Biz req doc for acounts payable system

SOFTWARE QUALITY ASSURANCE &
TESTING

TAKE HOME – MID TERM II

Table of Contents

Document Reviews 4
Document Approval 4
Business Requirements Overview 4
Scope Statement 5
Glossary of Terms 5
Stakeholders 5
Stakeholder Requirements 6
1.Usability...................................................................................................................................6
2.User Authentication and Permission........................................................................................6
1.1. A work day shall be between the hours of 8am through 5pm PDT/PST, inclusive................6
1.2. System availability shall be [M:99.5%, D:99.9%, B:100%] of the work day.........................6
1.3. System shall be available Monday through Friday for check printing....................................6
1.4. System shall be unavailable Saturday and Sunday for maintenance.......................................6
1.5. System calendar week shall start on Saturday at 00:01 AM and end on Friday at 12:00PM..6
1.6. Clerks shall enter payment information into the system via the Data Entry screen................6
1.7. Clerks shall enter greeting messages via the Check Greeting Message screen.......................6
1.8. Once a clerk has entered payment information into the system, a clerk shall only be able to
view such information and shall not be allowed to modify it. 6
1.9. Supervisors shall be allowed to review every check detail. 6
1.10. Supervisors shall be allowed to edit unprinted checks and make corrections to all the fields
as necessary. 6
1.11. At the end of the day, the Chief Supervisor shall print all the checks entered into the
system. 6
1.12. Accountants shall be able to view checks but not modify them. Accountants shall also be
allowed to generate daily and weekly reports. 6
1.12.1. The greeting data entry screen will prompt the following information:.............................7
1.12.2. The greeting message shall be applied system wide to all printed checks.........................7
1.12.3. The greeting message shall print only during the effective and end date range. ...............7
1.13. The check printing menu option shall print all the checks entered for the work day............7
1.14. A standard check format shall be printed – cross reference section 9.3................................7
1.15. Checks with face value of less than or equal $1,000 shall print one signature line. [Ref:
9.3.1] 7
1.16. Checks with a face value of more than $1,000 shall print two signatures lines....................7
1.17. Checks printed for U.S. based payees shall not print country information...........................7
1.18. Checks printed for payees outside of the U.S. shall print the country information [Ref:
9.3.3]. 7
1.19. All checks shall display the amount in U.S. dollars. 7
1.20. All checks shall display a dollar sign ($) in front of the check amount value.......................7
1.21. All checks shall display a greeting message, when a message has been entered and the
print date falls within the effective start and end dates. 7
1.22. The greeting message shall be centered at the top of the check............................................7
1.23. Daily report 8
7.1.1 The system shall provide a menu option for generating a daily report.................................8
7.1.2 The daily report shall display a list of all the checks printed for that day.............................8

Software Quality Assurance & Testing 2
Take Home Mid Term II

7.1.2.1 The daily report listing shall display a row for each check issued.....................................8
7.1.2.2 Each row in the daily report listing shall contain the check number, payee and check
amount. 8
7.1.2.3 The daily report shall be sorted by check number. 8
7.1.3 The daily report shall display the current day’s date. 8
7.1.4 The daily report shall display the total amount paid. 8
7.1.5 The daily report shall display the total number of checks issued..........................................8
1.24. Weekly Report 8
7.2.1 The system shall provide a menu option for generating a weekly report..............................8
7.2.2 The weekly report shall display the beginning and end dates of the report..........................8
7.2.2.1 The report start date shall be the first day of the calendar week as defined in section 3.4.8
7.2.2.2 The report end date shall be the last day of the calendar week as defined in section 3.4...8
7.2.3 The weekly report shall display the total amount of the checks issued during the calendar
week specified in the report. 8
1.25. Check Review 8
1.25.1. The system shall provide a menu option to review a check selected by the user...............8
1.25.2. The check review option shall display a listing of all checks for the current day..............8
1.25.3. The check review listing shall display a row for each check8
1.25.4. The check review listing shall display a header, including date, check number, payee and
amount. 8
1.25.5. The items in the check review listing shall have the ability to be selected for review.......8
1.25.6. The check preview option shall display a preview of the printed check............................8
1.25.6.1. The check preview display shall provide a mechanism to edit the check details for
users with edit capabilities (see 2.2). 8
1.25.6.2. For checks that have already been issued, the ability to edit check details should not be
available 8
1.25.7. The check review option shall have controls, allowing the user to navigate between
checks. 8
1.25.7.1. The check review control shall include an option to navigate to a specific check
number. 8
1.25.7.2. The check review control shall include an option to page to the next 10 checks............8
1.25.7.3. The check review control shall include an option to page to the previous 10 checks.....8
1.26. Software Requirements 9
1.26.1. The system shall be compatible with the company Browser standard...............................9
2. Data Element Definition 15
2.1. Reviewers 16
2.2. Approvers 16


