Projects/ResetSequenceNumber/Functional Documentation
Contents |
Document sign-off
| Role | Name | Sign-off date |
| PM | Patricia San Juan | 31 July 2014 |
| Development | Eduardo Argal | 31 July 2014 |
| Supervisor | Asier Zabaleta |
Document Status
| Date | Author or editor | Description of change | Document status | Document version |
| July 28th, 2014 | Patricia San Juan | Document creation & sent for review | Draft | V1 |
| July 31th, 2014 | Eduardo Argal | Reviewed | Draft | V1 |
Overview & Justification
Purpose
The purpose of this document is to describe the functional specifications of a new Core feature that is “Reset Sequence Number”
The purpose of this new feature is to allow resetting document sequence's every new year/period.
This new feature must support that the end-user needs to create and book a given document in different periods of time but with the corresponding sequence number.
All of this in case of manually creating new documents or in case of an automatic creation of new documents.
This new feature is going to be developed and delivered as a new Core feature implemented according to the Technical Documentation which can be found here :
Reset Sequence Number Technical Documentation
Scope
Out of scope:
It is out of scope to extend Openbravo current management of sequence numbers anyhow.
In other words, Openbravo current management of sequence number is not going to be changed but the customization of a sequence numbering up to a valid date.
Above means that a sequence number will be given before a valid to date and a different one will be given after previous valid to date, dated before another valid to date.
Functional requirements
Document Sequence
Document Sequence window needs to be changed therefore sequence numbering configuration is not going to be unique and set up at header level, but customized by the end-user as required at lines level.
Document Sequence header needs to keep below detailed fields:
- Organization, this is the organization for which document sequences are defined.
- Name, this is the document sequence's name
- Description, this is the document sequence's description
- Active, this is to set the document sequence as Active. Defaulted to "Yes".
- Auto Numbering, this is to configure whether a document sequence is going to follow a system number transparent to the end-user (if set to "No") or if it is going to follow a sequence numbering defined by the end user in the sub-tab "Sequence Numbering" (whenever it is set as "Yes").
A new tab named "Sequence Numbering" needs to be implemented.
This new tab needs to have below detailed fields for a document sequence in case of "Auto Numbering" check-box is set to "Yes":
- Valid To, this is the date up to which current document sequence configuration is valid.
- Sequence Date, this is the field to let the system know which is the date to take into account for document sequencing.
There should be two options available here: "Document Date" and "Accounting Date".
Applicable just for the documents that have an accounting date, otherwise the date to take is the document date. - Starting Nº, this is the first sequence number to give to a document.
- Incremented by, defaulted to "1" end-user can always change it
- Next Assigned Nº, this is the next sequence number to give to a document. This number is a combination of a last sequence number used + the value entered in the "incremented by" field.
- Prefix, empty text field for the end-user to enter a document sequence prefix if required.
- Suffix, , empty text field for the end-user to enter a document sequence suffix if required.
Above new configuration allows to enter as many sequence numbering record as required depending on valid to dates for a given sequence numbering.
User & business process description
User goals
The business logic behind sequence number allocation process needs to be transparent to the end-user, once the sequence numbers have been properly configured.
A correct sequence number configuration implies that the system knows what is the correct number to give to a document being created depending on the date it is being created.
User Roles and Personas
The following roles are involved:
Accounting Manager (Mary): Mary is the accounting manager. She is the accountant responsible, therefore she is the one to decide which document sequence numbers needs to be reset each new year.
Besides she needs to be sure that all accounting documents booked in the system, accounting documents such as G/L Journals or invoices, have the correct sequence numbering for audit and reporting purposes.
Accounting staff (Peter): Peter is an employee part of the accounting staff. He will be the one managing and paying invoices under Mary supervision.
Besides he needs to be sure that all the issued invoices booked in the system have the correct sequence numbering for audit and reporting purposes.
Sales staff (Mike): Mike is an employee part of the sales staff. He will be the one managing sales transactions such as orders or good shipments.
Besides he needs to be sure that all sales transactions booked in the system have the correct sequence numbering for audit and reporting purposes.
Purchase staff (Alice): Alice is an employee part of the purchase staff. She will be the one managing purchase transactions such as orders or good receipts.
Besides she needs to be sure that all purchase transactions booked in the system have the correct sequence numbering for audit and reporting purposes.
Business scenario/s
Document sequencing set up
Mary needs that issued invoices, Openbravo "AR Invoice" Document Type, is reset every new year for F&B US Inc and F&B España, same applies to received invoices, Openbravo "AP Invoice" Document Type.
Sequenced Documents
Dated on the 29th December 2013, Mary wants to customized AR Invoice document sequence.
AR Invoice document is an Openbravo sequenced document, that means it has assigned a document sequence which can be customized.
She goes to the "Document Type" window, shows "Organization" column and type "AR Invoice" in the filter section of "Name" column.
