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. t
helps the e!ecutives to measure success in carrying out their plans, to
identify problems re"uiring e!ecutive attention and to attain company
ob#ectives. 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 $aritas %niversity &nugu. 'early all the tasks
2
manually performed by man some years back can now be done in
matter of seconds with computer technology. (ince 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 $aritas %niversity +mor#i 'ike &nugu was
established with the institution in ,anuary -., -//0. ,ustifiably, the
business centre of $aritas %niversity have the problem of keeping
ade"uate 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
3
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
1usiness centre of $aritas %niversity is to an e!tent manually
operated. The recording of sales of tickets and cash received are done
manually in a book, which looks2appears rough. Thus, the books or
files are e!posed to physical damage by ants and pests, accumulation
of dust particles3 this makes the contents to be lost, misplaced or even
altered. The long "ueue of students waiting to be attended to, on daily
basis, the fatigue, time wasting in daily reports of accounts to the
4
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. +lso to
promote efficient and "uality 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 $aritas %niversity &nugu. t will help in a good number of
ways to ease the "ueuing method in the business centre.
5
1.5 OBJECTIVES OF THE STUDY
The ma#or ob#ectives of this study is aimed at developing an
automated record keeping system others include
i. To save time 4fast inputting and accessing of records5
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 documents2records, 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
6
i!. To promote efficient and "uality delivery of services to
customers
1.6 SCOPE OF THE STUDY
The scope of the study covers the university as a whole and
users2customers from outside the university community
1. LIMITATIONS OF THE STUDY
This work is limited to business $entre %niversity &nugu due
to time and resource constraint.
1.! DEFINITION OF TERMS
A"#$%&#'$() This is the use of control system such as computer to
control and process data, reducing the need for human intervention
7
D&#&*&+,) This refers to a large store of related data on a computer
that can be access and modified by the user.
P&++-$./) 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.
R,0$./ S1+#,%) The act of using a computer system to store and
update information2data se"uentially in order to keep file security.
C$%2"#,.'3,/) T$ convert a based system to start using a computer
system to control, organize and automate something.
R,+,&.04) + careful study of something, especially to discover new
facts or information about it.
S1+#,%) (et of computer component 4that is, the assembling of
hardware, software and peripherals to function together.5
8
CHAPTER T5O
2.1 LITERATURE REVIE5
Keeping records is crucial for the successful management of a
business. + comprehensive recordkeeping system makes it possible
for entrepreneurs to develop accurate and timely financial reports that
show the progress and current condition of the business. 6ith the
financial report you can generate from a good recordkeeping system,
you can compare performance during one period of time 4month,
"uarter or year5 with another period, calculate trends and plan for the
business7s future.4 Rubin 8 1, -//9 5
&very entrepreneur enters the business world with personal assets in
terms of skills, interests, education, training, e!perience and ability.
9
(ome entrepreneurs are strong salespersons. These entrepreneurs
possess e!cellent people skills and hands:on product2service
knowledge that generate revenue for the firm. (ome entrepreneurs are
more management and detail:oriented. They like organizing,
developing policies and procedures and recordkeeping.
;or a business to be successful, its owner must possess a good blend
of these skills< sales, customer service, management and
recordkeeping. The sole proprietor must assume all the responsibility3
but if the business has more than one owner or employee, it has the
advantage of bringing sales, customer service, management and
detail:oriented persons together to cover all aspects of the business.
4=artley = >. -//05
2.2. P".2$+,)
10
The purpose of a good recordkeeping system is to provide
management information to use in operating the business. 1ecause
cash flow and profitability are closely tied to financial analysis, it is
vital that the entrepreneur understand the e!ternal and internal
financial factors that affect business. The recordkeeping system
provides the foundations for monitoring and measuring the progress
of the business. t provides a blueprint for fiscal control by monitoring
and measuring sales, costs of goods sold, gross profits, e!penses and
ta!es. The entrepreneur should be involved in setting up the
recordkeeping system and the chart of accounts, which includes
elements that are critical in managing the day:to:day operations of the
specific business. 48empester + ?, .@@95
11
2.3 C$%2.,4,(+'6, $6,.6',-
2.3.1 D,7'('(8 1$". *"+'(,++9+ .,0$./:,,2'(8;&00$"(#'(8 +1+#,%
The basis of your business7s recordkeeping2accounting system is the
chart of accounts, a listing by account name and account number that
defines the business. Most recordkeeping systems, whether manual or
computerized, begin with a generic chart of accounts. The problem
with using an unmodified generic chart of accounts is that the
standard account numbers are not specific to your business. &ach
business should have a uni"ue chart of accounts that reflects the
operation and market niche of that specific business. (uggested charts
of accounts may be modified to better reflect the actual assets,
liabilities, sales, costs and e!pense accounts of the specific business.
12
This re"uires owner2manager participation in developing and defining
the chart of accounts for the specific business operation.
&ach account should have a name and number that identifies and
defines it. +n account must tie to a specific type of business
transaction. f you define the types of business transactions that your
business will record, this will tell you how to set up the name and
numbering se"uence of each account that you will need to record,
monitor and maintained. 4+fifi +, -//A5
2.3.2 S'(8<, 6+. /$"*<, ,(#.1 .,0$./:,,2'(8
'ow you have laid out the blueprint for your recordkeeping,
monitoring and measurement systems. There are some other
considerations that will affect your recordkeeping functions. >ne
13
consideration is whether to use single entry or double entry
recordkeeping.
2.3.3 S'(8<, ,(#.1
(ingle entry is a simple listing of cash receipts and checks paid out. t
is not a debit2credit system. t records monies received in a cash
receipts #ournal 4cash in5 and monies paid out in the cash
disbursements #ournal 4cash out5. ;rom these two listings, a simple
profit and loss statement and cash flow statement can be developed.
The single entry can be kept manually on a notepad or #ournal with
columns labelled with your chart of account numbers.
