Accounts Payable and Receivable 03a v4 0

1.
Project Background
1.1 Problem/ Opportunity Description
Security of the records
The Accounting department of the company handles almost all
of the accounting files such as money statements inside the company,
which leads to the prior need of effective security for the company.
Insufficient Storage
The Existing system of the company is having problem about
the storage because this accounts statements of the company
occupies large storage within the system.
Database of every Accounts

The company has a existing system but it still do not provide all
the companys needs for the database of every transactions, they are
having difficulty in the allocation of data just like in their petty cash that
supposed to be fall under the payables data but the system is
incapable of including this petty cash into the database.
Lack of Data Recovery

The company is not prepared for the sudden situation that may
occur like sudden shut downs of the computers while in the workloads
that may lose important records from that day.
Incapability of making the records safe from unwanted edits.

The accounting department handles the money statements of
the company and it will be a big problem if their database itself can be
edited after being declared in the records.
Mis-declared location of data records

This was a rear thing that may also happen, to fail to declare the
transaction in its supposed to be location, if accidentally the accounts
payable records are being encoded into the receivables database.
1.2
Benefits
Since the accounting department handles money transaction, they
must always be aware about everything that is going on within and outside
Merchandising (Accounts Payable & Receivable)
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of their company. there must always be a ready comfortable, secured and

organized system for the recording of the outgoing and incoming money
inside their database. There must be specific organized data fields for
every transactions, both accounts for payables and receivables and
including the petty cash.
This will be very useful for the accountant if there are prepared
columns and fields for the payables and receivables. we have lots of data
that is a must to be encoded inside the payables and all of this must
have
its own data
base like
the
employees they are also part of
payables, every employee must have every data records individually

encoded. There must also be a record of their dates of payments,
information and scheduled payrolls according to their position.
Having organized fields for every account will be very helpful that it
can just simply sort all the location and they can already see all the
generated reports in convenient way of getting all of the data encoded.
1.3
Goals
Security of the records The Accounting department of the company
handles almost all of the accounting files such as money statements
inside the company, which leads to the prior need of effective security for
the company. So the system must be capable in securing data gathered.
Insufficient Storage of the existing system of the company is also a
problem because this accounts statement of the company occupies large
storage within the system. In this case the development team must create
a system that can store and save large amounts of data.
Database of every Accounts the company has a existing system but
it still do not provide all the companys needs for the database of every
transactions, they are having difficulty in the allocation of data just like in
their petty cash that supposed to be fall under the payables data but the
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system is incapable of including this petty cash into the database. So the
proposed system must be capable in encoding other company liabilities
such as petty cash.
The company is not prepared for the sudden situation that may
occur like sudden shut downs of the computers while in the workloads that
may lose important records from that day. So he proposed system must
have a program that can recover deleted files to make sure that they wont
loose data again.
The accounting department handles the money statements of the
company and it will be a big problem if their database itself is can be
edited after being declared in the records. The proposed system must be
responsible in insuring that the data encoded will never be edited from the
list.
The Mis-declared location of data records is a very rear thing that
may also happen, in failing to declare the transaction in its supposed to be
location, if accidentally the accounts payable record are being encoded
into the receivables database. So this was included to the goals to make
sure that the system is working and the records are accurately encoded to
its specific areas.
1.4 Stakeholders and Clients

There are many people inside the company who will be benefitted
at the end of this system proposal. this system can create, edit, and delete
data that they are encoding this can also lessen the wasted hours so the
whole department will be benefitted for being connected to each other
sub-systems.
The Supplier
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The supplier can also feel this kind of convenient ambiance inside
the
company, by receiving all the updates of their dates of payments
without confusion and withholding their suppliers invoice and checks.

Administrator of the company
By the use of the system the administrator of the company or the
manager of the Accounting department will going to have ease at
recording all the data they have been gathered for the whole day.
Accountants
This system all the transaction of the accounting department will be
affected not just for the whole day, but for the rest of the company years.
This proposed system will surely reduce the users stress at every
transaction for giving them the most easy and convenient way of sorting
and encoding of all the data gathered.
Lead Programmer, System Analyst, Document Specialist, Business
Analyst and Project Manager
The Whole team will be benefitted in completion of the system,
The Programmer will be benefitted by the additional knowledge that he

can gain from doing this kind of system, he will be very much familiar
about the things that must be included in the system as well as letting
his knowledge to grow in the actual basis of developing a running
system for the accounting department of the company.

The system analyst will be benefitted by being a professional and
gaining knowledge about the actual design of the proposed system. He
will be working with the lead programmer so of course he can also
learn something from it.

The Document Specialist will also be benefitted since she will be
handling the overall documentation of the whole project, so this would
simply mean that she will be absorbing all of the details of the project
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and learn from it. And would also develop and enhance her
documenting skill.
The Business Analyst is the one responsible about the overall business
transaction of the development team and as well as the business
transaction of the current company that the system is proposing to so
which means if she really work hard on that she will benefitted by of
course studying about the business transaction of the company and
learn to convert it to actual running system through t her knowledge will
be broad and her thinking skill will be enhanced logically.

Project Manager will be playing the role as the team leader of the
development team so in this case she will be benefitted upon finishing
the project. The experiences that she can gain upon handling the team
will build up and manage her ability of leadership most especially in
actual situation such as leading the company that she will be working
for.
1.2 Project Scope
The scope of the accounts of payables and receivables are stated in the
word breakdown structure such as for the payables includes;
*Menu- for posting, editing, creating and printing voucher and direct checks.
*Reports- for payables aging, inquiry and journal.
*Analysis- for vendor information.
*Vendor Files- for Editing, changing, labelling, and noting of the vendors master
list.
*Bank Reconciliation- for Editing, Purges, and list of bank reconciliation.
*Miscellaneous- to Print, verify, and purging payables data. And;
*Maintenance- for editing the whole files.
and for the receivables includes;
*Menu- for editing and receivables inquiry.
*Reports- for inquiry, journal, and aging of the receivables.
*Month End- for final receivable journal, to create service charge statements in
either email or FAX and aging.
*Miscellaneous- for final inquiry, purges and verifying receivables data. And of
course;
*Maintenance- for the whole files.
1.2.1 Objectives
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Is to create a system that can secure all the data files of accounts
payables and receivables with the log in and switch user that the
proponents will implement inside the system.

Is to create a system software that will manage accounts of
receivables and payables in a different but accurate database.

Is to create a system that will manage accounts journal, aging,
vendors, bank reconciliation and maintenance.

Is to create a system that can work together with other sub-system
through integration with a well and accessible modules.

To create an efficient and accurate data base for all of the data
gathered from accounts receivables and payables.

To have a complete documentation of the whole project such as the
plans that the proponents are planning to start the project, processes
that will be implemented to the system, changes and progress of the
project and complete lists of the quality standards that must be added
to the project.
1.2.2 Deliverables
Files
Project
Deliverables
for Work Products description
Accounts Payables
Log In interfaces
Log in interface will for the security

of the system
Is for switching the user if the
Switch User
system
Transaction
Project
Accounts
Deliverables
payables
Receivables transaction
Payable Transaction
Payable transaction is for the

payment invoice of the vendor to
Receivable Transaction
supplier.
Receivable transaction is for the
sales in voice of the customer
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Create Voucher Check
Is for the created check from the

payment invoice.
Maintenance
Project
Accounts
Deliverables
Payables

and
Receivables Maintenance
Vendor File
Vendor file is If the user would like
Terms
to add vendor information

Terms is for the numbers of days
or months of expected payment or
receives.
List of types of accounts related to
Accounts
accounts payables and receivables
Reports
Project
Accounts
Deliverables
Payables

and
Receivables reports
Payable Journal
Payable journal will manage all of
Payable Aging
the payee reports.

Payable aging is for the dated
payments of the company.
Payable Inquiry
Receivable Journal
Receivable journal will manage all
Receivable Aging
of the payer reports.

Receivable journal will manage all
of the dated
receivable of the
company
Receivable Inquiry
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Check Transaction List
Check Transaction list is a List of

the posted check according to
date.
1.2
.3 Out of Scope
Payroll
In the payroll of the payables, the accounting must be
connected to the Human resource department, but its only the
payables of the employee that the accounting department is concerned
of and no longer the handling and the monitoring of the employee
attendances or performance either.
Procurement
The payables also manages transaction to the suppliers with
terms and conditions and contracts but its only the details of the
suppliers and their payment that the accounting is concerned of and
not the entire matter regarding contracts because it must be handled
by the procurement system.
Point of Sale
The accounting also manages the receive cash of the
company that is connected to the POS and the purchasing
department but the accounting are just concerned about the sales
and the receive cash and no longer the inventory.
Mall Monitoring
The accounting also manages the rents of the malls all the
transaction involving money and payment are the focused of the
accounting department so even though that they are connected to
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each other there will always be a sub systems that must be

managing other transactions to let everything fall in to its proper
places.
The merchandising has a wide branches that must have its
own system, and must be functioning into its proper function alone,
though there are times that they really have to checked on one
anothers details its must be much proper that they do have their
own functioning system at their respective department.
1.2.4 Enterprise Information System Required Functionalities
Mobile Apps
The system for accounts payables and receivables will be having
crucial datas. In this case the proponents must be more strategic for
making the system as android base application but accessible only by the
administrator and the accountants.
Free Format Query
The system for the accounts payables and receivables must be
designed to perfection of being a user friendly that if the user will be using
the system, it will obviously show the used of every button and functions
inside of it. It must be close to the actual system that they are currently
using but of course developed to provide more convenience and to satisfy
the needs of the business process of the system.
Personalized Screen
The plan for the system design is in free format provided that it will
still be formal and suits to the eye of the user. The proponents will be
planning to use a three colour combination base on the majority choice of
the team and base on the natural colours that they are normally using in
every system. There will also be personalized buttons and functionalities
inside the system to be more appealing to the eye of the user.
Import Export
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The data gathered by the proposed system in the actual run will be
planned to be adoptable unto any of the possible windows that can be
transferred the documents such as the Microsoft word, excel, access,
power point, note pads and emails and faxs. This plan is created to make
the data gathered accessible in transferring to other storages and needed
connection from the payables and receivables. this will help the users of
the sub systems to transfer all their data into one another.
1.3 Project Plan

1.3.1 Approach and methodology
Planning
The system that has been assigned to the proponents is the
Accounts
payable
and
receivable
that
is
under
of
the
merchandising department, through this word, the proponent can

already knew what are the possible branches of the merchandising
as well as what are the components involved in accounting
department. At first the proponents find the accounting as just a
receivable and payables but as the study goes through they
realized that the accounts payables and receivable and the
merchandising itself has a very wide and crucial branches that even
one sub-system fail to operate then the whole merchandising
system will be affected so every subsystem must function.
Interview
The accounts payables and receivable of the accounting
department is both handling crucial transactions just like the
Accounts payable, this accounts payable handles the companys
liabilities but this doesnt ended yet because the accounts payable
has a branches according to the list of all the must be paid bills.
These bills must be ordered according to its classification and these
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must also produce a clear output for the rechecking of all the
expenses of the account. Same as the receivable account these
also handles crucial account and it manages the income of the
company but these has also wide branches to be classified. These
two bodies in the accounting department has a really big need to be
organize because these handles the incoming and outgoing
finances of the company, in relation to these study the proponents
ask one of the staff of the San Roque Super Market regarding their
accounting and according to her almost all of the transaction of the
company is passing through the accounting department, that if one
transaction fail to operate then all might be affected. According to
her the san roque supermarket is earning income from the shelves
and rents inside their company and that they are making
transaction in every suppliers of their company, they are also
producing petty cash for the urgent need for cash but that petty
cash is not yet included to the accounts payable, so if the
proponents created a system these matter must also be
accommodated to produce a effective and satisfaction for the
company.
Look forward for bigger opportunity of the company and
acknowledge the users opinion.
One more matter to consider is accommodation for the
higher services for the fast growing company, the system for the
accounting must be capable in handling large transaction yet
organized and quality assured.
The system for the accounting must be aside from the ability
of being a user friendly, it must be fit for any accounting company
and eye captivating that is simple but professional and not so
colourful in the aura so that the colour wont distract the eye of the
one who will be administrating the system. Not just the design of
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the
system must be effective in every aspect to provide the
assurance and the security of the system. The proposed system

must fulfil the demand of the user.
Research for the Subject
The focus of the system is the whole accounts payable and
receivable, all the must be paid bills, maintenances, utilities and
even the employee for their payroll and positioning in the company,
they must be well classified in order to manage their payrolls
correctly and in the exact date., same as the receivable where in
the system must classified all the suppliers information. The system
must have credit line for the supplier to easily know if they are
paying correctly based on the contract, the credit line is composed
of the list of the suppliers payment transaction they are classified as
the, Post dated check, Cash on delivery, consigner, or instalment
basis. In this case the administrator may easily know when and
how much will the supplier pay them. Aside from the supplier the
company also earning money base on the shelves and stalls inside
the mall and they must be classified based on the location so the
system must also has a private location map inside the system
where they can easily know how much will that stall must be paying
in the pay dates.
This system is created to give ease at the accounting
department and the accountant to lessen their time in crucial
updating of all the transaction they are doing inside the company.
The system must be manage by the administrator to take
part on the handling of the system, the proponents will going to add
a useful tools in the system such as the help, add, switch user and
of course the username and pass word for extra security of the
company for the system.
Development
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After gathering data the team decided to observe at the

facilities and process that the accounting is doing they look for
voucher checks, sample invoices from banks and stores , and
research for the actual content of the system for the payables and
receivables from the accounting IDs to the accounting vocabulary.
Then the team decided to spend time on researching and
brain storming on how this gathered details made to reality and
joined together to build an effective and efficient system.
Testing
The proponent must make sure that the system that they are
going to present must be appropriate base on the actual system
that the company is using for the accounts payables and
receivables so the team must conduct tests upon creating the
project, the plan test will be the following;
System test- a test to make sure that the system is really
working
Functionalities test- to make sure that all of the functionalities
inside the system are working well base on its specific task.
Import and export test- this is to make sure that the system
can generate data to store and transfer into other windows.
This tests will be implemented to make sure that the project
has already achieved its goals.

