BRD for Accounts Payable System

1. SOFTWARE QUALITY ASSURANCE &
TESTING
TAKE HOME – MID TERM II

2. 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
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3. 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
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3

4. Document Reviews
Date
Persons
04/25/05
Version
0
Philippe
1
04/25/05
04/26/05
04/26/05
Paul
Vikas
Bob
04/26/05
04/26/05
04/27/05
04/27/05
04/27/05
04/27/05
04/29/05
4/29/05
Ed
Ken
Steve
Rak
Jeannie
Carol
Kathy
Rose
2
3
4
5
6
11
12
13
15/16
17
Comments
Draft Document based on the discussions with the
users
Changed the numbering format for all the requirement
items
Added High Level Requirement table
Added Prepared By, Check Number under item 5.1
Added Expense Account Number, Payees’ Zip code
under 8.3.2.
Modified Reports under 9.1 & 9.2
Added Table of Contents and Glossary
Revised according to class lecture notes
Formatting corrections
Revised sections 1, 2, 3, 5 & 6 + formatting
Applied updates after conference call
Text minor change; hyperlinks are added
Document Approval
Date
04/26/05
04/27/05
Persons
John
John
Version
5
6
Comments
Add Table of Contents and Glossary
Business Requirements Overview
Req #
1.0
2.0
4.0
5.1
5.2
Requirements
Usability
User Authentication and Permissions
General System Operation
Data Entry – Payment Information
Data Entry – Check Greeting Message
6.0
7.1
7.2
7.3
3.0, 8.0
Check Printing
Daily Check Report
Weekly Check Report
Check Detail Review
System Availability, Technical Requirements
P0:
P1:
Priority
P0
P0
P0
P0
P1
P0
P0
P0
P0
P0
Features required for User Acceptance Testing (UAT).
Features that must be implemented for sign off but not required in order to start
UAT.
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4

5. 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
AP
APS
Dollar Box
Foreign country
GL
IT
Postal Code
Meaning
Accounts Payable
Accounts Payable System
This is the place on the check where the amount of the check is
printed in numeric format, e.g. $500.00.
Country other than USA
General Ledger
Information Technology
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.
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6. 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
Clerk
Supervisor
Chief Supervisor
Accountant
Checks
Enter View Chg Print
Yes
Yes
Yes Yes
Yes
Yes
Yes
Greetings
Enter
Change
Yes
Yes
Print Reports
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.
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7. 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.
Software Quality Assurance & Testing
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7

8. 7. Reports
1.23.
7.1.1
7.1.2
Daily report
7.1.5
1.24.
7.2.1
The daily report shall display the total number of checks issued.
Weekly Report
The system shall provide a menu option for generating a daily report.
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.
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.
Software Quality Assurance & Testing
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8

9. 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
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10. 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:
End Date:
_________________________________________
MM/DD/YYYY
MM/DD/YYYY
9.3. Check Printing
9.3.1. Country is U.S, Amount is $1,000 or less
ABC Company
ABC Address
ABC City, State Zip
ABC Phone
Check Nbr ***
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
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________________________
10

11. 9.3.2.
Country is U.S, Amount is greater than $1,000
ABC Company
ABC Address
ABC City, State Zip
ABC Phone
Check Nbr ***
Date: mm/dd/yyyy
Pay to the
Order of ___John Smith___________________________
$1,000.01
One Thousand and 1 cent_____________________________Dollars
Two signatures required for issuance
Name
Address
City, State ZIP
9.3.3.
________________________
________________________
Country is not US, Amount is $1,000 or less
ABC Company
ABC Address
ABC City, State Zip
ABC Phone
Check Nbr ***
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
Country
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________________________
11

12. 9.3.4.
Country is not US, Amount is greater than $1,000
ABC Company
ABC Address
ABC City, State Zip
ABC Phone
Check Nbr ***
Date: mm/dd/yyyy
Pay to the
Order of ___John Smith___________________________
$1,000.01
One Thousand and 1 cent_____________________________Dollars
Two signatures required for issuance
Name
Address
City, State ZIP
Country
9.3.5.
________________________
________________________
Check with Greeting Message
**** Happy Holidays ****
ABC Company
ABC Address
ABC City, State Zip
ABC Phone
Check Nbr ***
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
________________________
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.
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13. 9.4. Reports
9.4.1. Daily Report
Daily Report - 04/25/2005
Check
Number
1057
1058
1059
1060
1061
1062
1063
1064
Payee
Amount
Tom Dewey
Christine Kam-Lynch
Laura Quiroga
Gil Doron
Ganesh Thulasiraman
Ramesh Damisetty
Philippe Fossier
Lena Bedenok
$432.39
$5,411.85
$1,844.09
$735.26
$11,246.10
$321.47
$876.00
$3,221.87
Total
Total Checks Printed: 8
9.4.2.
$24,089.03
Weekly Report
Weekly Report - 04/19/2005 through 04/25/2005
Weekly Total
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$75,321.46
13

14. 9.4.3.
Check Review Listing
Check Review
Date
Check
Number
4/27/2005
4/27/2005
4/28/2005
5/3/2005
5/3/2005
5/4/2005
5/4/2005
5/5/2005
5/6/2005
5/6/2005
2223
2224
2225
2226
2227
2228
2229
2230
2231
2232
Check
Number
9.4.4.
Payee
Amount
Tom Dewey
Christine Kam-Lynch
Laura Quiroga
Gil Doron
Ganesh Thulasiraman
Ramesh Damisetty
Philippe Fossier
Lena Bedenok
Tom Jones
Jane Doe
$4,326.00
$3,290.45
$135.18
$6,721.55
$1,421.84
$578.92
$72.90
$437.68
$724.16
$12.47
<Previous 10
Next 10>
Check Preview
Check Preview
Back
Edit
**** Happy Holidays****
ABC Company
ABC Address
ABC City, State Zip
ABC Phone
Check Nbr ***
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
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________________________
14

15. 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
Name
Definition
Payee’s Name
40
Address
Payee’s address
50
City
Payee’s City
25
State
Payee’s State
2
Zip
Payee’s Postal code
10
Country
Payee’s Country
20
Check Date
Date check is printed
10
Check Number
Check Number is system
generated from a 10,000
when system is started
A number cross-referencing
the expense to a Purchase
Order or a Project
8
Editing
Free form –
Alphabetic
Free form –
no editing
Free form –
no editing
Post office
state code
table
USA format
as 5 numeric
dash and 4
numeric;
otherwise
free form
Country code
table
Input and
output
formats are
mm/dd/yyyy.
Numeric
10
Alphanumeric
Expense Account Number
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Size
15

16. 10. Stakeholder Acceptance
2.1. Reviewers
Business Unit
Finance – Accounts Payable
Finance – General Ledger
Information Technology
Reviewer Name
Date
Reviewer Name
Date
2.2. Approvers
Business Unit
Chief Financial Officer
Finance – Accounts Payable
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16