DESIGN AND IMPLEMENTATION OF AN ELECTRONIC INVOICING SYSTEM

DESIGN AND IMPLEMENTATION OF AN ELECTRONIC INVOICING SYSTEM

CHAPITRE ONE

INTRODUCTION

Without a doubt, the internet has played a significant role in digitalizing business processes across enterprises and organizations of all kinds. It has offered numerous new ways for businesses to communicate with their customers [1]. According to Gartner, an information technology (IT) research firm, by 2017, 70% of all customer interactions will shift to digital, more interactive settings and will be experienced on demand via mediums such as online, mobile, and social media platforms. Today’s generation knows technology better than ever before and expects services to be supplied as swiftly as possible, whenever and wherever they want [2].

Companies do not have to make large capital investments to achieve all of this by purchasing and maintaining software licenses for applications such as Enterprise Resource Planning (ERP), Inventory Management System (IMS), and Customer Relationship Management (CRM) systems and installing them on individual hardware on the business premises [3]. They can instead contain costs, deploy solutions faster, and minimize risk by using this Electronic Invoicing System hosted by a third party and delivered over the internet. Its purpose is to provide an inexpensive and simple solution to customers’ business operation needs, particularly those of Small and Medium-sized Enterprises (SMEs). Businesses can use the system to prepare and deliver computerized invoices to their customers [4].

SUMMARY OF THE PROBLEM

During the project’s analysis and data collection, it was discovered that there was a manual method of collecting and storing customer invoices in order for them to be attended to and for future use [5].

That is to say, the process of daily tasks and activities is done manually, which is quite unfortunate; manual procedural execution caused delays in writing down all of the customers’ purchases, and in some cases, the business owner can’t keep a proper record of the goods and services sold out in a particular day, week, or month, which reduces business results.

Many setbacks to the expected standard have resulted from manual invoicing record keeping. Among the difficulties encountered are:

Some customers waste time by writing down everything they buy.

Both the business and the customers suffer partial or entire invoice loss.

Invoice analysis is being recorded.

Some employees were inefficient because they were too lazy to look for the invoice.

As a result of these issues, the manual system of storing, entering, and retrieving invoice record information is exceedingly clumsy: inefficient and ridiculous.

OBJECTIVE OF THE STUDY

To create a computerized Electronic Invoicing software to carry out laborious work and activities performed by humans, in which they frequently misplace and trash critical files and customer records. However, if this (computerized invoicing software) is implemented and installed, it will provide a solution to this problem.

OBJECTIVES AND GOALS

The system’s primary goals and objectives are as follows:

To create a web-based invoicing system to replace some of the human function in instances of employment insecurity.

To offer on-site retrieval of customer invoice records in the event of a loss of the original invoice.

Furthermore, the purpose of this software is to model a computerized invoice system in order to generate proper invoices for customers and control these records.

SCREEN CAPTURES OF THE APPLICATION

SCOPE

The researcher is interested in an electronic billing system. The case study covers all of the operations of organizations and businesses in issuing receipts to clients. It is concerned with the digitization of business processes such as issuing receipts to clients for services delivered or purchased.

STUDY ORGANIZATION

The second chapter examines the linked literature under the following headings: Invoicing System, Site Review, Electronic Invoicing System, Implementation of the New Mode of Receipts, and so on.

The following topics are covered in Chapter Three: Introduction, the User Interface, Hardware and Software requirements, user documentation, system backup, system maintenance, and so on.

The fourth chapter is about system implementation and programming.

The fifth chapter includes a summary, conclusion, and recommendation.

RESTRICTIONS OF THE STUDY

The following are some limitations or limits that this study faces.

TIME: Due to the fact that I mix research with academic studies, I have very little time to complete this research. You will agree with me that one of the constraints I face while conducting this research is time.

FINANCE: However, finance is another barrier I am encountering while conducting this research. The absence of money to carry out this research causes it to be delayed. Despite the constraints, every effort was made to complete this project.

TERMS DEFINITION

Transaction:

A contract, agreement, exchange, understanding, or transfer of cash or property between two or more parties.

Database:

A collection of various files organized in a particular manner for quick retrieval and updating.

Invoice:

A non-negotiable business instrument given to a buyer by a seller. It identifies both trade parties and lists the items sold, as well as the date of shipment and mode of transport, pricing and discounts (if applicable), and delivery and payment terms.

Inventory:

An itemized inventory or catalogue of tangible things or property, as well as intangible characteristics or attributes.

Computerized:

Convert (information) into a format that a computer can store or process.

Customer:

A customer who purchases goods or services from a store or business.

Electronic:

Controlled by or linked to a computer, as well as an activity or service “available on or performed using the Internet or other computer network.”

Record:

1. Document that memorializes and provides objectives of activities completed, results obtained, or statements made.