BCA Project Report - 054579669

FURNITURE SHOP MANAGEMENT SYSTEM

Project Report

September 2009

SCHOOL OF COMPUTER AND INFORMATION SCIENCESINDIRA GANDHI NATIONAL OPEN UNIVERSITY

MAIDAN GARHI, NEW DELHI – 110 068

File Name BCA Project Report Enrolmentnumber

054579669

Furniture Shop management system 2009

TABLE OF CONTENTS

1. Introduction....................................................32. Objectives.......................................................3

2.1 REQUIREMENTS..........................................................................3

3. Tools and Environment Used..........................44. Details of the Project......................................4

4.1 Functional Hierarchy...................................................................54.2 Module Details............................................................................54.3 INPUT/OUTPUT/PROCESSING LOGIC............................................94.4 Data Flow diagram [DFD].........................................................114.5 ER diagram...............................................................................144.6 Screen Shots.............................................................................154.7 Data base Details.....................................................................30

5. Limitations....................................................426. Scope of the future application.....................437. Bibliography..................................................438. Glossary........................................................43

Enrolment No: 054579669 BCA-IGNOU2 of 43


1. INTRODUCTION

This project is about furniture retail shop management system.

This project is aimed at developing the system for the furniture shop owners who can “efficiently” manage the business. This project is aimed at providing the required information from the available data for the shop owners to make the informed decisions and utilize the constrained resources in the best possible ways.

2. OBJECTIVES

The objective of the project is to develop the system which is required for managing the retail furniture outlet effectively.

The business requirement is described in the following section:

2.1 REQUIREMENTS

The requirements of retail furniture outlet management system are:

1) To have the facility to track the total inventory in the shop. This acquires utmost importance since the “inventory” in the shop should neither be too low or too high. It should be managed at “optimum” level. The system should assist in this direction to maintain the “right/optimum” level of inventory. This information assists in effective “supply chain management”.

2) To have the facility to track the purchase order and GRN [Goods Received Notes]

3) To track the repair details of the furniture. The repair could take place either in or outside warranty period. This information will assist the shop owner to keep track of nature and number of such defects and take suitable actions for the future.

4) To have the facility of customer order management system. This information helps to capture the repeat customers and valuable customer which will aid in arriving at discount for the furniture sale.



3. TOOLS AND ENVIRONMENT USED

FRONT END / GUI Tools Visual Basic 6.0

RDBMS/BACK END SQL Server 2005

APPLICATION BUSINESS LOGIC Visual Basic 6.0OPERATING SYSTEMS WINDOWS XP/VISTA, WINDOWS NTAPPLICATIONS RETAIL MANAGEMENT SYSTEM

Considering the facts that

1) This system is meant for retail outlets which are not part of any chain and exists as independent shops

2) No need to access the details across geographical locations

3) Number of users will be less

This particular architecture has been chosen. Web based architecture would be ideally suited for retail outlet which are part of larger chain of stores and there is a need to centralize the data base and provide the system across geographical locations. This will also remove the dependency of application installation at all the places.

This particular architecture requires installation of the application in each users computer.

4. DETAILS OF THE PROJECT

The proposed design for the project is described in the following sections

1) Functional hierarchy2) Module details3) Input /Output/Processing logic4) Data Flow Diagram [DFD]5) ER Diagram6) Screen Shots7) Data base design



4.1 Functional Hierarchy

Figure 1

The details of each of the module are explained in the subsequent sections.

4.2 Module Details

This section provides the details of the each of the module

Module Name:

Static Data ManagementModule Description:

As in any standard application, this system requires set of static data for the transaction processing. The transaction could be purchase of furniture from supplier or customer purchasing the furniture from the



shop.

Customer Master:

This is for the maintenance of the customer information. The details include name, address, telephone number and email id.

This customer information is captured for multi purposesA) To get in touch with customer in case there is a need for

communication with customer related to the orders or repair details

B) Profitability analysis customer wise: This is made possible since customer id is captured along with order information.

C) For using the frequent purchaser information for the purpose of providing special discounts.

Add, Modify and delete operations are possible for the customer records.

Product Type Master

This is for the maintenance of various product types. For example: Cot, Sofa would fall into this category.

Add, Modify and delete operations are possible for the product type master. Though it is very unlikely that deletion of product type will be required.

Product Master

This is for the maintenance of various product code for the given product type. This module helps to capture various categories of a particular product type.

