Proposal

For

Enterprise Resource Planning System

From
All in One Technology
Prepared by:

Kamran Yousaf (SQA Manager)

Naeem-ur-Rehman (Business Consultant)

Reviewed by:

Khalifa al-Hammadi (Project Director)

 Nov 01, 2015 FUNCTIONAL SPECIFICATION DOCUMENT – ENTERPRISE RESOURCE PLANNING

DOCUMENT MANAGEMENT VERSION LOG:

Document Title: AIO – Enterprise Resource Planning FSD

Document File Name: AIO – Enterprise Resource Planning FSD.docx

Issued By: Mr. Kamran Yousaf
Issue Date: 04/11/2013
Reviewed By: Naeem Ur Rehman, Ahsan Saleem
Approved By: Naeem Ur Rehman, Ahsan Saleem
Status: Complete (V.1.0)

Date Version Author Remarks

04/11/13 1.0 Kamran Yousaf Document Structure
1.1 Business Elements
1.2 Website Features
1.3 Fine-Tuning
1.4 Finalisation

STATEMENT OF CONFIDENTIALITY AND NO N-DISCLOSURE:

By reading this document you agree to understand the following:

This document contains proprietary and confidential information of AIO Technologies. All data submitted to the
recipient is provided in reliance upon its consent not to use or disclose any information contained herein except in
the context of its business dealings with AIO Technologies. The recipient agrees to inform present and future
employees and or parties involved with the recipient who view or have access to its content of its confidential nature
that they are to abide to these rules also. The recipient agrees to instruct each employee that they must not disclose
any information concerning this document to others except to the extent those matters are generally known to, and
are available for use by, the public. The recipient also agrees not duplicate or distribute or permit others to duplicate
or distribute any material contained herein without express written and formal consent from AIO Technologies.
 Nov 01, 2015 FUNCTIONAL SPECIFICATION DOCUMENT – ENTERPRISE RESOURCE PLANNING

SIGN-OFF SHEET:

Date Approvers Name Comments Signature

Finalised Version From AIO

Solutions. Please Review
00/00/2013
and Comment If Changes
Are Required.
 Nov 01, 2015 FUNCTIONAL SPECIFICATION DOCUMENT – ENTERPRISE RESOURCE PLANNING

TABLE OF CONTENTS:

DOCUMENT MANAGEMENT VERSION LOG: ........................................................................................... 2

STATEMENT OF CONFIDENTIALITY AND NON-DISCLOSURE: .................................................................. 2

SIGN-OFF SHEET: ..................................................................................................................................... 3

TABLE OF CONTENTS:.............................................................................................................................. 4

1: PRE-AMBLE:......................................................................................................................................... 5

1.2: REFERENCEABLE DOCUMENTS: ................................................................................................... 5

1.3: SCOPE AND PURPOSE OF DOCUMENTATION: ............................................................................. 5

1.4: ASSUMPTIONS AND CONSTRAINTS: ............................................................................................ 5

1.5: ASSUMPTIONS: ............................................................................................................................ 6

1.6: ACKNOWLEDGEMENT ................................................................... Error! Bookmark not defined.

2: BUSINESS REQUIREMENTS:................................................................................................................. 7

2.1 BACKGROUND: .............................................................................................................................. 7

3: GENERAL SCOPE: ................................................................................................................................. 7

3.1: LANGUAGE: .................................................................................................................................. 7

4: LAYOUT / DESIGN Specification: ......................................................................................................... 7

5: Functionalities ..................................................................................................................................... 8

6: Front end / Common user Functionalities .......................................................................................... 8

7: Retail seller / shop admin features ...................................................... Error! Bookmark not defined.

7: BACK end / Super ADMIN user Functionalities .................................... Error! Bookmark not defined.

8. OUT OF SCOPE: .................................................................................... Error! Bookmark not defined.

 Nov 01, 2015 FUNCTIONAL SPECIFICATION DOCUMENT – ENTERPRISE RESOURCE PLANNING

1: PRE-AMBLE:

The solution described in this document covers all the requirements of the project in terms of functionality and
design. There will be 2 documents to follow the customer requirements specification document which includes (FSD
and SRS). The customer requirements specification document is a high-level requirements list that has been built up
over time both verbally and in writing. This document will allow AIO Technologies to analyse the best solution for the
project. The requirements set-out in this documentation are written in stone and will not be changed once the first
line of code is written, unless mutually agreed by both parties.

