DEPARTMENTAL STORE

MANAGEMENT SYSTEM

A PROJECT REPORT
Submitted in partial fulfillment of the requirements
for the award of the degree of

BACHELOR OF COMPUTER SCIENCE

Submitted By:

YOUR NAME
Roll No: 12345678

Under the Guidance of:

MR. SUPERVISOR NAME

(Designation, Dept. of CS)

DEPARTMENT OF COMPUTER SCIENCE

NAME OF YOUR COLLEGE
CITY, STATE - PINCODE
2024-2025
 CERTIFICATE

This is to certify that the project report entitled ”DEPARTMENTAL STORE MAN-
AGEMENT SYSTEM” submitted by YOUR NAME (Roll No: 12345678) in partial ful-
fillment of the requirements for the award of the degree of Bachelor of Computer
Science at NAME OF YOUR COLLEGE, is a bona fide record of the work carried out
by him/her under my supervision and guidance.

Signature of Guide Signature of H.O.D.

(Name of Guide) (Name of HOD)

Designation Dept. of Computer Science

Internal Examiner External Examiner

Date:
Place:

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 ACKNOWLEDGMENT

The success and final outcome of this project required a lot of guidance and assis-
tance from many people, and I am extremely privileged to have got this all along
the completion of my project. All that I have done is only due to such supervision
and assistance and I would not forget to thank them.
I respect and thank Mr./Ms. Supervisor Name, for providing me an oppor-
tunity to do the project work in ”Departmental Store Management System” and
giving us all support and guidance which made me complete the project duly. I
am extremely thankful to him/her for providing such a nice support and guidance.
I am thankful to and fortunate enough to get constant encouragement, sup-
port, and guidance from all Teaching and Non-Teaching staffs of the Department
of Computer Science which helped us in successfully completing our project work.
I am also grateful to my parents and friends who have helped me with their
valuable suggestions and guidance and have been very helpful in various phases
of the completion of the project.

YOUR NAME
Roll No: 12345678

2
 Contents

Certificate 1

Acknowledgment 2

1 Introduction 4
1.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
1.2 Objectives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
1.3 Scope of the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

2 System Analysis 6
2.1 Existing System (Manual) . . . . . . . . . . . . . . . . . . . . . . . . . . 6
2.2 Proposed System (Automated) . . . . . . . . . . . . . . . . . . . . . . . 6
2.3 Feasibility Study . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
2.3.1 Technical Feasibility . . . . . . . . . . . . . . . . . . . . . . . . . 6
2.3.2 Economic Feasibility . . . . . . . . . . . . . . . . . . . . . . . . . 6

3 System Requirements 7
3.1 Hardware Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
3.2 Software Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

4 System Design 8
4.1 Data Flow Diagram (DFD) . . . . . . . . . . . . . . . . . . . . . . . . . . 8
4.2 E-R Diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
4.3 Database Schema . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

5 Implementation (Source Code) 10

5.1 Database Connection (db_connect.py) . . . . . . . . . . . . . . . . . . . 10
5.2 Main Logic (main.py) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
5.3 Billing Functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

6 Testing 12
6.1 Unit Testing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
6.2 Integration Testing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

7 Screenshots 13
7.1 Login Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
7.2 Billing Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

8 Conclusion and Future Scope 15

8.1 Conclusion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
8.2 Future Scope . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Bibliography 16

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 Chapter 1

Introduction

1.1 Overview
The Departmental Store Management System is a software project designed
to manage the entire workflow of a general departmental store. A departmental
store stocks a wide variety of goods, organized into separate departments. Man-
aging such a vast inventory manually is a tedious, time-consuming, and error-
prone task.
This project aims to automate the critical processes of the store, including in-
ventory management, billing, customer details, and sales reporting. By utilizing
computer technology, the system ensures data accuracy, fast retrieval of informa-
tion, and efficient service to customers.

1.2 Objectives
The primary objectives of this project are:

- Automation: To replace the manual paper-based system with a computer-

ized system.

- Efficiency: To speed up the billing process and reduce customer waiting

time.

- Accuracy: To eliminate calculation errors in billing and stock management.

