Medical Store Management System

Table of Contents (Synopsis)

Topics

Page No.

1. Title of the Project

2. Introduction
3. Drawbacks of Existing System
4. Objective
5. Benefits of Proposed System
6. Project Category
7. Reason Behind Choosing Java
8. Hardware and Software Requirement
9. DFD
10. E-R Diagram
11. Modules and Their Description
12. Data Structure
13. Class Diagram
14. Tables to be Used
15. Schema of Tables
16. Process Logic
17. Report Generation
18. Security Mechanism
19. Limitation
20. Scope for the Future Application

Title of the Project

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Medical Store Management System

Medical Store Management System

Introduction
In present scenario computer is an essential part for human life. It provides better
facilities for storage and retrieval of information related to different areas of
application.
Medical Store Management System is the software that will help to any medical
store in its better stock maintenance and various sales/purchase reports.
In other words, medical store is a place where medicines are given out. It is the
branch of health science that provides utilization of drugs.
The proposed software will help the medical store in better storing and retrieving of
the medicines. As in the manual system, it is practically impossible for the druggist to
have full and exact information about all the medicines available in the medical store.
Even the record maintenance is quite a tedious job and also it is not fully error free.
Medical store management system one cannot only have the proper information of
medicines with easy but it can also reduce the workload of the druggist to a large
extent. It will have the facility to store the information about the medicines details,
status report, queries and details about its customer and its employees.
Medical store management system will be good software for the druggist that it not
only reduce the complexity but also be efficient in working and maintaining the
record, hence finally it will be beneficial for stockiest of medical store.

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Objective of the Project

To provide the better stock maintenance of the medicines.

To generate sales/purchase report.

To manage the transaction such as product sales and other expenses.

Least amount (certain critical level) of medicines allows alerting at the login.

Life of (expiry date) medicines allows informing before two months.

Estimate the regular sale of medicines and if such medicines of less stock then
automatically demand of medicines goes through email on distributer.

Facility of accepting retailer order list of medicines through network.

Keep track status of its employee details.

Drawbacks of Existing System

When we observe the current existing system we found different types of demerits
that are follows:

In manual system, it is very time consuming in processing.

Slow processing speed of users without automation.

Less data security is there.

No query generation facility.

No report generation.

No accuracy.

More paper working.

More man power required.

Benefits of Proposed System

It is fully user friendly:-The system is fully user friendly; it is developed in

menu based category which being on interactive environment is having very easy
understandable facilities. No requirement for more trained staff.

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Cost effective system.

No requirement of more people.

Daily account report easily displays.

Effective and control handling of the database.

It doesnt require expert hand:-The data entry on the software can be done by
anybody, since it handles any error occurred with a readable message which guides
even a row hand to sort out the error.

Faster access of information related to medicines or different schema.

Query can be done easily.

Report generation can be done easily.

Paper work is reduced.

Project Category
Category of this project will be Object Oriented Programming System
(OOPS).Object Oriented technology leads to reuse and reuse leads to faster software
development and higher quality programs. Object oriented software is easier to
maintain because its structure is inherently decoupled. This leads to fewer side effects
when changes have to be made and less frustration for the software developer and the
customer.
The Object Oriented model of computer software must exhibit data and procedural
abstraction that lead to effective modularity. The data abstractions (attributes) that
describe the class are enclosed by a wall of procedural abstractions that are capable
of manipulating the data in some way. The only way to reach the attributes is to go
through one of the methods that form the wall (data encapsulation and hiding).
There are various reasons to use oops concept behind developing this software as:

Encapsulation:-The wrapping up of data and function into a single unit

(class) is known as encapsulation. It is the most striking feature of a class. The data is
not accessible to the outside world, and only these functions which are wrapped in the
class access it.

Polymorphism:-The ability to take more than one form i.e. the same method
perform different-different task. Polymorphism is implemented by means of virtual
functions and dynamic binding.

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Inheritance:-It is the process by which one object acquires the properties of

another object. This is important because it support the concept of hierarchical
classification.

Abstraction:-The acts of representing essential features without including

the background details or explanation. Classes use the concept of abstraction.

Data hiding:-A property where by the internal data structure of an object is

hidden from the rest of the program. The data can be accessed only by the functions
declared within the class.

Persistence:-The property of objects of persists in terms of identity, state and

description through time, regardless of the computer session which creates or uses
them. The objects are stored and ready for use on secondary storage.

Modularization: It is the process by which a problem is divided into various

modules and then we solve that problem.