2.3.4 D$"*<, ,(#.1
14
1ecause the double entry system is more sophisticated, an
understanding of bookkeeping principles is needed to implement it. +
small business with a limited number of transactions and employees
can get by on a single entry system, either manual or computerized.
+ll businesses re"uire accounts receivable controls, accounts payable
controls and pricing policies. ;or larger businesses with employees,
with different departments or with inventory to manage, it is wise to
implement a double entry recordkeeping system because it affords
checks and balances. 4Bittle R ,, -//-5
2.3.5 C&+4 6+. &00."&< .,0$./:,,2'(8;&00$"(#'(8
+nother consideration is whether you use cash basis or accrual basis
accounting for recordkeeping and reporting purposes. +ccording to
the %nited (tates nternal Revenue (ervice 4R(5, a business is
15
allowed to use either method, or a hybrid. +ccording to standard
accounting procedures, whatever method you choose for your first
fiscal year must be used in following fiscal years. $onsistency is
necessary for correct reporting. 4(ande C, -//D5
2.3.6 C&+4 *&+'+ .,0$./:,,2'(8
$ash basis recordkeeping is a simple concept. Eou only record sales
when you have actually received the monies2revenue. Eou only record
e!penses at the time you actually pay them. This is cash in and cash
out in its purest sense. 41urf ' 8, -//D5
2.3. A00."&< *&+'+ .,0$./:,,2'(8
+ccrual basis recordkeeping is also a simple concept. Eou record all
items2services you sell, whether or not the sale is cash or credit in the
current fiscal period. f credit, the remaining balance will be recorded
16
as receivable in the current fiscal period. +ccounts receivable are the
accrual. Eou have sold the item and it is recorded as sold for FFF
number of dollars. =owever, you have not received all the cash. The
customer is to pay you at a future date. The amount due is the
receivable amount. Eou have accrued, but not received the revenue.
The same principle is used with all e!penses. Eou record the e!penses
the business has incurred in the current fiscal period, not #ust the
e!penses you have paid in full. ?ayroll is an e!ample of an accrued
e!pense. >n 8ecember D., you might owe G-,0// in wages and GH//
in payroll ta!es3 although they have not yet been paid, you owe them.
Eou can accrue these e!penses with a recordkeeping entry and use
them in the current fiscal year against your income ta!. The same may
be done with e"uipment or inventory purchased on credit. 4$ompton
= K, .@@/5
17
f you produce, purchase or sell merchandise for income2revenue, you
must use an accrual or hybrid method for purchases and sales. This is
because you must take inventories into account in figuring your
ta!able income.
Remember that if you use a cash recordkeeping system for
income2revenue, you must use a cash system for e!penses. f you use
the accrual method for income2revenue, you must use the accrual
method for e!penses.
There are advantages and disadvantages to each method. The obvious
advantage to cash accounting is that it is simple to understand and the
easiest concept to apply. f you received or paid cash 4cash in2cash
out5, it counts as a revenue or an e!pense in the current fiscal year3
there are no accruals. + disadvantage of cash basis accounting is that
it can be difficult to get an overall view of the businessIs e!act
18
financial position. The records do not show all the revenue or
e!penses the business has incurred at the close of the fiscal year.
The primary advantage to the accrual accounting system is that it
gives the owner2manager a more accurate picture of the actual
financial performance of the business. The larger and more comple!
the business, the more important accrual accounting is as a
management tool. The disadvantage of the accrual method is that the
concept is more comple! to understand and to apply. The entrepreneur
must know and understand what revenues or e!penses are not
recorded in the books at the end of the fiscal period and make the
entries to record income2revenue and e!penses the business has
incurred but not yet received or paid.
>n the following pages are e!amples of a cash receipts #ournal 4cash
in5 and a cash disbursements #ournal 4cash out5 as e!amples of a cash
recordkeeping2accounting system. These are the basic #ournals
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re"uired to record the transactions of any business. ;rom these two
#ournals a simple profit and loss statement can be made on a monthly
basis for management understanding and control of a small business.
The chart of accounts and #ournals may be either a manual system
using columnar pads or a computerized system. &ntrepreneurs should
master a manual system before using a computerized system. 4Carba
(, -//J5
2.4 C$%2"#,.'3,/ .,0$./:,,2'(8;&00$"(#'(8 +1+#,%+
+ simple manual or computerized recordkeeping2accounting system
works well for a small business that is a sole proprietorship with a
small payroll and very little inventory. =owever, if a business has a
large payroll, inventory, accounts receivable, or accounts payable, a
computerized system may be better. &ntrepreneurs should understand
20
a manual accounting system very well before changing to a computer
system. $omputerized recordkeeping2accounting systems consist of
linking word processing, spreadsheet and database programs. The
following is a more comprehensive discussion of some aspects of a
computerized system. 4Bysons K $, -//.5
2.4.1 A00$"(#+ .,0,'6&*<, 0$%2"#,. %$/"<,
+n accounts receivable computer module assists in the management
of a large number of customer accounts. t keeps a running record of
all charges and payments. ts advantages include the capability of
sorting your customers by sales categories, the automated production
of customer statements, the capability to do aging analysis of your
accounts receivable and the ability to add reminder messages on
customer statements for overdue accounts. +n automated system
gives a business more efficient and effective management and control
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of customer charge accounts. + similar manual system is laboured
intensive and costly.
2.4.2 P&1.$<< 0$%2"#,. %$/"<,
+ payroll computer module can assist in the timely and accurate
management of the payroll function. t keeps a running record of all
payroll deductions per individual and cumulative totals of payroll
ta!es the business has withheld and must pay. ts advantages include
automated check writing and payroll records, ease in applying updates
or changes in ta! laws, ease in issuing 6:- forms to employees and
ease in issuing 6:D forms to the (ocial (ecurity +dministration.
22
&lectronic transfer of payroll data will be re"uired by the R( in the
future.
