Final SRS

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Software Requirements Specification For

Version 1.0 approved

Prepared by

eLearning versions of several popular Process Impact training seminars are available at www.processimpact.com/elearning.shtml , including “In Search of Excellent Requirements,” “Exploring User Requirements with Use Cases,” “Writing High -Quality Requirements,” “Software Inspections and Peer Reviews,” and “Project Management Best Practices”. Single-user and corporate-wide site licenses are both available.

Copyright © 2002 by Karl E. Wiegers. Permission is granted to use, modify, and distribute this document.

SoftwareRequirements Specification for

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Table of Contents Table of Contents ..................................................... .......................................................................................................... ..................................................................... ................ ii Revision History .............................................. ...................................................... .............................................................................. ........................ ii 1. Introduction Introduction ............................................... ...................................................... ...............................................................................1 .........................1 1.1 1.2 1.3 1.4 1.5

Purpose ................................. ................ ................................... ................................... ................................... ................................... ................................... ................................... .................... ... 1 Document Conventions .................................. ................. ................................... ................................... ................................... ................................... ............................. ............ 1 Intended Audience and Reading Suggestions Suggestion s ................................... .................. ................................... ................................... ............................. ............ 2 Project Scope ................................... .................. .................................. ................................... ................................... ................................... .................................... .......................... ........ 2 References Referen ces .................................. ................. .................................. ................................... ................................... ................................... .................................... ................................ .............. 4

2. Overall Description Description ...................................................... .......................................................................................................... ............................................................4 ........4 2.1 2.2 2.3 2.4 2.5 2.6 2.7

Product Perspective Perspecti ve................................... ................. ................................... .................................. ................................... ................................... ................................... .................. 4 Product Features ................................. ................ .................................. ................................... ................................... .................................. ................................... ........................ ...... 5 User Classes and Characteristics Characte ristics .................................. ................ ................................... ................................... .................................... ................................ .............. 6 Operating Operatin g Environment Environmen t.................................. ................. ................................... ................................... ................................... ................................... ............................. ............ 6 Design and Implementation Implementa tion Constraints Constraint s ................................... ................. ................................... .................................. ................................... ..................... ... 6 User Documentation Documentat ion ................................... .................. ................................... ................................... ................................... ................................... ................................ ............... 6 Assumptions and Dependencies Dependenc ies ................................... ................. ................................... ................................... .................................... ................................ .............. 7

3. System Features Features ................................................. ..................................................... ......................................................................7 .................7 3.1 System Feature 1................................. ................ .................................. ................................... ........................... ......... Error! Bookmark not defined. 3.2 System Feature 2 (and so on) .................................. ................. ................................... ........................ ...... Error! Bookmark not defined.

4. External Interface Interface Requirements Requirements ................................................ ...........................................9 4.1 4.2 4.3 4.4

User Interfaces Interfac es ................................. ................ .................................. ................................... ................................... ................................... .................................... ........................ ...... 19 Hardware Interfaces Interfa ces .................................. ................ ................................... .................................. ................................... ................................... ................................. ................ 19 Software Interfaces Interfa ces ................................... ................. ................................... .................................. ................................... ................................... ................................. ................ 19 Communications Communicatio ns Interfaces Interfa ces ................................. ................ ................................... ................................... ................................... ................................... ..................... .... 20

5. Other Nonfunctional Nonfunctional Requirements Requirements ..................................................... .....................................................................................20 ................................20 5.1 5.2 5.3 5.4

Performance Performanc e Requirements Requirement s .................................. ................. ................................... ................................... ................................... ................................... ..................... .... 20 Safety Requirements Requiremen ts ................................... .................. ................................... ................................... ................................... ................................... .............................. ............. 20 Security Requirements Requireme nts ................................... .................. ................................... ................................... ................................... ................................... ........................... .......... 20 Software Quality Attributes ................................. ................ ................................... ................................... ................................... ................................... ..................... .... 20

6. Other Requirements Requirements .................................................... .................................................................. ..............Error! Bookmark not defined. Appendix A: Glossary..................................................................................................................21 Appendix B: Analysis Models ................................................... ..................................................21 Appendix C: Issues List ..................................................... ......................................................................................................... ..........................................................21 ......21

Revision History Name

Date

Reason For Changes

Version


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1. Introduction 1.1 Purpose The Purpose of an EMAAN ERP system comes from some of its advantages below: 1. All Business processes and sub-processes are integrated into a single unified system. 2. An ERP provides you Productivity, efficiency, effectiveness in Business plans. 3. It Reduce the response time due to the effective transfer of Information. 4. An ERP system allows you to streamline most of your functions performed by your organization as a whole. 5. It helps in quick and vital decision making in an organization.

