FACULTY OF ECONOMICS AND ADMINISTRATIVE SCIENCES DEPARTMENT OF COMPUTER INFORMATION SYSTEMS

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NEAR EAST UNIVERSITY

FACULTY OF ECONOMICS AND

ADMINISTRATIVE SCIENCES

DEPARTMENT OF COMPUTER

INFORMATION SYSTEMS

2006/2007 SPRING TERM CIS 400 (GRADUATION PROJECT)

DRY CLEANING MANAGEMENT SYSTEM

SUBMITTED TO : DEPT OF. CIS

SUBMITTED BY : Ali DEDEOGLU (20032759)

LEFKOŞA, 2007

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CONTENTS ... PAGE I. ACKNOWLEDGEMENTS... 1 II. ABSTRACT... 2 III. INTRODUCTION... 3

IV. DESIGN OF THE SYSTEM... 4

-Explanation... 4- 12 -Data Flow Diagrams... 13-16 -System Block Diagram... 1 7 -Database Design... 18

V. USER MANUAL... 19

-User guidelines... 19-22 -User Flow Charts... 23-30 VI. REFERANCES... .. . 31

APPENDIX I -Screen Outputs... 32-39 APPENDIX II -Source Code... 40

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I. ACKNOWLEDGEMENTS

This project was prepared by me, Ali Dedeoglu, in association with MR Yalcin Akcali and MR Mustafa Menekay to be submitted to the

Computer Information Systems department as a Graduation Project.

First of all I must thank my family for their strong support, especially my mother. Secondly I thank my dear friend Burak Us for helping me to find solutions for my problems in my project.

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II. ABSTRACT

The Dry Cleaning Management System is a program that enables the users to simply manage their clothes with out having any trouble and with out mixing them.

The program will accept items, mainly clothing such as trousers, ties, skirts and so on.

The reason why I chose this project topic is that my uncle owns a dry cleaning shop in Nicosia and is having problems with mixing up customers clothes.

One of the main importance's of the program is that it should be very user friendly. So that anyone who has knowledge and who hasn't got any knowledge about computers will be able to use it.

The program more or less works like so:

First the customer and his or her information must be recorded in to the program. After that the items of the customer should be collected, as with the submission date. After the items of the customer have been cleaned, the items will be returned to the customers by showing the ticket. After the customer has received his or her items they will receive a receipt.

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III. INTRODUCTION

The computer world is speedily changing and becoming more and more advanced be every passing day. To be realistic the dry cleaning does not require computer systems that much but why in the old world when we can go along with the new world. It might be a little bit expensive and cost a little bit more money than using a pen and paper but it is more guaranteed that the risk of making mistakes will be minimized.

1. CUSTOMER DATA: This data is required, so that the user can add,

update and manipulate customer processes.

2. ITEM DAT A: This data is required, so that the user can simply enter the customer's items by using speed buttons in the program. The purpose of this data is to enable the user not to enter anything from the keyboard when inserting items of the customers into the program.

3. ITEM ACCEPTION DATA: This data is created by the customers

data and item data in order to show the orders of the customers and which date the customer came and which date it wants its items to be ready. It also shows the total debt of the customer of that ticket number.

4. ACCEPTED ITEM DETAILS DATA: This data shows which items

the customer brought to us to clean. Every ticket has different items in them. It has the item name, price and quantity of the ticket number in the item acception data.

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IV.DESIGN OF THE SYSTEM EXPLANATION

THE PROCESSES FOR DRY CLEANING MANAGEMENT SYSTEM

1. ITEM ACCEPTION PROCESS: This process will be used to receive the clothing items of the customers. When the items are taken in by the shop, the user will add the customer if it is a new customer, if not enter the existing customers info from the customers database. After that the customer should give the date which he or she wants the items to be ready. After all these processes the system will give the customer and the user a ticket relating with the items and its prices and also it will give the user an additional ticket to put on the clothes in order not to mix them up with other customers items.

