to do the same job repeatedly then they usually make mistake, which causes the
problem in information representation. The computerized system avoids such error and makes the life
easier.

This project is basically related with the medical store where medicines are stored according to our
needs. It is widely recognized that pharmacist are knowledge workers and that pharmacy is a system
concerning drugs and their effects.

This software has been prepared for storing all the relevant information regarding the specific
drugs according to our requirement. Whenever we feed the name of any drug, the system will provide us
with complete information regarding the particular drug.

We are making an application for storing drugs information retrieval and information about
inventory , stock audit , cash flow and market capitalization of the firm and to make efficient purchase
entries for all items in respective ledger files.

All information regarding the commercial usage of drugs and pharmaceuticals dosage forms
including batch number , m.r.p, expiry dates have been assembled in our application.

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SALIENT FEATURES OF THE PROJECT

 USER FRIENDLY: Due to graphical inference and event driven programming, the system is
easiest to use rather than any text mode application.

 EFFICIENT AND FLEXIBLE: Object oriented approach made the system more efficient and
flexible.

 DATA TRANSPARENCY: The process pages are different than display pages and due to
restriction of the process to server only the actual coding and structure are hidden from the users.

 AVAILABILITY: Only need to connect with this system is a web browser and a connection to the
LAN.

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AIM OF THE PROJECT

 The Aim Of The Project is

 Reduce process time and manpower .

 Avoid complexities and error .
 Automatic updation of records .
 Provides Legibility i.e data should always be legible and so will avoid errors caused by
poor figures.

OBJECTIVE OF THE PROJECT

 The Objective Of the Project is

 Ease to access
 Fast and efficient
 Reduce manual work
 Avoid redundancy
 Reliability and integrity
 Accuracy
 Validation
 Security i.e. Authentication and Authorisation
 Error handling

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PROBLEM DEFINITION

 NEED FOR THE SYSTEM

The system is planned to achieve better organization of the records and facilitate user interaction .
Searching is difficult so it is done in a computerized way to make access of items or records easily
available .

The system is needed for better security , good presentation , make process reliable and
transparent .

 PROPOSED SYSTEM

The system will store details of all transactions in a systematic manner with transparency providing
total security.

The system stores each and everything in computerized form. It will store material details with its
name, quantity, rate and discount along with the vendor and their details. It also stores VAT
information.

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FEASIBILITY STUDY

A feasibility study is a preliminary study undertaken to determine and document a project’s viability. A
feasibility study entails identification, description, and evaluation of the proposed system and finally
selection of the best system that meets performance requirements.

First a project team is formed. The team develops system flowcharts that identify the characteristics of the
system, evaluate its performance and weigh cost data and select the best system for the job.

To do a feasibility study, we need to consider the economic, technical, and behavioral factors in system
development.

THE THREE CONSIDERATIONS IN THE FEASIBILITY STUDY

ECONOMIC FEASIBILITY: Economic analysis is the most frequently used method for evaluating the
effectiveness of the system.The software used in the project i.e. Visual Basic and MS-Access are cost
effective.

TECHNICAL FEASIBILITY: Technical feasibility centers around the existing computer system and to
what extent it can support the proposed addition. Both MS-Access and Visual Basic is easy to learn. These
are not complex softwares i.e. anybody can learn or use it easily .

BEHAVIOURAL FEASIBILITY: Behavioral makes an estimate of how strong a reaction the user
staff is likely to have toward the development of a computerized system. The softwares used provide a
friendly interface. Moreover, VB is event driven programming language.

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HARDWARE AND SOFTWARE REQUIREMENT

HARDWARE REQUIREMENT

Processor Intel Pentium Core2 Duo

Memory 1 GB RAM

System Type 32-bit OS

Mouse Optical mouse

SOFTWARE REQUIREMENT

Front End Visual Basic 6.0

Back End Microsoft Access

Interface 32 BIT ODBC interface
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Operating System Windows 7 Ultimate

LITERATURE SURVEY

FRONTEND : VISUAL BASIC

Visual Basic 6.0 is a robust, object-oriented, sophisticated and powerful development platform, ideally
suited for producing impressive Windows applications. The Visual Basic syntax forms the core of the
scripting languages built into all the Microsoft 97 and 98 applications like Word, Excel, Power Point, etc.

Why have we choosen Visual Basic ?

Many successful development environments are available, including Visual C++, Borland Delphi, and
PowerSoft's Power Builder. A good development system needs to keep up with the rapid changes in
desktop computing. VB is undergoing continual development and improvement at Microsoft.

The major advantages of VB are:

1. It is a powerful and complete Windows application development system that enables us to use
built-in functions and subroutines for dozens of different tasks.
2. It also provides capability to produce custom libraries and objects that can be loaded at runtime or
bound into the distributed application.
3. It is a hugely successful product preferred by millions of developers at virtually all skill levels.
4. It is well supported by third party products.

