A SALES MANAGEMENT SYSTEM FOR MPANGA GROWERS TEA FACTORY LIMITED
BY
………………………….
U/2010/BIT/0…/D

RESEARCH PROJECT SUBMITTED IN PARTIAL FULFILMENT ON THE REQUIREMENT FOR THE AWARD OF BACHELOR IN INFORMATION TECHNOLOGY OF THE UGANDA PENTECOSTAL UNIVERSITY

DECLARATION

I hereby declare that this project is my original work and it has not been submitted in this form or any other form to this or any other institution for examination purposes. Any quotation made has been referenced accordingly.

Author
Signature ………………………………… Date………. /…........./……….
KASWARA TOM

APPROVAL

This project has been submitted for examination with my approval as the University candidate supervisor

Signature ……………………………………… Date………/…..…../……….
MR. ANDY BYONA

DEDICATION

I wish to dedicate this project to my family members who have shown great concern towards the fulfillment of this project. Finally to Uganda Pentecostal university and everybody who would like to undertake the same course in future.

ACKNOWLEDGEMENT

I thank the almighty God for sustaining my life and seeing me through this course at the University. I am grateful for the concern by the people I have interacted with towards the successful completion of this project
I extend my sincere gratitude to my supervisor Mr. Andy Byona for his high level of devotion , patience, monitoring , guidance and critical comments without which this work couldn’t be a success.
Special thanks go to my Dad………., Mum……., Brother ……………..and Sisters ………….., ………..and ……… the financial support, encouragement and assistance during the course.
I cannot forget to acknowledge the management and staffs of all Mpanga Growers Tea Factory Ltd for their cooperation during the research study.

GOD BLESS YOU ALL

TABLE OF CONTENTS

DECLARATION……………………………………………………………………..
DEDICATION…………………………………………………………………………
ACKNOWLEDGEMENT…………………………………………………………..
TABLE OF CONTENTS……………………………………………………………
LIST OF TABLES…………………………………………………………………..
ABSTRACT…………………………………………………………………………..

CHAPTER ONE
1. INTRODUCTION…………………………………………….
1.2. BACKGROUND……………………………………………….
1.3. STATEMENT OF THE PROBLEM………………………..
1.4. PROBLEM APPROACH…………………………………….
1.4. PURPOSE OF THE STUDY…………………………………
1.5. OBJECIVE OF THE STUDY………………………………..
1.6. SCOPE OF THE STIDY………………………………………
1.6.1. PROJECT SCOPE……………………………………………
1.6.2 GEOGRAPHICAL SCOPE…………………………………..
1.6.3 TIME SCOPE………………………………………………….
1.7 SIGNIFICANCE OF THE PROJECT……………………….
1.8 JUSTIFICATION………………………………………………

CHAPTER TWO 2.1 INTRODUCTION 2.2 LITERATURE REVIEW
2.3 PERFORMANCES

CHAPTER. 3
3.1 METHODOLOGY…………………………………………….
3.2 RESERCH DESIGN…………………………………………...
3.3 STUDY AREA…………………………………………………
3.4 STUDY SAMPLE………………………………………………
3.5 SAMPLING METHOD………………………………………..
3.6 DATA COLLECTION METHOD……………………………
3.6.1 PROJECT DEFINITION………………………………………
3.6.2 ORAL INTERVIEW……………………………………………
3.6.3 OBSERVATION………………………………………………..
3.6.4. QUESTIONAIRE……………………………………………….
3.7 DATA SOURCES…………………………………………………
3.7.1 PRIMARY…………………………………………………………
3.7.2 SECONDARY DATA …………………………………………….
3.9. DATA PROCESSING ANALYSIS………………………………
3.9.1. DATA PROCESSING……………………………………………..

3.9.2. DATA PRESENTATION AND ANALYSIS…………………….

4. RESERCH METHODOOGY……………………………………...

CHAPTER 4

4.1 INTRODUCTION…………………………………………………….

4.2 DEFINE SYSTEM ANALYSIS …………………..............................

4.2.1 FEASIBILITY STUDY ……………………………………………..

4.3.1 SYSTEM DESIGN SPECIFICATION…………………………….

4.3.2 HARD WARE REQUIREMENT…………….……………………..

4.4 DEFINE THE NEW SYS……………………………………………….

4.5. DEVELOPING THE NEW SYSTEM………………………………..

SOFTWARE REQUIREMEMENT……………………………………

4.6 IMPLIMENTATION OF THE NEW SYSTEM DATABASE………

4.6.2 MAINTAINANCE OF THE SYSTEM…………………………………..

4.6.3 SYSTEM EVALUATION……..………………………………………….

4.6.4 SYSTEM CONVERSION…………………………………………………

CONCLUSION………………………………………………………………..

CHARTER 5

5.1 RECOMENDATION………………………………………………………..

5.2 CONCLUSION……….……………………………………………………….

5.3 BIBLIOGRAPHY……………………………………………………………..

5.4 APPENDECIES………………………………………………………………..

LISTS OF ACRONYMS

LISTS OF FIGURES
FIGURE 1.0……………………………………………………………………………..
FIGURE 2.0……………………………………………………………………………..
FIGURE 3.0……………………………………………………………………………..
FIGURE 4.0……………………………………………………………………………..
FIGURE5.0……………………………………………………………………………..
FIGURE6.0……………………………………………………………………………..
FIGURE 7.0……………………………………………………………………………..
FIGURE 8.0……………………………………………………………………………..
FIGURE 9.0……………………………………………………………………………..
FIGURE 10.0……………………………………………………………………………..
FIGURE 11.0……………………………………………………………………………..
FIGURE 12.0……………………………………………………………………………..
FIGURE 13.0……………………………………………………………………………..
FIGURE 14.0……………………………………………………………………………..

LISTS OF TABLES
Table 1.0………………………………………………………………………………..
Table 2.0………………………………………………………………………………..
Table 3.0………………………………………………………………………………..
Table 4.0………………………………………………………………………………..
Table 5.0………………………………………………………………………………..
Table 6.0………………………………………………………………………………..
Table 7.0………………………………………………………………………………..
Table 8.0………………………………………………………………………………..
Table 9.0………………………………………………………………………………..
Table 10.0………………………………………………………………………………..

ABSTRACT
The purpose of developing this project is to fully automate sales system for Mpanga Growers Tea Factory Ltd. This system is capable of calculating sales, monthly sales and storing customers’ record. On the basis of certain formulas it will generate files as an output such as reports and receipts.
Inventory is a list of what you have. In company accounts, inventory usually refers to the value of stocks, as distinct from fixed assets. An inventory would include items which are held for sale in the ordinary course of business or which are in the process of production for the purpose of sale, or which are to be used in the production of goods or services which will be for sale.

