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					System Implementation & Development                                     Page 1 of 32                    Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                                                         Inquires, Credit Memo processes


Requirement Specification                                                                               Release No.:
Author(s): Marian Wong                                                                                  Release Date:

1.     OBJECTIVES .......................................................................................................................................................................... 2

2.     SCOPE...................................................................................................................................................................................... 2

3.     ASSUMPTIONS ...................................................................................................................................................................... 2

4.     APPROVALS........................................................................................................................................................................... 3

5.     GLOSSARY ............................................................................................................................................................................. 3

6.     REQUIREMENTS NOTES/LEGENDS ................................................................................................................................ 3

7.     COMPONENT OR SUBSYSTEM DESCRIPTION ............................................................................................................ 3

8.     REQUIREMENTS .................................................................................................................................................................. 6
     8.1. INVOICE (ARIN) APPLICATION FUNCTIONALITY ................................................................................................................. 6
     8.2. INVOICE FIELD LEVEL REQUIREMENTS ............................................................................................................................... 6
        8.2.1. Invoice Accounting Distribution - back screen (EARIN) .......................................................................................... 12
        8.2.2. Preclusions and Warnings ........................................................................................................................................ 13
        8.2.3. Invoice – Template functionality ............................................................................................................................... 13
        8.2.4. Output ....................................................................................................................................................................... 13
        8.2.5. Print Control – GUI .................................................................................................................................................. 13
        8.2.6. Output – Printed Invoice ........................................................................................................................................... 15
     8.2.7. CORRECT THE PRINTED FORMAT OF INVOICES AND CREDIT MEMOS ................................................................................ 16
     8.3. VOID INVOICE ................................................................................................................................................................... 17
        8.3.1. Correct Notes Button................................................................................................................................................. 18
        8.3.2. Remove all menu options which call to the Invoice Adjustment/Negative Invoice document. .................................. 19
        8.3.3. Void Invoice – Template functionality ...................................................................................................................... 19
        8.3.4. AR Invoice/Payment Lookup (AR_ILPAY) ................................................................................................................ 19
        8.3.5. Invoice/Payment Inquiry (AR_IIPAY) ....................................................................................................................... 20
        8.3.6. Invoice Payment Item Inquiry (AR_IIPIT) ................................................................................................................ 21
     8.4. CREDIT MEMO (ARCM) GUI ........................................................................................................................................... 21
        8.4.1. Credit Memo (ARCM) Field Level Requirements ..................................................................................................... 23
        8.4.2. Credit Memo Application (ARCA) ............................................................................................................................ 26
        8.4.3. Reverse Credit Memo functionality (Reverse ARCM) ............................................................................................... 26
        8.4.4. Requirement Eliminated (ARCM- Refund) ................................................................................................................ 28
        Refund from Credit Memo functionality (Reverse ARCM) ..................................................................................................... 28
        8.4.5. Credit Memo – Template functionality...................................................................................................................... 29
        8.4.6. Credit Memo - Output ............................................................................................................................................... 30
9.     CHANGE LOG...................................................................................................................................................................... 32




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System Implementation & Development            Page 2 of 32       Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                   Inquires, Credit Memo processes


Requirement Specification                                         Release No.:
Author(s): Marian Wong                                            Release Date:



1. Objectives
    This document represents the requirements analysis effort to define technical and business process
    requirements for DaFIS A/R Enhancements CR 12708. This document is produced prior to detailed design and
    development of the application. It will be used by the design team as the baseline for establishing systems
    design and ultimately the development of the system.

2. Scope
    The scope of CR 12708 will focus on changes to support A/R accounting best practices. Using the existing
    DaFIS infrastructure, we will implement changes to satisfy the minimum business requirements defined during
    the TP2 A/R analysis and requirements gathering. Changes will augment and/or streamline DaFIS A/R.

    The requirements specified in this document cover the necessary changes to the Invoice process, void invoices
    and credit customers. The changes are required to fulfill the functional requirements to correctly calculate taxes,
    specify the income account, and specify the receivable accounts. Other modifications will implement controls to
    enforce best accounting practices when making voids and credit memos. Altogether these changes will ease the
    data entry process and make the processes more intuitive for the user.

    2.1. Mandated Time Constraints
    Implementation will not occur until after the successful deployment of Uniface 8, estimated for March 31, 2004.

    2.2. Outstanding Issues
        2.2.1. Is the proposed solution for a system generated check acceptable? 2/4/04


3. Assumptions
    The following are assumptions made in this design:
    1. Extramural Accounting‟s invoice process requirements are not part of this development effort.
    2. A maximum of 400 DaFIS A/R users will use the system at one time.
    3. UCD organizations will use DaFIS A/R at their discretion and may elect to do so at anytime after deployment.
    4. UCD organizations will be responsible for managing their own data conversion.
    5. Application Services will provide limited support to organizations to load A/R data such as customer
       maintenance records and invoice items.
    6. AP payable tables are useful in their current form to handle Org Customer ID for the generation of a DC from
       the ARPA process.




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System Implementation & Development            Page 3 of 32       Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                   Inquires, Credit Memo processes


Requirement Specification                                         Release No.:
Author(s): Marian Wong                                            Release Date:

4. Approvals
ROLE                           NAME                                SIGNATURE                              DATE
Request Manager                Sharon Henn, Associate
                               Accounting Officer, A&FS
Request Stakeholder            Eben Sutton, Associate
                               Accounting Officer, A&FS
Request Stakeholder            Susan Moore, Assistant
                               Manager, General Accounting
Request Stakeholder            Scott Linaweaver, Accountant,
                               General Accounting
Software Analyst               Marian Wong, Business System
                               Analyst, Application Services.
Project Manager                Patty Strauss, Manager
                               Application Services
Technical Lead                 Mark Youngs, Senior Developer,
                               Application Services
Developer                      Gary McGlinn, Dave Woods,
                               Application Services
Operations Contact             Katie Stevens, Manager,. DaFIS
                               Operations
Client Services Contact        Lia Scott, Supervisor, Education
                               and Support Services


5. Glossary
The Glossary available at
G:\Changes\CR 12001 - CR 13000\CR12708 - DaFIS AR Enhancements\Requirements\Glossary.doc

6. Requirements Notes/Legends
    6.1. Priority of data in field:
  R         Required
  C         Conditionally required
  O         Optional
  SM        System Maintained (value cannot be changed)

7. Component or Subsystem Description

    7.1 Summary
    DaFIS organizations create invoices using requisite information established in the maintenance processes. The
    Invoice must have one Org Customer and at least one invoice item. Tax will be systematically calculated for
    each invoice. The tax liability is determined by multiple factors: point of delivery, the taxable status of the invoice
    item, and the taxable status customer. When tax is determined to be payable, both state and district tax must be
    calculated and stored the distinct account specified in the AR System Information table.

    Workflow for Invoice – success scenario




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System Implementation & Development                                     Page 4 of 32   Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                                        Inquires, Credit Memo processes


Requirement Specification                                                              Release No.:
Author(s): Marian Wong                                                                 Release Date:
    Customer
                       Request
                       Service


    A/R Organization
                         Fill                       Create            Deliver
                       Request                      Invoice           Invoice




    DaFIS




                                                              DaFIS
                                               DaFIS AR
                                                               Tax
                                      AR GLE
                         TP AR data




    GL
                                                    General
                                                    Ledger
                                                                       Load
                                                                       Data



    DS
                                                                      Decision
                                                                      Support




The following is a class diagram illustrating the primary attributes related to calculating taxes on an invoice.




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System Implementation & Development                                      Page 5 of 32       Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                                             Inquires, Credit Memo processes


Requirement Specification                                                                   Release No.:
Author(s): Marian Wong                                                                      Release Date:

    If an invoice has no payments applied to it, the invoice may be voided. When the invoice is voided, all entries
    made by the original invoice are reversed. If payments have been applied to the invoice, a credit memo may be
    issued to reduce the invoice amount (receivable).

