System Requirements Specifications (OOAD) For Accounts Management

Version No.: Date of Release: Copy No:

System Requirements Specifications

Table of Contents
1.0 1.1 1.2 1.3 1.4 1.5 2.0 2.1 2.2 2.3 2.3.1 2.3.2 2.3.3 2.4 2.5 2.6 2.7 2.7.1 2.7.2 2.7.3 2.7.4 2.7.5 2.7.6 2.7.7 2.7.8 2.7.9 2.7.10 2.7.11 2.7.12 3.0 3.1 3.2 3.3 3.4 3.5 3.6 3.7 4.0 Introduction .......................................................................................................... 4 Purpose of SRS ..................................................................................................... 4 Scope of the Accounts System ............................................................................... 4 Definitions, Acronyms & Abbreviation ..................................................................... 4 Overview of the Project .......................................................................................... 5 References............................................................................................................. 5 General Description of the Accounts Module System........................................ 6 System Context ...................................................................................................... 6 System Decomposition........................................................................................... 7 System Interface .................................................................................................... 7 Hardware Interface................................................................................................. 7 Software Interface .................................................................................................. 7 Communication Interface........................................................................................ 7 Development, Testing & Operational Environment.................................................. 7 Site Adaptation Requirements ................................................................................ 8 System Constraints ................................................................................................ 8 Description of Accounts Module:............................................................................. 8 Actor in the Accounts Module ................................................................................. 8 Use case diagram of Accounts module................................................................... 9 Use Case Specification of Accounts Module......................................................... 10 Business Use Case: Voucher Preparation ............................................................ 10 Business Use Case: Budget Preparation for Company or Branch ......................... 11 Business Use Case: Accounts head wise budget Preparation............................... 12 Business Use Case: Month wise budget Preparation ............................................ 13 Business Use Case: Assign opening balance ....................................................... 14 Business Use Case: Transfer data between two account heads. .......................... 15 Business Use Case: Year end process (Provisional)............................................. 16 Business Use Case: Account head Active / Inactive.............................................. 17 Business Use Case: Reconcile Bank .................................................................... 18 Specific Requirements of Proposed System .................................................... 19 Response & Transaction Handling Requirements ................................................. 19 Security Requirements ......................................................................................... 19 Maintainability Requirements................................................................................ 19 Availability Requirements ..................................................................................... 19 Portability Requirements ...................................................................................... 19 Reliability Requirements....................................................................................... 19 Other Requirements ............................................................................................. 19 Appendices......................................................................................................... 20

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4.1 4.1.1 4.1.2 4.1.3 4.1.4 4.1.5 4.1.6 4.1.7 4.2 4.2.1 4.2.2 4.2.3 4.2.4 4.2.5 4.2.6 4.2.7 4.2.8

Input Forms/Screens ............................................................................................ 20 Chart of accounts manually .................................................................................. 20 Job setup ............................................................................................................. 21 Class setup .......................................................................................................... 22 Account Head-wise Budget Information ................................................................ 23 Voucher entry....................................................................................................... 24 Bank Reconcile .................................................................................................... 25 Year end process ................................................................................................. 26 Query Format ....................................................................................................... 27 Chart of Accounts................................................................................................. 27 Trial Balance Opening ....................................................................................... 28 Statement of Budget............................................................................................. 29 Balance Sheet General ..................................................................................... 30 Bills Payable ........................................................................................................ 31 Statement of Budget - Company / Branch-wise Monthly........................................ 32 Statement of Budget - Current Year vs. Selected Year......................................... 33 Trial Balance Actual vs. Budget ......................................................................... 34

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System Requirements Specifications

1.0
1.1

Introduction
Purpose of SRS
The purpose of this document is to identify a set of requirements for an accounts module. The SRS helps us to describe the behavior of the system to be developed. It includes a set of use cases that describe the interactions that the users will have with the software. Use cases helps to represent functional requirements of a system. In addition to use cases, the SRS also contains nonfunctional (or supplementary) requirements. This SRS is mainly intended for the user who deals with accounting processes.

1.2

Scope of the Accounts System

The proposed Accounts module should provide the user organization with all the facilities that a complex, large and distributed accounts module needs. The system will provide a user friendly interface which would make it possible to run by an accountant with nominal computer literacy. All its interfaces would be quite self explanatory. The whole software would be well organized and all its activities are designed in such a way that it is distributed across a good number of forms for the sake of simplicity. Some of the areas that will be covered are Budget, Voucher, Integration, Audit Trail etc. Most importantly, its backend algorithm and system design should make this Accounts module very secured and robust. This Accounts module is based on accrual system and single entry system is out of scope. Income & Expenditure and Balance Sheet are designed for single column format. Overall this detailed Software requirement specification will help the system analyst and developers get a clear view of the entire Accounts module requirements and its architecture.

