ZapisAxis - Financial Management System for SOCCS

Table of Contents

• Introduction
• Features
• System Architecture
• System Requirements
• Installation
• Getting Started
• Usage
• Database Structure
• Security Features
• Export Options
• Backup and Recovery
• Demo Images
• Contributing
• Code of Conduct
• Security
• Support
• License
• Contact
• Acknowledgements

Introduction

ZapisAxis is a comprehensive Financial Management System (FMS) developed as a college project for the ITEC 204 course at Laguna State Polytechnic University - San Pablo City Campus (LSPU-SCC). Designed specifically for the Student Organization of the College of Computer Studies (SOCCS), ZapisAxis provides an intuitive and robust platform to manage financial operations, including budgeting, expense tracking, student payment records, and transaction logging. Built using C# with a MySQL backend, this application serves as both a practical learning tool for students and a functional solution for SOCCS's financial management needs.

The system aims to streamline financial processes, enhance transparency, and ensure accountability while offering a user-friendly interface tailored to the needs of a student organization. ZapisAxis is open-source, allowing for further development and customization by the community.

Features

ZapisAxis offers a wide range of features to support efficient financial management:

• User-Friendly Interface: A clean, intuitive design built with Bunifu UI and Guna UI frameworks, ensuring ease of navigation for users with varying technical expertise.
• Budget Tracking: Manage budgets for events, projects, and activities with real-time tracking of allocations and remaining funds (SubBudMan.cs, ModBudMan.cs).
• Expense Management: Record, categorize, and analyze expenses to monitor spending patterns and make informed financial decisions (SubTranLo.cs, ModTranLo.cs).
• Student Payment Management: Track student charges, payments, and debts, with automated status updates (e.g., Paid, Partial) (StudentFile.cs, ModStudFil.cs).
• Transaction Logs: Maintain a detailed history of financial transactions for auditing and reference purposes (SubTranLo.cs, ModTranLo.cs).
• Dashboard: Provides a quick overview of key financial metrics, including total funds, uncollected dues, and charged amounts.
• Export Options: Export financial data in multiple formats (CSV, Excel, PDF, JSON, XML, SQLite, TXT) for reporting and external analysis (Export.cs).
• Backup and Recovery: Safeguard data with backup generation and database restoration capabilities (Settings.cs).
• Data Migrations: Seamlessly migrate data between environments to support scalability and testing.
• Security Features: Implement user authentication, role-based access, security questions for account recovery, and animated login transitions (Login.cs, SetupSQ.cs, Recovery.cs).
• Database Management: Reset or delete specific data categories (e.g., budget management, transaction logs, student files) with reset key authentication (Settings.cs).
• Admin Controls: Manage user accounts, set reset keys, and configure security settings (exclusive to admin users) (AdminPage.cs).

System Architecture

ZapisAxis is built using a client-server architecture with the following components:

• Frontend: A Windows Forms application developed in C#, utilizing Bunifu UI and Guna UI for a modern, responsive interface.
• Backend: A MySQL database (zapisaxisfms) hosted locally via XAMPP, storing financial and user data.
• Data Access: The application interacts with the MySQL database using the MySql.Data.MySqlClient library for secure and efficient data operations.
• External Libraries:
  • ClosedXML: For exporting data to Excel.
  • PdfSharp: For generating PDF reports.
  • Newtonsoft.Json: For JSON serialization.
  • System.Data.SQLite: For exporting data to SQLite databases.

The system follows a modular design, with separate classes for managing different functionalities (e.g., Dashboard.cs, StudentFile.cs, ModStudFil.cs, SubBudMan.cs, ModBudMan.cs, SubTranLo.cs, ModTranLo.cs, Export.cs, AdminPage.cs, Login.cs), ensuring maintainability and scalability.

System Requirements

To run ZapisAxis, ensure your system meets the following requirements:

• Operating System: Windows 10 or later (64-bit recommended)
• .NET Framework: Version 4.7.2 or higher
• Database: MySQL (via XAMPP 7.4.8 or later)
• Hardware:
  • Processor: 1 GHz or faster
  • RAM: 4 GB or more
  • Disk Space: 500 MB for installation and database storage
• Dependencies:
  • XAMPP (for MySQL and Apache)
  • Visual C++ Redistributable for Visual Studio 2015-2022
• Optional: Internet connection for downloading dependencies or updates

Installation

Follow these steps to install ZapisAxis on your system:

1. Install XAMPP:

   • Download XAMPP from https://www.apachefriends.org.
   • Install XAMPP, ensuring MySQL and Apache are selected.
   • Start the Apache and MySQL services using the XAMPP Control Panel.

2. Download ZapisAxis:

   • Download the latest executable (.msi) from the GitHub Releases page.
   • Alternatively, clone the repository:

     git clone https://github.com/VoxDroid/ZapisAxis.git

3. Run the Installer:

   • Double-click the .msi file and follow the on-screen instructions to install ZapisAxis.
   • If building from source, open the project in Visual Studio, restore NuGet packages, and build the solution.