    Workflow for Credit Memo – success scenario
     Customer
                                                                                               Receive Credit
                                                                                                  Memo



     A/R Org user
                                                       Initiate Credit            Deliver Credit
                                                            Memo                     Memo



     A/R Org Approv er
                                                       Approve Credit
                                                          Memo



     DaFIS




                                                                      DaFIS
                                               DaFIS AR
                                                                       Tax
                                                  AR GLE
                                      AR GLE




     GL
                                                           General
                         TP AR data




                                                           Ledger


                                                            Load
                                                            Data




     DS
                                                           Decision
                                                           Support




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System Implementation & Development             Page 6 of 32           Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                        Inquires, Credit Memo processes


Requirement Specification                                              Release No.:
Author(s): Marian Wong                                                 Release Date:

8. Requirements
The following applies to all processes within this document.

    Level: Primary or sub function
    Pre-condition: Process is initiated.
    Success End Condition: Process is approved by initiator and routes for approval.
    Failed End Condition: The process is disapproved. System provides messages regarding the failed results.
    Primary Users: Any DaFIS user with the updatability of „Normal‟ or more.
    Security: Any DaFIS user with the updatability of „Normal‟ or more.


    8.1. Invoice (ARIN) Application Functionality
  No.              Contract                              Requirement                                    V&V Method
8.1.      1           -           Fix current behavior to retrieve the latest org default          User Acceptance Testing
                                  accounting data set. See SR 13051.



    8.2. Invoice Field Level Requirements
      Pre-populate fields with existing data
      Add tax handling functionality
      Modify GUI to capture receivable account

The existing form and minor modifications to existing fields.

        Pre-populate values in Prepared By and Contact Phone fields.




                                                                                                           Remove unused
                                                                                                           fields




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    System Implementation & Development            Page 7 of 32         Req Spec No: CR 12708 – Invoice, Void Invoice,
    Accounting & Financial Services                                     Inquires, Credit Memo processes


    Requirement Specification                                           Release No.:
    Author(s): Marian Wong                                              Release Date:

    Revise the form. Add fields and re-organize fields.




Add „Ship To‟                                                                                                         Add taxable indicator
check box                                                                                                             Display item amount
                                                                                                                      and tax breakdown.
Re-label                                                                                                              Display invoice total
attention line                                                                                                        summary in header.
Add ship to
attention line
                                                                                                                    Re-label „More‟ button.
Add Receivable                                                                                                      Modify back screen.
Account fields.




 Pre-populate
 Invoice Item
 Amount




    No.              Fieldname       Len    C/R    Cont     Requirement                        Description / Edit
                                     gth    /O/    ract
                                            SM
    8.2.         1   Customer                               Change label                       Re-label to “Customer ID:”
    8.2.         2   Prepared By     40     R      7        Pre-populate Prepared By field     This value prints on the Invoice.
                                                            to the current user‟s first name
    8.2.         3   Contact         18     R      7        Pre-populate Contact Phone         This value prints on the Invoice.
                     Phone                                  from Organization Options
                                                            (org_phone_nbr)
    8.2.         4   Writeoff Inv?           SM    7        Remove unused fields from
                                                            GUI.
    8.2.         5   Writeoff Inv?           SM    7        Set database value to always
                                                            = „No‟
    8.2.         6   Print Inv?              SM    7        Remove unused fields from
                                                            GUI.
    8.2.         7   Print Inv?              SM    7        Set database value to always
                                                            = „Yes‟
    8.2.         8   Print Inv               SM    7        Remove unused fields from
                     Detail?                                GUI.
    8.2.         9   Print Inv               SM    7        Set database value to always
                     Detail?                                = „Yes‟




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System Implementation & Development            Page 8 of 32          Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                      Inquires, Credit Memo processes


Requirement Specification                                            Release No.:
Author(s): Marian Wong                                               Release Date:

No.              Fieldname       Len    C/R    Cont     Requirement                        Description / Edit
                                 gth    /O/    ract
                                        SM
8.2.      10     ARIN GUI               -      -        Re-organize data fields on         Document header:
                                                        Invoice GUI as illustrated in          1. Display invoice totals.
                                                                                           Document middle:
                                                        above mock-up.
                                                                                               2. Customer information is
                                                                                                     grouped on left.
                                                                                               3. Invoice and
                                                                                                     organization information
                                                                                                     is grouped on the right.
                                                                                           Document Accounting:
                                                                                               1. Add receivable account
                                                                                               2. Add breakdown of
                                                                                                     invoice items and tax
                                                                                                     totals.
8.2.      11     Bill To                                Re-label existing Attention        Change to “Bill To Attention”.
                 Attention                              Line.                              This is printed on the invoice.
8.2.      12     Ship To                                Add field to capture Re-label      Label it “Ship To Attention”.
                 Attention                              Attention Line.                    This is printed on the invoice.
8.2.      13     Ship To                R      7        Add a checkbox to capture          Tax is calculated at the point of
                                                        whether or not the invoiced        delivery.
                                                                                           Default value to „No‟.
                                                        items will be shipped.
8.2.      14     Shipping               C      7        If Ship To = „Yes‟, a shipping     Display the customer‟s default
                 Address                                address is required.               shipping address block. See
                                                                                           Glossary for standards and
                                                                                           definitions.
                                                                                           User may overwrite the address
                                                                                           fields.
8.2.      15     Shipping               C      7        Validate required value            If the value valid, allow user to
                 Address                                entered in the city field of the   continue process.
                                                        address block                      If the value is invalid, warn the
                                                                                           user and provide the standard
                                                                                           FP-G0021 Error Handling
                                                                                           dialogue. Text will indicate the
                                                                                           city entered does not exist on the
                                                                                           City table.
8.2.      16     Shipping               C      7        Validate required value            If the value valid, allow user to
                 Address                                entered in the state field of      continue process.
                                                        the address block                  If the value is invalid, warn the
                                                                                           user and provide the standard
                                                                                           FP-G0021 Error Handling
                                                                                           dialogue. Text will indicate the
                                                                                           state entered does not exist on
                                                                                           the State table.
8.2.      17     Shipping               C      7        Validate required value            If the value valid, allow user to
                 Address                                entered in the zip code field of   continue process.
                                                        the address block                  If the value is invalid, warn the
                                                                                           user and provide the standard
                                                                                           FP-G0021 Error Handling
                                                                                           dialogue. Text will indicate the
                                                                                           zip code entered does not exist
                                                                                           on the Zip Code table.




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System Implementation & Development            Page 9 of 32         Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                     Inquires, Credit Memo processes


Requirement Specification                                           Release No.:
Author(s): Marian Wong                                              Release Date:

No.              Fieldname       Len    C/R    Cont     Requirement                        Description / Edit
                                 gth    /O/    ract
                                        SM
8.2.      18     Shipping               C      7        Validate value entered. Value      If the value valid, allow user to
                 Address                                must exist on the DaFIS            continue process.
                                                        Country table.                     If the value is invalid, warn the
                                                                                           user and provide the standard
                                                                                           FP-G0021 Error Handling
                                                                                           dialogue. Text will indicate the
                                                                                           Country entered does not exist
                                                                                           on the Country table.
8.2.      19     Receivable              SM    7        Add fields to capture the          See Glossary for definition and
                 Account                                Receivable Account.                standards.

8.2.      20     Receivable             SM     7        Label the account field.           “Receivable Account”
                 Account
          21     Receivable             R      7        Implement business rules for       Only one receivable account is
                 Account                                the Receivable Account             permitted per invoice document.
                                                                                           Default the Org Default
                                                                                           Receivable Account value.
                                                                                           User may overwrite the
                                                                                           receivable account.
8.2.      23     Receivable             R      7        Validate the Receivable            Validate the FAU entered must
                 Account                                account                            have an Object Code with a
                                                                                           Reports To Financial Object
                                                                                           Code ( rpts_to_fin_obj_cd ) of
                                                                                           „0299‟
8.2.      24     Receivable             R      7        Validate each FAU component        If the value exists, the user may
                 Account                                exists in respective DaFIS         proceed.
                                                                                           If the value is invalid, warn the
                                                        tables. See FAU standard in
                                                                                           user and provide the standard
                                                        Glossary, section 5.               FP-G0021 Error Handling
                                                                                           dialogue. The message text will
                                                                                           indicate the value entered does
                                                                                           not exist in the respective table.
8.2.      25     Quantity               R      7        Change restriction on values.      Quantity field must allow values
                                                                                           between zero and 1; and
                                                                                           up to 999,999.99
                                                                                           See SR 10356, 13061
8.2.      26     Quantity               R      7        Format value displayed.            Display value as “###,###.99”
8.2.      27     Unit Price             R      15,2     Implement DaFIS standard           Pre-populate value from Item
                                                        field size.                        Code Amount entered. Field is
                                                                                           read-write.
8.2.      27     Unit Price             R      15,2     Field is read-write.               Unit Price may be <0. The field
                                                        On leave field trigger. Validate   is intended to be used for
                                                                                           discount amounts or PR items.
                                                        value in field.
                                                                                           No tax will be calculated for item
                                                        SR 13061.                          amounts =< $0.00.

