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DESIGN AND IMPLEMENTATION OF A
COMPUTERIZED SALES ACCOUNTING SYSTEM
ABSTRACT
The importance of sales accounting
is gradually being recognized as germane to prudent management of any business
firm. This has necessitated the need for
the computerization of structured operations of the sales managers structured
operations are known with certainly for instance, the computation and decisions
based on sales ratios.
This project therefore is a case
study of Mr Biggs. It describes the
computerization of the sales accounting of the hotel as packaged for its
clients. Thus this study gives detailed
methods for the development of an optimal sales database for hotel industry as
well as the software required for the computation and tabulation of different
sales ratios.
ORGANIZATION OF WORK
This work is sub-divided into seven
chapters, starting with chapter one, chapter one shows the Problem and its
Setting; Purpose of study, Aims and Objectives, Scope and Limitation,
Assumptions and Definition of Terms.
The second chapter deals with
literature review. Third chapter was
concerned with description and analysis of existing system.
Chapter four was concerned with the
design of the new system, system specification and information requirement of
new system.
Chapter five deals with
implementation of the system, sixth chapter deals with documentation, which is
more or less, like a manual for the program.
Finally, the seventh chapter dealt
summary, conclusion and recommendations.
The project work also has
references for further study.
TABLE OF CONTENT
Title page
Abstract
Dedication
Organization of work
Table of content
CHAPTER ONE
1.0 Introduction
1.1 statement of problem
1.2 Aims and objectives
1.3 Delimitation of scope
1.4 Limitation
1.5 Assumption
1.6 Definition of terms
CHAPTER TWO
Literature Review
CHAPTER THREE
3.0 Description and Analysis of the Existing
System
3.1 Fact finding methods
3.2 Organizational structure
3.3 Objectives of the existing system
3.4 Input, process and output
analysis
3.5 Information flow diagram
3.6 Problem of the existing system
3.7 Justification for the new system
CHAPTER FOUR
4.0 Design of the new system
4.1 Output specification and design
4.2 Input specification and design
4.3 File design
4.4 System flowchart
4.5 Procedure chart
4.6 System requirements
CHAPTER FIVE
5.0 Implementation
5.1 Program Design
5.2 Program flow chart
5.3 Pseudo codes
5.4 Source program
5.5 Test run
CHAPTER SIX
6.0 Documentation
CHAPTER SEVEN
Recommendation and conclusion
Reference
CHAPTER ONE
INTRODUCTION
Finance is the life wire of any
business organization. It is required
for the execution of production, sales and administration of a business
operation. As a discipline, finance is concerned
with the acquisition and administration of the use of the firms’ funds as well
as profit planning and control sales analysis is inevitable for the effective
planning and control of any firm.
To effectively plan for the future,
the sales manager should be able to assess the sales position of the firm and
relates this to its confronting investment opportunities. Since funds are scarce, sales analysis helps
the sales manager to assess the returns on investment accruing from ploughing
the firms’ assets and thereby efficiently allocating resources.
However, sales accounting is the
employment of the firm’s balance sheet and income statement to establish some
relationship between one figure and another in order to highlight the strengths
and weakness of the concerned business.
The balance sheet of a firm is also called the sales position because it
shows the position of the business in monetary term at a given point in time while
the income statement show how the position depicted by the balance sheet has
been attained. The results of sales
analysis are normally expressed as sales ratios, which could be broadly
classified as liquidity, leverage, activity and profit ratio. The suppliers of the firm’s funds and the
investing public are usually interested in these ratios. But the nature of interest expressed on the
firm determines the ratios to be emphasized by each concerned parts. This implies that different people emphasize
on different ratios and as a result sales analysis means different thing to
different people.
For instance, creditors are
interested on those ratios, which measure the ability of the form to service
their debts and pay the principal as and when due while the equity owners are
interested on the profitability ratios.
The sales manager occupies a unique position in the firm as he should be
able to computer interpret and explain these ratios to various interest groups
in the firm when the firm requires funds from outside sources, the sales
manager should be able to use the relevant ratio to convince investors to
supply their funds. Also the sales
manager should be able to justify the reasonableness of some investment or
project being under taken by management before the shareholders.
However, the cost involved in the
employment of a sales manager makes it mandatory for small-scale companies to
engage the services of a sales consultant. The increased use of high-speed
computers in various facets of business should popularize the use of sales
ratios in business decision. This is
because computer would provide the necessary equipment to handle problems
associated with voluminous maze of sales data due to lack of time or more.
This study therefore, aims at the development
of a database for sales statements and a set of programs to computer, store and
retrieve various sales ratios for some companies.
STATEMENT OF PROBLEMS
The Nigeria Company Act of 1968
stipulate that all registered companies in Nigeria should file their audited
annual balance sheet this will guide the investors in the development of the
funds and to provide basis for company taxation. But there are some problems facing the sales
accounting of any hotel. These problems
includes:-
1. Illegal use of money cards –
some managers has taken the privilege of using both credit and debit cards to
steal companies money and some do not know how to use this cards thereby
causing problems to the hotels.
2. One of the major loopholes of
an un-computerized sales accounting system is its ability to fraud a
company. This poses a problem to the
management of a hotel.
3. Some companies employ
inexperienced managers who are not professionals in the field of computing and
this will restrict the objectives of the computerized system to a certain
limit.
4. Insufficient fund- to set up
a complete computerized sales accounting system requires a huge amount of
money. Some hotels find it difficult to
afford or cannot afford it.
OBJECTIVES OF THE STUDY
1. The use of password and other
security measures enable a company to prevent unauthorized user of the files.
2. The use of money cards by
some customers will act as a security measure against armed robbers and other
inconveniences ca-use by the bulkiness of their money.
3. Information can be stored for
future use and can also be retrieved at an electronic speed. This will prevent the time wasting while
using the manual files.
4. The computer has been proved
without any doubt to be far more accurate than either any know person or any
previous machine performing mechanical operation with data.
5. Computer works at incredible
high speed. It performs millions of
calculations, sort and combines information in different ways within a second.
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