Projects:Accounting Reports/Specifications

Contents 1 Introduction 2 1. Payment Aging Balance - Functional Specifications 2.1 Overview 2.1.1 Purpose 2.1.2 Scope 2.2 Design Considerations 2.2.1 Dependencies 2.2.2 Constraints 2.3 Functional Requirements 2.3.1 User roles & profiles 2.3.2 Business process definition 2.3.3 User stories 2.3.4 User Interface Mockups 2.4 Data Requirements 2.5 Non-Functional Requirements 3 BP Multiple Selector in Payment Report - Functional Specifications 3.1 Overview 3.1.1 Purpose 3.2 Technical Requirements 4 2. Budget Report - Functional Specifications 4.1 Overview 4.1.1 Purpose 4.1.2 Scope 4.2 Design Considerations 4.2.1 Dependencies 4.2.2 Constraints 4.3 Functional Requirements 4.3.1 User roles & profiles 4.3.2 Business process definition 4.3.3 User stories 4.3.4 Functional requirements based on business processes 4.4 Technical Requirements 4.5 Data Requirements 5 3. Assets Report - Functional Specifications 5.1 Overview 5.1.1 Purpose 5.1.2 Scope 5.2 Functional Requirements 5.2.1 User roles & profiles 5.2.2 Business process definition 5.2.3 User stories 5.2.4 User Interface Mockups 5.3 Data Requirements 5.4 Non-Functional Requirements

Introduction

The following reports are going to be developed for the 2.40 version:

1. Payment Aging Balance - Functional Specifications

Overview

One of the tasks of the financial department of a company is to check all the payments and collections pending, to anticipate if a bank account is going to run out of money, if there is too much money in a bank account that can be invested in other things, or if it is spected to suffer some liquid assets problem, so steps can be taken in plenty of time.

Purpose

The payment aging balance provides a tool to know the amount of pending payment and collections existing in the system, so a cash flow forecast can be performed.

Scope

This is a new report, so new html, xml, xsql and java files will be developed. Moreover, the payment report must have some modifications.

Design Considerations

Dependencies

The development of this report is subject to the inclusion of a business partner multiple selector in the payment report filters.

Constraints

Some links will be added into the report's table, so the report must be in html format, and will not be a jasper report.

Functional Requirements

The available filters of this report will be:

1. Receivable / Payable selector
2. Date ranges of each bucket
3. Business partner multiple selector.

The first from-date is fixed: 0 days. A column with the amounts of the "previous" payments is always shown, but dates previous to the day of today can not be filtered: i.e. columns can not be set like this:

1. -15 days -- -7 days
2. - 7 days -- -1 days
3. - 1 days -- 15 days ...

But yes:

1. 0 days -- 5 days
2. 5 days -- 10 days ...

And always, the first column will be "previous".

User roles & profiles

The financial controller of the company is the person in charged of managing the payments, bank balance supervision, ...

Business process definition

Periodically, the payment aging balance report is consulted, and a cash flow forecasting is performed.

User stories

Oscar is the financial controller of Simeon Nuts, Ltd. Every day, when arriving to the office, he obtains a payment aging balance report, and the bank balances checked. One day, he detects that, one week later, one payment of $50,000 must be cancelled through a bank transfer, but the balance of the bank account is only $40,000. while the cash of the office has a surplus of $15,000. He decides, then, to do a bank deposit of $15,000 from the cash.

User Interface Mockups

A new menu entry will point to this report, that will have this form elements:

1. Receivable / Payable selector
2. Some input boxes, where number of days of each column of the table will be stablished
3. A multiple selector, that links with the business partner selector pop-up window.

Data Requirements

All the data about pending payments in the system is taken from the c_debtpayment table.

Non-Functional Requirements

The date ranges must be consistent. ie, will not be allowed to enter a range 15 -- 5. To-date must be later the from-date.

BP Multiple Selector in Payment Report - Functional Specifications

Overview

The business partner selector of the payment report has been changed with a business partner multiple selector.

Purpose

Allow to perform a search filtering by more than one business partner, also allow the aging balance report can call to this report, filtering by more than one business partner.

Technical Requirements

It must be possible to call the report from other windows with the one-business partner selector, so backward compatibility is keept.

2. Budget Report - Functional Specifications

Overview

A budget is developed by companies in order to plan the expected revenues and expenses for a concrete period of time (usually a year). This is a very complex task, because needs a deep knowledge about the company, its status, and its predictions.

