A MINI PROJECT REPORT ON

Medical Shop Management System

Submitted in partial fulfilment of the requirements for the award of the
degree of
Bachelor of Technology
In
COMPUTER SCIENCE AND ENGINEERING

Submitted by :
Akhila A R (13402009)
Neethuraj R(13402041)
Shefali A S (13402054)
Silpa Sreekumar (13402055)
Sreya Chandrans(13402059)
Department of Computer Science And Engineering
Sree Chitra Thirunal College of Engineering,
Thiruvananthapuram 695018

October 2015

SREE CHITRA THIRUNAL COLLEGE OF

ENGINEERING
THIRUVANANTHAPURAM-18

CERTIFICATE
This is to certify that this mini project entitled MEDICAL SHOP
MANAGEMENT SYSTEM submitted by AKHILA A R (13402009),
NEETHURAJ R (13402041), SHEFALI A S (13402054), SILPA
SREEKUMAR (13402055), SREYA CHANDRANS (13402059) of S5
Computer Science and Engineering is in partial fulfilment of the requirement
for the award of B.Tech degree in Computer Science of the University of Kerala
is a bona fide record of the mini project presented during the academic year
2015.

Mini Project Co-ordinator

Head of Department

Lekshmy D Kumar

Soniya B

Assistant Professor

Head of Dept. of CSE,

Dept. of CSE, SCTCE

SCTCE

External Examiner

Acknowledgement
Before we get into the thick of things, we present our wholehearted
compliments, with higher regards and warm thanks to one and all, who were the
backbone behind the project.
We give all glory and honour to Almighty God whose blessings and
help made this endeavour a success. We wish to express our sincere thanks to
our principal, Dr. Shaji Senadhipan, for providing an opportunity to undertake
this project. We hereby acknowledge our sincere thanks to Dr. Soniya B, our
H.O.D for her invaluable remarks and supervision in completing this project
work successfully.
Also we would like to express our boundless thanks and gratitude
to Assistant Professor. Lekshmy D Kumar and Preeja V for their valuable
guidance and suggestions in the whole course of our mini project activities. It
also would be unfair if we do not mention the invaluable contribution and
timely co-operation extended by staff members and also lab technicians of our
department.
We would like to thank our Institution without which this project
would have been a distant reality. We also extend our heartfelt thanks to our
family and well wishers.

Contents
1. Abstract 1
1.1. Existing System.1
1.2. Proposed System....1
2. Introduction2
2.1. Overview of project2
3. Scope and Features.....3
4. Project Characteristics4
5. Drawbacks..4
6. Goal and Objectives4
7. Requirements..5
7.1. Project Features5
7.2. User classes and characteristics5
7.3. Operational Environment.6
7.4. Design and Implementation Constraints..6
7.5. Software and Hardware Requirements6
7.6. Functional Requirements.7
7.7. Non functional Requirements..7
7.8. Performance Requirements..7
7.9. Safety Requirements8
7.10. Security Requirements.8
7.11. User Requirements...8
8. Data Dictionary..8
8.1. Tables Used.8
8.2. E R Diagram...11
8.3. Data Flow diagram 12
8.4. Structure.13
9. Screenshots.. 14
10.Conclusion18
11.Bibliography.19
12.APPENDIX..20

ABSTRACT
The Medicity Project is designed and developed mainly for medical store to
maintain the details of staff, customer, dealer, stock details, sales details and bill
details. This software is designed to ease the work load of medical shop
professionals. The main features of the software include inventory and stock
control accounting and customer management. It prevents the difficulty of
manually maintain the records related to stock and cash flow. This software

keeps track of all products of medical shop and manages the records in efficient
and organised form.
EXISTING SYSTEM:

The system is totally manual.

The manual system required more time for processing.
Stock calculation is done manually.
All the transactions are recorded manually on paper or register.
Searching of information is difficult.
Present system is tedious and not user friendly.

PROPOSED SYSTEM:
New system decreases chance of error.
This system is used to maintain the information such as stock,

purchase,sales etc.
Reduce the time.
We can search the information very fast.
Easy to generate bill in new system.
Workload and manpower is reduced.
Report generating is very fast.
The new system required less time for completion of any work.