1.2 Document Conventions This SRS is developed by adapting templates derived from IEEE Standard 830-1998B which is highly recommended by IEEE to Practice software requirement specification document. The document follows the following convention while it is being written.

ocument will be incorporated by the System.

o BR- Business Rule o FE – Feature o UC – Use Case o CO – Design and Implementation Constraint o UD- User Documentation o AS – Assumption o DE- Dependency o UI- User Interface o HI – Hardware Interface o SI- Software Interface o CI-Communication Interface o PE- Performance Requirements o SA- Safety Requirements o SE- Security Requirements


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1.3 Intended Audience and Reading Suggestions This document is divided into three portions in a way that it can briefly state what will be implemented while the software is developed. The SRS is developed to create a common understanding between all stakeholders. 





Developers& Tester 1. For developer we suggest to start reading from overall description section. 2. System features short overview. 3. External requirement. 4. Non functional requirements. Marketing staff 1. Start from reading purpose, scope and product features. 2. External requirement. 3. Non functional requirements. Users 1. For user we will provide a manual along with our software which describe user how to use our software.

1.4 Project Scope The scope of this project is limited to the following modules of the EMAAN ERP Subsystems. Based on Great Abyssinia P.L.C business process the following modules of EMAAN ERP are found mandatory for facilitating the Enterprise Activities. The enterprise needs the following subsystem modules

1. Sales Subsystem The sales subsystem will have two major modules. Sales management module (SMM) is responsible to keep track of information related with sales persons and sales transaction. This module is responsible for keeping rules related with sales transactions and make sure that the rules are applied properly. For example, ―once an invoice is created its content should never be modified‖. This module is also responsible for creating sales related vouchers and support all

required operations on those vouchers. It is also responsible for the generation of reports.

2. Inventory Subsystem This subsystem will have two major modules – Supplier Management Module (SMM) and Inventory Management Module (IMM). SMM is responsible for maintaining supplier information and handles reports that are related to suppliers or vendors. The module handles the purchase order, GRV, and


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suppliers return activities that are related to the supplier. It is also responsible to provide various reports related to the supplier. IMM is responsible to keep track of information related with inventory transaction. This module is responsible for keeping rules related to the inventory transactions and controls the proper implementation of the rules. This module is responsible for creating inventory related vouchers such as SIV, GRV, Disposal, Store Return, Items Transfer and Supplier Return and support all required operations on those vouchers.

3. Accounting Subsystem This subsystem will have three major modules – Account Receivable Management Module (ARMM), Account Payable Management Module (APMM), and Journal Management Module (JMM) ARMM is responsible for maintaining income related transactions that result for increasing in the proprietorship asset. It includes the account receivables, which are obtained mainly from sales revenue collection. It manages the preparation of credit sales invoice, cash sales invoice and cash receipts. It is also responsible to provide various reports related to the income transactions. APMM is responsible to keep track of information related with expense transactions. In addition to the documents it receives mainly from sales and inventory subsystem, this module prepares its own vouchers such as BPV, and PCPV. It is also responsible for the generation of various reports.JMM is responsible for posting journal voucher source documents to the appropriate journals. This module is also used to edit journals, to prepare journal reports, and to control whether accounting journal principles are respected or not.

4. Production Subsystem This subsystem is developed for maintaining products, production process and Production voucher. The system will have a capacity for facilitating a production process from raw material to finished process. 5.Supply Chain Management Inventory, Order Entry, Purchasing, Supply Chain Planning, Supplier Scheduling, Inspection of goods, Claim Processing, Commission Calculation 6.Financials General Ledger, Cash Management, Accounts Payable, Accounts Receivable, Fixed Assets


7.Projects Costing, Billing, Time and Expense, Activity Management 8.Human Resources Human Resources, Payroll, Time & Attendance 9.Customer Relationship Management Sales and Marketing, Commissions, Service, Customer Contact

1.5 References   

SAP ERP From www.google.com From http://en.wikipedia.org/wiki/Enterprise_resource_planning

2. Overall Description 2.1 Product Perspective ERP is the acronym for Enterprise Resource Planning, an ambitious term that in reality attempts to integrate all departments and functions across a company onto a single computer system. Implementing a EMAAN ERP Solution Manager solution at the enterprise level allows organizations to get rid of standalone computer systems in Accounts, Payroll & HR, Material Management and the Inventory Management and replaces them with a software solution with individual sub modules for each department. The key difference is that now Inventory Management and Purchase & Pre-Purchase Module can look into the Material Management Module and check if the pending orders from a day before have been processed or not. This allows inter-departmental monitoring of business processes while allowing the management to correlate reports that provide a clearer picture of the enterprise as information is being used from across all levels and departments of the organization. EMAAN ERP Solution Manager provides the complete solution for Mid-Sized Industries and Organizations. Like METRO, MAKRO, IMTIAZ, AFROZE TEXTILE MILLS etc. We are analysis on ERP Scenario from last 2months in which we gathered all information regards ERP Solution for Middle Sized Industries and we design our ERP on OOP concept based in order to fulfill all Clients requirements. In our EMAAN ERP Solution Manager we introduce SMS Management System, Data Backup Management on

