cash receipt

Kuali Project __________________________________________________________________________________________ Cash Receipts / Cash Management Functional Specification 2006-08-17 [The Functional Specification should be used to document business requirements for all Kuali functions. It should serve as a repository for information that develops over the course of the project. It should also serve as one of the sources for final user documentation for the project.]Table of Contents Revision History ......................................................................................................................................................5 Functional Description .............................................................................................................................................6 Business Requirements and Assumptions ...............................................................................................................7 Requirements .......................................................................................................................................................7 Business requirements .....................................................................................................................................7 Routing requirements .......................................................................................................................................8 Cash Receipt ....................................................................................................................... 8 Advance Deposit ................................................................................................................ 8 Credit Card Receipt ............................................................................................................ 8 ___________________________________________________________________________________________ 17 August 2006 8/15/2008 0:08:12 a8/p8 – 1Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Cash Management .............................................................................................................. 8 Assumptions.........................................................................................................................................................9 Business Rules .......................................................................................................................................................10 Unclassified........................................................................................................................................................10 Universal ............................................................................................................................................................10 Universal with Institutional Values ...................................................................................................................10 IU Specific ........................................................................................................................................................10 Pending Ledger Entries (optional) ........................................................................................................................11 Flow of Events (optional) ......................................................................................................................................14 Main Success Scenario ......................................................................................................................................14 Alternate Flows ..................................................................................................................................................16 Pre-Conditions ...................................................................................................................................................17 Post-Conditions ..................................................................................................................................................17 Pages and Actions ..................................................................................................................................................18 Cash Receipts Document .......................................................................................................................................19 Main Document Page .........................................................................................................................................19 Document-specific tabs ..................................................................................................................................19 Cash Reconciliation ................................................................................................................... 19 The Cash Reconciliation tab shows the cash broken down by checks, currency, and coins. The verifying unit will be able to perform the verification function from this tab...............................................................19 Actions ............................................................................................................................. 19 Check Detail .............................................................................................................................. 20 Actions ............................................................................................................................. 20 Permissions ................................................................................................................................ 20 Who can initiate a document? ........................................................................................................................20 What view of the document does a user see? ................................................................................................20 Which standard actions are available in each view? ......................................................................................21 Exceptions to Standard Workflow Actions....................................................................................................22 Credit Card Receipt Document ..............................................................................................................................23 Main Document Page .........................................................................................................................................23 Document-specific tabs ..................................................................................................................................23 Credit Card Receipts .................................................................................................................. 23 Actions ............................................................................................................................. 23 Permissions ................................................................................................................................ 24 Who can initiate a document? ........................................................................................................................24 What view of the document does a user see? ................................................................................................24 Which standard actions are available in each view? ......................................................................................24 Exceptions to Standard Workflow Actions....................................................................................................25 Advance Deposit Document ..................................................................................................................................26 Main Document Page .........................................................................................................................................26 Document-specific tabs ..................................................................................................................................26 Advance Deposits ...................................................................................................................... 26 Actions ............................................................................................................................. 