Final System Report

2

System Design Specification

System Design Specification

Introduction

Precision Electronic Parts Inc. (PEP) is a privately-owned electronics company located in Kansas that has been producing precision electronic components and replacement parts for medical equipment for the past two decades. Recently, there has been a surge in demand for their motors, which has put a strain on the Ordering and Shipping Department, causing delays in the Finance department's financial processes, and making it difficult for the Business Administration department to keep up with the increased demand (Suroto & Desi, 2014). To address these issues, PEP has enlisted the consulting services of RedOrum LLC, a company that specializes in finding business solutions. RedOrum LLC will work with PEP to develop a streamlined payment, invoicing, and billing system that integrates with other IT components within the company, generating reports for all necessary departments.

Input Layout

i. Accounts receivable input

The input captures the customer’s details that are used to generate the reports. The first a customer comes to the organization their details shall be captured and used in the subsequent transaction. Some of the details are mandatory while others are optional.

ii. Invoice Report

The monthly invoice shows the payments the company needs to pay off. This is the detailed information about every product the customer purchased. The invoice report will be generated monthly and will contain the date (month and date), customer ID, and employee id.

iii. Billing Report

The modules are used to generate a list of bills for a particular customer. This captures the dates, from and to dates, and other details about that particular bill.

i. Output Layout

This part of the design outlines how the system output will be presented to the user or operator, and how it fits into the larger data flows of the system. The outputs will include various elements such as reports, required input, data displays, and final user displays of the results. The output files will display the expected results that will be produced from integrating the SaaS software suite, which aims to enhance the workflow related to order processing, inventory management, and order tracking.

i. Accounts Receivable Output layout

The Accounts Receivable (AR) module within the software system provides a variety of up-to-date reports that can serve as a source of backup information. These reports document the proceeds or payments that the company is owed by its customers in exchange for goods or services provided. The AR module is responsible for tracking, recording, and processing customer payments, as well as following up on any overdue payments.

ii. Output Invoice layout

The report is a collection of information that is sent to clients either in the form of a hard copy invoice or an electronic copy sent to their email addresses. It provides a monthly overview of unpaid invoices in the system and highlights any overdue payments (CHAI, 2021. By modifying the payment method, sale date, or location, the report can be customized to suit the client's needs. can ultimately enhance customer satisfaction and strengthen business relationships.

Output layout 3: Billing Collection

The Past Due/Collections report is designed to capture accounts that are behind on payments. The report identifies accounts that are either 30-day, 60-day, or 90-day delinquent, and helps track the progress of overdue accounts. A report is an important tool for managing cash flow and ensuring that accounts are brought up to date.

Database Design, Entity Relationship Diagram

An entity relationship diagram (ERD) is a visual representation of the entities, attributes, and relationships between them in a database system. It is commonly used in software engineering and database design to model complex systems. ERDs provide a clear and concise overview of the database structure, making it easier to understand and maintain the system over time (Biscobing, 2019). In this section, we will discuss the entity relationship diagram for the system.

ERD 1

The ERD shows the interaction between the customer, payment, and invoices tables in the database. The customer and payment tables have many too many relationships. And the payment and invoice have many-to-one relationships (Benali, & Asri, 2021).

ERD 2

The ERD shows the relationship among the tables that are involved in invoice generation. The product table is added to the ERD and it has many to one relationship with the order.

ERD 3

The ERD shows the table that is involved in the generation of the monthly reports in the systems. This is where the collection table that contains details of the invoices and orders plays a critical role. This table has too many relationships to the customer and the invoices tables.

References

Suroto Adi, & Desi Maya Kristin. (2014). Strukturisasi Entity Relationship Diagram dan Data Flow Diagram Berbasis Business Event-Driven. ComTech, 1, 26.

Benali, A., & Asri, B. E. (2021). Towards Rigorous Selection and Configuration of Cloud Services: Research Methodology. https://doi org.ezproxy.umgc.edu/10.5281/zenodo.4431076

Biscobing, J. (2019, September 11). What is an entity relationship diagram (ERD)? - Definition from WhatIs.com.SearchDataManagement. https://searchdatamanagement.techtarget.com/definition/entity-relationship-diagram-ER D

CHAI, W. (2021, February 10). What is SaaS (Software as a Service)? Everything you need to know. SearchCloudComputing. https://searchcloudcomputing.techtarget.com/definition/Software-as-a-Service https://doiorg.ezproxy.umuc.edu/10.21512/comtech.v5i1.2577