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Hourly Basis, Day by Day Data Synchronization, System Automated Back Office Reports, and Employee Attendance by Scanning Thumb Punch (Optional) features. Our EMAAN ERP Solution Manager Solutions: Our ERP solutions can be purchased by as a complete package or by module. We offer complete services from consulting, requirement analysis to development, implementation and user training for ERP systems. Data Backup Management, Day by Day Data Synchronization, Window Services (Automated), System Automated Back Office Reports , Automatic Email Alerts And Stock Budget Threshold And Task Assignment & Notifications Module Hardware Interface Module A. Automatic SMS to Mobile Phone

Security Module

Accounts Module – General Ledger Accounts

EMAAN ERP SOLUTION MANAGER OVERALL SYSTEM DIAGRAM

B. Barcode and Online Attendance System (Optional)

E-Business Website Module

2.2Product Features        

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Material Management (MM) Module A. Inventory Management Business Process Module B. Purchase & Pre-Purchase Module

Sales Module (Shipping)

Payroll and HR Module

Integrate Financial Information Integrate Customer Order Information and Store Customer History Streamline the manufacturing process Standardizing HR Information Store and Analyze productivity information for employees and facilities Allow inter-departmental process monitoring and reporting Reports with data from across the organization Allow Management to monitor and analyze all stages required to provide the clients with the client with products and services Allow users limited and monitored access to data across the organization according to needs Data Backup Management on Hourly Basis


   

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Day by Day Data Synchronization Windows Services (Automated) System Automated Back Office Reports SMS Management System.

2.3 User Classes and Characteristics User classes of security level will be used to restrict the access a ccording to the destination. 

Security level 

Top management will be given full access.



Managers will allow to access according to their destination.



Employeeswill be given limited access according to their job.

2.4 Operating Environment Programming Languages Operating Systems Databases Others Technologies

Software Vb.Net , C# Windows Operating System Sql Server 2005 Uml, Html, Ado.Net, Asp.Net, Crystal Report, Java Scripting, Ajax, Visual Studio 2008, Android Technology (Optional)

Hardware GSM Device Scanner NIL NIL

2.5 Design and Implementation Constraints This phase contains the designing and implementation. The designing of ERP having ten modules namely Security (Multi-level security based on User Group and User Level), Accounts (It relates to Accounts of Company), and Material Management (This includes the following Business Processes: A. Inventory Management Business Process Module B. Purchase & Pre-Purchase Module), Sales (It links to Customer to differentiate Customer on Sales basis and provide special facilities to Regular Customer),Automatic Email Alert (This modules is used for generating Automatic Email according to the conditions of record), Payroll and HR (It is used for making Employee Payroll or Pay Slip and Attendance), E-Business (A web based development require to show some database information like price list and product list), Hardware Interface Module (This module uses GSM Technology for SMS on Mobile Phone to facilitates our Customer) and Employee Attendance by Scanning Thumb Punch(Optional) and Data Backup Management Module (This module is used for Data Backup and its management on Hourly Basis). For the implementation of this system we will use Visual Studio 2008 by using Vb.Net and Microsoft SQL Server 2005 for Database. In this phase the Implementation of the Designing Phase will mainly occur these modules.


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2.6 User Documentation We will provide user manual along with the EMAAN ERP software for the help of our client and user which explain them how to use our ERP.

2.7 Assumptions and Dependencies An assumption is a statement that is believed to be true in the absence of proof or definitive knowledge. As well dependencies are the projects external factors outside its control. AS_1

Great Abyssinia P.L.C shall make ready a networked LAN Environment in all office that utilizes the ERP System.

AS_2

Simple Accounting transactions such as Journal will be easily navigated/ populated out of the System.

AS_3

The system ease the workload in t he enterprise employees for counting ,making journal, checking balance etc…. Up to Date information will be re trieved by the stakeholders

AS_4 AS_5

The System enables the managers to see the competitiveness of their product in the market. They can compare the market re quest based on months, week and days. The ERP system eliminates a time misuse and over production in the enterprise.

AS_6 AS_7

The new system will improve productivity by reducing traveling time, better communication, improved customer service/ short response time/ and cost reduction/ saves time and money/.

DE_1

The ERP system must able to be utilized in a Dial up connection with on way bandwidth All stakeholders will be trained to use the system with reliable affection.

DE_2

3.1System Features System features are defined below and a use case diagram is shown here to show the system features.