Add, Modify and delete operations are possible for the product master.

Employee Master

This is for the maintenance of the employees working in the furniture retail outlet. This will also gets translated as the users of the system.



Currently this module design has been kept very simple. The “role” of the user or employee is not captured which can be used for “permission” handling.

Add, Modify and delete operations are possible on the employee data.

The delete operation has been provided to take care of employees leaving the shop.

Module Name:

Furniture Purchase managementModule Description:

This module will enable the user of the system to handle the purchases of the furniture from the supplier.

The user with the help of the stock report can determine whether there is sufficient stock of the furniture in the shop. If there is any need, then

1) In case the supplier is new one, add the supplier details to the system. This is to update the supplier master which can be used for further communications.

2) Based on the preferred suppliers, type of furniture available with them, place the “purchase order” with the supplier for the required type of product and quantity.

3) Once the goods are delivered by the supplier, GRN to be generated. This would capture received quantity.

4) User to verify the GRN with the purchase order and release the payment accordingly.

In future, this module can be enhanced for handling payment related activities.



Module Name:

Customer Order managementModule Description:This will be the most used module of the system. This assists the user of the system to take care of the “sale” of the furniture in the business.

1) Prospects can be provided with required details of the product and prices as a part of the customer enquiry.

2) If the prospect decides on purchase and if the details of the prospect is not available then details of the prospects like name, address and contact details are captured in customer management.

3) When customer selects set of product [ranging from 1 or more], order module to be used to capture the order details like product Id and quantity.

4) Once the order is confirmed, “invoice” is generated and which is presented to the user for required payment. This invoice will have the details of product Id, quantity, price and total amount.

5) Once the payment is made, delivery challan is produced from the system which can be used to track the delivery of the required furniture either at outlet or home delivery. The data from customer master data comes handy here.

Module Name:

Repair moduleModule Description:

This module assists the user to track the furniture which comes to the outlet for the repair. It may be possible that few furniture may have some warranty period and some kind of damages can be covered within the warranty period.

This module provides both the option of handling repair within and outside the warranty period.



The details of product Id, quantity and customer details are captured here.

Module Name:

Reports Module

Module Description:

As in any other information management system, reports forms the heart of the system. All the master data and transaction details are captured in SQL Server database. With this any direct and derived data is just one SQL away.

Just as a sample, stock report is provided.

With the help of table details furnished, one can customize or develop any new reports. The formatting for the report can be carried either using SQL itself or using tools like Crystal Reports

4.3 INPUT/OUTPUT/PROCESSING LOGIC

This section captures the input, output and processing logic details for few selected modules.

4.3.1 LOGIN Module:



4.3.2 Customer Master Maintenance (Under Static Data Module)

Enrolment No: 054579669 BCA-IGNOU 10 of 43

INPUT:

User id and Password

PROCESSING LOGIC:Check if user id and password is correct.

If validation is successful then access to the system is allowed

OUTPUT:Access to Main Menu

INPUT:

Customer NameCustomer AddressContact NumberEmail Id

PROCESSING LOGIC:Check if all the mandatory fields are filled

Check if customer record already exists or not.

OUTPUT:New customer record is

created


4.3.3 Customer Order Placing

4.4 Data Flow diagram [DFD]

This section provides level 0 and level 1 DFD.


INPUT:Customer NameOrder DateProduct NameProduct CodeOrder QuantityVAT %

PROCESSING LOGIC:Check if the stock is available

Populate the price corresponding to the product name and quantityCalculate the total settlement Amount

OUTPUT:

Create the customer order record with unique Order number.


Level 0 DFD



Level 1 DFD



4.5 ER diagram



4.6 Screen Shots

4.6.1 SQL Server 2005 – tables used in the project



4.6.2 SQL Server configuration Manager



4.6.3Visual Basic Project Explorer screen shot

4.6.4Login Screen

4.6.5 Start up screen





4.6.6Main screens from where operations will be carried out

4.6.7Menu details

4.6.8Sales Menu

4.6.9Repair menu



4.6.10 Purchase Menu

4.6.11 Master setup menu

4.6.12 Reports menu



4.6.13 Orders form



4.6.14 Delivery Challan



4.6.15 Tax Invoice



4.6.16 Repair with Warranty



4.6.17 Repair without Warranty



4.6.18 Purchase Order



4.6.19 Goods Received Notes



4.6.20 Product Type Master

4.6.21 Product Master





4.6.22 Employee Master

4.7 Data base Details

The following section provides the details of the each of the tables used in the project.