ITEM COLLECTION PROCESS: This sub-process makes it

possible to receive the customers items and the submission date which the customer wants the items to be ready.

CUSTOMER INFORMATION COLLECTION PROCESS: This

sub-process makes it possible to accept the information such as the name, surname, phone and telephone number of the customer who brought in his or her items.

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CHANGE ITEM PRICE PROCESS: This sub-process makes it enable to change the prices of the items stored in the database. The prices

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are entered by the user.

FINALIZE ACCEPTION PROCESS: This sub-process gets all the

information from all the other sub processes like item information, collected customer data, existing customer data from other sub-processes in order to send the gathered information to the right tables in the database. It also takes the items from the items table according to the items of the customers. And at the end it prints out the tickets to the customer and user.

2. ITEM SUBMISSION PROCESS: After the items has been

cleaned and the customer has come to get his or her items this process will b used. It accepts the ticket number or the phone number of the customer to find the orders and the items ho or she brought before.

2.1. TICKET OR PHONE ACCEPTION PROCESS: This

sub-process makes it possible to get the customers pick-up ticket number to get all the information according to the ticket number on the pick-up ticket. It gets the items, customer information from database tables according to the ticket number.

2.2. ACCOUNT RECIEV ABLEPROCESS: This process manages

the cash coming in from the customers after submitting their

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items to them. After receiving the money from the custo program prints out a receipt fro the customer. The c cash amount is stored into the item acception table.

3. REPORT PROCESS: This process takes information from all

of the tables in the database in order to give usable and informing information about the customers, items and orders of the customers. The users can after woods print these reports for future use.

CUSTOMER REPORTS: The customer reports gives the user useful

information of the customers. It consists of information such as customer name, surname, address, phone numbers and so on. By this way the user can contact the customer if any complications occur.

ORDER REPORTS: This report gives the user information about

how much items there are to be cleaned.

TODAYS ORDER REPORTS: This process reports all the items

which have to be cleaned and ready for the day.

CASH REPORTS: This process gives information to the user about

how much money is earned by which order and which customer. It can also be useful for the owners accountant.

The minimum requirements of the system are as follows;

Intel Pentium 3 CPU 2.00Ghz

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256MB Ram 30GBHDD

15'Monitor

Windows XP Home Edition

The recommended requirements of the system are as follows; Intel Pentium(R) 4 CPU 3 .20Ghz

512MB Ram 80GBHDD 1 7'Monitor LCD

Windows XP Professional

I used the Borland Delphi 7 programming language to write this program and Microsoft Access database that has connection with Borland Delphi 7

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I also used VCL Skin to make the view of the program more nice and smooth.

1) PROJECT IDENTIFICATION AND SELECTION

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THE AIM OF THE PROJECT

The aim of my project is to perform all the dry cleaning processes made manually, to the computer system. And one of the main objective of my project is to make it highly user friendly.

THE PROJECT BOUNDRIES

• The program will be designed to run on one computer.

• The program will not work under Linux or other operating systems. Only Microsoft Windows 2000 and upper will work the program properly. Microsoft Windows XP is recommended.

2) PROJECT INITIATION AND PLANNING

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TECHNICAL FEASIBILITY

The hardwares and requirements that are necessary for the system are as follows:

• Computer • Printer

ECONOMICAL FEASIBILITY

• The advantage of using my dry cleaning program as economical result is; it will be less cheap than mixing up other items of customers.

• It will be very easy to use, so the users can not need an education about computer knowledge.

• Another advantage is saving time. With saving time the user I employee can accept more items.

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3) ANALYSIS

THE REQUIREMENT DETERMINATION

The requirements made by the users and customers are as follows :

• To increase service.

• To use only one program to control all processes. • To use graphical user interfaces.

THE EXISTING SYSTEM CAPABILITIES

• There was no existing software.

• All the orders were kept by hand on paper.

• Sometimes the same ticket-no was given to different customers.