- Security: To provide a secure login system for administrators and staff.

- Reporting: To generate automatic reports for daily sales, low stock alerts,
and product lists.

1.3 Scope of the System

The scope of the Departmental Store Management System includes:

- Administrator Module: Full access to the system, including adding/deleting

staff, modifying product details, and viewing all reports.

- Inventory Management: Tracking product quantities, prices, and categories.

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Departmental Store Management System 5

- Billing System: Generating invoices for customers, calculating taxes, and

applying discounts.

- Data Storage: Storing all records in a robust MySQL database for future re-
trieval.
 Chapter 2

System Analysis

2.1 Existing System (Manual)

In the existing manual system, the store relies on ledgers and paper receipts.
- Stock Keeping: Employees manually count items and update a register. This
often leads to mismatches between actual stock and recorded stock.
- Billing: Calculations are done via handheld calculators. This is slow and
prone to human error, especially during rush hours.
- Reports: Generating a monthly sales report requires days of going through
daily ledgers.

2.2 Proposed System (Automated)

The proposed system is a desktop application connected to a database.
- Centralized Database: All data is stored in a central server/PC.
- Instant Billing: Product IDs are entered, and the system automatically fetches
prices and calculates the total.
- Automatic Stock Update: When an item is sold, the stock count decreases
automatically.

2.3 Feasibility Study

2.3.1 Technical Feasibility

The system is developed using Python and MySQL. These technologies are open-
source, widely supported, and run efficiently on standard hardware found in de-
partmental stores. Therefore, the project is technically feasible.

2.3.2 Economic Feasibility

The cost of development is low as it uses free open-source tools (Python, VS Code,
MySQL). The only investment required is a standard PC, which the store likely al-
ready possesses.

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 Chapter 3

System Requirements

To run the Departmental Store Management System effectively, the following hard-
ware and software specifications are required.

3.1 Hardware Requirements

- Processor: Intel Core i3 or equivalent (minimum).

- RAM: 4 GB or higher.

- Hard Disk: 500 GB (SSD recommended for speed).

- Monitor: 15-inch Color Monitor (minimum 1024x768 resolution).

- Input Devices: Keyboard, Mouse.

3.2 Software Requirements

- Operating System: Windows 10/11, Linux, or macOS.

- Programming Language: Python 3.9+.

- Database: MySQL Server 8.0.

- Libraries: mysql-connector-python, tkinter.

- IDE: Visual Studio Code or PyCharm.

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 Chapter 4

System Design

4.1 Data Flow Diagram (DFD)

The following diagram illustrates the flow of data within the billing system.

User Login

Verify Credentials

No
Valid? Access Denied

Yes

Dashboard Access

Billing Module

Figure 4.1: Level 0 Data Flow Diagram

4.2 E-R Diagram

The Entity-Relationship diagram represents the tables and their relationships in
the database.

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Departmental Store Management System 9

ID Name

Customer Product Price

Buys

Sales

Figure 4.2: Entity-Relationship Diagram for Products and Sales

4.3 Database Schema

The database named StoreDB consists of the following key tables.
Table 1: products

Field Name Type Constraint Description

p_id Int Primary Key Unique Product ID
p_name Varchar(50) Not Null Name of the product
price Decimal(10,2) Not Null Cost per unit
quantity Int Not Null Current stock level
 Chapter 5

Implementation (Source Code)

This section contains the core source code used to develop the application.

5.1 Database Connection (db_connect.py)

1 import mysql. connector

2
3 def get_connection ():
4 return mysql. connector . connect (
5 host=" localhost ",
6 user="root",
7 password =" password ",
8 database =" StoreDB "
9 )

5.2 Main Logic (main.py)

1 import sys
2 from db_connect import get_connection
3
4 def main_menu ():
5 print (" ========================================= ")
6 print (" DEPARTMENTAL STORE MANAGEMENT SYSTEM ")
7 print (" ========================================= ")
8 print ("1. Add New Product ")
9 print ("2. Billing / Generate Invoice ")
10 print ("3. View All Products ")
11 print ("4. Exit")
12
13 choice = input (" Enter your choice : ")
14
15 if choice == '1':
16 add_product ()
17 elif choice == '2':
18 billing ()
19 elif choice == '3':
20 view_products ()
21 elif choice == '4':
22 sys.exit ()
23 else:
24 print (" Invalid choice !")
25 main_menu ()