INTRODUCTION
The Medicity software is designed and developed to automate the process of
manually maintaining the records related to the subjects of maintaining the
stock and cash flow. As this is generic software, it vcan be used by a variety of
outlets, for example retailers and wholesalers.
The project basically updates the manual chemist inventory system to
automated inventory system so that the organization can manage their records in
an efficient and organized manner.

This software helps you track all the products. Moreover, it is a medical shop
accounting software. It is a flexible and adaptive software suitable for any
medical shops or stores or pharmacies of any size.

OVERVIEW OF THE PROJECT

1. LOGIN PROCESS: This process checks the username and password for
authentication. Only the required staff can access the application.
2. SALES UPDATION: After login using staff_id and password sales
details can be updated by entering bill no, bill date, customer name
,address and item details such as item name, quantity, amount. If the item
does not exist, go to item updation.
3. SALES DETAILS: After entering bill no, bill date, total amount,
customer name by clicking on view button we can view all sales details
or view sales details by bill no.
4. BILL DETAILS: After entering bill no, bill date, total amount and
customer name the details can viewed either as a whole or by bill no or
bill date.
5. STAFF MODIFICATION: By entering the staff_id and password we can
search for the staff details( name, contact no, designation, date of joining)
and modify them accordingly.
6. ITEM UPDATION: We can update the item table by inputing the item
details such as item name, quantity, expiry date, agent, amount, shelf no
etc .Then we can view the item details either as a whole or by medicine
name.
7. DEALER UPDATION: We can update the dealer details by entering the
dealer id, name, company and contact details.
8. HELP: By entering help page, contact details of developers are given in
the page in case of needing guidance.

SCOPE AND FEATURES

This software works on Windows XP and can work in any version of
Windows. It is user friendly and the language used is English. Therefore any
user can easily use this software.
FEATURES:

Menu driven, Key board and mouse navigation

Paperless practice
Improve efficiency, productivity
Cost effective solutions
Graphical User Interface with Context Sensitive Help
No special training needed for using the system
Anyone who dont have accounting knowledge can use without any

difficulty
Imports medicine.
Maintain customer relationship.
Calculates total amount for bill automatically.
Provides user friendly environment.

PROJECT CHARACTERISTICS
1. Customer management
2. Staff details
3. Dealer details
4. Sales management
5. Stock maintenance

DRAWBACKS
Maintaining records of daily transaction is difficult.
High work load so problem in dealing with customer.

 Difficulty in calculating profit ,sales ,purchase etc.

Problem in fining a specific product.
Difficulty may also occur while creating invoices and reports.

GOAL AND OBJECTIVES

The main goal of the application is to maintain the records of
purchase, sales and stock details with cash transaction maintenance.
Medical store management software keeps track of day to day
transactions and can be adapted for any medical shop or store or
pharmacy of any size.

REQUIREMENTS
The Medicity software enables the staff to maintain computerised record of
customer their employees and products. It also perform quick search for their
products. Manager, manager counter sales and keep record of dealers.
This section outlines the software requirements,
the functional and non functional requirements ,modelling requirements and
user requirements of the proposed system.

1. PROJECT FEATURES
The system will be mainly accessed by staff. The features of staff are
add,delete,update any product.
can search the product and make the bill.
can see the list of products.

2. USER CLASSES AND CHARACTERISTICS

User of project includes only staff.
Staff acts as administrator and control overall system.
Staff should know data entry and typing.

3. OPERATIONAL ENVIRONMENT
This project will be operating in windows environment.
The only requirement for using this project is having machine.

4. DESIGN AND IMPLEMENTATION CONSTRAINTS

Development tools and technology
Front end
JAVA
Back end
Oracle 10g
Development environment
NetBean
Oracle SQL plus.
The product is accomplished with the login facility of user.

