Proprietary and Confidential

Invoice Creation – Spreadsheet upload

User Story Document

User story for Invoice Creation – Spreadsheet Upload

Document Version 1.2

Release Date
Number of Pages 9

LOLC Technologies Ltd

852 Kotte Rd, Sri Jayawardenepura Kotte 10100

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1. Document Control
1.1. Table of Content

Invoice Creation – Spreadsheet upload.................................................................................................1

User Story Document............................................................................................................................1
LOLC Technologies Ltd..................................................................................................................1
1. Document Control.........................................................................................................................2
1.1. Table of Content........................................................................................................................2
1.2. Document Information..............................................................................................................3
1.3. Revision History.........................................................................................................................3
1.4. Definitions and Acronyms..........................................................................................................3
1.5. Assumptions..............................................................................................................................3
1.6. Risks...........................................................................................................................................3
2. Open Questions.............................................................................................................................4
3. Overview/Project Description........................................................................................................4
4. Scope.............................................................................................................................................4
4.1. What is in-scope....................................................................................................................4
4.2. What is Out of scope..............................................................................................................4
5. Epic: Narrative and Statement.......................................................................................................5
6. Features/Stories............................................................................................................................5
6.1 Story 01 (Create Invoice).......................................................................................................5
7. Data Requirement.........................................................................................................................7
8. Diagrams and Examples.................................................................................................................7
9. Annexure.......................................................................................................................................8

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1.2. Document Information

Drafted By Randika Gunasekara
Reviewed By Dinesh Wickramaarachchi[IT/EKO/LOITS]/Bandula Ranasinghe
Document Status
Client Name LOLC Technologies Pvt Ltd
Circulation Internal

1.3. Revision History

Revision Updated By Version Section(s) Description
Date
23.12.2022 Randika Gunasekara Draft NA NA

1.4. Definitions and Acronyms

1.5. Assumptions
1.5.1 User may have access to the relevant API/UI
1.5.2 Aesthetic mark will be displayed for mandatory fields
1.5.3 API/UI name may be "Invoice Creation – spreadsheet upload”
1.5.4 The User navigates to the ‘Central Cash Management Module” from the
home page
1.5.5 The function is available under “Payables”

1.6. Risks

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2. Open Questions
# Date Question Owner Status

3. Overview/Project Description

Using the latest technology and incorporating the best practices gathered from business,
FusionX Application is providing centralized payment and remittance module and This is
describing about the invoice bulk creation with the spreadsheet uploading

Spreadsheet Save and

Validate the
With Invice Uploding Create List of
data
list Invoice

4. Scope
1.1. What is in-scope
1.1.1. All the System processes that carried through the system.

1.2. What is Out of scope

1.2.1. Any processes/controls which perform manually.

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5. Epic: Narrative and Statement

Central Cash Management
Who As a System user
Needs To Create a Pre-Payment Invoice
Product In Central Cash Management Module
ROI Which helps to create Invoices with a spreadsheet upload

6. Features/Stories
6.1 Story 01 (Create Invoice)
1.1.1. User & Function 1.1.1.1. The user log in to the system
1.1.1.2. Then select “Create New” option in the page.
Payables  Invoices  Create Invoice from Spreadsheet
By selecting the “Create Invoice from spreadsheet” option, user should direct
to the Invoice creation Page

With this user should be able to create multiple invoices easily

1.1.2. Action
1.1.1.3. When clicking on the “Create Invoice from spreadsheet” option, a pop up should
open with
Column Mandatory / Optional download and
Upload
Template
Sequence Number Mandatory options.

Type of Invoice* Mandatory 1.1.1.4. By clicking on

the
PO number Optional “Download
Template”
Supplier Code* Mandatory button, an
excel should
Supplier Name* Non Mandatory download to
fill the invoice
Payee* Mandatory details.

Invoice Number* Mandatory 1.1.1.5. Once opening

the excel
Description Non Mandatory below details
should be
Invoice Currency* Mandatory there to
select and
Invoice Amount* Mandatory enter

Prepayment Invoice Number Optional

1.1.1.6. the following
columns
Invoice Date* Mandatory should be
available in
Payment Term* Mandatory the excel
invoice
Tax Code Optional upload format

Tax Amount Optional

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1.1.1.7. The data in the excel sheet should be validated according to the following details.

Sequence Number When adding a new invoice this should increase by one
Type of Invoice*
Invoice types should be validated from the Invoice Type
Master.
Only the “Received” status PO should be able to select.

PO should be matched with the supplier code

PO number should be validated with issued PO numbers in

Cash module
Identifying PO

Supplier Code* Supplier code should be validated with existing supplier code
in supplier module
Supplier Name* Should not be validated, but matching supplier name for the
supplier code should be saved when available in approval
screen.
Payee* Maximum length 70 characters
Invoice Number*
Should be able to enter a specific number for the Invoice.
This number cannot duplicate within the Same Supplier.

This validation should check at the point of Invoice upload

Description If required, user should be able to enter a description
Invoice Currency* Currency code should be validated with existing active
currency code in system
Amount is the amount going to pay from the selected
Invoice Amount* currency
This should be the Final Invoice amount Including Taxes
Numeric Values only

Apply Pre-Payments Should be validated for a prepayment Invoice created under

the same supplier. Only the “Paid” invoices should be able
apply.
Date format should be validated, the invoice date should be
Invoice Date* less than or equal to current date.
Payment Term* Payment Terms should be validated with the common list
value. Ref code should be “PAYMENT_TERM”.
Tax Code Tax code should be validated with Active tax codes. Retrieve
from “Tax Code Definition” in the common settings module
Tax Amount Tax Amount should not be greater than the invoice amount
1.1.1.8. Once entering details for mandatory fields, user should be able to upload
the Spreadsheet.

1.1.1.9. Need to save the sheet and with the “Upload Template” option, a pop up
should appear to attach the template and Upload

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1.1.1.10.Should be able to view added Invoices and Submit the Record.

1.1.3. Result
1.1.1.11. If all the invoices are uploaded successfully, user should receive a
confirmation message as “Invoice Upload Successfully Completed”
1.1.1.12. If failed any, the errors should display in the pop up.
- If the Invoice number is duplicated, need to display as “Invoice number is
duplicated – Invoice Number - XXXXXX”.
- If the Pre-Payment is already applied, Need to Display as “Prepayment
invoice XXXX already applied”
1.1.1.13. All the uploaded invoices should be able to view in the Manage Invoice
page. (This will be discussed in a separate user story)
1.1.1.14. The status of the uploaded invoices should be “CREATED”
1.1.4. Pre-Conditions 1.1.1.15. User able to login the system via his/her permissions

1.1.5. Trigger

1.1.6. Expected 1.1.1.16.Invoice details should be saved successfully

1.1.1.17. Created User/Date/Time should save automatically.

2. Data Requirement

3. Diagrams and Examples

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4. Annexure

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