Royal Residence Condominium – Dormitory

Registration and Billing System

A System Proposal

In Partial Fulfillment of the Requirements in IT3a

System Analysis and Design

Saint Louis University

Adversalo, Asuncion Rica C.

Balagtey, Elaine Mirr B.

Estoesta, Raphaela A.

Landingin, Ashley Di P.

Olivo, Princess Ailyn N.

Pangilinan, Princess Sarah

Vila, Dianne Abigail DG.

IT3a 10:30 – 11:30 TTHS D722

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CHAPTER I

INTRODUCTION

1.1 BACKROUND OF THE STUDY

Technology nowadays has played a major role in the success of business and helping

business to become more competitive in the industry as well as in the economy. Having a broad

understanding and a responsible knowledge of information technology and its role in the new

economy enables the business to be successful and reach its goals effectively and efficiently.

Since the use of manual system on billing is very time consuming, it is usually done and

used only by extremely small establishments. This is where the introduction of computer

technology integrated with manual procedures started in businesses. This system will deal with

the company billings and also keeps a record of stocks. It is not only highly accurate but also

saves much time and money over the long term. The main advantages of a computerized billing

and accounting system is fast and accurate invoices, credit notes, purchased orders, printing

statements and payroll documents are all done automatically. The accounting records are

automatically updated; the data is instantly available and can be made available to different users

in different locations at the same time. Computerized accounting programs reduce staff time

doing accounts and reduce audit expenses as records are neat, up-to-date and accurate.  Billing

system can give the company   and its clients all of the required data that they will need for items

related to billing. The major advantage of having billing system in place is that they allow you to

effectively manage customer payments.

The Royal Residence Condominium is the third project of a proven and tested company,

the BESTWAY Construction and Development Corporation, in the field of Real Estate

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Residential Development. The project was conceptualized to offer an innovative property

investment opportunity and set a benchmark in making upscale residence-service provider, a

lucrative business. The project was completed in a period of one year, from the ground breaking

in September 2010 to receiving its Certificate of Occupancy in September 2011.

The Royal Residence Condominium has been established to meet the growing need for

convenient, safe and wholesome residence-provider and as a second home to qualified university

and college students, board reviewees, and young professionals in the metro City of Baguio.

The Royal Condominium is a 7-storey building with 4 commercial units (canteen, mini-

mart and stock bar, laundry shop and salon spa) and 12 condominium residential dormitory units.

Each unit consists of 12 condotel-like rooms. The Royal Condominium is located along Rimando

Road, Aurora Hill- Trancoville, Baguio City.

1.2 STATEMENT OF THE PROBLEM

The study aims to design a computerized registration and billing system for Royal

Condominiums. The proposed system will minimize, if not, eliminate the existing problems the

company encounters with regards to the registration and billing system. The minimization and or

elimination of the existing problems would then make the information more effective, efficient

and reliable. It will also facilitate an organized billing system for the user through the

implementation of a computer – based information system that can help in the organization’s

operations to become more efficient and reliable.

The study aims to answer the following questions:

1.2.1 What are the hardware to be used in the billing and registration system?

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1.2.2 What are the processes involved in the said system?

1.2.3 How to incorporate the billing and registration system in the existing setup of the

company

1.3 OBJECTIVES OF THE STUDY

1.3.1 To identify the hardware to be used in the billing and registration system.

1.3.2 To enumerate the processes involved in the billing and registration system.

1.3.3 To know how the billing and registration system be incorporated in the existing

set-up of the company.

1.4 IMPORTANCE OF THE STUDY

The researchers have conducted a study about the application of a Front Office System

(FOS) with regards to Billing and Registration to Royal Dormitory and Condominium since

there is no existing Information System (IS) yet.

Manual transactions of more or less 200 tenants have given rise to problems in processing

records. In line with this, this study of application of a FOS will provide an appropriate solution.

It will give a faster recording transaction and more accurate records to improve the business

process. A shift from manual transaction to an automated one will benefit both the business and

the residents for both greater satisfaction and comfort.

Being a student is never easy. But this study will make the researchers more patient and

prepare them to the fast approaching business world. As students, it will help the researchers be

knowledgeable in the operation of a business. Since they are yet to be businesswomen, it is a

stepping stone to professionalism.

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To other researchers, this will serve as a guide and a motivation. Hardships had been a

deposit but success is always priceless, indeed.

1.5 SCOPE AND DELIMITATION

The research was conducted to be able to give solutions to the problems being

encountered by the Royal Residence Condominium-Dormitory. Conducting such research

requires a deeper understanding the problems of the business entity. The research covers the

problem of the said business entity with regards to their registration and billing system. The

researchers proposed an Information system – Registration and Billing System – which can help

the entity to lessen errors when it comes to recording transactions among their tenants (College

students, reviewers, transients and others) because the entity does not have an existing

information system. The proposed system would then require less processes and human errors

with the desired output of the entity.