Document Reviews
Date Persons Version Comments
0 Draft Document based on the discussions with the
04/25/05 Philippe users
1 Changed the numbering format for all the requirement
04/25/05 Paul items
04/26/05 Vikas 2 Added High Level Requirement table
04/26/05 Bob 3 Added Prepared By, Check Number under item 5.1
4 Added Expense Account Number, Payees’ Zip code
04/26/05 Ed under 8.3.2.
04/26/05 Ken 5 Modified Reports under 9.1 & 9.2
04/27/05 Steve 6 Added Table of Contents and Glossary
04/27/05 Rak 11 Revised according to class lecture notes
04/27/05 Jeannie 12 Formatting corrections
04/27/05 Carol 13 Revised sections 1, 2, 3, 5 & 6 + formatting
04/29/05 Kathy 15/16 Applied updates after conference call
4/29/05 Rose 17 Text minor change; hyperlinks are added

Document Approval
Date Persons Version Comments
04/26/05 John 5 Add Table of Contents and Glossary
04/27/05 John 6

Business Requirements Overview
Req # Requirements Priority
1.0 Usability P0
2.0 User Authentication and Permissions P0
4.0 General System Operation P0
5.1 Data Entry – Payment Information P0
5.2 Data Entry – Check Greeting Message P1
6.0 Check Printing P0
7.1 Daily Check Report P0
7.2 Weekly Check Report P0
7.3 Check Detail Review P0
3.0, 8.0 System Availability, Technical Requirements P0

P0: Features required for User Acceptance Testing (UAT).
P1: Features that must be implemented for sign off but not required in order to start
UAT.

Scope Statement
The new Accounts Payable System (APS) shall be an interactive online check printing system
that will support both U.S. and foreign payees. The system shall provide daily and weekly reports
and interface with the General Ledger application.

Glossary of Terms
This section defines words and expressions used throughout this document.

Word/Expression Meaning
AP Accounts Payable
APS Accounts Payable System
Dollar Box This is the place on the check where the amount of the check is
printed in numeric format, e.g. $500.00.
Foreign country Country other than USA
GL General Ledger
IT Information Technology
Postal Code ZIP and Postal code are synonymous

Stakeholders
The Stakeholder for the Check Printing system are the Finance and Information Technology
Departments. In particular, the individual stakeholders who participated in the requirements
gathering are:
• The Accounts Payable Clerks
• The AP Supervisor
• The AP Chief Supervisor
• The AP Accountant
• The General Ledger Accountant
• The Controller
• The IT Finance Tech. Lead

Those individuals participating in the requirements gathering will also participate in the
Acceptance Testing. The managers of Finance and IT will sign-off on the requirements and the
final implementation.


Stakeholder Requirements
1. Usability
1.1. System shall be web based.
1.2. System shall be available only to the company’s intranet users.

2. User Authentication and Permission
2.1. All users shall be required to login with a user name/password.
2.2. Each user shall be associated with one Job Function (Role).
2.3. The Job Function Roles shall be defined as follows:

Role Checks Greetings Print Reports
Enter View Chg Print Enter Change
Clerk Yes Yes Yes Yes
Supervisor Yes Yes
Chief Supervisor Yes Yes
Accountant Yes Yes

3. System Availability
1.1. A work day shall be between the hours of 8am through 5pm PDT/PST, inclusive.
1.2. System availability shall be [M:99.5%, D:99.9%, B:100%] of the work day.
1.3. System shall be available Monday through Friday for check printing.
1.4. System shall be unavailable Saturday and Sunday for maintenance.
1.5. System calendar week shall start on Saturday at 00:01 AM and end on Friday at
12:00PM.

4. General System Operation
1.6. Clerks shall enter payment information into the system via the Data Entry screen.
1.7. Clerks shall enter greeting messages via the Check Greeting Message screen.
1.8. Once a clerk has entered payment information into the system, a clerk shall only be able
to view such information and shall not be allowed to modify it.
1.9. Supervisors shall be allowed to review every check detail.
1.10. Supervisors shall be allowed to edit unprinted checks and make corrections to all
the fields as necessary.
1.11. At the end of the day, the Chief Supervisor shall print all the checks entered into
the system.
1.12. Accountants shall be able to view checks but not modify them. Accountants shall
also be allowed to generate daily and weekly reports.