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3.1.1 Enable the user to prepare a sales order Description and priority .The system enables the sales person to prepare a sale order based on the request form any client. This Feature will be done every other day. Therefore, this Feature in the sales system is taken as high priority. 3.1.2 Enable users to receive sales pay with different sales invoices. Description and priority The system enable a sales person to receive sales payments in two kinds of invoices namely cash and credit invoices. For every sales that is made every other day there exists either a cash sales or credit sales payment. Therefore, this Feature is implemented as high priority. 3.1.3 Prepare consignment sales note Description and Priority The system enables the sales person to prepare a consignment sales note for every product given with a consignment. This Feature is implemented as a medium priority. 3.1.4 Prepare sales return invoice Description and priority The system enables the sales person to prepare a consignments sales return invoice whenever a sale that is made with consignment is returned from the consignee. This Feature is also a medium priority for the System. 3.1.5Prepare sales return invoice Description and Priority The system enables the sales person to prepare a sales return invoice to its client whenever the return is approved by authorized personnel. This Feature is a high priority for the fact that there exists a chance for sales return.

3.2. System Features of warehouse subsystem 3.2.1. Perform a store request Description and Priority The system enables store personnel to prepare a store request when ever a store passes its minimum limit to hold the product. This Feature is taken as a high priority for the fact the store shall be guaranteed to request a product which has demand by the market but not found in its limited value at the store. 3.2 .2 Enable to perform store Request approval Description and Priority The system enable authorized personal, Management to make a store request approval any time when a request comes from store personnel. This feature implementation is also a high priority.


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3.2.3Enable to prepare a purchase request form Description and Priority The system enables the store personnel to prepare a purchase request form. This Feature is taken as high priority for the fact that there always exists a purchase request whenever a product in the ware house is limited. 3.2.4Enable to prepare Purchase order Description and Priority the System also enables the store personnel to prepare a purchase order whenever there exist a need for a purchase. This Feature is taken as a high priority. 3.2.5Enable to make a Purchase order approval Description and Priority the system enables authorized personnel, management to approve a purchase request that is requested by the Store keeper. This Feature is taken as a high priority. 3.2.6Enable to prepare a store issue voucher Description and Priority .The system enables a store keeper to prepare a store issue voucher. A store issue voucher will be prepared whenever a store is requested for any product or raw material. 3.3 Functional Requirement Functional requirement is as follows: EMAANERP SOLUTION MANAGER Software Scope details for Manufacturing Business and for MidSized Industries and Organizations:

LIST OF EMAANERP SOLUTION MANAGER MODULES The following are some key business processes (or procedures) which can be managed using ERP software. In ERP parlance, they are referred as ERP modules. Some of these, or all of these, modules may be applicable in your organization, depending on the business requirements. MIS (Management Information System) reports are shown for each module. The ERP user gets a set of pre-mapped best business practice solutions for their particular industry. We have successfully deployed the following modules and procedures at various manufacturing companies. This is a general list of major Input and Output. 1. SECURITY MODULE 1.1. Masters: 1.1.1. User Manager. 1.1.2. User group master. 1.2. ERP Features: ERP is multi user, multitasking ERP software. Multi-level security based on User Group and User Level. 1.3. Create Login id and password for each user. 1.4. Assign permissions. Map each user with menu / submenu. 1.5. Restricting user access with login and password. 1.6. Role based access & password. 1.7. Audit trail: ERP ensures accountability of users. Work done by individual users can be easily tracked because all transactions capture the users name au tomatically.


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1.8. Automatic Audit Trail helps top management to know who has updated Masters or transaction and when. 1.9. Each menu and submenu can be locked (allow / deny) including MIS (Management Information System) reports to individual user in a very user friendly screen with tree structure and check box facility. 2.ACCOUNTS MODULE – GENERAL LEDGER ACCOUNTS 2.1. Masters: 2.1.1. Account Group Master. 2.1.2. Subgroup Master. 2.1.3. General Ledger Account Head Master with Tax, Bank, Cash bifurcation. 2.1.4. Detail Account Master. 2.1.5. Narration Master. 2.1.6. TDS (Tax Deducted at Source) and % fields in the supplier / address (TP) masters. Automatic posting in GL. ERP will create a JV automatically. 2.2. Transactions: 2.2.1. Cash receipt voucher. 2.2.2. Bank receipt voucher. 2.2.3. Cash payment voucher. 2.2.4. Bank payment voucher. 2.2.5. Service-tax payment (for excise link). 2.2.6. Journal Voucher. 2.2.7. Contra-entry voucher. 2.2.8. Credit Note. 2.2.9. Debit Note. 2.2.10. Expense PO (for service provider, optional). 2.2.11. Expense voucher (for service provider bill booking). 2.2.12. Adjust unlink receipt with open sales invoice. 2.2.13. Adjust unlink payment with open GRN (Purchase bill / expense bill). 2.2.14. Closing balance for master data (debtor, creditor, and GL accounts). 2.2.15. Rate of depreciation (as per company act). 2.2.16. Rate of depreciation (as per I-Tax act). 2.2.17. Asset installations slip. 2.2.18. Asset sale transaction. (For asset register and deprecation register). 2.3. Key MIS Reports: 2.3.1. Trial Balance. Option of various kinds of formatting, such as - GL wise Tr. Balance. Sub-group wise Tr. Balance. Group and GL wise Tr. Balance. Group and sub-group wise Tr. Balance. (Option of T- format = onl y closing balance). 2.3.2. Sub-ledger trial balance. (Supplier / customer). 2.3.3. Consolidated reports of multiple locations for one company in Accounts Module. E.g. ERP gives factory wise or branch wise plus consolidated for the head office. 2.3.4. Cash Book. 2.3.5. Bank Book (supports multiple banks) with receipts, payments & contra filters.