More or less 200 tenants occupy the said entity in which it composes of men and women

of with different age brackets. Tenants of the dormitory came from different provinces who are

usually college students. The said entity is near universities and also near different business

establishments which gave interest to customers to live to the Royal Dormitory and

Condominiums.

Before the research started, researchers scheduled interviews which were used by the

researchers to create a proposed system by conducting an interview with the owner/manager

which have great control over the registration and billing system of the company. With the help

of the information given by the owner/manager of the entity, researchers were able to understand

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the main problem of their entity and be able to propose an appropriate Information System with

regards to the problem.

The researchers collected the needed data and information for their proposal. After

gathering such information, problems being encountered by Royal Dormitory and

Condominiums were determined and possible solutions were planned.

However, different problems may also arise especially if the proposed system of the

researches will be effective or might add more errors with regards to the records of the business

entity which composes of payment of rent, electric bills, food, violations, and others. The

management must make sure that the staff or employee who will control or operate the proposed

Information System must have knowledge and be able to know how to handle if ever he/she

encounters problem with the system.

The proposed system does not cover losses and damages with regards to personal things,

money, or gadgets inside the condominium. It only covers the organizing or recording different

transactions which are registration of each tenant, their monthly payments of rents or violations

and billings of each tenant. The researchers limited the research with these processes to be able

to focus on a certain problem which the entity needs at the present.

First month of using the information system may result to confusion on how it works and

it might also have positive impact with the management and also with the tenants. We cannot

also deny the fact that the proposed Information System may arise different problems but as

much as possible avoid them.

The said research will take five months to finish and be able to help the entity solve their

problems and the proposed system has a useful life of 3 years.

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1.6 DEFINITION OF TERMS

Billing System – It is a combination of software and hardware that receives call detail and

service usage information, groups this information for specific accounts or customers, produces

invoices, creates reports for management, and records (posts) payments made to customer

accounts.

Information System – It consists of a collection of people, processes, data, models, technology

and partly formalized language, forming a cohesive structure which serves some organizational

purpose or function.

Registration System - it is a system that allows registrars to make changes to the database in real

time.

References:

Anonymous. (2012). Management snformation systems (MIS). p 3

Billing system. (2009). Billing dictionary. Retrieved from http://www.billingdictionary.com/

Glossary. (2009 – 2013). European Identity. Retreived from http://www.eurid.eu/en/

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CHAPTER II

REVIEW OF RELATED LITERATURE

Online Registration System

Another study is the “Online Registration System” which was conducted by Al-Shaikh in

Jordan. According to Al-Shaikh, the problem is the difficulty to register and manage the data of

more than 15,000 students who are taking their exams in the universities using the conventional

manual system. Using this system, it is hard to communicate between the colleges and the unit

that is responsible for the examination of the students. The gathered data can be inaccurate and

the fact that not all the colleges fill their students’ data properly or correctly and data storage

might be susceptible to corruption at any time.

In his study, the proposed system is the Online-Registration system but it is just a sub-

system of Web Portal. Web Portal is defined as a system that presents information from diverse

sources in a unified way. The proposed system is a 3-Tier web-based. 3-Tier Architecture is a

Client/Server Architecture.

In registration system, as a result, after entering the student data to the system, user can

have the confirmation to assure the students was enrolled into the exam and the exam receipt to

be given to the student. For the reporting subsystem, it will be easily know how many students

applied for the exam and the fees required for each student. Last is the repository subsystem

where the user can download the files necessary to manage the activities.

Computerized Billing for Time Improves Client Communication and Firm Profitability

As cited in the article entitled “Computerized Billing for Time Improves Client

Communication and Firm Profitability” by Murphy (1996), he stated that, accounting firms can

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improve their profitability and relation with clients by automating client billing with computers.

Accounting firms can use personal computer as an economical means of computerizing the

billing process.

A Computerized Billing System allows accounting firms to more effectively manage

their employee’s productivity and give them the means to analyse the hours available and hours

billed of each employee. A Computerized Billing System provides more control over accounts

receivable and client work processes.

Computer in Today’s World Philippines

According to the article entitled, “Computer In Today’s World Philippines” by Bitter

(1995), stated that the function performed by the computer division of various organizations has

become identified as data processing program expedite many business functions such as the

accounts payable system. They keep records of vendor’s number, special accounts and dates of

payments.

There are many advantages in using an accounts payable package: all information

remains in one done automatically; calculations are easily made; the time involved to do work is

greatly reduced.

Information to Computer and Information System

According to the article entitled “Information to Computer and Information System” by

Syzmanski (1998), Computers are used in business for many tasks that can be grouped into

category called data processing. Data processing includes tasks such as word processing, billing,

and assembling number and facts associated with general office functions, such as order

processing, inventory and billing.

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Billing System

A research about Billing System was conducted by various students from International

School of Informatics and Management in Jaipur. This study, therefore, is closely-related to our

topic which is Billing and Registration System.