5. Data Entry
5.1. Payment Information
The payee data entry screen will prompt the user to enter the following information [Ref:
9.1]:
• Expense Account Number (required field)
• Name (required field)
• Address (required field)
• City (required field)
• State or Province (required field)
• Country (optional, default = ‘USA’)
• ZIP (required field, Postal Code for countries other than USA)
• Check Amount (required field)
5.1.1. The clerk’s user id shall be captured at time of data entry and stored with the check
information.
5.1.2. Expense Account number shall be the key data element used to interface with the
G/L System
5.1.3. The Check Number shall be a unique number, sequentially generated by the AP
system at time of entry and stored with the check information.
5.1.4. The system date shall be captured at time of entry and used as the check date.
5.1.5. There shall be no restriction on the number of checks issued to any given payee.
5.2. Check Greeting Message
1.12.1. The greeting data entry screen will prompt the following information:
• Greeting message, e.g. *** Happy Holidays *** (required field)
• Effective Date (required field)
• End Date (required field)
1.12.2. The greeting message shall be applied system wide to all printed checks.
1.12.3. The greeting message shall print only during the effective and end date range.

6. Check Printing
1.13. The check printing menu option shall print all the checks entered for the work day.
1.14. A standard check format shall be printed – cross reference section 9.3
1.15. Checks with face value of less than or equal $1,000 shall print one signature line.
[Ref: 9.3.1]
1.16. Checks with a face value of more than $1,000 shall print two signatures lines.
1.17. Checks printed for U.S. based payees shall not print country information.
1.18. Checks printed for payees outside of the U.S. shall print the country information
[Ref: 9.3.3].
1.19. All checks shall display the amount in U.S. dollars.
1.20. All checks shall display a dollar sign ($) in front of the check amount value.
1.21. All checks shall display a greeting message, when a message has been entered
and the print date falls within the effective start and end dates.
1.22. The greeting message shall be centered at the top of the check.


7. Reports
1.23. Daily report
7.1.1 The system shall provide a menu option for generating a daily report.
7.1.2 The daily report shall display a list of all the checks printed for that
day.
7.1.2.1 The daily report listing shall display a row for each check issued.
7.1.2.2 Each row in the daily report listing shall contain the check number,
payee and check amount.
7.1.2.3 The daily report shall be sorted by check number.
7.1.3 The daily report shall display the current day’s date.
7.1.4 The daily report shall display the total amount paid.
7.1.5 The daily report shall display the total number of checks issued.
1.24. Weekly Report
7.2.1 The system shall provide a menu option for generating a weekly
report.
7.2.2 The weekly report shall display the beginning and end dates of the
report.
7.2.2.1 The report start date shall be the first day of the calendar week as
defined in section 3.4.
7.2.2.2 The report end date shall be the last day of the calendar week as
defined in section 3.4.
7.2.3 The weekly report shall display the total amount of the checks issued
during the calendar week specified in the report.
1.25. Check Review
1.25.1. The system shall provide a menu option to review a check selected by
the user.
1.25.2. The check review option shall display a listing of all checks for the
current day.
1.25.3. The check review listing shall display a row for each check
1.25.4. The check review listing shall display a header, including date, check
number, payee and amount.
1.25.5. The items in the check review listing shall have the ability to be
selected for review.
1.25.6. The check preview option shall display a preview of the printed check
1.25.6.1. The check preview display shall provide a mechanism to edit the
check details for users with edit capabilities (see 2.2).
1.25.6.2. For checks that have already been issued, the ability to edit
check details should not be available
1.25.7. The check review option shall have controls, allowing the user to
navigate between checks.
1.25.7.1. The check review control shall include an option to navigate to a
specific check number.
1.25.7.2. The check review control shall include an option to page to the next
10 checks.
1.25.7.3. The check review control shall include an option to page to the
previous 10 checks.


8. Technical Requirements
8.1. System Performance
8.1.1. The System shall print [M:8,700, D:10,000, B:15,000] checks per day
8.1.2. The System shall support [M:100, D:150, B:200] simultaneous users
8.2. Hardware Requirements
8.2.1. The Accounts Payable System will run on the company’s AS400 platform
1.26. Software Requirements
1.26.1. The system shall be compatible with the company Browser standard.
8.3. Interface Requirements
8.3.1. The AP System shall interface with the General Ledger Application, which runs on
the VAX system.
8.3.1.1. The following data shall be moved from the AP to the GL Application daily.
• Expense Account Number
• Check Number
• Check Date
• Payee’s Name
• Payee’s Address
• Payee’s City
• Payee’s State
• Payee’s Country
• Payee’s Zip code
• Check Amount
• Check Prepared By


9. Data Entry screens
9.1. Payment Information data entry screen

** Payment Information Data Entry **

Date: 04/30/2005 (system captured date)

