Problem Statement

In our country 70% of the businessmen are running businesses that aren’t massive instead
are average firms with average turnover. Most of these manage all the tasks in their firm
manually. At stretch business related software used by them is of printed memo or invoice
generation. Software such as Tally, BizAutomation etc. require great skills and expertise to
use them hence special persons have to be employed or appointed for using those
softwares but small businesses can’t afford to this hence our software Commercio Ad-hoc
(CAd) is all in one software that is easy to use and can be operated by anyone. It will be
designed keeping in mind that the user isn’t a computer expert and he wants the maximize
the benefits he get from the software.

So we decided automate the manual management of the business related task in order to
simplify and reduce the efforts. The proposed system should perform the following
functions:-

• Inventory Management (Stock analysis).

• Account Generation and record.
• Invoice Generation.
• Maintains the record and details of all the dealers and their transactions.
• Maintains the record and details of all the vendors and their transactions.
• Calculates the ongoing discounts and VAT on selling price automatically and is
updated with latest taxing schemes.
• Item wise list along with their unique codes.
• Banking transactions.
 CONTENTS

1. Introduction
1.1. Purpose
1.2. Scope
1.3. Definitions, Acronyms, and Abbreviations
1.4. References
1.5. Intended Readings and Suggestions
1.6. Overview

2. Overall Description
2.1. Product Perspective
2.1.1. System Interfaces
2.1.2. User Interfaces
2.1.3. Hardware Interfaces
2.1.4. Software Interfaces
2.1.5. Communication Interfaces
2.1.6. Memory Constraints
2.1.7. Operations
2.1.8. Site Adaptation Requirements
2.2. Product Functions
2.3. User Characteristics
2.4. Constraints
2.5. Assumptions and Dependencies
2.6. Apportioning of Requirements

3. Specific Requirements
3.1. External Interface Requirements
3.1.1. User Interfaces
3.1.2. Hardware Interfaces
3.1.3. Software Interfaces
3.1.4. Communication Interfaces
3.2. Functional Requirements
3.2.1 Login
3.2.2 Maintain Company Details
3.2.3 Maintain Account Details
3.2.4 Maintain Stock Details
3.2.5 Maintain Tax and Discounts Details
3.2.6 Item Code
3.3. Performance Requirements
3.4. Design Constraints
3.5. Software System Attributes
3.6. Logical Database Requirements
3.7. Other Requirements
 Software Requirements Specification Document
For Commercio Ad-hoc (CAd)
1. Introduction

Commercio Ad hoc is complete business related software. It overcomes the complexity

faced by the user while using other business related software such as Tally (7.0) etc. It is
made specially keeping in view the needs of small businessman and retailers to whom
softwares like Tally are too complex and vast to use.

1.1. Purpose

Commercio Ad Hoc i.e. complete business solution is software that truly justifies its name
and provides all the facilities needed to resolve all the business related issues. It provides
all the facilities like inventory control, memo generation, tax calculation etc. The main
purpose of our software is to provide easy to use business portal that serves all the needs
of a small businessman and retailers because all the existing software in the market
demand high expertise and professionalism to use them but our software is user friendly
and can be used by everybody.

1.2. Scope

Project Justifications:-
This project is basically aimed at providing all the basic facilities needed in a business firm
in an easy to use manner without compromising on the efficiency of the project.

The proposed ‘Commercio Ad Hoc’ shall perform the following functions-:

 Inventory Management (Stock analysis).

 Account Generation and record.
 Invoice Generation.
 Maintains the record and details of all the dealers and their transactions.
 Maintains the record and details of all the vendors and their transactions.
 Calculates the ongoing discounts and VAT on selling price automatically and is
updated with latest taxing schemes.
 Item wise list along with their unique codes.
 Banking transactions.

1.3. Definitions, Acronyms, and Abbreviations

The following are the list of conventions and acronyms used in this document and the
project as well:
1. Administrator: A login id representing a user with user administration privileges to
the software
2. VAT: Value Added Tax
3. Name: Name of the company.
4. PHN: Contact no. of the owner
 5. Code: unique code assigned to every item.
6. Invoice: a printed legal cash memo with the name of the firm.
7. A/C :account

1.4. References

1. ‘A Practitioner's Guide to Software Test Design’ by Lee Copeland, Artech House,

2004.
2. ‘Software Engineering’ by K.K. Aggarwal & Yogesh Singh, New Age Publishing
House, 2nd Ed.
3. IEEE Recommended Practice for Software Requirements Specifications – IEEE
Std 830-1998.
4. IEEE Standard for Software Test Documentation – IEEE Std. 829-1998.