2.4.3 I(6,(#$.1 0$(#.$< 0$%2"#,. %$/"<,
+n inventory control computer module can assist in the management
of sales, pricing, costing and ordering of inventory. This is "uite
important on serial numbered items or high cost items, where
inventory turnover is crucial to the cash flow of the business. ts
advantages include ease in applying price increases3 availability of
current and accurate cost information for sales personnel3 and
automated reports on items to order, low sales or obsolete items, high
sales items and out:of:stock items. + computerized inventory control
system assists you to oversee and manage a large number of diverse
units in inventory. nventory control can be done manually, but the
23
computerized system saves you time that can be used to analyze your
total inventory and make informed purchasing and sales decisions.
2.4.4 A00$"(#+ 2&1&*<, 0$%2"#,. %$/"<,
+n accounts payable computer module assists in the management of
payables and cash flow. + computerized accounts payable system can
help you keep track of what is due when. t enables you to have an
overview of the aging of your accounts payable by the day, week and
month. This enables you to pay your bills on time, but not before they
are due. 6ith a computerized system you can look D/ days into the
future and see how much cash the business will need to meet
payables. This assists you in making the best use of cash flow to meet
the needs of the business and still pay creditors on a timely basis.
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2.5 Definitions of records management
n the past, 7records management7 was sometimes used to refer only to
the management of records which were no longer in everyday use but
still needed to be kept : 7semi:current7 or 7inactive7 records, often
stored in basements or offsite. More modern usage tends to refer to
the entire 7lifecycle7 of records : from the point of creation right
through until their eventual disposal. 4Monzerka R, -//-5
The (> .0JH@< -//. standard defines records management as KThe
field of management responsible for the efficient and systematic
control of the creation, receipt, maintenance, use and disposition of
records, including the processes for capturing and maintaining
evidence of and information about business activities and transactions
in the form of recordsK.
25
The (> defines .,0$./+ as Kinformation created, received, and
maintained as evidence and information by an organization or person,
in pursuance of legal obligations or in the transaction of businessK.
The nternational $ouncil on +rchives 4$+5 $ommittee on
&lectronic Records defines a .,0$./ as Ka recorded information
produced or received in the initiation, conduct or completion of an
institutional or individual activity and that comprises content, conte!t
and structure sufficient to provide evidence of the activity.K The key
word in these definitions is evidence. ?ut simply, a record can be
defined as Kevidence of an eventK.
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2.5.1 Practicing records management
+ Records Manager is someone who is responsible for records
management in an organisation. The practice of records management
may involve<
L ?lanning the information needs of an organization
L dentifying information re"uiring capture
L $reating, approving, and enforcing policies and practices
regarding records, including their organization and disposal
L 8eveloping a records storage plan, which includes the short
and long:term housing of physical records and digital
information
L dentifying, classifying, and storing records
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L $oordinating access to records internally and outside of the
organization, balancing the re"uirements of business
confidentiality, data privacy, and public access.
L &!ecuting a retention policy on the disposal of records which
are no longer re"uired for operational reasons3 according to
organizational policies, statutory re"uirements, and other
regulations this may involve either their destruction or
permanent preservation in an archive.
Records management principles and automated records management
systems aid in the capture, classification, and ongoing management of
records throughout their lifecycle. (uch a system may be paper based
4such as inde! cards as used in a library5, or may be a computer
system, such as an electronic records management application.
(> .0JH@<-//. states that records management includes<
28
L setting policies and standards3
L assigning responsibilities and authorities3
L establishing and promulgating procedures and guidelines3
L providing a range of services relating to the management and use of
records3
L designing, implementing and administering specialized systems for
managing records3 and
L ntegrating records management into business systems and
processes.
2.5.2 Managing physical records
Managing physical records involves different disciplines and may
draw on a variety of forms of e!pertise.
29
Records must be identified and authenticated. This is usually a matter
of filing and retrieval3 in some circumstances, more careful handling
is re"uired.
&. I/,(#'71'(8 .,0$./+
f an item is presented as a legal record, it needs to be authenticated.
;orensic e!perts may need to e!amine a document or artifact to
determine that it is not a forgery, and that any damage, alteration, or
missing content is documented. n e!treme cases, items may be
sub#ected to a microscope, !:ray, radiocarbon dating or chemical
analysis. This level of authentication is rare, but re"uires that special
care be taken in the creation and retention of the records of an
organization.
*. S#$.'(8 .,0$./+
30
Records must be stored in such a way that they are accessible and
safeguarded against environmental damage. + typical paper document
may be stored in a filing cabinet in an office. =owever, some
organizations employ file rooms with specialized environmental
controls including temperature and humidity. Mital records may need
to be stored in a disaster:resistant safe or vault to protect against fire,
flood, earth"uakes and conflict. n e!treme cases, the item may
re"uire both disaster:proofing and public access, such as the original,
signed %( $onstitution. $ivil engineers may need to be consulted to
determine that the file room can effectively withstand the weight of
shelves and file cabinets filled with paper3 historically, some military
vessels were designed to take into account the weight of their
operating procedures on paper as part of their ballast e"uation4modern
record:keeping technologies have transferred much of that
information to electronic storage5. n addition to on:site storage of
31
records, many organizations operate their own off:site records canters
or contract with commercial records canters.
0. C'.0"<&#'(8 .,0$./+
Tracking the record while it is away from the normal storage area is
referred to as circulation. >ften this is handled by simple written
recording procedures. =owever, many modern records environments
use a computerized system involving bar code scanners, or radio:
fre"uency identification technology 4R;85 to track movement of the
records. These can also be used for periodic auditing to identify
unauthorized movement of the record.
/. D'+2$+&< $7 .,0$./+
8isposal of records does not always mean destruction. t can also
include transfer to a historical archive, museum, or private individual.
32
8estruction of records ought to be authorized by law, statute,
regulation, or operating procedure, and the records should be disposed
of with care to avoid inadvertent disclosure of information. The
process needs to be well:documented, starting with a records retention
schedule and policies and procedures that have been approved at the
highest level. +n inventory of the records disposed of should be
maintained, including certification that they have been destroyed.