8.2.      28     Tax                    R      6        Display Yes/No taxable             Label the checkbox „Tax‟.
                 (indicator)                            checkbox on the invoice item
                                                        row.
8.2.      29     Tax                    R      6        Populate the checkbox              Default to value associated to the
                 (indicator)                                                               Invoice Item Code Allow user to
                                                                                           overwrite tax on the Invoice Item.
8.2.      30     Item Amount            R      7        Re-label „Total Amount‟ to         (AR_INV_ITM_TL_AMT)
                                                        Item Amount

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System Implementation & Development            Page 10 of 32         Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                      Inquires, Credit Memo processes


Requirement Specification                                            Release No.:
Author(s): Marian Wong                                               Release Date:

No.              Fieldname       Len    C/R    Cont     Requirement                        Description / Edit
                                 gth    /O/    ract
                                        SM
8.2.      31     Tax Amt                R      7        Add new field.                     Label it „Tax Amt‟.
8.2.      32     Tax Amt                R      7        Display the applicable tax         This field is read-only.
                                                        calculated on the invoice item
8.2.      33     Total                  SM     15,2     Add new field. Implement           Label it „Total‟. This is the invoice
                                                        DaFIS standard field size. See     item total including tax
                                                        SR 13061.
8.2.      34     Total                   SM    7        Calculate and validate the         Total =(Quantity * Unit Price) +
                                                        invoice total.                     (Tax).
                                                                                           Validate the Invoice Total > $
                                                                                           0.00.
                                                                                           Where the Invoice Total < $ 0.00
                                                                                           advise the user using the invoice
                                                                                           total must be > $ 0.00.
                                                                                           Return user to the current
                                                                                           process.

8.2.      35     Totals                  SM    7        Add new fields to display          These fields are read-only:
                                                        totals.                                 1. Item Amt
                                                                                                2. Tax Amt
                                                                                                3. Total (item amt)
8.2.      36     Totals                  SM    7        Display and calculate totals for   Summarize the totals for:
                                                        all invoice items                       1. Item Amt
                                                                                                2. Tax Amt
                                                                                                3. Total (item amt)
                                                                                           „Total‟ is the Invoice Total.
8.2.      37     Totals                  SM    7        Display invoice totals in          Display the totals for:
                                                        document header.                        1. Item Amt
                                                                                                2. Tax Amt
                                                                                                3. Total (item amt)
                                                                                           „Total‟ is the Invoice Total.
8.2.      38     Totals                 SM     7        Display invoice totals in          Display the totals for:
                                                        document header.                        1. Item Amt
                                                                                                2. Tax Amt
                                                                                                3. Total (item amt)
                                                                                           „Total‟ is the Invoice Total.
8.2.      39     Tax                    SM     6        Check if tax is appropriate for    No tax is calculated where:
                 Calculation                            the invoice item.                       1. Invoice item‟s tax
                                                                                                      indicator = 'No'
                                                                                                2. Item amount is < $ 0.00
8.2.      40     Tax                    SM     6        Check if tax is appropriate for    Invoice item‟s tax indicator =
                 Calculation                            the invoice item.                  'Yes', customer attributes must
                                                                                           be validated.
                                                                                           If customer has a resale/tax
                                                                                           exempt number - no tax is
                                                                                           calculated.
8.2.      41     Tax                    SM     6        Check if tax is appropriate for    Invoice item‟s tax indicator =
                 Calculation                            the invoice item.                  'Yes', customer attributes must
                                                                                           be validated.
                                                                                           If customer has no resale/tax
                                                                                           exempt number, and the
                                                                                           shipping address zip code is not
                                                                                           in California – no tax is
                                                                                           calculated




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System Implementation & Development            Page 11 of 32         Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                      Inquires, Credit Memo processes


Requirement Specification                                            Release No.:
Author(s): Marian Wong                                               Release Date:

No.              Fieldname       Len    C/R    Cont     Requirement                        Description / Edit
                                 gth    /O/    ract
                                        SM
8.2.      42     Tax                    SM     6        Calculate tax for taxable          Invoice item‟s tax indicator =
                 Calculation                            customers with taxable invoice     'Yes', customer attributes must
                                                        items. Tax is calculated for the   be validated.
                                                        point of delivery.                 If customer has no resale/tax
                                                                                           exempt number, and the Ship To
                                                                                           indicator = „No‟ – calculate tax.
                                                                                           The initiator‟s Org Zip Code is
                                                                                           used to determine the tax rate.
8.2.      43     Tax                    SM     6        Calculate tax for taxable          See AR GLE requirements for
                 Calculation                            customers with taxable             additional details in handling
                                                        invoice items. Tax is              taxes.
                                                        calculated for the point of        Invoice item‟s tax indicator =
                                                        delivery.                          'Yes', customer attributes must
                                                        (Invoice Item Amount * State       be validated.
                                                        Tax rate)                          If customer has no resale/tax
                                                                                           exempt number, and the
                                                        + (invoice Item amount *
                                                                                           shipping address zip code is in
                                                        District Tax rate)                 California –tax is calculated.
                                                        = Tax Amount of invoice item.

8.2.      44     Tax Rate                               Store the total tax rate           The total tax rate is the district
                                                        determined for the invoice.        tax rate + the state tax rate. It
                                                                                           will be displayed on the printed
                                                                                           invoice.
8.2.      45     OK                     SM     6        Upon approval of the invoice,      Record the amount as a credit.
                                                        record the district tax amount     . “See AR GLE requirements for
                                                        in the District Tax Account        additional details in handling
                                                        specified for the district. This
                                                                                           taxes.”
                                                        is determined by the zip code
                                                        of the point of delivery
8.2.      46     OK                     SM     6        Upon approval of the invoice,      Record the amount as a credit.
                                                        record the state tax amount in
                                                        the State Tax Account
                                                        specified in the AR System
                                                        Information table.
8.2.      47     Accounting             SM     -        Re-label More button from          When user clicks on this button,
                 (More button)                          „Accounting‟ to „Income‟           the Invoice Accounting
                                                                                           Distribution (EARIN) form opens.
                                                                                           Modifications are specified in
                                                                                           section 9.1.3.
8.2.      48     OK                     SM     7        Upon final approval create         Debit the receivable account
                                                        ledger entries.                    specified on the invoice with the
                                                                                           total invoice amount (including
                                                                                           tax).
                                                                                           Credit each income account
                                                                                           specified on the invoice item line
                                                                                           with the pre-tax amount of each
                                                                                           invoice item.
                                                                                           See SR 11030.




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System Implementation & Development            Page 12 of 32        Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                     Inquires, Credit Memo processes


Requirement Specification                                           Release No.:
Author(s): Marian Wong                                              Release Date:

          8.2.1. Invoice Accounting Distribution - back screen (EARIN)
      Modify back screen to capture the income account distinct from the receivable account.
      Display the invoice item line accounting, explicitly detailing the line number, receivable account and income
      account. Approximate layout below.



