Milestone 3 Feedback As per 8 & 14 Feb 2014 testing

Milestone 3 Feedback As per 8 & 14 Feb 2014 testing

General • Domain Name (www.pinnone.com) has been created at www.dreamhost.com. Username Ktan85@gmail.com, password Singapore1. Please take the necessary steps to create the cloud hosting account on the platform you are familiar with(amazon, heroku etc) and let me know once it is completed • Provide Data import templates to import in actual accounting data for UAT • User should be able to add new accounts in to COA via income/expense etc tab. Settings tab should remain disabled from them. • User should also be able to add new products information when creating new invoice • Managers accounts should not be able to self-approve the transactions they have created • Missing Bank reconciliation facility ?? (based on milestone 3 targets) • Upon login, username should be shown at the top right corner, instead of account. Also, the edit profile button has not been created.. (i.e edit username/password/email etc). This should have been done already. • Proxy settings in developer tab are still not working • Invoice/ Credit Note customisation is still not working • Reports functionality should not be available for user accounts (note this is a change for milestone 4). The reporting tab and dashboard report summary should be disabled for them.

Expense Tab (Milestone 2 related) Cannot edit payment details using edit option. Have to go to view and then hit the edit button which is counterintuitive. Can we have an edit payment details (opens a popup where they can see a short list of payments made and edit accordingly) in the action dropdown since the edit button is locked when the transaction is approved. The add row button is not working when you click edit transaction and go to the editing screen. For new expense transaction, after User save part of the information keyed-in, user unable to edit / update any of the data fields and save the information again. “Save as Draft” button broken!

Income Tab (Milestone 2 related) Verify icon does not appear for previously keyed in transactions. Currency conversion is still not working. If I change the currency, the final amount is not converted back to the default currency that the company is using Cannot edit payment details using edit option. Have to go to view and then hit the edit button which is counterintuitive. Can we have an edit payment details (opens a popup where they can see a short list of payments made and edit accordingly) in the action dropdown since the edit button is locked when the transaction is approved. Can we have an Add attachment as a green button besides Add Row. This will open up a popup window where users can add new attachments. The attachments should be listed below, with an icon to remove it if the users needs to reattach. The current interface seems clunky. Please apply this to all tabs where this functionality appears.

Income Module Sorting of the display – noted that sorting function for “Amount Due” is not working properly as compared to “total Amount”. See below.

Income Module • Once the transaction has been saved, user is unable to edit and “Save as Draft” again. Same problem with Expense Module • The “For Approval” option has disappeared and no longer available.

Invoice Module Product Description – Description should follow “Product/ Services Name” as per the input in the List of Product and Services There should be an option to “Add New Product”

Invoice Module Critical: Invoice Tab is not working. New invoice cannot be saved because the unit price and product is not auto populated although the product has been selected, and the field is grayed out preventing anyone from keying in. Unable to “Add Row “

Invoice Module Shipping Address – should be defaulted to Main Address of the Customer Prompt Payment Discount – Default Value should be “No” Non-Revenue Supply (Tax) - Default Value should be “No” Credit Term and Due Date data fields should be next/ near to each other as these data fields are related Suggest to extend the Memo data field box, since we have the space on the right (under currency data field) Due Date – broken. It’s not auto computing the due date based on the credit term input (Understand that developer is having problem with this data field – just documenting for re-testing)

Journal Entries Module Journal Entries, in Accounting standards/norm of double entries – the final total of the entries should be balanced, i.e. Total Debit = Total Credit. There should be an error message to notify users, if Total Debit ≠ Total Credit Account type – should be applicable to all active/ selected COA, not just limited to Payment/ Accrual Account. Typo – should be “Debit” instead of “Debt” Description data field – suggest to make it wider to provide user to input more description text, since there is available space The earlier mentioned Number formatting

PREVIOUS FEEDBACK (Milestone 2) (Partial/ Not Rectified) 14 February 2014

Partially rectified. See items in red Expense tab Add payment option – Cancel button is not working. I cannot exit the transaction. Cancel should not be = reset data input. • Login Time Out • There is no user login time out as discussed. The page refreshes on its own even after leaving the page at extended time, i.e. even after many days.

