Srs Budget Accounting

Budget Accounting and Fee Collection Management System

SRS Document

SRS Date:

Project Name: Budget Accounting and Fee Collection Management System

Project in Charge: Prof.(Dr.) Anil Choudhary

SRS Prepared by: Ayushi Vijay, Ravi Singh Chauhan

Brief on the Project: The primary objective of this system is to provide a transparent way of handling budget accounting system for S.K.I.T.

References:

Technologies to be used:

Application Architecture J2EE

Database Application DB2 9.5

Development Tool RAD 7.5

Web/App Deployment Server WAS7.0

Designing Tool RSA7.0

PREFACE

In an organization or institute, for the development of any sector, budget accounting is the foremost activity to carry out. Keeping in mind the heads where one can spend money to enhance the performance and working of an institute, this module has being implemented. With RAD tool, it became easy to implement the project.

For any organization, financial status for sanctioning a budget need to be sufficient enough to meet the requirement. Thus, the project maintains the financial report of collecting fees and funds within the authority of administrator. So that its development is in hand of the administrator ( in an institute) or director (in business organization).

Hence, this project is equipped with these features.

ACKNOWLEDGMENT

A very special thanks to our Dr. Anil Choudhary sir who helped us in learning how to work with advanced features of RAD tool. Our trainees Mr. Govind Sidhu and Mr. Ashutosh Bishnoi contributed their best efforts in completing our project.

Lokraj Ahuja, team mentor helped in the presentation of the project. We added different tags and features of RAD to make our application looks more presentable.

We are thankful to all who helped us in this project.

1. OVERALL DESCRIPTION The primary objective of the project is to generate receipt to all the payments made in S.K.I.T. account and made payments to department’s budget after processing the account. Thus , the project handles all the transactions made to and from S.K.I.T. account.

2. USE CASE MODEL SURVEY

……….

USE CASES INVOLVED IN BUDGET ACCOUNTING SYSTEM

1. Receipt2. Payment

BUDGET

ACCOUNTING

RECEIPT PAYMENT

1. RECEIPT

This use case deals with the generation of receipt to students , govt. , ngo’s or any organization for either submitting fees or funding S.K.I.T. for curricular or extra-curricular activities. All amounts coming from these sources are maintained in S.K.I.T. account.

Receipt use case plays an important role in accounting budget for any organization. It maintains S.K.I.T. accounts record in a table from wherein the payment to any department is made. At the time of fees submission through students, this use case is also responsible for generating challan form.

There can be two users for this use case – a cashier and an administrator. The cashier has the responsibility of generating receipts. But only administrator has the right to access the S.K.I.T. account and take decision on his own perspective.

ACTIVITIES OF RECEIPT :-

Account maintenance in a register or a table. Challan form generation activity. Fee receipt acknowledgment activity. Fund collection activity. Fund receipt acknowledgment. Earmarkment activity to concerned department.

2. PAYMENT

The payment use case is responsible to make payment to any department for its development. The payment is made after accessing S.K.I.T. account to check whether sufficient amount is there or not. If sufficient amount is present then administrator analyze budget for successive years. Finally if the budget satisfies all the requirement then the budget is sanctioned otherwise it is rejected.

The concerned manager of each department submits its budget to the administrator for the approval. On sanction of the budget, he/she gives the list of expenditures to the administrator.

ACTIVITIES OF PAYMENT :-

Process S.K.I.T. account. Verification of claims. College infrastructure development activity. Department development activity. Transport management activity. Sports management activity. House management activity. T&P Cell development. Posting bill amount in account table.

ROLES OF USERS OF THE USE – CASES :-

1. CASHIER

The cashier maintains details of S.K.I.T. account. He/She generates receipt to fees submitting students and funds giving organization. The cashier maintains the list of students submitting their fees through challan form.

There can be more than one cashier. Thus, for each cashier a unique id and password is assigned. The cashier gets login through his/her id and password and carry out the desired activity.

ROLES :-

Account maintenance. Challan form generation. Fee collection from students. Fund collection from govt. organizations, universities or

through donations. Receipt generation.

2. ADIMINSTRATOR

As administrator plays an important role in sanction of a budget, a unique password has been given so that no other user can access the data pertaining to the administrator. He/she can earmark the cheques or drafts to a concerned department. The administrator can access S.K.I.T. account, check for the current balance and sanction the budget to any department on the basis of balance in S.K.I.T. account. He/She has the right to reject a budget if the budget doesn’t satisfy the requirement.

ROLES :-

Process S.K.I.T. account. Earmarkment of cheques / drafts. Analysis of budget for successive years. Identification of list of expenditures. Budget approval/denial.

3. DEPARTMENT MANAGER

The responsibility of department manager is to request for budget from the administrator. Before submitting the budget request, a detailed study of different heads for the performance purpose is carried out. Then the expenditure on each head is calculated. Finally the budget is being passed for sanction to the administrator.