THE NEW SYSTEM'S PROVIDENCES

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FACULTY OF ECONOMICS AND

ADMINISTRATIVE SCIENCES

DEPARTMENT OF COMPUTER

INFORMATION SYSTEMS

LEFKOŞA, 2007

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CONTENTS ... PAGE I. ACKNOWLEDGEMENTS... 1 II. ABSTRACT... 2 III. INTRODUCTION... 3

IV. DESIGN OF THE SYSTEM... 4

-Explanation... 4- 12 -Data Flow Diagrams... 13-16 -System Block Diagram... 1 7 -Database Design... 18

V. USER MANUAL... 19

-User guidelines... 19-22 -User Flow Charts... 23-30 VI. REFERANCES... .. . 31

APPENDIX I -Screen Outputs... 32-39 APPENDIX II -Source Code... 40

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II. ABSTRACT

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256MB Ram 30GBHDD

15'Monitor

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The aim of myproject is to perform all the dry cleaning processes made manually, to the computer system. And one of the main objective of my project is to make it highly user friendly.

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3) ANALYSIS

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• The new system should be trustable.

• The new system records customers information.

• The new system gives every customer a different id number, so

they will not be mix up.

• The new system will not give the same ticket number to more than one customer.

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DATABASE DESIGN

• Main Database

Tables in the Database:

• Items

• Accepted Item Details

• Item Acception

• Customers

18

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FACULTY OF ECONOMICS AND

ADMINISTRATIVE SCIENCES

DEPARTMENT OF COMPUTER

INFORMATION SYSTEMS

LEFKOŞA, 2007

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CONTENTS ... PAGE I. ACKNOWLEDGEMENTS... 1 II. ABSTRACT... 2 III. INTRODUCTION... 3 IV. DESIGN OF THE SYSTEM... 4

-Explanation... 4- 12 -Data Flow Diagrams... 13-16 -System Block Diagram... 1 7 -Database Design... 18 V. USER MANUAL... 19 -User guidelines... 19-22 -User Flow Charts... 23-30

VI. REFERANCES... .. . 31

APPENDIX I

-Screen Outputs... 32-39 APPENDIX II

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II. ABSTRACT

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256MB Ram 30GBHDD

15'Monitor

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3) ANALYSIS

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DATABASE DESIGN

• Main Database

• Items

• Item Acception

• Customers

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V. USER MANUAL USER GUIDELINES

1) Main Menu: The Main Menu includes processes such as Item Acception, Item Submission and Reports. Most of the functions such as add, search, update, change item price and item accepting happens in the Item Acception Process. The item submission process only finds the cleaned items and prints out the receipt to the customer. The reports show the customers, orders and other necessary and useful information to the user.

2) Item Acception: In this Process the customer's items, customer registration and update can be made along with searching the customer.

3) Add Customer: This process is used when a new customer comes to give us his or her items to be cleaned. But to accept items from customers we have to ad them first. Wee click the add button and enter the data of the customers and then press SAVE.

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4) Customer Search: This process is used when the existing cust9mer comes to bring items to be cleaned. The user presses the search button and enters the customer's first name and chooses the correct customer from a list of the customer who has the same name. When the customer is chosen we can accept hi/her items.

5) Update Customer: This process can be used to update the existing customer's information stored on our computer. We enter the customers name and select it from a list of the similar names. Double click on it and then enter the new information and press save.

6) Change Item Price: This process enables the user to change the prices if the items according to their wants. Just click on the item you want to change the price of and enter the new price and press CHANGE.

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7) Item Submission: In the item submission form there are several

ways of finding your cleaned clothes. Either enters your Ticket Number or the customers Mobile or Telephone Number for a little bit of security. If the ticket number is entered the customer information will show up along with the items he or she brought on a specific date and the prices. Finally you can press on the PRINT icon and give the customer his or her receipt after getting the money for your service.