                                                                                                               Display read-
                                                                                                               only data


                                                                                                          Distinct income
                                                                                                          account per
                                                                                                          invoice line




No.              Fieldname       Len    C/R    Cont     Requirement                 Description / Edit
                                 gth    /O/    ract
                                        SM
8.2.1.     1     Document                               Display current document    This field is read-only.
                 Num                                    number
8.2.1.     2     Receivable             SM     -        Display the receivable      Display the receivable account read-
                 Account                                account captured for the    only.
                                                        current invoice document.
8.2.1.     3     Invoice Item                           Display the item line
                 Line Number                            number of each invoice
                                                        item line.
8.2.1.     4     Invoice Item           SM              Display the Invoice Item    This field is read-only.
                 (@ top, not                            details.
                 labeled)
8.2.1.     5     Income                        7        Add fields for one Income   Default the income account recorded
                 Account                                Account for the invoice     with the Invoice Item Code.
                                                                                    User may over write the default
                                                        item. See Glossary for
                                                                                    account.
                                                        definition and standards.   Each invoice item may have only
                                                                                    one income account; but, one
                                                                                    invoice may have more than one
                                                                                    income account.
8.2.1.     6     Income                                 Validate the Income         1) One income FAU per one
                 Account                                account                          invoice item code.
                                                                                    2) Validate the FAU entered has
                                                                                         an Object with one of the
                                                                                         following attributes:
                                                                                         a) Object Type of „IN‟; or
                                                                                         b) Object Type of „EX‟ with
                                                                                              the Object Subtype of „SC‟
                                                                                              or „NC‟
                                                                                    3) Prohibit accounts an OP Fund
                                                                                         of „19900‟ and Object Code of
                                                                                         „0060‟.




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System Implementation & Development            Page 13 of 32         Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                      Inquires, Credit Memo processes


Requirement Specification                                            Release No.:
Author(s): Marian Wong                                               Release Date:

No.              Fieldname       Len    C/R    Cont     Requirement                    Description / Edit
                                 gth    /O/    ract
                                        SM
8.2.1.     7     Income                                 Validate each FAU              If the value exists, the user may
                 Account                                component exists in            proceed.
                                                        respective DaFIS tables.
                                                                                       If the value is invalid, warn the user
                                                        See FAU standard in
                                                        Glossary, section 5.           and provide the standard FP-G0021
                                                                                       Error Handling dialogue. The
                                                                                       message text will indicate the value
                                                                                       entered does not exist in the
                                                                                       respective table.
8.2.1.     8     Income                                 Upon approval of the           Record the amount as a credit to the
                 Account                                invoice, record the invoice    income account.
                                                        item total before tax to the
                                                        income account specified
                                                        on the invoice item.

       8.2.2. Preclusions and Warnings
There are conditions in which a customer may not or should not be billed.
  No.              Contract                                Requirement                                 V&V Method
8.2.2.     1          -           Preclude the org customer from being billed if the org              User Acceptance
                                  customer has a collection status of „R‟ or „PH2‟.
                                  1. Advise the user
                                  2. Disallow invoice initiation for the org customer
8.2.2.     2           -          Warn the invoice initiator when the org customer has a Stop         User Acceptance
                                  Billing Code (is not blank),
                                   1. Advise the user of the current code and description.




       8.2.3. Invoice – Template functionality
No changes to the current templating function.

          8.2.4. Output
          The printed invoice is modified as described in section 8.1.6.
       8.2.5. Print Control – GUI
There are three user options for printing invoices. Each option requires some modification.

         Individual invoices may be printed from the application menu.




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System Implementation & Development             Page 14 of 32        Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                      Inquires, Credit Memo processes


Requirement Specification                                            Release No.:
Author(s): Marian Wong                                               Release Date:


        Invoices may be printed in batch from the AR Functions menu.




        Upon final approval, users can print invoices through a print dialogue.




No.                Requirement                                                                  V&V Method
8.2.5.    1        Re-label the tool bar option to print the current document. “Print           User Acceptance
                   Document”. Invoices and Credit Memos are printed from this command.
8.2.5.    2        Provide the user to re-print invoices in batch. See SR 13073.                User Acceptance
8.2.5.    3        Make the print dialogue at final approver a user option. Currently is only   User Acceptance
                   available to users with the Supervisor role. See SR 13066.
8.2.5.    4        Implement business rule to exceptions for when the Federal Employer          User Acceptance
                   Tax ID (UNIV_FEIN_ID) is printed on the invoice.
                   Do not print the Fed Employer Tax ID when the invoice item has an
                   account with a Sub Fund Group Type Code of „1‟ or „4‟ .
                   1=                 Agency Accounts
                   4=                 Sales and Service of Teaching Hospital



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 System Implementation & Development                      Page 15 of 32         Req Spec No: CR 12708 – Invoice, Void Invoice,
 Accounting & Financial Services                                                Inquires, Credit Memo processes


 Requirement Specification                                                      Release No.:
 Author(s): Marian Wong                                                         Release Date:

                8.2.6. Output – Printed Invoice



                                                                       1                                15
     2
                                                              4
                                  3
                                                              6
                                                13
     5                                                        7
                                                                                                    8



                                                                                                        16,
                                      9                                                                 17
                                                                      10

                                            11




               18, 19


               The items invoiced were shipped to:
               Ship To Attention
               Address1
               City, State Zip
               Country




                                                                                                1
          12                                          14      2                                         15


                 3

                 5                                   13

           2



Invoice Key. Existing fields are shaded.

 #        Field Name (Source Document)                #     Field Name (Source Document)             #       Field Name (Source Document)
 1       Invoice Number (DaFIS Document #)            8    Invoice Header (ARIN)                    15       Feeding Org Invoice Number
 2       Customer Number (CUST)                       9    Item Information (IICO)                  16       Invoice tax rate
 3       Bill To Attention line (ARIN)               10    Organization Message (OOPT)              17       Invoice tax total
 4       Organization Information (Org Table)        11    Payment Terms (OOPT)                     18       Ship To Attention (ARIN)
 5       Customer Information (CUST)                 12    Remit To Information (OOPT)              19       Ship To Address (CUST)
 6       Prepared By Information (ARIN)              13    Billing Address, country (CUST)
 7       PO Number (ARIN)                            14    Remit to Address, country (OOPT)



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System Implementation & Development            Page 16 of 32        Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                     Inquires, Credit Memo processes


Requirement Specification                                           Release No.:
Author(s): Marian Wong                                              Release Date:

         Add country to address blocks
         Add feeding org invoice number
         Add tax information
         Add and clarify attention lines

No.              Fieldname       Len    C/R    Cont     Requirement                   Description / Edit
                                 gth    /O/    ract
                                        SM
8.2.5.     1     Country                SM     8        Print the country in the      All address blocks are modified to
                                                        customer‟s billing address.   include a country field.
8.2.5      2     Country                SM     8        Print the country in the      All address blocks are modified to
                                                        customer‟s shipping           include a country field.
                                                        address.
8.2.5      3     Country                SM     8        Print the country in the      All address blocks are modified to
                                                        remit to address.             include a country field.
8.2.5      4     Feeding                SM     -        Print the Feeding Org‟s       The feeding org‟s invoice number is
                 System                                 Invoice Number. Label it      a new field that will be stored.
                 Invoice Nbr                            “Feeding System Invoice
                                                        Nbr.”
8.2.5      5     Tax Rate                SM    -        Display the tax rate          See section 8.2. for the tax rate
                                                        determined for the invoice.   calculation.
8.2.5      6     Total Tax               SM    -        Display the total tax for     See section 8.2. for the tax rate
                                                        current invoice.              calculation.
                                                                                      If the invoice has no tax calculated,
                                                                                      display „0‟.
8.2.5      7     Shipping                SM    -        If the invoice indicates      Where shipping indicator = „Yes‟,
                 Address                                items were shipped, print     display the ship to address after all
                                                                                      invoice items.
                                                        customer‟s shipping
                                                                                      Text should read to the affect of:
                                                        address block. See            “The items invoiced were shipped to:
                                                        Glossary for definition and   Address1
                                                        standards of the address      City, State Zip
                                                        block.                        Country”

8.2.5      8     Shipping                SM    -        If the invoice indicates      Where shipping indicator = „No‟, do
                 Address                                items were not shipped, do    not display the ship to address after
                                                                                      all invoice items.
                                                        not print customer‟s
                                                        shipping address.

          8.2.7. Correct the Printed Format of Invoices and Credit Memos
No.                Requirement                                                                V&V Method
8.2.7.     1       A duplicate invoice or credit memo containing more than one page must      User Acceptance
                   have the header , detail, and remit stub on the first page, the second
                   page will have the header and additional detail (continuation). See SRs
                   11076 and 13074.