CHAPTER 1
1.0 INTRODUCTION
This chapter examines the background information, statement of the problem, scop, objective of the research study and the significance of the
1.1 BACKGROUND OF THE STUDY
Mpanga Growers Tea Factory is a public limited company owned by small holder tea growers. It was incorporated in 1995 .It is located in western Uganda Kabarole district, producing quality tea for both local and export markets. It is one of the tea factories formerly under Uganda Tea Growers Corporation (U T G C), established by an Act of parliament on February 1966. After privatization by Ugandan government with the assistance of the European Union, small holder tea farmers were encouraged to buy shares in order to have ownership of the factory and to increase on the share capital of the company. The objective of privatizing the company .was to empower small holder tea farmers to increase on their production, improve house hold income, and to become self sustaining.
By the year 2000, all the 100,000 share capital had been paid up to the shareholders; hence becoming the legitimate owners of Mpanga Growers Tea Factory. Currently the company has a membership of 730 shareholders
Mpanga Growers Tea Factory Limited processes green leaf into high quality made tea for primarily the export market and to a small extent the local Uganda market. The company has four estates where it grows the green leaf. These are Kasunga, Kibaale, Kyapa and Demo. The farmers who own the company also grow green leaf which they supply to the factory as out-growers. The total acreage of tea for both the out growers and factory owned estates is 1274 ha out of this 200 ha (16%) of the total acreage belongs to the factory estates and the rest is owned by out-growers.

Mpanga’s market
Currently, Mpanga Growers Tea Factory Company Limited has three broad categories of market outlets. Namely the Mombasa Auction, Fair trade, and the local market.
The Mombasa Auction, which is a tea trading house in the East African region, takes up to 98% of total sales of their teas.
Mpanga being Fair-trade affiliate sells some of her teas to fair trade buyers, which accounts for i.6% of the total sales. Teas sold on fair trade market carry a premium which goes towards the improvement of unprivileged social economic well being of the local community within the Company tea growing areas.
The local market accounts for 0.4% of sales the total sales. Mpanga is considering increasing its share of the local market by introducing blended packed tea for domestic consumption.
Distribution Channels
Mpanga has two distribution channels: direct sales and auction warehousing, both of which are centrally managed.
Direct sales this is the channel that sales to the local market basically to satisfy the local community. The buyers pick up their products from the company’s store. The factory can also provide samples for various grades before deciding on sales with the buyer.
Auction Warehousing — this is through contact with their brokers (Venus Tea Brokers Ltd). This can be done through Mombasa auction and a private sale outside the auction market. This means that the sales are therefore FOB Mombasa. Mpanga pays for warehousing and all other auction charges (cataloging, fees, freight, insurance, etc).
In Mpanga a close look at many reports indicate difficulties in the way how sales staff act in regard to documentation and record keeping of the sales proceedings across the entire department of marketing and sales.
At first when the department had just started in three years back the manual system looked effective but as the business grows the need for an automated system also increases, this is perhaps attributed to the increasing number of customers, advancements in technology like online shopping competition and the introduction new brands on market.
According to Avegron and Corriford (1998), Asserts that Computer based systems help to sustain and re-enforce a particular management structure or operate to change the traditional way of doing things.
The term sales management system refers to a system designed to track and manage sales activities for individuals and even large sales force. A good sales force automation system allows information about sales opportunities to be easily accessible so that it can be reviewed. This information is stored in, a sales management system may relate to individuals, companies, and even specific transactions. Good sales management system provides the means for a busy sales manager to quickly find out what is happening with each sales opportunity and sales representative.
Mission:
The mission of Mpanga Growers Tea Factory Company Limited is the processing of tea leaf and marketing of high quality made tea on behalf of the shareholder farmers.
Vision:
Mpanga Growers Tea Factory Company Limited’s vision is to become a competitive and sustainable small tea holder’s factory in Uganda.
Mpanga produces black CTC teas in different grades mainly for export. The teas are produced in two grades, prirnary- and secondary grades. The primary grades are packed in aluminium lined 4-ph paper sacks to preserve the quality and flavours while secondary grades are packed in polvthene lined poly bags.
1.2 PROBLEM STATEMENT
The current local sales data capturing information system at Mpanga is ineffective because it is paper based thus the system has a lot of loop holes ranging from data capturing, storage, retrieval, reconciliation in case of errors hence paralyzing the entire decision making process of the department.
Information as a major tool in decision making, forecasting sales, monitoring competitors’ activities and formation of working, sincere and achievable strategies have not been achieved due to reasons that information has not been adequately and properly managed, controlled stored and coordinated which was due to paper work inefficiencies and this led to challenges in streamlining work procedures. Therefore this created a need to develop an automated local sales management system that tracks, processes, stores and retrieves information pertaining sales proceeds on a daily, weekly, monthly, and annually basis.

1.3 MAIN OBJECTIVE
The project will lead to the development of an automated local sales information system which will capture stock, sales as both in cash and credit, debt collections and then subtract it from the total stock. The system will make it possible for all sales staff to know their stand when correct data is fed in, the system will be in position to generate reports daily, weekly, monthly and annually.
1.4 SPECIFIC OBJECTIVES
To analyze the existing system and related data and review the literature related to the local sales data information system developed.
To develop a system that enhances data capture, storage, Query processing and makes data retrieval easier for sales staff.
To design an integrated system with a database for central management of data access and utilization for sales and marketing Department that monitors activities of a sales force team.
To validate, test and implement the system developed.
1.5 PROJECT SCOPE
The researcher used Mpanga growers tea factory (sales and marketing department) as a case study to assist in the development of an automated local sales management system since there has been a growing concern on the way the department handles sales information, since the department was steadily growing and expanding in terms of sales volume thus the need for such a system. The system has a backend database that is used to keep all the sales records including paid and unpaid invoices. 1.6 SIGNIFICANCE OF THE PROJECT
A close look at the challenges faced by the current sales system in the department in general portrays a number of strategies that the system has implemented beneficial to both the principal investigator and the entire department of sales and marketing.
This automated sales management system has the following functionalities that have helped the sales people comply and hand in timely reports, the system is user friendly and easy to use
The project will add to the existing literature in the field of research. Therefore future scholars and researchers can refer to and use the findings of this project in their academic research.
The system will be able to generate timely reports to help management make decisions in a timely manner.
The system will help the sales staff and management in carrying out their duties efficiently, this will reduce on inconveniences and delays in decision making that were experienced before.
The system will lead to easy, convenient and timely generation of reports at all times and in all aspects.