8) Ticket Selection: If the ticket number is searched by the mobile or

telephone numbers it will go to a form which shows the ticket numbers belonging to the customer with the entered phone numbers. All you have to do us double click on the desired ticket number. And this will also take you to the form where you submit the items and print out the receipts.

9) Receipt Printing: After all the search is done and the right ticket

number of the customer is found, there is only one step to do and that is to print the receipt and collect the money of the service.

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10) Reports: This process give the user useful and meaningful information about the customers, orders, orders on specific dates and cash. These reports can be printed if desired by the user. It can also be useful to the owner's accountant as well.

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USER FLOW CHARTS MAIN MENU Start 1 . Item Acception 2.ltem Submission 3.Reports

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Make Your Chaise

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ITEM ACCEPTION MENU

Item Acception Sub Menu 1.Add Customer 2.Search Customer 3.Update Customer 4.Change Item Price 5.Print Out Ticket

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ADD CUSTOMER Enter Customer Data Does Customer Exist N Click Save y Give Error Message SEARCH CUSTOMER Enter Customer Name Click Search Button N Give Error Message y Double Click on the Desired Customer

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. PRINT OUT TICKET Choose Item Choose Customer Submission Date Give Error Message N y Print Tickets 27

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ITEM SUBMISSION MENU

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1.Search By Ticket

2.Search By Phones

2.1. Ticket Selection

Make Your Choise

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Enter Ticket Number

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Print Out Receipt

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SEARCH BY PHONES SUB MENU

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Enter Telephone

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Select Ticket Number

Print Out Receipt

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FACULTY OF ECONOMICS AND

ADMINISTRATIVE SCIENCES

DEPARTMENT OF COMPUTER

INFORMATION SYSTEMS

LEFKOŞA, 2007

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CONTENTS ... PAGE I. ACKNOWLEDGEMENTS... 1 II. ABSTRACT... 2 III. INTRODUCTION... 3 IV. DESIGN OF THE SYSTEM... 4

-Explanation... 4- 12 -Data Flow Diagrams... 13-16 -System Block Diagram... 1 7 -Database Design... 18 V. USER MANUAL... 19 -User guidelines... 19-22 -User Flow Charts... 23-30

VI. REFERANCES... .. . 31

APPENDIX I

-Screen Outputs... 32-39 APPENDIX II

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II. ABSTRACT

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~

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256MB Ram 30GBHDD

15'Monitor

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3) ANALYSIS

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DATABASE DESIGN

• Main Database

• Items

• Item Acception

• Customers

18

(85)

V. USER MANUAL USER GUIDELINES

1) Main Menu: The Main Menu includes processes such as Item Acception, Item Submission and Reports. Most of the functions such as add, search, update, change item price and item accepting happens in the Item Acception Process. The item submission process only finds the cleaned items and prints out the receipt to the customer. The reports show the customers, orders and other necessary and useful information to the user.

2) Item Acception: In this Process the customer's items, customer registration and update can be made along with searching the customer.

3) Add Customer: This process is used when a new customer comes to give us his or her items to be cleaned. But to accept items from customers we have to ad them first. Wee click the add button and enter the data of the customers and then press SAVE.

(86)

4) Customer Search: This process is used when the existing cust9mer comes to bring items to be cleaned. The user presses the search button and enters the customer's first name and chooses the correct customer from a list of the customer who has the same name. When the customer is chosen we can accept hi/her items.

5) Update Customer: This process can be used to update the existing customer's information stored on our computer. We enter the customers name and select it from a list of the similar names. Double click on it and then enter the new information and press save.

6) Change Item Price: This process enables the user to change the prices if the items according to their wants. Just click on the item you want to change the price of and enter the new price and press CHANGE.

(87)

I

7) Item Submission: In the item submission form there are several

ways of finding your cleaned clothes. Either enters your Ticket Number or the customers Mobile or Telephone Number for a little bit of security. If the ticket number is entered the customer information will show up along with the items he or she brought on a specific date and the prices. Finally you can press on the PRINT icon and give the customer his or her receipt after getting the money for your service.

