Designing a New Direct Sales and Accounting System - Essay Example

When designing any new system special considerations, guldens. And specification should be taken into consideration. It is best practice that as many people as possible participate in the project, adding some sort of input so that the end result produced is one that all actors involved will be satisfied with. The actors involved can include the client, oversight committee, customers, and users (people that use the actual system). First we need to define the scope of the mission, problems, propose quick fixes, and Implement them In a way that will create a smooth and natural flow of process.

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Many times a project Is developed In Iterations or phases. This way, In theory, the system will only get better with time, and eliminate, or develop needed capabilities. It is best, in my opinion, to proceed with an agile approach. To start us off, I have thought of a couple business benefits that would enable the company to move forward, meet current demands, and take a competitive advantage within the industry. Help customers pay promptly Having a well-designed, precise, and easy to read accounting system, the company would be able to simplify how customers make payments.

Helping customers to identify when payments of items purchased needed to start being paid off. Increase customer loyalty This would benefit the business by being able to track what certain customers have bought, and send out sales information and special offers tailored to them. This technology Is also known as data mining. Data Mining Is a concept where data Is age, phone number, spending habits, address and e-mail addresses (Turban & Volition, 2011). “Learning from previous data offers a competitive advantage” (Song & Kuaka, 2009).

Find sales that benefit This would benefit and bring in revenue by eliminating overstock of items that do tot really benefit the company, and vice versa stock up on popular items that do generate profit when displayed on sale. Reduces operational costs The benefit of having a system that tracks purchases and generates reports that’ll be sent out to the accounting department so that they could start setting up invoices and start making collections on monies owed without harassing, intimidating, or overlooking customers with default accounts.

Increases customer satisfaction (Intangible benefit) An intangible benefit cannot be measured in dollars; nevertheless, it is an added benefit to the company’s standing with its consumers. It would foster a relationship where they might be inclined to come back, or possible recommend the company name to known associates. Maintaining integrity of information Due to the current system set up, the process is made up of manual and automatic updates. Problems that the business could run into would be data duplication, input errors (human), and omissions of accounts.

Using Database normalization would help minimize these issues “is a formal technique for evaluating and improving the quality of a relational data-base schema (Stringer, Jackson & Burr, 2012). Added professionalism and credibility Thinking like a customer, I would want to continue doing business with a store that looks and feels like they know what they were doing. Those companies that are capable of maintaining, and storing customer’s information private and not having to worrying about it getting hacked or miss-used by their employees is an added level of comfort and security.

Added ways to pay for things With the rapidly advancement of technology comes fierce competition for the reason that companies what to simplify the way that customers purchase, and pay for their products. Added methods can be cash, check, electronic, Google wallet, and reward mints. Generate more income by placing items online This would attract more customers since it would make it convenient for people to do their shopping on line. More and exciting opportunities might arise and make way for possible expansion of the business.

BUSINESS CAPABILITIES Generate payment notices By the company reaching out to customers and working with them on how to repay essentials of running a business. Ranking system to track customers By having a ranking system, the company could keep track of those customers that frequent the most, pay on time, or non-payment making customers. Organize sale dates with seasons and holidays This would help promote and foster a system that could generate dates and holidays for special sales and savings.

It would calculate how much of an item would have to be on hand in order for the company to meet its supply and demand. Ability to shop online With the added ability and luxury to be able to shop on creates a new source of revenue for the Business. It enables companies, in this case EFFUSE, to promote, sale, and reach to a variety of demographics. Tracks purchase and Syncs accounts payable This would keep companies books up to date with “real-time” information. It would enable managers to always know where the business stands in terms of if the company is losing money, generating profits, or breaking even.

Categories purchases and method used A list would be generated showing the method that a customer has used in order to purchase the item. The system would then create a “pending list” “actual profit” or “in progress reports” pertaining to the method of purchase. THREE (3) POSSIBLE SCENARIOS Process of a customer ordering using on-line catalog. (see figure 1. 0) Many times due to personal schedules, people don’t have the ability to walk into an establishment in order to shop around. By having a system that is able market and sale an item on- line is very convenient for a customer.

Creating special sales and promotions tailored to past and current customers. (See figure 2. 0) Generating special promotions for new, current and future companies is an added luxury. This would encourage the customer to at a later date, shop at our Jewelry’s store if it offered discounts for future transactions, or for business recommended to other potential customers Set up payment options available to the customer. (see figure 3. 0) Many times, due to financial times, many people may not own credit cards.

This may occur because of having bad credit or personal reasons where they opt not to carry that burden. I think by offering customers the ability to pay cash or check for items purchased on- line adds more potential to reaching new horizon of customers. Document Problem Description With the rise of business “Especially for you Jeweler’s” as seen an increase in business. The need to update systems to meet business needs is essential, and critical to stay ahead of the competition, retain, and gain more business. System capabilities Send notices of payment due to customer Rate customers

Organize sale dates according to season/ holiday Ability to shop online Track purchases and sync with accounts payable Categorize item purchased with method Business Benefits Help customers pay promptly Increase customer loyalty Reduces operational cost Added professionalism and establishment Generate more profit by going online Figure 1. 0 Use Case name: Buying online Scenario Process on line sale Triggering Event Payment goes to pending status Brief Description Customer adds item to cart, customer check-out Actors Customer Related Use Cases none Stakeholders Accounting, Direct Sales, , customer

Preconditions Customer must create account. Customer must fill address information as well as billing. Post conditions Invoice is create and associated with sale ID to create backorder Billing is associated Flow of activities Actor Customer selects available item. Customer puts item(S) in cart. Customer pays for order. Generates back order Generates invoice number Sends out payment process to customer Exception conditions Customer cancels order after payment If item is not available, alert gets sent out to customer when available Figure 2. 0 Sales Create tailored offers and sales Customer buys items

Sales offer created for new account, existing account, and incentive for new business. Customer, Direct Sales Accounting Accounting, Direct sales, Customer Customer has account Sale must exist Inventory is updated. Account is updated Pay for item is validated New account added Item not in stock, system locks in price Figure 3. 0 Payment Methods Customer does not own credit card but purchases on line Selects payment method Customer may not own credit card, options to pay cash or check available Actors Accounting, Customer None. Customer, Accounting, Direct sales Items must be selected.

Account created Items shipped after payment received. Purchase item Chose method Generates reports Accommodates method Customer does not meet minimum criteria Customer is over qualified The activity diagram represented below represents the process of online purchasing. It starts when the customer selects the desired item. Next, it shows how the process then flows to other departments to track, update, and replace items being sold. It ultimately ends with the accounting department; the decision here, (depicted with a customer will have to be generated.

The diagram reaches the end when direct sales ND accounting departments, both respectively, generate a report letting managers know what, if any, the profitability is, and if there are any issues that might need fixing. This activity diagram shows the process of a customer that is buying an item that is either placed in a regular price status, or if there is a sale going on for that particular item. I have added decision for if the customer possesses an account with the company, or if they will have to create an account in order to participate in the sale.

This Activity diagram shows the various ways that a customer can pay for the products purchased online. I have added cash, check, or credit. Not shown would be a sub process of how each one of those methods would be carried out.