TITLE OF THE PROJECT

Medical
Shop
Information
System

Medical Shop Information System

Introduction

Today the world's most forward looking medical Shops are trying to
provide more reliable and accurate services in their field, offering
services to the customers and employees with all the available choices in
their interest. It may be a leading many different medical shops. Every
Shop nowadays is trying to computerize its activities to provide better
services to its customers. The aim is to automate its existing manual
system by the help of computerized equipments and full-fledged
computer software, fulfilling their requirements, so that their valuable
data/information can be stored for a longer period with easy accessing
and manipulation of the same.
This project, Medical Shop Information System also a step towards
offering more or less the similar features. This system enables to manage
and record the activities of whole medical Shop of multi-facility skills
only.

Medical Shop Information System

Objectives of the Project

The main objectives behind the development of this project are as

follows:
1) To assist the medical shopkeeper and wholesalers in capturing the
effort spent on their respective working areas.
2) To keep track of purchased medicines and stock status
3) To provide computerized sale and generate bill for a particular sale.
4) To keep and manage transaction from suppliers.
5) To maintain the payment system for supplier
6) To store the details of medicines category wise.
7) To search a medicine in stock.
8) To generate report of sale between two dates.
9) To generate the reports from various transaction table as per query.

Medical Shop Information System

Project Category

RDBMS CATEGORY

The

proposed system comes under RDMBS category, as there is

need to

store

and manipulate a huge amount of data related to

medicines, Sale , stock, suppliers, supply of products as per queries. The

project is capable to fulfill the requirement of the application area of
medical shop.

Medical Shop Information System

Input to the Project

Every software system works on its input. The system generates a

predetermined output on having the related input .on the basis of output the
requires inputs are thought .No system can produce output without having
the require input. The MEDICAL SHOP INFORMATION SYSTEM takes
its various inputs through its INFORMATION SYSTEM forms. The system
takes information about a particular MEDICINE through the module Add
New Medicine and uses some of these information in sale and stock
module .The system takes information about employee through the module
Add New Employee which keeps information about new added employee.
This information is also used in salary module to get the name and salary.
System take information about employees in the shop with their id, name
address and salary .These information are used input to the system through
the form Add New Employee.

Medical Shop Information System

Output of the Project

The software system are propose to generate some specific output for the
Specific organization .The system MEDICAL SHOP INFORMATION
SYSTEM is design to serve the specific purpose of shop .In various module
the output of one module become input to another module .The output of
generated in the form tabular report for the management purpose. The report
of transaction is generated from sale module. Another report is generated
from the salary table. This also tabular report to see status of salary paid
employee in shop. Another report is generated from the table also use the list
view feature of visual basic to display the information related table in a
particular module .List view is a graphical control which is used to
propagated information from a table desired query from the display them in
tabular form .

Medical Shop Information System

Analysis

DFD
Context Analysis Diagram (CAD)

USER

MEDICAL
SHOP
INFORMATION
SYSTEM

Update

USER

Access

DATABASE

0 LEVEL DFD

Medical Shop Information System

MEDICINE DATABASE

STOCK DATABASE

Update

Update

Access

Access

New Entry
Info

Stock
Detail Of
Medicine

Medi.
Info

Update

Medicine
Type
Detail

Medi.
Info

Updation
Of Stock

Medi.
Info

DISPLAY
STOCK
DETAIL

Access
MEDICINE DATABASE

1st Level DFD

Medical Shop Information System

Dumb
Quantity
Detail

MEDICINE DATABASE

Calculate
Quantity
Detail

Dumb
Info

Access.

Qty. Info.

Quantity
Detail

DIPLAY
DUMB
DETAIL

Qty. Info

Access

MEDICINE DATABASE

Access.
Qty. Info

Running
Quantity
Detail

Stock Info.

Stock
Enq.

Access.

Qty.
Info

Calculate
Running
Quantity

Stock
Detail
Qty. info

DISPLAY
RUNNING
DETAIL

MEDICINE DATABASE

Access.

Access.
Stock Info

Data And
Amount
Detail

Amou.
Info.

Calculate
Price

Price Info.