26 Permissions ................................................................................................................................ 27 Who can initiate a document? ........................................................................................................................27 What view of the document does a user see? ................................................................................................27 8/15/2008 0:08:12 a8/p8 – 2Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Which standard actions are available in each view? ......................................................................................27 Exceptions to Standard Workflow Actions....................................................................................................28 Cash Management Document ................................................................................................................................29 Main Document Page .........................................................................................................................................29 Document-specific tabs ..................................................................................................................................29 Cash Drawer Activity ................................................................................................................ 29 Actions ............................................................................................................................. 29 Deposits ..................................................................................................................................... 30 Actions ............................................................................................................................. 30 Permissions ........................................................................................................................................................31 Who can initiate a document? ........................................................................................................................31 What view of the document does a user see? ................................................................................................31 Which standard actions are available in each view? ......................................................................................31 Exceptions to Standard Workflow Actions....................................................................................................32 Deposit Wizard ......................................................................................................................................................33 Page-specific tabs...............................................................................................................................................33 Deposit Header...................................................................................................................................................33 Actions ............................................................................................................................. 33 Cash Receipts............................................................................................................................. 34 Actions ............................................................................................................................. 34 Page-specific controls ........................................................................................................................................34 Which actions are available? .............................................................................................................................34 Portal ......................................................................................................................................................................35 Error Messages ......................................................................................................................................................36 Workflow and Routing ..........................................................................................................................................37 Workflow Actions (optional) .............................................................................................................................37 Routing Rules and Actions (optional)................................................................................................................37 Permissions ............................................................................................................................................................38 Additional Information (optional)..........................................................................................................................39 Conceptual Data Model .........................................................................................................................................39 Definitions..........................................................................................................................................................41 Database Objects (optional) ...................................................................................................................................42 Questions/Issues .....................................................................................................................................................43 8/15/2008 0:08:12 a8/p8 – 3Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Revision History [The Revision History section should be used to list changes to the document. Version 1.0 will always be the initial draft of the Functional Specification. All fields should be completed.] Version 1 2 3 Date 8/15/2005 10/18/2005 8/17/2006 User A. Mintz A. Mintz W. Price Description

Iteration 1 – basic cash receipts and cash management Iteration 2 – advance deposits and credit card receipts Updated to reflect current implementation 8/15/2008 0:08:12 a8/p8 – 4Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Functional Description [The Functional Description section should provide an overview of the function. The description should be a non-technical description. It might be useful to specify the purpose and scope of the function; what function(s) it is associated with and anything else that is affected or influenced by this function. This section can include references. Specify the sources from which the references can be obtained. This information may be provided by reference to another document.] The functionality of the Cash Receipts (CR) document in FIS will be split into multiple documents in Kuali. The Kuali Cash Receipts (CR) document will be used to record cash and checks received by units, for subsequent deposit into bank accounts. Cash Receipts route for verification and preparation of bank deposits. Units which make bank deposits directly (―advance deposits‖) will use the Advance Deposit (AD) document. Units which receive credit card payments will use the Credit Card Receipt (CCR) document. These documents do not route for verification. Since, in FIS, cash and checks cannot be commingled on the same document with advance deposits or credit card receipts anyway, and since Cash Receipts for cash and checks route differently than Cash Receipts for advance deposits and credit card receipts, it makes sense to implement these operations as different document types in Kuali. As outlined in the document ―Cash Receipts Design Approach‖, the Kuali design will be flexible enough to support multiple approaches to the cash verification and deposit preparation processes. Institutions will be responsible for configuring the Workflow definition of the Cash Receipts document type, including possibly writing one or more route modules / rules, to support their approach. Each unit that verifies cash receipts and/or prepares bank deposits will use a Cash Management (CM) document to keep track of verified Cash Receipts, and to consolidate those Cash Receipts into bank deposits. (The actual verification of the Cash Receipt will be done on the Cash Receipt document itself.) The Cash Management document is the means by which a unit manages its cash drawer. The Cash Management document will, in the future, be extended to enable a verifying unit to perform cashiering activities, such as cashing checks, making change, and advancing cash to units. 