View source | Discuss this page | Page history | Printable version   
Toolbox
Main Page
Upload file
What links here
Recent changes
Help

PDF Books
Add page
Show collection (0 pages)
Collections help

Search

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:

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":

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

Record 2

Record 3

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:

Then, she navigates to the tab "Sequence Numbering" and enter 3 new records with below detailed information:

Record 1

Record 2

Record 3

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:


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:


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:


Dated on November 30th, 2014 Peter needs to issue a sales invoice dated on January 1st, 2015.

Peter would expect that:

AP Invoice

Dated on December 30th, 2013 Peter needs to enter and post to the ledger a purchase invoice.

Peter would expect that:


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:


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:

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

Retrieved from "http://wiki.openbravo.com/wiki/Projects/ResetSequenceNumber/Functional_Documentation"

This page has been accessed 581 times. This page was last modified on 31 July 2014, at 12:44. Content is available under Creative Commons Attribution-ShareAlike 2.5 Spain License.