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2.3.6. Expense voucher register. 2.3.7. Journal Voucher register. 2.3.8. General Ledger. (Account head wise or all accounts with details under General Ledger). Filter available for amounts < than, > than and =. 2.3.9. Credit note register. 2.3.10. Debit note register. 2.3.11. Contra-entry register. 2.3.12. Fixed Asset register. 2.3.13. Depreciation schedule (as per company act). 2.3.14. Depreciation schedule (as per Income Tax act). 2.3.15. Profit & Loss account. (GL wise and sub-group wise). For multi-location user can make consolidated P & L report. 2.3.16. Balance Sheet. (GL wise and sub-group wise). 2.3.17. Bank reconciliation statement. Exceptional MIS Reports: Dash Board : This will give at a glance the highlights of certain figures to the top management viz. purchase, sales, money receivable, money payable, bank balance, etc. 2.4. ERP Features: 2.4.1. Automatic posting in respective G. L., from goods inward and sales invoice, etc. 2.4.2. TDS procedure takes care of automatic TDS posting. 2.4.3. Service tax procedure takes care of automatic posting in related excise ledger. 2.4.4. Help of Standard Narration master saves time to enter voucher. 2.4.5. All reports with drill down facility down to transaction level. 3. MATERIAL MANAGEMENT (MM) MODULE

This includes the following business processes A. Inventory Management Business Process Module B. Purchase & Pre-Purchase Module A. Inventory Management Business Process Module 3.1. Masters: 3.1.1. Unit-of-Measurement (UOM) Master. 3.1.2. Category Master / Subcategory Master / Su b-group master. 3.1.3. Item Master. 3.1.3.1. Raw Material (Bought out) Item Master and list. 3.1.3.2. Packing Material Item Master and list. 3.1.3.3. Factory Made (SFG or Semi-Finished) Material Item Master and list for WIP inventory. 3.1.3.4. Finished Goods Item Master and list. 3.1.4. Main Location Master – (sub-contractor location). 3.1.5. Sub-location master (stores, shop floor) and subcontractor location.


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3.2. Transactions: 3.2.1. GRN or Goods Receipt Note. Linked to Stores as well as creditor accou nts. . 3.2.2. Stock Transfer Challan. For transferring material from one location to another location. 3.2.3. Stock Transfer Challan - material issued to shop floor link to the Work Order as per BOM. (Optional). 3.2.4. Material Issue Note (MIN) to consume / material from a ‘given’ location. 3.2.5. Stock Adjustment (SAN) to increase or reduce stock from a given location. This transaction is useful to get match physical inventory with stock repo rts. 3.2.6. Physical stock slip to enter actual stock in a given location. 3.2.7. Closing balance master entry (as of cut -off date, one time entry). 3.2.8. Conversion process Purchase return for non-excisable goods or Return to Suppl ier. RTV. This is linked with the material received and accounts entries are automatically generated by ERP. This will debit the supplier in supplier ledger. Or User may create Tax Invoice (sales -for excisable goods) 3.3. Key MIS Reports: 3.3.1. List of category, sub-category, and sub-group. 3.3.2. GRN register (list) of items under “inward inspection". 3.3.3. Stock Transfer Challan register (STC) - Filter provided for ‘normal’ STC and STC with Work Order. 3.3.4. MIN (Material issue note) register. (Location wise). 3.3.5. SAN (Stock adjustment note) register. (Location wise). 3.3.6. Stock Statement for all types of material as well as WIP, a given period. 3.3.6.1. With quantity (location wise and categor y wise filters). 3.3.6.2. With quantity and Rate (location wise and category wise filters). 3.3.7. Item Ledger (location wise) 3.3.7.1. With quantity (location wise and categor y wise filters). 3.3.7.2. With quantity and Rate (location wise and category wise filters). 3.3.7.3. Item ledger summary gives the stock of material at all locations – Drill down to ledger for any given location. 3.3.8. Physical stock and system stock (book stock ) variance report. 3.3.9. Stock Valuation report. (With option to generate WAR – weighted average rate). 3.3.10. RTV Register (Return to supplier – non-excisable items). 3.3.11. Item List. (With option to select any or all fields from item master). 3.4. ERP Features: 3.4.1. Various cost rate stored on Item master if required, such as Weighted Average Rate, last pure purchase rate, etc. 3.4.2. Conversion Factor (relation between Purchase UOM and Issue UOM). Payment UOM and Payment conversion factor. 3.4.3. Optional Online link with picture of an item (.JPEG file). 3.4.4. Optional hyperlink with an AutoCAD d rawing. 3.4.5. ISO 9000 Facility to keep material in HOLD location – i.e. item under inspection, QC person can login and enter Accepted / Rejected Quantity to transfer material to Stores. Separate ledger shows item in Hold, Stores and Rejection location.