Mary selects F&B US AR Invoice and navigates to the "AR Invoice" document sequence as she needs to customized it.
Once in the "Document Sequence" window she navigates to the tab "Sequence Numbering" and enter 3 new records with below detailed information:
Record 1
- Valid To = 31-12-2013
- Sequence Date = Document Date
- Starting Nº = 13000000000
- Incremented by = 1
- Next Assigned Nº = 13000589630 (as last issued AR invoice dated on 2013 was invoice 1300000589629)
- Prefix = SI-
- Sufix = empty
Record 2
- Valid To = 31-12-2014
- Sequence Date = Document Date
- Starting Nº = 14000000000
- Incremented by = 1
- Next Assigned Nº = 14000000000 (as no AR invoice has been issued so far for 2014)
- Prefix = SI-
- Sufix = empty
Record 3
- Valid To = 31-12-2015
- Sequence Date = Document Date
- Starting Nº = 15000000000
- Incremented by = 1
- Next Assigned Nº = 15000000000 (as no AR invoice has been issued for 2014 year yet)
- Prefix = SI-
- Sufix = empty
Mary does the same for F&B España but the prefix used is FV- instead of SI-
Non Sequenced Documents
Dated on the 29th December 2013, Mary wants to customized AP Invoice document sequence.
AP Invoice document is not an Openbravo sequenced document, that means it has not assigned a document sequence which can be customized but an internal number given by the system.
Mary wants to create a document sequence for the AP Invoice document which can be later on customized.
Mary creates a new document sequence in the Document Sequence window as described below:
- Organization = F&B US
- Name = AP Invoice
- Description = AP Invoice
- Active = Yes
- Auto numbering = Yes
Then, she navigates to the tab "Sequence Numbering" and enter 3 new records with below detailed information:
Record 1
- Valid To = 31-12-2013
- Sequence Date = Accounting Date
- Starting Nº = 13000000000
- Incremented by = 1
- Next Assigned Nº = 13000678583 (as last received AP invoice dated on 2013 was invoice 13000678582)
- Prefix = PI-
- Sufix = empty
Record 2
- Valid To = 31-12-2014
- Sequence Date = Accounting Date
- Starting Nº = 14000000000
- Incremented by = 1
- Next Assigned Nº = 14000000000 (as no AP invoice has been received so far for 2014)
- Prefix = PI-
- Sufix = empty
Record 3
- Valid To = 31-12-2015
- Sequence Date = Accounting Date
- Starting Nº = 15000000000
- Incremented by = 1
- Next Assigned Nº = 15000000000 (as no AP invoice has been received for 2015 year yet)
- Prefix = PI-
- Sufix = empty
She goes to the "Document Type" window, shows "Organization" column and type "AP Invoice" in the filter section of "Name" column.
Mary searches for the F&B US AP Invoice, once found she just needs to select the document sequence AP Invoice just created.
Mary does the same for F&B España but the prefix used is FC- instead of PI-
Creation / Booking of a document
AR Invoice
Dated on December 30th, 2013 Peter needs to issue and post to the ledger a sales invoice.
Peter would expect that:
- the invoice number given to the issued invoice is FV-13000589630
Dated on January 1st, 2014 Peter needs to issue a sales invoices that will be post to the ledger dated on January 15th, 2014
Peter would expect that:
- the invoice number given to the issued invoice is FV-14000000000
Dated on February 1st, 2014 Peter needs to issue and post to the ledger a sales invoice dated on December 30th, 2013
Peter would expect that:
- the invoice number given to the issued invoice is FV-13000589631
Dated on November 30th, 2014 Peter needs to issue a sales invoice dated on January 1st, 2015.
Peter would expect that:
- the invoice number given to the issued invoice is FV-15000000000
AP Invoice
Dated on December 30th, 2013 Peter needs to enter and post to the ledger a purchase invoice.
Peter would expect that:
- the invoice number given to the received invoice is FC-13000678583
Dated on January 1st, 2014 Peter needs to enter a purchase invoice that will be post to the ledger dated on January 25th, 2014
Peter would expect that:
- the invoice number given to the received invoice is FV-14000000000
Dated on February 1st, 2014 Peter needs to post to the ledger a purchase invoice dated on 2013 that was not received in 2013 by error.
Peter would expect that:
- the invoice number given to the received invoice is FV-14000000001
Rest of document types
Rest of document types should behave same way as what has been described for invoices' document types.
Automatic creation/Booking of a document
Dated on 31st July 2014 Peter needs to issue invoices by using the process create Invoices from Orders.
Peter searches the orders to invoice and selects those he wants to invoice at a given Invoice date, for instance 31st July 2014. Once done press the button "Process".
Openbravo informs about the sales invoices created. The sales invoices created are already in "Complete" status.
Peter realizes that the numbers given are correct as take into account what is configured for the corresponding document sequence for the period Valid To = 31-12-2004