4.7.1 Furniture data base creation details

USE [master]GO/****** Object: Database [Furniture] Script Date: 09/29/2009 05:57:53 ******/CREATE DATABASE [Furniture] ON PRIMARY



( NAME = N'Furniture', FILENAME = N'D:\NNP\BCA\FMS\FMS\Data\Furniture.mdf' , SIZE = 2048KB , MAXSIZE = UNLIMITED, FILEGROWTH = 1024KB ) LOG ON ( NAME = N'Furniture_log', FILENAME = N'D:\NNP\BCA\FMS\FMS\Data\Furniture_log.ldf' , SIZE = 1024KB , MAXSIZE = 2048GB , FILEGROWTH = 10%) COLLATE SQL_Latin1_General_CP1_CI_ASGOEXEC dbo.sp_dbcmptlevel @dbname=N'Furniture', @new_cmptlevel=90GOIF (1 = FULLTEXTSERVICEPROPERTY('IsFullTextInstalled'))beginEXEC [Furniture].[dbo].[sp_fulltext_database] @action = 'enable'endGOALTER DATABASE [Furniture] SET ANSI_NULL_DEFAULT OFF GOALTER DATABASE [Furniture] SET ANSI_NULLS OFF GOALTER DATABASE [Furniture] SET ANSI_PADDING OFF GOALTER DATABASE [Furniture] SET ANSI_WARNINGS OFF GOALTER DATABASE [Furniture] SET ARITHABORT OFF GOALTER DATABASE [Furniture] SET AUTO_CLOSE OFF GOALTER DATABASE [Furniture] SET AUTO_CREATE_STATISTICS ON GOALTER DATABASE [Furniture] SET AUTO_SHRINK OFF GOALTER DATABASE [Furniture] SET AUTO_UPDATE_STATISTICS ON GOALTER DATABASE [Furniture] SET CURSOR_CLOSE_ON_COMMIT OFF GOALTER DATABASE [Furniture] SET CURSOR_DEFAULT GLOBAL GOALTER DATABASE [Furniture] SET CONCAT_NULL_YIELDS_NULL OFF GOALTER DATABASE [Furniture] SET NUMERIC_ROUNDABORT OFF GOALTER DATABASE [Furniture] SET QUOTED_IDENTIFIER OFF GOALTER DATABASE [Furniture] SET RECURSIVE_TRIGGERS OFF GOALTER DATABASE [Furniture] SET ENABLE_BROKER GOALTER DATABASE [Furniture] SET AUTO_UPDATE_STATISTICS_ASYNC OFF GOALTER DATABASE [Furniture] SET DATE_CORRELATION_OPTIMIZATION OFF GOALTER DATABASE [Furniture] SET TRUSTWORTHY OFF GOALTER DATABASE [Furniture] SET ALLOW_SNAPSHOT_ISOLATION OFF



GOALTER DATABASE [Furniture] SET PARAMETERIZATION SIMPLE GOALTER DATABASE [Furniture] SET READ_WRITE GOALTER DATABASE [Furniture] SET RECOVERY SIMPLE GOALTER DATABASE [Furniture] SET MULTI_USER GOALTER DATABASE [Furniture] SET PAGE_VERIFY CHECKSUM GOALTER DATABASE [Furniture] SET DB_CHAINING OFF

4.7.2 Customer

USE [Furniture]GO/****** Object: Table [dbo].[Customers] Script Date: 09/29/2009 05:58:26 ******/SET ANSI_NULLS ONGOSET QUOTED_IDENTIFIER ONGOCREATE TABLE [dbo].[Customers](

[Cust_ID] [int] IDENTITY(1,1) NOT NULL,[CustomerName] [nvarchar](50) COLLATE

SQL_Latin1_General_CP1_CI_AS NULL,[Address1] [nvarchar](50) COLLATE


SQL_Latin1_General_CP1_CI_AS NULL,[City] [nvarchar](50) COLLATE SQL_Latin1_General_CP1_CI_AS

NULL,[State] [nvarchar](50) COLLATE SQL_Latin1_General_CP1_CI_AS

NULL,[PINCode] [int] NULL,[ContactNo] [nvarchar](50) COLLATE

SQL_Latin1_General_CP1_CI_AS NULL,[EmailId] [nvarchar](50) COLLATE

SQL_Latin1_General_CP1_CI_AS NULL) ON [PRIMARY]

