SYNOPSIS :

The project entitled “GAS AGENCY MANAGEMENT SYSTEM” is done to make the
mutual process easier by making it a computerized system for billing and maintaining
stock. This gas agency management system takes care of customer information
maintenances, stock monitoring(cylinder), printing bills and generating reports. The
system has been developed under “Microsoft visual basic 6.0” as front end tool and MS
access as backend tool.
Presently we are using manual system in this all we have to do data entry by writing data
into the book ,paper document. Customer detail product details, suppliers details stock
and customer requirement and handled manually. All activities are done by user
manually. There is a chance for occurring errors in bill because bills are prepared
manually. Disadvantage of this system is searching of a specific record is difficult
because it takes more time to find record in ledgers. Also retrieving records is not
possible
The customer maintenance module takes case of adding, modifying, deleting and
querying data base. The base monitoring provides availability of the stock in gas agency.
Printing bills modules involves printing bills for every sales made and finally the reports
and generated based on the transactions made.
The customer makes order requests for gas cylinders to the gas agency and then gas
agency deliver the gas cylinder to their address based on their demand and previous
delivery date. Once customer is registered to this system, customer details like customer’s
name, address and stock details are stored in a data base.
This makes billing for customer easier and gas agency will accepts customer order for gas
cylinder only after completing a certain period from the previous delivery.
The stock of gas and all its details are processed swiftly.
4.5 MODULES :
 Customer details
 Transaction details
 Stock details
 Billing details
 Supplier details

CUSTOMER DETAILS :
This module deals with the entire customer’s information. The customer name, customer
address, customer number, date of connection are maintained.

TRANSACTION DETAILS :
This module have the transaction details. In that transaction details serial no, consumer
number, name, address, pin code, remarks, delivery date, booking date are maintained.

STOCK DETAILS :
This module deal with the entire stock information. The stock that can be received and
then received then the received stock can be added into the current stock, no of defective
stocks are maintained.

BILLING DETAILS:
In this module, the bill no, customer name, cylinder type, booking date, delivery date, no
of cylinders, amount of cylinder are maintained. Retrieving the billing details and
updating is easy and fast.
SUPPLIER DETAILS:
This module deals with the consumer information. The supplier name, supplier number,
address, id proof are maintained. The customer details are store in data base.
3. SYSTEM STUDY

3.1 EXISTING SYSTEM :

In the existing system, the billing process. Receiving order from customer and stock
details are done through manual records.
Whenever a customer makes a demand for gas it is recorded in a separate note book and
the previous delivery made to the customer is searched and the number of days from that
date till now is calculated. If the number of days is expired only then the order is
accepted, if not the order placed will be rejected. Then the valid order request is request is
taken in and a billing is done manually. The order is for two purpose as domestic and
commercial. The billing is done based on the above two categories and the rate is
charged.
Then the stock of cylinders is also maintained in manual records, so while billing this
also has to be taken into account and billed.so this involves a great process and the time is
also wasted.
 
3.2 PROPOSED SYSTEM :
In the proposed system, the process of billing and maintaining the stock, database of
customers are all made computerized.
Since whenever a customer makes a demand or place on order through phone call or by
personal, it is received and immediately checked by billing. The customer’s name,
address, last date of delivery are all maintained in the data baser. So when the customer
order is received and billed, the system automatically calculates the number of days from
the previous delivery, if valid the billing can be done, if not the billing cannot be done
and the customer can be informed about it. So the manual process of recording and
billing is done easily without any paper work.
The stock of gas that is recorded and maintained manually is made computerized. So
while billing, based on the stock the billing charge and capacity is made. When the stock
goes below the limit, it can be easily identified so by this project the process of ordering,
billing and stock maintenance for a gas agency can be processed easily.
1.2 OVERVIEW OF THE PROJECT:
The project entitled “Gas Agency” is done to make the manual process easier by
making it a computerized system for billing and maintaining stock.
The gas agencies get the order request through phone calls or by personal from
their customers and deliver the gas cylinders to their address based on their
demand and previous delivery date. This process is made computerized and the
customer’s name, address and stock details are stored in a data base. Based on this
the billing for a customer is made simple and easier, since a customer order for
gas can be accepted only after completing a certain period from the previous
delivery. This can be calculated and billed easily through this.
4.2 DATA FLOW DIAGRAM :
Admin