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3.4.6. Lot number / Batch number / Serial number / heat number tracking of inventory. (Optional). 3.4.7. For FMCG products user can store Inner Box / Outer Box data for shipping, or volume / weight of the box on item master. (Optional). 3.3.8. Automatic calculation of landed-cost of item received and updating the same on master for valuation purpose. 3.4.9. Just-in-time (JIT) inventory management by linking the MRP (material requirement planning) module and inventory module. 3.4.10. Pending list of returnable items - RTV (return to Supplier with auto debit feature). 3.4.11. Item wise consumption. 3.4.12. Branch wise / Location wise / Plant wise / wise Stock status. 3.4.13. Expiry / Near Expiry inventory for pe rishable goods. (Optional). 3.4.14. Calling a given item by different name (alias) because different customers call with different name. (Optional). 3.4.15. Excess material received can be accepted (Percentage tolerance given in subcategory master). 3.4.16. Serial No. applicable flag in Item Master 3.4.17. PFD (Process Flow Diagram) selection in Item Master. B.Purchase & Pre-Purchase Module 3.5. Masters: 3.5.1. Supplier Master (Supplier List). 3.5.2. Supplier Type Master. 3.6. Transactions: 3.6.1. Purchase Requisition (Linked further to Purchase enquiry). 3.6.2. Purchase enquiry. 3.6.3. Purchase quotation. 3.6.4. Preparing Purchase Order. This can b e saved as .PDF file and email to Supplier. 3.7. Key MIS Reports: 3.7.1. Purchase requisition Register. 3.7.2. Purchase Order Register. 3.7.3. Purchase Order status Register with optional alert flag – when delivery period elapsed, P.O. being highlighted. 3.7.4. Creditor Ledger. 3.7.5. Supplier master list. 3.7.6. Supplier Performance Rating / Supplier Rating based on quality, delivery 3.7.7. Warning letter generation based on poor performance/service. 3.8. ERP Features: 3.8.1. Auto transfer of Rejected Quantities to rejection stores location. 3.8.2. Link to payment voucher with required validation to the GRN (Good s Receipt Note). 3.8.3. Item specification document as per ISO 9000 requirements can be linked to PO (.pdf) file; Drawing number, etc. can be shown automatically.


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3.8.4. Capturing of Excise, Cess and S & H Education Cess information 3.8.5. Item 'accept / reject' quantity to be put by a separate password - by QC person. 3.8.6. Purchase officer can make PO based on Material Requirement Planning report, or based on ROL based report. 3.8.7. Purchase Indent ‘Automatic’ alert to Purchase Department. 3.8.8. Purchase Order ‘short-closed’ facility. 3.8.9. Purchase Order Revision Provision. (Amendment). 3.8.10. Purchase Order Expiry Provision (Option). 3.8.11. Make Similar Purchase Order. 3.8.12. One Purchase Order – Multiple GRNs. 4.SALES MODULE - (SHIPPING)

F. G. inventory (dispatch) and sales accounting. 4.1. Masters: 4.1.1. Customer Type Master. 4.1.2. Customer Master. 4.1.3. Enquiry type master. 4.1.4. Delivery mode master. 4.1.5. Sales coordinator master. 4.1.6. Officer Master (engineer or staff name can be attached to customer. 4.2. Transactions: 4.2.1. Commercial Invoice 4.2.2. Sales Invoice. Preparing Challan cum Sales Invoice (CCI) 4.2.2.1. Tax Invoice (Domestic). Link to Order Receipt Information (ORI)/Internal ORI (Projection ORI for stocking) 4.2.2.2. Scrape sales Invoice. 4.2.2.3. Trading Invoice. (Optional) 4.2.2.4. Invoice with zero sales value (free samples). Complementary. 4.2.2.5. Purchase return invoice. (For ex cisable material returned to supplier). 4.2.3. Sales Return transaction. Goods returned from Cu stomer. 4.2.4. Automatic Inspection Report (QC) for finished goods along with sales invoices (ISO 9000). 4.2.5. Replacement Challan non-excisable (linked to sales and RGN). 4.2.6. Stock Transfer Invoice. (To transfer material to own stock locations, such as branch, franchises, etc.). 4.2.7. ‘Repairing Invoice’ (Sales bill towards repair service charges). 4.2.8. Packing Slip 4.3. Key MIS Reports: 4.3.1. Invoice register – Customer details. 4.3.1.1. Invoice register – Product (item) details. 4.3.2. RGN (Return Goods Note) register. 4.3.3. Transfer Invoice register (Optional). 4.3.4. Trading Invoice register (optional).