ROLES :-

Laboratory equipment calculation activity. Software purchase expenditure. Lab consumables determination. Travel charges calculation activity. Maintenance and spares charges. Miscellaneous expenses for academic activities. Required items. Expected amount. Total budget estimation activity.

ACTIVITY DIAGRAM –

1. Receipt

The activities of receipt use case is to generate receipts for fee and fund collection. The money coming through fees or funds goes to S.K.I.T. account maintained in a table. As the fees can be submitted through challan form, it keeps the record of students submitting the form.

2. Payment

The payment or investment to any department in the college is made from S.K.I.T. account after verification of the claims. After than the updation transaction is carried out on S.K.I.T. account .

3. Department Manager

For the development of any department, the department manager takes different heads in account. The expenses needed to implement development on different heads are calculated precisely and an approximate budget amount is determined. The budget is then passed to the administrator for its approval. If approved, the department manager spends the amount on the heads mentioned in the budget.

4. Administrator

The administrator plays crucial role in Budget Accounting. He keeps track of the account. When he sees that sufficient amount is there, generates notice to all department manager asking them to submit their budget. He analyze budget for successive years and pass it accordingly.

(i) Activity 1

(ii) Activity 2

E-R DIAGRAM –

DATABASE DESIGNING

1. Account_details Table –

FIELD DATATYPE DESCRIPTION KEYAcc_no Integer It holds the account no. of

SKIT in different banks.PRIMARY KEY

Acc_type Varchar The account type can be savings, current or R.D.

-

Bank_id Varchar It’s the id of banks from Bank table.

FOREIGN KEY from Bank_Information

tableDeposit Integer It shows the amount

deposited in S.K.I.T. account.

CAN BE NULLABLE

Withdrawal Integer The withdrawal amount from S.K.I.T. account.

CAN BE NULLABLE

Balance Integer The current balance in the account.

-

Date Date The date of depositing or withdrawing money to or from the account.

-

2. Challan_form Table –

FIELD DATATYPE DESCRIPTION KEYChallan_id Integer It generates a unique id for

each challan form.PRIMARY KEY

College_id Integer It’s the id of students from Student table.

FOREIGN KEY from Student_Basic

tableBank_id Varchar It’s the id of banks from Bank

table.FOREIGN KEY

from Bank_Information

tableDate Date Date of issuing the challan

form.-

Fee Integer The fee amount payable to S.K.I.T.

-

3. Receipt_feeacknowledge Table –

FIELD DATATYPE DESCRIPTION KEYReceipt_no Integer It generates unique receipt

no. to the students.PRIMARY KEY

College_id Integer It’s the id of students from Student table.

FOREIGN KEY from

Student_Basic table

Cashier_id Integer It’s the id of cashiers from cashier table.

FOREIGN KEY from Cashier table


FOREIGN KEY from

Bank_Information table

Date Date Date of issuing receipt. -Fee-type Varchar The fee type can be hostel

fee, college fee, bus fee etc.-

Amount Integer The fee amount payable to S.K.I.T.

-

4. Receipt_fundacknowledge Table –

FIELD DATATYPE DESCRIPTION KEYReceipt_no Integer It generates unique receipt

no. to the organizations.PRIMARY KEY

Reg_no Integer It’s the id of the registered organization from Fund_org table.

FOREIGN KEY from Fund_org

tableCashier_id Integer It’s the id of cashiers from

cashier table.FOREIGN KEY

from Cashier tableBank_id Varchar It’s the id of banks from

Bank table.FOREIGN KEY


tableDate Date Date of issuing receipt. -

Fund_coll_type Varchar The mode of collecting fund i.e. through cheques or drafts.

-

Amount Integer Funding amount to S.K.I.T.

-

5. Fund_org Table-

FIELD DATATYPE DESCRIPTION KEYReg_no Integer It’s the unique id of the

registered organizations.PRIMARY

KEYOrg_name Varchar It gives the name of the

organization.-

Org_head Varcahar It gives the head of the organization.

-

Org_type Varchar The type of organization can be govt., ngos etc.

-

6. Earmark_cheques Table-

FIELD DATATYPE DESCRIPTION KEYAcc_no Integer It’s the account no. from

Account_details table.FOREIGN KEY from Account_details table

Cheque_no Integer The cheque no. for making payment to a department in advance.

PRIMARY KEY, FOREIGN KEY from

Fund_coll_cheques table



tableDept_no Integer It’s the dept. id from

Department table.FOREIGN KEY from

Department tableAmount Integer The amount reserve for a

dept. in advance.-

7. Earmark_drafts Table-

FIELD DATATYPE DESCRIPTION KEYAcc_no Integer It’s the account no. from


Drafts_no Integer The drafts no. for making payment to a department in advance.

PRIMARY KEY, FOREIGN KEY from Fund_coll_drafts table



tableDept_no Integer It’s the dept. id from

Department table.FOREIGN KEY from

Department tableAmount Integer The amount reserve for a

dept. in advance.-

8. Fund_coll_cheques Table-

FIELD DATATYPE DESCRIPTION KEYCheque_no Integer Unique cheque no. for

payment to S.K.I.T.PRIMARY KEY

Reg_no Integer It’s the id of registered organization from Fund_org table.