1.3.2 Project Time line
1.
Task Name
Start
Study the project that has June 24,2014
Finish
June 26, 2014
Duration
1 week
2.
been given to us.

Think
the
possible June 27,2014
July 2, 2014
1 day
3.
question for the interview.

Choose a company for July 3, 2014
July 4, 2014
3 days
4.
the project interview.

Plan when the interview July 8, 2014
July 9, 2014
1week
going to be happens.
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5.
6.
Conduct an interview.
July 10, 2014
Start the project charter July 17, 2014
July 16, 2014

July 23, 2014
1 day
3days
and think the objectives

and the scope of the
7.
project.
Plan for the budget and July 23, 2014
July 24 2014
2days
8.
cost.
Plan for the project flow July 25, 2014
July 29, 2014
1 week
9.
and the process.

Start
the
10.
documents for the project.

Checking
of
the August
whole August 1, 2014 August
documents and consult in 2014
2014
26, August
22, 3days
27, 1week
2014
11.
the advisers.
Prepare for
12.
defence.
The mock defence.
13.
2014
2014
Revised the documents September 15, Until the final 1 week
the
mock September
2, September
5, 1 week
2014
2014
September 10, September 13, 1day
that the panel want it to 2014
defence
be.
come
14.
Sem-break
October.
October
15.
something
Start the applying of the November
October
has
in
something
Until next year
process in the codes and

the project
1.3.3 Success Criteria

The system is well effective and done if the system can already
handle large accounts, like handling lots of suppliers and
transaction.
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If the system have already meet the users demand and if the
system have already lessen the paper works and time
consumed in every transaction

If the system can already include all the transaction in the
accounting including the extra expenses like petty cash

If the system have already prepared a unique and organize
location for accounts payable and receivable.

If the system is already secured.
If the system have already meet the objectives of the project.
1.3.4 Issues and policy implications

Information Management
General Ledger System is dependent on the information given by
the Accounts Payable and Receivable System. So if the accounts
payables and receivables forget to send the data to the GL then the
GL will be having a trouble running the system.
-In this problem the proponents decided to create a notification in
the system that if ever the system have already completed to
gather all the data there will be a message or a warning message
that will pop up to the screen to remind the user that he did not
send yet send the data to the GL or a option buttons weather to
leave the page or cancel with a pop up message that says would
you like to send the data? then options through the right click and
a drop down list of connected sub-system to the Accounts payables
and receivables. The proponents will still be looking for convenient
way of reminding the user about that matter.
Adjusted Payables are not recorded.
Adjusted payables are not recorded- for example that the user
missed to check all of the received payables and suddenly notice it
after sending the data gathered.
-just like in the famous face book page if you have already sent the
message or even in your status below there you can see the edit
button that you can use if the user wants to adjust the details in the
data
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-but if the message sent have already encoded since it cannot be

edited yet, the system for the adjusted payables will be having
aside from the send button it can also send personalized message
to let the user of the other system know that there are changes
being created to the sent data to their account.
Unpaid Payables
In payables the user of the system handles all of the data payables
details but since everything is crucial and it takes time to manage
each of it the user may unexpectedly forget that there will still be
unpaid payables.
-in this section the proponents would also like to have a notification
and a pop up message that would remind the user that there will
still be unpaid bills with the date of the payment. Just like the
message that will pop up to the computer antivirus that says it
detects a virus and the computer needs to be scan.
1.3.5 Risk Management Plan
Risk Factor
Knowledge
willingness
and
of
Probability
H-M-L
Impact
H-M-L
Risk Management
Action
Low
High
The
the
proponents
will
sure
that
make
development team to
everyone
within
the
create a efficient and
team is not just doing
running system
the project for it is a

must but the team will
be
doing
this
enjoyment
with
while
learning so there will

be no possibility to let
Over All Block outs Low
from which the system
Low
will no longer capable

them feel bored.

The company must
prepare a generator for
this
issue
so
the
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without electricity
system
Sudden Brake down of Low
stocked.
The system
Low
the Machine
wont
immune
is
from
be
not
any
sudden brake down of

the computer, in this
case
the
company
must always have a

backup system for the
If the company got Low
sudden problems.
The administrator is the
Low
emergency
one
in-charge
of
handling the system so

emergency occur, she
is still the one that must
Shortage
of
unable
to
funds High
comply
administer the system.

If the proponents un
High
able to Provide the
necessary
necessary
requirements
requirements or other
technologies the team
will conduct fund racing
to provide the needed
Work Plan is not met

due
events
to
Low
unexpected
resulting
to
Lo
tools and equipments.

The proponents, will
make sure that every

team
members
are
delayed completion of
functioning well so that
this project.
the project wont be

delayed- the team will
spend more time in
finishing the project.
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Mis-Integration from Medium
High
Since
the
other sub-systems of
merchandising system
the merchandising.
is quite broad there will

always be problem that
will arise regarding the
integration
of
the
system, in this case the

whole
merchandising
team will make sure

that they are using the
same
database
to
prevent having troubles

about
the
integrated
databases.
1.3.6 Service Transition
The system must have its maintenance or the maintenance team of
the whole accounting department in order for the maintaining of the
capability of the system and if ever there came a problem regarding the
system, there will be someone who will fix the problem.
The system will going to be handled by the administrator
themselves, so they are the one in charge in handling the machines, but if
in case the admin is un attended, the system will going to have a add and
switch user, in order that even if the admin is absent, and there will be the
one to substitute in her position, her account is still secured that it cannot
be edited in other account. But still it contains the same detail but cannot
be edited if hes not the one who personally encoded that.
Before implementing the system of course the admin and the end
users must be knowledgeable in handling the system first, but if ever they
have forgotten something about the system, theres nothing to worry about
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because the system has its help button in order for to be the extra manual
or a user guide for the user as he began to use the system.
In the long run of using the system, the work load came upon, the
system can also handle by other authorized personnel within the
permission of the admin themselves. And if there will be any changes
regarding the system, or such other concerns in managing the system, the
person in-charge to make the changes is the programmer of the system.
1.3.7 Options Analysis
If the company wants to add more to the existing system there will
always be a way for the programmer, just like if compared to the other
systems, such as those in the malls, the company can suggest it to the
programmer and let him develop the system to enhance the benefit of the
system, and that is what San Roque super market do. They do have
existing system but they have their own programmer and developer so the
development of their system is continuous. Else they can also use
biometrics and scanners available in the market in order to have extra
security for the system.
In the completion of the system there will always be additional
equipments that will be added to the system of the whole merchandising,
in being aware that it is not everyone of us will be needing to use that
equipment but the whole merchandising system willingly like to help one
another for racing funds for the equipments that they must provide.
For the technical issues regarding not being able to provide the
necessary equipments for the integration of the system the whole
merchandising are willing to provide and use their own laptop if needed for
the development of the project.
1.4 Technical Features
The following are the technical features requirements in developing the project.
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Front End The proponents will be using Java Netbeans IDE 7.4 for front
end since the lead programmer is well knowledgeable in using this kind of
language for the program of the system

Back End - The proponents will be using MsSql for back end because they
are required to use MsSql for the database of the system.

Mobile Application The proponents are required to have mobile application
to their system and since the proposed system is about the statement of
accounts it will be optional if the proponents or the client wants the system to
be downloaded as mobile application
1.5 Project Organization and Staffing

Role
Names And Contact Responsibilities
Time
Infromation
Project
Diana Dequillo
Serve
ultimate
Manager
as
authority/
responsibility
for the project
Provide
strategic
direction
and guidance
Approve
changes to scope
Identify and
Documen
t
Specialist
Mae
Ann
Mangaoang
secure funding
Make
business
and
approach for the

project
Participate
in key activities
Make
resources available
Approve
work products, and
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approve
change
requests
Lead
Programmer
Jonathan
Yamsuan
and
Report
to
receive
direction
from
sponsors
Manage,
review,
and
prioritize
project
work plans
Provides
status reports
Manage
project team
Recommen
d changes,
escalate
issues,
and mitigate risks
Participate
in
System
Analyst
Dan Marie Batino
project
activities,
including planning,
implementation
deliverables,
of
and
quality control
Business
Analyst
Rhealyn Bambalan
Adviser
Mr.
Rommel
Constantino
1.6 Project Budget
Budget Item
Description
Budgeted Cost
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1. Transportation
fare
2. Prints
Group transportation fair 100

for the group review.
Group individual prints 50

of
the
researched
matters to review
One-Time Costs
One-Time Item 1
Description
Final document print
Printing budget for the 220

final documents to be
passed.
Total One-Time
Costs: 220
Ongoing Costs
Research/ internet bills
50pesos
Transportation for the meet ups

100pesos
Ongoing Item 1
Description
Transportation
On-going transportation 100

every meet ups
Total Ongoing
Costs: 250
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CHAPTER 2- FOREIGN AND LOCAL STUDIES

The accounting department of merchandising manages the companys
assets and liabilities, but to deepen the study for the accounts payable and
receivable the proponents prepared a list of related studies both foreign and
local, to broadly explain the whole boundary of the payables and receivable.
Duty Free Philippines Corporation