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System Implementation & Development            Page 17 of 32      Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                   Inquires, Credit Memo processes


Requirement Specification                                         Release No.:
Author(s): Marian Wong                                            Release Date:

    8.3. Void Invoice
       The existing Invoice Adjustment/Negative Invoice (ARNI) document is a clone of the existing invoice.
          The existing invoice will be modified.




          Clone the modified invoice for the Void Invoice process.
                                                                                                      Reuse Reference
                                                                                                      Invoice number
                                                                                                      field entered
Rename form




Display
original
invoice
field
values




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System Implementation & Development            Page 18 of 32        Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                     Inquires, Credit Memo processes


Requirement Specification                                           Release No.:
Author(s): Marian Wong                                              Release Date:

No.              Fieldname       Len    C/R    Cont     Requirement                         Description / Edit
                                 gth    /O/    ract
                                        SM
8.3.      1      n/a (form)                    9        Replace the existing Invoice        Modifications to the existing
                                                        Adjustment/Negative Invoice         Invoice form are described in
                                                                                            section 9.1.2. above
                                                        (ARNI) form. Use a clone of
                                                        the modified Invoice form
                                                        (ARIN).
8.3.      2      n/a (form)                    9        Name the new form.                  „Void Invoice‟
8.3.      3      Customer                               Populate the Customer fields        Fields are Chart, Org, Org
                                                        from the referenced invoice.        Customer Number.
8.3.      4      Reference              R      9        Add Reference Invoice fields        Field exists as Doc Origin and
                 Invoice                                to the new template.                Document Number.
8.3.      5      Reference                     9        Provide a standard search and       When a user double clicks in the
                 Invoice                                return for all approved             Reference Invoice field the AR
                                                                                            Invoice Lookup opens.
                                                        invoices.
8.3.      6      Customer                               Populate the Customer fields        Customer fields are: Chart, Org,
                                                        with the values from the            and Org Customer Number.
                                                        Reference Invoice.
8.3.      7      Reference              SM     9        Validate value entered in the       Prohibit invoice which have
                 Invoice                                Reference Invoice field.            applied payments. Only fully
                                                                                            approved invoices with no
                                                                                            applied payments be voided.
8.3.      8      Reference                              Advise user if the invoice          “The referenced invoice has a
                 Invoice                                being referenced has a              payment applied to it. Only fully
                                                                                            approved invoices with no
                                                        payment applied to it.
                                                                                            applied payments be voided”
8.3.      9      Reference               SM    9        On the leave trigger of the         All fields are read-only with the
                 Invoice                                Reference Invoice field,            exception of the doc header
                                                                                            fields: description, tracking
                                                        display invoice data fields
                                                                                            number, explanation.
8.3.      10     OK                      SM    9        Upon final approval of the Void     Upon final approval,
                                                        Invoice process, reverse               1. Credit the receivable
                                                                                                  account cited on the
                                                        accounting entries created by
                                                                                                  reference invoice with the
                                                        the referenced invoice.                   total invoice item amount.
                                                                                               2. Debit the district tax account
                                                                                                  with the district tax amount
                                                                                                  calculated for the invoice.
                                                                                               3. Debit the state tax account
                                                                                                  with the state tax amount
                                                                                                  calculated for the invoice.
                                                                                               4. Debit the income account
                                                                                                  cited on the invoice item line.


         8.3.1. Correct Notes Button

  No.            Contract                              Requirement                                         V&V Method

8.3.1.     1          9         Fix Document Notes button so that it highlights when a               User Acceptance Testing
                                document note is attached. It is not working on the ARNI.
                                See SR 13065.




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System Implementation & Development            Page 19 of 32        Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                     Inquires, Credit Memo processes


Requirement Specification                                           Release No.:
Author(s): Marian Wong                                              Release Date:

         8.3.2. Remove all menu options which call to the Invoice Adjustment/Negative Invoice document.

  No.            Contract                              Requirement                                     V&V Method

8.3.2.     1         9          Remove the Invoice Adjustment/Negative Invoice document           User Acceptance Testing
                                option from Document Selection Menu. Replace the option
                                with the Void Invoice document option.

       8.3.3. Void Invoice – Template functionality
The template functionality is not prohibited for the Void Invoice process.
         8.3.4. AR Invoice/Payment Lookup (AR_ILPAY)
              Add search criteria



Add Search
Criteria




No.              Fieldname       Len    C/R    Cont     Requirement                      Description / Edit
                                 gth    /O/    ract
                                        SM
8.3.4.    1      Entry Date             O      -        Add document entry date field    User DaFIS standard date
                                                        to search criteria. Place this   format.
                                                                                         Label it “Entry Date”. This is the
                                                        filed below the document
                                                                                         date the invoice amount is
                                                        number field.                    recorded on the AR
                                                                                         Invoice/Payment table.




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System Implementation & Development             Page 20 of 32       Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                     Inquires, Credit Memo processes


Requirement Specification                                           Release No.:
Author(s): Marian Wong                                              Release Date:


             8.3.5. Invoice/Payment Inquiry (AR_IIPAY)
              Add controls to view the referenced document.




Remove
Indicators
                                                                                                Add button to link to DS
 Replace                                                                                        AR report category
 Line Detail
 with Open
 Document
 button




No.                 Form            Len   C/R   Cont    Requirement                        Description / Edit
                    Attribute       gth   /O/   ract
                                          SM
8.3.5.        1     „Indicators‟          SM    -       Remove „Indicators‟ section.       Fields are Writeoff, Print Inv,
                    section                                                                Print Detail. These are also
                                                                                           removed from GUI.
8.3.5.        2     „AR report‟           SM    -       Add a button to link user to the   Reports will be developed and
                    button                              DS AR report category.             categorized for AR.
8.3.5.        3     „Line Detail‟         SM    -       Replace „Line Detail‟ button
                    button                              with a DaFIS standard „Open
                                                        Document‟ button.
8.3.5.        4     „Open                 SM    -       Add standard DaFIS                 When user selects „Open
                    Document‟                           functionality for „Open            Documents‟ the current
                                                                                           referenced document displays.
                    button                              Document button‟.




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System Implementation & Development             Page 21 of 32         Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                       Inquires, Credit Memo processes


Requirement Specification                                             Release No.:
Author(s): Marian Wong                                                Release Date:

             8.3.6. Invoice Payment Item Inquiry (AR_IIPIT)
              Remove form. Replace with document view.




  No.                 Contract                           Requirement                                   V&V Method
8.3.6.        1         -           Remove the Invoice/Payment Item Inquiry. It is replaced          Inspection
                                    with a document display („Open Document‟).


       8.4. Credit Memo (ARCM) GUI
          Replace the existing Credit Memo (ARCM) document with a clone of the modified Invoice (ARIN).
          Use a clone of the modified invoice




  No.               Contract                            Requirement                                    V&V Method
8.4.          1        10        Use a clone of the modified invoice form to replace existing   User Acceptance Testing
                                 Credit Memo
8.4.          2        -         Fix Notes button so that it is highlighted when a document     User Acceptance Testing
                                 note is attached. See SR 13063.
8.4.          3        10        Fix the document set up to restrict the accounts used on the   User Acceptance Testing
                                 Credit Memo to the same accounts processed on the

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System Implementation & Development            Page 22 of 32       Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                    Inquires, Credit Memo processes


Requirement Specification                                          Release No.:
Author(s): Marian Wong                                             Release Date:

                               referenced document, which must be doc type “ARIN‟. See
                               SR 12236.
8.4.      4          10        Create an edit to prohibit multiple adjustments to the same   User Acceptance Testing
                               receivable to be in routing at the same time.
                               Document types which adjust a credit amount on the
                               receivable account are „ARCM‟ and „ARPA‟.
                               Advise the document initiator if another ARCM or ARPA
                               which adjusts the same original invoice document number is
                               in routing.