1.3

Definitions, Acronyms & Abbreviation

BIBM- Bangladesh Institute of Bank Management N/A Not Applicable Chart of Accounts - Chart Of Accounts is a list of all accounts tracked by a single accounts module, and should be designed to capture financial information to make good financial decisions. Each account in the chart is assigned a unique identifier, typically an account number.

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System Requirements Specifications

Budgeting - Budget is prepared against the accounts head for the forthcoming period and to perform variance analysis based on the previous data Voucher - Voucher is used to enter daily transaction that takes place within the organization. Merge Account - This allows the user to merge two accounts head into one. Both account head must be under the same group. Class - The system allows the user to define its own class/category and all its transactions are associated with different classes and subclasses. SRS System Requirements Specifications COA Chart of Accounts

UML Unified Modeling Language

1.4

Overview of the Project

The project Computerization of Accounting, MIS & Inventory Management System for BIBM will facilitate BIBM business by managing accounts information, inventory information, employee provident fund information, payroll information, employee welfare fund information, employee information, administration information, student information, training; and hostel information of BIBM.

1.5

References
Tender document, technical proposal, supplied documents by BIBM for each functional area and brochure of BIBM. Also, conduct interview of the key personnel of Accounts department.

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System Requirements Specifications

2.0
2.1

General Description of the Accounts Module System

System Context

Figure: Accounts module

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System Requirements Specifications

2.2 2.3
2.3.1

System Decomposition
N/A

System Interface
Hardware Interface No special hardware interface is required.

2.3.2

Software Interface No special software interfacing is required.

2.3.3

Communication Interface TCP/IP is required as a communication interface.

2.4

Development, Testing & Operational Environment

Development Environment (Server): Software: Oracle 10g 10.2.0.1.0 Database Server, Linux Red Hat 4.0 Enterprise will be used for developing the package. Hardware: Processor: Memory: Hard Disk: NIC: 3.0 GHz Pentium 4 Processor or higher is required; 2 GB of RAM or higher is required; 10 GB of available space or higher is required; Ethernet card is required

Development Environment (Client): Software: PHP 5.2.5, Apache 2.2.8, Oracle 10g Client, Toad for Oracle, Microsoft Windows 2000/XP Professional will be used for developing the package. Hardware: Processor: Memory: Hard Disk: NIC: Printer: 1.6 GHz Pentium 4 Processor or higher is required; 512 MB of RAM or higher is required; 10 GB of available space or higher is required; Ethernet card is required Any printer connection (optional)

Operational Environment (Server): Software: PHP 5.2.5, Apache 2.2.8, Oracle 10g 10.2.0.1.0 Database Server and Linux Red Hat 4.0 Enterprise will be used. Hardware: Processor: 3.0 GHz Pentium 4 Processor or higher is required;

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System Requirements Specifications

Memory: Hard Disk: NIC:

2 GB of RAM or higher is required; 10 GB of available space or higher is required; Ethernet card is required

Operational Environment (Client): Software: Internet Explorer/ Mozilla Firefox Hardware: Processor: Minimum 1.6 GHz Pentium 4 Processor or higher is required; Memory: 512 MB of RAM or higher is required; Hard Disk: 5 GB of available space or higher is required; NIC: Ethernet card is required Printer: Any printer connection (optional) Testing Environment: Testing environment is the same as operational environment.

2.5

Site Adaptation Requirements

There are no special requirements in the customer site to deploy the system. Moreover, requirements for operational environment will cover the site adaptation requirements.

2.6

System Constraints
Regulatory Policies: No regulatory policy are applicable for this system Hardware Limitation: The hardware requirements specified in Operational Environment (section 2.4) must be required to run the system smoothly. Lowering the hardware specification may hamper the system and in some cases may not work at all. Parallel Operation: No constraint for parallel operation. High Order Technical Requirements: No constraints for high order technical requirements. Reliability Requirements: The reliability of the application depends on the hardware and dependent software specified in section 2.4 Criticality of the Application: The system is complex and small changes may greatly affect the total system in some situation.

2.7
2.7.1

Description of Accounts Module:

Actor in the Accounts Module The following actors are identified for the Accounts module Head of Accounts Accounts Clerk / Assistant Assistant Accounts Officer

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System Requirements Specifications

