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Use Case

The document describes a use case for an invoiced system. It outlines the primary actor, goal, preconditions, main flow, postconditions, and alternative flows of the system. The main flow includes steps for creating an invoice, filling in details, validating, generating, reviewing, approving, and sending the invoice.

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28 views3 pages

Use Case

The document describes a use case for an invoiced system. It outlines the primary actor, goal, preconditions, main flow, postconditions, and alternative flows of the system. The main flow includes steps for creating an invoice, filling in details, validating, generating, reviewing, approving, and sending the invoice.

Uploaded by

520h0686
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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**Use Case:** Invoiced System

**Primary Actor:** Accountant/Finance Department

**Goal:** Generate and manage invoices for products or services provided by the company.

**Preconditions:**

- The system is accessible and functional.

- The accountant has logged into the Invoiced System.

- The necessary customer and product/service information is available in the system.

**Main Flow:**

1. The accountant selects the option to create a new invoice.

2. The system presents a form/template for the new invoice, allowing the accountant to fill in the
required details:

- Invoice number (automatically generated or manually assigned)

- Customer information (name, address, contact details)

- Date of invoice issuance

- Description of the products/services provided

- Quantity and unit price of each item

- Applicable taxes or discounts

- Payment terms (due date, payment method)

3. The accountant fills in the form with accurate information.

4. The system validates the entered data for completeness and correctness.

5. Upon successful validation, the system generates the invoice and stores it in the database.

6. The accountant reviews the generated invoice for any errors or discrepancies.

7. If necessary, the accountant can make amendments to the invoice and update the system accordingly.

8. Once the invoice is accurate and ready, the accountant marks it as "approved" or "finalized" in the
system.
9. The system sends the invoice to the designated recipient via email or other preferred communication
channels.

10. Optionally, the system can track the status of the sent invoice (e.g., pending, paid, overdue) and
provide notifications or reminders as needed.

11. The accountant can view and access all created invoices in the system, along with their respective
statuses and payment histories.

12. If required, the accountant can generate reports based on invoices (e.g., monthly sales reports,
outstanding payments).

**Postconditions:**

- The invoice is created and stored in the system.

- The accountant can track and manage the invoices efficiently.

- The customer receives the invoice and can proceed with the payment accordingly.

**Alternative Flows:**

- If validation fails at any step (e.g., missing required fields, incorrect data format), the system displays
error messages and prompts the accountant to correct the errors.

- If there are multiple payment methods available, the system allows the accountant to select the
appropriate option for each invoice.

- If the customer's contact information is incomplete or missing, the system notifies the accountant to
update the customer details before proceeding with the invoice.

- If the accountant needs to generate recurring invoices, the system provides options to set up
automated recurring invoicing based on predefined schedules.

Liệt kê use cases:

1. Create a new invoice: The accountant creates a new invoice by entering information about the
customer, products/services, and payment details.

2. View invoice list: The accountant can view a list of all created invoices in the system.

3. Edit invoice: The accountant can edit invoice information if needed, such as modifying product items
or adjusting prices.

4. Delete invoice: The accountant can delete unnecessary or mistakenly sent invoices from the system.

5. Send invoice: The system automatically sends the created invoices to customers via email or other
communication channels.
6. Confirm payment: The accountant confirms and updates the payment status of each invoice when the
customer makes a payment.

7. Track invoice status: The accountant can track the status of invoices, including unpaid invoices, paid
invoices, and overdue invoices.

8. Generate reports: Accountants can generate reports related to revenue, outstanding payments, and
invoice statuses.

9. Recurring invoice creation: Accountants can set up and generate invoices automatically on a recurring
schedule, such as monthly or annually, for the convenience of invoicing for regular services or products.

10. Customer management: The accountant can manage customer information in the system, including
creating new customers, editing existing customer details, or removing customers from the list.

11. View payment history: The Accountant can view the payment history of each customer, including
previous payments and remaining balances.

12. Invoice categorization: Accountants can apply categories or labels to invoices for easy identification,
such as sales invoices, service invoices, or rent invoices.

13. Print or export PDF: Accountants can print invoices or export them as PDF files for archiving or
sharing with relevant parties.

14. Revenue analytics: The system provides functionality to generate reports and statistics on company
revenue for specific time periods.

15. Accounting document management: The accountant can upload and manage accounting documents
related to invoices, such as contracts, payment receipts, or delivery proofs.

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