According to their case study, there are several problems with the existing system the

business uses that must be worked on and improved. That’s why they decided to make and

propose some solutions for the said system.

The researchers – Anil Kumar Anjana, Bhaiya Lal Anjana, and Saurabh Jai – figured out

that time (to retrieve and store data) is a common problem with the existing system the company

uses. The system also requires a lot of paper works and even a small transaction requires many

papers to be filled. Thus, any fortuitous event (such as fire and such) can easily destroy all the

data of the organization. A loss of even a single paper or a document can lead to a burdensome

situation for the business, because all of the papers are interrelated. Another problem states that

the data cannot be shared or utilized by different persons at the same time. Actual movement of

the data must be done in order to make it usable by several persons at any time. To sum it all up,

these problems should be solved by altering or improving its processes. Time is always of the

essence, and it is very important in businesses. Just by the mere identification and analysis of the

problems being showed in the existing system, it would cost the business itself MORE once

these are not solved.

They also conducted a feasibility study with regards to their proposed system. They

considered the technical, behavioural, and economic feasibilities of the study. They identified

things from software to the hardware that the system might be using once it is implemented. In

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terms of behavioral feasibility, they studied or evaluated the behavior of the end users of the

system which may affect the system’s implementation. Some people are resistant to changes. So,

a good estimate should be made on how strong a reaction the user staff is likely to have towards

the development of a computerized system. As the aim of the system is only to satisfy the

information needs, no employees will lose their position by the proposed system. In fact, the

proposed system will help the organization in reducing the voluminous work involved. With the

economic feasibility involved, the procedure is to determine the benefits/advantages and savings

that are expected from the system and compare it with the costs to be generated once

implemented. If the benefits outweigh costs, such as manpower and hardware and software costs,

then it is said to be that the system is approved and ready to be designed and implemented. But,

if otherwise happens, wherein costs are greater that the benefits, further alterations should be

made in order to make the proposed system a better one.

Design and Implementation of Accounting Models for Services in Agent-Based Information

Systems

According to Rupert Rockinger and Hubert Baumeister, the fast growing field of

electronic commerce brings today’s applications to their limits. Information systems are now

being used to further automate the processes. A fully automated process can also help busy users

who want to spend as little time as possible with a single transaction. A system capable of

accounting can return the needed product without requiring any further attention by the user.

In the study of Rockinger and Baumeister the design and implementation of the basic

agent framework billing system (BABSy) is described. It includes an overview about payment

models in everyday life, parts of the system that are already being used today, and where BABSy

takes its place in this context, and describes the architecture of BABSy and its implementation

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using the FollowMe framework. The term ’service’ is used in the study instead of merchandise

since in the electronic world goods are often virtual. Buying information for example can be

considered the service of supplying this data. With all the benefits of agent technology in mind,

one would expect that there are many solutions available for accounting in commercial agent

frameworks. This, however, is not the case at this time. Mostly this is due to the fact that agents

cover only a certain aspect of the behavior model.

To identify the participating agents let’s take a look at a conventional transaction. Say,

for example, you buy a meal at your favorite restaurant. Two parties are obvious: you, the paying

customer, and the selling restaurant owner. The third party in the interaction is a banking service

that provides the guarantee for the payment used. When paying cash this is the central bank of a

country that guarantees the value of your bank notes; for credit card payment this is the credit

card company; and when paying by check this will be bank that issued the check. Either way

there is always a third party involved that both others must recognize and trust. So within the

agent framework three independent components are needed. One for the provider, one for the

customer and a third that represents a banking service.

In this paper the design of the accounting system BABSy for services in an agent

community was presented. This can greatly improve the value of electronic commerce

applications in the future.The design of the BABSy core components covers the most important

payment models while still leaving room for further functionality. Most components can be

extended for much greater complexity if desired.

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Online Bill Payment 2.0

Digital financial transactions have caused the increase in consumer convenience and its

ease of use that was evidenced by a Consumer Trends Survey conducted by Fisherv Inc. in 2011.

Despite the former, e-billing and e-statement users reduced bad debt by 50 percent and at the

same time has reduced the reconciliation costs by 40 percent. Electronic billing also has reduced

the use of paper, meaning no postage and no wastes.

Another upgrade in the digital financial transactions is the personalization of online

payment. In one study, payments increased more than 350 percent payments were made with

personalized tools compared to other Web-based payment systems (source: confidential client

data).

According to Mark Snow, the main reason why personalized online billing is more

effective than that of the others is the intrigue it creates in the minds of the users. The moment

they see that personalized link to access their own website, curiosity kicks in and they want to

see more.

The ease of access and the convenience that regular online billing providers are doubled

by the personalization of the existing systems by directly integrating the billing and payment

system to the provider’s account that increases efficiency and reduces the time is called the

consuming manual payment processing.