2.7.2

Use case diagram of Accounts module

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2.7.3 2.7.4

Use Case Specification of Accounts Module Business Use Case: Voucher Preparation Use case ID No.: ACCSRSUC01 Actors: Accountants assistant / clerk Pre Condition: Related master data should be available. Post Condition: Voucher will be created and it will be ready to post. Main Success Flow: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. Extension: At anytime system fails: 2a. Invalid voucher date System alerts the voucher date is out of fiscal year range. Accountants assistant corrects the voucher date. 11a. Fund shortage: System alerts that the fund is not available. Accountants assistant changes the amount or skip the voucher. 14a. Fail to print: System generates failure message. Accountants assistant checks printer availability. Cross reference: ACCSRSUC06. Accountants assistant: Start to create voucher. Accountants assistant: Input the voucher date. System: Shows five voucher types to be selected. Accountants assistant: Select a voucher type. Accountants assistant: Inputs first relevant master data such as Branch name, Payee and description of the voucher. System: Shows relevant department, project, job and class according to selected branch. Accountants assistant: Input cheque no. and date is required. Accountants assistant: Select Debit and Credit account head. System: Shows relevant budget amount (if assigned) and current balance. Accountants assistant: Inputs debit or credit amount. System: Check the available balance of account head. Accountants assistant: Request the system to save the voucher. System: Save the voucher and generate a voucher no. Accountants assistant: May print the voucher.

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2.7.5

Business Use Case: Budget Preparation for Company or Branch Use case ID No.: ACCSRSUC02 Actors: Head of Accounts Pre Condition: Fiscal year have to be defined. Company and (or) branch have to be defined.

Post Condition: Budget will be created. Main Success Flow: 1. 2. 3. 4. 5. 6. Head of Accounts: puts budget date and total amount of budget according to company or branch. System: system save the amount. Head of Accounts: may put amount again for the company or branch as a new budget System: save the amount as a revised budget System: load all previous fiscal years and budget import type to facilitate import option Head of Accounts: may import budget or summarized expenditure from any of previous fiscal year to set it for current year budget

Extension: 1a. Budget date is out of fiscal year range: System alerts that the budget date is out of fiscal year range. Head of Accounts corrects the date.

Cross reference: None

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2.7.6

Business Use Case: Accounts head wise budget Preparation Use case ID No.: ACCSRSUC03 Actors: Head of Accounts Pre Condition: Company or branch wise budget have to be prepared Chart of accounts have to be prepared Post Condition: Accounts head wise budget will be assigned. Main Success Flow: 1. 2. 3. 4. Head of Accounts: selects company or branch then selects accounts heads from the drop down list and put amount. System: system save the amount. System: load all previous fiscal years and budget import type to facilitate import option Head of Accounts: may import accounts head wise budget or summarized expenditure from any of previous fiscal year to set it for current year budget

Extension: 1a. Duplicate accounts head: System alert that accounts head is duplicate. Head of Accounts selects another accounts head. 2a. Exceed budget amount of the company or branch System alert that entered amount exceed the budget of company or branch Head of Accounts corrects the amount for that accounts head

Cross reference: ACCSRSUC02, ACCSRSUC06

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2.7.7

Business Use Case: Month wise budget Preparation Use case ID No.: ACCSRSUC04 Actors: Head of Accounts Pre Condition: Accounts head wise budget have to be prepared Post Condition: Month wise budget will be assigned. Main Success Flow: 1. 2. 3. 4. 5. 6. Extension: 6a. Exceed budget amount System alert that entered amount exceed the budget of the selected accounts head Head of Accounts corrects the amount Head of Accounts: selects company or branch System: show the respective accounts head Head of Accounts: selects an accounts head System: divide the budget amount of the selected accounts head into 12 months equally Head of Accounts: may change the amount of any month System: save month wise budget information

Cross reference: ACCSRSUC06

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2.7.8

Business Use Case: Assign opening balance Use case ID No.: ACCSRSUC05 Actors: Assistant Accountants Officer Pre Condition: Chart of accounts must have to be created. Fiscal year have to be defined. Company and (or) branch have to be defined. Post Condition: Opening balance will be assigned.

Main Success Flow: 1. 2. 3. Extension: 3a. Invalid date System alerts that the date is out of fiscal year range. Assistant Accountants Officer corrects it. 3b. Asset and liabilities are not equal System alerts that the total amount of asset and liabilities are not equal Assistant Accountants Officer makes it equal. Assistant Accountants Officer: Selects the Accounts Head. Assistant Accountants Officer: Inputs the amount of every accounts head and request the system to save. System: System saves the opening balance.

Cross reference: ACCSRSUC06

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2.7.9

Business Use Case: Transfer data between two account heads. Use case ID No.: ACCSRSUC09 Actors: Assistant Accounts Officer Pre Condition: Transaction have to be exist Both account head must be under same group. Post Condition: Data will be transferred from one account head to another account head.

Main Success Flow: 1. Assistant Accounts Officer: Select one account head from where data will be transferred. 2. Assistant Accounts Officer: Select one account head to where data will be transferred. 3. Assistant Accounts Officer: Request the system to process data transfer. 4. System: Shows confirmation message. 5. Assistant Accounts Officer: Confirms it. 6. System: Saves the information. 7. System: Performs the transfer process by posting a non-confirm journal. Extension:

3a. Invalid account head selection. System alert that both account heads should be selected from 4th to 5th level. Assistant Accounts Officer selects both account heads from 4th to 5th level.

