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RD.050 BUSINESS REQUIREMENTS SCENARIOS FOR CORE BUSINESS PROCESS

ORAERP INC.
Oracle Accounts Receivables

Author:
Creation Date: 29-May-13
Last Updated: 29-May-13
Document Ref: RD050_AR
Version: 1.0 Final

Approvals:

NAMES
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Document Control

Change Record
1

Date Author Versi Change Reference

on

29- 1.0 No Previous Document

May-13

References

Document Name Ref.

MOM & AS-IS flow charts recorded

Accounting policies and procedure

manual by D&T

Business plans for unbundled

companies by D&T

Proposed Organizational Chart for 10

companies
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Document Name Ref.

Sector Law

Tender specification requirements

(excel sheets)

___________________
Reviewers

Name Position

Distribution

Copy Name Location

No.

Note To Holders:
If you receive an electronic copy of this document and print it out, please write your name on the equivalent
of the cover page, for document control purposes.
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If you receive a hard copy of this document, please write your name on the front cover, for document control
purposes.
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Contents Table of Contents

DOCUMENT CONTROL...................................................................................................2

1. BUSINESS PROCESS IDENTIFICATION...............................................................4

1.1 Customer Creation (AR001).........................................................................5

1.2 Invoice (AR002)........................................................................................6

1.3 Creating Receipts (AR003)........................................................................10

1.4 Creating Miscellaneous Receipts (AR004).....................................................11

1.5 Creating Debit Memo (AR005)....................................................................14

1.6 Period close Processing (AR006).................................................................16

2. BUSINESS PROCESS DIAGRAMS.......................................................................17

2.1 General Invoices......................................................................................18
2.2 Receipt Process........................................................................................20

2.3 Month End Process...................................................................................22

3. OPEN AND CLOSED ISSUES FOR THIS DELIVERABLE.........................................23

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Objectives

The objective of this document is to outline the Business Requirements, in as much detail as possible, related to General
Ledger business processes in ORAERP COM Inc., Abu Dhabi, to facilitate implementation of Oracle Accounts Receivables.
BASIC GUIDELINES TOWARDS FINALISATION OF BUSINESS REQUIREMENTS/CURRENT BUSINESS BASELINE
DOCUMENT SHALL BE TO ENSURE AN EFFICIENT, SMOOTH AND EFFECTIVE IMPLEMENTATION, BY
OBSERVING THE FOLLOWING:
1. The objective is to utilize to the best possible extent, the flexibility and facilities of Oracle General Ledger.
2. Flexibility, therefore, will be the norm and will be ‘Built – In’ at every stage to the best possible extent, based on
available current information on the Business Processes given by the users.
3. Reduction of the gaps will be ensured as far as possible.
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Scope
The scope of this study is limited to the functions pertaining to Accounts Receivables based on the Business Requirements
information provided by ORAERP COM Inc..
The focus of the study and this document is to identify and outline the processes involving the management of the
Accounts Receivables functions in the Oracle Application.
Business requirements Information
A combination of the following methods were used for collecting data on current business scenario and future
requirement for the 10 new companies-

 Standard questionnaire based discussions with purchasing and stores departments on requirement of standard
functions, special issues

 Visit to all major stores and study of all processes, procedure, documents

 Overview of current IT systems being used

 Current forms and reports used for purchasing, contracts and inventory functions

 Document review of proposed Business plans, Statement of Accounting policies and procedures by Deloitte & Touché
with reference to inventory & purchasing function

 Study of proposed draft organization structure for the 10 companies and sector law

 Information collected from Function Heads and their team on various dates during the Requirements Analysis in Jan
2003, through meetings and discussions at various locations. Discussions with user departments like Services,
Generation, T&C, Projects etc

 Discussions with General Managers of new companies.

 Validation of requirements specified in the tender documents

AS-IS Processes
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Based on above and various Minutes of Meetings all the ‘AS-IS’ processes as understood were drawn.

TO-BE Processes

The current business scenario has limited application and usefulness and requirement analysis has to be primarily evolved using
available documents, requirements communicated through various discussions on the future vision, policies and procedures for the
new companies.

The following inputs were considered for the design of TO-BE processes-

 Proposed organization structure

 D&T policies to the extent applicable to business processes

 Best practices as per Oracle ERP standard processes

 Elements of Current processes only to the extent applicable in future scenario

1.1 Invoice (AR002)

Process: Transaction Business Function: Accounts Receivables Date: June-02-2013

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Mapping Team: ORAERP COM Inc. Process Owner: Finance Team

Librarian: Priority (H, M, L): Core (Y/N)

High Yes

Process Number: AR002 Description: This Process explains the creation of Manual Transaction

Assumptions: ADBC creates manual invoices in receivables module for the service sales and sales without Sales
order.

Event Description:This process is triggered when we want to send the invoice to the customer.

Number:AR.002 Type: Transaction Source Agent: Finance Team

Mechanisms: System Assisted

Process Elementary
ID # Description Type Business Result Agent Status
Function

AR002.0 Enter a unique transaction number if Internal – Manual Transaction Entered Finance Active
1 you are not using the automatic Transaction Team
numbering.
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Process Elementary
ID # Description Type Business Result Agent Status
Function

AR002.0 The Transaction date will default down Internal – Manual Transaction Entered Finance Active
2 from the Batch Date, although you can Transaction Team
over ride the date if you wish.

AR002.0 The system will default your functional Internal – Manual Transaction Entered Finance Active
3 currency but you can update this field Transaction Team
to any currency defined in the system.