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System Implementation & Development              Page 23 of 32       Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                      Inquires, Credit Memo processes


Requirement Specification                                            Release No.:
Author(s): Marian Wong                                               Release Date:

           8.4.1. Credit Memo (ARCM) Field Level Requirements

                      Display document totals




                                                                                                            Add Reverse Credit
                                                                                                            Memo and Refund
                                                                                                            Customer indicators


                                                                                                                 Display data
                                                                                                                 fields from
                                                                                                                 reference
                                                                                                                 invoice read-only




                                                                                                               Add a
                                                                                                               checkbox to
                                                                                                               select the
                                                                                                               invoice item
 User may specify                                                                                              which will be
 quantity which will be                                                                                        credited
 credited


  No.              Fieldname        Len    C/R     Contr   Requirement                       Description / Edit
                                    gth    /O/     act
                                           SM
  8.4.1.      1    Explanation             R       -       Make this field required.         On the leave field trigger,
                                                                                             validate more than one alpha-
                                                                                             char has been entered in the
                                                                                             field.
                                                                                             If no value is present, warn the
                                                                                             user the field is required to
                                                                                             complete the document.
  8.4.1.      2    Refund                          -       Add Y/N field to indicate         Specific functionality for initiating
                   Customer                                whether or not a refund should    a refund from a credit memo is in
                                                                                             a following section.
                                                           be initiated to the customer.
  8.4.1.      3    Items to be             SM      -       Re-label the section header       “Items to be credited”
                   Credited                                “Items”
  8.4.1.      4    Doc Total               SM      -       Re-label „Invoice Total‟ in doc   „Doc Total‟
                                                           header
  8.4.1.      5    Reference               R       -       Add document fields to the        Fields are Doc Origin and
                   Doc Nbr                                 new cloned form.                  Document Number. See
                                                                                             Glossary for standards and
                                                                                             definitions.
  8.4.1.      6    Reference               SM      -       Provide a standard search and     When a user double clicks in the
                   Invoice                                 return for all approved           Reference Invoice field the AR
                                                                                             Invoice Lookup opens.
                                                           invoices.
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System Implementation & Development              Page 24 of 32      Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                     Inquires, Credit Memo processes


Requirement Specification                                           Release No.:
Author(s): Marian Wong                                              Release Date:

  No.              Fieldname        Len    C/R     Contr   Requirement                      Description / Edit
                                    gth    /O/     act
                                           SM
  8.4.1.     7     Customer                SM      -       Populate the Customer fields     Customer fields are: Chart, Org,
                                                           with the values from the         and Org Customer Number.
                                                                                            Fields are read-only.
                                                           Reference Invoice.
  8.4.1.     8     Reference               SM      -       Document referenced must         On the leave field trigger,
                   Doc Nbr                                 have:                            validate the value entered in the
                                                                1. Document type            Reference Invoice field.
                                                                     „ARIN‟                 Implement the FP-G0021 Error
                                                                2. Applied payments.        Handling dialogue. See glossary
                                                                                            for standard and definition.
  8.4.1.     9     Reference               SM      -       Advise the user if the           “Sorry, the document number
                   Doc Nbr                                 document number entered          entered is not an invoice.”
                                                           does not have a doc type of
                                                           ARIN.
  8.4.1.     10    Reference               SM      -       On the leave field trigger,      Document status must be equal
                   Doc Nbr                                 validate the value entered in    to fully approved.
                                                                                            Implement the FP-G0021 Error
                                                           the Reference Invoice field is
                                                                                            Handling dialogue. See glossary
                                                           fully approved.                  for standard and definition.
  8.4.1.     11    Reference               SM      -       Advise the user if the           “Sorry, the document number
                   Doc Nbr                                 document number entered          entered does not have a fully
                                                                                            approved status.”
                                                           does not have a status equal
                                                           to fully approved.
  8.4.1.     12    Reference               SM      -       On the leave field trigger,      Implement the FP-G0021 Error
                   Doc Nbr                                 validate the value entered in    Handling dialogue. See glossary
                                                                                            for standard and definition.
                                                           the Reference Invoice field
                                                           has applied payments.
  8.4.1.     13    Reference               SM      -       Advise user if the invoice       “The referenced invoice has no
                   Doc Nbr                                 being referenced has no          payments applied to it. Only fully
                                                                                            approved invoices with applied
                                                           payment applied to it.
                                                                                            payments be credited”
  8.4.1.     14    Reference               SM      -       Validate the invoice item        The cumulative total of invoice
                   Doc Nbr                                 selected for credit              items selected for credit may not
                                                                                            exceed the total amount of
                                                                                            payments applied to the
                                                                                            reference invoice.
  8.4.1.     15    Reference               SM      -       On the leave trigger of the      All fields of the original invoice
                   Doc Nbr                                 Reference Invoice field,         are read-only to all users with the
                                                                                            exception of the Quantity field
                                                           display invoice data fields
                                                                                            and the document header fields:
                                                                                            description, tracking,
                                                                                            explanation.
  8.4.1.     16    Quantity                O       -       Allow user to specify quantity   Default the value stored in the
                                                           which will be credited           Quantity field of the referenced
                                                                                            invoice.
  8.4.1.     17    Quantity                O       -       Validate the value entered in    The value entered must be equal
                                                           the Quantity field               to or less than the quantity stored
                                                                                            on the referenced invoice.
                                                                                            Value must be greater than zero.




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System Implementation & Development              Page 25 of 32       Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                      Inquires, Credit Memo processes


Requirement Specification                                            Release No.:
Author(s): Marian Wong                                               Release Date:

  No.              Fieldname        Len    C/R     Contr   Requirement                         Description / Edit
                                    gth    /O/     act
                                           SM
  8.4.1.     18    Quantity                O       -       Advise user if the value            “Please correct the quantity
                                                           entered in the Quantity field is    entered. The quantity must be
                                                                                               equal to or less than the original
                                                           equal or less than zero, or if
                                                                                               quantity invoiced. The quantity
                                                           the value is greater than the       may not be zero.”
                                                           value stored on the referenced
                                                           invoice.
  8.4.1.     19    Invoice Item            SM      -       Recalculate and display new         Re-calculate Quantity*Unit Price
                   line totals                             totals for the invoice item line:   and applicable tax as explained
                                                                                               in section 8.2.
                                                           Item Amt, Tax Amt, (invoice
                                                                                               Totals displayed are read-only.
                                                           Item) Total.
  8.4.1.     20    Credit Memo             SM      -       Recalculate and display new         Recalculate Quantity*Unit Price
                   item totals                             cumulative totals for the           and applicable tax.
                                                                                               Totals displayed at bottom of
                                                           invoice item line on the credit
                                                                                               document.
                                                           memo: Item Amt, Tax Amt,            Fields are read-only.
                                                           (Credit Memo) Total.
  8.4.1.     21    Credit Memo             SM      -       Recalculate and display new         Recalculate Quantity*Unit Price
                   doc header                              cumulative totals for the           and applicable tax.
                                                                                               Totals displayed in the header of
                   totals                                  invoice item line on the credit
                                                                                               document.
                                                           memo: Taxable Amount, Total         Fields are read-only.
                                                           Tax, Credit Memo Total.
  8.4.1.     22    OK                      SM      -       Upon final approval of the          Implement G0024 Error
                                                           Credit Memo, check the              Handling.
                                                           projected balance* of the           Where an overpayment exists on
                                                           receivable account including        a receivable, advise the user:
                                                           this credit memo. If the            1. A credit amount
                                                           receivable balance is >             (overpayment) of $##.## resides
                                                           original invoice amount; advise     on the referenced receivable
                                                           the user of the amount and          account.
                                                           the process to remove the           2. Payment Adjustment may be
                                                           credit amount.                      used to re-apply or refund this
                                                           *Projected balance                  credit amount.
                                                           =receivable amount – (all           If the projected balance is >
                                                           approved payments + all             original invoice amount no user
                                                           approved credit memos +             dialogue is displayed.
                                                           current credit memo).
  8.4.1.     23    OK                                      Upon document approval              If the field is blank, advise the
                                                           validate the explanation field is   user an explanation is required.
                                                                                               Implement FP_G0024 error
                                                           populated.
                                                                                               handling.
  8.4.1.     24    OK                      SM      -       Validate the final approval of      The initiator may not make the
                                                           the Credit Memo.                    final approval.
  8.4.1.     25    OK                      SM      -       Upon final approval of the          This amount is recorded as a
                                                           Credit Memo, the selected           debit. See AR Transactions –
                                                                                               GLE requirements document for
                                                           invoice item pre-tax amount is
                                                                                               detail.
                                                           recorded on the revenue
                                                           account specified for that
                                                           invoice item on the referenced
                                                           invoice.