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4.3.5. Ledger. (Debtor Ledger). 4.3.5.1. Customer ledger. 4.3.5.2. Age wise outstanding report 4.3.5.3. Age wise overdue report 4.3.6. Product wise invoice list. 4.3.7. Customer Master List. User can select fields to prepare excel file, e.g. to prepare phone book, select customer name, phone number, email id. 4.3.8. ‘Repairing Invoice’ Register. 4.3.9. Price List – with filter to select a given category or subcategory. 4.4. ERP Features: 4.4.1. Multiple Delivery sales schedule (Sales Order) Report. 4.4.1.1. Sales invoice link to sales schedule (for OEM). 4.4.2. Replacement management – linked with inventory and sales accounting. 4.4.3. Sales Returned Goods Note (RGN) for item received back, link to sales account and excise. 4.4.4. Sales Invoice Link with sales order (ORI) to ensure accurate and fast billing preparation. 4.4.5. Automatic posting to Customer Account, Excise Books, VAT / Sales Tax, and Inventory. 4.4.6. Information about the Contact details such as multiple contact person names, telephone numbers, email id, etc., for Customer. 4.4.7. Classification of customer Geographically (Region, state, city, Country), Segment wise. 4.4.8. Credit control. Credit Limits for the customer. Automatic pop-up based on link with credit limit of Customers and outstanding amount, while preparing sales invoice. 4.4.9. Capturing CT 3 information (Optional). 4.4.10. Customer grading, for preferential treatment as part of CRM (Optional). 5. PAYROLL AND HR 5.1. Master: 5.1.1. Bank master 5.1.2. Bank-Branch master 5.1.3. Attendance Bonus setting 5.1.4. Bank master 5.1.5. Bank-Branch master 5.1.6. City master 5.1.7. Department master (Cost Center) 5.1.8. Designation master 5.1.9. Employee master 5.1.10. GL account Master 5.1.11. Grade master 5.1.12. Income Tax – Bank master 5.1.13. Income Tax – Earning and deductions (Section 80C, 80D, 80 U, 15(2) (V) etc.) 5.1.14. Income Tax – Form 16- Singing authority master


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5.1.15. Labor Welfare Fund master (LWF) 5.1.16. Salary Heading - Earning heads & deduction heads Master 5.1.15. State Master 5.2. Transactions: 5.2.1. Attendance – The number of days present by an employee will have to be punched in the system by the concerned official of the HR Department. 5.2.2. Income Tax Monthly Challan Entry 5.2.3. Income TAX Quarterly Acknowledgement Entry 5.2.4. Monthly Deductions. 5.2.5. Pay slip 5.3. Reports: 5.3.1. Attendance Register 5.3.2. Attrition Report 5.3.3. Bank Statement 5.3.4. Deduction head wise register 5.3.5. Earning head wise register 5.3.6. Employee Joining Report 5.3.7. Employee list 5.3.8. Employee resignation 5.3.9. ESI Report 5.3.10. Form 16 5.3.11. Gratuity register 5.3.12. Income Tax Yearly Report Per Employee wise (Automated) 5.3.13. Leave Encashment Statement 5.3.14. Loan register 5.3.15. Pay Slip 5.3.16. Payroll Register 5.3.15. PF statement 5.3.18. Professional Tax [Professional Tax] Statement 5.4. ERP Features: 5.4.1. Daily wages, monthly wages – salary calculations. 5.4.2. Attendance types – absence, paid leave, unpaid leave, etc. 5.4.3. Loans and advances to employees 5.4.4. Employee type – manager, operator, etc. 5.4.5. Automatic calculation of income tax in pay-slip every month based on Earning and Deduction feed into the system. 5.4.6. Modify all the transaction as many times as needed. 5.4.7. Salary lock. (After this no Modification is allowed, o nce one Account have audited. 5.4.8. User Matrix – By which each user is given/denied access to particular Report/Transaction resulting is high Security and blocking un-authorized access. 5.4.9. Every Report can be easily transferred to Excel. 5.4.10. Very User Friendly GUI and Easy to understand Procedures which require minimum Training.


