BILLING MANAGEMENT SYSTEM

Prepared By:
Deebas Lamgade Hari Rijal
Exam Roll No.: Exam Roll No.:
TU Registration No.: TU Registration No.:

Karan Bhandari Nirajan Khadka

Exam Roll No.: Exam Roll No.:
TU Registration No.: TU Registration No.:

Asian School of Management and Technology

A Project Report Submitted to

Faculty of Management, Tribhuvan University in
partial fulfillment of the requirements for the degree of

Bachelor of Information Management

Gongabu, Kathmandu

February, 2022
 STUDENT DECLARATION
This is to certify that We have completed MIS Project entitled "Billing Management
System" under the guidance of "Santosh Dhungana" in partial fulfillment of the
requirements for the degree of Bachelor of Information Management at Faculty of
Management, Tribhuvan University. This is our original work and I have not submitted
earlier elsewhere.

____________________ ____________________

Deebas Lamgade Nirajan Khadka

____________________ ____________________

Karan Bhandari Hari Rijal

February 25, 2022

 ACKNOWLEDGEMENT
This report has been prepared for the partial fulfilment of the requirements for the degree
of Bachelor of Information Management, prescribed by faculty of Management, Tribhuvan
University. This is a group project assigned to us during our academic study in BIM
Seventh semester, we should remain thankful to many people for the successful completion
of this project.

We would like to express sincere gratitude to our supervisor, Mr. Santosh Dhungana, for
providing necessary guidelines for completion of this report. We are thankful to him for his
continuous reinforcement and motivation for completing the project successfully. We thank
for his regular feedback and suggestion to improve the report further.

We are very thankful to respected Associate Lecturer, Mr. Surya Bam for helping and
encouraging us in every aspect of my academic study. Also, we would like to thank all the
respondents who filled the questionnaire and helped us with the continuation of the project.

Finally, we would like to thank all of our friends for uplifting our spirit to complete the
report in time.

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 LIST OF FIGURES
Figure 1.1: Project Framework ............................................................................................3

Figure 2.1: Use-Case Diagram ............................................................................................9

Figure 2.2: Activity Diagram.............................................................................................11

Figure 2.3: ER Diagram ....................................................................................................12

Figure 2.4: Sequence Diagram ..........................................................................................13

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 LIST OF TABLES
Table 2.1: Admin Test Case .............................................................................................22

LIST OF ABBREVIATION
BIM Bachelor of Information Management

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CRUD Create Read Update and Delete

CSS Cascading Style Sheet

ERD Entity Relationship Diagram

HTML Hypertext Markup Language

HTTP Hypertext Transfer Protocol

IT Information Technology

MIS Management Information System

TU Tribhuvan University

UML Unified Modeling Language

XAMPP Apache Http Server MySQL Database PHP and Perl

EXECUTIVE SUMMARY
Billing Management system is web-based application, which is used to keep the record of
daily transaction of any business store. The system provides the bill to the customer and

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the daily record of bill is store in database of the system from where admin can able to view
the sales report.

The system is divided into the two sections i.e., Admin and Cashier. Admin can able to add
cashier. The cashier is able to choose the payment method i.e.; cash and credit and add
product details during billing. The billing transaction can be stored in the database which
can be views from the admin panel. The admin can able to manage products and suppliers.
Admin can view the sales reports along with different chart.

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 TABLE OF CONTENTS
ACKNOWLEDGEMENT ................................................................................................ i

LIST OF FIGURES ..........................................................................................................

ii

LIST OF TABLES ...........................................................................................................

iii

LIST OF ABBREVIATION ............................................................................................

iv

EXECUTIVE SUMMARY ...............................................................................................

v

CHAPTER ONE INTRODUCTION ...............................................................................

1

1.1 Background ................................................................................................................... 1

1.2 Problem Definition ........................................................................................................ 2
1.3 Objectives of the Study ................................................................................................. 2
1.4 Methodology ................................................................................................................. 3

CHAPTER TWO TASK AND ACTIVITIES ................................................................ 5

2.1 Literature Review ...........................................................................................................5

2.2 Analysis of Task and Activities .................................................................................... 5

2.3 Problems Analysis ......................................................................................................... 6

2.4 Analysis of Possible Solutions .......................................................................................6

2.5 Feasibility Analysis ....................................................................................................... 6