1.2: REFERENCEABLE DOCUMENTS:

Doc No. Document Title Approved Date: Issued:

1 Enterprise Resource Planning System.docx

1.3: SCOPE AND PURPOSE OF DOCUMENTATION:

The purpose of this document is to describe the requirements of Enterprise Resource Planning in detail. Further to
this, the document goes to explain each functionality in terms of process flows.

This document covers all the requirements and suggested ideas of the Enterprise Resource Planning System.
Once the project manager approves this document, it will serve as the definitive statement and basis for our
proposed solution, which will in-turn be the foundations of development for the system. It will override all the verbal
and written communications within the AIO Solutions.

Since this document will also serve as the scope document, any modifications or changes to the project
requirements or specifications after this document sign-off will be entertained via a change control procedure.

1.4: ASSUMPTIONS AND CONSTRAINTS:

Provide a list of contractual or task level assumptions and/or constraints that are preconditions to the preparation of
the SRS and final solution. Assumptions are future situations beyond the control of the project, whose outcomes
influence the success of a project.
 Nov 01, 2015 FUNCTIONAL SPECIFICATION DOCUMENT – ENTERPRISE RESOURCE PLANNING

1.5: ASSUMPTIONS:

Examples of assumptions include: availability of a technical platform.

Req. - ID Requirement Definition

ASSUM-1 The system will be developed using Java Programming language.

ASSUM-1.1 The system will be using MySQL for its all database requirements.

ASSUM-2 The system will have a pre-approved front end design.

ASSUM-2.1 The system will have a backend logic developed using Java language.

ASSUM-3 The test domain name and hosting will have already been acquired.
 Nov 01, 2015 FUNCTIONAL SPECIFICATION DOCUMENT – ENTERPRISE RESOURCE PLANNING

2: BUSINESS REQUIREMENT S:

Please find below a low-level synopsis of the background and business requirements for Enterprise Resource
Planning System and the messages they are looking to achieve.

2.1 BACKGROUND:

Enterprise resource planning (ERP) is a cross-functional enterprise system driven by an integrated suite of software
modules that supports the basic internal business processes of a company. ERP gives a company an integrated real-
time view of its core business processes such as production, order processing, and inventory management, tied
together by ERP applications software and a common database maintained by a database management system. ERP
systems track business resources (such as cash, raw materials, and production capacity) and the status of
commitments made by the business (such as customer orders, purchase orders, and employee payroll), no matter
which department (manufacturing, purchasing, sales, accounting, and so on) has entered the data into the system.
ERP facilitates information flow between all business functions inside the organization, and manages connections to
outside stakeholders.

Enterprise systems are complex software packages that offer the potential of integrating data and processes across
functions in an enterprise. Although the initial ERP systems focused on large enterprises, there has been a shift
towards smaller enterprises also using ERP systems.

Organizations consider the ERP system a vital organizational tool because it integrates varied organizational systems
and enables flawless transactions and production. However, an ERP system is radically different from traditional
systems development. ERP systems can run on a variety of computer hardware and network configurations, typically
employing a database as a repository.

3: GENERAL SCOPE:

3.1: LANGUAGE:

The Enterprise Resource Planning System should support only two languages:

 English (British)

 Arabic

4: LAYOUT / DESIGN SPECIFICATION:

User interface of the website, logo and the overall theme has to be created according to the standard preferences.
First of all, we will create home page design options and the logo options by following the planed instructions and
share it for approval. Once we agree on a specific design, then we’ll create some more pages to cover all design
elements of the system. Once approved, HTML and CSS will be created for all the designs.
 Nov 01, 2015 FUNCTIONAL SPECIFICATION DOCUMENT – ENTERPRISE RESOURCE PLANNING

1024 X 768
Ideal Site Resolution:
(Fits almost all screen sizes)

Colour Scheme
Red, Green, Black, Orange, Grey and White
preferences:

Colors: Red, Blue, Black, Grey and White

Corporate logo
Reference Logos(prioritized):
preferences:
1. http://aio.ae/enter.php