4.7.3 DC Items

USE [Furniture]GO



/****** Object: Table [dbo].[DC_Items] Script Date: 09/29/2009 05:59:01 ******/SET ANSI_NULLS ONGOSET QUOTED_IDENTIFIER ONGOCREATE TABLE [dbo].[DC_Items](

[ItemsID] [int] IDENTITY(1,1) NOT NULL,[DCNo] [nvarchar](50) COLLATE SQL_Latin1_General_CP1_CI_AS

NULL,[Product] [nvarchar](50) COLLATE

SQL_Latin1_General_CP1_CI_AS NULL,[ItemQty] [int] NULL,[ItemPrice] [int] NULL,[Amount] [int] NULL

) ON [PRIMARY]

4.7.4 DC Master

USE [Furniture]GO/****** Object: Table [dbo].[DC_Master] Script Date: 09/29/2009 05:59:36 ******/SET ANSI_NULLS ONGOSET QUOTED_IDENTIFIER ONGOCREATE TABLE [dbo].[DC_Master](

[DCNo] [nvarchar](50) COLLATE SQL_Latin1_General_CP1_CI_AS NULL,

[DCDate] [datetime] NULL,[Customer] [nvarchar](50) COLLATE

SQL_Latin1_General_CP1_CI_AS NULL,[DeliveredBy] [nvarchar](50) COLLATE

SQL_Latin1_General_CP1_CI_AS NULL,[SubTotal] [nvarchar](50) COLLATE

SQL_Latin1_General_CP1_CI_AS NULL,[TaxPercent] [nvarchar](50) COLLATE

SQL_Latin1_General_CP1_CI_AS NULL,[TaxAmount] [money] NULL,[GrandTotal] [money] NULL,[Remarks] [ntext] COLLATE SQL_Latin1_General_CP1_CI_AS NULL

) ON [PRIMARY] TEXTIMAGE_ON [PRIMARY]



4.7.5 GRN Items

USE [Furniture]GO/****** Object: Table [dbo].[GRN_Items] Script Date: 09/29/2009 06:00:33 ******/SET ANSI_NULLS ONGOSET QUOTED_IDENTIFIER ONGOCREATE TABLE [dbo].[GRN_Items](

[ItemsID] [int] IDENTITY(1,1) NOT NULL,[GRNNo] [nvarchar](50) COLLATE SQL_Latin1_General_CP1_CI_AS

NULL,[Product] [nvarchar](50) COLLATE

SQL_Latin1_General_CP1_CI_AS NULL,[OrderQty] [int] NULL,[RecQty] [int] NULL

) ON [PRIMARY]

4.7.6 GRN Master

USE [Furniture]GO/****** Object: Table [dbo].[GRN_Master] Script Date: 09/29/2009 06:01:06 ******/SET ANSI_NULLS ONGOSET QUOTED_IDENTIFIER ONGOCREATE TABLE [dbo].[GRN_Master](

[GRNNo] [nvarchar](50) COLLATE SQL_Latin1_General_CP1_CI_AS NULL,

[GRNDate] [datetime] NULL,[PONo] [nvarchar](50) COLLATE SQL_Latin1_General_CP1_CI_AS

NULL,[Supplier] [nvarchar](100) COLLATE

SQL_Latin1_General_CP1_CI_AS NULL,[Remarks] [ntext] COLLATE SQL_Latin1_General_CP1_CI_AS NULL




4.7.7 Invoice Items

USE [Furniture]GO/****** Object: Table [dbo].[Invoice_Items] Script Date: 09/29/2009 06:01:32 ******/SET ANSI_NULLS ONGOSET QUOTED_IDENTIFIER ONGOCREATE TABLE [dbo].[Invoice_Items](

[ItemsID] [int] IDENTITY(1,1) NOT NULL,[InvoiceNo] [nvarchar](50) COLLATE

SQL_Latin1_General_CP1_CI_AS NULL,[Product] [nvarchar](50) COLLATE


) ON [PRIMARY]

4.7.8 Invoice Master

USE [Furniture]GO/****** Object: Table [dbo].[Invoice_Master] Script Date: 09/29/2009 06:01:57 ******/SET ANSI_NULLS ONGOSET QUOTED_IDENTIFIER ONGOCREATE TABLE [dbo].[Invoice_Master](