1.4. Intended Readings and Suggestions

The intended audiences for this document are:

 The team members of Commercio Ad-hoc Business Solutions.
 The proprietor of the firm who is the client.
 The Project Supervisor Mr.Vikas Kuchhal.

This document will be reviewed frequently by the above audiences to check if the different
phases of the project are being completed by meeting the given requirements.
If there are any changes in the requirements in the course of the project they must be
included in this document by making the necessary change.

1.6 Overview

The rest of the SRS document describes various system requirements, interfaces, features
and functionalities in detail.

2. Overall Description

Commercio Ad hoc is complete business related software. It is fully equipped software

that serves all the needs of a business whether it may be on any scale. C-Ah provides the
user with easy to use interface and portal that serves a user even he isn’t a computer
expert or has full knowledge of the software.
It overcomes the complexity faced by the user while using other business related
software such as Tally (7.0) etc. It is made specially keeping in view the needs of small
businessman and retailers to whom softwares like Tally are too complex and vast to use.
The present softwares in the market require appointment of special software professionals
to use those business softwares.

The administrator will have to maintain the following information

 Login details
 Account details
 Transaction details
 Inventory details
 Dealers and vendors details
The administrator requires following reports from the proposed system
 Registration card of the company
  Verification documents for the authenticity of the proprietor
 List of registered and new dealers
 Name wise
 Area/Region wise
 Item wise
 Date of transaction wise
 Rates wise
 List of new offers offered by the company.

2.1. Product Perspective

The proposed system shall be developed using client/server architecture and be

compatible with Microsoft Windows Operating System. The front end of the system will be
developed using Java and Notepad and backend will be developed using My SQL Server
2000.

Front End Client

Application (with data
entry/update/delete/ Backend
View and reporting Database
facility)

2.1.1. System Interfaces

None

2.1.2. User Interfaces

The CAd will have following user-friendly and menu driven interfaces

 Login: to allow the entry of only authorized company through valid login Id and
password.
 Item Details and Codes: to maintain the details of all the products offered by the
company with their unique codes.
 Inventory Details: to maintain the stock details of all the products.
 Account Details: to maintain profit and loss record , sale purchase records..
 Vendors’ Details: to maintain the details of all the vendors and the transactions
going on with them.
 Dealers’ Details: to maintain dealer’s details that will include their company’s name
area region, transaction details.
 Tax Details: to maintain the ongoing tax rates n discounts offered.
 Discounts Details: to maintain scheme details i.e. new offers and discounts
introduced.

The software should generate following viewable and printable reports

• Name of the Company: It will contain full authorized name of the company with
the company’s logo and full address.
• Invoice Generation: It will be generated whenever some transaction will take
place like those of sales and purchase. It’ll also carry company’s name .
 • List of Dealers: It will give the details of all the dealers with whom the company
is dealing along with all the product and transaction information being carried out.
• List of vendors: It will give list of vendors product wise the details may vary from
product to product.

2.1.3. Hardware Interfaces

 Screen resolution of at least 640 x 480 or above.

 Support for a printer.

2.1.4. Software Interfaces

 MS-Windows Operating System.

 Java Development Toolkit.
 Notepad text editor.
 MY SQL for backend.

2.1.5. Communication Interfaces

 Servlet
 Java Code
 Java Bean

2.1.5. Memory Constraints: At least 512 MB RAM and 500 MB space of hard disk will be
required to run the software.

2.1.6. Operations

None

2.1.7. Site Adaptation Requirements

The terminal at client site will have to support the hardware and software interfaces
specified in the section 2.1.3 and 2.1.4 respectively.

2.2. Product Functions

The CAd will allow access only to authorized users with specific roles (System
administrator and Company owner). Depending upon the user’s role, he/she will be able to
access only specific modules of the system.

A summary of major functions that the CAd will perform

 Inventory Management will analyze the stock of the company.