Recommended Browser: Firefox 4.0 or Higher.

http://aio.ae/erpsystem.php?page=services
Reference websites:

Enterprise resource planning system have neat and clean

layout which are not crowded and where information is easy to
find
Other comments:
Client hates websites that look overcrowded
like www.bikeradar.com

5: DESIGN ARCHITECT

Following are the system’s functionalities explained against the business logic. The system can be divided into
following sections:

 Presentation layer
 Business Logic Layer (Further divided into business logic classes and services classes)
 Data Access Layer

6: FRONT END / COMMO N USER FUNCTIONALITI ES

The front end user is the common user on the system who can access ERP from the front end and can perform all the
functionalities accessible on the front end. Below is a list of all such features explained in detail with their functional
details.

i. Access
The ERP System has a standard authorization process.
 New User
Nov 01, 2015 FUNCTIONAL SPECIFICATION DOCUMENT – ENTERPRISE RESOURCE PLANNING

Administrator has the complete authority to create users and only

administrator can assign rights of different types to different users.

 Sign in
System will verify users to log in and the system will verify user id, password
and URN required code. If the id, password and URN required code
provided by the user doesn’t match with a valid ID, password and URN
required code combination; our system will show an error message to the
user.

 Log out
This option will allow the user to log out of our system ending the user’s
current session on the system. There will be two ways to Sign Out/Log Out.
Either close the browser window in which the user is logged in or click the
‘Sign out’ link in the top header.

 Forgot password
Only the administrator has the rights to reset or change the password of
any user.

 Session Time-out
This functionality logs-out the user automatically if user doesn’t perform
any activity for some time.

ii. Home Screen

Home screen will present Dashboard, Left panel, right panel and other options
with the following contents:
 Dashboard
Fiscal Income statement, Real Estate, HR Module, Accounts, User and Setup
Wizard will be listed in the Dashboard.
 Left Panel
Following contents will be visible under the logo of AIO Technology
Company logo, waiting for Approval (Requests), Approved or Rejected
(Requests), Alerts, Reports, Templates, Work Flow, Setup and More.

 Right Panel
Nov 01, 2015 FUNCTIONAL SPECIFICATION DOCUMENT – ENTERPRISE RESOURCE PLANNING

Notifications and Favourites will be available in the right panel.

 Other Options
Language, Help, Settings and Sign out option will be available on the
header.

iii. Dashboard
 Fiscal Income statement
Definitions: A fiscal year (or financial year, or sometimes budget year) is a
period used for calculating annual ("yearly") financial statements in
businesses and other organizations
Description: Accounting period in bookkeeping is the period with reference
to which accounting books of any entity are prepared.
It is the period for which books are balanced and the financial statements
are prepared. Generally, the accounting period consists of 12 months.
However the beginning of the accounting period differs according to the
jurisdiction. For example one entity may follow the regular calendar year,
i.e. January to December as the accounting year, while another entity may
follow April to March or July to June as the accounting period.

 Real Estate
1. Property
I. Properties

Property information will be dependent on four main section ‘General

Information’, ‘Owner Details’, ‘Feature Details’, and ‘Maintenance Details’.
First section will provide all the general information regarding property
details, like: ‘Property Type’, ‘Property Size’, ‘Name’, ‘Address’ etc.
In second section all the detail about owner will be shown, like: ‘Owner’s
Name’, ‘Owner’s Type’, ‘License’ etc. And third & fourth section will
dependent on all the property features and maintenance details.

II. Components

Component will be dependent on two main sections: ‘Component Details’

and ‘Component Features’. Component details will be dependent on
‘Property Name’, ‘Component Name’, ‘Component Type’, ‘Rent’, and ‘No. of
Units’ etc. Whereas ‘Component Features’ will provide the component’s
features details.
Nov 01, 2015 FUNCTIONAL SPECIFICATION DOCUMENT – ENTERPRISE RESOURCE PLANNING

III. Units

Unit Information will be dependent on two main sections; ‘Unit Details’,

and ‘Feature Details’.

Unit Details will be dependent on ‘Property Name’, ‘Component Details’,

‘Unit Name’, and ‘Unit Type’ etc. And all the features of Unit will be added
in ‘Feature Details’ section.

