Stage 3 – System Design Specifications
by
IFSM 461 (6380) Systems Analysis and Design
Professor
Date:
,STAGE 2 – REQUIREMENTS SPECIFICATION
Precision Electronic Parts (PEP), Inc., is a small private business that is marketing low voltage
motors, primarily for the medical community, however they have branched out and are seeing a
significant increase in the need for their product. This increase has cannot be successfully
maintained using their current billing and invoicing system and has resulted in a backlog of
processing customer invoices, billing and the receipt of customer payments.
The new system that Burton’s Business and IT Systems Analyst Company (BBISAC)
will present to PEP will allow the finance department to have better control over invoice creation
when an order is received, billing, and payment collections, this solution will also aid in
eliminating late invoicing and billing, and collections of payments, as well as reduce processing
errors.
I. FUNCTIONAL REQUIREMENTS
PEP works off of a monthly reporting schedule, these reports include every department,
however their main desire is to keep informed of how the invoices are maintained and the
collection of customer payments. These functional requirements for the new system will briefly
describe the systems core functionality of proposed solution as far as information received from
the system, information input into the system and how the information is processed.
a. Output requirements
i. Monthly Invoicing Report – this report will display the current status from the
Marketing department as they maintain the product codes and pricing used by the
invoicing database on the 15th of each calendar month.
ii. Accounts Receivable Report - Customer payments, which are received in lump sum
payments, are due to PEP by the 10th of each month. Payments are processed through
the Accounts Receivable (AR) department. AR is responsible for updating customer
account records once payments are received.
iii. Overdue Collections Reports – the Invoicing department is responsible for
identifying overdue accounts. These reports are sent to the AR and Sales
departments.
, The AR department handles all collections that meet the following criteria:
1. 30 days overdue
2. 60 days overdue
3. Past 60 days overdue
b. Input requirements
i. To properly acquire the necessary information to create the Monthly Invoicing
Report the following data must be input into the system:
o Customer Organization Name (fully spelled out no abbreviations)
o Customer Organization Street Address
o Customer City
o Customer State
o Customer Zip Code + 4
o Product Order Date
o Products Ordered
o Quantity Ordered
o Product Price Per Unit
o Employee ID
ii. To properly acquire the necessary information to create the Accounts Receivable
Report the following data must be input into the system:
o Customer Organization Name (fully spelled out no abbreviations)
o Product Order Date
o Products Ordered
o Quantity Ordered
o Product Price Per Unit
o Calculated Price (Calculated Field)
o Amount Due (Calculated Field)
o Amount Paid
o Date Paid
o Employee ID
by
IFSM 461 (6380) Systems Analysis and Design
Professor
Date:
,STAGE 2 – REQUIREMENTS SPECIFICATION
Precision Electronic Parts (PEP), Inc., is a small private business that is marketing low voltage
motors, primarily for the medical community, however they have branched out and are seeing a
significant increase in the need for their product. This increase has cannot be successfully
maintained using their current billing and invoicing system and has resulted in a backlog of
processing customer invoices, billing and the receipt of customer payments.
The new system that Burton’s Business and IT Systems Analyst Company (BBISAC)
will present to PEP will allow the finance department to have better control over invoice creation
when an order is received, billing, and payment collections, this solution will also aid in
eliminating late invoicing and billing, and collections of payments, as well as reduce processing
errors.
I. FUNCTIONAL REQUIREMENTS
PEP works off of a monthly reporting schedule, these reports include every department,
however their main desire is to keep informed of how the invoices are maintained and the
collection of customer payments. These functional requirements for the new system will briefly
describe the systems core functionality of proposed solution as far as information received from
the system, information input into the system and how the information is processed.
a. Output requirements
i. Monthly Invoicing Report – this report will display the current status from the
Marketing department as they maintain the product codes and pricing used by the
invoicing database on the 15th of each calendar month.
ii. Accounts Receivable Report - Customer payments, which are received in lump sum
payments, are due to PEP by the 10th of each month. Payments are processed through
the Accounts Receivable (AR) department. AR is responsible for updating customer
account records once payments are received.
iii. Overdue Collections Reports – the Invoicing department is responsible for
identifying overdue accounts. These reports are sent to the AR and Sales
departments.
, The AR department handles all collections that meet the following criteria:
1. 30 days overdue
2. 60 days overdue
3. Past 60 days overdue
b. Input requirements
i. To properly acquire the necessary information to create the Monthly Invoicing
Report the following data must be input into the system:
o Customer Organization Name (fully spelled out no abbreviations)
o Customer Organization Street Address
o Customer City
o Customer State
o Customer Zip Code + 4
o Product Order Date
o Products Ordered
o Quantity Ordered
o Product Price Per Unit
o Employee ID
ii. To properly acquire the necessary information to create the Accounts Receivable
Report the following data must be input into the system:
o Customer Organization Name (fully spelled out no abbreviations)
o Product Order Date
o Products Ordered
o Quantity Ordered
o Product Price Per Unit
o Calculated Price (Calculated Field)
o Amount Due (Calculated Field)
o Amount Paid
o Date Paid
o Employee ID