DISPLAY
PRICE
DETAIL

1st Level DFD

9

Medical Shop Information System

2nd Level DFD

DISPLAY
FAKE
ORDE
R

Update
PRODUCT DATABASE

Update
PRODUCT DATABASE

Update

Order
Detail

Calcula
te
Order

Order
Info

Order Info

Access

Access

Order
Info

Search
Fake
Order

Order Info
PRODUCT DATABASE

Access

Sale
Detail

Sale
Enquiry

Access

Access

Qty.
Info

Product
Quantit
y Detail

Calculat
e
Quantity

Qty.
Info

Qty.
Info

Check
Short
Quantity

Qty. Info

DISPLAY
QUANTIT
Y
DETAIL

Price Info

Price
Detail

Price
Info

Update
Access

Calculat
e Price

Price
Info

PRINT REPORT

Update
Access

PRODUCT DATABASE

10

Medical Shop Information System

Access

New
Supplie
r Detail

DISPLAY NEW
SUPPLIER
DETAIL

Supl.
Info

SUPPLIER

SUPPLIER

Access

Access

Supl.
Info

Access

Personal
Detail
Of
Supplier

Check
Supplie
r Type

Supl.
Info

Old
Supplie
r Detail

Supl.
Info

DISPLAY OLD
SUPPLIER
DETAIL

Supl.
Info

Access

Supplier Info

Supplier
Query

SUPPLIER

Supplie
r Detail

Calculat
e Daily
Payment

Payment Info

Access

DISPLAY DAILY
PAYMENT

SUPPLIER

Payment Info
Access

Paymen
t Detail

Payment
Info

Calculat
e
Monthly
Payment

Payment
Info

DISPLAY
MONTHLY
PAYMENT

Access

Access

SUPPLIER

Payment
Info

SUPPLIER

Access

Calculat
e
Balance

Balence
Info

DISPLAY
BALENCE

2nd Level DFD

11

Medical Shop Information System

Modules and their Description

a) Add New Medicine Module.

This module is to be used by Shopkeeper. Basically used for Add new
medicines available in market disrupted by the doctors and to be enlist
the number of medicine. In this module functions related to items are
done. For ex. Addition of new item, deletion and modification of existing
item, generation of item list etc. Purchasing of items from the supplier by
giving them order.

b) Sale Module
This module deals with the sale of medicines for the desired customers
and generating various reports such as Sale Repot, Stock Report, etc.
c) Stock Module
This module deals with the entry of the medicines which is taken by the
particular supplier. This module is used to bring new medicine including
the information of medicine such as

12

price, quantity, profit percent, etc.

Medical Shop Information System

d) Security Module
This module handles the security features of software. It checks for
unauthorized logins/accesses, unauthorized deletion/editing of records,
defining the access permissions to users, etc.
e) Supplier Module
In this module functions related to supplier are done. For ex. Addition of
new supplier, deletion and modification of existing supplier, generation
of supplier list etc.
This module handles the database of all suppliers with their full details
such as their name, address, contact numbers, etc.
f) Supplier Payment Module
This module provides the facility of creating or modifying the payment
of suppliers which are supplied us your products (medicines). Existing
works dynamically. This is very powerful feature of this application as it
lets the application work beyond the limited number suppliers available.
This is why this software is not static rather dynamic as far number of
available suppliers are concerned.

13

Medical Shop Information System

g) Worker Module
This module generates the worker information and keep tracks of the
total information about new employee which is come to the shop such as
name, address, job type, salary .
These information are used in salary form to pay them salary.

h) Salary Module
This module handles the process of salary given to workers, which comes to
the worker module on the basis of their jobs.

i) Report Module
This module handles the process of all types of report generation for e.g.
Bill generation, list of suppliers, list of

products etc. These reports are

very beneficial for both management and the customer. Bills are
generated for the customers.

14

Medical Shop Information System

Data Structures

The Proposed System includes following tables:

1) Medicine
2) Sale
3) Stock
4) Supplier
5) Suplier_pay
6) Worker
7) Salary
8) Supply

15

Medical Shop Information System

Table - Medicine
Stores the medicines related information at the time of entry.
Structure of the table

Field Name
Medi _cat
Medi _name
Price _ unit
Profit _ per

Data Type
VarChar
VarChar
Float
Int

Description
Category of medicine
Unique field for medicine name
Price of medicine
Profit percentage at medicine

Table - Sale
Stores the information of sold medicines to the customer.
Structure of the table

Field Name
Order number
Order_date
Medi _cat
Medi _name
Quantity
Price
Amount

16

Data Type
Int
Datetime
Varchar
Varchar
Int
Float
Float

Description
Number of order which is given by user
Date of order
Category of medicine
Name of medicine
Quantity of medicine
Price of particular medicine
Total amount after calculation

Medical Shop Information System

Table Stock
Stores information of the medicines purchased by the shopkeeper.
Structure of the table
Field Name
Medi _cat
Medi_name
Batch no.
Mfd_date
Exp_date
Quantity
Price
Profit
Supply date

Data Type
Varchar
Varchar
Varchar
Datetime
Datetime
Float
Float
Int
Datetime

Description
Category of medicine
Name of medicine
Batch number of medicine
Manufacturing date of medicine
Expiry date of medicine
Quantity of medicine
Price of particular medicine
Profit percentage at medicine
Supply date of products

Table - supplier
Stores all the suppliers information.
Structure of the table

Field Name
S_id
S_name
Address
City
phone

17

Data Type
Int
Char
Varchar
Char
Int

Description
Supplier identity
Supplier name
Address of suppliers
City name
Phone number of supplier

