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ebilling_synopsis

The document outlines the development of a modern eBilling and Invoice System aimed at automating billing processes, enhancing security, and improving operational efficiency. It addresses current issues with data redundancy and lack of multi-user access in the client's existing Excel-based system while detailing features such as customer management, automated billing, and role-based security. The project includes specific user profiles, system requirements, and a high-level data flow diagram to illustrate the proposed solution's functionality.

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c4712336
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6 views3 pages

ebilling_synopsis

The document outlines the development of a modern eBilling and Invoice System aimed at automating billing processes, enhancing security, and improving operational efficiency. It addresses current issues with data redundancy and lack of multi-user access in the client's existing Excel-based system while detailing features such as customer management, automated billing, and role-based security. The project includes specific user profiles, system requirements, and a high-level data flow diagram to illustrate the proposed solution's functionality.

Uploaded by

c4712336
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as TXT, PDF, TXT or read online on Scribd
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eBilling and Invoice System - Project Synopsis

1. Vision Statement
To develop a modern, secure, and scalable eBilling and Invoice System that
automates the billing process, reduces errors, and enhances operational efficiency.

2. Opportunity Statement
Currently, the client maintains product lists, customer records, and invoices in MS
Excel, leading to:
- Data redundancy and inconsistency.
- No multi-user access, causing collaboration issues.
- Lack of security, exposing sensitive financial data.
- Limited reporting, making sales and inventory tracking difficult.

The proposed eBilling and Invoice System overcomes these limitations by integrating
modern database management, automation, and security.

3. Scope
In-Scope Features:
✔ Customer & Product Management – Maintain searchable customer and product
databases.
✔ Billing & Invoice Generation – Automate billing with dynamic price updates.
✔ Report Generation System – Generate detailed sales, inventory, and financial
reports.
✔ Data Security & User Authentication – Role-based access control (RBAC) and
encrypted user credentials.
✔ Multi-User Environment – Support for multiple users accessing the system
simultaneously.

Out of Scope:
✘ Third-party payment integration (e.g., online payment gateways).
✘ Mobile application support.

4. Goal
To develop a secure, efficient, and scalable invoicing system with real-time data
access, role-based security, and automated reporting.

5. Solution Concept
The eBilling and Invoice System will:
- Replace Excel-based records with a centralized database (MySQL/PostgreSQL).
- Allow real-time invoice tracking and sales monitoring.
- Provide role-based access control to ensure data security.
- Enable automated data import/export from Excel/CSV.

6. User Profiles
Sales Representative
- Manages customer orders, updates inventory, and tracks invoices.

Manager
- Monitors sales trends, sets sales quotas, and generates management reports.

Accountant
- Handles invoice processing, tax calculations, and financial reporting.

MIS Executive
- Generates analytical reports and maintains system integrity.

7. Requirements Summary
Business Requirements
- Automate manual billing processes.
- Provide real-time invoice tracking.
- Generate detailed reports.

User Requirements
- Multi-user access with role-based permissions.
- Secure login with encrypted passwords.
- Efficient search and filter options.

Operational Requirements
- Daily automated backup of the database.
- Scalability for increasing data volume.

System Requirements
Hardware:
- Workstation: Windows 10/11, Core i3/i5, 8GB RAM, 256GB SSD.
- Server: Linux/Windows Server, 16GB RAM, 500GB SSD.

Software:
- Front End: React.js / Angular.
- Back End: Node.js / Python (Django/Flask).
- Database: MySQL / PostgreSQL.

8. Features & Functionality


Manage Customers
✔ Sort by sales volume, product type.
✔ Analyze customer trends and purchase history.

Manage Orders
✔ Create, track, revise, and cancel orders.
✔ Offer discounts on orders.

Manage Products
✔ Browse and categorize products.
✔ Add, edit, and search products.

Manage Users
✔ User registration with role-based access.
✔ Password encryption and security policies.
✔ Change password and manage user rights.

MIS Reports
✔ Generate reports for sales, stock, and customers.
✔ Export reports in CSV, Excel, PDF formats.
✔ Automated backup system for disaster recovery.

9. Data Dictionary
Tables Overview:
- product_master (Product details, categories).
- bill (Invoice details, customer info).
- bill_details (Product-wise billing details).
- company_master (Company info, tax details).
- user_master (User authentication and roles).

10. Data Flow Diagram (DFD)


Level 0: High-Level Process
1. User logs in → Authentication system verifies credentials.
2. User selects operation (billing, reporting, etc.).
3. Database fetches data → System processes the request.
4. Output generated → Invoice, reports, or updates.

+-----------------+ +------------------+
| User Input | ----> | System Process |
+-----------------+ +------------------+
| |
v v
+-----------------+ +------------------+
| Database | ----> | Output |
+-----------------+ +------------------+

Level 1: Process Breakdown


- Login Process → User authentication.
- Billing Process → Customer selection, invoice generation.
- Report Generation → Sales analysis, trend reports.
- Database Update → Inventory management, backup.

End of Document
This revised version modernizes the technology stack, enhances security, and
improves clarity.

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