Robustness: It is the features of OOPS that provides better security and better
flexibility of the application.

Reason Behind Choosing Java

This project entitled as Medical Store Management System which is built by the
help of java programming language.
It has many features that encourage me to build project in this language. They are:

Java is the core of Object Oriented Programming(OOP).

It operates on the all platform irrespective operating system and cup to

architecture of the machine.

Byte code ,a highly optimized set of instructions designed to be executed by

the java runtime system which is the JVM(Java Virtual Machine).

Java is designed to the easy professional programmer to learn and use

effectively.

Java was designed to meet the real world requirement for creating interactive,
networked programs.

Java support multithreading programming which allow us to execution of

multiple threads of program at simultaneously.

Java is designed for distributed environment of the internet(handle TCP/IP

protocol).

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Hardware and Software Requirement

Hardware Requirement
Microprocessor

Pentium IV 2.6 GHz.

Motherboard

845E

Hard disk

40GB

RAM

128MB

Keyboard

Multimedia keyboard

Mouse

Optical mouse

Monitor

17 color

CD-ROM Driver

LG 52x

UPS

300 VA

Operating system

Windows 2000

Programming language

Java

Documentation

MS-Word 2007

BACK END

ORACLE 10 g

Editor

EditPlus 3

Web server

Tomcat 5.0

Server side programming

Serv let, JSP

Framework

Jakarta Struts-2.0.14

Web technology

Html, JavaScript

IDE

Eclipse

Other

XML

Software Requirement

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DFD (Data Flow Diagram)

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ERD (Entity Relationship Diagram)

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Modules Used in Proposed System

1. Administrator Module
Add user
Delete user
Modify user
2. Login Module
3. Entry Module
Sale Invoice
Purchase Invoice
Sale Return
Purchase Return
Stockist Order
Sale challan
Purchase Challan
4. Report Module
Account Report
Book of A/C
Sale book
Purchase book
Sale return
Purchase return
Stock Report
Stock Register
Stock Balance
Product wise
Company wise

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Product & size
Product report
Daily sale
Product query

5. Edit Module
Edit Entry
Sale Invoice
Product list
Order menu
6. Utility Module
Reindex data
Calendar
Calculator
Email
7. Product Information Module

Modules and its description

The Medical Store Management System will be divided into different modules for the
proper functioning of the system. Different modules of the system will be:
1. Administrator: In every system administrator plays a vital role to achieving

desired results. This module states about user administrator. It provides all activities
that need for the system. This module is further divided into sub module.
a) Add User: This sub module stores information about new user.
b) Delete user: If the user left out from department this sub module stores

information about it.

c) Modify user : If user is replaced the update information in stored into this sub

module.
2. Login Module: This module allows the users/admin login into system. Login
processes provide security to the system . Only authorized users are allowed to be
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registered in the system for login process. If his user name and password not verify
then he will not allow for accessing features of Medical Store.
3. Entry Module: This module is responsible for the all types of entries as sale,
purchase entry of invoices. It keeps track status of all information regarding to this
system. This module is further divided into sub module.
a) Sale Invoice: This sub module plays role of sale entries respect with

customer_Id.It keeps information regarding to product code, product description

,free sale.discription,disc@%,Max retail price, sale Rate, final Amt.
b) Purchase Invoice: This sub module provides information of purchase entries

with respect to supplier. It keeps information regarding to product code, product

description.qnty purchase, free purchase, Disc @%, Max Rtl Price, purchase rate,
purchase amount, sale rate.
c) Sale return: Whenever customer (retailer) wants to return their product then

this module plays a role with respect to customer id. It keeps information like the
sale invoice.
d) Purchase Return: When druggist wants to return their purchase product then

this sub module works. It also keeps information like to purchase invoice sub
module.
e) Stocklist order: All types of demanding product to be listed with product

code, product description, qnty purchase for the stock list.

f) Sale challan: If we need to generate the sale report then this module

responsible for sale challan entries.

g) Purchase challan: we need to demand of the product then we provide entries

of purchase challan on the behalf of stock list of product.

4. Report Module: This module is responsible for all types of report generation to the
system regarding to the information system. The administrator as well as user will
show the schema of the account, stock of the product, dues on the customer etc.This
module is also further divided into sub module.
a) Edit Module: This is the sub modules that allow modifying the total entry

module like Sale Invoice. Whenever the information of attributes changes related
to sale, purchase such feature allows desired modification.
b) Product list: This allows modification into the product information like

product id, product description, new sale rate, new MRP, Purchase rate etc.
c) Order Menu: This sub module allows making changes into order list of the

product.
6. Utility Module: This module provides the accessories for the application. It can
enhance the feature of the system to make easy way to solving task. This module is
also divided in to the following sub module.