4. Set Up the Database:

   • Open the XAMPP Control Panel and ensure MySQL is running.
   • Access phpMyAdmin (http://localhost/phpmyadmin) and create a database named zapisaxisfms.
   • The application will automatically initialize the database schema upon first run (DatabaseInitializer.cs).

5. Verify Installation:

   • Launch ZapisAxis and log in using the default credentials (username: admin, password: admin).
   • Ensure the application connects to the MySQL database without errors.

Getting Started

1. Launch XAMPP:

   • Start the MySQL and Apache services via the XAMPP Control Panel.

2. Run ZapisAxis:

   • Open the ZapisAxis application from the Start menu or by double-clicking the executable.

3. Log In:

   • Use the default credentials (username: admin, password: admin) for initial access.
   • For security, update the admin password and set up security questions via the Admin Page (AdminPage.cs).

4. Explore Features:

   • Navigate through the dashboard, budget management, transaction logs, student file, and other modules.
   • Customize settings, manage users, and configure backups as needed.

Usage

ZapisAxis is designed for ease of use, with a modular interface organized into the following pages:

• Dashboard (Dashboard.cs):

  • Displays key financial metrics (total funds, uncollected dues, charged amounts).
  • Lists recent transactions from the studfil table.
  • Supports refreshing data with a single click.

• Budget Management (SubBudMan.cs, ModBudMan.cs):

  • Create budgets with details like name, category, allocation, and remaining funds (SubBudMan.cs).
  • Modify or delete existing budgets, with validation to prevent duplicates (ModBudMan.cs).
  • Filter budgets by category, allocation, or name, with sorting options.

• Transaction Logs (SubTranLo.cs, ModTranLo.cs):

  • Record financial transactions with details like date, name, description, category, and amount (SubTranLo.cs).
  • Modify or delete transactions, with confirmation dialogs for changes (ModTranLo.cs).
  • Supports sorting, filtering, and recent category suggestions.

• Student File (StudentFile.cs, ModStudFil.cs):

  • Manage student payment records, including charges, amounts paid, payment dates, and statuses (StudentFile.cs).
  • Update payment records and automatically adjust debt amounts in the studdeb table (ModStudFil.cs).
  • Display total charges and funds collected, with filtering by payment status.

• Export (Export.cs):

  • Export data from budget management, transaction logs, or student files in various formats.
  • Choose a destination folder and file format via a user-friendly dialog.

• Admin Page (AdminPage.cs):

  • Manage user accounts (create, update, delete).
  • Set or generate reset keys for database operations.
  • Export user account details to a recovery file (za_recoveraccounts_YYYYMMDD.txt).

• Settings (Settings.cs):

  • Reset specific data categories (budget management, transaction logs, student files) with reset key authentication.
  • Generate database backups or import existing backups.
  • Reset the entire database (drops and recreates zapisaxisfms).

• Login (Login.cs):

  • Animated login interface with loading animations and control box toggles.
  • Validates credentials against the users table and enforces security question setup for first-time logins.

• Security Questions (SetupSQ.cs):

  • Set up or update three security questions for account recovery.
  • View stored questions and answers (admin-only).

• Recovery (Recovery.cs):

  • Recover admin credentials by answering security questions.
  • Displays questions and validates answers against stored data.

Key Workflows

• Creating a Budget:

  1. Navigate to Budget Management (SubBudMan.cs).
  2. Click Create Budget to open the budget creation form.
  3. Enter details (name, category, allocation, remaining) and save.

• Recording a Student Payment:

  1. Go to Student File (StudentFile.cs).
  2. Click Create to add a new payment record.
  3. Enter student details, charge, and amount paid; the system updates debt and status automatically.

• Exporting Data:

  1. Go to the Export page (Export.cs).
  2. Select a table (e.g., Student File) and format (e.g., PDF).
  3. Choose a save location and export the file.

• Recovering Admin Access:

  1. Open the Recovery form from the login screen (Recovery.cs).
  2. Answer the three security questions.
  3. Retrieve the admin username and password if answers are correct.

Database Structure

The zapisaxisfms database consists of the following key tables:

• budman (Budget Management):

  • bm_id (Primary Key): Unique budget ID.
  • name: Budget name.
  • category: Budget category (e.g., Event, Project).
  • allocation: Allocated amount.
  • remaining: Remaining budget.

• tranlo (Transaction Logs):

  • tl_id (Primary Key): Unique transaction ID.
  • date: Transaction date.
  • name: Transaction name.
  • description: Transaction details.
  • category: Transaction category.
  • amount: Transaction amount.

• studfil (Student File):

  • pm_id (Primary Key): Payment ID.
  • sn_id: Student ID (links to studname).
  • name: Student name.
  • charge: Charged amount.
  • amountpaid: Paid amount.
  • paymentdate: Payment date.
  • paymentstatus: Payment status (e.g., Paid, Partial).