8/15/2008 0:08:12 a8/p8 – 5Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Business Requirements and Assumptions [The Requirements and Assumptions section should always provide a list of the Business Requirements and a list of the Business Assumptions. This section can include references. Specify the sources from which the references can be obtained. This information may be provided by reference to another document.] Requirements [The Business Requirements sub-section should list the top-level requirements of the module/document, i.e., the module/document should always do “XYZ”.] Business requirements 1. Restrictions based on Object Type Code: as defined by the application parameter rule ('Kuali.FinancialTransactionProcessing.CashReceiptDocument','RestrictedObjectTypeCodes') 2. Restrictions based on Object Sub-Type Code: as defined by the application parameter rule ('Kuali.FinancialTransactionProcessing.CashReceiptDocument','RestrictedObjectSubTypeCodes') 3. Restrictions based on Consolidated Object Code: as defined by the application parameter rule ('Kuali.FinancialTransactionProcessing.CashReceiptDocument','RestrictedConsolidatedObjectCodes') 4. Other restrictions based on attributes of Object Code or Account: to be determined by Uniface code analysis. 5. The amount of an Accounting Line may never be zero. 6. When generating Pending Ledger Entries from Accounting Lines, negative amounts on income object codes, and positive amounts on expense object codes, create Credits. Positive amounts on income object codes, and negative amounts on expense object codes, create Debits. 7. Only individuals associated with the Cash Receipt‘s verifying unit may verify the Cash Receipt, perform cashiering activities, or prepare bank deposits. 8. Deposits may only be made for a given Cash Drawer when that Cash Drawer has been opened; Cash Drawers are opened by creating a Cash Management document for the appropriate verification unit, and hitting the ―Open Cash Drawer‖ button. 9. A verifying unit may create any number of Interim Deposits for a Cash Management document, but only one Final Deposit. Creating a Final Deposit locks the verifying unit‘s Cash Drawer. Once a Final Deposit is created, a verifying unit may not verify any more Cash Receipts until its Cash Drawer is unlocked. The Cash Drawer will be unlocked if the Final Deposit is canceled (which can only happen before the containing Cash Management is routed). Once the current Cash Management has been finalized, another Cash Management document may be created and used to open the Cash Drawer. 10. Only one open/active Cash Management document may exist for a given Cash Drawer at any given time. Attempts to create a new Cash Management document when an existing Cash Management Document already has the related Cash Drawer open will instead redirect the user to the existing Cash Management Document. 8/15/2008 0:08:12 a8/p8 – 6Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Routing requirements Cash Receipt 1. Only a defined financial system user who may initiate a Cash Receipt document, and may not initiate Cash Receipt documents for the verification unit to which they belong, if any. 2. A Cash Receipt document may not be routed for approval, or have any other routing-related actions performed on it, unless the sum of the amounts on accounting lines belonging to object codes having the ‗income‘ object type, less the sum of the amounts on accounting lines belonging to object codes having the ‗expense‘ object type, equals the sum of the amounts of cash received in the form of checks, currency, and coins, less any change-out amount. 3. A Cash Receipt requires the approval of the verifying unit for that document. Advance Deposit 1. Only a defined financial system user may initiate an Advance Deposit document. 2. An Advance Deposit document may not be routed for approval, or have any other routing-related actions performed on it, unless the sum of the amounts on accounting lines belonging to object codes having the ‗income‘ object type, less the sum of the amounts on accounting lines belonging to object codes having the ‗expense‘ object type, equals the sum of the amounts of cash received in the form of advance deposits. 3. An Advance Deposit document requires no approval. Credit Card Receipt 1. Only a defined financial system user may initiate a Credit Card Receipt document. 2. A Credit Card Receipt document may not be routed for approval, or have any other routing-related actions performed on it, unless the sum of the amounts on accounting lines belonging to object codes having the ‗income‘ object type, less the sum of the amounts on accounting lines belonging to object codes having the ‗expense‘ object type, equals the sum of the amounts of cash received in the form of credit card receipts. 3. A Credit Card Receipt requires no approval. Cash Management 1. Only a defined financial system user associated with a verifying unit may initiate a Cash Management document for that unit. 2. The user may only initiate such a document if the status of the Cash Drawer associated with the verifying unit is ―locked‖. If that Cash Drawer is not locked, the user will be directed to the existing Cash Management document associated with that Cash Drawer. 3. A Cash Management document requires no approval. Assumptions [The Business Assumptions sub-section should list the assumptions made of current functionality, if any.] 1. It is assumed that each institution will: 8/15/2008 0:08:12 a8/p8 – 7Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc a. define its own route module / rule to determine the unique verifying unit to which to route each Cash Receipt b. replace the default Kuali route module / rule with one that implements its routing policy c. maintain the data that links authorized individuals to each verifying unit d. maintain the data that allows association of a Cash Receipt to its verifying unit e. define the Cash Drawer associated with each verifying unit 2. All Cash Drawers are assumed to be virtual 3. It is assumed that users will invoke the functionality of the Kuali system through either the Portal or the Action List. The Portal allows users to initiate documents, and to perform other business functions as necessary. The Action List is a list of documents which have been routed to the user for some sort of action. The implementation of the Portal and the Action List has been left undefined at this time. 4. It is assumed that the functionality implemented in FIS through the ―Bursar Drawer‖ reference table inquiry will be accomplished through a separate task. It is not considered part of the Cash Receipt / Cash Management process as presented in this Functional Specification. 8/15/2008 0:08:12 a8/p8 – 8Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Business Rules [The Business Rules section provides a comprehensive listing of the rules associated with the function represented in the document. Business rules are invoked in response to events. Business rules may come from outside sources such as government regulations or be internally mandated.] Unclassified [The Unclassified Business Rules sub-section provides a listing of the rules that aren’t initially associated with Universal, Universal with Institutional Values or IU Specific. These rules should be placed under the three main sub-sections as analysis progresses.] Universal [The Universal Business Rules sub-section provides a listing of the rules which are standard across all Kuali institutions as written.] Universal with Institutional Values [The Universal with Institutional Values Business Rules sub-section provides a listing of the rules which are standard across all Kuali institutions but refer to institution-specific data values that may differ across institutions and may require additional/different value entries.] IU Specific [The IU Specific Business Rules sub-section provides a listing of the rules which are specific to Indiana University and can either be adopted by other Kuali institutions , replaced with similar institutional-specific rules, or simply commented out.] 8/15/2008 0:08:12 a8/p8 – 9Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Pending Ledger Entries (optional) [The Pending Ledger Entries section provides a summary of how the pending