5. SOFTWARE AND HARDWARE REQUIREMENTS

Type
Work Station or Node

Software
1.Windows XP

Hardware
1.P4

Database Server

2.JAVA
Oracle

2.RAM-256 MB
1.P4
2.RAM-2 GB
3.Hard Disk 160 GB

4.RAID

6. FUNCTIONAL REQUIREMENTS
The software must allow input of productdata of staff.
The project must request staff-id and password to access data and will
allow access to system only after authentication.
The project must update information of products, customers and dealers.
The project must require high level of input validation .
The project must identify the products and customers by a unique bill

number.
The software to be developed must operate continuously.
The software must retrieve,update and store data from multiple inputs.
The software must allow full and complete record search queries by user.
The product must allows staff to view and modify their own records.

7. NON FUNCTIONAL REQUIREMENTS

The software interface must follow design conventions which allow for
familiar location of menus etc.
Response time should be minimum.
System should be automatically update after every transaction.

8. PERFORMANCE REQUIREMENTS
95% of the transactions should be processed in less than one second.
Data should be secured and backed up.
System should be operable 24 hours a day and accessible in real time.

9. SAFETY REQUIREMENTS
The database may get crashed or damaged due to some viruses or
operating system requirement. Therefore it is mandatory to have backup
for your data. UPS or inverter facility should be there in case of power
failure.
10. SECURITY REQUIREMENTS
System will use secure database.
Staff can just see the product and mark their attendance. They cannot edit
or modify anything except their personal information.
Proper staff authentication will be provided.

11. USER REQUIREMENTS

Users of system are staff.
The staff members must have preliminary knowledge of computers.

DATA DICTIONARY
TABLES USED
1. TBL_ITEMS
Sno
1.
2.
3.
4.
5.
6.

Field Name
Item
Quantity
Expiry_date
Agent
Amount
Shelf_no

Type
varchar
varchar
varchar
varchar
varchar
varchar

Primary key
Y
Y

Foreign key

2. TBL_STAFFS
Sno.
1.
2.
3.
4.
5.

Field Name
Staff_id
Name
Designation
Contact
Date_of_joining

Type
varchar
varchar
varchar
varchar
varchar

Primary key
Y

Foreign key

3. TBL_USRLOGIN
Sno
1.
2.

Field Name
Staff_id
Password

Type
varchar
varchar

Primary key
Y

Foreign key

Type
varchar
varchar
varchar
varchar

Primary key
Y

Foreign key

Type
varchar
varchar
varchar
varchar

Primary key
Y

Foreign key

Primary key
Y

Foreign key

4. TBL_DEALERS
Sno
1.
2.
3.
4.

Field Name
Dealer_id
Name
Company
Contact

5. TBL_BILLS
Sno
1.
2.
3.
4.

Field Name
Bill_no
Bill_date
Total
Cust_name

6. TBL_SALES
Sno
1.
2.

Field Name
Bill_no
Cust_name

Type
varchar
varchar

3.
4.
5.

Cust_address
Item
Amount

ER DIAGRAM

varchar
varchar
varchar

DATA FLOW DIAGRAM (0 LEVEL)

DATA FLOW DIAGRAM (LEVEL 1)

STRUCTURE

SCREENSHOTS
LOGIN

 SALES UPDATION

SALES DETAILS

 BILL DETAILS

STAFF MODIFICATION

 ITEM UPDATION

DEALER UPDATION

 HELP

CONCLUSION
After the successful completion of the project, it can be concluded that this
project is suitable for medical shop management. There can be further
upgradations to this project which could lead to a much better and efficient
system. Some of the upgradations are:

 Inbuilt account group and account ledgers.

Address book / telephone directory for easy access.
Option for setting default company.

FUTURE SCOPE
In the near future, this concept is expected to be revolutionised in most of the
medical stores or shops or pharmacies that ensures a better fitness of the society.

Bibliography
Medical Store Management System Software Engineering Projectslideshare
Programming with JAVA-E Balaguruswamy.
Netbean for beginners-Tutorial.
Database Systems-Introduction to SQL.

APPENDIX
The following are the list of conventions and synonyms used in this project
SQL- Structured Query Language.
Used to perform operations on database.
Oracle- A server used to store data in organized form.
JAVA- Coding language.
User Interface- Something through which the user communicates with the
system.