Virtual Trading system would facilitate the user in handling all the business transactions and other transactions regarding accounts and inventory. This will facilitate the user to perform transactions at clerical level as well as to view all business reports at managerial level in secure manner. This helps achieving corporate goals of business strategies.
Various user classes are anticipated to use this software, including the clerical users for the data entry, authenticated user checks for the ‘in and out’ of the stock, management for the business decision making etc. The most important class among the anticipated classes is the managerial class.
User Validation and Security:
This feature provides the facility to the user to login in a secure manner. It checks whether the user is valid or not. If the user is valid, it associates the respective right to that user, defined by the administrator.
This feature creates a new User ID to the system and stores its related information. This feature also associates the respective rights with the user. The User ID will belong to either manager category or accountant category or clerk category. Before creating new User ID, it checks whether the data is in the correct format and bounds the user to enter only valid data. Any person can login using new login ID just after the creation of that ID.
Secure system facilitates the existing user of the system to change his password, provided the valid old password. It validates user old password and matches the new password and confirm password fields before changing password.
Define Role:
This feature defines the role of an existing User ID. The actor with managerial rights can modify the access right of an existing user. Before defining the new rights to any user, it checks whether the user-name provided already exists or not and bounds the user to enter only existing user id.
Creating Account:
This feature adds a new Account to the system and stores its related information, e.g. its type and title.
The types of accounts include expense accounts, revenue and bank accounts etc. Before creating new account, it checks whether the data is in the correct format and bounds the user to enter only valid data.
Fiscal Year – Opening / Adjustment:
This feature is used for two purposes, first when introducing opening balance of a business account, second when we adjust some amount in some account. If it finds ledger entries against an account in the ledger database, it asks the user whether he wants an amount to be adjusted as an adjustment or not.
Opening Stock:
This feature is used when opening new business. Entries are made corresponding to an item after retrieving its detailed information from the database. The new entries are saved afterward. Before saving the ‘Opening Stock’, it checks whether the data is in the correct format and bounds the user to enter only valid data.
Adding Static Data:
» Area:
This feature adds a new Area to the system and stores its related information, e.g. its name etc. For each customer is associated with at least one area. Before creating new area, it checks whether the data is in the correct format and bounds the user to enter only valid data.
» Customer:
This feature adds a new Customer to the system and stores its related information, e.g. its name, address, credit limit and average sale etc. Before creating new customer, it checks whether the data is in the correct format and bounds the user to enter only valid data.
» Customer:
This feature allows modifying the information of a specific Customer by retrieving the previous data, if it already exists. Before updating customer information, it checks whether the data is in the correct format and bounds the user to enter only valid data.
» Region:
This feature adds a new Region to the system and stores its related information, e.g. its name etc. For each vender is associated with at least one region. It arranges the vender with respect to the region. Before creating new region, it checks whether the data is in the correct format and bounds the user to enter only valid data.
» Vender:
This feature adds a new Vender to the system and stores its related information, e.g. its name, address etc. Before creating new vender, it checks whether the data is in the correct format and bounds the user to enter only valid data.
» Employee:
This feature adds a new Employee to the system and stores its related information, e.g. its name, address etc. Before creating new employee, it checks whether the data is in the correct format and bounds the user to enter only valid data.
» Company:
This feature adds a new Company to the system and stores its related information, e.g. its name, dealing person, product etc. A company represents manufacturer of an item. Each item is associated with at least one company. Before creating new company, it checks whether the data is in the correct format and bounds the user to enter only valid data.
» Category:
This feature adds a new Category of an item to the system and stores its related information, e.g. its name, type of item etc. A category represents type of an item. Each item is associated with at least one category. Before creating new category, it checks whether the data is in the correct format and bounds the user to enter only valid data.
» Units:
This feature adds a new Unit to the system and stores its related information, e.g. its packing type, measurements etc. A unit represents the packing type and measurements of an item. Each item is associated with at least one unit. Before creating new unit, it checks whether the data is in the correct format and bounds the user to enter only valid data.
Adding Inventory Item:
This feature adds a new Item to the system and stores its related information, e.g. its name, company name, category, unit etc. Before creating new item, it checks whether the data is in the correct format and bounds the user to enter only valid data.
Adding Miscellaneous Expense Details
» Purchase Expense
This feature adds a new Purchase Expense to the system and stores its related information. A purchase expense represents the expenses done purchase transitions. Before creating new purchase expense, it checks whether the data is in the correct format and bounds the user to enter only valid data.
» General Expense
This feature adds a new General Expense to the system and stores its related information. A general expense represents the daily business expenses. Before creating new general expense, it checks whether the data is in the correct format and bounds the user to enter only valid data.
» Add Sale Expanse
This feature adds a new Sale Expense to the system and stores its related information. A sale expense represents the expenses done in a sale transitions. Before creating new sale expense, it checks whether the data is in the correct format and bounds the user to enter only valid data.
Make a Purchase:
This feature adds Purchase description to the system and stores its related information. It also includes the detailed information like items detail, its rate and its quantity etc. This feature is also used to calculate the amount involved in a purchase. It manages the advance payments done to the venders. This feature, consequently, updates the stock and ledger information. Before creating new purchase record, it checks whether the data is in the correct format and bounds the user to enter only valid data.
Make a Purchase Return:
This feature adds a new Purchase Return to the system and stores the related information of the items to be returned to the vender. Purchase Return updates stock information and is used as temporary stock placeholder. Before creating new Purchase Return, it checks whether the data is in the correct format and bounds the user to enter only valid data.
Managing Issues to Van:
This feature adds a new Issue to Van to the system and stores its related information to be sold. ‘Issue to Van’ works as temporary stock place holder. Before creating new ‘Issue to Van’, it checks whether the data is in the correct format and bounds the user to enter only valid data.