He also cited in the article the steps taken in the personalized online payment which starts

by sending a personal notification that directly goes to the patient via letter or email. In that

letter, there would be an existing link and password that would lead them to the patient’s

personal website where the existing personal information and the services the patient has

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undergone. In the said link, the patient can already pay their bills via credit card, debit card, or

ACH on their account and can even update their personal information. And with just one click of

a button, their payment is processed, confirmation of payment is sent to both the provider and the

patient, and the money is already deposited into the provider’s account.

References:

Al-Shaikh, A. M. (n.d.) Online registration system. Retreive from www.cscjournals.org

Anjana, A.K., Anjana, B. L., & Jain, S. (n.d.) Billing system. International school of

informatics and management. Jaipur.

Snow, M. (2012). Online bill payment 2.0. Health Management Technology, 33(10), 18-

19.

Bitter, Gary G. (1995). Computer in Today’s World Philippine. The McMillan Com.

Smith, Murphy L. (1996). Computerized billing for time improves client communication

and firm profitability. (Management of an accounting practice) the CPA journal

Syzmanski, Robert A. (1998). Introduction to computer and information systems. merrill

publishing co.

R. Rockinger. (1999). Design and implementation of accounting models for services in

agent-based information systems. Master’s thesis. Institut f¨ur Informatik. Universit¨at

M¨unchen, M¨unchen. Germany.

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CHAPTER III

METHODOLOGY

3.1 RESEARCH METHODOLOGY

Quantitative research methodology was used for this study. Quantitative research is a

formal, objective, and systematic process. In situations where little is known, like in the case of

Royal Residence Condominium-Dormitory, quantitative method was used in conducting the

interviews, to focus groups, and others.

Data based on the interview were used by the researchers to find out problems of the

existing system used by the said company. Once the problem has been identified by the

researchers, then, the quantitative approach will be used to measure to what extent this problem

may have to the company and its customers. The said method also aims to answer questions with

regards to the “how many”, and “how much” of a problem.

3.2 RESEARCH TOOLS

Interview

The researchers interviewed the marketing officer from the accounting office of the

Royal Residence Condominium-Dormitory. Researchers asked for the information about the

company and the existing system the company is currently using and other relevant information

that are useful to the study. The actual interview was recorded by the researchers.

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Observation

It has been observed that the administration keeps a lot of paper files. In addition, manual

transaction is very evident. These caused problems, and in effect, the researchers proposed the

Registration and Billing System.

Journals

The researchers used some published journals and other related research papers for

reference and for comparability purposes.

3.3 EXISTING SYSTEM

Currently, the Royal Residence is utilizing the Microsoft Excel as its system. This

software is a spread sheet application developed by Microsoft for Microsoft Windows and Mac

OS X. It features calculation, graphing tools, pivot tables, and a macro programming language.

Using excel, the company is able to keep a record of its tenants. One unit has its own excel file

where every tenant has his/her own worksheet where his/her amount due can be found. In that

worksheet, the utilities payable of the tenant and even the other payables like penalties/ interest

are already computed just by entering the formula. Since the system can perform the calculation,

the company can determine the total amount due of each tenant by using the functions of excel.

In this system, the company still performs the manual input.

3.4 PROBLEMS ENCOUNTERED WITH THE EXISTING SYSTEM

During the interview session with Miss Maria Vilma T. Lerpido, Marketing Officer from

the Accounting Management of The Royal Residence Condominium-Dormitory, we asked her if

they have been facing some problems with the registration and billing system they are using in

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the business. And as evidenced by the interview we conducted and through our observation, we

have figured out some complications with the system.

As for the royal residence condominium-dormitory, time is one of the problems they are

encountering with their system. We could say that it is time-consuming because manual input of

data is being practiced. In addition to this, we, the researchers, have noticed that the records of

the tenants in each unit in their condominium-dormitory are being individually filed in excel.

Each excel file contains the records of the each tenant in different worksheets. One file is

equivalent to one unit, with several rooms, in the condominium-dormitory wherein it contains its

corresponding tenants’ records. The file consists of the tenants’ payment dues – from the

monthly rental up to the electric and water bills a tenant has incurred. Computation of the penalty

dues and other expenses by the tenant is being performed by the Microsoft Excel itself. Thus,

once an authorized personnel looks for a tenant’s records, it would take time for him searching

the name from the list of the documents saved in the computer. So, what if all of the tenants –

more or less 200 – would pay their dues at the same time, would the staff do the computations

that fast and easy considering that s/he will be accommodating numbers of customers in just a

short period of time? The system must be developed to improve its performance, less cost, less

pressure, and with that, the personnel can just simply look for the records with the already-

computed charges, then, it can already be printed as a physical evidence of the tenant’s accounts.