IV. Property Expenses

Property Expense will be dependent on ‘Property Name’, ‘Date’, ‘Expense

Type’, and ‘Payment Information’ etc.

V. Legal

It will be dependent on ‘Legal Details’ which will include ‘Legal Group’, and
‘Effective Date’ etc.

VI. Tenant Groups

‘Tenant Group’ will be dependent on the information like; ‘Group Title’,

‘Deposit Amount’, ‘Contract Fee’, ‘Rent Amount’, and ‘Penalty’ etc.

2. Offer Form

‘Offer Form’ will be dependent on Property Type, ‘Tenant’, ‘Offer Date’,

‘Offer Feature’, ‘Contract Period’, and ‘Security Deposit’ etc.

3. Contract
I. Contracts

N/A

II. Contract Agreement

Contract Agreement will be dependent on ‘Offer & Contract Details’, ‘Rent

Details’, ‘Payment Details’, and ‘Gross Details’.

‘Offer & Contract Details’ will be dependent on ‘Offer number’, ‘Contract

Date’, ‘Contract Fee’, ‘Deposit’, and ‘Instalments’ etc.
Nov 01, 2015 FUNCTIONAL SPECIFICATION DOCUMENT – ENTERPRISE RESOURCE PLANNING

‘Rent Details’ will be dependent on Property Details and contract Amount

etc.

‘Payment Details’ will be dependent on Payment Type, and Amount etc.

‘Gross Details’ will be dependent on the person who will receive the
payment, and ‘Other Charges’, ‘Total’ etc.

III. Release Contract

There will be released contracts details shown which can be viewed.

IV. Cancel Contract

There will be shown all the cancelled contracts which can be viewed.

 HR
1. HR Policies
I. Attendance Policy
II. Leave Policy
III. Working Shifts
IV. Holiday & Work off
V. Grade
VI. Department & Branches
VII. Designation

2. Personal Affair
I. Company
II. Person
III. Person Bank
IV. Job Template
V. Job Assignment
VI. Document Handover
VII. Asset Usage
VIII. Memo & Warning

3. Payroll
I. Payroll Elements
Nov 01, 2015 FUNCTIONAL SPECIFICATION DOCUMENT – ENTERPRISE RESOURCE PLANNING

II. My Payroll
III. Payroll Execution
IV. Pay Commit & WPS
V. Employee Loan

4. Attendance
I. My Attendance
II. Attendance Information
III. Assign Shift

5. Leave
I. Apply Leave
II. Leave Control

 Accounts
1. General Ledger

The central task of G/L Module is to provide a complete overview for Financial
Accounts. Recording all business transactions (primary postings as well as
settlements from internal accounting) that is fully integrated with all the other
operational areas of a company ensures that the accounting data is always
complete and accurate
Essentially, the general ledger serves as a complete record of all business
transactions. It is the Centralized, up-to-date reference for the rendering of
accounts.

General Ledger is a program which controls all the Transactions that are
entered from other Modules, and Link data without the need to enter
information more than once and thus able financial Controllers to tighten
control over the system users to review and audit and avoid errors.
This Module handles all the accounting system and will help to extracts the
trial balance and balance sheet.
a. Chart of Account & Segment values.
b. Budget Processing & Control.
c. Journal Processing (Actual, Budget, Encumbrance).
d. Journal Approval Workflow.
e. Adjustments and posting
Nov 01, 2015 FUNCTIONAL SPECIFICATION DOCUMENT – ENTERPRISE RESOURCE PLANNING

f. other accounting modules are integrated with the general ledger

g. Sub ledger and Control accounts
h. Sufficient information to provide a complete audit history
i. Control Accounting errors and omissions
j. Actual and budget Trial Balance.
k. Open / Close GL Periods.
l. Year End Processing.

I. Calendar Manager

Definitions:

Calendar year “starts from 1st of Jan and ends on 31st Dec every year”.
A fiscal year (or financial year, or sometimes budget year) is a period used
for calculating annual ("yearly") financial statements in businesses and
other organizations

Description:

Accounting period in bookkeeping is the period with reference to which

accounting books of any entity are prepared.
It is the period for which books are balanced and the financial statements
are prepared. Generally, the accounting period consists of 12 months.
However the beginning of the accounting period differs according to the
jurisdiction. For example one entity may follow the regular calendar year,
i.e. January to December as the accounting year, while another entity may
follow April to March or July to June as the accounting period.

