Projects:Procurement Contract/Functional Specs

Contents 1 Overview 1.1 Scope 1.2 Dependencies 2 Functional Requirements 2.1 Business process definition 2.2 User stories

Overview

The purpose of this project is to implement procurement contracts. The contract will be defined by several fields such as business partner, end date, periodicity, products, etc. Depending on this configuration the system will create and invoice plan that later on the system will use to generate the purchase invoices

Scope

• New procurement contract window:
  • Header tab with several fields to register the main information:
    • Organization
    • Contract type
    • Search Key
    • Name
    • Business partner
    • Partner Address
    • Starting date
    • Price list
    • Payment term
    • Payment Method
    • Duration
    • Duration Unit
  • Lines
    • Search key
    • Business partner
    • Partner Address
    • Starting date
    • Ending date
    • Price list
    • Payment terms
    • Payment method
    • Bill to
    • Bill to address
    • Contract invoice schedule
    • Duration
    • Duration Unit
    • Billing group
    • Product
    • UOM
    • Price
    • Quantity
  • Invoice plan
    • Line no
    • Starting date
    • Ending date
    • Product
    • Invoicing Date
    • Invoice Date
    • Quantity
    • Net Unit Price
    • Line net amount
    • Status
  • Invoicing history
    • Invoice
    • Document no
    • Line no
    • Product
    • Line net amount
    • Payment complete
    • Days till next due

• Process that generates the invoice plan per each line and based on the contract. This generated plan will be visible in the Invoice plan tab
• Extend Contract Invoice Schedule window adding more frequencies: Annual, Biannually, Quarterly
• Process that simulates, based on the invoice plan, purchase invoices that needs to be confirmed. In this window you can:
  • Filter by any field as any standard window
  • Ability to edit the either the quantity or the price
• Finally a process that once the invoices are selected, it completes them

Dependencies

The functionality depends on contract services module

Functional Requirements

Business process definition

1. Procurement contract window
   1. Create the header with all main data related with the contract such as business partner, payment terms, dates
   2. Lines tab will inherit all info defined in the header like business partner, payment terms
   3. In lines tab you must also defined the product and invoice contract schedule
   4. In lines tab you can define different products and different invoice contract schedules for the same contract
   5. In lines tab you can define different business partner for the contract
   6. In lines tab you can define the way you want to group the lines of the contract when creating the invoice
   7. Finally what it really matters is what you have defined at line level
   8. Once all lines are well defined you can complete each contract line. Lines need to be completed one by one in order to allow enter further lines in the same contract
2. Procurement Contract Invoice Proposal
   1. Filter by any field present in the grid
   2. Edit Invoiced Quantity or Net Unit Price
   3. Create Invoices button to confirm and generate the invoices

User stories

Story 1:

1. Josh needs to enter a contract for a service he has bought
2. He opens the Procurement Contract window and click new
3. He enters in the header all required fields
4. He moves to lines tab and enter the product he has contracted and the invoice schedule
5. Being in the line he press the button Complete and generates the invoice plan

Story 2:

1. Josh needs to enter a contract for different services he has bought with the same invoice contract schedule
2. He opens the Procurement Contract window and click new
3. He enters in the header all required fields
4. He moves to lines tab and enter the product he has contracted and the invoice schedule
5. He moves to lines tab and enter another product he has contracted and the invoice schedule
6. For each individual line he press the button Complete and generates the invoice plan

Story 3:

1. Josh needs to enter a contract for different services he has bought with the different invoice contract schedules
2. He opens the Procurement Contract window and click new
3. He enters in the header all required fields
4. He moves to lines tab and enter the product he has contracted and the invoice schedule Monthly
5. He moves to lines tab and enter another product he has contracted and the invoice schedule Quarterly
6. For each individual line he press the button Complete and generates the invoice plan

Story 4:

1. Josh needs to enter a contract where different business partners are in the same contract
2. He opens the Procurement Contract window and click new
3. He enters in the header all required fields
4. He moves to lines tab and enter the product he has contracted and the invoice schedule for a specific business partner
5. Does the same with the other business partner
6. For each individual line he press the button Complete and generates the invoice plan

Story 5:

1. Josh needs to enter a contract where different business partners are in the same contract with product that has different invoice schedule
2. He opens the Procurement Contract window and click new
3. He enters in the header all required fields
4. He moves to lines tab and enter the product he has contracted and the invoice schedule for a specific business partner: Monthly
5. For the same business partner he enters another product with a different invoice schedule: Quarterly
6. Does the same with the other business partner
7. For each individual line he press the button Complete and generates the invoice plan

Story 6:

1. Based on story 1 Josh opens the window Procurement Contract Billing Process
2. According to the dates he generates the invoice for the corresponding period
3. He realize that nothing needs to be changed. He select the invoice and confirms it

Story 7:

1. Based on Story 2 Josh opens the window Procurement Contract Billing Process
2. According to the dates he generates the invoice for the corresponding period
3. There are two lines because the contract for those dates generates an invoice with two lines
4. He notices that one of lines needs to be changed. He select the line and change the price
5. He finally confirm both lines and one invoice is generated