• studdeb (Student Debts):

  • sn_id (Primary Key): Student ID.
  • debtamount: Total unpaid dues.
  • hasdebt: Boolean indicating debt status.

• studname (Student Names):

  • sn_id (Primary Key): Unique student ID.
  • name: Student full name.

• users:

  • user_id (Primary Key): Unique user ID.
  • username: User login name.
  • password: User password (stored in plain text; consider encryption in future versions).

• su (Super Users):

  • user_id: Links to users table to identify admin accounts.

• securityquestions:

  • sqs_id (Primary Key): Unique ID (set to 1).
  • sq1, sq2, sq3: Security questions.
  • sq1a, sq2a, sq3a: Corresponding answers.

• resetkeys:

  • id (Primary Key): Unique ID (set to 1).
  • reset_key: Key for authorizing database resets.

The database is initialized automatically upon first run (DatabaseInitializer.cs), creating all necessary tables and setting default values (e.g., admin user).

Security Features

ZapisAxis incorporates several security mechanisms to protect data and access:

• User Authentication:

  • Users log in with a username and password stored in the users table (Login.cs).
  • Admin accounts (marked in the su table) have elevated privileges.

• Role-Based Access:

  • Only admin users can access the Admin Page and perform actions like user management or reset key configuration (AdminPage.cs).

• Security Questions:

  • Users can set three security questions for account recovery (SetupSQ.cs).
  • Answers are stored in the securityquestions table and validated case-insensitively.

• Reset Key:

  • A unique reset key (stored in resetkeys) is required for sensitive operations like data deletion or database resets.
  • Admins can generate or update the reset key via the Admin Page (AdminPage.cs).

• Recovery File:

  • User account details are exported to a za_recoveraccounts_YYYYMMDD.txt file when creating, updating, or deleting users, ensuring a backup for recovery.

• Animated Login:

  • The login interface features smooth animations for loading, control toggles, and transitions, enhancing user experience (Login.cs).

Note: Passwords are currently stored in plain text. For production use, consider implementing password hashing (e.g., using BCrypt or SHA-256) to enhance security.

Export Options

ZapisAxis supports exporting data in the following formats:

• CSV: Comma-separated values for easy import into spreadsheets.
• Excel (XLSX): Formatted spreadsheets using ClosedXML.
• PDF: Printable reports generated with PdfSharp.
• JSON: Structured data for interoperability, using Newtonsoft.Json.
• XML: Hierarchical data format for compatibility with other systems.
• SQLite: Portable database file for offline use.
• TXT: Plain text with tab-separated values.

To export data:

1. Navigate to the Export page (Export.cs).
2. Select the table (Budget Management, Transaction Logs, or Student File).
3. Choose the desired format and save location.
4. The system validates data availability before exporting.

Backup and Recovery

ZapisAxis provides robust backup and recovery options to ensure data safety:

• Backup Database:

  • Generates a .sql file (e.g., zapisaxisfms_backup_YYYYMMDD_HHMMSS.sql) containing the entire database.
  • Requires reset key authentication.
  • Accessible via the Settings page (Settings.cs).

• Import Database:

  • Overwrites the existing database with data from a selected .sql file.
  • Requires reset key and confirmation text (IMPORT).
  • Restarts the application upon successful import.

• Reset Database:

  • Drops and recreates the zapisaxisfms database, initializing it with default schema and data.
  • Requires reset key and confirmation text (RESET).
  • Restarts the application after completion.

• Account Recovery:

  • Admins can recover credentials by answering security questions via the Recovery form (Recovery.cs).
  • The system retrieves the admin username and password from the users table if answers match.

Demo Images

Below are screenshots showcasing ZapisAxis's interface and functionality:

Contributing

We welcome contributions to ZapisAxis! Please see our Contributing Guide for details on how to get started, submit changes, and adhere to our guidelines.

Code of Conduct

To foster a positive and inclusive community, all contributors and users are expected to follow our Code of Conduct. Please read it to understand the expectations for behavior in our project.

Security

Security is a priority for ZapisAxis. If you discover any security vulnerabilities, please report them responsibly by following the guidelines in our Security Policy.

Support

Need help with ZapisAxis? Check out our Support Guide for resources, troubleshooting tips, and ways to get assistance from the community or maintainers.

License

ZapisAxis is licensed under the Apache License 2.0. You are free to use, modify, and distribute the software, provided you include the original copyright notice and disclaimers.

Contact

For questions, bug reports, or feature requests, please contact:

• Maintainer: VoxDroid
• Email: izeno.contact@gmail.com
• GitHub Issues: https://github.com/VoxDroid/ZapisAxis/issues

Acknowledgements

• Laguna State Polytechnic University - SCC: For providing the academic framework for this project.
• Bunifu UI and Guna UI: For their sleek and modern UI components.
• MySQL and XAMPP: For reliable database and server management.
• Open-Source Community: For libraries like ClosedXML, PdfSharp, and Newtonsoft.Json.

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