The first duty free outlet located at the Arrival Area of Ninoy Aquino
International Airport (NAIA) started its operations on 2 May 1987, initially offering
liquor, tobacco, fragrances and confectionery.
A month after, the Departure shops at NAIA became operational, boasting of
sleek and modern designs. By the end of 1987, a third outlet was opened at the
Mactan International Airport in Cebu while the Manila Hotel and Manila Garden
Order Centers were added in 1988.
April 2, 1989 saw the birth of DFPs first off-airport shop and its largest duty
free outlet --- the Fiesta Shopping Center . The FSC, a take-off from the
Department of Tourisms Fiesta Islands Philippines promotion, was an 8,000
sq.m. facility right across NAIA and the countrys biggest duty free store. More
new shops were opened in 1992: the DFP Arrival store at Fort Ilocandia in
Laoag, Ilocos Norte; departure and arrival outlets in the new terminal building of
Page 23
the Mactan International Airport in Cebu; and an off-airport store at the Paskuhan
Village in San Fernando, Pampanga. A downtown shop opened in 1993 in
Davao. April 1997 marked the opening of DFPs flagship store on a 5-hectare lot,
purpose built for duty free retailing. The new Fiestamall boasts of a 24,000 sq.m.
selling area and state-of-the-art facilities.
The Tourism Act of 2009 (Republic Act No. 9593) signed into law in 2009,
reorganized DFP to become the Duty Free Philippines Corporation. As a body
corporate, DFPC is tasked to operate the duty-and tax-free merchandising
system in the Philippines aimed to augment the service facilities for tourists and
to generate foreign exchange and revenue for the government as mandated by
E.O. No. 46.
At present, DFP operates the following outlets: Fiestamall in Paraaque City,
Arrival & Departure Stores at the NAIA Terminals 1, 2 & 3, Arrival, Pre-departure
& Departure Outlets at the Cebu Mactan International Airport, a store at the
Waterfront Hotel in Lahug, Cebu and the Arrival and Visitors Center shops at the
Davao International Airport.
Market Segment
As mandated by law, DFP caters to the international travelers market, namely
the Balikbayans / Overseas Filipino Workers (OFWs), Regular Filipino Travelers
(RFTs), Foreign Individual Tourists (FITs), and Tour Groups (comprising mostly of
Japanese, Taiwanese, Chinese & Koreans). DFPs potential market size is
dependent on outgoing and incoming travelers.
Historical Sales Performance
DFP ended its first year with net sales of $9.6 million. Impressive doubledigit growth rates followed in the next three years. By 1991, sales had reached
$116.6 million, while sales swelled by 88% to $219 million in 1992.
DFP reached even greater heights over the next two years. In 1993, sales
rose to $256 million, or 17% more than the previous year. Its equally buoyant
Page 24
sales performance of $298 million in 1994 was even enough to boost it to fourth
among the worlds leading duty free shop operators. A new record was set in
1995 with sales of $354 million, 20% higher than the previous years sales
performance.
However, with the issuance in January 1996 of Executive Order No. 250 ---limiting the items allowed that can be purchased by Returning Filipino Travelers
(RFTs) and Foreign Tourists (FTs) --- and with the eventual closure of the PICC
and Paskuhan Village outlets, DFP sales declined to $318 million for 1996.
The new Fiestamalls opening in April 1997 was supposed to generate
generous sales for DFP --- if not for the economic crisis which hit the Asia-Pacific
region two months later.
The devastating peso devaluation triggered DFPs sales downturn by
15% as the year closes with $270 million in sales. A drastic 30% drop was
posted the following year as DFP recorded sales of $190 million for 1998. The
year was crucial for DFP as the company was turned over to a new
management, which had to instill various reforms to rehabilitate the ailing DFP
(such as the closure and turn-over to concessionaire of the provincial outlets
in March 1999; implementation of store rental subsidy; establishment of a
Value Shop to move the inventory of overstocked, non/slow moving and/or
damaged merchandise; and major store renovation/enhancement).
Sales of $169 million was posted for 1999. Then, the prevailing
economic - political situation, which was further aggravated by the debilitating
peso exchange rate attributed to sales decline of 11% against previous year
and the non-attainment of the years quota.
By year 2000, total DFP sales was $148 million, a decline of 12%. It
further dropped 9% with sales of $136 million in 2001. Business was greatly
affected by the decrease in tourist arrivals, peso depreciation and the socioeconomic crisis.
Page 25
The year 2002 signaled the onset of DFPs return as a performing duty
free operator. For the first time since 1997, DFP recorded 3% positive growth
over previous year with $141 million sales. However, the decline in travel due
to the Middle East conflict and SARS affected DFPs sales performance the
following year. DFP posted a -6% drop in 2003 with sales of $132 million.
Unfazed by various external factors affecting the travel retail industry,
DFP implemented aggressive marketing campaigns which helped catapult the
companys revenues to $142 million in 2004, $146 million in 2005 and $151
million in 2006.
Finally in 2007, with the stronger peso against the dollar, the growing
economy, and the increase in tourist arrivals, DFPs marketing efforts were
proven effective as sales of $173 million marked a 15% increase against
2006. And despite a slowdown in the Philippine economy the following year,
the significant growth in the countrys travel and tourism industry somehow
contributed to DFPs positive performance with sales up by 6% in 2008 at
$184 million. Unfortunately, the global economic crisis and AH1N1 pandemic
greatly affected the international travel retail industry and consequently the
countrys inbound tourism, hence DFP posted a -4% decline in revenues in
2009.
2.Merchandise Mix
DFPs shopper-friendly facilities are complimented by an extensive
range of world-class, high quality, international products. Like other duty
free operators worldwide, DFPs merchandise mix has expanded from
what was basically a liquor-and-tobacco operation to a wider array of
fragrances and cosmetics, fashion accessories and apparels, electronics,
sporting
goods,
housewares
chocolates,
confectioneries,
and
grocery
home
furnishings,
items.
Customers can shop in luxury at the Fiestamalls 1,200 square meter

Page 26
Fashion & Beauty Walk which consolidated high-end fashion products in

personalized
brand
boutiques.
All
leading
liquor,
cigarette,
and
confectionery brands can also be found in the stores category sections.

Historical Customer Count
DFP recorded a steadily increasing customer count for FSC in 1991
to 1995 with an average increase rate of 39%. However, in 1996,
customer count fell by 6%, 8% in 1997, and 16% in 1998. Year 2001
marked a 7% drop from previous years pax count for Fiestamall alone. In
2002, total DFP customer count increased 1% --- only to drop 16% in
2003 due to the decline in travel caused by the Middle East conflict and
SARS. The year 2004, however, significantly marked a 3% growth in
customer count attributable to the companys exciting promotional
campaigns and the increase in tourist arrivals. However, although sales
increased, customer count for Fiestamall alone dropped 4% in 2005 and
2006.
DFP implemented various aggressive marketing efforts resulting to
a 7% and 8% increase in customer count for 2007 and 2008 respectively.
The -6% drop the following year may be attributed though to the global
financial crisis and the flu virus scare.
VASSAR Industries Go Live on ERIC
Last February 1, 2011, the Vassar Industries Inc. officially went live
on ERIC.
Vassar has been providing distinctive packaging solutions to food
and non food industries for over four decades. Pioneering the industry in
quality products and services, Vassar counts Nestle Philippines, CocaCola Philippines, Jollibee Corporation, KFC, Kenny Rogers, Goldilocks
Bakeshop, Red Ribbon Bakeshop, Lamoiyan Corporation, Universal
Robina Corporation, and SM Group of Companies among its clients.
Page 27
The Senior-Vice President Ms. Zenaida Y. Chua and the Project

Manager Ms. Vanessa Estor of Vassar Industries congregated with Rodj
Delgado JSIs Senior Project Manager. In attendance were all the
department heads and key personnel of Vassar Industries Inc.
The Project Covers Manufacturing Systems: Product Engineering
and Costing; Master Production Scheduling; and Material Requirements
Planning. Distribution Systems: Advance Purchasing; Order Entry and
Billing; and Inventory Management. Financial Systems: General Ledger;
Accounts Receivable; and Accounts Payable.
Because of JSIs quality and accessible service, Vassar Industries
Inc. trusted JSIs ERIC Systems as an outstanding application and end-toend software solutions that can best serve their operations.
http://www.jupitersystems.com.ph/vassar-industries-go-live-eric
NetSuite Philippines | CloudTech
Making The Shift To A Cloud-Based Accounting System
Accounting is central to any organization. It is the most basic and
practical of functions. Any business must be able to reckon, at the end of
any period, how much funds came in, and how much came out. Between
and after these, there are entire processes that are impossible to track
especially when the business is big or dynamic, or both. Accounting tells
us, plainly, if our business is doing well or not, why, and how we can do
better.
This is the reason for the popularity of accounting systems in the
past decade.
Businesses of whatever size have recognized that
technology can do wonders in terms of improving efficiency. Indeed it is

not a luxury or a nice-to-have item. It is a necessity. If you dont have it,
you will be left behind.
Page 28
Then again, an accounting system whether self-developed,

bought from a vendor or off the shelf also presents some constraints. It
is limited by location; the server is fixed in one area and is susceptible to
flooding, fires, and many other risks. Employees access to the system is
limited by their proximity to the office. This did not bode well for those who
had to travel on business and still view company figures in their most
recent form.
And then, every few years or so, new versions of the software are
introduced and the organizations which already have the software have to,
not only get the new version but make sure that its internal systems and
hardware. Remember that the mere decision to purchase the software
already entails a significant investment.
Internet technology and the globalization of businesses and
business trends, however, have changed the nature of demand for
accounting solutions. All of a sudden, on-premise solutions become
limiting and inadequate, and purchasable software products become
obsolete much too faster.
Cloud accounting systems have since stepped up to the plate.
The NetSuite Accounting System is one such example. It provides
all the benefits of an accounting system the central function it performs
in the organization in relation to all other business units without the
accompanying constraints and big investment outlay. Because it is hinged
on the Internet, anybody in the organization, so long as he or she has an
internet connection and security permissions, can log in and view the
companys finances wherever he or she may be. There is no need for a
server and for upgrades arising from new versions. A company instead
pays a fixed monthly amount for thiscloud computing system that gives
its customers more options and greater flexibility.
Page 29
Financials and Accounting

Automate your business with accurate and real time financial data.
NetSuite provides an extensive financial system giving accountants
flexibility and ease of use on accounting transactions and reporting.
Conforming to international standard on Accounting, gain from the best
practices in the system.
Chart of Accounts
Multi Currency
Accounts Receivable
Accounts Payable
Bank Reconciliation
Cost Allocation
Budgeting
Profit Center Accounting
Financial Analytics and Reporting
Income Statement
Balance Sheet
Comparative Financial Statements

Page 30
AR and AP Aging
Trial Balance
Financial Ratio
Purchasing and Payables Management
Improve your supply chain with extensive facility to automate purchase
ordering and vendor relationship. Simplify importation and local purchases with
Three Way Matching capability validating Purchase Order, Item Receiving and
Accounts Payable. Seamlessly tied up with inventory, have the ability to execute
automatic reorders and monitor status of item receipts.
Purchase Request
Purchase Order
Item Receiving
Vendor Return
Landed Cost
Vendor Bill
Vendor Payment
Check Voucher Printing
Check Printing
Vendor Aging
Purchase Reports
http://www.cloudtecherp.com/netsuite/#purchasing-and-payablesmanagement
http://www.cloudtecherp.com/netsuite/#financials-and-accounting
http://www.cloudtecherp.com/making-the-shift-to-a-cloud-based-accountingsystem/
Page 31
Nestl Struggles with Enterprise Systems

