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IntraOrgBookingOfIS/Functional Specification IntraOrg Booking of Internal Services

Contents

Overview & Justification

Purpose

The purpose of this document is to describe the Functional Specifications for an extension module to be developed in OB ERP version 2.50 called IntraOrg Booking of Internal Services.

Scope

Some universities will book internal services between org units without any payment (=> no bank statement). This internal accounting should not be included in the consolidated income and loss calculation or in the consolidated balance sheet.

It is not in scope for this feature to allow inter-company settlement but intra-organization settlement for organizations belonging to the same legal entity/business unit.

Justification

IntraOrg Booking of Internal Services is part of the booking functionality required by the organizational structure of German Universities, but may also be of interest to other types of organizations in other different countries.

New definitions and acronyms

Design & Technical consideration

Design consideration

The accounting schema must include two new classifications for default accounts:

"DEFAULT_INTERNAL_RECEIVABLES" = "Forderungen Intern" = internal receivables
"DEFAULT_INTERNAL_LIABILITIES" = "Verbindlichkeiten Intern" = internal liabilities

Technical constraints

TBA

Technical Requirements

TBA

Users & business process description

User goals

List of User Stories

  1. Internal services between org units will be booked without any payment (i.e No Bank Statement).
  2. This internal accounting should not be included in the consolidated income and/or loss calculation.
  3. This internal accounting should not be included in the consolidated Balance Sheet.
  4. If "Internal settlement" is chosen as "Form of payment", no document for payment is generated.
  5. If "Internal settlement" is chosen as "Form of payment", then the associated G/L entry would be,
    • for the purchase invoice
      • dr: expenses for printing
      • cr: DEFAULT_INTERNAL_LIABILITIES
    • for the sales invoice
      • dr: DEFAULT_INTERNAL_RECEIVABLES
      • cr: revenues for printing service
  6. Both invoice bookings are marked as 'internal' in the G/L.

User Roles and Personas

N/A

Business process diagram

N/A

Business scenario/s

Illustration of IntraOrg Booking of Internal Services using a purchase invoice as an example

The university has a central printing service for all institutes. For each print order an internal purchase invoice and a sales invoice is booked.

Dialogue: Purchase invoice, Product = "Printing" (which references the "expenses for printing" account), on the 'Payment' tab, the "Form of payment" is "Internal settlement" (= German "Verrechnung" = without payment).

If "Internal settlement" is chosen as "Form of payment", no document for payment is generated and the associated G/L entry is:

dr: expenses for printing
cr: DEFAULT_INTERNAL_LIABILITIES

dr: DEFAULT_INTERNAL_RECEIVABLES
cr: revenues for printing service

and both bookings are marked as 'internal' in the G/L.

Functional Requirements

Configuration

N/A

Persona based scenarios

To be added.

Assumptions & Dependencies

Assumptions

To be added.

Dependencies

To be added.

User interface

New User Interface

N/A

User interface change

New selection "Internal settlement" (yes/no, default = no) in field "Form of payment" on the "Payment" tab of dialogs "Purchase Invoice" and "Sales Invoice"

License

License code description

Openbravo Public Key

Functionality enabled by the license code

Discussion items

Open discussion items

Closed discussion items

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