II. Currency Manager

Definitions:

“Anything that is used in any circumstances, as a medium of

exchange”

Description:

1. Currencies are configured for the company’s legal way and

standard of payment handling.
Nov 01, 2015 FUNCTIONAL SPECIFICATION DOCUMENT – ENTERPRISE RESOURCE PLANNING

2. All currencies are maintained according to ISO Standard.

III. Chart of Accounts

A chart of accounts (COA) is a created list of the accounts used by

a business entity to define each class of items for which money or the
equivalent is spent or received. It is used to organize the finances of the
entity and to segregate expenditures, revenue, assets and liabilities in order
to give interested parties a better understanding of the financial health of
the entity.
Normally defined by an identifier and a heading explaining text title and
coded by account type. In computerized accounting systems with
computable quantity accounting, the accounts can have a quantity measure
definition.
The charts of accounts can, as in Sweden and Norway, be picked from a
standard chart of accounts, a list of predefined accounts, like the BAS in
Sweden. In some countries defined by the accountant from a standard
charts of accounts general layout, in some regulated by law. But in most
countries it is entirely up to each accountant to make and design.
The list can be numerical, alphabetic, or alpha-numeric identifiers. However
in many computerized environments like the SIE (file format) only
numerical are allowed. The structure and headings of accounts should assist
in consistent posting of transactions. Each nominal ledger account is unique
to allow its ledger to be located. The list is typically arranged in the order of
the customary appearance of accounts in the financial statements, balance
sheet accounts followed by profit and loss accounts
The Chart of Accounts is a list of all the nominal accounts your company
uses. It is central to your accounting system and Sage 50 Accounts uses it to
form the structure of your Profit and Loss and Balance Sheet reports.
This chapter explains how to work with your Chart of accounts, from
reviewing and modifying the chart you selected when you created the
company data, to adding or deleting charts as you require.
You can also find out how to check your Chart of Accounts for errors, and
learn about the errors that can occur when creating or modifying a chart.
If you are a non-profit making organization The Chart of Accounts (COA) is a
list of all the accounts that your company uses. In essence, it is how you
categorize your accounting system. A default COA is shown in Sage 50
Account’s Default Chart of Accounts on page 177.
Nov 01, 2015 FUNCTIONAL SPECIFICATION DOCUMENT – ENTERPRISE RESOURCE PLANNING

The COA is used to produce the Profit and Loss report, the Balance Sheet
report, the Budget report and the Prior Year reports. It is also used when
you run your Year End. The Year End facility refers to the COA to see which
accounts make up the Profit and Loss report. These are cleared down
during the Year End procedure. For more information, see Running the Year
End on page 300.
Sage 50 Accounts offers several COA designed for different organizations.
The first time you access Sage 50 Accounts, you choose which one you
would like to install. For more information see The Active Setup Wizard on
page 4. To ensure the selected COA suits your business it needs to be
reviewed and possibly modified. This is explained in the following sections.
Note: For those wanting to produce more than one Profit and Loss report
showing a variation of business results, you can add more than one COA to
achieve this.

IV. Combinations

Combinations of the accounts depend on the users given accounts details

and its requirements. It’s the module in which we define the hierarchy of
the entered accounts. The hierarchy has a special sequence like first comes
company then its multiple cost centres then cost centre has multiple
natural accounts then natural account has multiple analyses then analysis
has multiple buffers. Every company has a unique code and its multiple cost
centres also have their own unique codes and the multiple natural accounts
of a cost centre also have their own unique codes and the multiple analyses
of a natural account also have their own unique codes and the multiple
buffers of an analysis also have their own unique codes.