Records should never simply be discarded as refuse. Most
organizations use processes including pulverization, paper shredding
or incineration.
$ommercially available products can manage records through all
processes active, inactive, archival, retention scheduling and disposal.
(ome also utilizes R;8 technology for the tracking of the physical
file.
33
2.5.3 M&(&8'(8 ,<,0#.$('0 .,0$./+
The general principles of records management apply to records in any
format. 8igital records 4almost always referred to as electronic
records5 raise specific issues. t is more difficult to ensure that the
content, conte!t and structure of records is preserved and protected
when the records do not have a physical e!istence. 4Nenz C , -//J5
;unctional re"uirements for computer systems to manage electronic
records have been produced by the %( 8epartment of 8efence, the
'ational +rchives of &ngland O 6ales and the &uropean
$ommission whose MRM&R 4Model Re"uirements for the
Management of &lectronic Records5 specification has been translated
into at least twelve languages and is used beyond the borders of
&urope. 8evelopment of MRM&R was initiated by the 8BM ;orum,
funded by the &uropean $ommission.
34
?articular concerns e!ist about the ability to access and read
electronic records over time, since the rapid pace of change in
technology can make the software used to create the records obsolete,
leaving the records unreadable. + considerable amount of research is
being undertaken to address this, under the heading of digital
preservation. The ?ublic Record >ffice Mictoria 4?R>M5 located in
Melbourne, +ustralia published the Mictorian &lectronic Records
(trategy 4M&R(5 which includes a standard for the preservation, long:
term storage and access to permanent electronic records. The M&R(
standard has been adopted by all Mictorian Covernment departments.
+ digital archive has been established by ?R>M to enable the general
public to access permanent records.
&. E<,0#.$('0 T&= R,0$./+
&lectronic Ta! Records are computer:based2non:paper versions of
records re"uired by ta! agencies like the nternal Revenue (ervice.
35
There is substantial confusion about what constitutes acceptable
digital records for the R(, as the concept is relatively new. The
sub#ect is discussed in ?ublication 0HD and 1ulletin .@@9:.D, but not
in specific detail.
2.5.3 Current issues in records management
+s of -//0, records management has increased interest among
corporations due to new compliance regulations and statutes. 6hile
government, legal, and healthcare entities have a strong historical
records management discipline, general record:keeping of corporate
records has been poorly standardized and implemented. n addition,
scandals such as the &nron2+ndersen scandal, and more recently
records:related mishaps at Morgan (tanley, have renewed interest in
corporate records compliance, retention period re"uirements,
litigation preparedness, and related issues. (tatutes such as the %(
(arbanes:>!ley +ct have created new concerns among corporate
36
Kcompliance officersK that result in more standardization of records
management practices within an organization. Most of the .@@/s has
seen discussions between records managers and T managers, and the
emphasis has e!panded to include the legal aspects, as it is now
focused on compliance and risk.
?rivacy, data protection, and identity theft have become issues of
interest for records managers. The role of the records manager to aid
in the protection of an organization7s records has often grown to
include attention to these concerns. The need to ensure that certain
information about individuals is not retained has brought greater focus
to records retention schedules and records destruction.
The most significant issue is implementing the re"uired changes to
individual and corporate culture to derive the benefits to internal and
e!ternal stakeholders. Records management is often seen as an
unnecessary or low priority administrative task that can be performed
37
at the lowest levels within an organization. ?ublicised events have
demonstrated that records management is in fact the responsibility of
all individuals within an organization and the corporate entity. 4Kotler
?, -//95
+n issue that has been very controversial among records managers
has been the uncritical adoption of &lectronic 8ocument and Records
Management (ystems 4&8RM(5. >ne well known RM thinker, (teve
1ailey, has stated<
K+s far as the average user is concerned, the &8RM( is something
they didnIt want, donIt like and canIt use. +s such, its no wonder that
so few users accept them as one person once said to me )making me
use an &8RM( is like asking a plasterer to use a hammer*P
+nd now, finally, it is time to turn our eyes to the records
management profession itself. n my opinion, we have come within a
38
whisker of allowing our blind obsession with &8RM( to turn us into
an intellectually:sterile, vendor:led profession. ;or the best part of a
decade we have allowed others to do the thinking for us and have
come to rely on &8RM( as our intellectual:crutch. 1ut make no
mistake about it, the blame for this rests s"uarely with us. Bike
children following the ?ied ?iper, we allowed ourselves to be so
enchanted by the tune being played that we were led, without "uestion
or debate, wherever the technology took us.K 4 RM( 8ebate< The case
against &8RM(= as &8RM( been a successQ The case for the
prosecution, RM( $onference, &dinburgh -- +pril -//95
+nother issue of great interest to records managers is the impact of
social media, such as wikis, face book and twitter, on traditional
records management practice, principles, and concepts.
Related topics of current note include information lifecycle
management and enterprise content management.