At the end of the budgeted period, if the actual numbers delivered through the financial year turn out to be close to the budget, this will demonstrate that the company understands their business and has been successfully driving it in the direction they had planned. On the other hand, if the actuals diverge wildly from the budget, this sends out an 'out of control' signal. (Wikipedia)

Purpose

It is clear that if a budget can not be compared with the actual numbers, it lost most part of its usefulness, so budget process can be evaluated, and improved for further budget processes.

Scope

The aim of this process is to provide the real numbers of each row of a financial budget. The filters provided for this report will be the existing ones for exporting to excel the budget.

This is an example of a budget report with the actual amount column.

Another objective of this project, is to remove the references to the account combinations in the whole budgeting process. This data will be replaced by the account and the accounting schema.

Also, an standar budget file format is included in the import loader format.

Design Considerations

Dependencies

A change is going to be performed in the existing window of Budget Lines, and Create Budget Reports in Excel. The Account Combination field is going to be replaced with one account selector.

The next windows must be modified, in order to replace the account combination field with an account field and a Accounting Schema field:

1. Import Budget.
2. Budget-Lines.
3. Create budget reports in excel.

Constraints

The process of obtaining the actual numbers of budget's rows is expected to be a long task. It is thought to preserve the actual Export Budget to Excel process. Including or not the Real column will be an option, so existing process will remain as fast as now, and only if user decides to calculate the actual values, the process will take more time.

Functional Requirements

User roles & profiles

The financial controller of the company will be the usual person working with budgets, and comparing budget amounts with real numbers.

Business process definition

At the beginning of a period or year, company enters the budget of the period in the system. Periodically, the budget report is obtained, including the real column. The budget is compared with the actual amounts. Financial department advises periodically to executive committee if the period results are near or not to the budget numbers.

User stories

Oscar is the financial controller of Simeon Nuts, Ltd. In January, 2008, the financial year 2007 is closed, and the budget for the 2008 financial year finished. The first week of each month, the previous month accounting is closed, the financial statements provided to the executive committee, such as balance report, or incoming statement. Also the budget established in January for the finished month is generated, including the real column.

Functional requirements based on business processes

A new checkbox has to be added in the Header tab of the Budget window, so user can choose whether to calculate the actual numbers or not.

Technical Requirements

The query that database must execute in order to calculate the real numbers is, a priori, a computationally expensive process, so performance will be an issue in this project.

Data Requirements

Database tables currently used to perform the budget export to excel process: C_BUDGETLINE.
Database tables consulted to obtain the real numbers of each budget line: FACT_ACCT, M_PRODUCT, M_PRODUCT_CATEGORY, C_BPARTNER, C_BP_GROUP, C_VALIDCOMBINATION.

3. Assets Report - Functional Specifications

Overview

Some of the assets that a company acquires, and that are usefull for more than one year -ie computers, manufacturing machines, cars, trucks, ...-, are allowed to be amortizated. An amortization is the distribution of a single expense into many smaller ones, so as the asset is going to still exist along some years, then the expense is also distributed along those years.

Each asset has its own amortization schedule, that reflects the number of periods in which the expense is divided, the amount of each amortization installment, etc.

Purpose

The assets report will provide a relation of all the processed amortization installment, the pending ones, etc, so the state of each asset can be consulted.

Scope

This is a new report, so new html, xml, xsql and java files will be developed. The report will be presented in a jasper report.

Functional Requirements

By now, the assets will be ordered by asset category, and no filters will be applied by now.

Report will be ordered like this:

1. Header
   1. Asset Category
   2. Asset (link to assets relation)
   3. Product (link)
   4. Amortizated amount
   5. Acquisition value
2. Lines
   1. Date
   2. Amount
   3. Acumulated depreciation
   4. Is processed?

User roles & profiles

The financial controller of the company is the person in charged of controlling the assets amortization plans.

Business process definition

At the end of the amortization period the amortization of the assets in that period is processed, and the asset report printed and checked to confirm that every amortization is ok, and to know, for example, the total amount amortizated, of all the assets, in the period.

User stories

Óscar, our financial controller, on december 31st, process the amortization of the assets, generated by the application. Then, the asset report is printed, and chacked. Everything is ok, so the report is shown in the year closing-meeting of the executive comitee.

User Interface Mockups

A simple window with the possible filters must be designed. Then the jasper report configurated.

Data Requirements

Assets data is obtained from the A_ASSET, A_ASSET_ACCT, A_ASSET_GROUP and A_ASSET_GROUP_ACCT tables of the database.

Non-Functional Requirements