CHAPTER 2
LITERATURE REVIEW
2.1 INTRODUCTION
This chapter examines what other researchers have said about transaction processing systems and the benefits of management information system in organizational operations and decision making.
2.2 DEFINTION OF DECISION SUPPORT SYSTEMS
Sprague and Carlson (1982) [32] define decision support systems broadly as an interactive computer based systems that help decision makers use data and models to solve ill structured, unstructured or semi structured problems. Bonezek, Holsapple and Whinston (1981) [9] argued the system must possess an interactive query facility, with a query language that is easy to learn and use.
Decision-making as defined by Lucey (2000) [22] is an integral part of management and occurs in every function and at all levels. She further states that decision-making is an iterative process and that the type of decisions taken vary but all decision makers have to go through the same process. They should choose outcomes, which are considered necessary.
Decision making should be made at the lowest possible level which accords their nature and as close to the scene of action as possible, Turban and Aronson(2001) [34]. They should always be taken at the level, which ensures none of the activities, and objectives affected are forgotten.
Problem solving and decision-making are two of the most important activities in any business.
Kroenke and Hatch (1994) [19] further argued that, during the decision making process, particulars of a problem are identified, the problem and constraints are defined, problem scope and problem environment are described, alternative problem solutions are developed, alternatives are evaluated and one alternative is selected.
2.3 DEFINITIONS OF MANAGEMENT INFORMATION SYSTEMS:
A system is a scientific method of inquiry that is, observation, the formulation of an idea, the testing of an idea and the application of the results. The scientific method of problem solving is the systems analysis in its broad sense. Data are facts and figures. However, data has no value until when it has been processed to produce information that is valuable for decision making within the organization.
Heeks (1998)(22) defined MIS as an information system that provides reports which assist management in monitoring and control of organizationl functions, resources or other responsibilities. Loudon and Loudon (2002)(26) says an effective information system provides users with accurate and relevant information. In this project, the researcher agrees with the authors since Mpanga sales management system handles a sizeable amount of records, then a management information system is amanagement scheme that offers faster procedures for information management. MIS emphasizes the gathering of data, storing, processing and report generation for an organization.
Christen (1990) addressed the question of how to get started or improve upon the existing information system. In his article, christen recommends establishing a project committee to explore the departmental needs now and in the future.
Computer systems. The management of information systems is very important for both security reasons and to ensure that all information is provided to the various departments within the company and to the outside sources as required.
According to the encyclopedia, a system is a combination or arrangement of parts to form an integrated whole. A system includes an orderly arrangement according to some common principle or rule. A system is a plan or method of doing something. The study of systems is not new because it dates back to the construction of the Egyptian pyramids. The development of a set of standards and procedures or even theories, is as old as history itself and therefore people have always sought to find solutions and relationships for what is seen or heard.
2.4 BENEFITS OF DECISION SUPPORT SYSTEMS AND MIS:
Faster decision making and control through the provision of timely information.
Better decision making and control through provision of relevant information.
CHAPTER3:
RESEARCH METHODOLOGY
3.0 Introduction
The chapter discusses how data was obtained, processed and analyzed .The areas covered in this chapter includes research and design, the population and sampling technics, research instruments for data collection, and limitations of the study
3.1 Research Methods
There are several ways in which research methods can be classified. A common method is to
Make the distinction between quantitative and qualitative research methods, In simplified terms, quantitative researchers assimilate facts and study the association between one set of gathered facts with another, while qualitative researchers are more interested in understanding individuals’ perceptions of their environment
Qualitative research
Methods are designed to aid researchers in understanding the social and cultural contexts within
Which subjects operate .Given the scenario above, qualitative research methods were used in this study.
3.2 DATA COLLECTION METHODS
To examine the nature of the current sales systems at the factory, the study used different methods of data collection. These included, an interview guide, observation and reviewing of existing data on the sales management record systems.
3.2.1 Interviews
An interview guide was prepared for different categories of people specifically the sales manager, store officers and customers. This method was used in order to collect information concerning the existing system(s) of sales management at Mpanga growers tea factory limited as a case study.
Open-ended questions were designed to enable the respondent’s air out their views freely. An interview guide is particularly useful in obtaining information that cannot be obtained using other methods
Interviews were conducted because they are effective tools for gaining insights into major
Problems as well as offering solutions or improvements. Interviews allow evaluators to gain firsthand knowledge and establish a relationship with the person being interviewed. Interviewers also obtain complete evidence that can further enhance data reliability. The successful conduct of interviews is highly dependent on establishing a good degree of trustworthiness with key informants

The study employed a sample of two categories of respondents from the sales office or department. These included the sales managers and credit officers; thus samples of 10 respondents were interviewed. In order to choose the sample, stratified sampling was used. The following are the sample results of the interviews, observation and literature review.
Sales Manager
Critical Issues for the sales department
According to interviews carried out on the sales Managers, it was found out that most of the managers had been at the factory for a period of 3-9 years. When asked about the amount of sales made per day, wether there is a system in place to manage these sales, the manager replied that there are two categories of sales that is credit sales and cash sales, and that they make large volumes of sales in a day, to add on that there is no proper system to manage these sales
Customers
.Customer Satisfaction about the Existing System
The researcher also interviewed customers on whether they were satisfied with the current system. To my surprise, among the business community there was no one who was satisfied. It was only 50 percent of the customers who were satisfied with the current system. This further justified the need for the new system.
3.2.2 Observation
Observation as a data collection was used to help the researcher see how the current system was being used and how work is done
The researcher also reviewed the existing documents, interviewed clients and monitored their behavior. Managers and Credit officers’ behavior were also observed to help the researcher become familiar with the factory sales operations. Observation enabled the researcher crosscheck for the validity and accuracy of the information that was gathered through interviews and questionnaires and also acted as a base in designing an appropriate system.

Various activities ranging from distribution of reports, sales manager’s behavior in offices, credit officers’behavior in sales departments and customers’ behavior with sales officers were observed. This was to help the researcher become familiar with factory sales department operations. Observation further enabled the researcher crosscheck for the validity and accuracy of the information that was gathered through interviews and also acted as a foundation in designing an appropriate system.

3.2.3 Reviewing of Existing Literature
The researcher carried out a study of the existing system with the supervisor of the sales department and found out that the existing system that was being used in the sales department was a paper based system. The existing documents were reviewed to get an insight of the problem in relation to the findings and hence giving a clear picture in designing an appropriate sales management system.
Documentary reviews were done to obtain information on the critical issues considered in the
Designing of the sales management system. Documents reviewed by the researcher included, sales books, minutes of management meetings, sales reports, sales receipt, delivary notes, The various documents reviewed provided opportunities for in depth understanding of the system in place, its weaknesses, and provided a way for the design of the new system.

CHAPTER 4:
ANALYSIS, DESIGN AND IMPLIMENTATION
4.0 INTRODUCTION
This chapter gives an overview of the structure of the old system, its weaknesses, and requirements of the new system, design and implementation of the new system
4.1ANALYSIS OF THE CURRENT SYSTEM

SALES DEPARTMENT STORE
At present, the current system stores the company’s sales details on paper based sales book that cannot be used to produce a summary report of the computed cash or credit sales and the current system has no capacity to compute them. It is just a store of companies’ sales information. It has no capacity to generate a decision. The decision is generated by the sales committee which comprises of the sales manager, stores manager accountant and supervisor. The decisions generated may be incorrect because of bias which is inherent in human beings and this may result into over financing or under financing of the company thereafter resulting into bad debts. The current system does not provides reports such as Sales reports, credit reports, monthly reports, daily reports. It also does not have the capacity to monitor payment and charge default in case of late credit sales.