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a) Reindex Data: It provides the reindexing of data allows refreshment of

information makes fast performance of the application.

b) Calendar: This utilities sub module shows the calendar of particular month of

year. We can also set the remainder of the particular date of the month.
c) Calculator: This sub module responsible for calculation of various operations

to make easier arithmetic behavior of the system.

d) E-Mail: It provides major role in such the system .The druggist sends emails

for purchasing order of the products and accepting order list by the retailer .Hence
it allows to composing mail and mail related operation.
7. Product Info Module: This module is responsible for the information related to

products based on product code .The attributes of product like product code, product
description ,product pack up ,MRP, mfg rate ,expiry date ,purchase rate ,sale rate etc.
can be viewed here to fetch the information

Data Structure of Modules

1. Login
{
String

user_Id(12) ;

String

password(12);

String

designation(8);

String

status(8);

2. Administrator
{
String

user_Id(12);

String

user_Name(12);

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String

user_Addr(30);

String

e_mail(30);

String

DOJ(10);

String

phone_No(12);

String

status(8);

3. Entry

{
Integer invoice_No(8);
String

retailer_Id(12) ;

String

product_Code(8);

String

product_Name(25);

Integer qnty_Sale (8);

Integer qnty_Purchase(8);
Float

sale_Rate(5,1);

Float

purchase_Rate(5,1);

String

free_Sale(10);

String

free_Purchase(10);

String

company_Id(12);

Float

discount(2,1);

Integer max_RtlPrice(5);
Integer

final_Amount(5);

}
4. Report

{
String

invoice_No(8);

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String

fromDate(10);

String

toDate(10);

String

retailer_Id(12);

Float

sale_Extempt(5,2);

Float

roundOff(3,2);

Integer final_Amount(6);
String

product_Code(8);

String

product_Name(25);

Integer receipt(5);
Integer issue(5);
Integer balance(5);
String

company_Name(25);

Integer

damage(4);

Integer fresh(5);
Integer expiry(4);
Integer all(6);
Integer opening(6);
Integer opening_value(6);
Integer sale(6);
Integer sale_Value(6);
Integer purchase(6);
Integer purchase_Value(6);
Integer amount(7);
}

5. Edit

{
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Integer

invoice_No(8);

String

retailer_Id(12);

String

product_Code(8);

String

product_Name(25);

Integer

qnty_Sale(6);

Integer qnty_Purchase(6);
Float

sale_Rate(5,1);

Float

purchase_Rate(5,1);

String

free_Sale(10);

String

free_Purchase(10);

String

company_Id(12);

Integer discount(2);
Integer max_RtlPrice(5);
Integer final_Amount(5);
Integer purchase_Rate(5);
String

mfg_Code(14);

Integer new_SaleRate(5);
Integer new_Mrp(5);
Integer purchase_Rate(5);
Integer Discount(2);
}

6. Retailer

{
String r_DLNo(14) ;
String r_Id(12);
String r_Name(12);
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String r_Addr(30);
String r_Email(30);
String r_Phone_No(12);
}

7. Order

{
Integer date_Received(10);
Boolean is_Prepaid(5);
String

o_Number(5);

Integer amount(6);
}

8. Utility

{
String

month(2);

Integer year(4);
Float

operand1(10,5);

String

operator(6);

Float

operand2(10,5);

String

e_Mail(30);

9. Company

{
String
String

company_Id(12);
company_Name(12);

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String

Mfg_Lic_No(14);

String

company_Addr(30);

String

company_phone_No(12);

String

company_Email(30);

}
10. Product_Info
{
String

product_Code(8);

String

product_Name(25);

String

mfg_Date(10);

String

exp_Date(10);

String

mrp_Rate(5);

String

new_SaleRate(5);

String

new_PurchaseRate(5);

String

purchase_Discount(2);

String

sale_Discount(2);

Integer product_Qnty(5);
}

11. Employee

{
String

e_Id(12);

String

e_Name(12);

String

e_Addr(30);

String

e_phone_No(12);

Integer e_salary(5);
String

e_DOJ(10);