 Account Generation and record will maintains the account details like profit and loss
details, sales and purchase, annual turnover calculation etc.
 Invoice Generation will generate a printed legal cash memo on evry purchase for the
customer.
 Maintains the record and details of all the dealers and their transactions.
 Maintains the record and details of all the vendors and their transactions.
  Calculates the ongoing discounts and VAT on selling price automatically and is
updated with latest taxing schemes.
 Item wise list along with their unique codes.
 Banking transactions will summarize all the transactions with the bank.
CAd will support the following use Cases

Use Case Description

Login Login

Change password
Maintain Company Details Name of the Company

Address of the Company

About the Company
Company Profile
Maintain Account Details Update and Retrieve Data
Sale Purchase Details
Profit Loss Details
Maintain Stock Details Update stocks

Last updated
Maintain Tax and Discounts Calculate Tax
Details
Show Tax Rates
New Discounts
Add Discount
Generate Memo/Invoice/Bill Item wise

2.3. User Characteristics

 Qualification: At least matriculation and comfortable with English.

 Experience: Should have the basic knowledge on how to work with computers CAd
not at all require experts to operate it.
 Technical Experience: Elementary knowledge of computers.

2.4 Constraints

There will only be one administrator. The delete operation is available only to the
administrator. To reduce the complexity of the system, there is no check on delete
operation. Hence, administrator should be very careful before deletion of any record and
he/she will be responsible for data consistency.

2.5 Assumptions and Dependencies

1. The login Id and password must be created by system administrator and communicated
to the concerned user confidentially to avoid unauthorized access to the system.

The product needs following third party product.

1. MY SQL server to store the database.

2. JSP to develop the Product

2.6 Apportioning of Requirements

Not Required

3. Specific Requirements

This section contains the software requirements in detail along with the various screens to
be developed.

3.1 External Interface Requirements

3.1.1 User Interfaces

The following user-interfaces (or screens) will be provided by the system.

• Login Form:

This will be the first form, which will be displayed. It will allow user to access the
different forms based on his/her role. Various fields available on this form will be:-
1. Login Id: Alphanumeric of length 26 characters and only digits from 0 to 9 are
allowed. Alphabets, special characters and blank spaces are not allowed this will
be the full name of the company itself.
2. Password: Alphanumeric of length in the range of 4 to 15 characters. Blank
spaces are not allowed. However, special characters are allowed

• Programme Details:

This form will be accessible only to system administrator. It will allow him/her to
add/edit/delete/view information about the company.

• Company Details

This form will be displayed to the user that will display all the details of firm.

Various fields available on this form will be

1. Name: will display the name of the programme belong to that paper.
2. Address: will display the complete address of the firm along with the
phone no.
3. About the company: Will be short information about the firm like when it
was found etc.
4. Company Profile: Will tell the chief products of the company and in which
sector the company deals with.

• Account Details

This form will be accessible only to authorized company user. It will allow him/her to
add/edit/delete/view information about the company’s account.

Various fields available on this form will be

 1. Update and retrieve data: It will update and extract information regarding
the accounts.
2. Profit and Loss details: It will display the net profit or loss details.
3. Sales and Purchase details: will show the latest sales and purchase
details.

• Stock Details

It will allow him/her to add/view information about the company’s stocks.

Various fields available on this form will be.
1. Update Stock: will update incase new stock is added or some stock is
deleted.
2. Last Updated: will show the date when the stock was updated recently.

• Tax and Discount Details

This form will provide the facility to calculate the tax on the billing amount and also
add to this amount any applicable discount, hence will generate the final billing
amount.
Various fields available on this form will be
1. Show tax rates: will display the ongoing tax rates,
2. New discounts::will display the prevailing discounts.
3. Add Tax: will .calculate the tax on the billing amount.
4. Add Discount: will add the discount to the billing amount and will
generate the final amount.

3.1.2 Hardware Interfaces

As stated in Section 2.1.3

3.1.3 Software Interfaces

As stated in Section 2.1.4

3.1.4 Communication Interfaces

As stated in Section 2.1.5

3.2 Functional Requirements

3.2.1 LOGIN

A. Use Case Description

1. Introduction: This use case documents the steps that must be followed in
order to log into the CAd.
2. Actors: Administrator,User
3. Pre-Condition: The user must have valid login Id and password.
4. Post Condition: If the use case is successful, the actor is logged into the
system. If not, the system state remains unchanged.