DATABASE

Figure 1.0:The Current System

WEAKNESSES OF THE OLD SYSTEM
1. Inability of modification of data: The managing of huge data effectively and efficiently for efficient results, storing the details of the consumers etc. in such a way that the database can be modified as not possible in the current system.
2. Not user friendly: The existing system is not user friendly because the retrieval and storing of data is slow and data is not maintained efficiently.
3. Difficulty in reports generating: Either no reports generating in a current system or they are generated with great difficulty reports take time to generate in the current system.
4. Manual operator control: Manual operator control is there and leads to a lot of chaos and errors.
5. Lot of paperwork: Existing system requires lot of paper work and even a small transaction require many papers fill. Moreover any unnatural cause (such as fire in the organization) can destroy all data of the organization. Loss of even a single paper led to difficult situation because all the papers are interrelated.
6. Inability of sharing the data: Data cannot be shared in the existing system. This means that no two persons can use the same data in existing system. Also the two departments in an organization cannot interact with each other without the actual movement of data.
7. No support in decision-making: Existing system does not support managerial decision making.
8. No support in strategic competitive advantage: Existing system do not support strategic competitive advantages.

THE PROPOSED SYSTEM
The Proposed system is an automated Sales Management System. Through this system the user can add customers, add sales on credit and cash, search customers, search sales by using invoice numbers, update information, and edit information.

DATA FLOW DIAGRAM OF THE PROPOSED SYSTEM

START

MIDIFORM WITH LOGIN SCREEN

SELECT LOGIN USERNAME

Is Username For Admin ?

YES NO

Performs other functions but cant produce reports
Performs all functions with all rights

END

Figure 2.0:The Proposed System

ADVANTAGES OF THE PROPOSED SYSTEM
1. Easiness in modification of data: The proposed system provides managing of huge data effectively and efficiently for efficient results, storing the details of the customers, employees etc. in such a way that the database can be modified.
2. User friendly: The proposed system is user friendly because the retrieval and storing of data is fast and data is maintained efficiently. Moreover the graphical user interface is provided in the proposed system, which provides user to deal with the system very easily.
3. Reports are easily generated: Reports can be easily generated in a proposed system. So any type of reports can be generated in a proposed system, which helps the managers in a decisions-making activity.
4. Sharing the data is possible: Data can be shared in proposed system. This means that two or more persons can use the same data in existing system provided that they have right to access that data. Also the two or more departments in an organization can easily interact with each other without the actual movement of data.
5. No or very few paperwork: The proposed system either does not require paper work or very few paper works is required. All the data is feted into the computer immediately and various bills and reports can be generated through computers. Since all the data is kept in a database no
Data of the organization can be destroyed. Moreover work becomes very easy because there is no need to keep data on papers.
6. Support strategic competitive advantage: Proposed system supports strategic competitive advantages. Since the proposed systems provide easiness in reports generating it will provide strategic advantages among competitors.
7. Computer operator control: Computer operator control will be there no errors. Moreover storing and retrieving of information is easy. So work can be done speedily and in time.

4.2 FEASIBILITY STUDY
A feasibility study was carried out to test whether the proposed system is worth being implemented. A Feasibility study is a test of the proposed system regarding its work ability, its impact on the organization ability to meet user needs and effective use of resources. It is usually carried out by a small number of people who are familiar with the information system techniques, understand the part of the business or organization that will be involved or effected by the project and are skilled in the system analysis and design process. The key consideration involve in the feasibility study are:
1. Technical
2. Behavioral
3. Economic
1. TECHNICAL FEASIBILITY
Technical feasibility centers on the existing computer system (hardware and software) and to what extent it can support the proposed system addition. For example, if the current system is operating at 70% capacity (an arbitrary value), then another application could overload the system or require additional hardware. If the budget is a serious constrain then the project is judged not feasible. Therefore the researcher strongly says that this system is technically feasible, since there will be no much difficulty in getting the required resources for the development and maintaining the system as well. All the resources needed for the development of the system as well as the maintenance of the system are available in the organization.

The technologies and the environment which are used in this project are
SOFTWARE
Front End
1. Language used: Visual Basic. This language was used because this language supports event driven programming feature.
Back end
Ms Access. This is a database application used to store data in the form of tables.

OPERATING SYSTEM:
Platform: Windows XP. The system requires window operating system, which is easily available.
HARDWARE:
Intel based processor-run computer system, which has keyboard and a mouse as input devices. This has been decided for its case of availability and up-gradation.

2. BEHAVIOURAL FEASIBILITY:
An evaluation of the behavior of the end users, which may effect the envelopment of the system. People are inherently resistant to change and computers have to know to facilitate changes and computers have been known to facilitate changes. An estimate should be made of how strong a reaction the user staff is likely to have towards the development of a computerized system. It is a common knowledge that a computer installation has something to do with turnover, transfer, retraining and changes in employee job status, therefore the introduction of the new system requires special effort to educate, sell and train the staff on new ways of conducting business. The sales personnel of Mpanga tea factory will be affected by the proposed system. As the aim of the system is only to satisfy the information needs, no sales employees will loose his or her position by the proposed system. In fact the proposed system will help the organization in reducing the voluminous work involved. Also the involvement of users in every stage of the project is going to increase the success factor.
The staff is not well educated for running a computerized system. They are adamant in perceiving a mechanical process of working as they have long been used to the manual entry system. This aspect needs considerable amount of attention.
3. ECONOMIC FEASIBILITY:
This was carried out to determine the benefits and savings that are expected from the proposed system and compare it with the costs that will be involved. If the benefits outweigh costs, then the decision is made to design and implement the system. Otherwise further alterations are made in the proposed system. Some of the costs which made the proposed system feasible are; * Manpower cost * Hardware and software cost * Data flow diagram
A data flow diagram is graphical representation that depicts the information flow and the transformation that are applied as data moves from input to output. It can be used to represent a software at any level of abstraction. In fact DFDs may be partitioned in to levels. That represents increasing information flow and functional details.

4.3 REQUIREMENTS ANALYSIS
The interviews, questionnaires, and observation provided the data needed for the analysis of the requirements of the envisaged system. The major approach to requirements analysis adopted was the Object-Oriented Analysis. The approach as promoted within Object-Oriented Analysis and Design approach to software development was used in discovering and documenting the functional requirements of the system. This was opted for because it facilitated the users to express their views of using the system from which the researcher derived the requirements of the system.
In addition, the approach is optimum because Mpanga growers tea factory executives are not experts in the work of developing systems therefore they were allowed to express their views in a language that some one could understand and also to fully describe how they were to use the system. Models were used to come up with the major decision scenarios regarding sales management system. the requirements were broadly categorized as follows; * User requirements * Functional requirements * Non Functional requirements
4.31 USER REQUIREMENTS.
Out of the analysis carried out above, the following were identified as the user requirements for the system.
1. The new system should be able to compute and analyze sales as this will reduce on the time taken for a receipts to be generated.
2. The system should be able to generate a decision after computing financial statements as this
Will reduce bias which is a major problem.
3. The new system should be able to update automatically customers records and retrieve whenever required by the system user.
4. The new system should be able to limit errors during data entry by users.
5. The system should provide a high level security for transactions.
4.32 FUNCTIONAL REQUIREMENTS
Out of the user requirements identified, the following were synthesized as the functional requirements.
1. The system should be able to automatically update and retrieve client sales details whenever required by users.
2. The system should be able to track client payment history in case of recurrent sales on credit.
3. The system should have the capacity to generate reports about each transaction registered.
4. The system’s security should authenticate a sales officer or manager by displaying a window for system user name and password.
5. The new system should be accessed by any manager or sales officer regardless of the branch.
4.33 NON FUNCTIONAL REQUIREMENTS
Navigability Requirements
1. The system should allow for easy entry and deletion of records
2. The system should be able to save and retrieve information
3. The system should be efficient, reliable, and should allow timely acquisition of information whenever needed.
Operational Requirements
The operational requirements include Hardware and Software requirements.
Software Requirements
The system will operate on all common platforms namely Windows, UNIX, Macintosh and Solaries.