[InvoiceNo] [nvarchar](50) COLLATE SQL_Latin1_General_CP1_CI_AS NULL,

[InvoiceDate] [datetime] NULL,[OrderNo] [nvarchar](50) COLLATE

SQL_Latin1_General_CP1_CI_AS NULL,[Customer] [nvarchar](100) COLLATE

SQL_Latin1_General_CP1_CI_AS NULL,



[SubTotal] [nvarchar](50) COLLATE SQL_Latin1_General_CP1_CI_AS NULL,

[TaxPercent] [nvarchar](50) COLLATE SQL_Latin1_General_CP1_CI_AS NULL,

[TaxAmount] [money] NULL,[GrandTotal] [money] NULL,[Remarks] [ntext] COLLATE SQL_Latin1_General_CP1_CI_AS NULL


4.7.9 No Warranty Items

USE [Furniture]GO/****** Object: Table [dbo].[NoWarrenty_Items] Script Date: 09/29/2009 06:03:31 ******/SET ANSI_NULLS ONGOSET QUOTED_IDENTIFIER ONGOCREATE TABLE [dbo].[NoWarrenty_Items](

[ItemsID] [int] IDENTITY(1,1) NOT NULL,[OrderNo] [nvarchar](50) COLLATE



) ON [PRIMARY]

4.7.10No Warranty Repairs

USE [Furniture]GO/****** Object: Table [dbo].[NoWarrantyRepairs] Script Date: 09/29/2009 06:02:22 ******/SET ANSI_NULLS ONGOSET QUOTED_IDENTIFIER ONGOCREATE TABLE [dbo].[NoWarrantyRepairs](

[OrderNo] [nvarchar](50) COLLATE SQL_Latin1_General_CP1_CI_AS NULL,



[OrderDate] [datetime] NULL,[InvoiceNo] [nvarchar](50) COLLATE






4.7.11Order Items

USE [Furniture]GO/****** Object: Table [dbo].[Order_Items] Script Date: 09/29/2009 06:03:54 ******/SET ANSI_NULLS ONGOSET QUOTED_IDENTIFIER ONGOCREATE TABLE [dbo].[Order_Items](




) ON [PRIMARY]

4.7.12Orders

USE [Furniture]GO/****** Object: Table [dbo].[Orders] Script Date: 09/29/2009 06:04:12 ******/



SET ANSI_NULLS ONGOSET QUOTED_IDENTIFIER ONGOCREATE TABLE [dbo].[Orders](


[OrderDate] [datetime] NULL,[Customer] [nvarchar](50) COLLATE

SQL_Latin1_General_CP1_CI_AS NULL,[SalesPerson] [nvarchar](50) COLLATE





4.7.13PO Items

USE [Furniture]GO/****** Object: Table [dbo].[PO_Items] Script Date: 09/29/2009 06:04:31 ******/SET ANSI_NULLS ONGOSET QUOTED_IDENTIFIER ONGOCREATE TABLE [dbo].[PO_Items](




) ON [PRIMARY]



4.7.14PO Master

USE [Furniture]GO/****** Object: Table [dbo].[PO_Master] Script Date: 09/29/2009 06:04:52 ******/SET ANSI_NULLS ONGOSET QUOTED_IDENTIFIER ONGOCREATE TABLE [dbo].[PO_Master](


[OrderDate] [datetime] NULL,[Supplier] [nvarchar](50) COLLATE





4.7.15Product Master

USE [Furniture]GO/****** Object: Table [dbo].[Product_Master] Script Date: 09/29/2009 06:05:14 ******/SET ANSI_NULLS ONGOSET QUOTED_IDENTIFIER ONGOCREATE TABLE [dbo].[Product_Master](

[ProductID] [int] IDENTITY(1,1) NOT NULL,[Product_Name] [nvarchar](150) COLLATE

SQL_Latin1_General_CP1_CI_AS NULL,[Product_Code] [nvarchar](50) COLLATE

SQL_Latin1_General_CP1_CI_AS NULL,



[ProductType] [nvarchar](50) COLLATE SQL_Latin1_General_CP1_CI_AS NULL,

[Material] [nvarchar](100) COLLATE SQL_Latin1_General_CP1_CI_AS NULL,

[Price] [money] NULL,[Stock] [int] NULL

) ON [PRIMARY]

