IntraOrgBookingOfIS/Functional Specification IntraOrg Booking of Internal Services

Contents 1 Overview & Justification 1.1 Purpose 1.2 Scope 1.3 Justification 1.4 New definitions and acronyms 2 Design & Technical consideration 2.1 Design consideration 2.2 Technical constraints 2.3 Technical Requirements 3 Users & business process description 3.1 User goals 3.1.1 List of User Stories 3.2 User Roles and Personas 3.3 Business process diagram 3.4 Business scenario/s 3.4.1 Illustration of IntraOrg Booking of Internal Services using a purchase invoice as an example 4 Functional Requirements 4.1 Configuration 4.2 Persona based scenarios 4.3 Assumptions & Dependencies 4.3.1 Assumptions 4.3.2 Dependencies 5 User interface 5.1 New User Interface 5.2 User interface change 6 License 6.1 License code description 6.2 Functionality enabled by the license code 7 Discussion items 7.1 Open discussion items 7.2 Closed discussion items

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

• "interne Verrechnung" = "internal accounting"

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:

• 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

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

• From User Story #1, Internal services between org units will be booked without any payment (i.e No Bank Statement).
  1. Shouldn't we allow to create Bank Statement or giving warning message to the user not to create Bank Statement.
  2. This is only applicable to Bank Statement or will it be applicable to other mode of payment like Cash Journal, Remittance, Settlement, etc.,

• From User Story #2, This internal accounting should not be included in the consolidated income and/or loss calculation.
  1. not clear with this user story

• From User Story #3, This internal accounting should not be included in the consolidated Balance Sheet.
  1. not clear with this user story

• From User Story #4, If "Internal settlement" is chosen as "Form of payment", no document for payment is generated.
  1. no document for payment is generated means creation of Bank Statement should not be done?

• How Tax would be handled?

• The field Form of Payment is available in both Header and Payment screens of Invoice window. *# So the new UI change should be only in Payment tab or in both Header and Payment.

• From User Story #6, Both invoice bookings are marked as 'internal' in the G/L.
  1. Will this marking be shown in UI screen or only in Database change(new column will be added into FACT_ACCT table)?
  2. If it is DB change, then what is the significance of this new column? means in which screens this column is used?

Closed discussion items