Hardware Requirements
For efficiency especially when handling large volumes of client transactions over the intranet, the computer on which the system is installed should have:
1. A fast Central Processing Unit (with clock speed of above 3 GHZ)
2. A large amount of RAM (1028MB is desirable)
3. Enough hard disk storage space (1.2 Terabytes)
4. Recommended processor speed of at least 900 MHZ, Intel Pentium or Intel Celeron
5. Minimum main memory capacity of 256MB
6. Monitor size 15 inch and above
7. An interruptible power supply (UPS)
However, since computers on the market with the above specifications are expensive and the researcher could not get one for simulation purposes, he used a desktop PC with 64MB of RAM,
CPU speed of 1.3 GHZ and a hard disk space of 40GB. This was a good trade off considering the fact that the desktop served less clients during simulation compared to a real life situation.
The system can be installed on a computer with at least 64MB RAM and processor speed 660MHZ clock. Better performance is however enhanced with more RAM, greater hard disk, and a higher clock speed
4.4 SYSTEM DESIGN
During this phase various type of designs were considered and they include; * Input design * Output design * Database design
INPUT DESIGN
Input design is the process of converting user-oriented input to a computer based format. Input design is a part of overall system design, which requires very careful attention. Often the collection of input data is the most expensive part of the system. The main objectives of the input design are;
1. Produce cost effective method of input
2. Achieve highest possible level of accuracy
3. Ensure that the input is acceptable to and understood by the staff.
Input Data
The goal of designing input data is to make entry easy, logical and free from errors as possible. data entry operators needed to know the allocated space for each field; field sequence and which field must match with that in the source document. The format in which the data fields are entered should be given in the input form .Here data entry is computer based; it makes use of the processor that accepts commands and data from the operator through a key board. The input required is analyzed by the processor. It is then accepted or rejected. Input stages include the following processes * Data Recording * Data Transcription * Data Conversion * Data Verification * Data Control * Data Transmission * Data Correction
One of the aims of the system analyst must be to select data capture method and devices, which reduce the number of stages so as to reduce both the chances of errors and the cost .Input types, can be characterized as. * External * Internal * Operational * Computerized * Interactive
Input files can exist in document form before being input to the computer. Input design is rather complex since it involves procedures for capturing data as well as inputting it to the computer.
Sample input screens are shown below;
Figure 3.0 :Login Form

Main Form

Figure 4.0:Customers Registration Form

Figure 5.0:Tea Grade Data Entry Form

Figure 6.0:Sales Form

Figure 7.0:Sales Clearance Form

Figure 8.0:View Customers Form

Figure 9.0:All Sales Form

Figure 10.0:Sales On Credit Form

Figure 11.0:Report All Sales

Figure 12.0:All Customers Report

Figure 13.0:User Account Form

Figure 14.0:User Logs Form

OUTPUT DESIGN
Outputs from computer systems are required primarily to communicate the results of processing to users. They are also used to provide a permanent copy of this result for latter consultation. Computer output is the most important and direct source of information to the users. Designing computer output should proceed in an organized well through out the manner. The right output must be available for the people who find the system easy o use. The outputs have been defined during the logical design stage. If not, they should defined at the beginning of the output designing terms of types of output connect, format, response etc, Various types of outputs are * External outputs * Internal outputs * Operational outputs * Interactive outputs * Turn around outputs
All screens are informative and interactive in such a way that the user can full fill his requirements through asking queries.
Sample output screens are shown below;
Figure 15.0: Invalid username Output Message Box

Figure 16.0:Back up Form Window

DATABASE DESIGN
The general theme behind a database is to handle information as an integrated whole. A database is a collection of interrelated data stored with minimum redundancy to serve many users quickly and effectively. After designing input and output, the analyst must concentrate on database design or how data should be organized around user requirements. The general objective is to make information access, easy quick, inexpensive and flexible for other users. During database design the following objectives are concerned:- * Controlled Redundancy * Data independence * Accurate and integrating * More information at low cost * Recovery from failure * Privacy and security * Performance * Ease of learning and use
A database is an inherent collection of data with some inherent meanings, designed, built, and populated with data for a specific purpose. The following guidelines are been followed during the database design: * Descriptive names for the tables, columns and indexes * Singular names for tables and columns * Proper data type for each column
This document describes the tables that are used to design the system, its attributes, data type, constraints, and relationship among these tables. The relationships among tables are defined via E-R Diagram (Entity-Relationships). A diagrammatical representation of relationships between an entity and its attributes is referred to as E-R model. ER model concentrates on the structure of the database and design of the database. ER model is mainly used in the design of the conceptual schema in database design. An entity may be an object with physical or conceptual existence. The properties that are used to describe the entity are called attributes. Entities that do not have key attributes of their own are called weak entity type. The relationship type that relates a weak entity to its owner is called identifying relation of the weak entity type. A weak entity type always has a total participation constraint with respect to its identifying relation.
Database name: MpangaSales
Table 1.0: Customer Master
This table stores customersID, customers Names, Companies Name, Contacts an addresses

Table 2.0:Grade
This tables stores Tea grade ID, grade type, unit price and stock balances for each tea grade type in the store

|

Table 3.0: Sales_Master
This table stores invoice numbers, customers ID,sales date, amount paid, transaction types and whether transaction is complete or not

Table 4.0: User_Logs

Table 5.0:-Users

4.5 WHY USE VISUAL BASIC
Visual programming is programming for the user it aims at providing the user with an interface that is intuitive and easy to use in developing such as interfaces, the programmer employs user friendly features such as window menu, buttons and list boxes.
A visual programming environment provides all features that are required to develop graphical user interface as ready to use components. The programmer does not have to write code to create and display commonly required user-friendly features each time around.
When the programmer needs a specific user interface feature such as a button, he selects the appropriate, ready to use component provided by the visual programming environment these component can be moved, resized and renamed as required.
ADVANTAGE OF VISUAL PROGRAMMING * Visual programming enables visual development of graphical user interfaces, easy to use and easy to learn. * One of the principal advantages is that the programmer need not write code to display the required component. * The visual programming environments display a list of available component, the programmer pick up the required component from the list. * The component can be moved resized and even deleted if so required. * There is no restriction in the number of controls that can be placed * Moreover since the programmer is creating the user interface usually he can align, move or size the components as required without having resort to writing code.
ADVANTAGE OF DATABASE
There are several advantages of storing data in the database. * All data stored at one location when a database is used, all tables are stored in a single file thus, and we need not deal with separate first button use the single database file. Though all the data is stored in a single file, distinction one main faired because of the Use of the tables. Each table is stored as separate entity in the file. * It is possible to define relationship between tables as will be seen once * It is possible to define validation of the field as well table level this ensure accuracy of data being stored. * We also used query, report, sorting etc.