Not rectified Recording Cash Transaction For Invoice, Income or Expenses transactions – IF the Credit Term selected is “Upon Receipt” and Payment Account is one of the Bank/ Cash accounts – it should trigger and open the “Add Payment” page/ small window to enable user to key in the payment information. However, if there is credit term selected is other options than “Upon Receipt” – then the Payment account should not be Bank/ Cash Account. The above logic checks should be incorporated into the data input stage. Once the cash transactions have been verified, accounting entries would be posted accordingly. Hence, we need to get the logic right!

Partially rectified. See items in red Income Tab Please ensure that all currency related data field is displayed with 2 decimal points, and right aligned. This is applicable to all screens! Only some screens were rectified Please resize the “Date” column, to ensure that the date is displayed in one line.

Not rectified Income Tab Alignment for “Amount” should be right align – the standard number format. Applicable to all modules – This should be at real-time during data entry, not ONLY after it has been saved Number format should be 2 decimal point, and “,” (comma) for thousands, e.g. 12,567.00. Applicable to all modules – Not Rectified for Expense Module too!

Partally rectified – see the next 2 slides for the result of recent restesting – unable to retest again as unable to edit previously saved transaction • Add New Expenses • Total GST – GST computation is not real time. It should be real-time as user enters the information instead of waiting until user saves the transaction.

Part 1/2 to demonstate the error – unable to retest again as unable to edit previously saved transaction • Re-testing - Edit Expenses - Tax Amount (1/2) • Edit Quantity and Tax code – all computation were changed real time, however when user click on “Save” – the computation revert back to the original. • As long as the transaction has not been rectified, it should still be edit-able.

Part 2/2 to demonstate the error – unable to retest again as unable to edit previously saved transaction • Re-Testing - Edit Expenses - Tax amount (1/2) • See below – the tax code reverted back to the original, the computations reverted to include the original tax code and decimal points disappeared.

New error! Unable to save again any draft transaction Unable to Edit Expense – Add Row (Part 1/2) Added in a new expense – Management Expense, but once user click on “Save” – the page revert back to the original/ earlier saved transaction. The added new expense is missing. This transaction has not been verified, hence it should still be editable.

Unable to Edit Expense – Add Row (Part 2/2) See below – the added “Management Expense” has gone missing once user clicked on “Save” Why are the earlier created transactions are not updated with the new functionality, e.g. the various action buttons related to save function?

New error – copied transaction could not be saved. • Copy Transactions • This function doesn’t work – it seems to have overwritten the earlier similar transaction (the selected copied transaction). For example, the payment of the earlier payment record is still there but the expense information has been overwritten. • There should have been recorded as the 4th transaction • In addition, it seems that the edited information does not require new approval process

Errors that Developers have identified to be outstanding As of 14 Feb 2014

Not rectified – see comments below in red font • Chart of Accounts • The listing display should ONLY be those accounts selected (Not rectified) – to minimize confusion/ overload of information. At the minimum to only list the key account Headings – up to level 2 only, i.e. Asset – Current Assets, Assets – Non-Current Assets • For the screenshot below – “Investment” – 1-0201-00 should not be displayed as there isn’t; any selected (active) account detail chosen/ added

Chart of Account Maintenance – Payment Account • Trade Receivables / Payables would be part of the GL accounts that need to be credited/ debited to recognise receipt/ payment of money for the services provided/ received. • Suggest to rephrase it as follow – “This account is for receipt / payment of money (e.g., cash equivalents) or to record receivables/ payables” Based on the Edit Account window size, suggest to space out the wording instead of cramping it within the limited area. • With the available space suggest to space out appropriately “Payment/ Accruals Account” title.

