Payment Slip Processing and Reporting

The assignment involves processing customer orders and managing invoices. When a customer places an order, credit checks are performed to ensure the order is accepted. If accepted, the order is added to a list accessible by Invoicing and Stock Control. The system then generates an invoice for the order, which includes details such as product codes, quantities, unit costs, and total amounts due. Any discrepancies in payment slips returned by customers will result in the payment being sent back for correction. Overdue invoices are also managed through a reminder letter generation process. Finally, sales management can initiate reports on overall sales performance and aged debt analysis to monitor customer debts.

Object Oriented Analysis
Assessment
Stage 2
 Data Dictionary (10 marks)
 there is no need for an elementary data table, just the description of the contents of the
documents (i.e. a Document List section and a Composite Data section)
 Class Diagram based on entity classes (to include attributes) (20 marks)
 Sequence Diagrams (3 Diagrams based on use case descriptions ) (20 marks)
 Updated Class Diagram taking into account the Sequence Diagrams (to include
operations) (5 marks)
SBM Sales Administration
Superior Builders Merchants (SBM) is a small private limited company selling building materials
mostly to the construction industry. It is a merchandising company, i.e. it manufactures no products,
simply relying on purchasing its goods from a variety of specialist suppliers and reselling them to
its customers in convenient quantities. SBM’s abilities to deliver goods to the customer’s premises
coupled with the wide selection of materials it holds has meant that in the last five years the
business has grown substantially, to the extent that the administration of the business is barely
keeping up with the current volume of trade.
In particular, the SBM Sales Administration System (SAS) which currently has limited computer
support (word processing package for documents, spreadsheet for customer accounts) is under
considerable pressure and customer goodwill is low. Management have requested that an integrated
computer-based system be developed and after interview with the appropriate departments the
following information has emerged. An initial feasibility study into allowing customers to order on-
line, via the Web, has shown that most of the SBM customers are very small local builders who do
not have the facilities to take advantage of on-line ordering so this has been shelved. Orders will
continue to be accepted by mail or by phone. SBM have (for the moment) decided to retain separate
departments for receiving orders, credit checking, stock control, invoicing and accounts. The
expected interaction with the clerks in each department is outlined below.
Order Reception
SBM has about 500 credit customers, the majority of whom send orders on SBM order
forms. Blank order forms are sent to customers at the beginning of each month based on the
number of orders received from that customer in the previous month e.g. if a customer has
sent in 10 orders then they will receive 15 blank order forms. Catalogues are generated
(from on-line product information) and sent with the blank order forms every 6 months.
Alternatively the customer telephones their order to SBM. SBM’s standard order form is
then created interactively while the customer is on the telephone.
The standard order form will be created electronically in the following manner. Sometimes
the order form received from the customer contains the SBM customer-number. Where this
is so, the customer number is simply copied onto the electronic version. If the number on the
customer order form is incorrect (i.e. customer details do not match those on the customer
order form) or is missing then a list of customer names should be displayed and the
appropriate one selected. If the customer does not appear on the list then the original paper
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Object Oriented Analysis
order form will be passed on to Sales Management. Note Sales Management can access the
system to add new customers.
The order-number is assigned sequentially. The date on the standard order form is the
current date (i.e. date created). Invalid order details are sent back to customers for a number
of reasons. Firstly, because one or more of product description, unit of measure or quantity
fields are not on the order line and clearly all are necessary for acceptance. Secondly, the
product code supplied by the customer may not match the product details (description and
unit of measure). This can be checked by inputting the product code onto the on-line form.
A product list will then be accessed to display the corresponding product details and the
clerk can accept or reject the order line. Any invalid order lines will be added to a rejected
lines list which is returned to the customer with the reason for rejection. Any difficulties
with telephone orders are handled interactively.
Credit Control
When an order is accepted by Order Reception (i.e. all the lines on the order are valid) then
the order number is added to the end of a list that can be accessed by Credit Control. Credit
Control can then initiate the credit check for the next order in the list. The appropriate order
is displayed on screen.
The accepted on-line form is checked to ensure that the customer’s credit is greater than the
value of the order. To do this the order has to be priced by reference to an on-line price list.