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System Implementation & Development              Page 26 of 32       Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                      Inquires, Credit Memo processes


Requirement Specification                                            Release No.:
Author(s): Marian Wong                                               Release Date:

  No.                Fieldname      Len    C/R     Contr   Requirement                        Description / Edit
                                    gth    /O/     act
                                           SM
  8.4.1.        26   OK                    SM      -       Upon approval of the Credit        This amount is recorded as a
                                                           Memo, record the district tax      debit. See AR Transactions –
                                                           amount in the District Tax         GLE requirements document for
                                                           Account specified original         detail.
                                                           invoice.
  8.4.1.        27   OK                    SM      -       Upon approval of the Credit        This amount is recorded as a
                                                           Memo, record the state tax         debit. See AR Transactions –
                                                           amount in the State Tax            GLE requirements document for
                                                           Account specified in the AR        detail.
                                                           System Information table.
  8.4.1.        28   OK                    SM      -       Upon final approval of the         This amount is recorded as a
                                                           Credit Memo, the cumulative        credit. See AR Transactions –
                                                           total of the invoice items         GLE requirements document for
                                                           including tax is recorded in the   detail.
                                                           receivable account specified
                                                           on the referenced invoice.

           8.4.2. Credit Memo Application (ARCA)
            Remove the existing process.
            Apply the ARCA calculations to the ARCM process




  No.                Contract                            Requirement                                   V&V Method
8.4.2.      1           -         Remove the Credit Memo Application document and all                 User Acceptance
                                  calls to the document from all menu options. See SR
                                  12675.
8.4.2.      2             -       Apply all calculations made by the ARCA process,                    User Acceptance
                                  excluding GL entries created by the ARCA, to the ARCM
                                  process and reverse ARCM process.


       8.4.3. Reverse Credit Memo functionality (Reverse ARCM)
These requirements describe the functionality to reverse credit memo entries made by a fully approved Credit Memo.
The ARCM GUI is used in the reversal process.


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System Implementation & Development            Page 27 of 32        Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                     Inquires, Credit Memo processes


Requirement Specification                                           Release No.:
Author(s): Marian Wong                                              Release Date:

No.              Fieldname       Len    C/R    Cont     Requirement                      Description / Edit
                                 gth    /O/    ract
                                        SM
8.4.3.    1      Reverse         1      O      9        Add a checkbox to the Credit     Default the value to „No‟
                 Credit Memo                            Memo (cloned from the ARIN)
8.4.3.    2      Reverse                SM     9        Label the field                  „Reverse Credit Memo
                 Credit Memo
8.4.3.    3      Reverse         1      O      9        When Reverse Credit Memo         All fields of the original invoice
                 Credit Memo                            checkbox = „Yes‟ display the     are read-only to all users with the
                                                                                         exception of the document
                 checkbox                               data fields from the reference
                                                                                         header fields: description,
                                                        document.                        tracking, explanation.
8.4.3.    4      Reference              SM     9        Provide a standard search and    When a user double clicks in the
                 Invoice                                return for all approved Credit   Reference Invoice field the AR
                                                                                         Credit Memo Lookup opens.
                                                        Memos.
8.4.3.    5      Reference              R      9        On the leave field trigger,      Document must have a doc type
                 Doc Nbr                                validate the value entered in    of ARCM.
                                                        the Reference Credit Memo
                                                        field. Implement the FP-G0021
                                                        Error Handling dialogue. See
                                                        glossary for standard and
                                                        definition.
8.4.3.    6      Reference              SM     9        Advise the user if the           “Sorry, the document number
                 Doc Nbr                                document number entered          entered is not an AR Credit
                                                                                         Memo.”
                                                        does not have a doc type of
                                                        ARCM.
8.4.3.    7      Reference              SM     9        On the leave field trigger,      Document status must be equal
                 Doc Nbr                                validate the value entered in    to fully approved.
                                                        the Reference Doc Nbr field.
8.4.3.    8      Reference              SM     9        Advise the user if the           “Sorry, the document number
                 Doc Nbr                                document number entered          entered does not have a fully
                                                                                         approved status.”
                                                        does not have a status equal
                                                        to fully approved.
8.4.3.    9      Reference              SM     9        On the leave field trigger,      Value entered must not be cited
                 Doc Nbr                                validate the value entered in    on another Credit Memo (ARCM)
                                                                                         process with an open or
                                                        the Reference Doc Nbr field
                                                                                         approved status.
                                                        has not already been
                                                        processed or is not process
                                                        for reversal.
8.4.3.    10     Reference              SM     9        Advise the user if the           “Sorry, this credit memo is
                 Doc Nbr                                document number entered has      already cited for the credit memo
                                                                                         reversal process on document
                                                        been cited on another Credit
                                                                                         “##-#########.”
                                                        Memo reversal which has
                                                        open or approved status.




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System Implementation & Development            Page 28 of 32         Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                      Inquires, Credit Memo processes


Requirement Specification                                            Release No.:
Author(s): Marian Wong                                               Release Date:

         8.4.4. Requirement Eliminated (ARCM- Refund)
         Refund from Credit Memo functionality (Reverse ARCM)
Using the modified ARCM form, the user may indicate a refund to the customer. Consistent with the credit memo
process, fields are pre-populated from the referenced invoice and display read-only. The user may elect which item
to refund. The refund amount is calculated using the Quantity field * Unit Price.


No.              Fieldname       Len    C/R    Cont     Requirement                       Description / Edit
                                 gth    /O/    ract
                                        SM
8.4.4.    1      Refund                                 To initiate a refund this field   The flag will be used to system
                 Customer                               must = „Yes‟.                     generate an accounts payable
                                                                                          document.
8.4.4.    2      Reference                              Document referenced must          On the leave field trigger,
                 Doc Nbr                                have:                             validate the value entered in the
                                                            1. Document type              Reference Invoice field.
                                                               „ARIN‟                     Implement the FP-G0021 Error
                                                            2. Receivable balance         Handling dialogue. See glossary
                                                               paid in full.              for standard and definition.

8.4.4.    3      Reference                              Advise the user if the            “Sorry, the document number
                 Doc Nbr                                document number entered           entered is not an invoice.”
                                                        does not have a doc type of
                                                        ARIN.
8.4.4.    4      OK                                     Validate Credit box is selected
8.4.4.    5      OK                                     Total CM Refund must be =<        Validate document amount does
                                                        sum of total payments applied     not exceed amount of current
                                                                                          payments applied Check if
                                                        + payment adjustments.
                                                                                          payment adjustments have been
                                                                                          made.
8.4.4.    6      OK                                     Upon initiator approval, route
                                                        for org approval
8.4.4.    7      OK                                     Upon final org approval, route
                                                        the document for approval by
                                                        the DaFISAR workgroup.
8.4.4.    8      OK                                     Upon final approval by the        Debit the income account
                                                        DaFISAR workgroup, GL             referenced on the original invoice
                                                                                          With the pre-tax line amount
                                                        entries are created and an
                                                                                          calculated on the ARCM (Qty *
                                                        accounts payable document is      Unit Price).
                                                        system generated.                 Re-calculated state tax amounts
                                                        See requirements document         using the state tax rate of the
                                                        for the system generated AP       original invoice (Tax Rate * Item
                                                        document.                         line total). Debit the state tax
                                                                                          account with the cumulative
                                                                                          amount.
                                                                                          Re-calculated district tax
                                                                                          amounts using the district tax
                                                                                          rate of the original invoice (Tax
                                                                                          Rate * Item line total). Debit the
                                                                                          district tax account with the
                                                                                          cumulative amount.
                                                                                          Credit the UC Cash Account




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System Implementation & Development            Page 29 of 32        Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                     Inquires, Credit Memo processes


Requirement Specification                                           Release No.:
Author(s): Marian Wong                                              Release Date:

       8.4.5. Credit Memo – Template functionality
The Credit Memo may be templated. However, there fields will be restricted.
No.            Fieldname    Len C/R Cont Requirement                                     Description / Edit
                            gth /O/ ract
                                 SM
8.4.5.   1     Description       R     -       Doc header fields are read
                                                        write
8.4.5     2      Tracking               O      -        Doc header fields are read
                                                        write
8.4.5     3      Explanation            R      -        Doc header fields are read
                                                        write
8.4.5     4      Reference              R      -        Reference Doc Nbr is read-
                 Doc Nbr                                write
8.4.5     5      Reverse                O      -        Reverse Credit Memo check
                 Credit Memo                            box is read-write
8.4.5     6      Refund                 O      -        Refund Customer check box is
                 Customer                               read-write
8.4.5     7      data fields            SM              All other fields are read-only   The receivable and revenue
                                                                                         accounts specified in the
                                                                                         reference invoice may not be
                                                                                         altered.




