Billing Management System

Chapter 1: Introduction
1.1. Introduction

Billing software refers to a set of programs that are used to

handle complex invoicing tasks. It features a set of commands
that are used to simplify business operations or activities.
Moreover, the use of this tool is everywhere, including shopping
malls, departmental stores, grocery stores, pharmacy stores,
garment shops, hospitals, etc. However, the offline invoicing or
billing software can be range from the simplest to the more
advanced invoicing software.

If you are running a store and facing difficulties in managing the

customers and receiving payment, then you should give try the
digital solutions. By integrating this tool into your system, you,
as a store owner, can increase your business efficiency,
productivity, and customer shopping experience.

This software is a product especially designed for computerized

billing. The software has various features of billing and
customized reports. Features contain all the mandatory
mechanism of data entry, its related statutory requirements and
reports specified by Inland Revenue Office on its latest
circulated notice. It can be used on different business verticals
like Supermarket, Restaurants, Medical Shop Distributors, and
Advertising Agencies. Based on business specific requirements,
we can customize billing formats and custom reports.
 1.2. Problem Statement
Modern billing software can solve many problems to
manage retail efficiently. Retailers and quick service restaurant
(QSR) owners need to take lots of features into consideration in
order to make sure that the business runs smoothly. It is not only
the everyday sales, but also the customer retention, sales and
stock tracking, accounts and receivables, which needs proper
management. And being in charge of all of these things is
definitely not easy, more so, when you are required to take care
of all of these things single handedly. An automated and
intuitive billing solution makes things easier in such a situation.
Problems that businesses usually face 
Most of the businesses, retail or QSR, till date use the cash
register to tender cash and complete the financial transactions
within the store. Here the problem is that a cash register can aid
only with the in-store requirements. The back office
functionalities like stock and purchase management, payments
and receivables, accounting, everyday store difficulties and
more cannot be managed with a cash register. It is a smart and
modern billing solution that helps in solving all of these
problems at one go. 
So, what are the everyday issues that a store faces? 
a) Maintaining more than one
product – Those who have a chain of product or even more
than one store, product/item lookup, inventory transfer,
checking the overall sales report and more becomes difficult. 
b) Level of efficiency – In case of both
the retail stores and QSRs, managing customers and billing
during the rush hours become tough. Hand billing or billing
through a cash register takes time and serving more number of
customers in less time becomes impossibility. 
c) Maintaining payments and
receivables – A cash register does not provide you the option
to keep a check on your payments and receivables. So, without
a billing solution, you need to keep track of these things
manually, which again takes up a lot of your time. 
d) Maintaining customer satisfaction –
Customer satisfaction is of foremost importance for any
business. However, if billing takes time, if there’s a problem
with the delivery, etc., it becomes hard for a business to retain
the customers. 

1.3. Objectives
Billing & Invoicing Software is a software program (or)
application that is designed to handle billable products and
managing invoices of customers. It is an offline tool that is used
to create bills/invoices, follow payments, bookkeeping, etc in a
streamlined manner. It helps in managing multiple stores and
multiple companies billing system.

Billing systems help in automating the time-consuming process

like invoice generation, products tracking, other accounting
documentation etc. Moreover such software automatically
calculates and applies tax on the taxable products so that you
need not worry about the tax at every time of billing.
 We aims to create or develop a system that is capable and
reliable in the whole transaction flow such as tracking, retrieving
and storing data in an appropriate way.

In particular it aims to:

 Provide a database that will store information.

 Develop a system that will lessen process delay in terms of
releasing receipts and customer bill.

Billing & Invoice Software has helped businesses in fast

billing. Without such software, it is very difficult for employees
at the billing counter to provide bills for the customers in long
queue. To make your customers happy as well as reduce your
workload you will 100% for sure need billing/invoicing
software.

1.4. Scope and Limitation

An inventory management system can make or break your
small business performance. Products and services that depend
on raw materials, parts and other supplies need consistent
inventories to operate effectively and to maximize profits. The
nature of the business and its industry may dictate the most
suitable type of inventory system, but bear in mind that all
such systems come with inherent limitations. Most businesses
can adjust the inventory process to meet their needs while
limiting the impact of system limitations.
Inventories that are counted weekly or monthly and then
compared with counts from the previous period can only
generate data at or after the point of counting. This results in a
lack of detail in the information about how inventory moves
over the short term. Businesses moving large amounts of
inventory may want to have a finer level of detail than periodic
inventory allows.
On the other hand, the nature of a small business may not
require such detail, especially when ordering multiple
quantities (to take advantage of bulk discounts) minimizes short
term variability.
Small business owners use many tools to track the success and
progress of their enterprises. The process of evaluation,
typically called auditing, allows a business owner to narrow
down potential issues before they grow into crises that may
endanger the organization. Inventory audits allow small retail
businesses to verify existing stock levels for tax and tracking
purposes. These evaluations provide useful data on profit and
loss. Inventory audits aid business owners in the discovery of
outdated product, shoplifting or employee theft.
 This billing system focus on the development of an
information system that will automate manual transaction in
Beatriz Food and Cafe.

However, the study has focused on the following:

 It will generate receipt on every transaction inputted to the

system.
 The software will display view of calculations of every
transaction.
1.5. Report Organization

Chapter 2: Background Study and Literature

Review
2.1. Background Study (Description of fundamental
theories, general concepts and terminologies related to
the project)

In the 17th century, technology arrives and it was used to a mean

a discussion of the applied arts only and gradually these “arts”
themselves came to be the object of the designation. By the early
20th century the term embraced a growing range of means,
process and ideas in addition to tools and machines. By mid-
century, technology was defined by such phrases as “the means
or activity by which man seeks to change or manipulate his
environment”. Years and years past technologies become
broader. Technology is the present world. It affects people’s daily
life. It is a concept that has come to refer to breakthrough in
science that allow for a better or automated solution like
computers as one part of technology. Computers have been
around a long time. Computer is an electronic device that was
designed to make complex computations. Nowadays, computers
are not only designed for such task. It is everywhere, they are
used for everything and they are making things very easy for us.
It is really important because it will help the individual for many
things. Information Technology (IT) benefits the business world
by allowing organizations to work more efficiently and it’s most
obvious benefit is to maximize productivity. Since computerized
system are widely used, it is advantageous to improve speed, the
ease of sharing and storing information and decrease in human
error trough automation add up to a reduction in costs and an
increase in revenue. A system is a set of detailed methods,
procedures and routines created to carry out a specific activity,
perform a duty or solve a problem. A hundred years ago,
computerized system did not exist, and the only way to perform
the activities and calculations is the manual system. Manual
system that put pressure on people to be corrected in all details of
their work at all times.