V. Category

VI. Journal Voucher

2. Bank
I. Bank
II. Cheque Book
Nov 01, 2015 FUNCTIONAL SPECIFICATION DOCUMENT – ENTERPRISE RESOURCE PLANNING

III. Internal Transfers

IV. Receipts
V. Deposit
VI. Recon. Adjustment
VII. Reconciliation
VIII. Void Cheque

3. P2P
I. Product Service

The System will Enter a unique product code (Auto generated Code) using
its own built in codes the Admin can change the codes as per their business
requirement.
Enter the product name or description here.
Unit of Measurement defines one unit or measures of the product (how the
quantity is measured). (Any division of quantity accepted as a standard of
measurement or exchange).
There user can select various option as per the desired need of the product
nature. The admin can define any new units as per the business needs.
Enter here the code you want to be used as the default for Inventory when
you create a new product record which will be used while purchase and sale
transaction and respective debit and credit to This Inventory Account
Use the drop-down button (Look-up Mirror) to select an existing code.
The System will by default create a code (An Analysis Account) of Inventory
Account (Natural Account) or Asset Account (Natural Account) or An
Expense Account (natural Accounts ) depending the selection of Natural
Account
Before GRN during Tender and quotation the system can use the supplier
code(A/p Account) and inventory Account but the it will be validated after
GRN ,which will be then posted to general ledger Accounts of sales,
inventory and Cost of sales.
The system will post actual entries after GRN preparation
Stock items in the Store of an enterprise could include any or all of:-
a. raw materials
b. components (parts)
c. spare parts
d. partly finished work (sub-assemblies, work in progress)
e. materials for maintenance
Nov 01, 2015 FUNCTIONAL SPECIFICATION DOCUMENT – ENTERPRISE RESOURCE PLANNING

f. consumables
g. tools, jigs and gauges
h. finished products packaging materials
i. scrap and by-products of production
j. damaged, substandard or obsolete items
k. Finished goods

II. Stores

An area set aside into which all the items and materials required for
production and/or for sale/distribution are received, where they are
housed for safekeeping, and from which they will be issued as required.
The store work involves:
i) receiving items and materials, including the inspection of them;
ii) storing the various stock items in the most appropriate fashion, binning
and/or racking them

The store is categorized in different storage type’s storage sections and bin
types
1. Storage types i.e. Bulk storage, open storage, high rack
storage, picking area etc.
2. Storage sections i.e. heavy parts, bulky materials, fast-
moving items &slow-moving items etc.
3. Bin types i.e. High bin, low bin and medium bin etc.

The storage bin is the smallest available unit of space in a store. And the
system can easily give the dimensions by entering the length breadth and
height of the bin which will result in proper allocating the space for
inventory. Each bin can be given a unique number which can easily trace
the items and will expedite the ordering process.

Documents related Receipt of stock:

i) delivery note
ii) carrier’s consignment note
iii) Inspections by stores, technical and inspection
iv) Goods-received notes
v) Shortage/damage reports
vi) Inter-stores transfers:
vii) Receipts from the production department;
Nov 01, 2015 FUNCTIONAL SPECIFICATION DOCUMENT – ENTERPRISE RESOURCE PLANNING

viii) Returns by customers:

Documents related Issues of Stock
i) Material issue note
ii) Transfers notes
iii) the goods returned outwards note

III. Payment Terms

A period allowed to a buyer to pay off the amount due, and

may demand cash in advance, cash on delivery, a deferred payment period
of 30 days or more, or other similar provisions.
The payment terms represent the typical agreements you have with your
customers and vendors. When a purchasing or sales document is entered
for a vendor or customer, automatically copies the information on the
payment period, price list, and total discount in the document. This
information is used, to calculate the prices for the items, the due date of an
invoice, or the total discount allowed etc. You can then change this data for
each customer or vendor. In addition, the information on the credit limit is
copied from the payment term to the customer master record and then to
the sales document, and can be used for a credit check.

IV. Supplier

If you buy goods or services from any vendors you can add vendors with
their business details, name and addresses, in order to get historical
information about the past purchases and get many reports.

