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Projects/Add Payment Window/Functional Specifications

Contents

Overview

This document contains the functional specifications for the refactoring of the “Add Payment” window, which is intended to deliver new capabilities while adding payments against invoices and orders.

The intention of this project is to improve the “Add Payment” window that currently exists in openbravo. To achieve this "Add Payment" window needs to use the recently implemented “Parameter Windows” technology. This Implementation will allow to easily extend the functionality of the window (modularity) and provide performance improvements.

Currently the “Add Payment” popup is a manual window created in Openbravo’s legacy technology (Implement a Servlet, html for the user interface, xml...). This type of window doesn’t support modularity, so every time an extension or modification is needed the solution is to modify Openbravo Core (not recommended practice) or to duplicate it.

Furthermore the new "add payment" window provides a generic view of all the possibilities that Openbravo payments functionality offers. New "Add Payment" window need to show orders/invoices information, generated credit and g/l items information, all in the same window. Currently “Add Payment” popup does not show all of this information at the same time.

Purpose

The new “Add Payment” popup can be opened in five different windows: Sales invoice, Purchase Invoice, Payment In, Payment Out and Financial Account windows.

The goal is to create a unique popup that implements all the functionality required and at the same time and depending on the window from where it is launched displays the parameters of fields needed.

Scope

The 1st phase of this project needs to cover the improved functionality for Sales invoice, Purchase Invoice, Payment In and Payment Out windows, additionally new "Add payment" popup needs to added to sales order and purchase order windows. 1st phase phase will be implemented in 3.0PR14Q3

The 2nd phase of this project will cover that the new popup can be opened in the Financial Account window.

Having said that, it is important to remark that the new popup has to support at least every functionality supported by the old popup.

Design Considerations

Dependencies

This project depends on another two projects that are currently in development:

Functional Requirements - Sales Flow

Withing the sales flow "Add Payment" window can be launched and used in the following windows.

User roles & profiles

Sales staff (Mary): Mary is an employee part of the sales staff. She will be the one entering sales orders transactions as required.

Sales staff (Mike): Mike is an employee part of the sales staff. He will be the one entering sales invoices and payments against invoices and/or orders.

Business process definition

F&B International Group is an enterprise from USA making business with several Business Partners: Vendors, Suppliers, Customers, etc.

Every Business Partner can have by default Payment Methods such as Check and Wire transfer; and by default Payment Terms such as Immediate, 30 days or 60 days.

Mary a member of AR (sales) staff registers the sales order that F&B requires and Mike a member of the AR (sales) staff issues a sales invoice as well as the corresponding payment-in.

'Healthy Food Supermarkets, Co is one of the customers of F&B International Group. This customer has Wire transfer as payment method and 30 days payment terms. This customer always pays 30 days after receiving an invoice.

Moon Light Restaurants, Co is one of the customers of F&B International Group. This customer has Wire transfer as payment method and 15 days payment terms. This customer always pays 15 days after receiving the order. Moon Light Restaurants, Co. have restaurants in USA and Europe.

Sleep Well Hotels, Co. is one of the customers of F&B International Group. This customer has Check as payment method, and 30 days payment terms. Besides Invoice Terms is set as "Immediate". Check payment method does not deposit automatically the payment in the financial account.

F&B have business with European customers and US customers. F&B pays only european sales invoices via wire transfer and needs to have two sales price lists one in USD currency and another one in EUR currency.

User Stories

Story 1: Adding a Payment to a sales invoice with an associated sales order

The invoice is set as paid and it is also deposited in the financial account.

Story 2: Adding a Payment to a sales order

Story 3: Adding a G/L Item transaction type payment

Story 4: Adding a Payment to a sales invoice with an associated sales order as a generated credit

Story 5: Paying a Sales invoice with a generated credit

Story 6: Paying a Sales invoice with partial payments

Story 7: Refunding a payment

Story 8: Payment Write off

Story 9: Reactivating a payment

Story 10: Multicurrency Payments

Story 11: Using accounting dimensions at client level

Mike selects Add details and in the gl/item section adds a new gl/item with this data: Gl Item: Company capital, Received in; 200000 Mike needs then to select the corresponding project and cost center.

Story 12: Paying an invoice, adding a gl item transaction type payment and generating credit, all in the same payment

The invoice is set as paid and it is also deposited in the financial account.

Functional requirements based on business processes

Sales invoice and sales order window

All fields of the "Add Payment" window are automatically populated from the order/invoice.

Normally the most common field to change is the "Actual Payment" received from the customer:

Field Group Sections:

Payment In All fields of the Add Payment window are automatically populated from the Invoice. The payment of several document types of different vendors at the same time.

It is important to notice that the same payment can contain a mix of G/L items and order/s & invoice/s transactions to be paid.

Field Group Sections:

Payment: Total Gross Amount of the Invoice.

User Interface Mokups

Sales Order/Invoice

SalesInvoice addpayment.jpg

Payment In

PaymentIn addpayment.jpg

Functional Requirements - Purchase Flow

In the purchase flow we can use the Add Payment window in following windows:

User roles & profiles

Purchase staff (Peter): Peter is an employee part of the purchase staff. He will be the one entering purchase orders transactions as appropriate.

Purchase staff (Alice): Alice is an employee part of the purchase staff. She will be the one entering purchase transactions as appropriate.

Business process definition

Peter a member of AR (sales) staff register the sales order that F&B requires and Alice a member of the AR (sales) staff issues sales invoice as required.

Alice will be the one to register the corresponding payment-out in the system if any.

Be Soft Drinker, Inc. is one of the vendors of F&B International Group, This vendor have by default Wire transfer as payment method and their payment terms is 30 days.This customer always paid 30 days after receive of invoice.

Happy Drinks, Inc. is one of the customers of F&B International Group, This customer have by default Wire transfer as payment method and their payment terms is 30 days. This customer always paid 15 days after order.

Fruit & Bio is Life, Inc. is one of the customers of F&B International Group. This customer have by default Check as payment method, their payment terms is 30 days, and Invoice Terms: Immediate. “Check” payment method not deposit automatically the payment in the financial account.

User Stories

Story 1: Add Payment to sales invoice with associated sales order

Story 2: Add Payment to purchase order

Story 3: Add G/L Item transaction type payment

Add details and in gl/item section add new gl/item with this data: Gl Item: Salaries, Paid out: 2000

Story 4: Generate credit

Add details and process with the defaults values

Story 5: Purchase invoice paid with generated credit

Story 6: Purchase invoice paid with partially payments


Functional requirements based on business processes

Purchase invoice and purchase order window

All fields of the Add Payment window are automatically populated from the Invoice.

Normally the most common field to change is the Actual Payment received from the customer:

In both cases, the Expected payment field is automatically updated to the new value.

Field Group Sections:

Payment Out

All fields of the Add Payment window are automatically populated from the Invoice. The payment of several document types of different vendors at the same time.

It is important to notice that the same payment can contain a mix of G/L item and order/s & invoice/s transactions to be paid.

Field Group Sections:

User Interface Mokups

Purchase order/invoice

Purchaseinvoice addpayment.jpg

Payment Out

PaymentOut addpayment.jpg

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