Medical Shop Information System

Table suplier_pay
Stores full details about suppliers payment information.
Structure of the table

18

Medical Shop Information System

Field Name
S _id
S _name
Medicine
Quantity
Price
Amount
Supply date
Pay_ date

Data type
Int
Char
Varchar
int
Float
Float
Datetime
Dateime

Description
Id of the supplier
Name of the supplier
Name of the medicine
Quantity of medicine
Price of medicine
Total amount
Date of supply products
Date of paid amount o supplier

Table - worker
Stores information about workers.
Structure of the table

Field Name
Worker _id
Worker _name
Job type
Address
Phone
Salary
Date

19

Data type
Int
Char
Char
Varchar
Int
Int
Datetime

Description
Unique Field for worker identity
Name of worker
Password of the User
Administrator Right
Phone number of worker
Salary of worker
Date of joining

Medical Shop Information System

Table salary
Stores salary information of workers.
Structure of the table
Field Name
Worker _id
Worker name
Salary
Date

Data type
Int
Char
Money
Datetime

Description
Unique Field for worker identity
Name of worker
Salary of worker
Date of payment

Table - supply
Store supply related information of products from suppliers.
Structure of the table

Field Name
S _Id
Medi _name
Quantity
Price
Total
Supply _date
Pay _status

20

Data type
Int
Varchar
Int
Float
Float
Date time
Date time

Description
Supplier id
Name of medicines
Quantity of medicines
Cost of product
Total amount
Due of supply products
Status of given/remained payment

Medical Shop Information System

Process Logic

New Medicine Entry

1) Start
2) Get medicine detail
3) Connect to database
4) Validate medicine detail
5) Store the details
6) Close connection
7) Stop

New Supplier Entry

1) Start
2) Get supplier detail
3) Connect to database
4) Validate medicine detail
5) Store the details
6) Close connection
7) Stop

21

Medical Shop Information System

Purchase
1) Start
2) Get details of medicine purchased
3) Get Supplier ID.
4) Connect to database
5) Validate medicine detail
6) Insert purchase detail to purchase table
7) Update supplier balance on the current date
8) Update the quantity in stock
9) Close connection
10) Stop
Sale
1) Start.
2) Get Generate order number
3) Get details of medicine purchased, one by one for the order number
generated.
4) Open Connection from database.
5) Validate information.
6) Add the details to the sale table
7) Update the stock table
8) Calculate the bill.
9) Print the cash memo.
10) Stop

22

Medical Shop Information System

Report Generation
The proposed system generates the following reports.

23

1)

Report of sale on a given date.

2)

Report of sale between two dates.

3)

Report of supplier payment

4)

Report of customer bill.

5)

Report of available stock.

6)

Reports of unpaid bills of suppliers.

Medical Shop Information System

Limitations of the Project

Although I have put my best efforts to make the software flexible,

easy to operate but limitations cannot be ruled out even by me. Though the
software presents a broad range of options to its users some intricate options
could not be covered into it; partly because of logistic and partly due to lack
of sophistication. Paucity of time was also major constraint, thus it was not
possible to make the software foolproof and dynamic. Lack of time also
compelled me to ignore some part such as storing old result of the candidate
etc.
The limitations of the project
The System can not be used for all types of Shop but, can be used to satisfy
the requirement of a specific shop
The System need Windows environment with having SQL Server 2000 and
VB 6.0 configuration to run.

24

Medical Shop Information System

Tools/Platform, Languages Used

Platform Used
WINDOWS XP

Back-End Tool
SQL Server 2000

Front End Tool

Visual Basic 6.0

Reasons for proposing the above tools

After looking the available tools and platform, we analyzed that Visual Basic
6.0 and SQL SERVER 2000 would be a better option to develop the
proposed system. As Visual Basic provides GUI interface, it was a better
option as far as location dependency, exception handling and network traffic
was concerned.
25

Medical Shop Information System

Thus it was ensured that this project would be technically feasible in Visual
Basic 6.0 as Front End and SQL SERVER 2000 as Back End platforms.
SQL Server provides an easy and quick way to design and handle database.
So SQL Server is chosen as back-end to the project
Windows X P is capable of running SQL Server 2000 and provides
client/server environment.

Hardware Requirements
1 PC at least Pentium IV, 512 MB RAM, 40 GB HDD, 1 Printer, Network
Adapter Card and other related peripherals.

NOTE >>
I am not doing this project for any client.

26

Medical Shop Information System

Future Scope

The

future

scope

of

this

project,

MEDICAL

SHOP

INFORMATION SYSTEM, is very wide. There are many additional

features, which are planned to be incorporated during the future
enhancements of this project.
The Future version of System we can add module to handle Doctors
record.
The future version can also handle the accounting of medical shop.
The Future version can be improved to provide functionality of working
as in a general purpose shop too.

27

Medical Shop Information System