Payment Slip Processing and Reporting


Added on  2019-09-19

7 Pages2456 Words220 Views
Object Oriented AnalysisAssessmentStage 2 Data Dictionary (10 marks)there is no need for an elementary data table, just the description of the contents of thedocuments (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 includeoperations) (5 marks)SBM Sales AdministrationSuperior Builders Merchants (SBM) is a small private limited company selling building materialsmostly 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 toits customers in convenient quantities. SBM’s abilities to deliver goods to the customer’s premisescoupled with the wide selection of materials it holds has meant that in the last five years thebusiness has grown substantially, to the extent that the administration of the business is barelykeeping up with the current volume of trade.In particular, the SBM Sales Administration System (SAS) which currently has limited computersupport (word processing package for documents, spreadsheet for customer accounts) is underconsiderable pressure and customer goodwill is low. Management have requested that an integratedcomputer-based system be developed and after interview with the appropriate departments thefollowing 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 donot have the facilities to take advantage of on-line ordering so this has been shelved. Orders willcontinue to be accepted by mail or by phone. SBM have (for the moment) decided to retain separatedepartments for receiving orders, credit checking, stock control, invoicing and accounts. Theexpected interaction with the clerks in each department is outlined below.Order ReceptionSBM has about 500 credit customers, the majority of whom send orders on SBM orderforms. Blank order forms are sent to customers at the beginning of each month based on thenumber of orders received from that customer in the previous month e.g. if a customer hassent 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 isthen created interactively while the customer is on the telephone.The standard order form will be created electronically in the following manner. Sometimesthe order form received from the customer contains the SBM customer-number. Where thisis so, the customer number is simply copied onto the electronic version. If the number on thecustomer order form is incorrect (i.e. customer details do not match those on the customerorder form) or is missing then a list of customer names should be displayed and theappropriate one selected. If the customer does not appear on the list then the original papertmp91jp0ey2fiverrdocx-3938.docx09/12/16 14:00:00page 1Michael McCready, School of Computing, University of the West of Scotland
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Object Oriented Analysisorder form will be passed on to Sales Management. Note Sales Management can access thesystem to add new customers.The order-number is assigned sequentially. The date on the standard order form is thecurrent date (i.e. date created). Invalid order details are sent back to customers for a numberof reasons. Firstly, because one or more of product description, unit of measure or quantityfields are not on the order line and clearly all are necessary for acceptance. Secondly, theproduct code supplied by the customer may not match the product details (description andunit 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 theclerk can accept or reject the order line. Any invalid order lines will be added to a rejectedlines list which is returned to the customer with the reason for rejection. Any difficultieswith telephone orders are handled interactively.Credit ControlWhen an order is accepted by Order Reception (i.e. all the lines on the order are valid) thenthe order number is added to the end of a list that can be accessed by Credit Control. CreditControl can then initiate the credit check for the next order in the list. The appropriate orderis displayed on screen.The accepted on-line form is checked to ensure that the customer’s credit is greater than thevalue 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 theorder. The line cost is added to each order line on the display and the total is displayed at thebottom. Where the value of the customer’s order is greater than his current credit, then thewhole order may be rejected. If the order value does exceed the customer’s current availablecredit then Credit Control can review the customer’s account (i.e. call up a display of thecustomer account) and make a determination to allow the credit level to be exceeded i.e. tooverride the credit check result e.g. based on prompt payment by the customer and/or orderfrequency/value. Alternatively Credit Control may remove lines from the order until theorder value is below the available credit.The value of the order is established by obtaining the unit price and multiplying by thequantity 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 incustomer-number order.Where an order or part-order is rejected, a rejection notification is sent to the customer. Thenotification is a paper copy of the order including details of the customer’s available creditand 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 rejectedorder 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 tothe customer’s credit limit.Stock ControlWhen an order has passed the credit check then the order number is added to the end of a listthat can be accessed by Stock Control. Stock Control can then initiate the stock check forthe next order in the list. The appropriate order is displayed on screen. A stock check isinitiated to check the quantities for each item on the order against the stock levels in thetmp91jp0ey2fiverrdocx-3938.docx09/12/16 14:00:00page 2Michael McCready, School of Computing, University of the West of Scotland
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Object Oriented Analysisstock list. If there is insufficient stock for an item, then the stock clerk can lookup the onlineproduct list to determine if there are suitable alternatives that can be substituted e.g. if acustomer asks for tins of 10 litre paint and the same paint is available in 5 litre tins, then thestock clerk can substitute the original order line. If there are no suitable alternatives then thatcomplete order line is removed from the original order and stored as an outstanding orderline.Outstanding order lines are held in a list in customer-number sequence. For each customer, alist of outstanding items is held. Once each week a review of that list is initiated by the clerkto identify items that can now be fulfilled. An accepted outstanding order is created forthose customers where one or more items can now be delivered. The accepted outstandingorder is identical to the first time accepted order in format. A copy of either the acceptedoutstanding order or the first time accepted order is used to generate an acknowledgementwhich is sent back to the customer.InvoicingWhen an order has passed the stock check, the order number is added to the end of a list thatcan be accessed by Invoicing. Invoicing can then initiate creating an invoice for the nextorder in the list.A Standard Invoice is created by accessing information from the order and from the pricelist. A copy of the invoice is generated for the customer and a further copy is printed off atthe Warehouse workstation. The Warehouse has access to the system to update stockinformation. Once complete an electronic version of the invoice is sent to Accounts.AccountsThe purpose of the on-line sales ledger in SBM is to keep account of each customer’s recordof payment in respect of credit sales.At the end of each month, a statement of account is generated and sent to each customercontaining the details of all events concerning the account during the month. These eventsinclude payments made by the customer and invoices and credit adjustments sent to thecustomer. A credit adjustment is made when the value of the original invoice was greaterthan what it should have been. This may have been because the goods delivered were faultyin 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 thevalue on the credit adjustment reflects this difference in value. In these circumstances, theCustomer liaises with Sales Management who will then make the necessary input into thesystem.The statement of account generated for the customer contains a tear-off Payment slip whichis returned by the customer with their payment. The customer is able to indicate whichparticular invoices he wishes to pay by simply ticking against a list of all outstandinginvoices. The details from the Payment slip returned by the customer are recorded in thesystem. Any discrepancies (e.g. value remitted does not match invoice values) will result inthe payment and Payment slip being sent back to the customer for correction.tmp91jp0ey2fiverrdocx-3938.docx09/12/16 14:00:00page 3Michael McCready, School of Computing, University of the West of Scotland
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