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S.K.G.Duminda [DG12219] D.O.P.Gallage [DG12224] L.Y. Gamage [DG12225] S.L.Paththhinigedara [DG12260]

Invoice Payment System

Holcim (Lanka) Ltd

Content

Acknowledgement …………………………………………………………….. 03

Introduction of the organization ………………………………………………. 04

Current System ……………………………………………………………….... 05

Points to be improved ………………………………………………………...... 06

Context Diagram ……………………………………………………………...... 07

Level 0 Data Flow Diagram ………………………………………………...….. 08

Level 1 Diagram for Process 3 …………………………………………………. 09

Level 1 diagram for Process 4 ………………………………………………….. 10

Use Case Diagram …………………………………………………………...…. 11

Sequence Diagram …………………………………………………………....… 12

Sequence Diagram …………………………………………………………....… 13

Class Diagram…………………………………………………………………… 14

2 © System Analysis & Design - NIBM

Holcim (Lanka) Ltd

Acknowledgement

We would like to express our gratitude to all those who gave us the possibility to complete this report.

We are deeply indebted to our lecture Ms.Uthpala Pramudini Athukorala whose help, stimulating suggestions, knowledge, experience and encouragement helped us in all the time of study and analysis of the project in the pre and post research period. We are also grateful to our Galle NIBM director of the division Mr.Thepul Ginige.

Also We thank to Mr:Kasun Samarasinghe of Account department who made all things possible.


Holcim (Lanka) Ltd

Introduction of the organization

Vision and Mission

Vision To be the leading and preferred supplier of cement and related building materials to build foundations for Sri Lanka's future.

Mission To be Sri Lanka's most respected and attractive company - creating value for all our stakeholders.

About Holcim (Lanka) Ltd

Holcim Lanka is a part of the global Holcim group. Being the market leader in the cement industry, the company focuses on Economic, Social and Environmental performance along the triple bottom line of sustainable development. The company currently operates one fully integrated cement plant in Puttalam, while also operating a grinding plant in Galle. A new packing unit is planned for Trincomalee, for better customer focus and coverage. Also accessible for imported cement is the Ambuja Terminal, now called Galle Cement Terminal if additional cement is required.


Holcim (Lanka) Ltd

Current System

The invoice payment system was introduced for the company recently by the Finance Department of RCW, Holcim, galle branch. This system handles all the tasks from receiving invoices up to doing payments for invoices. The main purpose of introducing the system is to regularize the payments for the suppliers, that means avoid the delay of payment settlements and accommodate the supplier to directly contact with the user (relevant department or a employee in one of the departments) who had received the service. The system administrates by the finance department.

Inputs to the original system are requisitions from user, approvals of requisitions by relevant management, purchase orders from procurement department, invoice details from supplier (but those data inflows to the system through the user), and good receive note from user, if there is a reject of item it also be an input to the system. Firstly these data come as hard copies and then they will entered to the system by administrator. Mean while the delay of sending invoice data from other departments to the Finance department, finance provision mode and the time period details and details about completed transactions data which send by head branch will enter to the system by the administrator.

Outputs of the current system are, conformed invoice details to the head branch, notifications to the supplier about payments, and reports for the management about all the invoice payments in each month. There is a another report which generates within the details about sending delay of invoices to the finance department from other departments and that report will store in a finance department file.

Invoice payment process

When a user places a requisition for an item first it should be approve by the relevant management according to the amount of the item.(e.g. if the amount is above one million it should be approve by CEO) Then the item order will refer to the procurement department to generate the purchase order. Procurement department communicate the purchase order to the selected supplier as well as to the user. After that supplier will supply the item to the user within the invoice. Then the user will line up all the invoice details and channel the invoice and the good received note to the finance department within the certificate of approved by the management. Meanwhile the supplier have to update his record book when he handed over the item as well as the finance department should update their record book at the time. It’s a manual task.

Then the Finance department process all the details they had received. They have to count down the payment period for the suppliers, generate the reports about delay of receiving invoices from other departments and the reports for the management about the payments for the invoices in each month. After line up all the details, Finance department convey them to the head branch for preparing payments to suppliers. When the head branch informed the finance department about the completed transactions, department will informed the supplier by an email.


Holcim (Lanka) Ltd

Points to be improved

There should be link in between Finance department and Head branch.o In the current system, there is no any direct link to flows payment details to

finance department database from head branch. Hence then transaction was completed, finance department database didn’t update automatically as soon as the transaction completed. By performing a link between this two department, can update the database in finance department right at the time, a transaction is completed from the head branch.

Returning item details also should add to the database.o Further database should be include within the details of returning items by the

user.

Are suggestions ,

We can provide a requisition form with the common format to all the departments. Then can form a link to relevant management level to pass the requisition form as mail attachment. If there is a return of item we can also provide a form to fill the relevant data to the user. Then we can also send it as mail to the financial department.

Also can create a link to procurement department from management for send approved requests directly to the system.

One of the purposes of using a system is reduce the usage of hardcopies. So we can send purchase orders, good receive notes, invoice details & reports to management directly to the relevant person or the department through the system. For that we can perform a good link which can combine the departments all together.


Holcim (Lanka) Ltd


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