ledger entries impact the function represented in the document This section can include references. Specify the sources from which the references can be obtained. This information may be provided by reference to another document.] Generate pending ledger entries for the Cash Receipt document as follows. For each accounting line in the From section: Generate a pending ledger entry: fiscal year = current fiscal year (fiscal year with which current date is associated) chart = chart from accounting line account = account from accounting line sub-account = sub-account from accounting line (if blank, set to dashes) object code = object code from accounting line sub-object = sub-object from accounting line (if blank, set to dashes) balance type = actual (―AC‖) fiscal period = blank1 document type = Cash Receipt (―CR‖) system origin code = document‘s origin code2 document number = document‘s document number ledger entry sequence number = next available sequence number3 If the accounting line‘s description is blank then: description = description from document header else: description = description from accounting line. If the object code‘s object type is Expense Expenditure (―EX‖) or Expenditure not Expense (―EE‖) or Expense not Expenditure (―ES‖) or Asset (―AS‖) then: if the amount from the accounting line is greater than zero then: amount = amount from the accounting line debit / credit = debit (“D”) else: amount = absolute value of amount from the accounting line debit / credit = credit (“C”) else: If the object code‘s object type is Income Cash (―IN‖) or Income not Cash (―IC‖) or Cash not Income (―CH‖) or Liability (―LI‖) then: If the amount from the accounting line is greater than zero then: amount = amount from the accounting line debit / credit = credit (“C”) else: amount = absolute value of amount from accounting line debit / credit = debit (“D”) 1 It is assumed that the Poster will substitute the current fiscal period when it encounters a pending entry whose fiscal period is set to blanks. 2 The FIS Tables documentation refers to an Origination Code table, but does not actually describe the table. It is assumed that the correct origin code is inserted into the document at the time the document is created. 3 Pending ledger entries for a document are numbered sequentially, starting from 1, in the order they are created. This ensures consistent presentation, as well as a unique identifier for each pending ledger entry. 8/15/2008 0:08:12 a8/p8 – 10Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc internal system error—invalid object type (delete pending entries for document, do not route document) object type = object type for object code from accounting line transaction date = current date organization document number = org doc # from document header project code = project from accounting line (if blank, set to dashes) organization reference number = org ref ID from accounting line reference financial document type = blank reference origination code = blank reference document number = blank financial document reversal date = blank encumbrance update code = blank transaction posting date = blank document approved code = ―N‖ Set the sufficient funds object code based on the sufficient funds code for the account in the accounting line, as follows: account‘s sufficient funds set to code Account (―A‖) ―A/L‖ Cash (―H‖) ―A/L‖ None (―N‖) ―A/L‖ Object Code (―O‖) object code from accounting line Level (―L‖) level for object code from accounting line Consolidation (―C‖) consolidation for object code from accounting line offset code = ―N‖ Generate an offset pending ledger entry: fiscal year = current fiscal year (fiscal year with which current date is associated) chart = chart from accounting line account = account from accounting line sub-account = sub-account from accounting line (if blank, set to dashes) object code = object code from Offset Definition Table entry for fiscal year, chart, document type and balance type used for pending ledger entry sub-object = dashes balance type = actual (―AC‖) object type = object type from explicit pending ledger entry fiscal period = blank document type = Cash Receipt (―CR‖) system origin code = document‘s origin code document number = document‘s document number ledger entry sequence number = next available sequence number description = ―TP Generated Offset‖ (the institution‘s preferred description for generated offset entries) amount = amount from explicit pending ledger entry else: 8/15/2008 0:08:12 a8/p8 – 11Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc If the pending ledger entry‘s debit / credit is debit (―D‖) then: debit / credit = credit (―C‖) else: debit / credit = debit (―D‖) transaction date = current date organization document number = org doc # from document project code = project from accounting line (set to dashes if blank) organization reference number = org ref ID from accounting line reference financial document type = blank reference origination code = blank reference document number = blank financial document reversal date = blank encumbrance update code = blank transaction posting date = blank document approved code = ―N‖ sufficient funds object code = sufficient funds object code from explicit pending ledger entry offset code = ―Y‖ For each accounting line in the To section: Same as for Income section, except: On the pending ledger entry: If the object code‘s object type is Expense Expenditure (―EX‖) or Expenditure not Expense (―EE‖) or Expense not Expenditure (―ES‖) or Asset (―AS‖) then: if the amount from the accounting line is greater than zero then: amount = amount from the accounting line debit / credit = credit (“C”) else: amount = absolute value of amount from the accounting line debit / credit = debit (“D”) else: If the object code‘s object type is Income Cash (―IN‖) or Income not Cash (―IC‖) or Cash not Income (―CH‖) or Liability (―LI‖) then: If the amount from the accounting line is greater than zero then: amount = amount from the accounting line debit / credit = debit (“D) else: amount = absolute value of amount from accounting line debit / credit = credit (“C) else: internal system error—invalid object type (delete pending entries for document, do not route document) 8/15/2008 0:08:12 a8/p8 – 12Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Flow of Events (optional) Main Success Scenario Cash Receipt Document creation (Check Detail entry mode) Actor/Role Actions 1.user who doesn't belong to the Verification Unit Workgroup creates a new Cash Receipt Document 2. system displays newly-created blank Cash Receipt Document 3. check entry mode defaults to ―Individual Checks/Batches‖ 4. user enters document description 5. user enters zero or more Check Detail lines with positive Amounts, and/or a positive Total Currency Amount, and/or a positive Total Coin Amount 6. user enters one or more accountingLines such that the some of the accountingLines with income Object Codes is equal to the sum of the accountingLines with expense Object Codes (if any) plus the current Total Check Amount, Total Currency Amount, and Total Coin Amount 7. user Submits Cash Receipt Document 8. system routes Cash Receipt Document to Verification Unit Workgroup for approval Cash Receipt Document approval Actor/Role Actions 1.user who belongs to the Verification Unit Workgroup logs in and uses docsearch or Action List to locate an enroute Cash Receipt Document 2. user selects an enroute Cash Receipt Document 3. system displays enroute Cash Receipt Document 4. user Approves the Cash Receipt Document System Actions System Actions 8/15/2008 0:08:12 a8/p8 – 13Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc 5. system (eventually) marks Cash Receipt Document as Final-but-not-deposited Alternate Flows Cash Receipt Document creation (Check Total entry mode) Actor/Role Actions 1.user who doesn't belong to the Verification Unit Workgroup creates a new Cash Receipt Document 2. system displays newly-created blank Cash Receipt Document 3. user selects check entry mode ―Total Only‖ 4. user enters document description 5. user enters a positive Total Check Amount, and/or a positive Total Currency Amount, and/or a positive Total Coin Amount 6. user enters one or more accountingLines such that the some of the accountingLines with income Object Codes is equal to the sum of the accountingLines with expense Object Codes (if any) plus the current Total Check Amount, Total Currency Amount, and Total Coin Amount 7. user Submits Cash Receipt Document 8. system routes Cash Receipt Document to Verification Unit Workgroup for approval Cash Receipt Document creation failure Actor/Role Actions 1.user who belongs to the Verification Unit Workgroup attempts to create a new Cash Receipt Document 2. system returns an authorization error, since a user may only create a Cash Receipt Document if they aren't in the Verification Unit Workgroup System Actions System Actions 8/15/2008 0:08:12 a8/p8 – 14Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Pre-Conditions [The Pre-Conditions sub-section provides a listing of the conditions that must be true for the inputs to ensure a successful execution of an action. For example, a user wants to access the FIS. He must have a valid account.] 