6. Alternative flows:
 6.1 Invalid login Id/password: If in the Login sub flow, the actor enters an
invalid login Id and /or password or leaves the login name and /or password
empty, the system displays an error message. The actor may choose to either
return to the beginning of basic flow or cancel the use case. If the actor
chooses to cancel the login use case, the use case ends.
6.2 Invalid password: If in the Change Password sub flow, the actor enters
an invalid password or leaves the password (new and confirm new) empty or
the new and confirmed new password does not match, the system displays
an error message. The actor may choose to either return to the beginning of
basic flow or cancel the change password operation. If the actor chooses to
cancel the login use case, the use case ends.

7. Special Requirement
None

8 Associated use cases

None

B. Validity Checks
1. Every user/company to which the software will be sold to, will have a unique login Id.
2. Login Id cannot be blank.
3. Password cannot be blank.
4. Alphabets, digits and hyphen & underscore characters are allowed in password field.

C. Sequencing information
None

3.2.2 MAINTAIN PROGRAMME DETAILS

A. Use Case Description

1. Introduction: Allow administrator to maintain details of programme in the company.
This includes adding, updating, deleting and viewing programme information.
2. Actors: Administrator
3. Pre-Conditions: The administrator must be logged onto the system and company
details for which the programme details are to be added/updated/deleted/viewed
must be available in the system before this use case begins.
4. Post-Conditions: If the use case is successful, the programme information is
added/updated/deleted/viewed from the system. Otherwise, the system state is
unchanged.
5. Basic Flow: This use case starts when administrator wishes to add/edit/delete/view
programme information. The system requests that the administrator specify the
function he/she would like to perform add a programme, Edit a programme, Delete a
programme or View a programme. Once the administrator provides the requested
information, one of the sub flows is executed.
a. Edit a Programme: The system requests that the administrator enters the
programme code. The administrator enters the programme code. The system
retrieves and displays the Programme information. The administrator makes the
desired changes to the programme information. This includes any of the
information specified in the Add a Programme sub-flow. The system prompts the
administrator to confirm the updation of the programme. After confirming the
 changes, the system updates the programme record with the updated
information.

b. Delete a Programme: The system requests that the administrator specify the
programme code. The administrator enters the programme code. The system
retrieves and displays the programme information. The system prompts the
administrator to confirm the deletion of the programme. The administrator
confirms the deletion. The system deletes the programme record.

c. View a programme: The system requests that the administrator specify the
Programme code.The system retrieves and displays the programme information.

6. Alternative Flows
a. Programme code already exist: If in the Add a Programme sub-flows, a
programme with a specified programme code already exists, the system displays
an error message.
b. Programme not found: If in the Edit a Programme or Delete a Programme or
View a Programme sub-flows, a programme with the specified programme code
does not exist, the system displays an error message.

B. Validity Checks
a. Only Administrator will be authorized to access the Maintain Programme Details
module.
b. Every programme will have a unique programme code and name.
c. Programme name cannot be blank.
d. Programme name can be of length 3 to 50.
e. Programme name can only have alphabets and brackets.
f. Duration cannot be blank.
g. No. of transactions and items cannot be blank.
h. Programme code cannot be blank (auto generated).

C. Sequencing information
None.
D. Error Handling/Response to Abnormal Situations: If any of the
Validations/sequencing flow does not hold true, appropriate error message will be
prompted to the user for doing the needful.

3.2.3 MAINTAIN COMPANY DETAILS

A. Use Case Description

1. Introduction: Allow administrator to maintain details of the company. This

includes only displaying the company’s information.
2. Actors: Administrator
3. Pre-Conditions: The administrator must be logged onto the system. The user
and company details to which further applications are to added by applying
above mentioned cases.
4. Post-Conditions: If the use case is successful the company’s information
and details can be viewed from the system. Otherwise, the system state is
unchanged.
 5. Basic Flow: This use case starts when administrator wishes to view the
company’s details and it also the first form that is called as soon as the user
logs in.

3. Special Requirements
None.

4. Associated use cases

Maintain Account Details, Maintain Stock Details, Maintain Tax and Discount Details.

B. Validity Checks
 Programme name cannot be blank.
 Account entries cannot be blank.
 Item code cannot be blank.
 Item Code can have both alphabetic and numeric characters.

C. Sequencing information: Company details will have to be entered in the system

before any other details can be entered into the system.
D. Error Handling/Response to Abnormal Situations: If any of the
validations/sequencing flow does not hold true, appropriate error message will be
prompted to the user for doing the needful.