2.5.1 Technical Feasibility ...........................................................................................6

2.5.2 Economic Feasibility ...........................................................................................6

2.5.3 Operational Feasibility ..................................................................................... ...7

2.6 Requirement Analysis ...................................................................................................7

2.6.1 Functional Requirement .......................................................................................7

2.6.1.1 Use-Case Diagram .....................................................................................8

 2.6.2 Non-Functional Requirement ...............................................................................9

2.7 System Design ..............................................................................................................10

2.7.1 Process Flowchart .............................................................................................10

2.7.2 ER Diagram .......................................................................................................12

2.7.3 Sequence Diagram ............................................................................................ 13

2.8 System Implementation ............................................................................................... 13

2.8.1 Tools used ......................................................................................................... 13

2.8.2 Module Description .......................................................................................... 14

2.9 System and Validation ................................................................................................. 16

2.9.1 System Testing .................................................................................................. 16

2.9.2 Unit Testing ...................................................................................................... 16

2.9.3 Integration Testing ........................................................................................... 18

CHAPTER THREE DISCUSSION AND CONCLUSION ..........................................

19

3.1 Discussion ................................................................................................................... 19

3.2 Findings .......................................................................................................................19

3.3 Conclusion .................................................................................................................. 19

3.4 Future Enhancement .................................................................................................... 19

REFERENCES ................................................................................................................
21

APPENDICES ................................................................................................................. 22
 CHAPTER ONE INTRODUCTION

1.1 Background
This project is an essential and compulsory part for the student who is undergoing the
study of the Bachelor of Information Management (BIM) program affiliated to
Faculty of Management, Tribhuvan University (TU). University is to prepare IT
professionals proficient in the use of computers and computational techniques use in
order to develop effective information system to solve real life problems in the
organizational areas. This Project work helped us to know about the operational and
functional mechanism of organization. A project is an opportunity to implement the
theoretical knowledge into real world practice. The main vision of this project is that
through this experience, students can gain a new perspective into the real-world
operation and problems. It is also an excellent channel for students to get acquainted
with different organizations, developed skill through project based learning and learn
how to deal with real world problems. As the development of technology improves
day by day, the businesses are also expected to keep up with the times and utilize the
available technology to better their operation and this is especially true for service
oriented business.

A Billing Management System is a combination of software and hardware that

receives service usage information, produces invoices, creates reports for
management, and records payments made to customer accounts. Nowadays most
establishment are becoming modernized, they use modern technologies to make their
transaction fast, easy and accurate in order to avoid waste of time and for the sake of
efficient transaction. This billing management system provides the details information
about Bill Information, which allow for a staff in a more systematic manner. This
system helps the cashier and staff to perform the work faster from where the data is
saved in database so that the admin or the head of store can able to view the workflow
of his store and able to track all the activities. This project allows the staff members
to minimize the time taken between the key process that takes place from the order
placement to the bill Statement.

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1.2 Problem Statement
As there is no use of digital technology to manage all the operations of the billing
system. Operations of the store is managed manually through paper-based system.
Due to the old manual system, the store is facing various problems of time
ineffectiveness, lots of paper work, slow data processing and difficulties in finding the
specific record due to file management system.

At existing system, the record has been kept manually. Any customers who need to
pay bill has to wait for the paper bill as it consumes more time. This often requires a
lot of time and effort. In the existing system the person work done manually. The
manual work processes were time consuming and hence slow Following are the
drawbacks of the existing system:

• The existing system is totally manual thus there are chance of error in processing.
• The basic and major drawbacks in the existing system are the speed of retrieval of
data.
• The manual work such as calculation are more error prone.
• There is no central database from where one can get different statistical data at one
place.

1.3 Objectives of the Study

The objectives of this project is to provide the systematic billing system to the organization which
includes the following points:

• To develop a better automated billing management system.

• To reduce workload of staff.

• To store data in centralized location.

1.4 Methodology
A methodology is a model for the design, planning, implementation, and achievement
of the project objective. In order to gather the information and data, and to discover
the design of the application various methods has been applied.

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 1.4.1 Project Framework

Project framework is a combination of processes, tasks, and tools used to transition a

project from start to finish. This chapter reveals the proposed method of implementing
the project. The important on this is systematic planning and implementation in order
to complete system on time.

Figure 1.1: Project Framework

• Project Initiation

This is the first phase in the system development cycle where a reasonable topic that
is capable to solve the issue of the organization was selected. Work on the topic was
started after defining its objectives and scope. A written document as a project
proposal was submitted to the concerned faculty, stating the clear view about the
organization, its issue, recommendation and requirement of the organization. To
gather all these data required the organization was visited. After the approval of the
project proposal, the next phase was started.