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System Implementation & Development            Page 30 of 32        Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                     Inquires, Credit Memo processes


Requirement Specification                                           Release No.:
Author(s): Marian Wong                                              Release Date:

        8.4.6. Credit Memo - Output
The print function is unchanged.
Use the modified invoice as a template for the printed credit memo. The modified printed invoice is described in
section 8.1.6. of this document. The following are specific modifications for the printed credit memo.
                                                      Re label “Credit Memo”


                                                                                           Credit Memo Doc Nbr


                                                                                           Add Reference Invoice Doc
                                                                                           Nbr and
                                      Remove
                                                                                           Feeding System Invoice
                                                                                           Nbr



                                                                                          Display totals:
                                                                                               pretax total,
                                                                                               total tax and
                                                                                               tax rate
      Display
      Credit                                         Re-label Credit Amount
                                Remove
      Memo Items




No.              Fieldname       Len    C/R    Cont     Requirement                      Description / Edit
                                 gth    /O/    ract
                                        SM
8.4.6.    1      Credit Memo            SM     10       Re-label the header, „Invoice”   “Credit Memo”
                 header                                 on the invoice template
8.4.6.    2      Credit Memo            SM     10       Display Credit Memo              ARCM document number
                 Nbr                                    document number


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System Implementation & Development            Page 31 of 32         Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                      Inquires, Credit Memo processes


Requirement Specification                                            Release No.:
Author(s): Marian Wong                                               Release Date:

No.              Fieldname       Len    C/R    Cont     Requirement                         Description / Edit
                                 gth    /O/    ract
                                        SM
8.4.6.     3     Reference              SM     10       Display Reference Invoice           Reference Invoice Nbr cited on
                 Invoice Nbr                            number                              the credit memo.
8.4.6.     4     Feeding                SM     10       Print the Feeding Org‟s             The feeding org‟s invoice number
                 System                                 Invoice Number. Label it            is a new field that will be stored.
                 Invoice Nbr                            “Feeding System Invoice Nbr.”
8.4.6.     5     Prepared by            SM     10       Remove Prepared by label            This data is associated to the
                                                        and field displayed                 invoice.
8.4.6.     6     Line Items             SM     10       Display invoice items details       Only the invoice items selected
                                                        which are credited on the           for credit will display on the
                                                                                            printed credit memo.
                                                        Credit Memo.
8.4.6.     7     Tax Rate                SM    10       Display the tax rate                See section 9.1.2. for the tax rate
                                                        determined for the invoice.         calculation.
8.4.6.     8     Total Tax               SM    10       Display the total tax for current   See section 9.1.2. for the tax rate
                                                        invoice.                            calculation.
                                                                                            If the invoice has no tax
                                                                                            calculated, display „0‟.
8.4.6.     9     Credit                  SM    10       Re-label document total             “Total Credit Applied ”
                 Amount                                 including tax
8.4.6.     10    Remittance              SM    10       Remove the Remittance stub
                 stub                                   at bottom.

9.4. Documentation
     None identified at this time.

10. System Implementation & Development Requirements
  No.              Contract                              Requirement                                     V&V Method
10.       1           -           Accept foreign system AR feeds of invoices.                           User Acceptance
10.       2           -           Assign a unique DAFIS document number and type to each                User Acceptance
                                  transaction fed from foreign systems to DaFIS AR.

10.1 Business Requirements
    10.1.1 Cost - TBD

      10.1.2 Relationship to future products
          1. DAFIS AR Feeds
          2. DS AR reports
          3. Cashsys modifications

      10.1.3 Preliminary estimated release date - TBD

11. Acceptance Criteria
       1) All requirements implemented will be unit-tested first.
       2) A test script will be written as a guide to for testing base functional changes. This script will be used for
           system testing and User Acceptance Testing (UAT).
       3) System tests follow unit testing. Once system testing is complete, the changes will be tested by a
           designated group of users in the UAT phase.




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System Implementation & Development            Page 32 of 32         Req Spec No: CR 12708 – Invoice, Void Invoice,
Accounting & Financial Services                                      Inquires, Credit Memo processes


Requirement Specification                                            Release No.:
Author(s): Marian Wong                                               Release Date:

9. Change Log
Date          Source           Author          Change
12/17/03                       M. Wong         Add Change Log
12/17/03                       M. Wong         Re-number Requirement section 8.1.2 to 8.1.1. Table was incorrectly
                                               numbered.
12/17/03      S.               M. Wong         Add BR 8.1.1. #4:"Prohibit account with attribute OP Fund 19900 and Object
              Linaweaver                       of 0060."
1/15/04                        M. Wong         Replace glossary with file path and link to CR 12708 Glossary .
1/15/04                        M. Wong         Additions:
                                               1. Edit to preclude invoicing org customer who has been referred for
                                               collections or placed in collections.
                                               2. Edit to warn user when a customer has Stop Billing code.
2/6/04        AR Team          M. Wong         Revise ARIN:
              Meetings                                  Invoice item line may be negative; but invoice must be > $ 0.00
              1/12/04-                                  Users may initiate refunds from the credit memo process where the
              1/20/04,                                   referenced invoice has a receivable balance which in paid in full.
              emails                                    Add edit to prohibit multiple adjustments to the same receivable to
                                                         be in routing at the same time.
                                                        Document types which adjust a credit amount on the receivable
                                                         account are „ARCM‟ and „ARPA‟. Add existing SRs relevant to
                                                         ARIN, ARCM.
                                                        Update numbering and TOC.
3/17/04                        M. Wong         Add explicit requirement section 8.4.1. Explanation field required.
                                               Correct field name from „Reference Invoice‟ to „Reference Doc Nbr‟ for
                                               consistency within 8.4.1.
4/5/04        Various          M. Wong         Section 8.2
                                               Add reference to “See AR GLE requirements for additional details in
                                               handling taxes.”
                                                #48 Correct debit and credits on invoice – they were switched.
                                               Correct reference from section 9.1.2 to 8.2 within this document.
                                               Section 8.4.1. Modified. There is more than one district tax account. The
                                               account is based on the point of delivery zip code.
4/28/04       AR Team          M. Wong         Section 8.2 #15 Strike requirement. No City table exists in FIS for such a
                                               validation.
5/3/04        AR Team          M. Wong         Section 8.2.5.
                                               Add business rule for exception of printing Fed Emp ID on invoice when
                                               income account has SFGT Code of „1‟ or „4‟.
                                               Section 8.4.1
                                               Revise # 29: Credit Memo credits the receivable account
                                               Add #30: Add user dialogue to advise of credit amount and to Payment
                                               Adjustment process to re-apply or refund.
5/10/04       M. Wong, S.      M. Wong         Refresh workflow diagrams.
              Moore                            Section 8.4.5. Requirement eliminated. Strike ARCM-Refund process as
                                               requirement. Strike all references to it former requirement. Remove GUI
                                               mockup.
                                               Section 8.4.1. Correct ARCM business rule to read „The sum of all credit
                                               memos applied to an invoice must =< the original invoice total.‟
                                               Modify user dialogue messages for the credit memo process when a
                                               credit exists on the receivable account.




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DOCUMENT INFO
Description: Service Invoice with Tax Calculation document sample