1. [The pre-condition is presented here.] 2. [The pre-condition is presented here.] Post-Conditions [The Post-Conditions sub-section provides a listing of the conditions that will exist and hold true once an action is successful. For example, a user can authenticate to the FIS.] 1. [The post-condition is presented here.] 2. [The post-condition is presented here.] 8/15/2008 0:08:12 a8/p8 – 15Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Pages and Actions [The Pages and Actions section provides a detailed review of the function that will be represented in the document. This section should include process descriptions, flowcharts, activity diagrams or other descriptions of functionality.] 8/15/2008 0:08:12 a8/p8 – 16Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Cash Receipts Document Main Document Page Document-specific tabs Cash Reconciliation The Cash Reconciliation tab shows the cash broken down by checks, currency, and coins. The verifying unit will be able to perform the verification function from this tab. Actions Action show hide select check entry mode ―Individual Checks/Batches‖ select check entry mode ―Total Only‖ recalculate Views all all Full Entry Full Entry Full Entry Response Redisplay the page for this document, expanding the Cash Reconciliation tab to show the cash summary. Redisplay the page for this document, collapsing the Cash Reconciliation tab. Redisplay page with ―Check Detail‖ tab visible; make ―Total Check Amount‖ field read-only Redisplay page with ―Check Detail‖ tab invisible; make ―Total Check Amount‖ field read-write Verify that the Total Check Amount, Total Currency Amount, and Total Coin Amount are valid. If valid then: Update the Cash Reconciliation Total else: Display one or more error messages Check Detail The Check Detail tab is where the initiating unit describes details of individual checks or batches of checks associated with this Cash Receipt. The unit has the choice of listing each check individually, entering batches of checks, or simply providing a total of all checks received. This tab will only be visible if the Check Entry Mode is ―Individual Checks/Batches‖. 8/15/2008 0:08:12 a8/p8 – 17Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Actions Action show hide add individual check delete individual check Response Redisplay the page for this document, expanding the Check Detail tab to show the check detail. all Redisplay the page for this document, collapsing the Check Detail tab. Full Entry Verify the fields on the individual check line: check / batch # is not blank date is a valid date amount is a valid amount. If data is valid then: Add the check to the Cash Receipt Add the amount to the Total Check Amount Add the amount to the Cash Reconciliation Total else: Display error messages. Full Entry Delete the check from the Cash Receipt Subtract the amount from the Total Check Amount Subtract the amount from the Cash Reconciliation Total Views all Permissions Who can initiate a document? Any financial system user who is not a member of the Verification Unit Workgroup can initiate a Cash Receipt document. What view of the document does a user see? Documents present themselves in views, which differ from one another in the data and actions they present to the user. The Cash Receipt document presents itself in three views:  a full entry view, which allows the user to enter, change or delete virtually all of the data associated with the document  a verification view, which allows a member of the Cash Receipt‘s verifying unit to verify the Cash Receipt  a view-only view, which allows a user to look at the document, but not change it The view that the document presents to the user is determined by the following algorithm: If the document has not yet been routed for approval (workflow status = initiated or saved) then: If the user is the document‘s initiator then: Render the document‘s full entry view else: Render the document‘s view-only view else: If the document has been routed for approval (workflow status = enroute) then: If the user is a member of the Cash Receipt‘s verifying unit then: Render the document‘s verification view 8/15/2008 0:08:12 a8/p8 – 18Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc else: else: Render the document‘s view-only view. Render the document‘s view-only view. Which standard actions are available in each view? In addition to the actions described in this table, the document will present the user with workflow actions as described in the ―Workflow Actions‖ section of the Kuali Nervous System Functional Specification. Location Document Overview tab Cash Reconciliation tab Action show/hide show/hide select check entry mode recalculate show/hide show detail/hide detail import lines browse add (import) cancel import leave Chart field leave Account field leave SubAccount field leave Object field leave SubObject field leave Project field add (accounting line) delete (accounting line) search ( ) click on Chart column header click on Account column header click on SubAccount column header click on Object column header click on SubObject column header click on Project column header click on Org Ref Id column header click on Amt column header click on Line Desc column header click on Chart value click on Account value click on SubAccount value click on Object value click on SubObject value click on Project value show/hide add Full Entry x x x x x x x x x x x x x x x x x x x x x x x x x x x x View Verification View Only x x x x Accounting Lines tab x x x x x x x x x x x x x Pending Entries tab Notes tab x x x x x x x x x x x x x x x x x x x x x 8/15/2008 0:08:12 a8/p8 – 19Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Location Ad Hoc Recipients tab Route Log tab Action show/hide add (person request) add (workgroup request) delete (person request) delete (workgroup request) show/hide show/hide x x x x x x x View x x x x x x Exceptions to Standard Workflow Actions Blanket approval is not appropriate for this document, therefore the ―blanket approve‖ action should never be made available. 8/15/2008 0:08:12 a8/p8 – 20Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Credit Card Receipt Document Main Document Page Document-specific tabs Credit Card Receipts The Credit Card Receipts tab allows entry of detailed information for individual credit card receipts, and shows detail of credit card receipts which have already been entered. Actions Action show hide Type search Views all all Full Entry Vendor search Full Entry add (credit card receipt) Full Entry delete (credit card receipt) Response Redisplay the page for this document, expanding the Credit Card Receipts tab to show detailed Credit Card Receipt info. Redisplay the page for this document, collapsing the Credit Card Receipts tab show the standard Search page for Credit Card Type values If value returned then: set credit card type for line to returned value else: leave credit card type for line unchanged show the standard Search page for Vendor values If value returned then: set vendor for line to returned value else: leave vendor for line unchanged Verify the fields on the credit card receipt line: type is valid entry in Credit Card Type table vendor is valid entry in Credit Card Vendor table for given Credit Card Type date is a valid date ref nbr is not blank amount is a valid amount. If data is valid then: Add the credit card receipt to the document Add the amount to the credit card receipts total else: Display error messages. Delete the credit card receipt from the document Subtract the amount from the credit card receipts total 8/15/2008 0:08:12 a8/p8 – 21Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Permissions Who can initiate a document? Any financial system user can initiate a Credit Card Receipt document. What view of the document does a user see? Documents present themselves in views, which differ from one another in the data and actions they present to the user. The Credit Card Receipt document presents itself in two views:  a full entry view, which allows the user to enter, change or delete virtually all of the data associated with the document  a view-only view, which allows a user to look at the document, but not change it The view that the document presents to the user is determined by the following algorithm: If the document has not yet been routed for approval (workflow status = initiated or saved) then: If the user is the document‘s initiator then: Render the document‘s full entry view else: Render the document‘s view-only view else: If the document has been routed for approval (workflow status = enroute) then: Render the document‘s view-only view. else: Render the document‘s view-only view. Which standard actions are available in each view? In addition to the actions described in this table, the document will present the user with workflow actions as described in the ―Workflow Actions‖ section of the Kuali Nervous System Functional Specification. Location Document Overview tab Credit Card Receipts tab Action show/hide show/hide add (credit card receipt) delete (credit card receipt) click on Type column header click on Vendor Number column header click on Date column header click on Ref Nbr column header click on Amount column header show/hide show detail/hide detail import lines browse add (import) cancel import View Full Entry View Only x x x x x x x x x x x x x x x x x x x x x x x x Accounting Lines tab 8/15/2008 0:08:12 a8/p8 – 22Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Location Pending Entries tab Notes tab Ad Hoc Recipients tab Route Log tab Action leave Chart field leave Account field leave SubAccount field leave Object field leave SubObject field leave Project field add (accounting line) delete (accounting line) search ( ) click on Chart column header click on Account column header click on SubAccount column header click on Object column header click on SubObject column header click on Project column header click on Org Ref Id column header click on Amt column header click on Line Desc column header click on Account value click on SubAccount value click on Object value click on SubObject value click on Project value show/hide add show/hide add (person request) add (workgroup request) delete (person request) delete (workgroup request) show/hide show/hide View x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x Exceptions to Standard Workflow Actions Blanket approval is not appropriate for this document, therefore the ―blanket approve‖ action should never be made available. 8/15/2008 0:08:12 a8/p8 – 23Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Advance Deposit Document Main Document Page Document-specific tabs Advance Deposits The Advance Deposits tab allows entry of detailed information for individual advance deposits, and shows detail of advance deposits which have already been entered. Actions Action show hide Bank search Views all all Full Entry Bank Account search Full Entry add (advance deposit) Full Entry delete (advance deposit) Response Redisplay the page for this document, expanding the Advance Deposits tab to show detailed Credit Card Receipt info. Redisplay the page for this document, collapsing the Advance Deposits tab show the standard Search page for Bank values If value returned then: set bank for line to returned value else: leave bank for line unchanged show the standard Search page for Bank Account values If value returned then: set bank and bank account for line to returned value else: leave bank and bank account for line unchanged Verify the fields on the advance deposit line: bank is valid Bank bank account is valid Bank Account for that Bank date is a valid date reference number is not blank amount is a valid amount. If data is valid then: Add the advance deposit to the document Add the amount to the advance deposits total else: Display error messages. Delete the advance deposit from the document Subtract the amount from the advance deposits total 8/15/2008 0:08:12 a8/p8 – 24Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Permissions Who can initiate a document? Any financial system user can initiate an Advance Deposit document. What view of the document does a user see? Documents present themselves in views, which differ from one another in the data and actions they present to the user. The Advance Deposit document presents itself in two views:  a full entry view, which allows the user to enter, change or delete virtually all of the data associated with the document  a view-only view, which allows a user to look at the document, but not change it The view that the document presents to the user is determined by the following algorithm: If the document has not yet been routed for approval (workflow status = initiated or saved) then: If the user is the document‘s initiator then: Render the document‘s full entry view else: Render the document‘s view-only view else: If the document has been routed for approval (workflow status = enroute) then: Render the document‘s view-only view. else: Render the document‘s view-only view. Which standard actions are available in each view? In addition to the actions described in this table, the document will present the user with workflow actions as described in the ―Workflow Actions‖ section of the Kuali Nervous System Functional Specification. Location Document Overview tab Advance Deposits tab Action show/hide show/hide add (advance deposit) delete (advance deposit) click on Type column header click on Vendor Number column header click on Date column header click on Ref Nbr column header click on Amount column header show/hide show detail/hide detail import lines browse add (import) cancel import View Full Entry View Only x x x x x x x x x x x x x x x x x x x x x x x x Accounting Lines tab 8/15/2008 0:08:12 a8/p8 – 25Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Location Pending Entries tab Notes tab Ad Hoc Recipients tab Route Log tab Action leave Chart field leave Account field leave SubAccount field leave Object field leave SubObject field leave Project field add (accounting line) delete (accounting line) search ( ) click on Chart column header click on Account column header click on SubAccount column header click on Object column header click on SubObject column header click on Project column header click on Org Ref Id column header click on Amt column header click on Line Desc column header click on Account value click on SubAccount value click on Object value click on SubObject value click on Project value show/hide add show/hide add (person request) add (workgroup request) delete (person request) delete (workgroup request) show/hide show/hide View x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x Exceptions to Standard Workflow Actions Blanket approval is not appropriate for this document, therefore the ―blanket approve‖ action should never be made available. 8/15/2008 0:08:12 a8/p8 – 26Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Cash Management Document Main Document Page Document-specific tabs Cash Drawer Activity The Cash Drawer Activity tab allows the user to open a closed Cash Drawer, or shows the activity that has taken place against the verifying unit‘s Cash Drawer since it was last opened. Actions Action show hide open cash drawer refresh Views all all Full Entry (cash drawer closed) Full Entry (cash drawer open) Response Redisplay the page for this document, expanding the Cash Drawer Activity tab to show the cash drawer activity. Redisplay the page for this document, collapsing the Cash Drawer Activity tab. Redisplays the page, with up-to-date information about available cash receipts for this verifying unit Update totals for checks, currency, and coin amounts for deposited and available cash receipts for this verifying unit, and redisplay the page with the new totals. Deposits The Deposits tab shows bank deposits that the unit has made from the verified Cash Receipts associated with this Cash Management document. The tab also has a section allowing the unit to prepare new Interim and Final deposits. 