39
2.6 D,#,.%'(, P.$7'# M&.8'(
Cood accounting records will indicate a business7s level of profit, and
provide specific information on the profitability of certain
departments or lines of goods within your business. (uch analysis is
important to avoid continuing product lines far beyond their
profitability. n most cases, you can avoid losses
if you maintain current records and analyze the information from
your records on an ongoing basis. 4%zor + M, -//J5
2. I%2.$6, C&+4 F<$-
Cood accounting records provide detailed reports of cash availability,
both on hand and in the bank, and of cash shortages or the diversion
of cash. (ince cash is your most li"uid asset, you must carefully
account for it. 4bidunni > (, -//J5
40
2.! U+, S"22<',. D'+0$"(#+
+ cash budget will provide the business owner with a pro#ection of
the availability of cash that may be used to pay invoices as they
become due. 8iscounts from suppliers for prompt payment can
amount to substantial savings. 4?erson M 6, -//.5
2.>M,&+".,P,.7$.%&(0,
finally, good business records help you measure your business7s
performance by comparing your actual results with the figures in your
budget and those of other similar businesses. 4+chumba $, -///5
2.10 RE?UIREMENTS OF A GOOD SYSTEM
the following criteria are essential to a good record:keeping
system<
L (implicity
L +ccuracy
41
L Timeliness
L $onsistency
L %nderstandability
L Reliability and completeness
There are several copyrighted accounting systems that can be
purchased and adapted to the individual business, or you may find it is
better to use a system specifically designed for your business and one
that meets the above:mentioned criteria. 4+gundu + , -//A5
2.11 C$%%,.0'&< R,0$./@K,,2'(8 S1+#,%+
Record:keeping systems are currently available from various sources
in the marketplace< stationery stores, publishers and business advisory
services. These systems either are specifically designed for a certain
type of business or are general enough to be used by many different
42
types of businesses. (ystems are
available for cash basis recording, accrual basis recording andfor both
single and double entry. 48awes ,, -///5
2.12 C$%2"#,.'3,/ R,0$./ K,,2'(8
$onsider using a computer for your business operations. $ompare
different software systems and make sure that the system you choose
provides accurate and timely information and offers more than
ade"uate presentation of accounting information for small businesses.
Bow:cost computer programs are available that can handle many of
the book entries that are necessary in a system that is maintained by
hand. +ppropriate hardware and a good general ledger software
program can offer you substantial assistance in recording business
transactions and summarizing the information
into appropriate accounting presentations.
43
$urrently available software allows you to enter transactions
individually3 these transactions are posted directly to the general
ledger. + printout at the end of a given period shows the individual
account activity, and also includes a balance and
total of the accounts and provides a trial balance presentation.
f the software is designed properly, it will provide appropriately
prepared financial statements 4balance sheet, income statements5.
4?eters M ?, -//05

CHAPTER THREE
METHODOLOGY SYSTEM ANALYSIS AND DESIGN
3.1 RESEARCH METHODOLOGY
44
Research methodology involves the specification of procedures for
collecting and analyzing data necessary to define or solve the problem
for which the research is embarked upon. The scope of the research
covers the business centre of $aritas %niversity in particular.
+. PRIMARY SOURCE< This involves oral interviews
conducted with various personnel in the business centre of $aritas
%niversity, reviewing and sharing their e!perience about the
difficulties they undergo in using manual record keeping system.
1. SECONDARY SOURCE< This includes the use of te!tbooks,
dictionaries, #ournals, newspapers and internet downloads to collect
data in order to understand the business centre.
C. OBSERVATIONAL METHOD< This involves my personal visit
to the business centre of $aritas %niversity during the business time.
observed the roughness of the office, the "ueue of students waiting to
be attended to, and the difficulties the staff faces in services delivery
45
3.2 ANALYSIS OF EAISTING SYSTEM
The e!isting system is a system that has been carried out in terms
of manual operation. + system in which all the methods of record
keeping is of a manual approach. $ritical analysis of this system
reveals that it is a system prone to errors. $areful analysis also shows
that because of the comple!ities of the manual system, information of
the record kept is difficult to retrieve2access. +ll the years, records
keeping in the business centre have been carried out through manual
system in a way that re"uires the clerk2attendant to register the sales
on a book3 a staff handles two to three works at the same time. ;or an
e!ample + staff is in charge of sales , photocopying and binding,
while he is selling items to students so many of others are waiting for
the photocopying, and some others waiting for binding. This makes
the business centre so crowded with customers with one or no one to
46
attend to them. (ometimes customers who wish to type a program or
make a research have to wait for hours due to insufficient systems to
be used. +s a result of the crowd, the attendant finds it very difficult
to have an accurate record keeping.
D.D OBJECTIVE OF THE EAISTING SYSTEM
The ob#ectives of the e!isting system is to provide computer
services to the customers
a. ?roviding computing capability, running programs and producing
report
b. ?rinting documents, providing operation services
47
c. ?roviding data entry services< This is to capture data into the
computer
d. ?roviding good performance
3.4 PROBLEMS OF THE EAISTING SYSTEM
The business centre management of $aritas %niversity &nugu has
following problem2weakness
a. $onsumes a lot of time and man power during compilation of
records.
b. Reference to record often becomes a problem because most of the
records are not easily found while some are being lost.
48
c. t takes a long time for any mistake to be rectified and sometimes it
throws the system into confusion.
d. The system does not calculate and give financial report at a glance
as such, the degree of decision making in urgent matters are not
practicable.
e. nability to detect faults within the system, in case of rectifying
fraud.
3.5 AUTOMATION OF RECORD KEEPING SYSTEM
$omputerized as defined in chapter one means to convert to computer
based system, to organize, control, or automate something. +lso to
input the details of data into the computer.
$oncern with the problems encountered in the previous manual record
keeping, the new record keeping system is taken into consideration.
49
This is to suggest processing improvements and software that would
alleviate problems with the application process and record keeping.
The proposed new system will improve the speed, integrity, "uality
and accuracy of service to customers. Many roles for humans in the
manual system could be automated for instance
&. t keeps the records of the business centre in the database
*. t stores the profile of the staff
0. t updates the records in the database
/. &nable the management to access the records easily
,. 8isplay proper accounts for the business centre
7. ?rotect the records2documents using password
50
3.6 OBJECTIVES OF THE AUTOMATED RECORD KEEPING
SYSTEM
8esign and implementation of the automated record keeping system
management is aimed at achieving some set of ob#ective
a. +ccuracy in the handling of database
b. &asy decision making
c. (trong and reliable database
d. Keep record of the data and time each input is made in the database
e. ;le!ibility< &asy access
f. &asy backup or duplicating data in disc in case of data loss
g. 8ivision of the business centre into sections for effective and
"uality services delivery.
51
CHAPTER FOUR
4.0 DESIGNB IMPLEMENTATION AND TESTING
4.1 SYSTEM DESIGN<
52
The ma#or factor taken into consideration in the design of the new
system is the issue of strong and reliable database for effective
record2data collection and processing and storage.
