Client Information Management Systems

OVERVIEW

By studying the work process in an Auditor’s office, I found that they are not using proper computer application for their client information instead they used excel spreadsheets to save the data which  mainly lacked accuracy,validation in some important id proofs such as PAN NO, AADHAR NO.,And it also takes more time for calculating various amounts,finding any particular data and information of the clients. Also a computer crash ,hardware failure or virus can potentially mess up their hard work causing huge data loss.

Considering all these complexities I decided to create a software to overcome the above issues.The main objective of Client Information Management Systems is to facilitate the employees as well as providing information to the clients.I developed a client database application which keeps all client’s data and information for future use.My application can search any records as their requirement very quickly . This application increases their work performance than previous work efficiency.

General Objectives of this System 

  • To send the status of client’s data through E-mail.
  • For faster access of data and information.
  • To increase efficiency of employees.
  • Data deletion is strictly avoided.
  • For smooth and fair running of the organization.
  • To provide information about Bill summary.
  • It also provides the records of the clients whose fees status is in due.

Implementation

In this application I have implemented User Administration,Client Registration,Bank Details,Email Address and ID proofs validations,Client Enquiry, Generating and Printing Receipts,Saving successful payments,Notifying unsuccessful payments,Displaying total fees collected per day;records registered per day,Sending Emails.

Language

vb.net

Software Requirements

Visual Basic.Net front end, MS SQL Server back end.

Forms Description

Login Form

This form has the highest priority when compared to all the other forms. This model allows the user to enter his username and password in order to make use of the software.

Screenshot (11)

Response Sequences

This form has text boxes where the user can enter his username and password. If the necessary information is not provided or if invalid inputs are given by the user then the system will pop a message box.

Functional Requirements

Only authorized users are allowed to login.. If invalid username or password is given by the end-users then system informs the user. If Unauthorized users try to access then it does not allow the user to work on the System.

Menu Form

This form is used by data entry operator who is responsible for entering the details of clients. The form requests that the user specify the function he/she would like to perform (registration of client, updating client information,View the records,Creating receipts,Sending Email,Logging out).

Client Entry Form

Description and Priority

This form allows the user to add the client information in the database..

Response Sequences

The system requests the user to specify the function she/he would like to perform(Save, Clear, Print)

Functional Requirements

In “Save” once the user provide the requested information, the system saves the details and an appropriate message is displayed.

In “Clear” the details in the text boxes gets cleared.

In “Print” the displayed details of the client gets printed.

Screenshot (15)

Update Form

Description 

This form allows the user to modify the client information from the database.

Response Sequences

The system requests the user to specify the function she/he would like to perform(Update, Clear, Print)

Functional Requirements

In “Update” Once the user provide the requested information, the system saves the details and an appropriate message is displayed.

In “Clear” the details in the text boxes gets cleared.

In “Print” the displayed details of the client gets printed.

Record Form

Description 

This form allows the user to view the client information from the database.

Response Sequences

The system requests the user to specify the client information she/he would like to view.

Screenshot (16)

Receipt Form

Description and Priority

This form allows the user to add the Client Information,Payment Methods,Amount Info

Response Sequences

The system requests the user to specify the File No of the client from which his/her name and asst year are generated automatically.

Functional Requirements

In “Payment Methods” when the user selects payment through  ‘Online’ he/she has to mention the Bank Name or through ‘Cheque’, ChequeNo and Bank name has to be mentioned or through cash the user can directly enter the amount details.The system saves the details and a unique Reciept No is generated.

In “Clear” the details in the text boxes gets cleared.

In “Print” the displayed details of the client gets printed.

Screenshot (17)

Bill History Form

Description 

This form allows the user to view the bills.

Response Sequences

The system requests the user to specify the client information she/he would like to view.This form can pass the values from datagridview  to another form,Hence he can print the receipt again or he can cancel the receipt.

Screenshot (18).jpg

Screenshot (19)

Functional Requirements

In “Cancel” the payment status of a receipt of the client gets cancelled .

In “Print” the displayed details of the receipt gets printed.

Email Form

Description and Priority

This form allows the user to send the mail to the client.

Response Sequences

The system requests the user to specify the function “SEND”

Functional Requirements

“To”(Receivers user-id) “Subject”,”CC”,”BCC”, “Message” and “Attachments(Not more than 10 MB)”

Screenshot (20).jpg

Coding

Source Code

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