Login

Stock Stock db
details

Custome Customer db
r

details

Billing
Billing db
details

Transactio Transaction db
n
Details

Supplier db
Supplier
details

Report
TABLE NAME: CUSTOMER DETAILS
PRIMARY KEY: CONS NO

CLOUMN NAME DATA TYPE DESCRIPTION

Cons no Number Consumer no
Cl type Text Cylinder type
No of conn Number No of cylinder
Dt of conn Date time Date of connection
Cons name Text Consumer name
Addr Text Address
Pin Number Pin code
Phone Number Phone no
Mobile Number Mobile no
C date Date time Connection

TABLE NAME : TRANSACTION DETAILS

PRIMARY KEY : S.NO

COLUMN NAME DATA TYPE DESCRIPTION

S L no Text Serial No
Cons no Number Consumer no
Cyl type Text Cylinder type
Bk dt Date time Booking date
Del dt Text Deliver date
Remark Text Remark

4.3 DATA BASE DESIGN

TABLE NAME : STOCK DETAILS

PRIMARY KEY : S ID
COLUMN NAME DATA TYPE DESCRIPTION
Stock Id Date/time Date
Sto rec com Number Stock received commercial
Sto rec dom Number Stock received domestic
Def com Number Defective in commercial
Def com Number Defective in domestic
Csto com Number Current stock in commercial
Csto dom Number Current stock in domestic
TABLE NAME : BILLING DETAILS
PRIMARY KEY : S L NO
COLUMN NAME DATA TYPE DESCRIPTION
S l no Number Serial no
Cons no Number Consumer no
Cylinder type Text Cylinder type
Bk dt Date time Booking date
Del dt Date time Delivery date
Amt Number Amount
TABLE NAME : SUPPLIER DETAILS
PRIMARY KEY :Sup id
COLUMN NAME DATA TYPE DESCRIPTION
Sup Id Number Supplier Id
Sup name Text Supplier name
Sup no Number Supplier no
Sup add Text Supplier address
Quan Number Quality
Price Number Price
Tot price Number Total price
FORM : 2
CUSTOMER DETAILS :
FORM : 4
TRANSACTION DETAILS :
4.4 INPUT DESIGN :

FORM : 1
STOCK DETAILS :
FORM : 3
BILLING DETAILS :
FORM : 5
SUPPLIER DETAILS :
 CERTIFICATE

This is to certify that this project entitled “GAS AGENCY

MANAGEMENT SYSTEM” submitted to Bharathiar University in partial fulfillment
for the award of the degree of M.Sc. (Information Technology) is a record of original
work done by S.NANDHINI (1226J0764) during her period of study in the Department
of Information Technology, Sri Jayendra Saraswathy Maha Vidyalaya College of Arts
and Science, Coimbatore. This project was done under the supervision and guidance of
Mrs.N.Umadevi M.C.A., M.Phil., Asst. Professor, Department of Computer Science.

_______________________________ ______________________________
Signature of the HOD Signature of the Guide
Mrs. N. Umadevi M.C.A., M.Phil., Mrs.N. Umadevi M.C.A., M.Phil

_______________________________________
Signature of the Principal
Dr. S. Subramanian M.A., M.L.S., M. Phil., Ph.D.,

Submitted to the University examination held on _____________________________

Internal Examiner External Examiner

1. INTRODUCTION

1.1 OBJECTIVES :-
The main objectives of this project are :
i) The project gas agency management system maintains the customer
details, supplier details, stock details, transaction details.
ii) Customer booking the gas agency for gas cylinder
iii) supplier’s delivered the gas cylinder to consumer.
iv) supplier providing the bill to customer and customer paid the cash
amount for gas cylinder.
v) The delivery of the gas cylinder for domestic purpose use delivery
and commercial purpose use delivery.
vi) The bill rate and capacity differ for both. This can be easily maintained
and charged accordingly.
vii) The stock of gas and all of its details are processed swiftly.
LOGIN :