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5. It supports the principle of object driven design.
6. It is very flexible and user-friendly as it is a GUI (Graphic User Interface).

BACKEND : MS ACCESS

A back-end database stores data but does not include end-user application elements such as stored
queries, forms, macros or reports.

Microsoft Office Access, previously known as Microsoft Access, is a relational database management
system from Microsoft that combines the relational Microsoft Jet Database Engine with a graphical user
interface and software-development tools. It is a member of the Microsoft Office suite of applications,
included in the Professional and higher editions or sold separately.

MS Access stores data in its own format based on the Access Jet Database Engine. It can also import or link
directly to data stored in other applications and databases. Software developers and data architects can
use Microsoft Access to develop application software, and "power users" can use it to build simple
applications.

Like other Office applications, Access is supported by Visual Basic for Applications, an object-oriented
programming language that can reference a variety of objects including DAO (Data Access Objects), ActiveX
Data Objects, and many other ActiveX components. Visual objects used in forms and reports expose their
methods and properties in the VBA programming environment, and VBA code modules may declare and
call Windows operating-system functions.

DATA FLOW DIAGRAM

DFD is a way of expressing system requirements in a graphical form . A DFD is
also known as bubble chart , has the purpose of clarifying system requirements
and identifying major transformations that will become programs in system
designs .

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DFD SYMBOLS

In the DFD there are four symbols :

SYMBOL NAME SYMBOL MEANING

Rectangle Source of system data

Arrow Data flow (data in

motion)

Oval Process

Open rectangle Data store (data at rest)

ZERO LEVEL DFD

(CONTEXT DIAGRAM)

PAYMENT
VENDOR CUSTOMER

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MEDICAL STORE GIVES ORDER

ORDER MANAGEMENT
SUPPLY SALES/ PROVIDE ORDER
SYSTEM

SALES REPORT PROFIT/LOSS

MANAGER

1ST LEVEL DFD

ASK FOR MEDICINE CHECK AVAILABILITY

CUSTOMER 1. PURCHASE MEDICINE DETAILS

UPDATE PURCHASE INFO

RECEIVE MEDICINE INFO MEDICINE DETAILS

ORDERS
MANAGER 2. ORDER LIST
ORDER
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GIVES ORDER

UPDATE
ORDER DETAILS

CHECK ORDER
ORDER DETAILS
VENDOR SUPPLY 3. SUPPLIES

UPDATE
INVOICE DETAILS

UPDATE
MEDICINE DETAILS

RECEIVED RECEIPT DETAILS

OVERVIEW OF E-R DIAGRAM

The E-R model employes three basic notions:

1. ENTITY : An entity is an object , a thing , a structure in the real world that is distinguishable from
all other objects .

ENTITY SET : Entity set is a collection of entities which share same attributes or properties .

2. RELATIONSHIP SETS : A relationship is an association among several entities . A relationship set

is a set of relationshipsof same type .

3. ATTRIBUTE : An entity is represented by a set of attributes or properties . For each attribute ,

there is a set of permitted values called domain or value set of that attribute .

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SYMBOL NAME SYMBOL MEANING

Rectangle Entity Set

Diamond Relation Set

Ellipses Attributes

Underlined ellipses Key Attributes

Lines Link various objects of ER

E-R DIAGRAM

MED_NAME
O_NO
QTY
1 1 POWER
CONTAINS
ORDER DETAIL
PRICE

O_DATE
M_DATE
O_NO ORDER 1 ORDERS M MEDICINE
FOR E_DATE

DEL_DATE 1 1
MED_NAME
M BELONG
CMP_ID TO
SUPPLIED
GIVEN
BY
TO CMP_NAME
PH_NO M
TO
1 1 COMPANY CMP_ID
V_ID

CMP_ID VENDOR 1
GETTING CMP_ADD
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PH_NO 1 M

V_NAME GIVE
RECEIPT DETAIL

1
PRICE
QTY
INVOICE
MED_NAME MED_NAME RECEIPT_NO

I_NO BILL_NO
QTY

DATABASE DETAILS

 ORDER
 LOGIN
 VENDOR_DETAILS
 MEDICINE_DETAILS
 COMPANY_DETAILS
 INVOICE_DETAILS
 ORDER_DETAILS
 RECEIPT_BOOK
 RECEIPT_DETAILS

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DATA STRUCTURE

TABLE FOR ORDER

FIELDS DATA_TYPES CONSTRAINTS

ORDER_DATE DATE NOT NULL
ORDER_NO NUMBER PRIMARY KEY
DEL_DATE DATE NOT NULL
CMP_ID TEXT FOREIGN KEY

TABLE FOR LOGIN

FIELDS DATA_TYPES CONSTRAINTS

USER_ID TEXT PRIMARY KEY
PASSWORD TEXT PRIMARY KEY

TABLE FOR VENDOR_DETAILS

FIELDS DATA_TYPES CONSTRAINTS
V_ID TEXT PRIMARY KEY
V_NAME TEXT NOT NULL

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PH_NO NUMBER
ADDRESS TEXT
CMP_ID TEXT FOREIGN KEY

TABLE FOR MEDICINE_DETAIL

FIELDS DATA_TYPES CONSTRAINTS
MED_NAME TEXT PRIMARY KEY
POWER NUMBER PRIMARY KEY
M_DATE DATE NOT NULL
E_DATE DATE NOT NULL
CMP_NAME TEXT NOT NULL
PRICE_UNIT CURRENCY NOT NULL
QTY NUMBER NOT NULL
TOTAL CURRENCY