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 Departmental Store Management System 11

26
27 def view_products ():
28 con = get_connection ()
29 cursor = con. cursor ()
30 cursor . execute (" SELECT * FROM products ")
31 rows = cursor . fetchall ()
32
33 print ("\n--- PRODUCT LIST ---")
34 print (f"{'ID ':<5} {'Name ':<20} {' Price ':<10} {'Qty ':<5}")
35 print ("-" * 40)
36 for row in rows:
37 print (f"{row [0]: <5} {row [1]: <20} {row [3]: <10} {row [4]: <5}")
38
39 con.close ()
40 main_menu ()
41
42 if __name__ == " __main__ ":
43 main_menu ()

5.3 Billing Functionality

1 def billing ():

2 cart = []
3 total = 0
4 while True:
5 p_id = input (" Enter Product ID (or 'q' to finish ): ")
6 if p_id == 'q':
7 break
8
9 con = get_connection ()
10 cursor = con. cursor ()
11 query = " SELECT p_name , price FROM products WHERE p_id = %s"
12 cursor . execute (query , (p_id ,))
13 result = cursor . fetchone ()
14
15 if result :
16 qty = int( input (f" Enter Quantity for { result [0]}: "))
17 cost = result [1] * qty
18 cart. append (( result [0], qty , cost))
19 total += cost
20 else:
21 print (" Product not found !")
22 con.close ()
23
24 print ("\n ========= INVOICE ========= ")
25 for item in cart:
26 print (f"{item [0]}: {item [1]} x = {item [2]}")
27 print (" ---------------------------")
28 print (f" TOTAL AMOUNT : Rs. { total }")
29 print (" =========================== ")
 Chapter 6

Testing

Testing is a critical phase of software development to ensure the system is defect-

free.

6.1 Unit Testing

Individual modules were tested separately.

- Login Module Test: Valid credentials granted access; invalid credentials de-
nied access. Result: Pass.

- Database Connection Test: The system successfully connected to StoreDB.

Result: Pass.

- Calculation Test: Product Price × Quantity = Total was verified manually for
accuracy. Result: Pass.

6.2 Integration Testing

After unit testing, modules were combined.

- Stock Update Integration: When a bill is generated, the quantity in the

products table was checked to see if it decreased by the sold amount. Result:
Pass.

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 Chapter 7

Screenshots

7.1 Login Screen

[Paste Screenshot of Login Page Here]

Shows username and password fields

Figure 7.1: User Login Interface

7.2 Billing Invoice

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Departmental Store Management System 14

[Paste Screenshot of Generated Bill Here]

Shows the final invoice generation

Figure 7.2: Final Invoice Generation

 Chapter 8

Conclusion and Future Scope

8.1 Conclusion
The Departmental Store Management System has been successfully designed
and developed. It fulfills the primary objectives of automating the manual pro-
cesses of a store. The system is capable of handling inventory, sales, and billing
efficiently. It minimizes human error, reduces paperwork, and saves time for both
the shopkeeper and the customer.

8.2 Future Scope

While the current system is functional, there is always room for improvement. Fu-
ture enhancements could include:

- Online Integration: Creating a web interface so customers can order online.

- Barcode Scanner Integration: Implementing hardware scanning for faster

billing.

- Data Analytics: Adding charts and graphs to visualize sales trends over time.

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 Bibliography

The following sources were consulted during the development of this project:

Books
1. Core Python Programming by Dr. R. Nageswara Rao.

2. Fundamentals of Database Systems by Elmasri and Navathe.

3. Software Engineering by Roger S. Pressman.

Websites
1. Python Documentation: https://docs.python.org/3/

2. MySQL Connector Guide: https://dev.mysql.com/doc/connector-python/en/

3. W3Schools SQL Tutorial: https://www.w3schools.com/sql/

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