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• Project Planning

In this phase the process involved in the overall development of the system and the
activities that must be performed as well as the strategies were defined. Various
planning activities has been be conducted, which includes the planning of work,
schedule, budget, gathering resources, and etc. Those proper planning activities helps
me to complete the project on time and within the budget.

• Project Execution

In the third phase, the requirement documented were prioritized and the system view
was developed. Different types of feasibility were analyzed for the completion of the
project with in the estimated time, budget and the resources required. The overall
module of the system was developed in this phase. The actual implementation was
performed and the testing of the system was also executed. This phase was the longest
phase.

• Project Closure

This is the last phase, in which the project is completed and formally closed. In this
phase the overall process and the achievement is documented and presented to the
mentor. Project Closure involves handing over the actual implementation view of the
project along with the documentation including all the activities involve in project
from scratch level to the completion of the project to the concerned External and
Internal supervisor.

CHAPTER TWO TASKS AND ACTIVITIES PERFORMED

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2.1 Literature Review
For the purpose of this project and its required features, other existing systems were
referred to, so as to gain inspiration and observe what features the software made for
the general use have and might be need for this project. When researching for existing
software that might help in the process of building this project.

“Billing System Design Based on Internet Environment”. This paper deals with the
design of Internet billing system, in which it is possible pay invoices electronically.
This approach is implemented via virtual banks, in which the process of money
transfer can be implemented. In other hand many applications can be realize such as;
deposit e-money, withdrawal e-money and determine account balance. A Gate way
translator is used to apply authentication rules, security and privacy (Muzhir, 2017).

“Billing System Short Documentation”. This Billing software system is the most
sophisticated web based billing system. This web based software has been designed
especially for small & midsized businesses. This Billing system is the most reliable,
flexible and scalable billing software that helps streamline billing while considerably
reducing operating costs. They made this project for a firm called Cross Section
Interactive (Rajpal, 2019).

2.2 Analysis of tasks and activities

Analysis is a process of gathering and interpreting facts, diagnosing problems and the
information to recommend improvement on the system. It is a problem solving activity
that requires intensive communication between the system users and system
developers. System analysis or study is an important phase of system development
process. Many task and activities had been performed which helped to fulfill the main
objective of our project. Major objective of the project was to get the information about
the use of technology in one of the organization in the country.

2.3 Analysis of Problem

The organization is facing certain problems. The main problem of this organization is
implementation of manual process, in these time organization uses pen and copy for
keeping the record use the paper bill for billing during selling product. Similarly, the

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process and implementation is major issue. Implementing required changes to
organizational culture which is a major challenge.

2.4 Analysis of possible solutions

Stores should improve their technology. They must adopt the new strategy of billing
system. They must invest in new technology that will put them ahead of the rest of the
shop. They should therefore implement a web-based billing system.

2.5 Feasibility Analysis

Feasibility study is made to see if the project on completion will serve the purpose of
the organization for the amount of work, effort and the time that spend on it.
Feasibility study lets the developers for see the future of the project and usefulness. A
feasibility study of a system proposal is according to its workability, which is the
impact on the organization ability to meet the user needs and effective uses of
resources. The document provides the feasibility of the project that is being designed
and list various areas that were considered very carefully during the feasibility study
of this project such as Technical, Economic and Operational feasibilities.

2.5.1 Technical Feasibility

Earlier no system existed to cater to the needs of ‘Billing System’. The current system
developed is technically feasible. It is a web based user interface. Thus it provides an
easy access to the users. The database’s purpose is to create, establish and maintain a
workflow among various entities in order to facilitate all concerned users in their
various capacities or roles. Permission to the users would be granted based on the roles
specified. Therefore, it provides the technical guarantee of accuracy, reliability and
security.

2.5.2 Economic Feasibility

A system can be developed technically and that will be used if needed must still be a good
investment for the organization. In the economic feasibility, the development cost in
creating the system is evaluated against the ultimate benefit derived from the new systems.
Financial benefits must equal or exceed the costs.

The system is economically feasible. Since the interface for this system is developed
using the existing resources available at the organization, there is nominal expenditure
and economic feasibility for certain.