Nestl SA is a giant food and pharmaceuticals company that operates
virtually all over the world. Headquartered in Vevey, Switzerland, the company
had 2004 revenues of $76 billion and more than 253,000 employees at 500
facilities in 80 countries. Best known for its chocolate, coffee (it invented instant
coffee), and milk products, Nestl sells thousands of other items, most of which
are adapted to fit local markets and cultures.
Traditionally this huge firm has allowed each local organization to conduct
business as it saw fit, taking into account the local conditions and business
cultures. To support this decentralized strategy, it has had 80 different information
technology units that run nearly 900 IBM AS/400 midrange computers, 15
mainframes, and 200 UNIX systems, enabling observers to describe its
infrastructure as a veritable Tower of Babel. Interestingly, despite its size, the
company has had no corporate computer center.
However, Nestl's management has found that allowing these local
differences created inefficiencies and extra costs that could prevent the company
from competing effectively in electronic commerce. The lack of standard business
processes prevented Nestl from, for example, leveraging its worldwide buying
power to obtain lower prices for its raw materials. Even though each factory uses
the same global suppliers, each negotiated its own deals and prices.
Several years ago, Nestl embarked on a program to standardize and
coordinate its information systems and business processes. The company
initially installed SAP's R/3 enterprise resource planning (ERP) software to
integrate material, distribution, and accounting applications in the United States,
Europe, and Canada.
Nestl is working on extending its enterprise systems to all of its facilities
to make its 500 facilities act as a single-minded e-business. Once this project is
completed Nestl will able to use sales information from retailers on a global
basis to measure the effectiveness of its promotional activities and reduce
Page 32
overstocking and spoilage caused by having products sit around too long on
grocery shelves.
The experience of Nestl USA illustrates some of the challenges Nestl
had to face in implementing enterprise systems. Nestl USA, an $8.1 billion
subsidiary, in 2001 used to be organized as a series of brands, each operating
independently. So, for example, the Stouffer's and Carnation units were separate
companies, each owned by Nestl SA, the Swiss-based parent, but reporting to
Nestl USA. In 1991, Nestl USA reorganized itself and the different brands were
brought under the parent American control. However, the Nestl division
headquarters were still dispersed, and each division was still free to make its own
business decisions, although each one within the United States did report to
Nestl headquarters in Glendale, California. The situation did not really begin to
change until the spring of 1997 with the arrival of Jeri Dunn as vice president and
CIO of the American company.
Dunn actually knew Nestl technology unusually well because of her long
history with the company. In 1991, as associate director for application systems
at Nestl-owned Stouffer's Hotels, she was sent to Switzerland to participate in
an effort to establish a common worldwide methodology for Nestl projects. In
1995, she was promoted to assistant vice president of technology and standards
for Nestl SA, and while there came to understand and agree with the value of
establishing common systems throughout global Nestl because such a change
would enable group buying which in turn would reduce costs. Dunn also realized
that common systems would facilitate data sharing among subsidiaries. When
she was moved to Nestl USA in 1997 at age 42, she found that her earlier
recommendations from Vevey were mostly ignored. "My team could name the
standards," Dunn said, "but the implementation rollout was at the whim of the
businesses."
When she arrived, Dunn found that Joe Weller, the chairman and CEO of
Nestl USA, wanted to integrate the company, although he was not an
information technology specialist. Dunn joined with the executives in charge of
finance, supply chain, distribution, and purchasing to create a team to study the
Page 33
company's strengths and weaknesses. They found many problems including the
revelation that the company was paying 29 different prices for vanilla from the
same vendor. Dunn's explanation was that "Every plant would buy vanilla from
the vendor, and the vendor would just get whatever it thought it could get." She
also realized that every division and every factory had assigned different names
to the same product, so that the company could not even check on the situation.
"We had no way of comparing," she said. When their studies were completed,
they were given only two hours total to present their findings to Weller and the
rest of the executives. Some of those reporting were upset with the time limit,
and in the end they were given the whole day. Speaking later about the meeting,
Dunn said, "[The executives] didn't know how ugly it was. We had nine different
general ledgers and 28 points of customer entry. We had multiple purchasing
systems. We had no clue how much volume we were doing with a particular
vendor because every factory set up their own vendor masters and purchased on
their own."
Soon after this meeting, the members of the team offered a three- to fiveyear plan for the necessary improvements. Central to the plan was the
recommendation that the company install SAP, an ERP (enterprise resource
planning) system. The team members expected the changeover to take three to
five years. Dunn knew it was more than a software change, and she later said
"We made it very clear that this would be a business process reorganization and
that you couldn't do it without changing the way you did business." The long time
period was the result of Dunn's expectation that "There was going to be pain
involved, it was going to be a slow process, and this was not a software project."
By October, Nestl had established a project team of 50 top business executives
and 10 senior information systems professionals. They developed a set of best
practices to become common work procedures for manufacturing, purchasing,
accounting and sales. A smaller technical team was set up that took 18 months to
examine all data for every item in all divisions and set up a common data
structure for the whole company.
Page 34
At first the project decided not to use SAP's supply chain software
because that module was brand new and appeared to be risky. It turned instead
to Manugistics for its supply chain module. The team did decide to use SAP's
purchasing, financials, sales, and distribution modules. All of these modules
would be installed throughout every Nestl USA division. The plan was
completed by March 1998 and development work began in July 1998. The
project was called Best for "business excellence through systems technology."
In June 2000, Nestl SA followed the lead of Nestl USA and contracted
with SAP to deploy purchase and deploy the new version of their software called
mySAP.com. The new system will not only standardize and coordinate the whole
company's information systems and business processes, but it also will extend
SAP's enterprise software to the Web. The new system will allow each Nestl
employee to start work from a personalized Web page linked to his or her job
function. The employee's job is structured to conform to the "best practices"
defined by SAP for 300 work roles. According to Jean ClaudDispaux, senior
Nestl vice president for group information systems, "It is an exceptionally simple
way to make sure that everyone does the same job in the same way." Nestl will
also create up to five computer centers around the world to run mySAP.com
enterprise financial, accounts payable, accounts receivable, planning, production
management, supply chain management, and business intelligence software.
Nestl publicity announced that the SAP contract would cost $200 million, plus
Nestl would add an additional $80 million for installing all the system for the
global company. However, a year after the announcement of the project, Anne
Alexandre, an HSBC Securities analyst in London who covers Nestl,
downgraded her Nestl recommendation. Her reason was her doubts about the
success of the project. "It touches the corporate culture, which is decentralized,
she said, "and tries to centralize it." She added, "That's risky. It's always a risk
when you touch the corporate culture." Jeri Dunn agreed after her experience
with Best.
The major problem that Best faced in the United States was that both
Weller and most of the key stakeholders failed to realize how much the project
Page 35
would changed their business processes. it soon was clear that they had created
as many problems as they had solved. In fact a rebellion had already taken place
when the team moved to install the Manugistics module.
The problem began during the early planning stage of the project when
the staffs that would be directly affected by changes were not included in the key
stakeholders' team. Dunn summed up the results, saying "We were always
surprising [the heads of sales and the divisions] because we would bring
something up to the executive steering committee that they weren't privy to." By
the beginning of 2000 it was clear that nobody wanted to learn the new
processes, that nobody wanted to make the changes. The lower level workers
did not understand how to use the new system and also did not understand the
changes. Nobody had been prepared for the new ways of doing things, and their
only hope was to call the project help desk. Dunn said the help desk reached a
phenomenal 300 calls a day. They did not want to learn the changes. Even the
divisional executives were confused and angry. No one seemed willing to take
the extra step to learn what to do. Turnover among the employees who were to
use the Manugistics software to forecast product demand reached 77 percent.
Those who remained found it easier to use their familiar spreadsheets.
In the rush to be done on time, the team had failed to integrate the various
modules. Therefore, for example, while the purchasing departments used the
appropriate systems and data names, their systems were not integrated with the
financial, planning, and sales software. As a result, when a salesperson gives a
valued customer a special discount rate, it was entered in the new system, but
the accounts receivable department would not know about it and would think the
customer did not fully pay its bill.
The team finally called a halt to the project in June 2000. Nestl removed
the project co-leader and Dunn took over as the sole project leader. In October,
Dunn held a three-day offsite retreat with the key stakeholders and the business
executives. It became clear that the deadline of January 1, 2000, had put too
much pressure on the project, and as a result the members of the project team
had lost sight of the bigger picture. They just focused on the technology. They
Page 36
now needed to integrate the existing components and to complete the work on
the sales and distribution modules. Dunn also decided she now wanted to switch
the supply chain module to the new SAP system because it had been improved
enough since her rejection of it in 1998. By the time the retreat was ended, the
team decided to start the whole project over again. It would first determine the
business requirements and then decide on a new completion date, abandoning
the earlier date. They also agreed to educate those affected so that all
employees would know not only what changes were taking place but also why,
how, and when those changes would happen.
The project team created a detailed design and project road map by April
2001. Nestl also assigned one person, Tom James, to be Best's director of
process change, giving him complete responsibility for liaison between the
divisions and the Best project. The team also began taking repeated surveys of
the effect of the project on employees and how they were dealing with it. James
and Dunn also began holding more meetings with the division heads. As a result
of the information gathered in this way, James and Dunn determined the
manufacturing users were not ready for the many changes, and so the rollout of
that package was delayed for six months.
The new project appears to be paying off. All of Nestl USA are using the
same software and data. The company not only has been able to produce better
sales forecasts, but Dunn said the factories are following these better numbers.
The company said it has already saved $325 million by spring 2002. And Nestl
SA has learned from that project and expects to have an easier success with its
project. And that, she says, is despite the fact that Dunn only had to deal with
eight or nine autonomous divisions while the global headquarters was dealing
with 80 autonomous countries to accomplish the same thing.
Nestle's global organization is benefiting from standardizing its data and
business processes as well. By the end of 2004, about ten percent of Nestle's
global food and beverage business was operating with standard processes, data
and systems. Within the next few years most of the company's food and
Page 37
beverage business will undergo system implementations to bring them up to

these standards.
Sources: Derek S. Dieringer."ERP Implementation at Nestle," June 24,
2004; "Nestle 2004 Management Report," www.nestle.com, accessed April 12,
1005; Ben Worthen, "Nestl's ERP Odyssey," CIO Magazine, May 15,
2002;William Echikson, "Nestl: An Elephant Dances," Business Week Online,
December 11, 2000, www.businessweek.com; Steve Konicki, "Nestl Taps SAP
for E-Business," InformationWeek, June 26, 2000; and Candee Wilde, "SAP
Customers Update Their ERP Applications," InformationWeek, June 12, 2000.
http://wps.prenhall.com/bp_laudon_mis_9/32/8212/2102272.cw/content/in
dex.html
Optimum Source, Inc.
(OSI), founded in 1998, is a premier service provider of Knowledge
Process Outsourcing (KPO), Information Technology Outsourcing (ITO) and
High-End
Business
Process
Outsourcing
(BPO)
in
the
Philippines.
It has successfully helped run the operations of a number of foreign companies,

including Fortune 500, FTSE 250 and SMEs in USA, Europe and Asia with a
unique and rare offer of Build Operate Transfer (BOT). Our services give our
clients creative and innovative solutions that allow them to maximize their assets
and human resources, while enhancing their outcomes by providing valuable
support
for
their
business.
Our core competencies include Accounting and Finance Support Services, IT

Consulting and Software Applications Development, Research and Analytics,
Recruitment & Headhunting, Business Management and Support Services, Legal
Process
Outsourcing
and
specialized
services.
We will help you increase your revenue, lower your costs and help you run your
business even more smoothly. This is what makes us one of Philippines
emerging force in providing Business Processing Outsourcing.
Page 38
ACCOUNTS PAYABLE MANAGEMENT
Purchasing
Accounts Payable Reconciliation
Correspond with vendors, suppliers & service providers

Experienced OSI accountants will help you handle your obligations with
suppliers, service providers, creditors, and even your simplest utility bills. We will
assist you so you can maintain your credibility as a company. A good credit
standing
will
open
more
doors
to
business
opportunities.
Our A/P service includes purchase order processing, counter-checking of

documents, monitoring of aging payables, facilitation of payment, and
reconciliation of payables. An efficient AP Team reflects a trustworthy and
credible company.
ACCOUNTS RECEIVABLE MANAGEMENT
Sales Order Processing
Customer Invoicing / Billing
Accounts Receivable Management
Payment Reminders & Collections

OSI provides services that help you keep track of your companys revenue cycle,
from sales order processing, invoicing, receivables monitoring, payment
reminders and collections. We will provide you with a systematic approach to
help you manage your receivables and make sure all transactions are recorded
properly. Allow us to be your Accounts Receivables Department and free
yourself from the pains of chasing problematic accounts.
Page 39
Accounts Payable of University of Victoria

Accounts Payable is responsible for issuing all non-payroll payments for the
University while maintaining a high level of integrity and accuracy in compliance
with UVic policy, government and regulatory obligations.
What we do
Travel & expense claim reimbursements
Accountable advances & pre-paid expense reimbursements
Scholarship, bursary & award payments
Independent contractor payments
Subject fees & honorariums
Professional development reimbursement claims
Foreign currency payments
Other miscellaneous payment requisitions
What's new
Direct deposit payments for vendors. UVic encourages Canadian vendors to
go
green and sign up for electronic payment remittances. Complete our direct
deposit enrollment form.
Pro-D balances available on your 'My page' UVic portal! Your professional
development account allocations and balances will be available for viewing on the
UVic portal under the My page-employee services-Pro-D' tab. The balances are
real-time data and are updated each academic year with your allocation. Each claim
will reduce the balance and show on the report once it has been recorded and sent
for payment to the Accounts payable unit. You should receive your reimbursement
within two weeks from the date of the last line item in your claims history.
Forms
Forms
*Adobe Reader version XI or higher is required for optimal use of pdf forms
NEW Business expense reimbursement claim and instructions
NEW Payment request and instructions
Page 40
NEW Quick hints on payment requests
NEW Travel expense reimbursement and instructions
NEW Quick hints on reimbursements
Prepaid travel and/or travel advance request
Requisition for support payments to students
Cheque cancel reissue request
Declaration form - absentee claimant
Declaration form - missing receipts
Direct deposit application for Canadian vendors
E-ticket - WCA/Harbour Air request form - employee
E-ticket - WCA/Harbour Air request form - non employee
Hospitality event participant form
Faculty home internet services reimbursement form
Professional development expenses - pre-approval form
Wire transfer information form
Resources
APReply user Guide
Cost elements of international purchases
Expense and payments 2014 presentation
How do I approve an invoice in workflow
How do I assign a proxy in workflow
How do I release a workflow to my proxy
How to run a Grad support report out of FAST
Checklist - Information common to all expense forms
2013-2014 Academic year professional development funds
Welcome to Accounts Receivable

Accounts Receivable is monies owed to the University for products or services
provided to an external entity. UVic Accounts receivable provides departments a
platform to produce invoices and track monies owed to them on payment terms.
General A/R is separate from student accounts & tuition fees.
Page 41
What we do
Administer & maintain UVic's general invoicing system - FAST AR
Grant user access & training for FAST AR
Provide advice to departments on invoice criteria
Apply client payment transactions against invoices in FAST AR
Forms
Request for customer profiles & changes
Resources
Invoice detail requirements
Process Accounts Payable and Receivable

On this page
Unit details
Assessment
Where to next?
This unit describes the performance outcomes, skills and knowledge required to
maintain accounts payable and accounts receivable records, including
processing payments to creditors and handling overdue accounts receivable. No
licensing, legislative, regulatory or certification requirements apply to this unit at
the time of endorsement.
Unit details
Location:
Footscray Nicholson, Industry, St Albans,Sunshine, Werribee
Study level:
Vocational and further education (TAFE)
Duration
30 nominal hours
Unit code
Page 42
BSBFIA303A
Assessment
Students are required to do assignments, tests, projects, case studies.
Where to next?
If you are interested in this unit as part of a course, refer to our how to apply
page to find out more about our application process.
If you are a current VU student, you may be able to enrol in this unit as an
elective.
Contact the College of Business to see if you are able to take the unit.
You can also contact us directly:
Ring us on +61 3 9919 6100
Find answers and ask questions at GOTOVU

VU takes care to ensure the accuracy of this unit information, but reserves the
right to change or withdraw courses offered at any time. Please check that unit
information is current with the Student Contact Centre
url: http://www.uvic.ca/vpfo/accounting/services/accounts-receivable/index.php
Accounts Receivable of UNSW
Invoices can be raised for goods and services supplied by completing an Account
Receivable Request for Invoice (pdf) form. All relevant fields must be completed
and forwarded to the FIPRAS office, G08, Ground Floor for processing.
Note: there is an approx 5 day turnaround for invoices to be produced.
Page 43
Accounts Payable
Reimbursements to Staff/Students/Visitors
No reimbursement will be made without appropriate paperwork attached
stipulating
the
account
code
to
be
debited
for
reimbursement.
Only original invoices/receipts are acceptable documents to support a payment

(i.e. no statements, faxes, photocopies or emails).
Supporting Documentation Should State The Following Details
Please state if student, employee or a visitor;
Name and postal address of the person to be reimbursed;
Gross amount invoiced;
Foreign currency or the $AUD equivalent;
Payment options must be nominated (see below);
Description of goods or services, and the cost excluding GST and accounting
distributions (i.e. account code to be charged);
Reason(s) why the item was purchased;
Expenditure must be approved by the Head of Group for group funds or the
person who "owns" the account.
Once form is completed and required documentation attached, please forward to
FIPRAS for processing.
Page 44
Payment Terms:
30 days unless otherwise specified
The payment options available are:
collection from cashier (petty cash only);
cheque;
EFT (Electronic Funds Transfer-Direct deposit into a local bank account);
WIRE (direct deposit into an overseas bank account);
DRAFT (overseas cheque).