5.5 CODING
Sample codlings that implements different kinds of modules and functions are shown below;
LOGIN
Private Sub cmdClose_Click() If MsgBox("Warning: You are about to close this Application?...", vbQuestion + vbYesNo + vbApplicationModal + vbDefaultButton2) = vbYes Then End Else End If
End Sub

Private Sub CmdLogIn_Click() Dim Recdx As ADODB.Recordset Dim Recds As ADODB.Recordset If Text1.Text <> "" Then If Text2.Text <> "" Then Set Recdx = New ADODB.Recordset Recdx.Open "Select * from [Users] where [User Name] = '" & (Replace(Text1.Text, "'", "")) & "' and [Password] = '" & Text2.Text & "'", con, adOpenDynamic, adLockOptimistic If Recdx.EOF = False Then USRNME = Recdx![User Name] & "" USRTYP = Recdx![User Type] & "" DTEIN = (Now) TMEIN = (Now) Recdx![Status] = "LOGGED IN" Recdx.Update Set Recds = New ADODB.Recordset Recds.Open "Select * from [User_Logs]", con, adOpenDynamic, adLockOptimistic Recds.AddNew Recds![User Name] = USRNME Recds![Date Logged In] = DTEIN Recds![Time In] = TMEIN Recds.Update MsgBox "Welcome " & USRNME & "... You are now logged in as " & USRTYP & "...", vbInformation + vbOKOnly + vbApplicationModal Unload Me Else MsgBox "Either Username or Password is Invalid... Please enter the Recognized Username and Correct User Password...", vbCritical + vbApplicationModal + vbOKOnly Text1.Text = "" Text2.Text = "" Text1.SetFocus End If Recdx.Close Else MsgBox "Warning: No Password Entered...", vbCritical + vbOKOnly + vbApplicationModal Text2.SetFocus End If Else MsgBox "Warning: No Username Entered...", vbCritical + vbOKOnly + vbApplicationModal Text1.SetFocus End If End Sub

Private Sub Text1_KeyPress(KeyAscii As Integer) If KeyAscii = 13 Then If Text1.Text <> "" Then Text2.SetFocus Else MsgBox "Warning: No Username Entered...", vbCritical + vbOKOnly + vbApplicationModal End If Else End If
End Sub

Private Sub Text2_KeyPress(KeyAscii As Integer) If KeyAscii = 13 Then If Text2.Text <> "" Then CmdLogIn_Click Else MsgBox "Warning: No Password Entered...", vbCritical + vbOKOnly + vbApplicationModal End If Else End If
End Sub
SALES
Dim eachField As Control 'Declaring a Control Variable for all Fields
Dim eachButton As Control 'Declaring a Control Variable fot all Command Buttons

Dim Flag As Boolean
Dim dateFlag As Boolean

'The following variables will be used to autogenerate the Doctor ID
Dim iNumOfRecords As Integer 'This variable holds the number of records in the table
Dim strCode As String 'This

Private Sub cboGrade_Change()

End Sub

Private Sub CmdAddNew_Click()
Dim rs1 As ADODB.Recordset Set rs1 = New ADODB.Recordset

rs1.Open "Select * from Sales_Master", con, adOpenKeyset, adLockOptimistic
With rs1 If rs1.RecordCount = 0 Then 'If there are no records in the table strCode = "0001" Else 'Calculating the number of records and storing in a variable iNumOfRecords = .RecordCount iNumOfRecords = iNumOfRecords + 1 'incrementing the number by 1 If iNumOfRecords < 10 Then strCode = "M000" & iNumOfRecords ElseIf iNumOfRecords < 100 Then strCode = "M00" & iNumOfRecords ElseIf iNumOfRecords < 1000 Then strCode = "M0" & iNumOfRecords ElseIf iNumOfRecords < 10000 Then strCode = "M" & iNumOfRecords End If End If .Requery 'Requerying the Table .AddNew 'Adding a new recordset End Wit txtInvoiceNo.Text = strCode Combo1.Enabled = True Image1.Enabled = True txtAmountPaid.Enabled = True txtRate.Enabled = True txtQty.Enabled = True CmdAddNew.Enabled = False CmdEdit.Enabled = False CmdDelete.Enabled = False CmdSave.Enabled = True
End Sub
Private Sub CmdCancel_Click()
Combo1.Enabled = True
CmdAddNew.Enabled = True CmdEdit.Enabled = True CmdDelete.Enabled = True CmdSave.Enabled = True
End Sub
Private Sub cmdClose_Click()
If MsgBox(" Are You Sure You Wish To Close This Interface?", vbYesNo + vbQuestion, "Close Interface?") = vbYes Then Unload Me End If
Private Sub CmdDelete_Click() Dim Recdx As ADODB.Recordset If MsgBox("Warning: You are about to Delete a Sales Record, do you really want to continue?...", vbQuestion + vbYesNo + vbApplicationModal + vbDefaultButton2) = vbYes Then Set Recdx = New ADODB.Recordset Recdx.Open "Select * from [Sales_Master] where [InvoiceNo] = '" & txtInvoiceNo.Text & "'", con, adOpenDynamic, adLockOptimistic If Recdx.EOF = False Then Recdx.Delete MsgBox "Info: " & txtInvoiceNo.Text & "'s Sales Record has been Deleted...", vbInformation + vbOKOnly + vbApplicationModal Unload Me Me.Show Else MsgBox "Error: Cannot delete a none-existing record...", vbCritical + vbOKOnly + vbApplicationModal End If Recdx.Close Else MsgBox "Info: Deletion of a Sales Record has been aborted...", vbInformation + vbOKOnly + vbApplicationModal End If
End Sub
Private Sub CmdEdit_Click() Combo1.Enabled = True Combo2.Enabled = True CmdAddNew.Enabled = False CmdDelete.Enabled = False CmdEdit.Enabled = False CmdSave.Caption = "Update" CmdSave.Enabled = True
End Sub
Private Sub cmdRec_Click()
Dim Recdx As ADODB.Recordset Dim Fsys As New FileSystemObject Set Recdx = New ADODB.Recordset Recdx.Open "Select * from [Sales_Master] where [InvoiceNo] = '" & Replace(txtInvoiceNo.Text, "'", "") & "'", con, adOpenDynamic, adLockOptimistic
Set DataReport3.DataSource = Recdx DataReport3.Sections("Section2").Controls("Label5").Caption = Form1.Combo1.Text DataReport3.Sections("Section2").Controls("Label6").Caption = Form1.txtInvoiceNo.Text DataReport3.Sections("Section2").Controls("Label7").Caption = Form1.Text1.Text DataReport3.Sections("Section2").Controls("Label15").Caption = Form1.txtQ.Text DataReport3.Sections("Section2").Controls("Label16").Caption = Form1.txtRate.Text DataReport3.Sections("Section2").Controls("Label12").Caption = Form1.txtAmountPaid.Text DataReport3.Sections("Section2").Controls("Label14").Caption = Form1.txtBal.Text DataReport3.Sections("Section2").Controls("Label17").Caption = Form1.txtPayable.Text DataReport3.Sections("Section2").Controls("Label23").Caption = Date DataReport3.Sections("Section2").Controls("Label24").Caption = Form1.Combo3.Text DataReport3.Show 1 Recdx.Close
End Sub