}
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Class Diagram

Login
user_Id : String
password : String
designation : String
status : String
validate_User()
logout()
change_Password()
forget_Password()
Administrator
user_Id :String
user_Name : String
user_Addr : String
email : String
DOJ : String
phone_No : String
status : String
create_User()
update_User()
delete_User()

Company

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company_Id : String
company_Name : String
Mfg_Lic_No : String
company_Addr : String
company_phone_No : String
company_Email : String
create()
update()
delete()
Retailer
r_DLNo : String
r_Id : String
r_Name : String
r_Addr : String
r_Email : String
r_Phone_No : String
create()
update()
delete()

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Entry
invoice_No : Integer
retailer_Id : String
product_Code : String
product_Name : String
qnty_Sale : Integer
qnty_Purchase : Integer
sale_Rate : Float
purchase_Rate : Float
free_Sale : String
free_Purchase : String
company_Id : String
discount : Integer
max_RtlPrice : Integer
final_Amount :Integer
purchase_Rate :Integer
sale_Invoice()
purchase_Invoice()
purchase_Return()
sale_Return()
company_Order()
sale_Challan()
Purchase_Challan()
Report

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invoice_No : String
fromDate : String
toDate : String
retailer_Id : String
sale_Extempt : Float
roundOff : Float
final_Amount : Integer
product_Code : Integer
product_Name : String
receipt : Integer
issue : Integer
balance : Integer
company_Name : String
damage : Integer
fresh : Integer
expiry : Integer
all : Integer
opening : Integer
opening_value : Integer
sale : Integer
sale_Value : Integer
purchase : Integer
purchase_Value : Integer
amount : Integer

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sale_Book()
purchase_Book()
sale_return()
purchase_return()
stock_Register()
stock_Balance()
product_Report()
daily_Sale()
product_Query()
dues_Slip()
Edit
invoice_No : Integer
retailer_Id : String
product_Code : String
product_Name : String
qnty_Sale : Integer
qnty_Purchae : Integer
sale_Rate : Float
purchase_Rate : Float
free_Sale : String
free_Purchase : String
company_Id : String
discount : Integer
max_RtlPrice : Integer
final_Amount :Integer
purchase_Rate :Integer

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mfg_code : String
new_SaleRate : Integer
new_Mrp : Integer
purchase_Rate : Integer
Discount : Integer

edit_Entry()
edit_Invoice()
product_List()
order_Menu()

Utility
month : String
year : Integer
operand1 : Float
operator : String
operand2 : Float
e_Mail : String
get_Calendar()
get_Calculator()

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mailing()

Product_Info
product_Code : String
product_Name : String
mfg_date : String
exp_Date : String
mrp_rate : String
new_SaleRate : String
new_PurchaseRate : String
purchase_Discount : String
sale_Discount : String
product_Quantity : Integer
view_Info()
Order
date_Received : Integer
is_Prepaid : Boolean
o_Number : String
amount : Integer
dispatch()
close()

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Employee
e_Id:String
e_Name:String
e_Address:String
e_Phone_No:Integer
e_Salary:Integer
e_DOJ:String
add_Emp()
update_Emp()
delete_Emo()

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Tables to be Used

1. Login
2. Administrator
3. Company
4. Retailer
5. Entry
6. Report
7. Utilities
8. Product_Info
9. Order
10. Employee

Schema of Used Table

Login(User_Id, Password, Designation, Status)

Administrator(User_Id, User_Name, User_Addr, E_Mail, DOJ, Phone_No ,

Status)

Company(Company_Id, Company_Name, Mfg_Lic_No, Company_Addr,

Company_Phone_No, Company_Email)
Retailer(R_DLNo, R_Id, R_Name, R_Addr, R_Email, R_Phone_No)

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Entry(Invoice_No, Retailer_Id, Product_Code , Product_Name, Qnty_Sale,

Qnty_Purchae, Sale_Rate , Purchase_Rate, Free_Sale , Free_Purchase, Company_Id,

Discount, Max_RtlPrice, Final_Amount, Purchase_Rate)

Report(Invoice_No, FromDate, ToDate, Retailer_Id, Sale_Extempt, RoundOff ,

Final_Amount , Product_Code, Product_Name, Receipt, Issue, Balance,

Company_Name, Damage, Fresh, Expiry, All, Opening, Opening_Value, Sale,
Sale_Value, Purchase, Purchase_Value, Amount)

Utility(Month, Year, Operand1, Operator, Operand2, E_Mail)