Forms:
For reimbursement of less than $100: "Petty Cash Reimbursement Claim" form
For reimbursement of more than $100: "Request for Reimbursement" form
Other Issues
Receipts
older
than
12
months:
Please be advised that anyone wishing to be reimbursed for receipts that are
dated older than one year from the current date will not receive payment. The
auditors have expressed concerns for receipts older than 12 months. If you
require reimbursement the receipts MUST be brought to the FIPRAS Manager
within 12 months of the receipts date.
Payments to Suppliers
An original supplier invoice and supporting documentation is to be provided
stipulating the account from which payment is to be debited. No payment will be
made without an appropriate tax invoice from the supplier stipulating an ABN.
Supporting Documentation Should State The Following Details:

Page 45
Payment Terms:
cheque;

Forms:
Request to Purchase Form
Page 46
Contractor's and Consultants' Claims for Payment

A completed "FSD01" form - "Guide to Evaluating Results of Payroll Tax, Group
Tax, and Superannuation Guarantee Questionnaire" must be provided.
Supporting Documentation Should State The Following Details:
Payment Terms:
cheque;
Page 47

Forms:
Request to FSD01 A completed "FSD01" form - "Guide to Evaluating Results of
Payroll Tax, Group Tax, and Superannuation Guarantee Questionnaire" must be
provided.
Living Allowance for Visiting Academics and Scholars
Reimbursement of Actual Expenditure in Lieu of Receiving Living Allowances
In lieu of receiving living allowances, guest lecturers, visiting academics and
visiting students may still be reimbursed for actual expenses for accommodation,
travel and subsistence. These transactions are to be supported by appropriate
documentation (tax invoices, cash receipts etc).
Australian Residents
There are 3 ways of paying a visitor who is an Australian Resident.
1.
They
provide
an
invoice
with
an
ABN
and
we
pay
the
invoice;
2.
We appoint them as a casual employee and pay them a salary, which incurs tax.
3.
We pay their expenses when provided with appropriate original receipts.

For further information, please view UNSW Visiting Appointments Policy.
Non-Australian Residents
Living Allowance requests can only be processed with the following
documentation:
Page 48
visitors < 3 months or less - require a "Letter of Invitation" (example) signed by
the Head of School or Executive Officer.

visitors > 3 months - require an UNSW "Letter of Invitation/Appointment Offer"
issued by Human Resources.
The policy and rates relating to living expenses for visiting appointments is
available at UNSW Human Resources.
Payment Terms:
30 days unless otherwise specified.
cheque;

url
http://www.cse.unsw.edu.au/about-us/organisational-structure/fipras/accounts-
payable/
Accounts Payable of Staffordshire University

The Accounts Payable team is primarily responsible for the processing, validation
and payments to University suppliers. Accounts Payable issue cheques and
foreign payments to staff and deal with any queries regarding the payment of
expenses.
Page 49
Accounts Receivable
Our Accounts Receivable team is primarily responsible for raising and processing
sales invoices (e.g. student fees) to ensure the University receives all its monies
from customers in a timely manner. Unfortunately, this mean we have to chase
arrears which sometimes necessitate letters and phone calls. For information
regarding students, such as invoicing, please click on the student link on the left
hand side.
The University's Financial Regulations (PDF, file size: 161.57KB) are an
important document within the team's processes but please note that they are
currently under review a review (will be revised Sep 14).
url : http://www.staffs.ac.uk/support_depts/finance/staff/finance_payable/
Other payments
Online Payment of Commercial & General Debtor Invoices
Student Accounts Receivable is the office where students can obtain information
about university charges and payments and where Third Party Billings are
managed. The goal of the Student Accounts Receivable Office is to ensure
proper billing of student accounts and to provide professional, prompt, courteous
service to students by resolving financial problems on an individual basis.
The purpose of this website is to enable you to take control over the financing of
your education here at UNBC by providing you with facts about fees, and
important information related to Student Accounts Receivable policies and
practices.
Page 50
url:http://www.cqu.edu.au/about-us/directorates/financial-services/ourteams/accounts-receivable
Accounts Receivable of CQUniversity Australia
The Accounts Receivable team is responsible for:
Receipting and banking all University revenue
Managing and processing Student Debtors
Managing and processing General Debtors
Managing Treasury and International Operations

Accounts Receivable;
CQUniversity Financial Assistance for Students
Cashiering
Monday
Hours: Payment
to
Methods:
Friday Mastercard, Visa, AMEX, Australia Post Money Orders,
- 9am to 4:00 pm
Cheques, Cash, International Drafts (Payable in AUD) See

other payment methods
Location:
Postal
Address:
Level 2, Building 65 Accounts
Receivable
(Commercial Building) Financial

CQUniversity Australia Level
Services
2,
ROCKHAMPTON QLD CQUniversity

4702
Division
Building
65
Australia
ROCKHAMPTON QLD 4702
Welcome to UNBC Student Accounts Receivable
Page 51
Student Accounts Receivable is the office where students can obtain information
about university charges and payments and where Third Party Billings are
managed. The goal of the Student Accounts Receivable Office is to ensure
proper billing of student accounts and to provide professional, prompt, courteous
service to students by resolving financial problems on an individual basis.
The purpose of this website is to enable you to take control over the financing of
your education here at UNBC by providing you with facts about fees, and
important information related to Student Accounts Receivable policies and
practices.
url: http://www.unbc.ca/finance/accounts-receivable
Matrix Diagram of Foreign and Local Related Literature
Matrix Diagram of Local Literature
Duty Free
VASSAR
Phil.
Industrie
NetSuite
Corporati
s Go Live
Philippines
on
on ERIC
Column1
Nestl
Struggles
Optimum
with
Source Inc.
Merchandisi
ng System
(AP and AR)
Enterprise
Systems
Tax-Free Merchandising system
Generate foreign exchange
Market Segment
Merchandising Mix
Customer Count
Build Operate
Transfer
Purchasing
Accounts Payables
Reconciliation
Order Processing
Monitoring Aging Payables
Correspond w/
Vendors, Supplies and Services
Providers
Customers Invoicing /
Billing
Accounts Receivable
Management
Payment Reminders
Page 52
and Collection
Charts of Accounts
Multi Currency
Bank Reconciliation
Cost Allocation
Budgeting
Profit Center Accounting
AP
AR
Financial Analysis and Reporting
Income Statement
Balance Sheet
Comparative Financial
Statements
AP Aging
AR Aging
Trial Balance
Financial Ratio
Item Receiving
Vendor Return
Landed Cost
Vendor Bill
Vendor Payment
Check Voucher Printing
Check Printing
Vendor Aging
AR
AP
Production Management
Supply Chain Magement
Business Intelligence Software
Billing
Order Entry
Accesible Service
AP
AR
Inventory Management
Matrix Diagram of Foreign Literature
Page 53
UNBC
Column1
Direct Deposit
Payment
for Vendors
Pro-D Balances
Petty Cash
Issue Cheques
Reciepting and
Banking
Managing and
Processing Debt
Managing Treasury
Managing and
Processing General
Debt
Univers
ity of
Victori
a
UNS
W
Stanffor
d Shire
Universi
ty
CQ
Univers
ity
Austral
ia
/
/
Merchandi
sing
System
(AR and
AP)
/
/
/
/
/
/
/
/
Synthesis
The proponents conclude that the system of foreign and local studies is quite the
same as the proposed systems feature. These features are almost handling the same
transactions and there were no more doubt to consider about the propose system
features because the conclusion is almost all of the system for the accounts payables
and receivables has the same data dictionaries of names and codes for every accounts
as well as the transactions are the same.
Chapter 3.0RISK MITIGATION, MONITORING, AND MANAGEMENT PLAN
1.0 Introduction
To create a project starting zero is a great challenge for a small development
team. These would measure their patience and eagerness and willingness to
complete the task, Damage and other un-expected problem that may occur are
just around to be confident of not having difficulties as of the development
Page 54
process so in this section the proponents will be preparing a system risk

management plan and a step by step procedure on how they will be handling and
manage the project in order to avoid having such kind of difficulties. The
proponents are aware that there is no precise way to prevent problems and
defects that may come at every step of the project so having this kind of plan will
surely help the entire process to lessen, look and solve the cases that may occur
in a long term development process of the project.
1.1 Scope and intent of RMMM activities
The scope of this project is the overall part of the accounting which is the
accounts receivable and payable, so the first thing to do is to know all the
branches and boundary of AP and AR in order to cover all the scopes and
boundary of the RMMM in the system that the proponents will do. To clearly
explain this the client and the developer must both understands each other,
the client must specifically explain and detailed all the must to take a look at
their department in order to avoid having low quality product. In this section
the client must state all the important part of their system even the smallest
part to meet the systems goal in creating the project.
1.2 Risk Management organizational role.
In creating a perfect project it is not only one head that needs to be
functioning, but the whole team and the client themselves must function.
because after all more heads are better than one. Here where the
proponents will state everyone involved in associating the project to avoid
risks while creating the project.
Development team- can avoid risks if they work together and find
each others purpose. There must be someone to take a look at
everything thats been happening with-in and out of the system,
someone to check if the system is still focused on the main target
and someone to check all the important details that needs to be done
inside the project.
Page 55
Project Manager- she can prevent risk by being hands

on about everything that has happening to the system
she will look at every work that she designate to every
member and check if they are still doing right.
Business Analyst- she can prevent having risk by
giving the group an accurate business process that
they must apply to the proposed system, she will be
the one to over and under estimate the size of the
project base on the actual number of process inside of
the accounting department.
Document Specialist- she will be the one in-charge of
documenting all of the things that they are doing from
the very beginning to the development process, she
must be aware about the changes that has been
implemented so in that case she will lessen the
possibility to have a risk before finalizing the project.
System Analyst-she will be in charge to be with the
lead programmer to guide the programmer regarding
the design that they will be applying to the actual
system, she can lessen the risk for the design by
researching the best design and database styles for
the system and helping the programmer to decide for
the system colours that will satisfy the eye of the user.
Lead Programmer- he will be the one to create the
codes for the proposed system in this case he will be
playing the most crucial part of the team he will be the
one to develop and decide on the major parts of the
system and he can make sure that there will be no
Page 56
problem that may occur by checking all hes doing

every once in a while to make sure that he wont be
having troubles regarding the codes for the future
basis.
Customer- can also prevent risks if they will be willing to share all the
information that the developer need in order to finish the system
flawlessly furnished and complete.

Client- can prevent having risks by checking the system once in a
while to see all the transaction that the system is implementing in
order also to change anything from the system urgently while still in a
process of creating the system.

Software development- itself can avoid having risks by checking
double- checking all the necessary matters involving the system such
as the storage, product size, estimates, and product development
day by day.
2.0 FUNCTIONAL DATA DESCRIPTION

Accounting system is one of the hardest systems that the proponents
encounter since it has a two combination of accounts payables and with the
receivables with the different process that needs to work on a single system. The
accounts payables and receivables are quite big if compares to other, so there will
be great tendencies to have a problem with it. Below are list of possible risk that the
proponents may encounter in the development process.
Insufficient database size
Accurate location of every entry
Human errors such that the user forgets to send the data, un equal tally of the
database to the connected subsystem and dis-regarded errors of the entries.
And many more risks that may result to ruined the developers idea and patience.
In this section the proponents will make sure that everything is under control.
2.1 Risk Table
Page 57
Planning for risk at every project is important so the proponents created risk
tables in this section so that the readers may know all the risky parts in creating
this system in a fast and more convenient way. The probability of the risk table
will be categorized specifically. Below are the sample risks that the proponents
might encounter during the development process;
Employee risk -The outcome of the project greatly depends on the people
assigned to complete it
Process risk- Failure to program/run the system due to software/hardware
issues.
Financial risk- Shortage of funds unable to comply necessary requirements
Technology risk- The system will technology-dependent
Business Risk- Work Plan is not met due to unexpected events resulting to
delayed completion of this project.