8/15/2008 0:08:12 a8/p8 – 27Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Actions Action show Response Redisplay the page for this document, expanding the Deposits tab to show the deposits already made. hide all Redisplay the page for this document, collapsing the Deposits tab. search for Bank Full Entry Show the standard Search for the Bank table. If value returned then: Set bank for deposit to returned value else: Leave bank for deposit as is. search for Bank Account Full Entry Show the standard Search for the Bank Account table (limiting search to specified bank if bank field contains a value). If value returned then: Set bank and bank account for deposit to returned value else: Leave bank and bank account for deposit as is. add interim deposit Full Entry Display the Deposit Wizard for creating a new Interim deposit. add final deposit Full Entry Display the Deposit Wizard for creating a new Final deposit. cancel interim deposit Full Entry (if Cancels a specific interim deposit, restores the associated cash no final receipts to undeposited status, updates the totals in the Cash deposit exists) Drawer Activity tab, and redisplays the page. cancel final deposit Full Entry (if Cancels the final deposit, reopens the Cash drawer, restores a final deposit the associated cash receipts to undeposited status, updates the exists) totals in the Cash Drawer Activity tab, and redisplays the page. Views all Permissions Who can initiate a document? Only a user associated with a verifying unit may initiate a Cash Management document for that unit. Once a Cash Management document has been initiated, another Cash Management can not be initiated for the same unit until the existing document has been finalized (had a Final Deposit attached to it, and been successfully submitted to workflow). 8/15/2008 0:08:12 a8/p8 – 28Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc What view of the document does a user see? Documents present themselves in views, which differ from one another in the data and actions they present to the user. The Cash Management document presents itself in two views:  a full entry view, which allows the user to enter, change or delete virtually all of the data associated with the document  a view-only view, which allows a user to look at the document, but not change it The view that the document presents to the user is determined by the following algorithm: If the document has not yet been routed for approval (workflow status = initiated or saved) then: Render the document‘s full entry view else: Render the document‘s view-only view. Which standard actions are available in each view? In addition to the actions described in this table, the document will present the user with workflow actions as described in the ―Workflow Actions‖ section of the Kuali Nervous System Functional Specification. There is nothing inconsistent about being able to perform workflow actions on a document while at the same time not being able to change any of the document‘s data. Location Action Full Entry: no final deposit x x x x x x x x x x x x x x x x x x View Full Entry: with final deposit x x x x View Only Document Overview tab Cash Drawer Activity tab Deposits tab show/hide show/hide refresh show/hide add interim deposit add final deposit cancel (interim deposit) cancel (final deposit) leave Bank Code field leave Bank Acct field search ( ) click on Bank Code column header click on Bank Acct column header click on Deposit # column header click on Deposit Type column header click on Deposit Date column header x x x click on Amt column header click on Doc Nbr column header click on Cash Reconciliation Total column header x x x x x x x x x x x x x x x x x x x x 8/15/2008 0:08:12 a8/p8 – 29Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Location Pending Entries tab Notes tab Ad Hoc Recipients tab Route Log tab Action show/hide add show/hide add (person request) add (workgroup request) delete (person request) delete (workgroup request) show/hide show/hide x x x x x x x x x View x x x x x x x x x x x x x x Exceptions to Standard Workflow Actions Blanket approval is not appropriate for this document, therefore the ―blanket approve‖ action should never be made available. 8/15/2008 0:08:12 a8/p8 – 30Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Deposit Wizard Deposit Wizard page Page-specific tabs Deposit Header The Deposit Header tab allows the user to input the Bank Code, Bank Account, and Deposit number which will be associated with this deposit.. Actions Action show hide search for Bank Code search for Bank Acct Response Redisplay the page for this document, expanding the Deposit Header tab to show the cash drawer activity. Redisplay the page for this document, collapsing the Deposit Header tab. Show the standard Search for the Bank table. If value returned then: Set bank for deposit to returned value else: Leave bank for deposit as is. Show the standard Search for the Bank Account table (limiting search to specified bank if bank field contains a value). If value returned then: Set bank and bank account for deposit to returned value else: Leave bank and bank account for deposit as is. Cash Receipts The Cash Receipts tab displays all verified, undeposited cash receipts associated with this verification unit. The user selects which Cash Receipts should be part of the Deposit which is being constructed. 8/15/2008 0:08:12 a8/p8 – 31Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Actions Action show hide Response Redisplay the page for this document, expanding the Cash Receipts tab to show the deposits already made. Redisplay the page for this document, collapsing the Cash Receipts tab. Page-specific controls The Create button will attempt to create an Interim or Final Deposit containing the information in the Deposit Header tab, and the Cash Receipts selected in the Cash Receipts tab. All Deposits must contain at least one Cash Receipt. When a Deposit is created, all of the Cash Receipts associated with it will be marked ―deposited‖, and will not be available when creating future deposits. Once a Cash Management document becomes Final, all of the Cash Receipts associated with its Deposits also become Final. Which actions are available? Location Deposit Header tab Cash Receipts tab Page controls Action show/hide show/hide create refresh cancel create a new Deposit using the selected Cash Receipts and the Deposit Header information, and return to the Cash Management Document page redisplay the page, after loading an up-to-date list of available Cash Receipts from the database discard the deposit being created, and return to the Cash Management Document page 8/15/2008 0:08:12 a8/p8 – 32Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Portal The Portal should make the following actions available: Action Constraints Response new Cash Receipt user is a valid If the user is a valid financial systems user financial systems then: Create a new Cash Receipts document user Display the new Cash Receipts document. else: Error—user is not a valid financial systems user. If the user is not authorized for one or more cash receipts verifying Cash Management  user is a valid units financial then: Error—user not authorized to perform function systems user else: If the user is authorized for multiple verifying units  user is then: Allow the user to choose one. authorized for If any Cash Management document for the unit exists in one or more a state other than ―final‖4 cash receipts then: If there is more than one such document verifying units then: System error If the document is in the ―saved‖ state then: If the state of the Cash Drawer associated with the unit is not ―open‖ then: System error else: Set the document state to ―initialized‖5 Open the document else: Error—someone else already has the document open If the state of the Cash Drawer associated with the unit is ―locked‖ then: Create a new Cash Management document Set the state of the Cash Drawer to ―open‖ else: System error else: else: 4 5 Or whatever the final resting place of a document in Workflow is … Or whatever the initial state of a newly-created document in Workflow is … 8/15/2008 0:08:12 a8/p8 – 33Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Error Messages [The Error Messages section should provide an overview of how messages will be handled for the function that will be represented in the document. Most of the functions will require error messages related to saving data to the database (ex: characters in a numeric field). However, there are some functions that require error messages that relate directly to business rules validation. It might be necessary to list error messages in this section or list error messages within the Business Rules section. This section can include references. Specify the sources from which the references can be obtained. This information may be provided by reference to another document.] 