praashant.docx

8/11/2019 praashant.docx

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INFORMATION

TECHNOLOGY

PROJECT


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NAME : PRASHANT AGARWAL

REGISTRATION NO. : CRO0210153

BATCH NO. : 33

ACKNOWLEDGEMENT

I hereby take the opportunity to thanks my teachers and trainers with whose

guidance my project has been successful. I generously thank Mr. Shashank

Saxena and Mr. Satish Bhatia who had always been there for help. They had

guided us so thoroughly for which I am very grateful to them. Because of the

knowledge imparted by them I have been successful in making my project.

Thank you teachers for always being there.

Finally, I thank ICAI (The Institute of Chartered Accountants of India)

for providing us such beautiful knowledge in computers.


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PREFACE

In the new scheme of Information Technology Programme, we have to undergo a

compulsory 100 hours of training. This is done with an aim that we should be able to

synchronize between theoretical knowledge and practical applications. Thus we have

to make a project as a part of their IT training to show the implementation of the

theoretical knowledge which has been imparted to us during our training

Thus this project depicts the main functions of ms office, internet, and tally.


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Index

PARTICULARS

COMPUTER FUNDAMENTALS

MS WORD

MS EXCEL

MS POWERPOINT


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TALLY

COMPUTER

FUNDAMENTALS

Definition of computer :-

In the simplest definition, a computer is an electronic device- a flexible machine

that can manipulate data. Computers are used by writers, television producers,

musicians, poets, graphics illustration, and scholar of medieval history!A

computer is programmable that is, what the computer does depends totally on

the program, which the computer is using. Computer is an electronic device for

data processing.

Computer is an electronic device which accepts input from the user who

process data and provides meaningful output.


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INPUT

PROCES

Input: A computer accepts data that is provided by means of an Input

Device, such as a Keyboard.

Processing: A computer performs operations on the data to transform it in

some way.

Output: A computer produces output on a device, such as a Printer or a

Monitor that shows the result of processing operations.

Storage: A computer stores the result of processing operations for future

use.

This definition is often referred to as the IPOS cycle. The four steps of the

IPOS cycle-input, processing, output storage-do not have to occur in a rigid IPOS

sequence. Under the direction of a program, a computer uses the steps of thisprocess when needed and as often needed.

Uses Working Of Computers:-

OUTPUT


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The purpose of computer is to transform the data into meaningful information. In

this context, data means some kind of unorganized material that can be entered

into the computer. What results from processing the operations is information,

i.e. data that has been made meaningful and useful.

INPUT PROCESSING OUTPUT

In order to work, computer needs some sort of brain. At the core of every

computer there is a device known as CPU or Central Processing Unit. This is the

Brain of the Computer. It reads & executes program instructions, performs

calculations and makes decisions. This is done by the Control unit of the CPU

which sends command signals to the other components of the system. The CPU

is responsible for storing and retrieving information on discs & other media. This

function is performed by the memory unit of the CPU and the control unit helps it

to communicate information from one part of the computer to another like a

switching station.

SOFTWARE

INSTRUCT-IONS-:

ADD 4

numbers

DATA

1416

32

48

INFORMAT

ION-:100

MEMORY

C.U

A.L.U

C.P.U


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Five element of the computing process :-

Computer consist of hardware, the physical parts of a computer, and software,

the programs that tell the computer what to do. Processing data in to information(the computing process) involves more elements than just hardware and

software. All these elements must be organized so that each works smoothly and

efficiently with the others. In the computing process, computers integrate the use

of five key elements:

a) Hardware

b) Software

c) Data

d) People

e) Procedures

The computing process, in short, includes everything and everyone necessaryfor the computer to perform a useful task.

HARDWARE: The term hardware refers to the physical parts of the

computer. Computer hardware is versatile- but it does depend on the

computer program you use.

The key to the computers versatility is memory is temporary workspace as

a temporary workspace. The computers processor uses this workspace as

a scratch pad during processing.


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SOFTWARE: Software is the general term for information that's recorded

onto some kind of medium. For example, when you go to the video store and

rent or buy a tape or DVD, what you're really getting is the software that's

stored on that tape or disk. Youre VCR or DVD player are hardware devices

that are capable of reading the software from a tape or disk and projecting it

onto your TV screen, in the form of a movie. Your. Most of the software on

your computer comes in the form of programs. A program consists of

"instructions" that tell the computer what to do, how to behave. Just as there

are thousands of albums you can buy on CD for your stereo, and thousands

of movies you can buy to play on your VCR or DVD player, there are

thousands of programs that you can buy to run on your computer.