Integration risk- The system may not integrate with other modules under
merchandising system.
2.1.1 Description of Risk m

Business Impact Risk:
If the proponents fails to develop the system for accounts payable and
receivables or if the final system cannot provide the needs of the client
then the system would also fail.
Customer Risk:
If the client is un-willing to share the information, or if they fail to submit
the right and appropriate information and fail to check the system while in
process of development, then this is the reason why the developer might
have a problem in building the systems information.
Development Risk:
Some of the system cannot work alone and needs additional equipments
to achieve the goal of the project if the client fails to attend to this needs
then they might have problem in the development of the system, just like
the needs for the appropriate tools and devices.
Page 58
Employee Risk:
Employee risk will also be a problem if they are not willing to work with this
project then they may lose it. Especially when it comes to the redundant
matters of the building process of the accounts.
Process Risk:
If the client fails to give the exact transaction and the business of the
accounts payables and receivables, then the developer might have
problem regarding the true standards and function of the system. The
system will fail and worst to be useless.
Product size:
Product size can be a risk if the development team fails to know the exact
size of the system that they are proposing. There must be someone within
the team who knows how to under and over estimate.
Technology Risk:
Technology is now moving fast so the developer and the project team
must create a research about the trends for today and a system and a
operating system that will last for more several years after the creation of
the system.
2.1.2 Probability and Impact for Risk m
Category
Risks
Probability
Impact
Employee
Un willing Team mates
Risks
Process
Failing to create the system with L
Risks
the right transaction
Product Size Failing to over
and
under L
Developmen
estimating the system size

Un able to attend to the technical M
t Risks
needs of the system
Page 59
Customer
Risks
Un-willing
to
share
needed L
Technology
information
Failing to have the latest Operating L
Risks
system for the project
Business
Failing to provide the needs of the L
Impact
customer for their accounts
3.0 Risk Mitigation, Monitoring and Management

3.1 Risk Mitigation for Risk m
Risk at every system is not controllable but preventable, in this section the
proponents will be thinking for the possible risk that they may encounter
regarding the proposed system. They will be assuming for the possible issues
that may greatly affect the development process and think of the solutions for
that risk this will be done to attack the risk before it comes this will help the team
to avoid doing things that can lead to great damage of the system.
3.1.1 Product SizeOne of the possible problem for the system for accounting is the product
size, since the system is broad the proponents must first estimate the
product size and leave it at least allowance in order for the system to
easily adjust at any changes that the client may ask.
3.1.2 Business ImpactBusiness impact is also at risk so the proponents must take a look at the
users side and opinion too. They must spend time on asking the user
about hes expectation and opinion, the developer must let him see the
over view of the system and ask for his assistant too, about the scope and
the information that will be placed on the system. In this case the
proponents may avoid having trouble about the users opinion in regards
of the final product.
3.1.3 Customer (User) RisksMerchandising (Accounts Payable & Receivable)
Page 60
Just like in the business impact, the developer must take a look and ask
about the users opinion because he will be the one to handle that system,
so he must be comfortable in handling the system. And the system too
must provide his need at every accounting transaction. In that case the
proponents will avoid having trouble about the user in finishing the
product.
3.1.4 Process RisksProcess risks is gain by the miss management of the team in handling the
system information so in order to finish it well, the development team must
set up guidelines in achieving the quality system that they are aiming in
that case the proponents may avoid risking the supposed to be process of
the system.
3.1.5 Technology RisksTechnology is at risk too, if the team have falsely chose a soft ware that is
no longer capable in adopting to the other needed software for the project
or if it is soon to be faced out since it already old model remember that the
technology no a days are changing fast so the proponents must be
prepared at any changes that the technology may do. The proponents
must learn how to look for the soft ware and tools that will be flexible
enough to adapt to the changes and likely possible to stay for more years
after the system has been created.
3.1.6 Development RisksThe development risk is about the company or the client willingness to
provide the necessary information that the proponents will be requesting in
order to proceed to the next part of the development process.
3.1.7 Employee RisksAside from the stated risk the development team themselves, they must
be prepared on the system making. They must be knowledgeable in the
software that they will be using within the system, in this case the
Page 61
proponent can prevent having employee risk during the development

process.
3.2 Risk Monitoring for Risk m

After identifying all the possible risk in the system the proponents can now
monitor and take a look at the system building process to avoid distraction of the
risks.
3.2.1 Product Size
To avoid having trouble with the system size, the proponents must
always
checked the status of all the storage needed for the system this
includes the systems database, tables and other more storage that has to
be filled inside the system.
3.2.2 Business Impact
The proponents must be keep on touch to the customer to assure
all the details and transactions that they are doing inside the system, they
must keep on updating all the development and changes that they are
doing inside the system.
3.2.3 Customer (User) Risks
As much as possible the developer and the client must keep having
meetings for the checking of the system. In this case the updating of all
the necessary things, tools, and information will be easier and more
assured.
3.2.4 Process Risks
Even after the identification of problems in the mitigation phase, the
proponents must still monitor all the matter that has been developed inside
the system they must be the first critic of their system, they must still look
for another problem and risks that may occur as the system develops in
this case the proponents can avoid meeting another problems and risks.
3.2.5 Technology Risks
Page 62
The proponents must still keep their eye at the changing

technologies while in a process of developing the system in order to
update the client and the programmer if there will be any change of plan.
There will also be somebody within the team who will take a look at the
process of applying MSSQL and Java that the proponents will be using to
finish the project, the proponents will make sure that all of the version that
will be implemented inside the system will be able to adopt at the
technology of the different company that may use the product as well as
making sure that it will be licence and can work effectively for a longer
time
3.2.6 Development Risks
Monitor all the needed tools, equipment and its effectiveness so
the proponents will avoid wasted time and wasted money for those uneffective tools.
3.2.7 Employee Risks
To monitor everything inside your system is to monitor also your
team mates. If they are still working?, or if they are still interested?, in
finishing the project. You must know everything about them so you could
cheer them up at the tiring days of their lives. They must be motivated until
the end.
3.3 Risk Management for Risk m
After Identifying and Monitoring all the possible Risk that the system can
encounter, in this section let us now find a way to manage ad to look for the
possible solutions if ever there were still risks occurred.
3.3.1 Product Size

After monitoring the product size and there still problem exist, then
that was the time to ask more help from your time they must analyze more
the created system and check more details and storage, they must be
active on critical checking the systems size.
Page 63
3.3.2 Business Impact

Since the proponent is already meeting the client in a regular basis
it will be impossible for the system to have major defects in the business
matters. In this case the system must have attach with it a user Input for
trouble shooting the system and put an, help button for the user as a
system manual.
3.3.3 Customer (User) Risks
If the proponents fail to ask for the customers opinion, they should
not stop instead they must look for more alternative options to get
customers opinion, such as survey forms and other questionnaires in
order to gather more data from them.
3.3.4 Process Risks
In the completion of the project if the proponents still fail to meet the
client quality standards, then this will be the time to swap the work to other
team mate to meet the quality standards.
3.3.5 Technology Risks
In monitoring the changes in the technology, they must also look at
the possibility if this new technology can also adopt to the current system
that you were using and also how much will it affects the created system,
in this case the proponents can still be on the new trends.
3.3.6 Development Risks
If the problem exist is still about money then. Try to give the clients
options in the equipments and tools. This includes the functionality, price,
quality of the product.
3.3.7 Employee Risks (Team Member)
In the development team if this was the problem, then they must
look at each other side. They must help each other most if they are having
difficulties. That was the essence of being in a team to help each other
with un-conditional understanding.
Page 64
4.0 Special Conditions
The PC must be checked by the inspectors of the company. Make sure that the
user must be comfortable in handling the PC. The Team must also conduct
orientation and training on how to use the system.

Log In is important at every account, thus there are accounts that are limited to
other account that has a read only base for them, the proponents must explain it
very well that in some other account they cannot have access on editing and
making difference with it. Explain why they have several accounts with different
log in.
Software is also important to check most especially before distributing the
system, the proponents must make sure that the software used by the system is
compatible at the clients location and other components that they are using the
software must run well and must provide and satisfy the needs of the company.
SOFTWARE CONFIGURATION MANAGEMENT PLAN

1.0 Introduction
Making this kind of project, there are many changes in plans. Software
Configuration Management Plan was developed to enhance the development of
every project, to identify a control the changes, also to make sure that the project
development will be documented and also to enhance the plans and analyze
each problem encountered.
1.1Scope and Intent of SCM Activities
The exact purpose of SCM is to track, identify and report any
changes in SCMP. The proponent needs to report the changes from the
Page 65
original plan and also to notify the other changes that they made. This will
be very useful for the project to provide additional benefits such as;
Identify the change- in this section the proponents will be
looking for the changes that needs to be implemented and
record it to have a clear vision of every changes that will
happen to the system

Control Changes- since by using this kind of method the
proponents are recording all of the changes it is also use for
the controlling the implementation that if there came a
problem within the implementation the proponents can still
locate the changes that brought the problem so it can easily
be fixed.
Ensure that change is being properly implemented- after
configuring the changes the proponents must observe the
implemented changes so that they can assure to the clients
that the proposed changes are properly implemented.
1.2 SCM organizational role

All team members will accept the responsibilities for software
configuration management. One of the members needs to report all
changes in SCMP, while others need to implement any changes in the
plan. All members must know what they changed in the plan, and each
member must be informed about each changes from the original plan to
make sure that the project is correct. Its a team responsibility to inform the
clients in every plan changes for approval, the team should explain
changes in details.
2.0 SCM Tasks
Every members of the team will be given a duty and responsibilities to
make sure that the SCM task are properly implemented to make sure that all
of the changes are recorded and approved by all of the team members. There
Page 66
will be one of the member needs to inform the client about the changes from
original plan, to make sure that the changes will not affect the user. All
changes must be discussed to the clients.
2.1 Identification
Creating a project doesnt have consistency there will always be
changes and it must be documented below are plans in changing
management.
2.1.1 Description
Identify Change If one of the member suggested something

about
the
software
development
phase
or
project
development, it should be discussed to the team and the

team will be decide if there is really a need for that changes
and adjustments needed.
Approve change
All parts that need some changes and parts that was
changed on the software development should be known by
everyone. Failure to notify or to inform some members might
cause problems and confusions and worst, it might waste
some time. Each member should follow the rules and
regulations for changing the plan, and each changes must
be approved by the group. The use of the change request
form is to suggest some changes is required.
Ensure that change is being properly implemented

In this kind of project committing mistake for some member
is inevitable. To prevent any problem each member should
be updated and each decision must be approved by the
team.
Page 67
Document the change

All changes and suggestions of each member from the start
until the end of the project must be documented to prove that
change report form was used.
2.2 Configuration Control

2.2.1 Description
Changes must always be controlled and documented to
properly implement it. there are several methods to do in changing
anything within the software. below are the steps to control change.
Create a request change

Evaluate the change request
See the result and present it as change report
Create a final decision
If the changes are already approved
-Define constraint
-check out items for change
-create necessary change
-apply SQA activities
-Check in Items
-Apply testing activities
-Rebuilt the software
-Distribute the software
2.3 Version Control

2.3.1 Description
All of the changes that the proponents will going to implement
must added to module with of course increasing version number,
the changed product wont be deleted to the previous document but
the changes document will be added to the modules.
2.3.2 Increasing version number
In changing anything within the system there must be a change
request filed. Then change report is to be created after finalizing the
change.
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Minor Update
The proponent will be using Minor Update for the bug report if
the changes are in the software functionality, including the
performance. These are the change that increases the user
friendliness of the system but not affecting the functionality or work
of the interfaces.
Major Update
The major update is if in case that the system changes is
already affecting the functionality of the software. But these is a
very rare case so the proponents does not foresee any changes for
major update.
2.3.3 Work products and documentation
The proponents made a single document titled Version
Revisions History for them to compile all the changes on their
documents revisions. For monitoring all the bug fixes and
enhancement requests, an online bug report system could be used.
2.4 Configuration status Accounting (CSA)
The configuration status accounting is for updating all of the team
members regarding the changes to be made. As the changes are
implemented, all the team members must be informed. The proponents
will use three various ways to communicate to the members if there is a
changes to be implement.
2.4.1 Description
The proponents will be using three ways or tools for them to
communicate with other members or other people associated with
software development.
First, the Online help desk. By the help of this, the client can
submit bug report of enhancement report through online help
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desk. In return, they can post the development progress report

to each of the items that have been submitted to the help desk.
The Change request report- There are two different forms that
can be used as tools to request a change or to report a change
to the SMC team. To be able for them to send that through web,
these documents should be in an html format. And lastly,
The Verbal communication- Since the development team is

large as others are, all the team members can easily keep in
touch with each other and it could be better for them to
communicate verbally.
The Social Networking Site- the people now a day do not
always together but they can still communicate to one another
by the use of social networking sites such as facebook, it is
more convenient to use specially there are free facebook
promos so the team can already communicate to each other
even without a mobile use.
2.4.2 Work Products and Documentation

There are lots of vital factors in dealing with products and
documenting it. It includes online help desk, change request
report generator, E-mails, documenting test errors electronically
and all suggestion that already made during peer review should
be noted.
Software Quality Assurance Plan
1.1 Scope and Intent of SQA Activities
Our team is composed of five (5) members. We will use the Ego-less
Structure. This section contains the range of all the SQA activities by giving
the objectives and these are as follows:
To define the approach that will be used in quality management
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To describe the methods and tools or the software engineering technology
for the development and testing of the software

To know all the personnel that needs to be involved.
Create a procedure to assure compliance with the software development
standards when applicable.

