Ganiban Management System

A desktop Society / Building Maintenance Management System built with Java Swing (NetBeans GUI Builder) and MySQL. It provides a role-based desktop application for managing flat owners/renters, generating maintenance bills, tracking income and expenses, exporting reports to Excel/Word, and administering users.

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Tech Stack

Layer	Technology
Language	Java 11 (runtime tested on JDK 17)
UI Framework	Java Swing (NetBeans .form GUI Builder)
Database	MySQL 8 (mysql-connector-java 8.0.22)
Reporting	Apache POI 4.1.2 (Excel export), template.docx (Word)
Date Picker	DateChooser Swing component
Build Tool	Maven (NetBeans Maven project)
Packaging	Executable JAR + lib/ dependency folder

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Project Structure

Ganiban-Management-System/
├── Ganiban.bat                       # Windows launcher (runs the built JAR with javaw)
├── database_schema.sql               # MySQL schema (database: maintainance)
├── template.docx                     # Word template used for document export
├── pom.xml                           # Maven build descriptor
├── nbactions.xml                     # NetBeans run/debug actions
├── lib/                              # Local jars (DateChooser, etc.)
├── target/                           # Build output (Ganiban_s-1.0-SNAPSHOT.jar + lib/)
└── src/main/java/com/styleattribute/ganiban_s/
    ├── Main.java                     # Application entry point (landing screen)
    ├── Admin_Login.java              # Admin login screen
    ├── User_login.java               # User login screen
    ├── Security_key.java             # Security key / recovery screen
    ├── Admin_MainFrame.java          # Admin dashboard
    ├── User_MainFrame.java           # User dashboard
    ├── Admin_AddUser.java            # Create application users (Admin)
    ├── Admin_ManageUsers.java        # List / delete users (Admin)
    ├── Admin_NewCustomer.java        # Add flat/shop owner & renter details (Admin)
    ├── Admin_Income.java             # Record income entries (Admin)
    ├── Admin_Expenses.java           # Record expense entries (Admin)
    ├── Admin_Export.java             # Export reports to Excel / Word
    ├── Add_User.java                 # Add customer details (User role)
    ├── Bill.java                     # Generate / print maintenance bill
    ├── Manage_Income_Expenses.java   # View & manage income/expense records
    └── *.form                        # Matching NetBeans GUI Builder layout files

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Prerequisites

• Java 11+ (JDK 17 supported — see Ganiban.bat)
• Maven 3.6+
• MySQL 8.x running on localhost:3306
• NetBeans 12+ (recommended, for editing .form GUI files)

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Setup

1. Clone the repository

git clone <repo-url>
cd "Netbeans Projects/Ganiban-Management-System"

2. Create the MySQL database

The application connects to a database named maintainance with user root / password roottoor (hardcoded in the source — see the Configuration note below).

CREATE DATABASE maintainance;
USE maintainance;
SOURCE database_schema.sql;

Or run the SQL in database_schema.sql directly in your MySQL client.

3. Seed an initial admin

The Admin login screen authenticates against the admin table. Insert at least one admin row so you can log in:

INSERT INTO admin (login_ID, password) VALUES ('admin', 'admin');

4. Build the project

mvn clean package

This produces:

• target/Ganiban_s-1.0-SNAPSHOT.jar — the executable JAR
• target/lib/ — copied runtime dependencies (MySQL connector, POI, DateChooser, etc.)

5. Run the application

From Maven / NetBeans:

mvn exec:java -Dexec.mainClass="com.styleattribute.ganiban_s.Main"

From the built JAR:

java -jar target/Ganiban_s-1.0-SNAPSHOT.jar

Windows shortcut (Ganiban.bat): Edit the JAR path inside Ganiban.bat to match your local build output, then double-click. The script launches the JAR with javaw and -Xmx1024M -Xms1024M.