Cross reference: ACCSRSUC06, ACCSRSUC01

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2.7.10

Business Use Case: Year end process (Provisional) Use case ID No.: ACCSRSUC10 Actors: Accounts Assistant Pre Condition: User has to be authenticated Post Condition: Current fiscal year will be closed and a new fiscal year will be created automatically. User can entry voucher in the both fiscal year

Main Success Flow: 1. 2. 3. 4. 5. 6. 7. Accounts Assistant: Select provisional year end from the option. Accounts Assistant: Request the system to process. System: Shows confirmation message. Accounts Assistant: Confirms it. System: Closes the current fiscal year. System: Creates a new fiscal year. Accounts Assistant: Gets option to entry voucher in the both current and previous fiscal year.

Extension: 2a. Retained earning head not found. System alert that retained earning head not found. Accounts Assistant defines the retained earning head in the master setup. Accounts Assistant performs main flow no. 1, 2 and 4 again.

Cross reference: ACCSRSUC06, ACCSRSUC01

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2.7.11

Business Use Case: Account head Active / Inactive Use case ID No.: ACCSRSUC12 Actors: Head of Accounts Pre Condition: None Post Condition: Inactive account head is no longer exists in any entry form until active it again.

Main Success Flow: 1. Head of Accounts: Selects the specific account head. 2. Head of Accounts: Selects edit option. 3. Head of Accounts: Selects active or inactive option and requests the system to process. 4. System: Shows message for confirmation. 5. Head of Accounts: Confirms it. 6. System: Finally process the request. Extension: None

Cross reference: N/A

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2.7.12

Business Use Case: Reconcile Bank Use case ID No.: ACCSRSUC20 Actors: Authorized Accountant Pre Condition: Respective bank statement is required Post Condition: Cheque book will be created and will be available during transaction

Main Success Flow: 1. Authorized user: Selects the specific bank account head. 2. System: show the respective month and respective account information of that month such as opening balance, closing balance, received, payment. 3. Authorized user: puts the statement date, opening balance, closing balance according to the bank statement and request the system to save it. 4. System: Shows message for confirmation. 5. Authorized user: Confirms it. 6. System: Finally process the bank reconciliation.

Extension: None Cross reference: AccSRSUC01, AACCSRSUC03

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System Requirements Specifications

3.0
3.1 3.2 3.3 3.4

Specific Requirements of Proposed System

Response & Transaction Handling Requirements
No specific requirements for this module.

Security Requirements
Access should be controlled.

Maintainability Requirements
Data backup facility must be provided.

Availability Requirements
If all the hardware and software requirements are met then the uptime of the system should be 99%.

3.5 3.6

Portability Requirements
The system should be work under Windows and Linux.

Reliability Requirements
All the transaction should be committed successfully and any uncommitted transaction should be rolled back and notify the user.

3.7

Other Requirements
N/A

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System Requirements Specifications

4.0
4.1
4.1.1

Appendices
Input Forms/Screens
Chart of accounts manually

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4.1.2

Job setup

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4.1.3

Class setup

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4.1.4

Account Head-wise Budget Information

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4.1.5

Voucher entry

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4.1.6

Bank Reconcile

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4.1.7

Year end process

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System Requirements Specifications

4.2
4.2.1

Query Format
Chart of Accounts Account Head Level

Account Code

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4.2.2

Trial Balance Opening

Date Range : Branch Name : Department Name :

Account Name Account Code

Project Name : Class Name : Sub-Class Name :

Debit Credit

Total :

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4.2.3

Statement of Budget

Company / Branch Name : Fiscal Year : Account Head Code Amount

Total Amount :

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4.2.4

Balance Sheet General

Date Range : Branch Name : Particular Account Code Amount

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System Requirements Specifications

4.2.5

Bills Payable

Date Range : Branch Name : Supplier Name Opening Bala nce Current Bill Current Paym ent Current Due Total Due

Total Amount :

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4.2.6

Statement of Budget - Company / Branch-wise Monthly

Company / Branch Name : Fiscal Year : Account Head Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total

Total :

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System Requirements Specifications

4.2.7

Statement of Budget - Current Year vs. Selected Year

Company / Branch Name : Fiscal Year : Account Head Current Year Selected year Difference

Total Amount :

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4.2.8

Trial Balance Actual vs. Budget

Date Range : Branch Name : Department Name :

Slno Account Head Actual

Project Name : Class Name : Sub-Class Name :

Budget Difference

System Requirements Specifications

BIBM/AMISIMS/D/SRS_HOS

Version 1.0 Draft 1.0

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