4.2 OBJECTIVE OF DESIGN
The main ob#ective of this study is to design and develop software
that will help to
&. Minimize the time wasting in processing records
*. +id in the efficient management of the business centre fund
0. +id in effective and efficient maintenance of records of
financial transactions to reflect the current fiscal records of the
department.
/. +id in generating a report that will be more meaningful to the
management.
53
4.3 IMPLEMENTATION
The automated record keeping is implemented using Microsoft visual
basic A./, Microsoft access database. RM81S
(ystem implementation follows the approval of the system proposals
and its ob#ectives, thus it is to arrive at a satisfactory, implemented,
completed, function evaluated of the automated system. The system
implementation embodies the preparation of resources, including
e"uipments and personnel with the testing of the system.
4.4 CHOICE OF PROGRAMMING LANGUAGE
The re"uirement of the automated record keeping system demands
that a capable programming language be used for its implementation.
=ence, Microsoft visual basic A./ was chosen. Misual 1asic A./ was
selected because it offers Rapid +pplication 8evelopment 4R+85
54
features that enables software developers to put up visually appealing
user interface design in less time. Misual 1asic A./ includes several
features to help you develop applications that access data, the data
source configuration wizard simplifies connecting your application to
data in database, FMB web services, and user:created ob#ects. 'ew
8& features in Misual 1asic A./ include predefined settings, task list
and error list enhancements, improved docking behaviour, the 8&
navigator window.
The code &ditor has several enhancements, such as word wrap,
incremental search, code outlining, and collapse to definition, line
numbering, colour printing and shortcuts. ;inally it has powerful
debugging facility that provides useful hints and suggestion for error
handling.
4.5 FILE DESIGN
55
;iles held in this pro#ect are made up of different data types. These
types are integer, character, double, date, etc. some of the files used
are designed and linked with database. +lso in the pro#ect design,
Microsoft access database was used. C(ee +ppendi! J for Table5.
4.6 INPUT SPECIFICATION
nputs are raw materialsTdata that are fed into the computer
for processing. The system accepts the input through the mouse and
the keyboard. The registering of the data of records is done via the
mouse and keyboard. The mouse plays an important role in closing
windows, validating password. The keyboard is used in entering the
te!t into te!t bo!es. 4(ee appendi! - for table5.
4. OUTPUT SPECIFICATION
56
+n output is the information 4result5 obtain form processing data,
which has been fed into the computer &.g. screen, printer etc. The
ma#or output document will be the accounts of the financial report and
the staff files. 4(ee appendi! D for table5
4.! SYSTEM TESTING
This involves testing the new system that has been designed to reveal
any weakness or deficiency before it is put into full operation or use.
.. 5, 4&6, #4, T$2@D$-( #,+#'(83 this testing starts from the
system, then to the sub: system, followed by the modules, the units.
-. B$##$%@ "2 #,+#'(8< This test stars from the units, to the
module then the sub:system, finally the system. The accuracy of this
system was tested using data, including wrong data to see if the new
system will achieve its ob#ectives.
57

CHAPTER FIVE
5.0 SUMMARYB RECOMMENDATION AND CONCLUSION
58
5.1 SUMMARY
This automated system has been able to enhance the service delivery
of $aritas %niversity business centre. t gives account of day to day
running of the business. Eou find out that it takes a long time to
access and retrieve records of past months2years, sometimes instead of
rectifying the problem it throws the previous system into confusion.
1ut with this automated system, the records of the centre are stored,
safe and secured, easy access and retrieval, easy production of reports
to managements, accuracy, integrity, time conscious, reduction of
fatigue and e!actness are the benefits brought by the automated
system.
59
5.2 RECOMMENDATION
thereby recommend this automated system to the management of
$aritas %niversity to be used in their business centre and every other
business centre out there that uses a manual method of record2file
keeping. They will find this system useful, to aid in their
computerization. Thus, the system will promote effective, efficient
and "uality services, also promote the profit oriented business centres.
5.3 CONCLUSION
The benefits of using automated record keeping cannot be over
emphasized. 1ecause, this system will surely increase the speed of
result, accuracy of results, eliminate cases of loss of data or missing
recording notes. ;inally, this system will encourage planning, at the
60
end, the aim of making profit will be achieved. Keep records, because
nothing can substitute C>>8 R&$>R8 K&&?'C.
REFERENCES
+chumba, .$. 4-//-5. Strategic Marketing Management in the 21
st
Century. $harlotte 4%(+5< Mac:6illiams and $apital
?ublishers nc.
Kotler, ?. 4-//D5. Marketing Management. 'ew ,ersey %(+< ?erson
&ducational nc.
Nenz, C . 4-//J5. Business Accounting 1. Bondon< ?itman ?ublication
Bimited.
61
Bysons, K $. 4-//.5. The Impact of ICT in Business Management.
=ollywood llinois< Richard 8 rion nc.
Monzerka, R. 4-//-5. Accounting and Record Keeping Management.
Bondon< 8.? ?ublications Btd.
1urf, ' 8. 4-//D5. e! Accounts Strategy. Bondon< %nderwood
?itman.
%zor, 8 M. 4-//J5. "undamenta# of Research and Beha$iora#
Sciences. %(+< +cademic ?ublishers Bimited.
bidunni, > (. 4-//J5. An Introduction to "inancia# Accounting.
badan< Bongman 'ig. Btd.
Bittle, R ,. 4-//-5. "inancia# Accounting< A %i$ision of Information
System. $alifornia< Cood Eear ?ublishing $ompany.
62
$ompton, = K. 4.@@/5. Accounting for Business. $olumbus >hio<
$harles &. Merry ?ublishing $ompany.
+gundu, + . 4-//A5. "inancia# Accounting< &rincip#es and &ractice.
Bagos< ;O( ?ublishers Btd.