1. [The actual error message is presented here.] 2. [The actual error message is presented here.] 8/15/2008 0:08:12 a8/p8 – 34Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Workflow and Routing [The Workflow and Routing section provides an overview of the workflow and routing actions and rules for the function represented in the document. This section can include references. Specify the sources from which the references can be obtained. This information may be provided by reference to another document.] Workflow Actions (optional) [The Workflow Actions sub-section provides an overview of workflow interactions.] Routing Rules and Actions (optional) [The Routing Rules and Actions sub-section provides an overview of routing. Routing rules indicate where a particular transaction is routed based on the validated data contained in the transaction.] 8/15/2008 0:08:12 a8/p8 – 35Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Permissions [The Permissions section provides an overview of the permission structure function that will be represented in the document. This section should include actions and states. It might be necessary to present the actions and states in this section or within the Business Rules section. This section can include references. Specify the sources from which the references can be obtained. This information may be provided by reference to another document.] 8/15/2008 0:08:12 a8/p8 – 36Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Additional Information (optional) [The Additional Information section can be used to provide supplemental information for the function that will be represented in the document. It may be necessary to include supplemental information for clarity to readers (ex: definitions). This section can include references. Specify the sources from which the references can be obtained. This information may be provided by reference to another document.] Conceptual Data Model The Kuali Cash Receipts / Cash Management process introduces the concepts of ―Verifying Unit‖, ―Cash Drawer‖, and ―Cash Management Document‖ as illustrated in the conceptual data model below. Verification Unit Member initiates belongs to Cash Drawer controls Cash Management Document records Verification Unit Verified Cash Receipt Financial System User initiates Unverified Cash Receipt contains deposits Deposit deposits into Check Bank Account Bank Figure 1 - Cash Receipts / Cash Management Conceptual Data Model 8/15/2008 0:08:12 a8/p8 – 37Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Any Financial System User can initiate a Cash Receipt. When routed, the Cash Receipt will go to its Verifying Unit (which is represented by a workgroup in Kuali Workflow). In FIS, the verifying unit is the Bursar‘s Office associated with the initiator‘s campus, but in Kuali, the concept of Verifying Unit has been generalized to allow institutions to define their process as they see fit. The institution will be responsible for configuring the routing for the Cash Receipts document in Kuali Workflow to reflect the institution‘s routing policies. Each Verifying Unit manages a Cash Drawer, which extends the concept of the Bursar Drawer in FIS. Each day, the unit produces a Cash Drawer Daily Activity, represented in FIS by the Bursar Control Screen, and in Kuali by the Cash Management document. When a Verifying Unit is ready to start the day's activity, they create a new Cash Management Document and use it to open the Cash Drawer. When a Cash Receipt is verified, it becomes associated with the current Cash Drawer Daily Activity, and will be displayed in the Deposit Wizard for inclusion in one of the unit‘s Bank Deposits for that day. Bank Deposits may be Interim Deposits or a Final Deposit. Interim deposits collect a set of verified Cash Receipts, but leave the Cash Drawer open; a Final Deposit collects a set of verified Cash Receipts, and locks the Cash Drawer until the Cash Management document is submitted to Workflow for routing. Once a Cash Receipt is associated with a Deposit, it is marked as ―deposited‖ and will remain in that state until the Deposit is canceled, or until the associated Cash Management document is approved. If a Deposit is canceled, all associated Cash Receipts return to ―verified‖ status. If the Cash Management document is approved, all Cash Receipts associated with its Deposits are marked ―final‖. Only Financial System Users who have a Verifying Unit Authorization for a Verifying Unit may verify Cash Receipts for that Verifying Unit. Close d Drawer O open Cash Drawer A Cash Drawer may be in one of three states, as illustrated in Figure 2. It will begin each day in the ―closed‖ state. Any user in the Verifying Unit may create a new Cash Management document for that verifying unit, and add use it to open a locked Cash Drawer, which will change the Cash Drawer‘s status to ―open‖. Once aFinal Deposit Final Deposit is added to that Cash Management document, the Cash Drawer's status will change to ―locked‖. After the Cash Management Document has been submitted to Workflow, and becomes Approved, the Cash Drawer will return to ―closed‖ state. approve Cash Management once a There can be only one unapproved Cash Management document for a non-closed Cash Drawer at a time; Cash Drawer is opened, subsequent attempts to create a new Cash Management document Document redirect will instead the user to the existing Cash Management document. A user does not have to have the Cash Management document open in order to verify Cash Receipts; they will see the Cash Receipts awaiting verification in their Action Lists, and be able to open them from there. The user who has the Cash Management document open is the only user who may prepare bank deposits from the Verifying Unit‘s Cash Drawer. Interim Deposits may be prepared at any time, and do not affect Cash Receipt verification activity. Once the user begins to prepare a day‘s Final Deposit, however, the contents of the Cash Drawer are frozen (denoted by the Cash Drawer‘s status changing to Locked), and no activity may take Figure 2 - Cash Lifecycle Lo 8/15/2008 0:08:12 a8/p8 – 38Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc place against that Cash Drawer. If the user cancels the preparation of the Final Deposit before accepting it, the Cash Drawer reverts to ―open‖ status, allowing further activity. When the user accepts the final deposit, several things happen:  the Cash Management document receives final approval  all verified Cash Receipts associated with the Verifying Unit receive final approval  the Cash Drawer becomes ―closed‖. Definitions [The Definitions sub-section should contain terms that help define the function. They can be defined in any order desired, but generally alphabetical order provides the greatest accessibility.] 8/15/2008 0:08:12 a8/p8 – 39Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Database Objects (optional) [The Database Objects section provides an overview of the table structures for the function that will be represented in the document. While it might be unnecessary to list the actual tables, it might be useful to document key items related to the current database (ex: naming conventions, the use of Clobs to handle large amounts of text). There should be a reference the conceptual data model. This section can include references. Specify the sources from which the references can be obtained. This information may be provided by reference to another document.] 8/15/2008 0:08:12 a8/p8 – 40Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc Questions/Issues [The Questions/Issues section provides a list of items that are concerns to the Business Analyst, DM, Lead Developer or SME with regard to the function that will be represented in the document. This section can include references. Specify the sources from which the references can be obtained. This information may be provided by reference to another document.] 8/15/2008 0:08:12 a8/p8 – 41Cash+Receipts+functional+specification+2006-08-25%5B1%5D.doc