TABLE FOR COMPANY_DETAILS

FIELDS DATA_TYPES CONSTRAINTS
CMP_NAME TEXT

CMP_ID TEXT PRIMARY KEY

ADDRESS TEXT
PH_NO NUMBER

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TABLE FOR INVOICE_DETAIL

FIELDS DATA_TYPES CONSTRAINTS
I_NO NUMBER PRIMARY KEY
MED_NAME TEXT
PRICE_UNIT CURRENCY NOT NULL
QTY NUMBER NOT NULL
TOTAL CURRENCY
BANK_NAME TEXT
BRANCH TEXT
CHEQUE_NO NUMBER
CHEQUE_DATE DATE

TABLE FOR ORDER_DETAILS

FIELDS DATA_TYPES CONSTRAINTS
ORDER_NO NUMBER PRIMARY KEY
MED_NAME TEXT PRIMARY KEY
QTY NUMBER NOT NULL
M.R.P CURRENCY NOT NULL
ORDER_DATE DATE NOT NULL

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DEL_DATE DATE NOT NULL
CMP_ID TEXT FOREIGN KEY
POWER NUMBER

TABLE FOR RECEIPT_BOOK

FIELDS DATA_TYPES CONSTRAINTS
RECEIPT_NO NUMBER PRIMARY KEY
ORDER _NO NUMBER FOREIGN KEY
ORDER_DATE DATE
SUPPLY_DATE DATE
PRICE CURRENCY NOT NULL
PAID_DATE DATE
V_ID TEXT FOREIGN KEY

TABLE FOR RECEIPT_DETAILS

FIELDS DATA_TYPES CONSTRAINTS

RECEIPT_NO NUMBER FOREIGN KEY

BILL_NO NUMBER PRIMARY KEY

MED_NAME TEXT FOREIGN KEY
PRICE_UNIT NUMBER NOT NULL

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TOTAL NUMBER NOT NULL
QTY NUMBER NOT NULL

LIMITATION OF THE PROJECT

During the development of the particular project maximum effort has been made the system flexible as
much as possible in spite of all these there are some limitation, which are mentioned as follows:

 This system will be operated only in GUI environment.

 It requires costly hardware for running the system.
 This programme is worth for standalone machine cannot be used on network.
 This software is not a platform independent i.e. cannot be run on UNIX or LINUX hence lack
flexibility of cross platform operation.
 This system is user friendly because it is designed, supported with a graphical user.
 This system does not support old version of operating system.

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FUTURE SCOPE

The software is flexible, which can easily be modified as per future requirement. In every project, whether
large or small, always have some limitations no matter how so ever diligently developed. The constraints
which cause limitations hampers the estimated cost and span of time.

FOLLOWING ARE THE FUTURE SCOPE OF THE PROJECT:

 The proposed system can be future enhanced in a client-server computing environment for better
efficiency and real life application.

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 The system can be enhanced by dealing with the customers also.

 The system can include many companies and distributers that can contribute to more medicines.

 The system could also be made online.

 We can also use LAN connectivity.

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GLOSSARY

M_date Manufacturing date

E_date Expiry date
Med_name Medicine name
Rec_price Receiving price
M.R.P Maximum retail price
B_no. Batch name
Cmp_id Company id
Cmp_name Company name
V_id Vendor id
V_name Vendor name
Qty Quantity
I_no Invoice no
Del_date Delivery date
Ph_no Phone number

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CONCLUSION

This system keeps information regarding the medicine details, company details, vendor details , invoice
details , customer details , bill and reports. As earlier the user of the system has no such system of keeping
information about all these except orally remembering the information. Hence implementing of these
system will make the user of these system much more efficient.

The main achievements of these system are:

 This system improves the efficiency of the user and gives more satisfaction to them.
 It also provides various levels of securities to the system and its database.
 Maintains a huge data and maintains all the stated integrities.
 Provides form based input screen to accept various data into the system which gives various
information and the help needed for the data entry.

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BIBLIOGRAPHY

1. An Introduction to Databse Management System by “Bipin C Desai”.

2. Software Engineering by “Roger S. Pressman”..

3.Software Engineering by “Jalote”.

4. An Introduction to Databse Management System by “C. J. Date”.

6.Databse Concepts by “Korth, Silbertz”

7.Guide to Visual Basic 6.0 by “Nortan & Groh”

8.Visual Basic 6.0 by "Peter Aitken"

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