Not rectified – see comments below in red font • Error Messages • Please do spell check and grammar check for all error messages. For the example below, there should be “spacing” in between at least – Not Rectified • Can we have the error messages in this format “Error - <required action>”. For the example below – it should be “Error – Need to add at least one contact person” – Not Rectified for error message format

Not rectified !! • Add New Expenses • Credit Term – As it is auto set to “Upon Receipt (Cash)”, the Due date is not reflected correctly. • Even when selected as “Upon Receipt (Cash)” - the due date is not ‘computed’ correctly.

Errors that have been rectified As of 14 Feb 2014

RECTIFIED Income Tab Verify icon is misaligned and touches the dropdown icon. If payment account has been keyed in previously, when using "Add Payment", that account should be defaulted as the payment account. Currently, it is always left blank to user to refill. For verified transactions, the edit button should either be removed completely, or a message popup saying that transaction has already been approved if the user clicks edit. It is extremely confusing right now as the user can see it but can’t click on it.. The “Edit” word should be gray font, similar to the usual gray-out feature where this function is not active for user to click. No “NA” Tax code for income tab Please change Mouse over on tax code that show tax code description font be made much larger and box color changed to make it much more visible and obvious. Dropdown box is truncated (see below)

RECTIFIED Income Tab For the “Add Income” page, when “user” clicks on “Save as Draft”, the page automatically goes back to the Main Page – it should still maintain on the same page Although it seems to have been saved – the transaction is missing/ not displayed on the main page screen and not searchable. Please make sure that it would still appear on the main page if it is saved half way. As discussed over the call, the button “For Approval” – when clicked, should display a drop down option of managers or super users linked to the “User” – this would then be part of the notification in the dashboard page when the manager login and the email notices of transactions to be approved. “User” is still able to verify a transaction that he/she has keyed in earlier. This should not be happening! As mentioned earlier too, that there should be segregation of duty, hence the “For Approval” button and to select the appropriate manager or super user to approve/ verify the transaction!

RECTIFIED Income Tab Tax code mouse over is not accurate and unable to click on the final tax code – “ZP” and the description is not displayed.

RECTIFIED Income Tab In the “View” page of the income transaction, “Description” text is missing. Works when description section is populated

RECTIFIED • Income and all related Module • What happened to the earlier buttons? • For Approval – should have the small italics wordings below “ Save Income for Approval” • “Approve” button is missing, instead you have replaced it with a duplicate “For Approval” button. The small italics wording below “Approve” button should be “Approve income for account posting” (b) (a)

RECTIFIED • Add Payment – Grammar Mistake • It should be “Additional Description/ Notes”

RECTIFIED • Prompt Payment and Add Payment • In the new Transaction page – if Prompt Payment data field has been selected as “No” – when payment is received, and user goes to “Add payment” function/ page • In the Add payment screen, under the “Prompt payment” data field – it should be defaulted to be “No” - OK • If there is a prompt payment discount provided – would that amount appear on the transaction information screen, under “Discount Amount”? – Discount Amount in Expense Module has been removed. Ok • In the Add payment Screen – payment date should be defaulted to current/ today’s date - OK • There need to have a system check – once payment has been received for that transaction, if user click “add payment”, the system should inform user that full payment has been received. - OK

RECTIFIED Settings Module – Tax Code Table Please refer to the IRAS tax document provided when designing tax related requirements There is no differentiation between purchase and supply tax codes. The Tax type – should be free text, e.g. SGT or for foreign transactions, user will input own tax type After clicking on Submit – it should return to the main Tax Code Maintenance screen. There’s only a few information required, suggest to replace “Reset” with “Cancel”. And Cancel should return user to the Tax Code Main Page

RECTIFIED • Settings • Module icon is not highlighted is red when active OK • The Settings should be segregated between “General Settings” and “Security” as set out in the page 9 of Functional Specifications documents OK • Super User should be able to access User Profiles (one of the functions within “Security” group) - Not Rectified

RECTIFIED Chart of Accounts Noted that some of these account descriptions have gibberish text. Please ensure that the phrase/words/terms have proper text

RECTIFIED Settings – Product Maintenance Option Garbage character (&) in income account type

RECTIFIED Customers Module Location of cross button should be besides text, not below text. Clicking on “Cancel” should return user to the Main page of Customer Module – NOT to reset all information on the “Add New Customer” page. The auto complete function within the OS does not match data field within our Customer and Vendor module. For example, postcode appeared in our GST data field , Fax number is “Singapore”

RECTIFIED Customers Module There should not be duplicate of the same customer name, to have ensure good housekeeping. Please make sure there is any error message if user input same customer name.