Product_Info(Product_Code, Product_Name, Mfg_Date, Exp_Date,

Mrp_Rate, New_SaleRate, New_PurchaseRate, Purchase_Discount, Sale_Discount,

Product_Quantity)

Order(Date_Received, Is_Prepaid, O_Number, Amount)

Employee(E_Id, E_Name, E_Addr, E_Phone_No, E_Salary, E_DOJ)

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Process Logic
Login Module
Begin
{
Request login
Input username and password
Authenticate admin
If (authentication Successful) then
Redirect to home page
Else
Display login page with alert
}
Change Password
Begin
{
Input old password
Input new password
Input new password again for confirmation
If( password Confirms)then
Replace old Password with New Password
Else
Display ACCESS DENIED
}

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Forget Password
Begin
{
Input email id
Enter answer of security question
If (email id and security answers are correct)then
Display password
Else
Display ACCESS DENIED
}
Administrator Module
Begin
{
Open Administrator Module
If (new user exist) then
Insert all information of new user
If (wants to remove old user) then
Delete all information of old user
If (wants to modify user) then
Modify all information of user
}

Entry Module
Begin
{
Open entry module

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Choose choice as sale invoice, purchase invoice, sale return, purchase return, stockist
order , sale challan , purchase challan
If (choice = sale invoice) then
Input customer_Id , product code, product name , qnty sale, free sale , disc , max retail
price , sale rate , final amount)
If (choice = purchase invoice) then
Input company code , product code , product name , qnty purchase, free purchase ,
disc , max retail price , purchase rate , final amount)
If (choice = sale return) then
Input (customer_Id , product code, product name , qnty sale, free sale , disc , max
retail price , sale rate , final amount
If (choice = purchase return) then
Input( company code , product code , product name , qnty purchase, free purchase ,
disc , max retail price , purchase rate , final amount)
If (choice = stockiest order) then
Input (product code, product name, qnty )
If (choice = sale challan) then
Input(customer_Id , product code, product name , qnty sale, free sale , disc , max
retail price , sale rate , final amount)
If (choice = purchase challan) then
Input( company code , product code , product name , qnty purchase, free purchase ,
disc , max retail price , purchase rate , final amount)
}

Report Module
Begin
{
Open report module
Choose account report, stock report, dues slip
If (choice = account report) then
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{
Input into sale book, purchase book, sale return, purchase return related to product
info. , customer info, company info)
Input start date and end date with respect to party id
Display report
}
}

Edit module
Begin
{
Open edit module
If( choice = edit entry )then
Input modify info. related to sale invoice
If (choice = product list ) then
Input modify info. related to product list

If (choice = order menu )then

Input modify info. related to order of product
}

Utitlity module
Begin
{
Open utility module
If( choice = reindex data) then

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Ask for confirmation
If yes then
allows to reindexing and fast execution.
Else
Back to choice selection
If (choice= calendar) then
Input month of year
Display calendar of that month
If ( choice = calculator ) then
Input values
Perform operation
Display result
If ( choice = email) then
Input sender email id , subject , message
Send email
}
Product info. Module
Begin
{
Open product info. module
Input product code
Display product info. and its descriptions
}
Report Generation

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Sale book report based on period and customer id.
Purchase book report based on period and company id.
Sale returns report.
Purchase return report
Stock register report
Stock balance report
Product report
Daily sale report
Product query report

Security mechanism
To avoid the unauthorized access, in any software, there is an access control is needed
like password protection, group list, data encryption etc. The proposed software will
have the password protection for access security, and also data encryption to avoid the
data related unauthorized access.
All employees as well as administrator can only see the information of any module.
But whenever any users want to modify, delete and add operation then software will
prohibit them from doing so. Therefore by using password protection and data
encryption, I provided the better security for the proposed project. In this system date
and time is used and on the every check point validation constraints are used.

Limitation of the project

Since project is developed in the eliminatory stage, there are many limitation of the
project, besides the tools/platform limitation; there are many limitations regardless to
the software working.

This project doesnt cover all schemes that are issued by medical store.

Only keyboard and mouse are used as input device.

Some terms, which are used in project, has been assumed.

It cannot support multi-user operating system like UNIX/LINUX

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Scope of Future Application

My project has been developed in web-based programming language and made of
modules, so that in future any type of following important scheme may easily be
changed according to the requirement.

Reusability code for connect modules.

In future it supports multi-user operating system like UNIX/LINUX.

In future it support broad range of input and output device.

It supports total working procedure of medical store.

Fast searching technique.

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