Private Sub CmdSave_Click() Dim rs As ADODB.Recordset Set rs = New ADODB.Recordset rs.Open "Select * from Grade where GradeID = '" & Me.Combo5 & "'", con, adOpenKeyset, adLockOptimistic
If rs.EOF <> True And rs.BOF <> True Then

With rs .Fields("StockBalance") = rs.Fields("StockBalance") - Val(Me.txtQ)
If rs.Fields("StockBalance") <= 0 Then
MsgBox "Out Of Stock,Stock Brand Please ", vbInformation
Exit Sub
End If .Update
End With
MsgBox "Stock Redord Updated"
Set rs = Nothing Dim Recdx As ADODB.Recordset Dim Fsys As New FileSystemObject Set Recdx = New ADODB.Recordset Recdx.Open "Select * from [Sales_Master] where [InvoiceNo] = '" & Replace(txtInvoiceNo.Text, "'", "") & "'", con, adOpenDynamic, adLockOptimistic If Recdx.EOF = True Then Recdx.AddNew Recdx![InvoiceNo] = UCase(txtInvoiceNo.Text) Recdx![CustomerID] = UCase(Combo1.Text) Recdx![CustomersName] = txtCustID.Text Recdx![CompanyName] = txtCName.Text Recdx![SalesDate] = DTP1.Value Recdx![TransactionType] = cboTransType.Text Recdx![Qty] = txtQ.Text Recdx![PriceUnit] = txtPriceUnit.Text Recdx![AmountPayable] = txtPayable.Text Recdx![Rate] = txtRate.Text Recdx![AmountPaid] = txtAmountPaid.Text Recdx![balance] = txtBal.Text Recdx![Dispatch_Status] = Combo3.Text Recdx![SalesMonth] = Combo4.Text Recdx![SalesYear] = Combo6.Text If opt1.Value = True Then Recdx![Clearance] = "True" Else Recdx![Clearance] = "False" End If Recdx.Update MsgBox "Info: New Sales Record has been saved...", vbInformation + vbOKOnly + vbApplicationModal Unload Me Me.Show Else Recdx![InvoiceNo] = UCase(txtInvoiceNo.Text) Recdx![CustomerID] = UCase(Combo1.Text) Recdx![CustomersName] = txtCustID.Text Recdx![CompanyName] = txtCName.Text Recdx![SalesDate] = DTP1.Value Recdx![TransactionType] = cboTransType.Text Recdx![Qty] = txtQ.Text Recdx![PriceUnit] = txtPriceUnit.Text Recdx![AmountPayable] = txtPayable.Text Recdx![Rate] = txtRate.Text Recdx![AmountPaid] = txtAmountPaid.Text Recdx![balance] = txtBal.Text Recdx![Dispatch_Status] = Combo3.Text Recdx![SalesMonth] = Combo4.Text Recdx![SalesYear] = Combo6.Text If opt1.Value = True Then Recdx![Clearance] = "True" Else Recdx![Clearance] = "False" End If Recdx.Update MsgBox "Info:Sales Record has been Updated...", vbInformation + vbOKOnly + vbApplicationModal Unload Me Me.Show End If Recdx.Close End If
End Sub
Private Sub Combo1_Click()
Dim Fsys As New FileSystemObject Dim Recdx As ADODB.Recordset Set Recdx = New ADODB.Recordset Recdx.Open "Select * from [Customer_Master] where [CustomerID] = '" & Combo1.Text & "'", con, adOpenDynamic, adLockReadOnly If Recdx.EOF = False Then txtCustID.Text = (Recdx![CustomerName] & "") txtCName.Text = (Recdx![CompanyName] & "") Else MsgBox "Error:Customer Information undefined...", vbCritical End If Recdx.Close
End Sub
Private Sub Combo2_Change()
Dim Fsys As New FileSystemObject Dim Recdx As ADODB.Recordset Set Recdx = New ADODB.Recordset Recdx.Open "Select * from [Grade] where [GradeID] = '" & Combo1.Text & "'", con, adOpenDynamic, adLockReadOnly If Recdx.EOF = False Then txtType.Text = (Recdx![GradeType] & "") Else MsgBox "Error:Customer Information undefined...", vbCritical End If Recdx.Close
End Sub
Private Sub Combo2_Click()
Dim Recdx As ADODB.Recordset Set Recdx = New ADODB.Recordset Recdx.Open "select * from [Sales_Master] where [InvoiceNo] = '" & Combo2.Text & "' order by [InvoiceNo] ASC", con, adOpenDynamic, adLockReadOnly If Recdx.EOF = False Then txtInvoiceNo.Text = Recdx![InvoiceNo] & "" Combo1.Text = Recdx![CustomerID] & "" txtCustID.Text = Recdx![CustomersName] & "" txtCName.Text = Recdx![CompanyName] & "" DTP1.Value = Recdx![SalesDate] & "" txtQ.Text = Recdx![Qty] & "" txtPayable.Text = Recdx![AmountPayable] & "" txtAmountPaid.Text = Recdx![AmountPaid] & "" txtBal.Text = Recdx![balance] & "" txtInvoiceNo.Text = Recdx![InvoiceNo] & "" opt1.Value = Recdx![Clearance] & "" Else End If Recdx.Close
End Sub
Private Sub Combo5_Click()
Dim Recdx As ADODB.Recordset Set Recdx = New ADODB.Recordset Recdx.Open "Select * from [Grade] where [GradeID] = '" & Combo5.Text & "'", con, adOpenDynamic, adLockReadOnly If Recdx.EOF = False Then txtType.Text = (Recdx![GradeType] & "") txtQty.Text = Int(Recdx![StockBalance] & "") txtPriceUnit.Text = (Recdx![UnitPrice] & "") txtRate.Text = (Recdx![Rate] & "") Else MsgBox "Error: Stock Information undefined...", vbCritical End If Recdx.Close
End Sub
Private Sub Combo8_Change()
End Sub
Private Sub Command1_Click()
End Sub
Private Sub Form_Load() cmdRec.Enabled = True On Error Resume Next myCon.ConnectionString = "Provider=Microsoft.Jet.OLEDB.4.0;Data Source=MpangaSales.mdb;Persist Security Info=False" myCon.Open Me.Move (Screen.Width - Width) / 2, (Screen.Height - Height) / 2 Dim Recdx As ADODB.Recordset 'Users Combo1.Clear Set Recdx = New ADODB.Recordset Recdx.Open "Select * from [Customer_Master] order by [CustomerID] ASC", con, adOpenDynamic, adLockReadOnly If Recdx.EOF = False Then Do Combo1.AddItem Recdx![CustomerID] & "" Recdx.MoveNext Loop While Not Recdx.EOF Else End If Recdx.Close Combo5.Clear Set Recdx = New ADODB.Recordset Recdx.Open "Select Distinct [GradeID] from [Grade] where [GradeID] <> '' order by [GradeID] ASC", con, adOpenDynamic, adLockReadOnly If Recdx.EOF = False Then Do While Not Recdx.EOF Combo5.AddItem Recdx![GradeID] & "" Recdx.MoveNext Loop Else End If Recdx.Close Combo8.Clear Set Recdx = New ADODB.Recordset Recdx.Open "Select Distinct [InvoiceNo] from [Sales_Master] where [InvoiceNo] <> '' order by [InvoiceNo] ASC", con, adOpenDynamic, adLockReadOnly If Recdx.EOF = False Then Do While Not Recdx.EOF Combo8.AddItem Recdx![InvoiceNo] & "" Recdx.MoveNext Loop Else End If Recdx.Close Combo2.Clear Set Recdx = New ADODB.Recordset Recdx.Open "Select Distinct [InvoiceNo] from [Sales_Master] where [InvoiceNo] <> '' order by [InvoiceNo] ASC", con, adOpenDynamic, adLockReadOnly If Recdx.EOF = False Then Do While Not Recdx.EOF Combo2.AddItem Recdx![InvoiceNo] & "" Recdx.MoveNext Loop Else End If Recdx.Close End Sub
Private Sub Image1_Click()
CommonDialog1.InitDir = "C:\" CommonDialog1.Filter = "JPEG Files|*.jpg|BITMAP Files|*.bmp" CommonDialog1.FilterIndex = 0 CommonDialog1.ShowOpen If CommonDialog1.FileName <> "" Then Image1.Picture = LoadPicture(CommonDialog1.FileName) Else MsgBox "Warning: No Image File Selected...", vbCritical + vbOKOnly + vbApplicationModal End If
End Sub
Private Sub txtAmountPaid_Change() txtBal.Text = Val(txtPayable.Text) - Val(txtAmountPaid.Text)
End Sub
Private Sub txtPayable_Change() txtBal.Text = Val(txtPayable.Text) - Val(txtAmountPaid.Text)
End Sub
Private Sub txtQ_Change() txtPayable = Val(txtPriceUnit.Text) * Val(txtQ.Text)
End Sub
Private Sub Grade()
End Sub
SYSTEM TESTING
System testing is normally carried out to verify if the system is error free, if it meets user needs and gain wide user acceptance .In adequate testing or non-testing leads to errors that may appear a few months later. This normally creates problems such as
1. Time delay between the cause and appearance of the problem.
2. The effect of the system errors on files and records within the system
The testing process focuses on the logical intervals of the system ensuring that all statements have been tested and on functional interval conducting tests to uncover errors and ensure that defined input will produce actual results that agree with the required results.
Program level testing, modules level testing integrated were carried out.There are two major type of testing they are
1) White Box Testing.
2) Black Box Testing.
White Box Testing
White box some times called “Glass box testing” is a test case design which uses the control structure of the procedural design to drive test cases.
Using white box testing methods, the following tests where made on the system
A) All independent paths within a module have been exercised once In the system, ensuring
That a case was selected and executed checked all case structures. The bugs that were prevailing in some part of the codes where fixed
b) All logical decisions were checked for the truth and falsity of the values.
Black box Testing
Black box testing focuses on the functional requirements of the system. black box testing enables the system engineer to derive a set of input conditions that will fully exercise all functional requirements for the system. Black box testing is not an alternative to white box testing rather it is complementary approach that is likely to uncover a different class of errors that white box methods didn’t
1) Interface errors
2) Performance in data structure
3) Performance errors
4) Initializing and termination errors
4.6 SYSTEM IMPLEMENTATION
Implementation is a stage in the project where the theoretical design is turned into a working system. The implementation phase constructs, installs and operates the new system. The most crucial stage in achieving a new successful system is that it will work
Efficiently and effectively. There are several activities involved while implementing a new project they are * End user training * End user Education * Training on the application software * System Design * Parallel Run And To New System * Post implementation Review