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2.5.3 Operational Feasibility

Proposed projects are beneficial only if they can be turned out into information system.
That will meet the organization’s operating requirements. Operational feasibility
aspects of the project are to be taken as an important part of the project
implementation. Some of the important issues raised are to test the operational
feasibility of a project includes the following:

• Is there sufficient support for the management from the users?

• Will the system be used and work properly if it is being developed and implemented?

• Will there be any resistance from the user that will undetermined the possible application
benefits?

This system is targeted to be in accordance with the above-mentioned issues.

Beforehand, the management issues and user requirements have been taken into
consideration. So there is no question of resistance from the users that can undermine
the possible application benefits. The well-planned design would ensure the optimal
utilization of the computer resources and would help in the improvement of
performance status.

2.6 Requirement Analysis

It is the process of gathering the information about the required and existing systems
and distilling the user and system requirements from this information. It involves
Functional Requirement and Non-Functional Requirement.

2.6.1 Functional Requirements

• Admin can able to perform CRUD operations.

• Admin can review the sales.

• Cashier provide the accurate bill.

• Customers can able to receive the bill in digitize form.

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2.6.1.1 Use Case Diagram

A use case diagram is a graphic depiction defined by the unified modeling language
(UML) whose aim is to show the interactions among the elements of a system (actors),
their goals (represent as use case) and any dependencies between those use cases. It
is used to identify the primary elements (actors) and processes (use cases) that form
the system. The use case diagram describes different activities performed by different
actor within the system. It represents system functionality from users’ perspective.
Use case diagram describes a sequence of actions that provides a measurable value to
an actor and is drawn as horizontal ellipses.

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 Fig:2.1: Use case Diagram of Billing Management system

2.6.2. Non-Functional Requirements

• The system must provide customers 24 hours billing service.

• System should able to handle multiple users.

• Database updating should follow transaction processing to avoid data inconsistency.

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 • System is portable and we can switch the server very easily.

• The system should support almost in all browser.

2.7 System Design

Systems design is the process of defining the architecture, product design, modules,
interfaces, and data for a system to satisfy specified requirements. Systems design
could be seen as the application of systems theory to product development. This part
of the project consists of all the work performed from the very initial sketching of
the outcome of the project to successful designing of the project.

2.7.1 Process Flowchart

A flowchart is a type of diagram that represents a workflow or process. A flowchart

can also be defined as a diagrammatic representation of an algorithm, a step-by-step
approach to solving a task. The flowchart shows the steps as boxes of various kinds,
and their order by connecting the boxes with arrows Flow chart is a modeling
technique that traces a movement of data in a computer system and show how the data
is to be processed. It is a type of diagram that represents an algorithm, workflow or
process, showing the steps as boxes of various kinds, and their order by connecting
them with arrows.

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Fig 2.2: Activity Diagram of Billing Management system
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2.7.2 Entity Relationship Diagram (ERD):

Entity Relationship Diagram (ERD) is a model that describes all the entities exist on the
system along with their relationship with each other.

Fig 2.3 ER Diagram of Billing system

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2.7.3 Sequence Diagram

Fig: 2.4 Sequence Diagram

2.8 System Implementation

This part will look at the implementation of the system including the database and the
main application. The database was created first followed by the main application
which was integrated with the database. This section highlights the main features of
the system and how they were implemented.

2.8.1 Tools used

During this development of report different tools were used. Mainly used tools are as follows:

• HTML: It is basically used to format text as titles and headings, to arrange graphics on
this system and also used to link different pages within a system.

• CSS: In this system CSS is used for development sites structure by creating design or
outline the html element and describing the presentation to different pages, including
colors, layout and fonts.

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 • Bootstrap: In this project, Bootstrap is used for designing and making the website
screen responsive. Different components and models are used for attractive user
interface. In this project Bootstrap version 4.0.0 is used.
• PHP: PHP code is embedded into HTML for making website dynamic and used for
connecting website to database. In this system PHP version 7.3.11 is used.
• MySQL: In this project, MySQL is used for the database management of the system.
Different data is stored in the server to make the website dynamic.
• XAMPP: It is used for creating and configuring with database which is written in
MySQL without internet. In this project XAMPP version 3.2.4 is used.
• Microsoft Office: The Microsoft office word document is used for softcopy
documentation of the project. All the document design and numeration are done by
using Microsoft Office Word 2019
• JavaScript: In this project JavaScript is used for creating some animation in page
content.
• Web Browser: Google Chrome browser is used to the run the localhost system of a
project.
• Sublime Text: Sublime Text version 3.2 is used to write down all the HTML, CSS and
PHP code in this project.