8) Ticket Selection: If the ticket number is searched by the mobile or

telephone numbers it will go to a form which shows the ticket numbers belonging to the customer with the entered phone numbers. All you have to do us double click on the desired ticket number. And this will also take you to the form where you submit the items and print out the receipts.

9) Receipt Printing: After all the search is done and the right ticket

number of the customer is found, there is only one step to do and that is to print the receipt and collect the money of the service.

(88)

10) Reports: This process give the user useful and meaningful information about the customers, orders, orders on specific dates and cash. These reports can be printed if desired by the user. It can also be useful to the owner's accountant as well.

(89)

USER FLOW CHARTS MAIN MENU Start 1 . Item Acception 2.ltem Submission 3.Reports

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Make Your Chaise

Choice=1

YG

N Choice=2 _Y

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N Choice=3 23

(90)

ITEM ACCEPTION MENU

Item Acception Sub Menu 1.Add Customer 2.Search Customer 3.Update Customer 4.Change Item Price 5.Print Out Ticket

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MakeYou,Cho;se

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Choice=1 Choice=2 N Choice=3 Choice=4 Choice=5 y N y N N N 24

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ADD CUSTOMER Enter Customer Data Does Customer Exist N Click Save y Give Error Message SEARCH CUSTOMER Enter Customer Name Click Search Button N Give Error Message y Double Click on the Desired Customer

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25

(92)

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UPDATE CUSTOMER

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Enter Customer Name I

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Click Search Button N Give Error Message y Double Click on the Desired Customer Enter Customer New Data Click Save

CHANGE ITEM PRICE

Item Enter New Price N _Give _Error Message Click Change • 26

(93)

. PRINT OUT TICKET Choose Item Choose Customer Submission Date Give Error Message N y Print Tickets 27

(94)

ITEM SUBMISSION MENU

2

Item Submission Sub Menu

1.Search By Ticket

2.Search By Phones

2.1. Ticket Selection

Make Your Choise

Choice=1

N

Choice=2

y

SEARCH BY TICKET SUB MENU

Give Error

Enter Ticket Number

N

y

Print Out Receipt

(95)

SEARCH BY PHONES SUB MENU

2.2

Enter Telephone

or Mobile

Number Give Error

N

Telephone or

obile is Entere

TICKET SELECTION SUB MENU

Select Ticket Number

Print Out Receipt

(96)

REPORTS MENU

Item Acception Sub Menu

1.Customer Reports

2.0rder Reports

3.Today's Order Reports 4.Cash Reports

Make Your Chaise

Choice=1 N Choice=2 N Choice=3 N Choice=4 N y 3.2 y y y 30

(97)

VI. REFERANCES

• Access 2003 Power Programming with VBA by Allen G. Taylor

• Delphi notes from CIS 232. by Nadire Çavus

• Management Information Systems by Yalçın Akcalı

• Mastering Delphi 7 by Macro Cotnu

• Sql lessons from Mr Tansel Devin

(98)

APPENDIX I SCREEN OUTPUTS

Main Menu

(99)

Item Acception

Add Customer

(100)

Customer Search

Customer Search( continue)

(101)

UpdateCustomer

Update Customer(Continued)

(102)

Update Customer(Continued)

(103)

Change Item Price

(104)

38

Item Submission

(105)

39

Ticket Selection

Reports

(106)

APPEDIXII

The source codes of my program can be seen on the COMPAC DISC that I provided you.

FACULTY OF ECONOMICS AND ADMINISTRATIVE SCIENCES DEPARTMENT OF COMPUTER INFORMATION SYSTEMS

FACULTY OF ECONOMICS AND

ADMINISTRATIVE SCIENCES

DEPARTMENT OF COMPUTER

INFORMATION SYSTEMS

FACULTY OF ECONOMICS AND

ADMINISTRATIVE SCIENCES

DEPARTMENT OF COMPUTER

INFORMATION SYSTEMS

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