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CHAPTER IV

RESULTS AND FINDINGS

4.1 PROPOSED SYSTEM

One of the advantages of the system is that, it is time saving. It is created in order to save

time creating and sending invoices. It has low mistake risks, secured from typographical errors,

miscalculations, and erroneous invoicing to the customer. Another is it provides a lot of different

features. You can adapt billing program to yourself considering specifics of your business. For

example you can define when, to whom, and how often you want to send recurring invoices.

It is a cost effective way to protect a record through a centralized application process.

Renewal and subsequent changes concerning ownership details can also be handled using this

centralized process. And registration ensures a single, consistent approach to monitoring quality

service. It gives confidence that all tenants have achieved the same essential levels of safety.

For the disadvantages of the system, Registration and Billing System would be costly. A

small business may not afford this. If in case it can purchase, return of investment would take

longer. Purchasing this system is a costly investment. Sometimes, the money paid could be used

to other greater income generating investments, with higher assurance of return.

When the system is implemented, there will be a reduction of labor force. There will be

less job opportunities for human resource. And in some instances, the labor force would be too

dependent with the system, and considering that the system is not 100 % guaranteed free from

error. When the labor force doesn’t personally check the entered information, an overstatement

or understatement of accounts may happen. Though, this is one-in-a-million case, the system still

possesses accuracy.

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The system still follows the input data. Once they are mistakenly done, the system will

also provide an incorrect output. For example, when the tenant/administration entered a wrong

tenant number for a specific payment, then the system will follow what was entered. It cannot

detect such an error.

The system is restricted to cash payment only. Credit cards and bank transactions are not

involved.

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4.2 DATA FLOW DIAGRAM

4.2.1 CONTEXT DIAGRAM

Registration and Billing System consists three entities – tenant, administration, and

accounting. In this system, it starts with the tenant entity wherein it gives details that are needed

by other entities. Once the tenant gives those details, the system will work on it in order to

produce outputs from the entities in the said system.

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INVOICE DETAILS

4.2.2 DIAGRAM 0

Diagram 0 is a confounded version of the context diagram that shows the major processes

done in the system. The start of these processes is to classify the old and new tenants. If tenants

are new, a new profile is created, saved in a data store, and the tenant details are used by the

system to proceed to the next processes – create statement, apply payment, and lastly, create

reports needed by the administration and accounting entities.

On the other hand, once old tenants are sorted, processes would already follow (same

with the preceding processes with a new tenant)

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PERSONAL DETAILS

4.2.3.1 DIAGRAM 1

PROCESS 3

Process 3 of Diagram 1 revealed three further internal processes – find tenant records

(3.1), classify dues (3.2), and compute payment due (3.3). The processes are related to payments

– past dues, city services, and rent payments. They have to produce statement of accounts to

tenants and invoice details to accounting entity, and the cycle continues.

4.2.3.2 DIAGRAM 1

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PROCESS 4

Process 4 of Diagram 1 revealed three further processes – record payment (4.1), create

cash receipts (4.2), and update account (4.3). They produced and updated accounts to the

involved entities, tenant and accounting, respectively.

4.3 DATA DICTIONARY

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ENTITY

TENANT

Name: Tenant

Description: One that pays rent to use or occupy land, a building, or other property

owned by another.

Input Data Flow: Statement of account, Cash receipts, Tenant code

Output Data Flow: Personal details, Payment details

ADMINISTRATON

Name: Administration

Description: A body of persons who manage.

Input Data Flow: Tenant Profile, Report Details

Output Data Flow: Tenant Number

ACCOUNTING

Name: Accounting

Description: The system of recording and summarizing business and financial

transaction and analyzing, verifying, and reporting the results.

Input Data Flow: Invoice Details, Tenant Accounts, Updated Accounts

Output Data Flow: Financial Statement

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PROCESS

CLASSIFY OLD AND NEW TENANT

Name: Classify old and new tenant

Process description: Categorizes new from old tenant.

Process Number: 1

Input Data Flow: Personal details

Output Data Flow: New tenant personal details, old tenant record

CREATE NEW TENANT PROFILE

Name: Create new tenant profile

Process description: Produces new tenant profile

Process Number: 2

Input Data Flow: New tenant personal details, Tenant number

Output Data Flow: Tenant profile, Tenant record, Tenant code

CREATE STATEMENT

Name: Create statement

Process description: Creates invoice statement

Process Number: 3.0

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Input Data Flow: Old tenant record, Financial Statements