End user Training:
The successful implementation of the new system will purely depend upon the involvement of the Officers working in that department. The officers will be imparted with the necessary training on the new system.
End User Education:
The education of the end user start after the implementation and testing is over.
When the system is found to be more difficult to under stand and complex, more effort is put to educate the end used to make them aware of the system, giving them lectures about the new system and providing them necessary documents and materials about how the system can do work.
Training On The Use Of The System:
After providing the necessary basic training on the computer awareness, the users will have to be trained upon the new system such as the screen flows and screen design type help on the screen , type of errors while entering the data , the corresponding validation check at each entry and the way to correct the data entered. It should then cover information needed by the specific user or group to use the system.
Post Implementation View:
The department is planning a method to know the states of the past implementation process. For that reason a regular meeting will be arranged by the concerned officers about the
Implementation problem and success

CHAPTER FIVE
ACHIEVEMENTS, RECOMMENDATIONS AND CONCLUSIONS
5.1 ACHIEVEMENTS
An evaluation of the existing system was done by studying the current system documents, weaknesses realized and verified leading to the development of the new system.
The system users or administrators can now use the system effectively and efficiently.
Restrictions to access to the system are possible when passwords are used.
Tracking of daily sales and storing of customers records is now possible.
5.2 RECOMMENDATIONS
The researcher recommends that the system users should keep their passwords safely to prevent people unauthorized from accessing this system.
The researcher recommends that whoever wants to modify data should be sure about the changes he or she wants to make.
5.3 CONCLUSIONS
The developed system can solve some of the problems which was facing the sales department at Mpanga growers tea factory. Once adopted by the management it will be of great value for solving problems related to storage and retrieval of data.

5.4 APPENDIX A: SAMPLE QUESTIONAIRE USED
QUESTIONAIRE TO BE COMPLETED BY THE SALES MANAGER, STORES MANAGER AND OTHER EMPLOYEES IN THE SALES DEPARTMENT
The information provided in this questionnaire is purely for research purposes and the researcher will full responsibility to ensure confidentiality of the information.
General Information
1a) First Name………………………………………………………………………….
b) Last Name…………………………………………………………………………….
c)For each of the items below ,please respond by ticking the appropriate box
Job Category Management Other Employee
Any Other Please Specify…………………………………………………………………..

2)Gender Male Female
3) Are you an employee at Mpaga growers tea factory? Yes No
4) What type of work do you d?
5) How often do you work?
6) Do you keep Any records? Yes No
7) What records do you keep?
8) Which kind of system do you use in this department? Manual CoComputerized System
9) If it’s a Manual system, are you comfortable with it? Yes No

10) If No would you like this system to be improved? Yes No
11) What obstacles do you meet when using the selected system above
………………………………………………………………………………………………….
……………………………………………………………………………………………………
……………………………………………………………………………………………………..
……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………….