The price for each line on the order is calculated and then totalled to obtain the value of the
order. The line cost is added to each order line on the display and the total is displayed at the
bottom. Where the value of the customer’s order is greater than his current credit, then the
whole order may be rejected. If the order value does exceed the customer’s current available
credit then Credit Control can review the customer’s account (i.e. call up a display of the
customer account) and make a determination to allow the credit level to be exceeded i.e. to
override the credit check result e.g. based on prompt payment by the customer and/or order
frequency/value. Alternatively Credit Control may remove lines from the order until the
order value is below the available credit.
The value of the order is established by obtaining the unit price and multiplying by the
quantity ordered. The sum over all order lines is then calculated and then Value Added Tax
(VAT) is applied. The customer’s current available credit is held in an on-line list in
customer-number order.
Where an order or part-order is rejected, a rejection notification is sent to the customer. The
notification is a paper copy of the order including details of the customer’s available credit
and order value and what, if any, lines were accepted. This is then sent back to the customer.
If the whole order is rejected then it is then removed from the system. A copy of the rejected
order is printed off at the Sales Management workstation with details of customer credit,
lines rejected etc. Sales Management can access the system to make a permanent update to
the customer’s credit limit.
Stock Control
When an order has passed the credit check then the order number is added to the end of a list
that can be accessed by Stock Control. Stock Control can then initiate the stock check for
the next order in the list. The appropriate order is displayed on screen. A stock check is
initiated to check the quantities for each item on the order against the stock levels in the
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Object Oriented Analysis
stock list. If there is insufficient stock for an item, then the stock clerk can lookup the online
product list to determine if there are suitable alternatives that can be substituted e.g. if a
customer asks for tins of 10 litre paint and the same paint is available in 5 litre tins, then the
stock clerk can substitute the original order line. If there are no suitable alternatives then that
complete order line is removed from the original order and stored as an outstanding order
line.
Outstanding order lines are held in a list in customer-number sequence. For each customer, a
list of outstanding items is held. Once each week a review of that list is initiated by the clerk
to identify items that can now be fulfilled. An accepted outstanding order is created for
those customers where one or more items can now be delivered. The accepted outstanding
order is identical to the first time accepted order in format. A copy of either the accepted
outstanding order or the first time accepted order is used to generate an acknowledgement
which is sent back to the customer.
Invoicing
When an order has passed the stock check, the order number is added to the end of a list that
can be accessed by Invoicing. Invoicing can then initiate creating an invoice for the next
order in the list.
A Standard Invoice is created by accessing information from the order and from the price
list. A copy of the invoice is generated for the customer and a further copy is printed off at
the Warehouse workstation. The Warehouse has access to the system to update stock
information. Once complete an electronic version of the invoice is sent to Accounts.
Accounts
The purpose of the on-line sales ledger in SBM is to keep account of each customer’s record
of payment in respect of credit sales.
At the end of each month, a statement of account is generated and sent to each customer
containing the details of all events concerning the account during the month. These events
include payments made by the customer and invoices and credit adjustments sent to the
customer. A credit adjustment is made when the value of the original invoice was greater
than what it should have been. This may have been because the goods delivered were faulty
in some way or perhaps because insufficient quantities were delivered by the Warehouse.
Naturally, the customer is not going to pay for faulty goods or goods not received, so the
value on the credit adjustment reflects this difference in value. In these circumstances, the
Customer liaises with Sales Management who will then make the necessary input into the
system.
The statement of account generated for the customer contains a tear-off Payment slip which
is returned by the customer with their payment. The customer is able to indicate which
particular invoices he wishes to pay by simply ticking against a list of all outstanding
invoices. The details from the Payment slip returned by the customer are recorded in the
system. Any discrepancies (e.g. value remitted does not match invoice values) will result in
the payment and Payment slip being sent back to the customer for correction.
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Object Oriented Analysis
If a customer does not pay an invoice within 30 days of the date on the statement of account,
then that invoice becomes overdue. A reminder letter is generated for each such customer
around the middle of each month.
Lastly, sales management are interested in information about the overall sales performance
in each month. They can initiate the generation of two reports, the first is a sales report
which indicates the sales in the previous month of each item stocked. The second report is
an aged debt analysis which provides information on each customer with overdue invoices.
It contains details about how much debt the customer has and how old (i.e. overdue) it is.