Output Data Flow: Statement of account, Tenant invoice details, Invoice details

FIND TENANT RECORDS

Name: Find Tenant Records

Process Description: tenant records

Process Number: 3.1

Input Data Flow: Financial Statement, Tenant Details

Output Data Flow: Payment Due Details

CLASSIFY DUES

Name: Classify Dues

Process Description: payment details

Process Number: 3.2

Input Data Flow: Payment Due Details

Output Data Flow: Rent Payment, City Services

COMPUTE PAYMENT DUE

Name: Compute Payment Due

Process Description: payment details

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Process Number: 3.3

Input Data Flow: Rent Payment, City Services

Output Data Flow: Computed Payment Details

APPLY PAYMENT

Name: Apply Payment

Process description: Processes payment transactions

Process Number: 4

Input Data Flow: Payment details

Output Data Flow: Cash receipts, Updated account, Updated record

PRODUCE REPORT

Name: Produce report

Process description: Forms financial report

Process Number: 5

Input Data Flow: Updated record

Output Data Flow: Report details

DATA STORES

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TENANT ACCOUNTS

Name: Tenant accounts

Description: Storage for the accounts of the tenants

Alternate Name: Tenant Record

Data Structure: Tenant accounts=Tenant record

Input Data Flow: Tenant record

Output Data Flow: Tenant Accounts

ACCOUNTS RECEIVABLE

Name: Accounts receivable

Description: Collections of cash to be receive

Alternate Name: Tenant Invoice Details

Data Structure: Accounts receivable= Tenant invoice details

Input Data Flow: Tenant invoice details

DATA FLOW

PERSONAL DETAILS

Name: Personal Details

Description: Private details of the tenant

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Origin: Tenant

Destination: Process 1 (Classify old and new tenant)

Data Structure: PERSONAL DETAILS={NAME}

+ADDRESS+AGE+GENDER+RELIGION+[MOBILE NUMBER|TELEPHONE

NUMBER]+[SCHOOL ID NUMBER|EMPLOYEE ID

NUMBER]+[PARENT/GUARDIAN]+[ PARENT CONTACT/GUARDIAN

CONTACT]

NAME=LAST NAME+FIRST NAME+ MIDDLE NAME

LAST NAME={LETTERS}

FIRST NAME={LETTERS}

MIDDLE NAME={LETTERS}

LETTERS={A-Z}

ADDRESS=STREET NUMBER+STREET+CITY+[STATE/PROVINCE]+

(COUNTRY)+ZIP CODE

STREET NUMBER= {NUMBERS}

NUMBERS={0-9}

STREET= {LETTERS}

CITY={LETTERS}

STATE/PROVINCE= {LETTERS}

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COUNTRY={ LETTERS}

ZIP CODE= {NUMBERS}

AGE={NUMBERS}

GENDER={LETTERS}

RELIGION={LETTERS}

MOBILE NUMBER/TELEPHONE NUMBER={NUMBERS}

SCHOOL ID NUMBER={NUMBERS}

EMPLOYEE ID NUMBER={NUMBERS}

PARENT|GUARDIAN={NAME}

PARENT CONTACT|GURADIAN CONTACT={NUMBERS}

NEW TENANT PERSONAL DETAILS

Name: NEW TENANT PERSONAL DETAILS

Description: Private Details of the new tenant

Alternate Name: Personal Details

Origin: Process 1 (Classify old and new tenant)

Destination: Process 2 (Create new tenant profile)

Data Structure: NEW TENANT PERSONAL DETAILS={PERSONAL DETAILS}

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TENANT PROFILE

Name: Tenant Profile

Description: Private details of the tenant including his/her tenant code

Alternate Name: Tenant Record, Tenant Details

Origin: Process 2 (Create new tenant profile)

Destination: Administration

Data Structure: TENANT PROFILE={PERSONAL DETAILS}+{TENANT CODE}+

{(DUE PAYMENT)}

DUE PAYMENT= [PENALTY|FINE]

PENALTY|FINE={AMOUNT}

AMOUNT={NUMBERS}

TENANT NUMBER

Name: Tenant Number

Description: A number given to the tenant by the Administration. This number is the rank

of the tenant in the census of the dormitory. The rank starts from the first person who

resides in the dormitory.

Origin: Administration

Destination: Process 2 (Create new tenant profile)

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Data Structure: TENANT NUMBER={NUMBERS}

OLD TENANT RECORD

Name: Old Tenant Record

Description: Private details of the Old tenant

Origin: Process 1 (Classify old and new tenant)

Destination: Process 3 (Create Statement)

Data Structure: OLD TENANT RECORD={PERSONAL DETAILS}+{TENANT

CODE}

TENANT CODE

Name: Tenant Code

Description: Given to the new tenant when he registers.

Origin: Process 2 (Create new tenant profile)

Destination: Tenant

Data Structure: TENANT CODE={NAME}+TENANT NUMBER+RESIDING ROOM

NUMBER+MONTHLY PAYMENT+{[BALANCE|ADVANCE]}

TENANT NUMBER={NUMBERS}

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RESIDING ROOM NUMBER=ROOM

NUMBER+DESCRIPTION+CAPACITY+PRICE+(EXTENDED PRICE)

ROOM NUMBER={NUMBERS}

DESCRIPTION={LETTERS}

CAPACITY={NUMBERS}

PRICE={AMOUNT}

(EXTENDED PRICE)=DUE PAYMENT+(PACKAGE DEAL)

PACKAGE DEAL=LODGING COSTS

LODGING COSTS={AMOUNT}

MONTHLY PAYMENT={AMOUNT}

[BALANCE|ADVANCE]={AMOUNT}

STATEMENT OF ACCOUNT

Name: Statement of Account

Description: A financial statement of accounts offsetting current from past dues in the

accounts of the tenant.