2.8.2 Module Description

Login Module

When the user confirmation with a login screen in which they would enter their
unique username and password. Validation was performed by checking if the
username and password is correct.

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15
 Home page

When the login is approved then it Redirect into the Homepage Section. Home page is
the main page of the system where all the workflow is Perform.

2.9 System and Validation

2.9.1 System Testing

This part will look at the testing of the system developed to ensure it has met its
requirements. As a fairly flexible methodology was adopted for the development the
testing of the application started during its development with bugs being fixed as they
were discovered. After each section of the application was completed it was tested so
that errors could be corrected.

2.9.2 Unit Testing:

Unit testing was undertaken during the actual implementation of the system. Each
time some code was written it was run and monitored for the bug. As bugs were
discovered they were corrected by adding additional code or modifying the existing
code. Several bugs were corrected by analyzing the error messages and correcting

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them by chaining in code. After development of the system had been completed
testing was also performed.

Table 2.1 Admin Test-cases

Test Test Test Data Expected Status
Case Scenario Result

1 Check Username= Message Pass

response admin Display
when invalid
username and Password= "Incorrect
password admin username or
is password"
entered.

2 Check Username= Message Pass

response with display "All
blank Password=
username and fields are
blank required"
password
is
submitted

3 Check Username= Message Pass

response Admin Display "
when correct Incorrect
Password=
username and username or
HariRijal password "
incorrect
password
is
entered

4 Username= Pass
Check Message
user
Response Display "
when Incorrect

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 incorrect Password= username or
username and Admin password "

correct
password
is
entered
5 Check Username = Redirect to Pass
response admin Home Page
when valid
Password =
username and admin123
password
is
entered.

2.9.3 Integration Testing

Integration testing involves testing the interfaces between programs. Integration

testing was applied to this project by testing the integration between the database and
the main application Information needs to be read from the database and also inserted
into the database by the main application for the system to work successfully as
intended Using dummy data several tests were carried out to ensure data is being
correctly entered into the appropriate fields and tables in the database and also
retrieved from the database. Some problems were discovered using the method and
was solved by adding validation code.

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 CHAPTER THREE DISCUSSION AND CONCLUSION
3.1 Discussion
The development focused primarily on the usability of such an application and the
functionality needs of the user. The application that was created successfully met the
usability and functional requirements of the user and gained their acceptance.

3.2 Finding
The major findings after the completion of the project are as follows:

• The project helps in gaining the practical knowledge for implementing the theoretical concept
that has been learned.
• After analyzing about the organization, it is known that if organization uses the same
traditional approaches to billing and keep data then it would increase the cost of product.
• If the organization uses the application for billing and keeping record then thus, the
organization would be able to meet its goal comfortably.

3.3 Conclusion
In this system, the recording of bill is done manually. The previous system was time
consuming, less secured and took effort and physical space to keep track of paper
documents. To solve this problem Billing system is designed. It records data and
information in a systematic way and also contains log-in system in which
authentication is needed to use the system that makes system secure. As the system
records the data digitally it won’t take effort and physical space to keep track of paper
document.

3.4 Future Enhancement

With the existing constraints, the developed system is not what was planned initially. The
primary aim of this project has been met. All the objectives that were set out have been
completed and giving positive results in the end. In future some features that can be added
for better performance are as below:

1. Attractive user interface can be designed.

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2. Others Iterative module can be added

REFERENCES
(PDF) Billing system design based on internet environment. (n.d.). Retrieved from
https://www.researchgate.net/publication/242071321_Billing_System_Design_B
ased_o n_Internet_Environment

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Billing system short documentation. (n.d.). Retrieved from
https://www.scribd.com/document/348664641/billing-system-shortdocumentation

KetanRajpal(ketanrajpal14). (n.d.). Retrieved from

https://www.scribd.com/user/358260425/Ketan-Rajpal

Muzhir AL-ANI | Professor | Doctor of philosophy in engineering. (2018, August 1).

Retrieved from https://www.researchgate.net/profile/Muzhir_Al-

Ani

APPENDICES

Interview Questions

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• How do you keep the record?
• What does the staff use to make invoice?
• Do your staff provide correct bill?
• How do you know about your sales?
• How do you know about your product?
• How do you know about the transaction?
• How do you analyze the sales?

System Demo

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