3.2.4 MAINTAIN ACCOUNT DETAILS

A. Use Case Description

1. Introduction: Allow administrator/user to maintain account details. This

includes ledger matainence, profit and loss details and sales purchase
details.
2. Actors: Administrator/User
3. Pre-Conditions: The administrator must be logged onto the system.
4. Post-Conditions: If the use case is successful, the account information is
added/updated/deleted/viewed from the system. Otherwise, the system state
is unchanged.
5. Basic Flow: This use case starts when administrator wishes to
add/edit/delete/view account information.
a. The system requests that the administrator specify the function he/she
would like to perform (Update the Information, Retrieve the
Information, Profit Loss details or Sales Purchase details).
b. Once the administrator provides the requested information, one of the
sub flows is executed.

 If the administrator selects “Update Information”, the Update Information sub flow is
executed.
 If the administrator selects “Retrieve Information”, the Retrieve Information sub flow is
executed.
 If the administrator selects “Profit Loss details”, the Profit Loss details sub flow is
executed.
 If the administrator selects “Sale Purchase details”, the Sale Purchase details sub flow
is executed.
 • Update Information
The system will allow the user to manage and update the account details:
The system provides to the user the following options:
i. Add
ii. Delete
iii. Modify

• Retrieve Information
Once the user updates the information he can view the information on the system.

• Profit and Loss Details

o It will show the profit and loss incurred on every transaction being done by the
company.
o Will show whether the company is in a state of Profit or Loss.

• Sales and Purchase Details

o Will show the details of the various sales and purchase transactions being carried
out by the firm.

• Special Requirements
None

• Associated use cases: Maintain Account Details, Maintain Stock Details, Maintain
Tax and Discount Details.

B. Validity Checks
 Only the authorized user can update the account information.

C. Sequencing information
Account details must be entered before it can be retrieved.

D. Error Handling/Response to Abnormal Situations

If any of the validations/sequencing flow does not hold true, appropriate error message
will be prompted to the user for doing the needful.

3.2.7. MAINTAIN TAX AND DISCUNTS DETAILS

A. Use Case Description

1. Introduction: Allow administrator to maintain tax and discounts details. This

includes displaying the tax rates,calculating , adding the account information.
2. Actors: Administrator
3. Pre-Conditions: The administrator must be logged onto the system. `
4. Post-Conditions: f the use case is successful; the user information is added
added/updated/deleted/viewed from the system. Otherwise, the system state
is unchanged.
 5. Basic Flow: This use case starts when administrator wish to perform the
following tasks -:

a. Show TAX Rates

The system requests that the administrator to show the ongoing tax rates as per the
government norms.

b. Add Tax
By using this option the tax percentage is calculated and is added to the billing
amount.

c. Show Discounts
This option will show the new and prevailing discounts in the company on various
items.

d. Add Discount
This option will calculate the discount on the billing amount and add to it.

6. Special Requirements
None.

7. Associated use cases

Maintain Invoice Details.

B. Validity Checks
Only authorized user can operate the tax options and prepare the bills.

C. Sequencing information
Transaction details should be available in the system.

D. Error Handling/Response to Abnormal Situations

If any of the validations/sequencing flow does not hold true, appropriate error message
will be prompted to the administrator for doing the needful.

3.2.8. Item Code Report

Use Case Description
1. Introduction
This use case allows generating following codes:
- List of items
- Details of the products
- Unique code
2. Actors: Administrator, User
3. Pre-Condition: The Administrator/User must be logged onto the system before the use
case begins.
4. Post-Condition: This use case is successful, the desired report is generated.
Otherwise, system state remains unchanged.
5. Basic Flow: The administrator/user issues the command to generate the report.
The system displays the report.
 6. Alternate Flow : Records not found
If records are not found error message is displayed. The administrator/user can select
another option or cancel the operation. At this point, the use case ends.

7. Special Requirements
None

8. Associated use cases: Maintain School Details, Maintain Programme Details,

Maintain Paper Details, Maintain Student Details, Maintain Student Registration Details.

B. Validity Checks: Only administrator/user will be authorized to access the Generate

Reports module.

C. Sequencing information: Reports can be generated only after school, programme,

scheme, paper and student registration details have been entered.

C. Error Handling/Response to Abnormal Situations: If any of the

validations/sequencing flow does not hold true, appropriate error message will be
prompted to the user for doing the needful.