8awes , 4-///5. 8evelopment in ;inancial Reporting. Bondon< ?hilip
+llan ?ublishers Btd.
(ande, C. 4-//D5. "oundation Accounting and Instruction Manua#
for
Accounting Students. Bondon< 8.? ?ublication Btd.
Rubin, 8 1. 4-//95. Computeri'ed Business Management. 'ew Eork<
,ohn 6iley and (ons Btd.
63
+ffifi, +. 4-//A5. Record Management. Bondon< %nder down ?itman.
?erson, + 6. 4-//.5. Auditing( an Instructiona# Manua#. Bondon<
+shore color ?ress Co spot.
?eters, M 8. 4-//.5. &urchasing Management Concept( &rincip#es
and
&ractice. >werri< 1on ?ublications Btd.
8wivedi, 8 '. 4-///5. Contemporary Management. %(+< McCraw
Co spot.
64
APPENDIA 1
65
FIG 1.1 5,<0$%, S0.,,(
APPENDIA 2
66
APPENDIA 3
TABLE 1.2 INPUT SPECIFICATIONS CSTAFF RECORDSD
67
F'8 1.3 O"#2"# +1+#,%
APPENDIA 4
68
FIELD NAME
DATA TYPE SIEE
8 B>'B>'C 'T&C&R J
'+M& T&F T&FT J/
+88 +88R&(( T&F T&FT .//
8+T 8+T& >; 1RT= 8+T 8+T&2TM& H
(&F (&F T&F T&FT ./
+C& +C& 'T 'T&C&R -
(T+ (T+T%( T&F T&FT -/
8+T 8+T& R&$R%T&8 8+T 8+T&2TM& H
U%+U%+B;$+T>' T&F T&FT 0/
?=> ?=>'& T&F T&FT -/
STRUCTURE FOR FILE STAFF TABLE 1.1
Main menu
Fie
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69
Top down design of 1usiness centre application fig ..J
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73
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74
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75
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77
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81
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82
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89
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93

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t!tname W KK
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$ombse! W K(elect (e!K
$ombrank W K(elect RankK
t!tbirth W KK
t!tage W KK
$ombstatus W K(tatusK
t!tphone W KK
t!t"aul W KK
96
t!temail W KK
t!tbasic W KK
t!tdate W KK
&nd f
&nd 6ith
&nd (ub
?rivate (ub cmdupdateV$lick45
6ith Record.8ata.
.8atabase'ame W +pp.?ath O KTReportsheet.mdbK
.Record(ource W Kselect X from RecordK
.Refresh
.Recordset.Move;irst
97
8o %ntil .Recordset.&>;
f main.Te!t..Te!t W .Recordset.;ields4K(T+;; 8K5 Then
.Recordset.&dit
.Recordset.;ields4K(T+;; 8K5.Malue W Record.t!tid.Te!t
.Recordset.;ields4K'+M&K5.Malue W Record.t!tname.Te!t
.Recordset.;ields4K+88R&((K5.Malue W Record.t!taddress.Te!t
.Recordset.;ields4K(&FK5.Malue W Record.$ombse!.Te!t
.Recordset.;ields4K?>(TK5.Malue W Record.$ombrank.Te!t
.Recordset.;ields4K8+T& >; 1RT=K5.Malue W
Record.t!tbirth.Te!t
.Recordset.;ields4K+C&K5.Malue W Record.t!tage.Te!t
.Recordset.;ields4K(T+T%(K5.Malue W Record.$ombstatus.Te!t
98
.Recordset.;ields4KR&$R%T&8 8+T&K5.Malue W
Record.t!tdate.Te!t
.Recordset.;ields4KU%+B;$+T>'K5.Malue W
Record.t!t"aul.Te!t
.Recordset.;ields4K(+B+REK5.Malue W Record.t!tbasic.Te!t
.Recordset.;ields4K?=>'& '>K5.Malue W Record.t!tphone.Te!t
.Recordset.;ields4K&:M+BK5.Malue W Record.t!temail.Te!t
.Recordset.%pdate
Record.t!tid.Te!t W KK
Record.t!tname.Te!t W KK
Record.t!taddress.Te!t W KK
Record.$ombse!.Te!t W KK
Record.$ombrank.Te!t W KK
99
Record.t!tbirth.Te!t W KK
Record.t!tage.Te!t W KK
Record.$ombstatus.Te!t W KK
Record.t!tdate.Te!t W KK
Record.t!t"aul.Te!t W KK
Record.t!tbasic.Te!t W KK
Record.t!tphone.Te!t W KK
Record.t!temail.Te!t W KK
&!it 8o
&nd f
.Recordset.Move'e!t
Boop
100
&nd 6ith
Msg1o! KEour 8ata =as 1een (uccessfully %pdatedK
%nload Record
&nd (ub
?rivate (ub Timer.VTimer45
8ate.$aption W 8ate
&nd (ub
?rivate (ub $heck.V$lick45
f $heck..Malue Then
Te!t..Te!t W Te!t..Te!t Y -///
&!it (ub
&lse
101
Te!t..Te!t W Mal4Te!t..Te!t : -///5
&!it (ub
&nd f
&nd (ub
?rivate (ub $heck-V$lick45
f $heck-.Malue Then
Te!t..Te!t W Mal4Te!t..Te!t Y -///5
&!it (ub
&lse
Te!t..Te!t W Mal4Te!t..Te!t : -///5
&!it (ub
&nd f
102
&nd (ub
?rivate (ub $ommand.V$lick45
f Te!t-.Te!t W KK Then
Msg1o! K &nter date plsK
CoTo .//
&nd f
6ith =+R8.8ata.