This further comprises of -:

I. System Software:It includes all the operating systems, compiler,

interpreter, etc.

II. Application Software: This turns the computer into a tool for a

specific task. Other application programs are called generalpurpose

programs. The examples are the following:-

1. Word processing

2.Desktop publishing

3. Electronic spreadsheet

4. Database

5. Graphics software

III. Utility software :These are the softwares used to make system work

efficiently and progressively hence its examples are :-

1. Antivirus Softwares

2. System Maintenance Softwares.


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DATA: Computers transform the data into information. Data is the raw

material, information is the processed data. A useful model describes

the relationship between data and information which is system model.

PEOPLE: Knowledgeable people are called power users. Computer

professionals have taken intermediate and advanced courses about

computers.

PROCEDURES: Procedures are the steps we must follow to accomplish a

computer related task. Part of the users computer literacy is known common

procedures. Examples, ATM, VCR, etc

MEMORY OF COMPUTER

MEMORY

PRIMARY MEMORY SECONDARY MEMORY

(Internal memory) (External memory)


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RAM ROM

(RANDOM ACCESS MEMORY) (READ ONLY MEMORY)

Computers use binary digits using a base 2 number system. A binary digit

commonly called a bit. Where:-

1 BYTE = 8 BITS

1 KILOBYTE (KB) =1024 BYTES

1 MEGABYTE (MB) =1024 KB

1 GIGABYTE (GB) =1024MB

1 TERRABYTE (TB) =1024GB

Input devices :-

KEYBOARD

Keyboard is an input device consisting of typewriter-like keys that enable you to enter

data into a computer. Computer

Keyboards are similar to electric-

Typewriter keyboards but contain

Additional keys.


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MOUSE

Mouse is a device that controls the movement of the cursor or

pointer on a display screen. Mouse contain at least one button

and sometimes as many as three, which have different

functions depending on what program is running. Mouse

connection-mouse connects directly to an RS-c serial port.

Mouse pad is a pad over can move a mouse.

Joystick

Joystick, the pointer continues moving in the direction the joystick is pointing. to

stop the pointer, you must return the joystick to its upright position.

Joy sticks are used mostly for computer games, it also use for CAD/CAM system

and other application. It has a lever that in all directions and control the

movement of a pointer or same other displays symbols.


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Scanners

Scanner is input devices that can read text or illustrations

printed on paper and translate the information into a form that

the computer can use. A scanner works by digitizing an image

diving it into a grid of boxes and representing each box with

either zero or one

Digital Camera-

Images can be input into a computer using a digitalcamera. Digital camera takes a photograph and

stores it .The pictures are stores in computer and

change in the photo. The images are stored as digital

files.

Bar Code Reader-

Bar code readers use in supermarkets, bookshops

etc. It is photoelectric scanners


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OutputDevicesMonitor-It is an output device which displays the data on screen. Monitor has 3 types of monitor-

A.Monochrome-It is display two colours

B.Gray-scale-C.Color

Classification ofMonitors1. Digital monitors

2. Analog Monitor

Printer-Printer is a device that

prints text or illustrations on paper.

Printer fall in to the following categories

Daisy-wheel printer

Dot matrix printer


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MOVING AND COPYING TEXT: Without deleting or retyping, we can

move a sentence, a paragraph, or an entire section of text from one

location to another.

.

ALIGNMENTS:We can align our text in various ways as per our choice.

JUSTIFICATION:Text can be automatically centered by a word processor,

either one line at a time or in a larger block or entire document.

TABLES:With a word processor, we can create a n attractive tablecustomized to our needs.

LOADING WORD

Click on START button in the bottom left hand corner of the taskbar and

select MICROSOFT OFFICETOOLSunder the programs menu as shown

below and then MICROSOFT WORD.


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THE WORD SCREEN


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Standard Toolbar

Title Bar Menu Bar

Ruler


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Macro

A Macro is a single instruction that performs several different commands in a

sequence determined by the user, and is triggered when we run it. Most tasks

that we perform on a regular basis can be made into macros.

We create a macro by recording a series of actions or by writing the instructions

in a special format. Since the sequence of actions is important, we need to plan

the macro carefully before we record it. Commands used to record, run and

modify macros are located on the Tools menu.

RECORDING A MACRO

To record a macro, we simply type the keystrokes and select the commands wewant the macro to execute. As we record the macro, each action is translated

into programming code, which we can later view and modify.

Steps to record a Macro:

To begin recording, we select Toolsoption on the MenuBar.