Name: _____________________________
Address: _____________________________
City: _________________
State: _________________
ZIP: __________
Country: _________________ (blank = USA)

Expense Account Number ___________
Amount: $___.__

9.2. Greeting Message data entry screen

** Greeting Message Data Entry **

Message: _________________________________________
Effective Date: MM/DD/YYYY
End Date: MM/DD/YYYY

9.3. Check Printing
9.3.1. Country is U.S, Amount is $1,000 or less

ABC Company Check Nbr ***
ABC Address
ABC City, State Zip
ABC Phone Date: mm/dd/yyyy

Pay to the
Order of ___John Smith___________________________ $1,000.00

One Thousand and 0 cent_____________________________Dollars
Name
Address
City, State ZIP ________________________


9.3.2. Country is U.S, Amount is greater than $1,000

ABC Address
ABC City, State Zip

Pay to the


Two signatures required for issuance

Name ________________________
Address
City, State ZIP ________________________

9.3.3. Country is not US, Amount is $1,000 or less

ABC Address
ABC City, State Zip

Pay to the

Name
Address
City, State ZIP ________________________
Country


9.3.4. Country is not US, Amount is greater than $1,000

ABC Address
ABC City, State Zip

Pay to the


Two signatures required for issuance

Name ________________________
Address
City, State ZIP ________________________
Country

9.3.5. Check with Greeting Message

**** Happy Holidays ****
ABC Address
ABC City, State Zip

Pay to the

Name
Address
City, State ZIP ________________________

Note: Greeting messages shall be displayed at the center top of the face of the
check irrespective of the amount or country of the payee.


9.4. Reports
9.4.1. Daily Report

Daily Report - 04/25/2005

Check
Payee Amount
Number

1057 Tom Dewey $432.39
1058 Christine Kam-Lynch $5,411.85
1059 Laura Quiroga $1,844.09
1060 Gil Doron $735.26
1061 Ganesh Thulasiraman $11,246.10
1062 Ramesh Damisetty $321.47
1063 Philippe Fossier $876.00
1064 Lena Bedenok $3,221.87

Total $24,089.03
Total Checks Printed: 8

9.4.2. Weekly Report

Weekly Report - 04/19/2005 through 04/25/2005

Weekly Total $75,321.46


9.4.3. Check Review Listing

Check Review

Check
Date Payee Amount
Number

4/27/2005 2223 Tom Dewey $4,326.00
4/27/2005 2224 Christine Kam-Lynch $3,290.45
4/28/2005 2225 Laura Quiroga $135.18
5/3/2005 2226 Gil Doron $6,721.55
5/3/2005 2227 Ganesh Thulasiraman $1,421.84
5/4/2005 2228 Ramesh Damisetty $578.92
5/4/2005 2229 Philippe Fossier $72.90
5/5/2005 2230 Lena Bedenok $437.68
5/6/2005 2231 Tom Jones $724.16
5/6/2005 2232 Jane Doe $12.47

Check
Number <Previous 10 Next 10>

9.4.4. Check Preview
Check Preview
Back Edit
**** Happy Holidays****
ABC Address
ABC City, State Zip

Pay to the

Name
Address
City, State ZIP ________________________


2. Data Element Definition
This section contains the definitions for all the data elements that are collected and
generated by Account Payable System. This section uses the following company
standards for editing:

• Free Form – there is no structure
• Alphabetic – Letters A to Z, inclusive and a space
• Alphanumeric – Letters A to Z, inclusive, numbers 0 to 9 inclusive and a space
• Numeric – Numbers 0 to 9 inclusive with comma punctuation

Element Definition Size Editing
Name Payee’s Name 40 Free form –
Alphabetic
Address Payee’s address 50 Free form –
no editing
City Payee’s City 25 Free form –
no editing
State Payee’s State 2 Post office
state code
table
Zip Payee’s Postal code 10 USA format
as 5 numeric
dash and 4
numeric;
otherwise
free form
Country Payee’s Country 20 Country code
table
Check Date Date check is printed 10 Input and
output
formats are
mm/dd/yyyy.
Check Number Check Number is system 8 Numeric
generated from a 10,000
when system is started
Expense Account Number A number cross-referencing 10 Alphanumeric
the expense to a Purchase
Order or a Project


10. Stakeholder Acceptance
2.1. Reviewers

Business Unit Reviewer Name Date
Finance – Accounts Payable
Finance – General Ledger
Information Technology

2.2. Approvers

Business Unit Reviewer Name Date
Chief Financial Officer
Finance – Accounts Payable


Biz req doc for acounts payable system

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