V. Tender

A written invitation sent to potential suppliers of a good or service to

inform them about the information required for the buyer to choose among
them. Issuing a tender document typically begins the tender process by
which a business selects qualified and interested suppliers based on such
things as their price, availability and proposed delivery terms.
The main contents of a tender document, include the brief description of
the tender, background to your work, products or services offered and
their prices, provisions of materials, time allowed for delivery of products or
services, , validity period of the tender. The document should also include
your company summary and why the client should pick you.
Nov 01, 2015 FUNCTIONAL SPECIFICATION DOCUMENT – ENTERPRISE RESOURCE PLANNING

VI. Quotation

The process starts when a Call of Bid (tender) is issued. In response to the
Call of Bid (tender), quotations are sent from various potential suppliers.
After that the one best suited for the organization is selected.
The sales quotation can either be rejected or transferred into a purchase
order.
With this business process you can assure your business that you will
receive a certain product configuration and quantity at a specific time and
price.

VII. Purchase Order

The purchase order act as a written record of your order, providing more
accuracy than a verbal order might offer and is issued by purchasing
department .The purchase order is a contract that confirms your intent to
buy. It lists items, quantities, and prices, along with related charges. The
order also states your billing and shipping addresses, and the credit terms
you have negotiated with the supplier. Purchase orders may originate from
requisitions, or can be created directly.
A purchase order does not actually affect any of your accounts. Once items
begin arriving, you use the GRN task to receive items on the purchase
orders.

VIII. Receive Notes

When the items are delivered to your Receiving department, a receiving

document is recorded (GRN). The receiver confirms the received items and
quantities against the purchase order. Receipts may be based on supplier
scheduled orders.
You ordered merchandise using purchase orders, and the merchandise
arrives. May be the bill (invoice) comes with the merchandise and maybe it
does not .Either way, you need to update your company’s account to reflect
the receipt of the merchandise so that you know they are available to sell.
The GRN will be in issued after quality control check and after confirmation
the system will post the respective entries to the system The GRN will be
matched with purchase order and will reconciles automatically the items,
prices and quantity .Every GRN you enter automatically updates account
payables, inventory Asset Account and if otherwise an expense account.
Nov 01, 2015 FUNCTIONAL SPECIFICATION DOCUMENT – ENTERPRISE RESOURCE PLANNING

IX. Goods Return

During Goods receiving Note (GRN) the quality control inspection will be
conducted. So if any discrepancy found the system will automatically adjust
and reconcile it. The discrepancy may be in terms of quantity, quality or
else, The Reconciliation and matching will be done with purchase orders so
this screen will be a default screen no manual entries will be done . It will
further enunciate the debit note to inform the supplier about the
discrepancy that the supplier books will be adjusted.

X. Debit Note

A document used by a purchaser to inform a vendor of the quantity and r

amount of goods being returned, and requesting that the amount be
returned to the purchaser. A debit note is often used to return goods on
credit. The vendor then issues a credit note to the purchaser indicating that
the goods have been received, and that the purchaser will not have to pay
for them.
After generation of The Goods returned note the concerned department
can issue the debit note to the supplier mentioning the detail of
discrepancy so that both supplier and customer be on same page and their
accounts are tally.

XI. Payments

Supplier invoices are then selected for payment, either automatically, or

manually. Usually, an aging report is run to determine which balances are
oldest. The payment selection report is printed to show the supplier
invoices selected for payment, and corrections are made if necessary.
Once supplier invoices are selected, payments are processed.
After payments are made, the supplier balance is decreased, but the
payment is not immediately flagged as closed. Both the payment and
original supplier invoice remain on the system until the payment is
reconciled (cleared by the bank).

XII. Issue Requisition

After receiving Goods in stores the goods can be used in our business so
there will be proper issuing of goods and can be only issued against a
Nov 01, 2015 FUNCTIONAL SPECIFICATION DOCUMENT – ENTERPRISE RESOURCE PLANNING

material issue requisition by concerned authorities. The MIR also states

issued, req.utsed date, issued for cost centre or Job, quantity. The System
will update its inventory record and respective entries will be made by
crediting inventory and debiting Job or cost centre.

XIII. Issue Returns

A record of the return to stores of unused materials. this is reverse of

Requisition note and have same similar information .The Material return
note also states return date, Return from cost centre or Job ,reason of
return ,return by and condition of return . The System will update its
inventory record and respective entries will be made.

4. Cash
I. Payment Request
II. Direct Payment
III. Petty Cash

5. Fixed Assets

6. Loan
I. Loan Information
II. EIBOR
III. Collateral Detail
IV. EMI

7. Pont of Sale

8. Budget