4.7.16Product Type Master

USE [Furniture]GO/****** Object: Table [dbo].[Product_TypeMaster] Script Date: 09/29/2009 06:05:36 ******/SET ANSI_NULLS ONGOSET QUOTED_IDENTIFIER ONGOCREATE TABLE [dbo].[Product_TypeMaster](

[ProductTypeID] [int] IDENTITY(1,1) NOT NULL,[Furniture_TypeName] [nvarchar](50) COLLATE

SQL_Latin1_General_CP1_CI_AS NULL) ON [PRIMARY]

4.7.17Repair Order Master

USE [Furniture]GO/****** Object: Table [dbo].[RepairOrder_Master] Script Date: 09/29/2009 06:06:02 ******/SET ANSI_NULLS ONGOSET QUOTED_IDENTIFIER ONGOCREATE TABLE [dbo].[RepairOrder_Master](

[RepairOderID] [int] IDENTITY(1,1) NOT NULL) ON [PRIMARY]

4.7.18Supplier Master Table

USE [Furniture]



GO/****** Object: Table [dbo].[Supplier_Master] Script Date: 09/29/2009 06:06:33 ******/SET ANSI_NULLS ONGOSET QUOTED_IDENTIFIER ONGOCREATE TABLE [dbo].[Supplier_Master](

[Supplier_ID] [int] IDENTITY(1,1) NOT NULL,[SupplierName] [nvarchar](255) COLLATE



SQL_Latin1_General_CP1_CI_AS NULL,[City] [nvarchar](200) COLLATE SQL_Latin1_General_CP1_CI_AS

NULL,[State] [nvarchar](100) COLLATE SQL_Latin1_General_CP1_CI_AS

NULL,[PINcode] [int] NULL,[ContactNo] [nvarchar](50) COLLATE

SQL_Latin1_General_CP1_CI_AS NULL,[EMail] [nvarchar](100) COLLATE SQL_Latin1_General_CP1_CI_AS

NULL) ON [PRIMARY]

4.7.19Warranty Items

USE [Furniture]GO/****** Object: Table [dbo].[Warrenty_Items] Script Date: 09/29/2009 06:07:18 ******/SET ANSI_NULLS ONGOSET QUOTED_IDENTIFIER ONGOCREATE TABLE [dbo].[Warrenty_Items](



SQL_Latin1_General_CP1_CI_AS NULL,[ItemQty] [int] NULL,



[ItemPrice] [int] NULL,[Amount] [int] NULL

) ON [PRIMARY]

4.7.20Warranty Repairs

USE [Furniture]GO/****** Object: Table [dbo].[WarrantyRepairs] Script Date: 09/29/2009 06:06:53 ******/SET ANSI_NULLS ONGOSET QUOTED_IDENTIFIER ONGOCREATE TABLE [dbo].[WarrantyRepairs](


[OrderDate] [datetime] NULL,[InvoiceNo] [nvarchar](50) COLLATE






5. LIMITATIONS

1) There is no different profile of the users maintained in the system.

2) Permission system is not available.

3) What if analysis reports



6. SCOPE OF THE FUTURE APPLICATION

1) To create the profile for the users like ADMIN, General User etc.

2) To create the permission system which restricts or allow the specific operation as per the user profiles

3) Customer profitability reports

4) Report on “The average number of days taken for the repair”

5) Report on “Identification of regular customer” which will help in providing discount on the sales

6) Cost management system

7. BIBLIOGRAPHY

1) http://en.wikipedia.org/wiki/Data_flow_diagram

2) http://msdn.microsoft.com/en-us/sqlserver/default.aspx

8. GLOSSARY

GRN:

In business, goods received note [GRN] is generated whenever a delivery is made to the business. The GRN details what goods and quantities have been received and when. A copy of the GRN is sent to the accounts department to enable them to match it to the purchase order [That would have been raised when the goods were originally ordered from the supplier]

When the invoice is received, this is matched to the purchase order and GRN. Only if the details on all the three match up, is the invoice paid.

Invoice:

An invoice or bill is a commercial document issued by seller to the buyer indicating the products, quantities and agreed prices for products or services the caller has provided to the buyer. An invoice indicates the buyer must pay the seller, according to the payment terms.


http://msdn.microsoft.com/en-us/sqlserver/default.aspx

http://en.wikipedia.org/wiki/Data_flow_diagram

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BCA Project Report - 054579669