Perform Sales:
This feature adds Sale description to the system and stores its related information. It also includes the detailed information like items detail, its rate and its quantity etc. This feature is also used to calculate the amount involved in a sale and manages the advance payments done by the customers. This feature updates the stock and ledger information. Before creating new sale, it checks whether the data is in the correct format and bounds the user to enter only valid data.
Sales Return:
This feature adds a new Sale Return to the system and stores the related information of items to be returned by the customer. ‘Sale Return’ updates stock information and is used as temporary stock placeholder. Before creating new sale return, it checks whether the data is in the correct format and bounds the user to enter only valid data.
Make Payment:
This feature adds Payment to the system and stores its related information. A ‘Payment’ represents the amount payable against business transactions, employees’ pays etc. Before creating new payment, it checks whether the data is in the correct format and bounds the user to enter only valid data.
Adding Receipts:
This feature adds Receipt to the system and stores its related information. A ‘Receipt’ represents the asset of a business transaction. Before creating new receipt, it checks whether the data is in the correct format and bounds the user to enter only valid data.
Viewing / Generating Reports:
Virtual Tradingâ„¢ is flourished with various types of reports. A privileged user can view or print the report by single click.
» Stock Summery Report
» Account Payable Report
» Chart of Accounts
» Item Sales Reports
» Party Ledger
» Recovery of Stock Report
» RM Items Report
» RM Stock Report
» Trial Balance Report
» Balance Sheet
» Income Statement
» Customers with Details Report
» Employee Details Report
» Vendors Details Report
IMPLEMENTATION AND TRAINING:
This phase is concerned with the physical implementation of the software and need hardware and software resources. We need to implement the software at the client site and this may take up to 1 week so that we can check the compatibility of software with the hardware resources.
User training is the last but really important part of software because they are going to use that so we need to train them fully, according to their needs. After software is developed and tested, it is ready to use now but we are not the users, we have to train the users so that they can easily handle the software and can be benefited as much as possible.
OWNERSHIP AND COPYRIGHTS OF VIRTUAL TRADINGâ„¢:
Details of product, project developed source code, design, database, installed data will remain the under the ownership of Chrome Technologies. A buyer, however, will have the license to use the application.
SUPPORT & MAINTENANCE:
Support & Maintenance service to the client/ representative will be given under certain cases. Chrome Technologies may charge for support or maintenance depending upon the initial level agreement.
TECHNICAL INFORMATION:
The system is developed using an iterative approach so that errors in interpretation or any misunderstandings may not extend to the end of the project.
STANDARDS FOLLOWED:
Standards are essential to ensure a consistent development and thus resulting in a high quality software product. Chrome Technologies always adherence to standards to ensures that the System is uniform and provides consistency across the board. These standards include programming standards, Database Standards and GUI Standards as well.
SOFTWARE INTERFACES:
Virtual Tradingâ„¢ cohere the connections between this product and other external software will work in coordination with the Microsoft SQL Server components (identified by name and version), including the databases installed, operating systems, tools, Microsoft Visual Basic.Net runtime libraries, and integrated commercial components. Microsoft SQL Server 2000 would send queries to the database engine for the transactions of the records and for the synchronization of the information over the web server where the global database is installed and describe the purpose of the data items or messages exchanged among the software components. Describe the services needed and the nature of the inter-component communications. Identify data that will be shared across software components. If the data-sharing mechanism must be implemented in a specific way, such as a global data area in a multitasking operating system, specify this as an implementation constraint.
DESIGN AND DEVELOPMENT TOOLS & ENVIRONMENT:
Virtual Tradingâ„¢ is designed using multiple tools during its life cycle. The life cycle involved phases from Analysis and design, Establishing Standards, Guidelines and Frameworks and finally the Actual Development followed by extensive testing of the product.
• Microsoft Visual Basic.NET to implement the system, SQL Server to connect the databases
• Microsoft Visio and Rational Rose for high level designing and establishing the engineering pattern.
• Microsoft Visual Source Safe and Microsoft Project were also used as Configuration Management and project management respectively.
• Adobe Photoshop for image designing and Macromedia Flash 7 for different Graphical Interfaces’ pebbles.
• IEEE and ISO standards where ISO will be having the priority if there comes any conflict.
• Corporate policies and government rules that influence design and implementation phases.
QUALITY ATTRIBUTES AND TESTING:
The testing activities normally consist of verification and validation. These terms are usually summarized as two questions:
• Verification: are we building the system correctly?
• Validation: are we building the correct system?
The most important aspect of testing is actually the attitude adopted towards it.
OPERATING ENVIRONMENT:
Virtual Tradingâ„¢ runs on Microsoft Operating Systems Series which support .net framework. Virtual Tradingâ„¢ performs best on Windows 2000/XP. The anticipation about the users is that they would be having enough know how about computer usage and are properly trained to use this specific application.
SYSTEM REQUIREMENTS
Virtual Tradingâ„¢ performs best on a minimum of Pentium III Personal Computer (at least 733MHz) or high with at least 64MB of RAM; however, it may work on lower resolution machines but it was not tested.
Interruption to the local machine may cause un-expected problems or latency in the data retrieval and synchronization. Similarly if the machine is having its hands full with programs occupying full memory, then this will result in bad performance by the software. The software will require some other software components which it must coexist like Visual Basic.NET run-time library.
SAFETY AND SECURITY OF PRODUCT AND DATA
There are possible losses, damage, or harm that could result from the use of the product. These include the crash of the operating system or the hard disk failure or burnt computer for any internal/external reason. The safeguard recommended is to take back up after every critical time by the client himself. Chrome Technologies or any of its employee/representative would not be confined to be responsible for any this kind of loss.