RECTIFIED • User Setting (Developer login) • How do you create new user access to test this function? – Still available for super user to create new user profiles • There should be a “normal” user created – which would be the data entry function or “User” access as described in the Functional Specification document page 17 Chapter 3.2.2.1 - OK • Without “User” profile – we cannot test the segregation of duties feature, e.g. the data entry by clerk and the approval process by manager or super user.

RECTIFIED • Receipts • Looks like this action is not the same as “Add payment”. We should have a “Add Payment” action available for each customer/ vendor listed • Enhancement • What is Receipt Name? Shouldn’t it be Customer/Payee/Vendor Name? OK to ignore • What’s the point of having “Receipt Type” on the main page of the Receipt screen, but when we click on “Add New Receipt” - the new screen does not require any information for “Receipt Type” (Not Rectified – See below) • As this is just to attach receipts, and not meant to record any financial transactions, suggest to name this action as “Attach Receipts” to provide clarity on this action • As discussed during our call, Attach Receipts – should not be available in the “Action” for Customer and Vendor Modules

RECTIFIED • Customer • For the “Action” – • To rename as “Attach Receipts” (as discussed in the call, this action will not be available for Customer and Vendor modules) • To add in “Add Payment” OK • To add in “Create Invoice” – mentioned in Milestone 1 feedback and Kenneth’s feedback OK

RECTIFIED • View Customer Information OK • To clarify on Kenneth’s feedback – the diagram shows that information contained in Shipping Address and Key Contact Persons are not displayed. Please make sure that all information entered should be displayed under “view” action.

RECTIFIED • Add New Customers • It should be “AddKey Contact Person”, similar to “Add Shipping Address” - OK • Noted that now users are forced to add at least one shipping address and one key contact person. These 2 sections should be optional, and not mandatory. - OK

RECTIFIED • Add New Vendor • Key Contact Person should not be a mandatory section - OK • I had accidentally clicked twice on key contact person – we should have an option to allow user to delete the extra key contact person details instead of forcing to complete the 2nd key contact person who is non-existent. Please make sure this change is also updated for customer module - OK

RECTIFIED • Add New Income • Customer/ Payee – for one of the drop down options, can we also have “Add new Customer/ Payee” which will direct/ open to “Add New Customer” page. OK • The “Attach Invoice/ Receipt” feature within this page is missing - OK

RECTIFIED • Action Items (Income/ Expenses Pages) • In reference to the extracted page within the functional specification document as shown below – • The italics footnotes at the bottom of each action item should be visible • The action items built within income/ expenses pages are different from the diagram below, in addition to missing option for user to select the approver

RECTIFIED • Add New Income • Tax Code – the mouse over tax code information is not available. Please refer to requirements documented in the functional specification in page 15 Chapter 3.2.1.5 - Mouse over only shows “Not Applicable” and not the “Description” provided for GST – 12%. Please refer to IRAS document provided and the detailed description provided for each tax code, on the length and type of text required for the mouse over

RECTIFIED Expense tab There should be a warning message “Amount Due is negative. Please check payment amount”, if the amount due is negative upon saving. Copying an existing expense and then clicking the for approval button results in an error saying that expense cannot be added. Please check Copied expense should not copy the approval status. I clicked save as draft and the transaction was already approved when I exited. Add an expense and saving as draft does not seem to do anything? The newly created draft transaction does not seem to be appear in the list (similar to the error reported for Income Module) “Add New Expense” should not be available for user viewer accounts since they do not have access to the settings tabs.

Milestone 3 Feedback As per 8 & 14 Feb 2014 testing