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5.4.11. Leave allotment master 6.E-BUSINESS

This module does not include website creating and design. 6.1. ERP Database contains various information such as 'Product List' or 'Price List'. This can be now uploaded to a Website . 6.2. User can restrict some web pages for internal use (Extranet / Intranet). Show stock position online, etc. 6.3. E-Catalogue. The rapid development of B2B and B2C e-Business shows that the internet is not just a new place to do business but constitutes a completely new method for commerce. E-Business is the most significant area of the new ‘Digital Economy’. Once you have ERP database in place, the same can be then published to the World Wide Web. For instance, we can prepare an active website. 6.4. For example, channel partners (dealer) FG item master can be synchronized with the FG being shown on the e-commerce website for the shopping cart or while booking sales order (with option of showing stock). 7. HARDWARE INTERFACE 7.1. Automatic SMS to Mobile Phone by Using GSM Technology. 7.1.1. ERP prepares reports instantly which can be exported to MS Excel file. Now this excel file can be sued to send SMS to mobile directly, but SMS text can change dynamically, as per the work sheet column data. 7.1.2. B2B or B2C communication anywhere anytime from ERP. 7.1.3. SMS Gateway is designed to integrate seamlessly with ERP. 7.2. Barcode Reader and Employee Attendance by Scanning Thumb Punch (Optional) 7.2.1. All Finished Goods for Sales are scanned by Bar Coder Scanning. 7.2.2. Employee Attendance by Scanning Thumb Punch. *Note: Expected apply Windows Phone Technology some Functionality (Optional). 8. DATA BACKUP MANAGEMENT, DAY BY DAY DATA SYNCHRONIZATION, WINDOW SERVICES (AUTOMATED), SYSTEM AUTOMATED BACK OFFICE REPORTSAUTOMATIC EMAIL ALERTS AND STOCK BUDGET THRESHOLDAND TASK ASSIGNMENT & NOTIFICATIONS MODULE

8.1. Data Backup Management on Hourly Basis 8.2. Day by Day Data Synchronization 8.3. Windows Services (Automated) 8.4. System Automated Back Office Reports 8.5. Email id Master for sending auto emails 8.6. Alerts user for items falling below Re Order Level (ROL) 8.7. ORI pending since defined days. Order received but dispatch pending alert. 8.8. Pending Purchase Order since defined days. 8.9. Pending customer Bills since defined da ys/Months.


8.10. Bank balance going below defined amount. 8.11. Non-Moving Items. 8.12. Daily Sales to TOP Management.

4. External Interface Requirements a. User Interfaces This is a similar ERP which gives you idea about our EMAAN ERP style to be followed.

b. Hardware Interfaces

EMAAN ERP uses two hardware interfaces: 

GSM device



Scanner(Optional)

c. Software Interfaces Software interfaces are as follows: 

Programming language(VB.NET, C#)



Operating system(Windows operating system)



Database(SQL Server 2005)

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

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Other technologies(Uml, Html, Ado.Net, Asp.Net, Crystal Report, Java Scripting, Ajax,

Visual Studio 2008, Android Technology (Optional))

d. Communications Interfaces For communication purpose we will use GSM device to communicate.

4. Other Nonfunctional Requirements a. Performance Requirements 

Make sure IT facilities used in the company meet international standards. Low-standard facilities that do not meet the standards demanded by ERP software and application will cause several problems. Top-quality equipment leads to easier modification and updates in a frequent manner.



Upgrade the security systems when necessary. This is to protect the integrity of data integrated into the system. This is also to ensure unauthorized access and manipulation of process will not take place.

b. Safety Requirements 

System crash cause damage or harm to ERP system.



Disaster may affect system but we will recover system.

c. Security Requirements System security includes: operating system, authorization, network equipment, access, application access system functions, data access, virus prevention, intrusion monitoring, tracking data changes, the security of data backup and archiving, security management regulations of the host room, the system the administrator's supervision, and so on.

d. Software Quality Attributes Maintain a high-level of product quality with complete inspection procedures —from raw materials, to work-in-process, to customer returns. Easily track defective materials and assign them for return to vendor, scrap, or rework. Effectively track production performance and procedures with statistical process control tools and provide exactly the data that vendors are looking for when reporting back to them on the quality of their products. The increased quality of products and the efficiency of operations will significantly contribute to a more satisfied customer base.


Appendix A: Glossary SRS------------------------System requirement specification ERP------------------------- Enterprise Resource Planning DFD------------------------- Data Flow Diagram

Appendix B: Analysis Models

Appendix C: Issues List 

Programming languages that are used namely C# and VB.net.



Technology used for mobile sms system will be windows 7.

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Final SRS

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