1.We click on Macrosfrom the drop down menu.

2.From the Macrosub menu select Record a New Macro.

Following Dialogue Box will open:


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Now click on Record New Macro

Following Dialogue Box will open:

Now give the desired name to your macro.

Click on OK.


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Now your macro recording is on and following box will appear on the

screen.

Now suppose we have to perform a certain kind of formatting on differentparagraphs and we need to create a macro for this purpose,

The required steps are as follows:

Enter your keystrokes for formatting.

After finishing the formatting click theSTOP RECORDINGon the stop

recording toolbar.

The stop recording toolbar appears whenever we are recording a MACRO.

Running a MACRO:-

After recording the macro we have to perform following steps to run our

macro.

Select Toolsfrom the Menu Bar.

Select Macro.

Select required macro name.


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Select Run button.

In this way, by using Macro option, we can save our time and do our work

easily.


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MAIL MERGE

Mail merge is the term used for merging a list of names and addresses with astandard letter to create personalized letters. Its a very useful techniquewhenever you want to send the same letter to several people-e.g.

o To let customer know about a new product;

o To remind members to pay their Subscription;

o To send the same letter to a large number of people.

Steps followed in Mail Merge:-

1) Go to MAILINGStab.

2) Click START MAIL MERGEbutton. Click on LETTERS option from the

dropdown menu.


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.

3) Click on SELECT RECEIPIENTSoption and select TYPE NEW LIST

option..

The following dialog box appears:


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4) Click on Customize button. and remove all those fields, which are not

required by deleting them step by step and finally click onOK.


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5) Now give the relevant information in the appropriate boxes for all the fields

by clicking the NEW ENTRYbutton respectively

.

6) Then click on OK button. The following dialog box appears.


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QUITTING WORD

To close Word, we select Close from the FileMenu or click the Closebutton. If

a document is has not been saved, Word asks us if we want to save it before

closing. We must click on the appropriate button Yes, No or if we did not mean to

exit the program then we press Cancel.


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MICROSOFT EXCEL

Excelis what is known as a spreadsheet application. A spreadsheetis a table

of values arranged in rows & columns. These values can take many forms such

as text, dates & times and numbers. Each value is stored in a cell. The

relationship between cells is called formulae. If the value of one cell is changed,

the contents of any cell that depend on it will change. The page or spreadsheet is

known as a grid, referenced by letters horizontally and numbers vertically. A

spreadsheet can be split into several pages and this collection of pages is known

as a workbook.

In addition to powerful calculations, excel is also able to produce a wide range of

high quality charts to make the presentation of data more effective. Formulaes

calculate the results if changes are made to the contents of the related cells.

Spreadsheet programs are developed to automate tasks such as technical

calculations, inferential statistics and analyzing data. They have a powerful

program for graphical preparation of numerical data. They are commonly used in

Production, planning, Personnel Management, Marketing, Payroll and

Accounting.


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Features of MS Excel:-

Worksheet & Graphics: Apart from working with numbers & texts, it is also

possible to present graphical data.

Data lists & databases: It is possible to work with data listed in tabular form.

Functions are available for evaluating values & combining data.

Data exchange with other applications: Excel takes advantage of the

Windows environment which applies to the Dynamic Data Exchange and ObjectLinking & Embedding concepts.

Standardized User interface: Excel is a part of the Microsoft Application

Package-Office 2003.

Workbooks:Excel works with a consistent file concept. All the data is gathered

in workbooks which store the current status of the workspace.


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EXCEL SCREEN

In Excel, the normal file type is referred to as a Workbook. Each workbook

contains sheets that are refereed to as worksheets. Only a part of excel

worksheet is visible at one time due to restricted size of computer. It is divided

into 65536 rows and 256 columns. At the top of the excel workspace there is title

bar, menu bar, formatting bar & formula bar.

Menu Bar Formula bar Standard Toolbar

Active Cell


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CELL REFERENCING

RELATIVE CELL REFERENCING

In this method cell address automatically changes when a formula is dragged

and applied to another cell. This is the widely used type of cell reference in

formulas. Relative cell references are basic cell references that adjust and

change when copied or when using auto fill.

ABSOLUTE CELL REFERENCING

In this method cell address remains constant and does not change when a

formula is dragged and to applied to another cell. Situations arise in which the

cell references must remain the same when copied or when using auto fill.

Dollar signs are used to hold a column and / or row reference constant.