Alternate Name: Financial Statement

Origin: Process 3 (Create Statement)

Destination: Tenant

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Data Structure: STATEMENT OF ACCOUNT=CURRENT INVOICE DETAIL+CASH

RECEIPTS

FINANCIAL STATEMENT

Name: Financial Statement

Description: A financial statement of accounts offsetting current from past dues in the

accounts of the tenant.

Alternate Name: Statement of Account

Origin: Accounting

Destination: Process 3 (Create Statement)

Data Structure: FINANCIAL STATEMENT={STATEMENT OF ACCOUNT}

INVOICE DETAILS

Name: Invoice Details

Description: Details regarding the payment of the tenant.

Alternate Name: Current Invoice Detail, New Invoice Detail, Tenant Invoice Detail,

Payment Due Details

Origin: Process 3 (Create Statement)

Destination: Accounting

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Data Structure: INVOICE DETAIL={TENANT CODE}+{DUE PAYMENT}+DUE

DATE

DUE DATE={DATE}

DATE=MONTH+DAY+YEAR

MONTH={JANUARY-DECEMBER}

DAY={0-31}

YEAR=2010 onwards

PAYMENT DUE DETAILS

Name: Payment Due Details

Description: Details regarding the payment of the tenant.

Alternate Name: Current Invoice Detail, New Invoice Detail, Tenant Invoice Detail,

Invoice Details

Origin: Process 3.1 (Find Tenant Records)

Destination: Process 3.2 (Classify Dues)

Data Structure: PAYMENT DUE DETAILS={INVOICE DETAIL}

RENT PAYMENT

Name: Rent Payment

Description: Details regarding the payment of rent of the tenant.

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Origin: Process 3.2 (Classify Dues)

Destination: Process 3.3 (Compute Payment Due)

Data Structure: RENT PAYMENT= CASH PAYMENT

TENANT INVOICE DETAILS

Name: Tenant Invoice Details

Description: Details regarding the payment of the tenant.

Alternate Name: Invoice Details, Invoice Detail, New Invoice Detail

Origin: Process 3 (Create Statement)

Destination: Accounts Receivable

Data Structure: TENANT INVOICE DETAILS={ INVOICE DETAILS}

CASH RECEIPTS

Name: Cash Receipts

Description: Details regarding the payment of the tenant.

Origin: Process 4 (Apply Payment)

Destination: Tenant

Data Structure: CASH RECEIPT= {TENANT CODE}+PAID AMOUNT+DATE OF

PAYMENT

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PAID AMOUNT={AMOUNT}

DATE OF PAYMENT={DATE}

PAYMENT DETAILS

Name: Payment Details

Description: Details regarding the payment made by the tenant.

Origin: Tenant

Destination: Process 4 (Apply Payment)

Data Structure: PAYMENT DETAILS=CASH PAYMENT

CASH PAYMENT=AMOUNT

UPDATED ACCOUNT

Name: Updated Account

Description: Validated Account of the Tenant

Alternate Name: Updated Record

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4.4 PROTOTYPE

This is the prototype of the proposed system, Registration and Billing system. It shows

how the system performs the process of registration and billing.

FIGURE 1 – EMPLOYEE LOGIN

This is the first phase of the system. The user has to log in to access to the system.

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FIGURE 2 – MAIN MENU

It contains the records, accounts, and profiles, and the “log out” icon.

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FIGURE 3 – REGISTRATION FORM

By clicking the “Register” icon from the home page, leads on a dialog box. Also, this is

the registration form for the new tenants. (by clicking “close”, it leads to the main menu and the

tenant is not registered.)

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FIGURE 4 – CONFIRMATION PAGE

This pops up when the new tenant has successfully registered. Click “Main Menu” to go

back to the Home Page.

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FIGURE 5 – ACCOUNT FORM

By clicking the “Statement of Accounts” icon from the home page, leads to this dialog

box. Enter the respective tenant number and click “accounts” to view the payment details of the

tenant.

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FIGURE 6 – STATEMENT OF ACCOUNTS FORM

This shows information with regards to the payment – rent, utilities, water – to be paid by

the tenant.

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FIGURE 7 – PAYMENT FORM

This shows the amount due and the amount paid (tender) by the tenant. The difference

between the two reflects the change to be returned to the tenant. (application of payment)

By clicking “cancel” leads back to the home page.

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FIGURE 8 – PROFILE FORM

By clicking the “tenant profiles” in the main menu, this shows up. To open tenant’s

profile, enter the tenant number and click “profile”.

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FIGURE 9 – TENANT PROFILE

This views the personal details of the tenant. By clicking “close” gets back to the main

menu.