.8atabase'ame W +pp.?ath O KTReportsheetK
.Record(ource W K select X ;R>M =ardwaresK
.Refresh
.Recordset.+dd'ew
f $heck..Malue Then
103
.Recordset.;ields4Ktem.K5.Malue W =+R8.$heck..$aption
&nd f
f $heck-.Malue Then
.Recordset.;ields4Ktem-K5.Malue W =+R8.$heck-.$aption
&nd f
f $heckD.Malue Then
.Recordset.;ields4KtemDK5.Malue W =+R8.$heckD.$aption
&nd f
f $heckJ.Malue Then
.Recordset.;ields4KtemJK5.Malue W =+R8.$heckJ.$aption
&nd f
.Recordset.;ields4KTotal +mountK5.Malue W =+R8.Te!t..Te!t
104
.Recordset.%pdate
&nd 6ith
Msg1o! K(avedPPK
Te!t. W KK
Te!t- W K
.//
&nd (ub
?rivate (ub $ommand-V$lick45
%nload Me
main.(how
&nd (ub
?rivate (ub $ommand.V$lick45
105
f Te!t@.Te!t W KK Then
Msg1o! K &nter date plsK
CoTo .//
&nd f
6ith ?%R.?%R$=+(&
.8atabase'ame W +pp.?ath O KTreportsheet.mdbK
.Record(ource W Kselect X from ?urchasesK
.Refresh
.Recordset.+dd'ew
.Recordset.;ields4K8ateK5.Malue W ?%R.Te!t@.Te!t
.Recordset.;ields4Ktem.K5.Malue W ?%R.Te!t..Te!t
.Recordset.;ields4K+mount.K5.Malue W ?%R.Te!tH.Te!t
106
.Recordset.;ields4Ktem-K5.Malue W ?%R.Te!t-.Te!t
.Recordset.;ields4K+mount-K5.Malue W ?%R.Te!t9.Te!t
.Recordset.;ields4KtemDK5.Malue W ?%R.Te!tD.Te!t
.Recordset.;ields4K+mountDK5.Malue W ?%R.Te!tA.Te!t
.Recordset.;ields4KtemJK5.Malue W ?%R.Te!tJ.Te!t
.Recordset.;ields4K+mountJK5.Malue W ?%R.Te!t0.Te!t
.Recordset.%pdate
&nd 6ith
Msg1o! K(avedPPPPK
Te!t. W KK
Te!t- W KK
107
Te!tD W KK
Te!tJ W KK
Te!t0 W KK
Te!tA W KK
Te!t9 W KK
Te!tH W KK
Te!t@ W KK
.//
&nd (ub
?rivate (ub $ommand-V$lick45
%nload Me
main.(how
108
&nd (ub
?rivate (ub $heck.V$lick45
f $heck..Malue Then
Te!t..Te!t W Te!t..Te!t Y -///
&!it (ub
&lse
Te!t..Te!t W Mal4Te!t..Te!t : -///5
&!it (ub
&nd f
&nd (ub
?rivate (ub $heck-V$lick45
f $heck-.Malue Then
109
Te!t..Te!t W Mal4Te!t..Te!t Y -///5
&!it (ub
&lse
Te!t..Te!t W Mal4Te!t..Te!t : -///5
&!it (ub
&nd f
&nd (ub
?rivate (ub $heckDV$lick45
f $heckD.Malue Then
Te!t..Te!t W Mal4Te!t..Te!t Y -///5
&!it (ub
&lse
110
Te!t..Te!t W Mal4Te!t..Te!t : -///5
&!it (ub
&nd f
&nd (ub
?rivate (ub $heckJV$lick45
f $heckJ.Malue Then
Te!t..Te!t W Mal4Te!t..Te!t Y -///5
&!it (ub
&lse
Te!t..Te!t W Mal4Te!t..Te!t : -///5
&!it (ub
&nd f
111
&nd (ub
?rivate (ub $ommand.V$lick45
f Te!t-.Te!t W KK Then
Msg1o! K &nter date plsK
CoTo .//
&nd f
6ith soft.software
.8atabase'ame W +pp.?ath O KTReportsheet.mdbK
.Record(ource W Kselect X from (oftwaresK
.Refresh
.Recordset.+dd'ew
.Recordset.;ields4K8ateK5.Malue W soft.Te!t-.Te!t
112
f $heck..Malue Then
.Recordset.;ields4Ktem.K5.Malue W soft.$heck..$aption
&nd f
f $heck-.Malue Then
.Recordset.;ields4Ktem-K5.Malue W soft.$heck-.$aption
&nd f
f $heckD.Malue Then
.Recordset.;ields4KtemDK5.Malue W soft.$heckD.$aption
&nd f
f $heckJ.Malue Then
.Recordset.;ields4KtemJK5.Malue W soft.$heckJ.$aption
&nd f
.Recordset.;ields4KTotal +mountK5.Malue W soft.Te!t..Te!t
.Recordset.%pdate
&nd 6ith
Msg1o! KRecord savedK
%nload Me
113
main.(how
.//
&nd (ub
?rivate (ub $ommand-V$lick45
%nload Me
main.(how
&nd (ub
?rivate (ub $ommand.V$lick45
f Te!t-.Te!t W KK Then
Msg1o! K &nter date plsK
CoTo .//
&nd f
6ith soft.software
.8atabase'ame W +pp.?ath O KTReportsheet.mdbK
.Record(ource W Kselect X from (oftwaresK
.Refresh
.Recordset.+dd'ew
.Recordset.;ields4K8ateK5.Malue W soft.Te!t-.Te!t
f $heck..Malue Then
114
.Recordset.;ields4Ktem.K5.Malue W soft.$heck..$aption
&nd f
f $heck-.Malue Then
.Recordset.;ields4Ktem-K5.Malue W soft.$heck-.$aption
&nd f
f $heckD.Malue Then
.Recordset.;ields4KtemDK5.Malue W soft.$heckD.$aption
&nd f
f $heckJ.Malue Then
.Recordset.;ields4KtemJK5.Malue W soft.$heckJ.$aption
&nd f
.Recordset.;ields4KTotal +mountK5.Malue W soft.Te!t..Te!t
.Recordset.%pdate
&nd 6ith
Msg1o! KRecord savedK
%nload Me
main.(how
.// &nd (u
115