Measurement and reporting mechanisms
1.2 SQA Organizational Role

Ego-less Structure
Lead
Programmer
(1)
Document
Specialist
(1)
Project
Manager
(1)
System
Analyst
(1)
Business
Analyst
(1)
Lead Programmer : Yamsuan, Jonathan

System Analyst: Mangaoang, Mae ann
Business Analyst: Bambalan, Rhealyn
Project Manager: Diquillo, Diana
Document Specialist: Batino, Dan Marie
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The big team has its Advantage and Disadvantage. The Advantage is more idea
and knowledge will be apply in the project each member has its own tasks.
Disadvantage is much idea that we think and we dont know how to input that. And
the solution in that is we will focus on the project flow and process. We hold meeting
possible twice a week and daily update on email and mobile phone etc.
2.0 SQA Tasks

Here are the tasks we have for the SQA:
These are the following task that we have for Software Quality Assurance:
-Voting system when it comes to decision making about the system.
The whole team will be having a time to vote for the best decision that can be applied to
the system.
-Have a good communication and relationship in the client.
The proponents are also planning to have a close contact with the client to make sure
that in every change that will be implemented the client will also be notified.
Create a system with an extensive and detailed design.
-The system will also have a detailed extensive design.
-Researching about the process of the Vendor Consignment and Contract by searching
information through different company
2.1 Task Overview
The tasks stated above will cover the quality control of the project, the
design that will be use conforming on the implemented design of the system, the
time and cost for the project, minimizing the errors that the accounts payable and
receivable might encounter.
2.2 Standard, Practices and Conventions (SPC)
Voting System
The proponents decided that all the changes that are suggested to be
implemented must be decided by all of the team member weather its a minor or
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major changes, it is important for the team to have unity at every decision so the
voting system is best to conduct.
Research on the subject
The team decided to research more details regarding the accounts payables and
receivable to deepen each of the members knowledge about the project to be
presented.
Having good Communication with the client
With the help of the client the finishing of every business process of the system
for the accounts payables and receivables will be easier so the development
team must have a good communication with the client to make sure that the
developer is doing right as well as; to know the clients opinion regarding the
extensive detail design of the system.
2.3 SQA Resources
No external SQA resources are defined for this project.
3.0 Reviews and Audits
A formal technical review is conducted by the developer to assure the
software quality this is used by the software engineer and the objectives of the
FTR are;
-To Un cover every issues inside the software
-To make sure that the system meets its requirements.
-to make sure that the software have followed the pre defined standards.
-To achieve a soft ware that has a uniform manner.
-To easier manage the project.
3.1 Generics review guidelines
3.1.1 Conducting Review
We do the review with other team mates about the subject in preparation
for the changes that may affect our project.
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3.1.2 Role and Responsibilities

As stated in the SQA organizational role, each of the team member must
have their own duty to finish the project.
3.1.3 Review Work Product

The proponents will review the work product through the use of discussing
the problem that has been encountered and look for the solution to avoid
that problem And also reviewing each of the members regarding the
functionalities of the system.
3.2 Formal technical reviews
Each week, we will ask the team member to inspection on the interface
and the design. Focus on the database and the design. And teach the entire
team member how to operate the project.
3.2.1 System Specification Review
During doing the project we encountered weekly changes of System
Specification. And we have to adjust to change it. There sometimes that it
wont need to change.
3.2.3 RMMM Review
Risk mitigation, monitoring and management use to prevent , monitor, and
manage the risk.
3.2.4 Requirements Review (Models, Specification)
Software requirements stated the data requirements and specifications.
3.2.5 Data Design Review
Data Design is all about the data flow and forms to the database.
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3.2.6 Architectural Design Review

Architectural Design is all about the whole Project Design, layout and
dataflow.
3.2.7 Interface (GUI)

It is up on the client, we are base on the request of the client but in the
back end and the front end we decided to use the JAVA net beans for the
front end, MS SQL for the back end.
3.2.8 Component Design Review
The system proposed doesnt have additional integrations since it was a
accounting system for payables and receivables.
3.2.9 Code Review
On reviewing the codes we ask our team member that their must know the
flow of the project.
3.2.10 Test Specification Review
3.2.11 Change Control Review and Audits
Team member must have the weekly reports (it is individual) for the past
week this report stated the problems, and questions that each member
encountered.
Member will share the idea that may help on the project.
Any changes whether it is minor or major if this can affect the project it
should be reported to the whole team with the client to be notified
regarding the changes

A change version will also been carefully recorded.
3.3 SQA Audits

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The team members must have a weekly report about their individual
performance for the past week. Any problems, question regard less on the
performance of the other team members will also note. Also, the members
will have to write part of the help menu that is related on their design parts
and share it between the other members. Some changes that can affect
the project will consult with other team members before implementing it.
After the changes and implementation, the client must also be aware of
the created changes it should be presented to the client and will be mark
as the major changes. All of the revised and past documentation will also
be recorded and added to the version number.
4.0 Problem Reporting And corrective Action/Follow-up
4.1 Reporting Mechanisms
We will use the online application such as facebook for reporting the changes
and a mobile phone through texting them.
4.2 Responsibilities
We use the Ego-less team model. For more information please see 1.2 SQA
Organizational Role
4.3 Data Collection and Valuation.
During the meeting the client will be ask regarding his opinion about the system
design and business processing and functionalities of the system and all the data
gathered will be collected to know the problem and to focus on how to solve it.
4.4 statistical SQA
Statistical Quality assurance is seen worldwide today to ensure the quality in a
quantitative way, this are the steps in statistical quality assurance.
Every Information about the software

Attempt to trace defects
Know all the possible causes of the defects
Correct all the roots of the defects.
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5.0 Software Process Improvement Activities

Determinants for Software Quality and
Organizational Effectiveness
Product
Characte
ristics
Condition
s
Pe
op
le
Business
Conditions
Proce
ss
Develop
ment
Environ
ment
Tech
nolo
gy
5.1 Goal and Object of SPI

Here are some goals of SPI.
1.
2.
3.
4.
5.
6.
All errors and defects are categorized by origin.

The cost to correct each error and defect is recorded.
The number of errors and defects must in descending error.
The overall of errors and defects is computed and categorized.
Resultant data are analyzed.
Plans are developed to modify the process.
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The graph below bellow illustrated the error that we expected for the project.
Inte
rfac
e
25
%
Logic
50 %
Handl
ing
Data
10%
Error
Checki
ng
10%
Field
Percent
Reason
Logic
50%
Experience of the developer in this
Interface
25%
degree of difficulties
Idealistic Design for the accountants
Data
10%
The system is specifically for the
Handling
accounts payables and receivables so
Error
all the data are crucial but specific.

The proponents find it 10% because
10%
Checking
there are all the resources in the

internet to cope with all the necessary
data that must be handled by the
accounts payables and receivables.
5.2 SPI Tasks and Responsibilities

Again the developer has a small team member so all of the responsibilities
of each team member will do the SPI
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6.1 Software Configuration Management Overview

Software Configuration Management is developed so that the proponent can
identify the changes and control it. Making sure the plan that implemented
correctly, and the report, The change to other member and clients.
7.0 SQA Tools, Techniques, Methods.
The proponents decided to use a voting system, that all the changes that are
suggested to be implemented must be decided by all of the team member
weather its a minor or major changes, it is important for the team to have unity at
every decision so the voting system is best to conduct.
The team decided to research more details regarding the accounts payables and
receivable to deepen each of the members knowledge about the project to be
presented.
SYSTEM SPECIFICATION
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1.0
Introduction
his section gives a general overview of Account payable and Receivable System
1.1
Goals and Objectives

The purpose of accounts receivable and accounts payable System is to assist
with the management of a companys finance or accounting department (AD),
there are separate and distinct duties associated with the each of the positions
Accounts Payable System manages outgoing bills and invoices on behalf of the
company. These bills might include utility payments, product or inventory
invoices, employee expense accounts and reimbursements. In some
companies, the accounts payable system may also be required to
assist with
payroll. Some of the other specific duties associated with this position
include:
Updating and maintaining records of expenditures

Responding to vendor invoices
Ensuring that all payments are made in accordance with company policy
Ensuring that all payments are sent on time
Resolving payment discrepancies and disputes on behalf of the company
Accounts Receivable System manages incoming payments on behalf of the

company. Accounts receivable systems accomplish this objective by performing
the following tasks:
Preparing and mailing invoices to customers

Posting payments to customer accounts
Organizing and filing deposit receipts as invoices are paid
Preparing reports on delinquent accounts and customer payment profiles
Reconciling cash receipts and deposits
Analyzing financial records for accuracy
Keeping a record of money that is owed to the business by the clients or

customers
Keeping an accurate record of the money received from clients or customers

for goods or services received
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Providing an accurate picture of what is happening financially within the

company at any one time by keeping a record of billing information of
customers
Keeping a record of any percentage discount arrangements for large or regular

customers to make sure the customer receives the agreed discounts
Standardizing the look of the company invoice, what information is included

and how the information is organized.
1.2System Statement of Scope

The system that the proponents proposing is the accounts payable and receivable,
this includes all the crucial transactions within the accounting department. These are
transaction involving money, so the system must have a clear and organize data
fields.
The scope of the system is only for the accounts payable and receivable. for the
accounts payable. The accounts payable includes all the liabilities of the company,
everything that must be paid including the utilities such as bills and maintenance of
the companies machine and others, in this section the proponents have learned that
aside from this data payables they are also have there the other written shit that has
the list of the little payments such as the transportation or the vehicle or the money
that has been spent in a company branches hopping called petty cash that must be
encoded too. The accounting is also the one in charge for the payroll of the
company employees whether it is regular employee, promodizers, or those that are
from the agency. Their insurance are included too. So this must be connected to the
human resource department for the details of the employees.
In the accounts receivables, this section is a quite large branch of a accounting
department, they are the one in charge of the receiving of all the receivables. not
just those from the counter but those that are from the point of sale or the
purchasing department. They are also managing the mall shelves or the renting
Page 81
according to the location of their branch inside the mall. They must also ensure the
details of the suppliers, there must be a specific data fields for this. To easily
determine if it is a post dated checked, cash on delivery, instalment basis or
consigner.
The accounts payables and receivables must have its data field for the payables
and receivables. However in some point they must ask for the permission of the
other sub systems for the details that they need to accomplish such task.
1.2.1 General Requirements
The following general requirements were laid out for the project named
AR and AP
Interface Enhancement
Staff member of AD
have
requested
lot
of
interface
enhancements that will increase the usability of the product for the
staff
Database Administrative Interface
There is one accountant to manage the system to check and
maintain the system.

Training
The staff member have also requested throughout training for the
entire staff for use with the software.

Mobile Apps
The system must have ability to adapt into the android phones as
mobile application for easy browsing of information inside of the
accounting department.
Free Format Query
The system must have a n ability to have a system function that
can provide fast information to the user.
Personalized Screen
The system must have a personalized screen to give can the user a
signature design with creativity without interrupting the user eyes.
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Import Export- one
of the system requirements is the ability
of the system to share documents unto the other application such

as the MSWord, Excel and other related equipment.
1.3 System Context
The system that the proponent proposed for the accounts payables and
receivable will be adoptable by any location within the company, and can
access by the multiple users simultaneously. This is important for the
company in preparation for the upcoming larger user based future of the
company. As well as providing ability for faster transaction and can provide
accurate and reliable data.
1.4 Major Constraints
Compatibility if the system fails to connect into the other sub
systems, or the developer fails to find compatible versions of the
software to run system

Integration- if the system fails to integrate due to un expected errors
or problems
Peopleware-if the user didnt understand the system functions and
design
Data Description- if the system fails to understand the accounting
data description.
2.0 Functional Data Description

This section describes overall system function and information domain in which is
operate.
2.1 System Architecture
These are the appropriate Use of Figures
Administrator- the one who will administrate the system, the one with the
knowledge of using and troubleshooting the system
Accountant- the user of the system, the one to delete, edit or add information
inside the system.
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Maintenance Self Test- the user who will engage into the system will be given a
training on how to trouble shoot the system but the company must also have its
own maintenance team.
2.2.1 Subsystem Overview
Account Payable System Overview
Post/Edit Payables Data
Program is used to add, change, view, or delete transactions (checks and
vouchers) in the payables database.
Create/Print Voucher Check
Program is used to create and print checks applied to vouchers previously
posted to the system.
Create/Print Direct Check
Program is used to create and print quick checks without vouchers.
Payables Inquiry program
-Provides a complete history of the vendor account.
Payables Journal
-Program produces a report of all transactions innumerical order.
Payables Aging
Program produces an aged listing of unpaid vouchers and unapplied
credits by vendor with four variable aging categories.
Payables Analysis
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Is a program generating monthly spreadsheet analyses of payables

activity. The reports can be sorted by vendor, account, employee or other
criteria defined by
the operator.
Vendor Master List

