Requirements For AccountIT

Use Cases

Update Account

Purpose

Purpose of this use case is to support entries into the books by either manual input or via an interface supporting input from an ERP system. With the system supporting a double-entry book-keeping either entry will need to describe the two accounts involved or configuration must be used to allow system to “behind the scenes” maintain a double-entry book-keeping system.

Update Accounts Receivable

Purpose

Purpose of this use case is to support receivable account entries.

Update Accounts Payable

Purpose

Purpose of this use case is to support payable account entries.

Manage Books

Purpose

Purpose of this use case is to allow an external Accountant to create or maintain the book-keeping related to the accounts updated by the company.

Audit Books

Purpose

Purpose of this use case is to allow an external body to verify the books maintained by the Accountant. The auditing can be for legal purposes (fx. in relation to tax) or by businesses (fx. shareholders in relation to verifying the financial health of the company).

View business financial status

Purpose

Purpose of this use case is to provide the management (CEO, CFO …) of the company to obtain the financial status of the business based on the current accounts. The status will be provided as reports and / or dashboard meters.

Administer permissions and setting

Purpose

Purpose of this use case is to provide a system administrator from the company to maintain access control to AccountIT and customize the system regarding accounting setup and integration towards an ERP system.

Nonfunctional requirements

Security

• Multi-tenancy – the AccountIT system will be a multi-tenant system, providing independent companies with the opportunity for book-keeping. Each customer’ accounting information must be kept strictly isolated such that no viewing other than one’s own data must be allowed.

Performance

• The system will primarily support 3 functions, which must be in focus of system availability:
  • Updating ones accounts; this is done in either as adding “accounts receivables” or “accounts payables”
  • Creating and auditing the books based on the accounts.
  • Reporting on companies financial status

The accounts update operation is done by the “Customer” company on a very regular basis, fx. daily. The creating of the books and auditing will be done on a much less regular basis, but will probably be much more intense as the auditing will be done in order to provide external (fx. taxation body) with results of auditing at particular time schedules. The reporting must be continues, such that at all times management is able to view the financial status.

Usability

• The primary goal of the system is to “be simple to use”, i.e. that the system must be maintained and used by the customers themselves. Thus the user interface must be simple for users (administrators, accountant clerks and management) to be able to use the system for their needs.
• User manual and training material must be provided by the system itself, for users to learn using the system by themselves (or at least by the company).