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FIGURE 10 – MAIN MENU

By clicking “log out”, it will go back to the “employee login form.”

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4.5 COST BENEFIT ANALYSIS

One of the important factors in any business case is an evaluation of the costs of a project

or anything acquired for the company’s improvement which includes the analysis of its cost and

the payback – be it in monetary value or other terms that the business would get benefited.

With such number of customers – more or less 200 tenants – no doubt that the company

would not be benefited once they implement the system. With the better and developed system,

Royal can incur less cost.

Given below are the respective estimated costs and benefits during the first year of

operations of the said system.

COST MEASURE

DESCRIPTION Unit CostCOST IN

FIRST YEARPurchase of the system

Directly attributable costs - (approx. 90 days, 7 researchers)

Php280.00 Php176,400.00

Research and development costs - (trial costs, design, construction, )

65,380.00

InstallationKnock out walls and reconfigure office space

Labor fee - two days, two workmen 280.

00

1,120.00Maintenanc

eUpdating and troubleshooting - 1 year

25,000.00

Additional workstations

Furniture - 3 computer tables 700.

00

2,100.00

Hardware - 3 Computer Units 25,000.

00

75,000.00Training of employees

Seminars, workshops (Approx. 2 Employees) 2,500.

00

5,000.00Total Cost Php350,000.00

BENEFIT MEASURE

DESCRIPTION AMOUNT

Payback of purchased system

Through the regular activities done in the business.

350,000.00

Monthly Approximately, 50 tenants - 3500 and 50 tenants

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Revenue – 7000 525,000.00Improved performance

Improved customer service, lesser efforts from the administration

Accurate records

Organized reports, time-saving

Payback period

Cost of the system = Php 350,000.00 Allocated expense = Php 2,142,000.00

Annual cash inflow = Php 6,300,000.00 Net cash flow = Php 4, 158, 000.00

Computation: Payback=cost of the systemannual cash flow

= 350 ,0004 ,158 ,000

= 0.08418 year

In other words, it will take less than a year for the investment cost to be recovered.

Net Present Value Analysis

Investment Cost = Php 350, 000.00 Allocated Expense = Php 2, 142, 000.00

Projected Cash Flow

Year 1 = Php 4, 158, 000.00

Year 2 = Php 4, 500, 000.00

Year 3 = Php 4, 550, 000.00

Investment Cost (Php 350,000.00)

Add: Present Values of Cash flows at 5%

First year Php 4,158,000.00 x PV Factor .9524 Php 3,960,079.20

Second year Php 4,500,000.00 x PV Factor .9070 Php 4,081,500.00

Third year Php 4,550,000.00 x PV Factor .8638 Php 3,930,290.00 Php 11,971,869.20

Net Present Value Php 11,621,869.20

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CHAPTER V

SUMMARY, RECOMMENDATION, AND CONCLUSION

5.1 SUMMARY

This project involves information system specifically, registration and billing system. 

The goal is to make the registration and billing of Royal Residence Condominium-Dormitory

easier and more accurate. This has been done by improving their existing system through

automation of the said activities. Before, their registration and billing system is manually-

operated and it is time-consuming.

The research covers the problem of the said business entity with regards to their

registration and billing system which can help the entity to lessen errors when it comes to

recording transactions among their tenants (College students, reviewers, transients and others)

because the entity does not have an existing information system. The proposed system would

then require less processes and human errors with the desired output of the entity.

5.3 RECOMMENDATION

Registration and Billing System is effective. However, some recommendations are

advised.

The researchers recommend further study of the system. It is believed that longer period

of research would provide more information that would let users maximize the ability of the

system.

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It is also recommended that the visual presentation of the system be improved. For

validity purposes, a good visual presentation would let the users input the correct data. This will

reduce human error.

The system covers only the registration of the tenants themselves. Registration of all

belongings, particularly those gadgets and appliances, is therefore recommended for safety

purposes.

In addition, the system is limited to cash payment only. As a result, the researchers

recommend that credit and bank transactions be included.

The researchers also recommend making an assessment of the tenant’s point of view

about the system. It is important to acknowledge this since Royal Residence exists because of

them.

5.3 CONCLUSION

This study aimed at improving the existing system of Royal. The results of this study

indicated both positive results and negative results.  It can be concluded that the findings were

consistent with their results.

 Furthermore, this study found that the registration and billing system helped the

administration and accounting department for the safe keeping of their documents.

In addition, the study also revealed some obstacles that the entity had to face when they

applied the system. These obstacles may be summarized as costly, labor force will be lessened

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and it is not free from human error. However, in the long run, the system is more preferred. This

is supported by the earlier findings.

To sum it up, elimination of manual transactions benefited the company. The proposed

system made transactions faster and more accurate. It is far more advantageous when compared

to manual transaction and the existing system by the business-Excel. Thus, introduction of

Registration and Billings System is effective and yield the expected positive results.

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