Program lists the vendor information for easy retrieval and access.
Vendor Notes Listing
List up to 250 lines of vendor notes, one vendor to a page.
Change Vendor I.D
Program can be used to change vendor ID throughout the entire system.
Bank Reconciliation
Program is used to balance the checking accounts on screen to the bank
statement. It also gives an instant snapshot of the overall checking account
balance.
Verify Payables Data
Program is a maintenance program to ensure internal data integrity.
Purge Payables Data

Program is a maintenance program used to remove old data from the payables
database.
Account Receivable System Overview
Edit Receivables Data
Program is used to add, change, delete or view transactions and information in
the receivables database.
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Receivables Inquiry
Gives a detailed report of information relating to customers receivable history
Receivables Journal
Gives numerical listing of transaction in the receivables database with sub-totals
by transaction type(invoice, payment, etc.).
Receivables Aging
Report displays all open items (unpaid invoices and unapplied credits) for each
customers account.
Final Receivables Journal
Is similar to the regular RECEIVABLES JOURNAL, It is pre-configured to give
only subtotals by transaction type for the just ended prior month. This
journal is used to verify the manual control log to prove the integrity of the
receivables information.
Create Service Charge
Program automatically computes finance (service) charges on past due
balances.
Receivables Statement
Is a formatted printout of an account printed on custom forms available from
System for mailing to the customer various formats/layouts is available.
Final Receivables Aging
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Is similar to the regular receivables aging, It is pre-configured to include only

transactions dated through the end of the just ended prior month. This report can
be retained for hard copy record.
Final Receivables Inquiry
Is similar to the regular RECEIVABLES INQUIRY, It can be printed for hard copy
record before purging the receivables database.
Purge Receivables Data
Program is used to remove closed items (paid invoices and checks) from the
receivables database. Only transactions that have been invoiced and paid prior
to the purge date are removed. All open items (unpaid invoices and unapplied
credits) are maintained indefinitely.
Verify Receivables Data
Program is a maintenance program to ensure internal integrity in the receivables
database.
2.2 Data Description
2.2.1 Major Data Object
All attributes is appropriate to
AP AR
Every Attribute must have a description.
Payee accounting term use for the liabilities
Payer accounting term for the one to pay the liabilities.
Bank company bank is where the accountant gets money to pay transaction
Vendor- the one who supplies product, who will receive invoice
Payable Transaction- transaction that provides voucher checks
Receivable Transaction- transaction that provides invoice and service charge.
Service Charge- one of the payables of the company.
Invoice- is for the supplier
Accounts- are those body of accounting that separates transactions.
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2.3 Human Interface Description

3.0 Subsystem Description
3.1 Subsystem Flow Diagram
Page 88
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3.1.1 Account Payable

4.0 Enhanced Interface Prototyping
4.1 Prototyping Requirements
Page 90
Username
Password
Login
Administrator
Userna
me
Password
Admini
strator
Logi
n
Canc
el
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File
Menu Analysis
Bank _Reconciliation
Maintenance
Help
Miscellaneous
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Page 93
Create Check
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Print
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File
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Print
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Software Design Specification

1.0 Introduction
The system that the proponents proposing is the accounts payable and
receivable, this includes all the crucial transactions within the accounting
department. These are transaction involving money, so the system must have
a clear and organize data fields.
The scope of the system is only for the accounts payable and
receivable. for the accounts payable. The accounts payable includes all the
liabilities of the company, everything that must be paid including the utilities
such as bills and maintenance of the companies machine and others, in this
section the proponents have learned that aside from this data payables they
are also have there the other written shit that has the list of the little payments
such as the transportation or the vehicle or the money that has been spent in
a company branches hopping called petty cash that must be encoded too.
The accounting is also the one in charge for the payroll of the company
employees whether it is regular employee, promodizers, or those that are
from the agency. Their insurance are included too. So this must be connected
to the human resource department for the details of the employees.
In the accounts receivables, this section is a quite large branch of a
accounting department, they are the one in charge of the receiving of all the
receivables. not just those from the counter but those that are from the point
of sale or the purchasing department. They are also managing the mall
shelves or the renting according to the location of their branch inside the mall.
They must also ensure the details of the suppliers, there must be a specific
data fields for this. To easily determine if it is a post dated checked, cash on
delivery, instalment basis or consigner.
The accounts payables and receivables must have its data field for the
payables and receivables. However in some point they must ask for the
Page 100
permission of the other sub systems for the details that they need to
accomplish such task.
1.1Goals and Objectives
The system that the proponents proposing is the accounts payable and
receivable, this includes all the crucial transactions within the accounting
department. These are transaction involving money, so the system must have
a clear and organize data fields.
The scope of the system is only for the accounts payable and
receivable. for the accounts payable. The accounts payable includes all the
liabilities of the company, everything that must be paid including the utilities
such as bills and maintenance of the companies machine and others, in this
section the proponents have learned that aside from this data payables they
are also have there the other written shit that has the list of the little payments
such as the transportation or the vehicle or the money that has been spent in
a company branches hopping called petty cash that must be encoded too.
The accounting is also the one in charge for the payroll of the company
employees whether it is regular employee, promodizers, or those that are
from the agency. Their insurance are included too. So this must be connected
to the human resource department for the details of the employees.
Since the accounts payables and receivables are handling crucial data,
and reports so the system design must be fit for the accounting department. It
must be designed with acknowledging the eye of the users.
To minimize all the time spent in every accounting transaction

To minimized all the wasted paper work for every transactions such as petty
cash
To provide a database that can manage and store all the data gathered at
every accounts weather receivable or payables.

To provide automated system for the accounting department that can suit all
the needs of the accounts payables and receivables.
1.2 System statement of scope

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The system for the accounts will be having its own fields for the two
branches of payables and receivables, the said system will be recording all of the
accounts payables of the company so there will be no problem regarding the
dates of payments and can avoid paying for more penalties of the delayed
payments of the company, as well as for the accounts receivables records of the
company.
The system will also provide accounts Invoices at every transaction that
can be use for the assurances of every settled account.
1.2.1General Requirements
A way in which accounting department could monitor all the transactions

that they are doing inside the companys accounts payables and
receivables.
A system that could generate electronic reports for the accounts payables
and receivables.
A system that can check all the reports for the accounts payables and
receivables.
A system that can print all the data gathered within specific time needed,
in summary of all the data or individual form.

A system that could view all the accounts payables and receivables of the
company
A system that has a simple and easy to understand design so that the
user will feel free to use all of the features of the system
A system that has a special words and key words that can be use for the
easy surfing of the system most specially including the account ID or
transaction ID.
o Interface enhancements
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The developer will going to ask opinions of the accountant of the

department in order to know their suggested interfaces since they are going
to be the one to use the system.
o Database Administrative Interface
The database of the department will be designed according to the
needs of the department for the accounts payables and receivables.
o Online Help
Online help desk will be included in order to let the user of the system
to have a user manual in preparation of a sudden problem that may occur in
the daily workload.
o Training
The accountants of the company will going to have a trainings and
seminars on how are they going to use the system software.
1.3 System Context
The system that the proponents proposing will be having a user-friendly
interface for an organized system resulting to more faster processing of
transactions and the Database Design structure is designed as to follow the
business intelligence of the system.
1.4 Major Constraints
Developing Environment
The proponents must provide a software design that has a intelligence of the
actual system that the accounting department is using so in this case the use of
Open Source Software and a Proprietary Software is an advantage in the
system. From the flexibility of the open source and security of the proprietary
produces powerful system.
Compatibility
The proponents make sure that the software that they will be using for the
system has the capability to adopt at the different software that it could
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possibly connect. the system can be used in different environment and will
encounter minimal error.
2.0 Data Design
3.0 Architectural Component Level Diagram

3.1.1 Overall
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Menu Items
The following shows the architecture of the main menu
File
o
o
o
o
o
o
Admin
Manger
Accountant
Payee
Payer
Exit
Transaction
o Payable Transaction
Create Payment Invoice
Create Check
Journal Entry
o Receivable Transaction
Create Sales Invoice
Service Charge
Journal Entry
o
o
User Information
o Admin
Manager
Accountant
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o
Payee
o
Payer
Maintenance
o
o
o
o
Vendor File
Bank
Terms
Account
Report
o
o
o
o
o
o
o
o
Payable Journal
Payable Inquiry
Payable Aging
Receivable Journal
Receivable Inquiry
Receivable Aging
Vendor note List
Bank Reconciliation List
3.2 Description of Components

3.2.1 Administrator is the that will be administrating the system the user
3.2.2 Manager is the one who will manage the overall system and the one who
will check the reports.
3.2.3 Accountant is the user of the system, he will be the one to encode data of
every transactions
3.2.4 Payee it is the companys term for the liabilities
3.2.5 Payer it is the term for the person who will pay the payment.
4.0 User Interface Design
4.1 Description of the User Interface
Below are some of the forms in the program, after fire up the program, the
login will appear, If the employee enters the right employee name with the
matching password, it will immediately take them to the main interface (mdiHR )
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4.1.1 Screen Images

Log In Screen
Log In Screen is the first Interface of the system, it has a Username for the
administrator and a password for the security, the small box located below the
password field, is the one who will going to determine if the user is the main
administrator or other user within the company. There is also a log in button to
proceed and the cancel button to go back to the main menu.
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-AP and AR 2nd Interface shows the main menu for the accounts includes the
File, Menu and Help Button
File
Menu Analysis
Maintenance
Help
Miscellaneous
Account Payables 3rd interface is the First account for the payables. That will record
the vendor files, Edit payable data, create voucher check, edit bank reconciliation, bank
list, purge bank reconciliation, edit file and content about.
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-Print Chick interface is for creating checks.
Print
Payables inquiry is to check all the payables record
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Payables aging for the company to know all the dates of payment
File
Account Receivable It is the first interface for the receivables.
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Print
Receivable journal is for the records of receivables.
Approval Queue
4.1.2 Objects and Actions
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File
Menu Analysis
Maintenance
Help
Miscellaneous
Page 113
Print
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Page 115
File
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Print
4.2 Interface Design Rules

The Interface Design Rules is to provide rules for the interface design of the
system
1. The system must strive for consistency that there must no different and un-organize
part of the system.
2. The system must be able to allow frequent user to use shortcuts.
3. The system must offer informative feedback.
4. The system be design to have dialog to yield closure.
5. The system must offer simple error handling.
6. The system must be able to permit to easy reversal of actions.
7. The system must support internal locus of control.
8. The system must be created to reduce short-term memory load.
4.3 Component Available
Since we are using Netbeans as our front-end development language,
there are a lot of ready-made components that are available for us to use
already. The following is a list of controls that we will be using for this software.
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4.3.1 Intrinsic Controls

ComboBox
A ComboBox control combines the features of a TextBox control a ListBox
Control, User can enter information in the textbox portion or select an item
from the listbox portion.
Command Button
Use the command button to begin, interrupt or end a process.
Image
Use the image control to display graphics, An image control can display a
graphic from bitmap, Icon or metafile
Label
A label control is a graphical control you can use to display text that a user
cant change directly
Menu
A menu control display a custom menu for your application
TextBox
A textbox control, sometimes called an edit field or edit control, display
information entered at design times, entered by the user, or assigned to
the control in code at run time.
4.3.2 ActiveX Controls
DateTimePicker
5.0 Restriction, Limitations and Constraints
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1.

Database of every Accounts

Lack of Data Recovery

Incapability of making the records safe from unwanted edits.

Mis-declared location of data records

Merchandising (Accounts Payable & Receivable)

of their company. there must always be a ready comfortable, secured and

its own data

employees they are also part of

payables, every employee must have every data records individually

Merchandising (Accounts Payable & Receivable)

1.4 Stakeholders and Clients

Merchandising (Accounts Payable & Receivable)

company, by receiving all the updates of their dates of payments

without confusion and withholding their suppliers invoice and checks.

The Programmer will be benefitted by the additional knowledge that he

system for the accounting department of the company.

learn something from it.

Merchandising (Accounts Payable & Receivable)

be broad and her thinking skill will be enhanced logically.

Merchandising (Accounts Payable & Receivable)

proponents will implement inside the system.

receivables and payables in a different but accurate database.

vendors, bank reconciliation and maintenance.

through integration with a well and accessible modules.

gathered from accounts receivables and payables.

for Work Products description

Log in interface will for the security

for Work Products description

Payable transaction is for the

Merchandising (Accounts Payable & Receivable)

Create Voucher Check

Is for the created check from the

for Work Products description

Vendor file is If the user would like

to add vendor information

accounts payables and receivables

for Work Products description

Payable journal will manage all of

the payee reports.

Receivable journal will manage all

of the payer reports.

Check Transaction List

Check Transaction list is a List of

Merchandising (Accounts Payable & Receivable)

each other there will always be a sub systems that must be

Merchandising (Accounts Payable & Receivable)

1.3 Project Plan

merchandising department, through this word, the proponent can

system must be effective in every aspect to provide the

assurance and the security of the system. The proposed system

After gathering data the team decided to observe at the

System test- a test to make sure that the system is really

has already achieved its goals.

been given to us.

question for the interview.

the project interview.

July 16, 2014

and think the objectives

July 29, 2014

and the process.

documents for the project.