FOREIGN KEY from Fund_org

tableBank_id Varchar It’s the id of banks from

Bank table.FOREIGN KEY


tableAcc_no Integer It’s the account no. from

Account_details table.FOREIGN KEY

from Account_details

tableDate Date Date of submitting cheque. -

Amount Integer The amount funded by the organization.

-

9. Fund_coll_drafts Table-

FIELD DATATYPE DESCRIPTION KEYDraft_no Integer Unique draft no. for

payment to S.K.I.T.PRIMARY KEY

Reg_no Integer It’s the id of registered organization from Fund_org table.

FOREIGN KEY from Fund_org table



tableAcc_no Integer It’s the account no. from


Date Date Date of submitting cheque. -Amount Integer The amount funded by the

organization.-

10. Budget Table –

FIELD DATATYPE

DESCRIPTION KEY

Budget_id Integer It’s the unique id for each budget request made to administrator.

PRIMARY KEY

Dept_id Integer It’s the id of the department from Department table.

FOREIGN KEY from Department

tableBudget_request_year Integer The year of requesting

budget from the administrator

-

Require_no Integer It’s the item no. from Require_item table.

FOREIGN KEY from

Require_item table

Other_expenses Integer The prices of other heads. -Budgeted_amount Integer The total amount calculated

for budget.-

11. Require_item Table –

FIELD DATATYPE

DESCRIPTION KEY

Require_no Integer It gives the unique id for the items required.

PRIMARY KEY

Lab_equipment Varchar Mention the lab equipments required.

Can be NULLABLE

Software_purchase Varchar Softwares required fot the lab.

Can be NULLABLE

Lab_consumables Varchar Consumables like mouse, keyboard etc. resources.

Can be NULLABLE

Travel_charges Varchar The total cost of travelling for a year.

Can be NULLABLE

Maintenance_n_spares

Varchar The amount spend on maintenance.

Can be NULLABLE

Misc_expenses Varchar Other expenses. Can be NULLABLE

Other_required_items

Varchar Other type of items required for other department.

Can be NULLABLE

Expected_amount Varchar The net expected amount for all requirement.

-

12. Payment Table –

FIELD DATATYPE DESCRIPTION KEYReceipt_no Integer It gives the unique

receipt no. to the department.

PRIMARY KEY

Department Integer It’s the dept. id from Department table.

FOREIGN KEY from Department

tableBudget_id Integer It’s the budget id from

budget table.FOREIGN KEY

from Budget table.

13. Verify_claims Table –

FIELD DATATYPE DESCRIPTION KEYReceipt_no Integer It gives the receipt no.

from Payment table.PRIMARY

KEY, FOREIGN KEY from

PAYMENT table

Budget_id Integer The id of budget request made to the administrator.

PRIMARY KEY,

FOREIGN KEY from

Budget table

REFERRING TABLES

1. Bank_information Table –

FIELD DATATYPE DESCRIPTION KEYBank_id Varchar It gives the unique bank id

to each bank.PRIMARY KEY

Bank_name Varchar The names of the banks. -Address Varchar The address of the listed

banks.-

2. Cashier Table –

FIELD DATATYPE DESCRIPTION KEYCashier_id Varchar The unique cashier id to

each cashier.PRIMARY KEY

Cashier_name Varchar It gives the name of the cashier.

-

Cashier_type Varchar The types of the cashier. -Contact_no Varchar The contact no. of the

cashier.-

Address Varchar The address of the cashier. -Username Varchar The username given to the

cashier.-

Password Varchar The password of each cashier.

-

Security_que Varchar The security question to identify the cashier.

-

Email_id Varchar The e-mail id of the cashier.

-

Father_name Varchar It gives the father name of the cashier.

-

Answer Varchar The answer to the security question.

-

3. Department Table –

FIELD DATATYPE DESCRIPTION KEYDept_id Varchar It’s the unique id

given to each department.

PRIMARY KEY

Dept_name Varchar The dept. name of each dept.

-

College_id Varchar The college id of the college.

-

4. Student_basic Table -

FIELD DATATYPE DESCRIPTION KEYStudent_id Varchar The unique id given to

each student.PRIMARY KEY

Password Varchar The password of a student.

-

First-name Varchar The first name of the student.

-

Last_name Varchar The last name of the student.

-

Email_id Varchar The e-mail id of the student.

-

Phone_no Varchar The phone no. of the student.

-

Security_que Varchar The security question to validate the student.

-

Answer Varchar The answer to the security question.

-

Dept_id Varchar The deptid of dept. of the student belongs to.

-

Batch Varchar The batch or year of the student.

-

Status Varchar The status or class of the student.

-

Srs Budget Accounting

Documents

key primary

fee amount

generates

budget request

foreign key

fund collection

challan form

unique id