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Configuration

Database credentials are currently hardcoded in the Swing classes:

con = DriverManager.getConnection(
    "jdbc:mysql://localhost/maintainance", "root", "roottoor");

If your MySQL setup differs, update the URL / username / password in every screen that opens a connection (Admin_Login, User_login, Admin_AddUser, Admin_NewCustomer, Admin_Income, Admin_Expenses, Bill, Manage_Income_Expenses, etc.) and rebuild.

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Database Schema

All tables live in the maintainance database. See database_schema.sql for the full definitions.

Table	Purpose
admin	Admin login credentials (login_ID, password).
users	Regular user logins created by an admin.
customers_details	Flat/Shop directory — owner, renter, flat status, contact info.
billing	Generated maintenance receipts (receipt no, payer, amount, etc).
income	Income ledger (date, sender, mode, cheque/txn ref, amount).
expenses	Expense ledger (date, receiver, mode, cheque/txn ref, amount).

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Application Flow

1. Main is the landing window. From here you can choose:

   • Admin Login → Admin_Login → Admin_MainFrame
   • User Login → User_login → User_MainFrame
   • Security Key → Security_key (recovery / privileged action)

2. Admin Dashboard (Admin_MainFrame) provides:

   • Add User → create application user accounts (Admin_AddUser)
   • Manage Users → view / delete users (Admin_ManageUsers)
   • New Customer → register a new flat / shop and its owner+renter (Admin_NewCustomer)
   • Income → record an income entry (Admin_Income)
   • Expenses → record an expense entry (Admin_Expenses)
   • Manage Income & Expenses → tabular view, edit, delete (Manage_Income_Expenses)
   • Export → export tables to Excel / Word reports (Admin_Export)
   • Bill → generate & print a maintenance bill (Bill)

3. User Dashboard (User_MainFrame) offers a reduced feature set: adding customer details and viewing/printing bills.

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Features

• Role-based access — separate Admin and User login flows.
• Customer management — track flat number, floor, wing, occupancy (owner/renter), and contact details.
• Bill generation — issue maintenance receipts with amount-in-words, month range, and total. Printable directly from the UI.
• Income & Expense ledger — record entries with payment mode (cash/cheque/bank transfer), cheque number, and transaction reference.
• Report export — generate Excel reports via Apache POI and Word documents from template.docx.
• Date picker — Swing DateChooser component for all date fields.
• Security key recovery — admin recovery workflow via Security_key screen.

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Build Notes

• The Maven build copies all runtime dependencies into target/lib/ and the produced JAR's manifest references them via Class-Path: lib/.... Keep the lib/ folder next to the JAR when distributing.
• Two local jars (DateChooser, unknown.binary) are resolved from the project-local Maven repo defined in pom.xml (unknown-jars-temp-repo → file:${project.basedir}/lib).
• nbactions.xml and nbactions-release-profile.xml provide NetBeans run/debug/profile actions.

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Troubleshooting

Problem	Likely cause / fix
Communications link failure on launch	MySQL is not running, or maintainance database does not exist. Run database_schema.sql first.
Admin login always fails	The admin table is empty. Seed a row: INSERT INTO admin VALUES ('admin','admin');.
ClassNotFoundException: com.mysql.cj.jdbc.Driver	The lib/ folder is missing next to the JAR. Re-run mvn clean package.
Excel export fails with POI / XMLBeans error	Make sure poi-4.1.2.jar and xmlbeans-4.0.0.jar are present in target/lib/.
Word export fails	template.docx must be in the working directory when the JAR is run.

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Notes

• This is a desktop application, not a web service — there are no HTTP endpoints or REST APIs.
• The codebase uses NetBeans .form files; edit GUI layouts in NetBeans for best results (hand-editing the generated initComponents() blocks is discouraged).
• Database credentials and connection strings should be externalised (e.g. into a properties file) for any production use.

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Author

Maintained by Arbaz — Ganiban Management System (Java Swing + MySQL desktop app).