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MIXED CELL REFERENCING

In this method, we can fix either the row or column number and changes

automatically when a formula is dragged and applied to another cell. To fix

row or column we used the dollarsign ($) before the row or column value.


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COMMON ERRORS IN FORMULAE:

When we enter formula, sometimes you get some message. These messages

indicate that some error has occurred. These are some of the error messages.

####: It indicate that cell in too small to display the result.

#NAME?: It indicate that the function contains a name that Excel does not

recognize.

#REF: It indicates that the formula refers to a cell that is not present.

#VALUE:It indicates that the formula refers to a cell that contains text.


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PIVOT TABLE

Pivot Tables are a powerful tool for data analysis. A Pivot Table summarizes the

columns of information in a Database n relationship to each other. The graphical

equivalent of a Pivot Table, displays different views of data, depending on what you

choose to put in it. Pivot Tables are excellent tools for working with data in a three-

dimensional manner.

STEPS TO BUILD A PIVOT TABLE:-

1) Prepare a Table.


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2) Go toINSERT tab.

3) Click on PIVOT TABLE option.

4) Then a dialog box appears asking the user to give the location of the range or

table of which Pivot Table is to be prepared. It also asks for the location where

the table is to appear. The following sketch of the Pivot Table appears


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With this on the right hand side of the screen following window appears displaying the

field names that can be used to create the Pivot Table.


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5) The field names can be adjusted in the blank spaces as shown in the picture

ie:

Name can be dragged and dropped in the REPORT FILTER area. City can be dragged and dropped in the COLUMN LABELS area

Dept can be dragged and dropped in the ROW LABELS area


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The above adjustments will result into a new Pivot Table which looks like::


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QUITTING EXCEL

To close Excel, we select Close from the FileMenu or click the Closebutton. If

a document is has not been saved, Word asks us if we want to save it before

closing. We must click on the appropriate button Yes, No or if we did not mean to

exit the program then we press Cancel.


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MS POWER POINT

INTRODUCTION TO MS-POWER POINT:-

The importance of MS-Power Point in todays fast moving world. It gives a brief note

on the features in MS-power point and teaches the basic developing a power point

presentation. Presentations can be used to display diverse information in a clear

and concise manner.

STARTING MS POWERPOINT:-

o Turn the computer on.

o From the START button, choose Programs. Open MICROSOFT OFFICE

TOOLS and then MICROSOFT POWERPOINT. A screen as shown will

appear


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HOW TO USE POWERPOINT:-

o This screen prompts you to make a selection from the following


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o Select Blank presentation. A dialogue box will appear.

o Choose the first slide.

o TypeTitleof Presentationin the title box by clicking the mouse.

o Place some text in the subtitle box. Anytime you can edit your text, change

fonts, change size, or style by using the standard word processing

functions.

This will be complete your first slide.


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o Create a new slide by pulling down the insertpull down menu. Select the

second layout, click OK.

o Same procedure use in text in second slide.

INSERT CLIP ART:-

o Place a graphic below the text box by pulling down the Insert pull down

menu. Choose from Clip art.

o Choose the Clip art that you would like to include in your slide by clicking

on it. Select Copyby right click on your mouse or from the Editpull down

menu.


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BACKGROUND:-

Deselect any elements on your slide. Right click your mouse or go up to Format,

and select Background. A Dialogues box will appear and you can choose

different colours to place on your slides. Choose a colour and Choose Apply.

This will affect the current slide only. Choose Apply to alland this will affect all

your slides.

SLIDE TRANSITION:-

o Select Slide Showfrom the pull down menu.


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TALLY

Tally is an accounting package which makes accounting work easier. It simplifies

and makes the work more systematic. Thus it is an accounting package

accessible through a windowing interface or one that runs on Microsoft windows

operating system .tally is a versatile accounting package. It is based on

mercantile accounting system.

To begin with tally one has to create a company. A company is not a business

organization but it can also be an individual, a HUF, a sole proprietorship,

partnership or any other organization. Thus basically a company is a file where a

transaction relating to a particular period is entered. Therefore it does not mean

that company should be a particular entity.

CREATION OF A COMPANY

This is done when tally is first time made to run or when with existing companies

one has to create more companies. When making for a existing company press

ALT+F3at gateway of tally. For this a screen will be shown as below which is

called company info screen from there select the create company option.


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After selecting this option a screen will appear as follows where you have to fill in

the required details of the company. Where some fields has to be compulsorily

filled and some of them are optional.

The field NAME is mandatory to be entered here the company name is filled.

The field MAILING NAME, ADDRESS, E MAIL, STATE, PIN CODE,

TELEPHONE NO. is optional to be entered.

