Designing a New Direct Sales and Accounting System Essay Example

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Business Capabilities

The company can generate payment notices by reaching out to customers and working with them on how to repay the essentials of running a business. By implementing a ranking system, the company can keep track of customers based on their frequency of visits, timeliness of payments, or non-payment history. Additionally, organizing sale dates based on seasons and holidays would promote a system that generates special sales and savings opportunities.

The feature would calculate the required inventory levels to meet supply and demand. It also provides the convenience of online shopping, creating a new revenue stream for businesses like EFFUSE. It allows companies to promote, sell, and connect with different demographics. Additionally, it tracks purchases and synchronizes accounts payable, ensuring that the company's financial records are always up to date with real-time information. This enables managers to constantly be aware of the business's financial status, whether it's losing money, generating profits, or breaking even.

A list of categories and the method of purchase for each item would be generated. The system would then generate a "pending list," an "actual profit" report, or an "in progress report" based on the method of purchase.

Three (3) Possible Scenarios

The process of a customer ordering using an online catalog is very convenient for individuals who don't have the ability to physically visit a store due to their personal schedules. Having a system that can market and sell items online provides great convenience for customers. (see figure 1.0)

Creating customized sales and promotions for both past and current customers (See figure 2.0) is a great way to incentivize them to shop at our Jewelry's store in

the future. Additionally, offering discounts for future transactions or for referring our business to others can further encourage customer loyalty. It is also important to provide various payment options to accommodate customers who may not possess credit cards during challenging financial times (see figure 3.0).

The reason for this may be bad credit or personal reasons, where some customers prefer not to take on additional burdens. Allowing customers to pay with cash or check for online purchases can open up new opportunities for reaching a wider range of customers. "Especially for you Jeweler's" has experienced a growth in business and recognizes the importance of updating their systems to meet business needs and stay competitive. Upgrading system capabilities includes sending payment reminders to customers and assessing customer ratings.

Organize sale dates based on season/holiday. Enable online shopping and track purchases. Sync purchases with accounts payable and categorize items purchased. Benefits for businesses include prompt payment from customers, increased customer loyalty, reduced operational costs, a professional image, establishment, and the ability to generate more profit by going online. Figure 1.0 depicts the use case named "Buying online." The scenario involves the process of making an online sale, where the payment goes into a pending status. The brief description includes the steps of adding items to the cart and checking out. The actors in this scenario are the customer. There are no related use cases for customers, but stakeholders include accounting, direct sales, and the customer.

Preconditions: Customer must create account. Customer must fill address information as well as billing.

Post conditions: Invoice is created 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 backorder. 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.

A sales offer has been created for new accounts, existing accounts, and as an incentive for new business. In this process, the Customer, Direct Sales, and Accounting departments are involved. It is required that the Customer has an account for the sale to be completed and the Inventory is updated accordingly. Additionally, the Account is updated and the payment for the item is validated. If an item is not in stock, the system locks in its price figure.

Payment Methods

The customer without a credit card has the option to make online purchases by choosing from various payment methods like cash or check. The customer, accounting, and direct sales are all involved in this process, and it is essential for the customer to select the desired items for purchase.

The online purchasing process starts when an account is created. Items are shipped to customers only after payment has been received. Customers can choose a shipping method during their purchase, and reports are generated accordingly. If the customer does not meet the required criteria or if they surpass them, the process continues. The activity diagram displayed below illustrates the sequential flow of departments involved in tracking, updating, and replacing sold items. Eventually, the process concludes in the accounting department where a decision on generating a

customer's invoice is made.

The completion of the process is depicted in the diagram, where the direct sales and accounting departments collaborate to produce a report for managers. This activity diagram demonstrates the sequential steps taken when a customer buys an item, either at regular price or during a sale. It also includes a decision point to ascertain if the customer already possesses an account or needs to create one in order to partake in the sale.

This Activity diagram depicts the different methods through which an online customer can make payments for their purchased products. The options include cash, check, or credit. However, it does not display the specific process for each of these payment methods.