AR002.0 Define the Source as Manual or Internal – Manual Transaction Entered Finance Active
4 automatic Transaction Team

AR002.0 Select the Transaction Type Internal – Manual Transaction Entered Finance Active
5 Transaction Team

AR002.0 Enter the GL Date Internal – Manual Transaction Entered Finance Active
6 Transaction Team

AR002.0 Select the Bill To and Ship To Location Internal – Manual Transaction Entered Finance Active
7 Transaction Team

AR002.0 Enter the Item Details in the Internal – Manual Transaction Entered Finance Active
8 Transaction Lines Window Transaction Team
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Process Elementary
ID # Description Type Business Result Agent Status
Function

AR002.0 Review the Transaction Accounting Internal – System Transaction Entered Finance Active
9 Window Assisted Transaction Team

AR002.1 Complete the Transaction Internal – Manual Transaction Entered Finance Active
0 Transaction Team

1.4 Creating Receipts (AR004)

Process: Receipts Business Function: Accounts Receivables Date: June-2-2013

Mapping Team: Wipro Team Process Owner: Finance Team

Librarian: Priority (H, M, L): Core (Y/N)

High Yes

Process Number: AR004 Description: This Process explains creation of receipts.

Assumptions: ADBC receives the payments for the invoices raised

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Event Description: This process is triggered when the payments have to be entered

Number:AR.004 Type: Transaction Source Agent: Finance Team

Mechanisms: System Assisted

Process Elementary
ID # Description Type Business Result Agent Status
Function

AR004.0 As per the Daily Collection Sheet the Internal – Manual Receipts Entered Finance Active
1 Accounts Manager will record the Receipts Team
Receipts and will credit to the Bank
Accounts.

AR004.0 The same will be applied to the Internal – System Receipts Entered Finance Active
2 particular Invoice. Assisted Receipts Team

1.5 Creating Miscellaneous Receipts (AR005)

Process: Miscellaneous Receipts Business Function: Accounts Receivables Date: August 26, 2010

Mapping Team: ADBC Process Owner: Finance Team

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Librarian: Priority (H, M, L): Core (Y/N)

Low Yes

Process Number: AR005 Description: This Process covers the process of how Miscellaneous Receipts are created

Assumptions: ADBC receives miscellaneous income from the sources like interest, shares etc..

Event Description:
This process is triggered when the income is received from other sources, other than the customers

Number:AR.005 Type: Transaction Source Agent: Finance Team

Mechanisms: System Assisted

Process Elementary
ID # Description Type Business Result Agent Status
Function

AR005.0 Receiving of Dividends from Internal – System Miscellaneous Created Finance Active
1 Companies/ any bank debits like Assisted Receipts Team
interest received

AR005.0 Receive other misc, income and issue Internal – System Miscellaneous Created Finance Active
2 receipts. Assisted Receipts Team
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1.7 Creating Debit Memo (AR007)

Process: Creating Debit Memo Business Function: Accounts Receivables Date: August 26, 2010

Mapping Team: ADBC Process Owner: Finance Team

Librarian: Priority (H, M, L): Core (Y/N)

High Yes

Process Number: AR007 Description: This Process explains passing Debit Memo to Customers

Assumptions: ADBC raises debit memos for extra debit items

Event Description: This process is triggered when there is any extra debit item/ adjustments

Number:AR.007 Type: Transaction Source Agent: Finance Team

Mechanisms: System Assisted

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Process Elementary
ID # Description Type Business Result Agent Status
Function

AR007.0 If there is any adjustment to the Internal - Manual Debit Memo Raised Debit Finance Active
1 Invoices sent to the Customers, the Memo Team
Receivable Manager will pass the Debit
Note and sent to Customers.

AR007.0 If any Overdue Invoices are there then Internal-System Debit Memo Auto Trigger Finance Active
2 the Receivable Manager will raise the Assisted Team
Debit Memo.

AR007.0 If there is any Check returns are there Internal-System Debit Memo Created Finance Active
3 then the Accounts Receivable Manager Assisted Debit Memo Team
will prepare the Debit Note for the
same and send it to Customers

1.8 Period close Processing (AR008)

Process: Period close Process Business Function: Accounts Receivables Date: August 26, 2010

Mapping Team: ADBC Process Owner: Finance Team

Librarian: Priority (H, M, L): Core (Y/N)

High Yes

Process Number: AP008 Description: This explains the process of Month End Processing.
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Assumptions All the transactions are accounted and transferred to GL.

Event Description:
This process is triggered at the period end to restrict the user to enter the transactions in this period and
prepare the reports for reconciliation.

Number:AR.008 Type: Transaction Source Agent: Finance Team

Mechanisms: System Assisted

Process Elementa Result

ID # Description Type ry Agent Status
Business
Function

AR008.0 System should allow closing the AR period before Internal- System Month End Month end Finance Active
1 closing GL period and after closing the Inventory Assisted Processing closing Team
and OM periods.

AR008.0 Ability for the system to generate standard reports Internal- System Month End Month end Finance Active
2 - Customers aging report, Receipt Register, Assisted Processing closing Team
Invoice register.

AR008.0 Reconcile Outstanding Customer Balance, Internal- System Month End Month end Finance Active
3 Transactions, Receipts, and Account Balance. Assisted Processing closing Team
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1. Business Process Diagrams

Overview:

This section explains you the pictorial representation of different processes involved in Receivables module. There are different
processes involved in Receivables module.

2.1 Receipt Process

2.2 Month End Process

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1.1 Receipt Process

Receipt Process Continues………

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1.2 Month End Process

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3. Open and Closed Issues for this Deliverable

Open Issues

ID Issue Resolution Responsibilit Target Date Impact Date

y

Closed Issues

ID Issue Resolution Responsibility Target Date Impact Date

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ID Issue Resolution Responsibility Target Date Impact Date