The field STATUTORY COMPLIANCE is mandatory to be entered. Here the

name of the country whose income tax rules are to be followed is entered.

The field CURRENCY SYMBOL is mandatory to be entered by default Rs. is

entered.

The field MANTAINS is Mandatory to be entered, here one has to choose the

option of accounts with inventory, or accounts only.

The fields FINANCIAL YEAR & BOOKS BEGINNING FROM are mandatory to

be entered.


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The fields TALLY VAULT PASSWORD & SECURITY CONTROL are optional to

be entered. This is chosen only when one has to lock their files.

The option given below BASE CURRENCY INFORMATION is mandatory to be

entered but it is given by default.

Then accept the company made. a created companys detail can be altered at a

later time through ALT +F3 key or from gateway of tally by choosing alter option.

CREATION OF LEDGER ACCOUNTS

After making a company go to gateway of tally from here create ledger accounts.

Cash and profit & loss accounts are already created by default. In tally by default

all the necessary group heads are there, all financial entries are performed using

ledgers i.e. during voucher entry only ledger accounts are used. Groups are

helpful to get summarized information only.

Ledger accounts can be created directly from the voucher by ALT+C key or it can

be created by following the given pathway:

Gateway of Tally masters Account Info

Create Single ledger ledgers


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T llys VOUCHER TyPEs

The right side of the screen displays a list of vouchers that may be utilized for

entries.


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Payments Voucher


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RECEIPTS VOUCHER


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PURCH SES VOUCHER

S LES VOUCHER


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CONTR VOUCHER


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JOURN L voucher


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PR CTIC L EX MPLE


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Best & Co. is running a business from 1-04-2007 and keeps his books of accounts in

Tally with accounts only. Following are the details:

DATES PARTICULARS

1-04-2007 Received cash as capital for Rs 200000

2-04-2007 Cash deposited in I.O.B for Rs 100000

2-04-2007 Credit purchases from Charles Co. as per Inv No. 12

for Rs 75300.

2-04-2007 Credit purchases from James Co. as per Invoice No.

253 for Rs 50500.

3-04-2007 Credit purchases from Donold Co. as per Invoice No.

325 for Rs 60000.4-04-2007 Purchase Return to Charles Co.- Rs 10000.

4-04-2007 Purchase Return to Donold Co.- Rs 25000.

5-04-2007 Cash Purchases from Victor Co. for Rs 35600.

5-04-2007 Credit Sales to James Traders as per Invoice No. 1

Rs 125000.

5-04-2007 Credit sales to Victor TradersRs 25000, Inv No. 2.

5-04-2007 Credit sales to Smith TradersRs 75000, Inv No. 3.

6-04-2007 Cash sales as per Inv No. 4 for Rs 100000.

6-04-2007 Returns from Victor Traders- Rs 25000

7-04-2007 Returns from Smith Traders- Rs 15000

10-04-2007 Stationary purchased from Wilson Co.Rs 2000 on

credit

Depreciation @ 10% on furniture.


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There are many shortcut keys present to facilitate the work while making a

voucher entry. Which are as follows:


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Windows Functionality Availability

F1 To select a company

To select the Accounts and

inventory buttons

At all masters menu screen

At the Accounting / Inventory

Voucher creation and alteratio

screen

F2 To change the menu period At almost all screens in TALL

F3 To select the company At almost all screens in TALL

F4 To select the Contra voucher At Accounting / Inventory Vou

creation and alteration screen

F5 To select the Payment voucher At Accounting / Inventory Vou

r creation and alteration scree

F6 To select the Receipt voucher At Accounting / Inventory Vou

creation and alteration scree

F7 To select the Journal voucher At Accounting / Inventory Vou

creation and alteration screen

F8 To select the Sales voucher At Accounting / Inventory Vou


F8 (CTRL+F8) To select the Credit Note voucher At Accounting / Inventory Vou


F9 To select the Purchase voucher At Accounting / Inventory Vou


F9 (CTRL+F9) To select the Debit Note vouche At Accounting / Inventory Vou



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After making all the voucher entries we can check the balance sheet. The balance

sheet provides the information about the financial status of the company as on a

particular date. The balance sheet is prepared taking the assets and liability type

accounts from the trial balance.

Tally places importance to balance sheet and hence it is provided straight away

under the gateway. Settings of balance sheet can be changed by pressing F12

key.

Balance sheet can either be displayed in condensed form or expanded form it

can be done by using ALT + F1 key.

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