Example Order Form:
Order No.: 017321
Date: 15/06/14
Customer No: 0324
Name: J. Smith, Blg Contractors
Address: 36 Inchinnan Road
Renfrew
Product Code Product Description Unit of Measure Quantity
PA129 Paint - Royal Blue 5 Ltr 100
MH005 Mahogany - Strips 1 15
CM002 Cement cwt 50
BR031 Bricks - Standard Red 100 20
Example Invoice Form:
Invoice No: 018758
Invoice Date: 24/06/14
Date Due: 31/07/14
Order No: 017321
Order Date: 15/06/14
Customer No: 0324
Name: J. Smith, Blg Contractors
Address: 36 Inchinnan Road
Renfrew
Product
Code
Product Description Unit of
Measure
Quantity
Delivered
Unit Cost Amount
PA129 Paint - Royal Blue 5 Ltr 100 7.50 750.00
CM002 Cement cwt 50 5.50 275.00
BR031 Bricks - Standard Red 100 20 22.00 440.00
TOTAL AMOUNT: 1465.00 TOTAL VAT: 256.38 TOTAL DUE: 1716.38
Example Customer Account:
Customer No: 0324
Name: J. Smith, Blg Contractors
Address: 36 Inchinnan Road
Renfrew
Credit Limit: £6000
NUMBER INVOICE
CREDITED
DATE AMOUNT INVOICE
PAID DATE
BALANCE
Invoice 017892 01/05/14 1510.15 28/06/14 1510.15
Credit 001477 017892 09/05/14 150.15 1360.00
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Object Oriented Analysis
Invoice 018097 14/05/14 1710.00 06/07/14 3070.00
Invoice 018641 18/05/14 542.50 06/07/14 3612.50
Payment 003097 28/06/14 1360.00 2252.50
Invoice 018758 24/06/14 1716.38 3968.88
Credit 001498 018758 28/06/14 100.00 3868.88
Payment 003397 06/07/14 2252.50 1616.38
Example Payment Slip sent to customer
Payment No. 003397
Date: 30/06/14
Customer No: 0324
Name: J. Smith, Blg Contractors
Address: 36 Inchinnan Road
Renfrew
Invoice
Number
Invoice
Date
Overdue Invoice
Value
Credit New
Value
Tick
018097 14/05/14 * 1710.00
018641 18/05/14 * 542.50
018758 24/06/14 1716.38 100.00 1616.38
Amount Paid:
Date:
Example Payment Slip returned by customer
Payment No. 003397
Date: 30/06/12
Customer No: 0324
Name: J. Smith, Blg Contractors
Address: 36 Inchinnan Road
Renfrew
Invoice
Number
Invoice
Date
Overdue Invoice
Value
Credit New
Value
Tick
018097 14/05/14 * 1710.00 √
018641 18/05/14 * 542.50 √
018758 24/06/14 1716.38 100.00 1616.38
Amount Paid: 2252.50
Date: 06/07/14
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Object Oriented Analysis
Use Case Descriptions
Perform Credit Check
Customer places order
If order is accepted by Order Reception then
Order number added to end of a list accessible by Credit Control
Credit Control performs credit check
If match found then
Order is displayed on screen
end if
Create Invoice
If order passed stock check then
Order number added to list accessible by Invoicing
Check list
If match found then
Invoicing perform credit check
Credit check met
end if
Initiate Stock Check
If order passed credit check then
Order number added to a list accessible by Stock Control
Check new order number
If match found then
Stock Control performs stock check then
Order is displayed on screen
end if
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Object Oriented Analysis
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System
Customer
Management
Supplier
Order Reception
Credit Control
Stock Control
Invoicing
Accounts
Create Order
Update Customers Credit Limit
Review Outstanding Order
Add New Cusotmer
Initiate Stock Check
Generate Report
Generate Acknolwdgement
Perform Credit Check
Send Order Form
Generate Catalogue
Calculate VAT
Create Invoice
Generate Reminder Letter
Generate Statement
Sales Management
Clerk
Warehouse
Update Stock Information
Send Blank Order Forms
<<extend>>
Send Orginal Paper Form
<<include>>
<<include>>
Review Customer Account
<<extend>>
Reject Order
<<extend>>
Remove Order
<<include>>
<<include>>
Clerk
Lack Stock
<<extend>>
<<include>>
<<include>>
Calculate Order
<<include>>
<<include>>
Substitute Orginal Order
<<extend>>