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List of Actors
1. Administrator 2. Supervisor 3. Data Entry Operator 4. Manager/Accountant

List of Use Cases by the Actors

Administrator
1. Log In 2. Manage User 3. Manage Cash Book Transaction 4. Manage Bank Book Transaction 5. Manage Journal Transaction 6. Manage Cash of Account 7. View Admin Reports 8. Change Password

Supervisor
1. Log In 9. Manage Cash Book Transaction

10. Manage Bank Book Transaction 11. Manage Journal Transaction 12. Manage Cash of Account 13.Change Password

Manager/Accountant
14.View Cash Book Report 15.View Bank Book Transaction

2 16.View Journal Transaction Report

Data Entry Operator

17. Enter Cash Transaction 18.Enter Bank Book Transaction 19.Enter journal Transaction 20.View Cash Book Report 21.View Bank Book Transaction 22.View Journal Transaction Report

Use Case Narration or Scenario

Use Case 1: Log In
Primary Actor: Administrator, Supervisor Stakeholder and Interests: Administrator, Supervisor, and Company Precondition: User account is ready to use for login and logout. Post Condition: User logged in or logged out Main Success Scenario: 1. User types user id and password to login 2. If entered user id and password are correct user logged in Extensions: 2a. Entered user id and password are not correct, handle wrong user id and password

Use Case 2: Manage User

Primary Actor: Administrator Stakeholder and Interests: Company

3 Precondition: Administrator logged in Post Condition: Update all the information Main Success Scenario: 1. Add/Delete/Edit information a. New Supervisor/Manager/Accountant/Data Entry Operator b. Old Supervisor/Manager/Accountant/Data Entry Operator c. Job Hours d. Profile Extensions: Must Be Admin Special Requirements: none

Use Case 3: Manage Cash Book Transaction

Primary Actor: Administrator, Supervisor Stakeholder and Interests: Company Precondition: Administrator/Supervisor logged in Post Condition: Cash Book records all transactions related to receipts and payments In terms of Cash only. Main Success Scenario: Cash Book is in a way, a cash account with debit and credit side and Cash account is an asset account, so the rule followed is Increase in assets to be debited and Decrease in asset is to be credited. This implies that Cash Book is a book where all the receipts in terms of cash are recorded on the debit side of the Cash Book and all the payments in terms of cash are recorded on its credit side. 1. Add/Delete/Edit a cash book records with following information a. Cash Receipt Mode b. Cash Payment Mode Extensions: None Special Requirements: Account Code, Particulars, Voucher Serial No.

Use Case 4: Manage Bank Book Transaction

Primary Actor: Administrator, Supervisor Stakeholder and Interests: Company Precondition: Administrator/Supervisor logged in Post Condition: Bank Book records all transactions related to receipts and payments In terms of Cash only. Main Success Scenario: Bank Book is in a way, a cash account with debit and credit side and Cash account is an asset account, so the rule followed is Increase in assets to be debited and Decrease in asset is to be credited. This implies that Bank Book is a book where all the receipts in terms of cash are recorded on the debit side of the Bank Book and all the payments in terms of cash are recorded on its credit side. 2. Add/Delete/Edit a bank book records with following information c. Bank Receipt Mode d. Bank Payment Mode Extensions: None Special Requirements: Account Code, Particulars, Voucher Serial No.

Use Case 5: Manage Journal Transaction

Primary Actor: Administrator, Supervisor Stakeholder and Interests: Administrator, Supervisor & Company Precondition: Administrator/Supervisor logged in Post Condition: Updated Account file Main Success Scenario: The Journal is referred to as the book of original entry. For each transaction the journal shows the debit and credit effects on specific accounts. It discloses in one place the complete effects of a transaction. It provides chronological records of transaction. It helps to prevent or locate errors because the debit and credit amounts for each entry can be easily compared.

5 1. Add/Delete/Edit a journal record with following information a. Effects on debit and credit. b. Start Date c. End Date Extensions: None Special Requirements: None

Use Case 6: Manage Chart of account

Primary Actor: Administrator, Supervisor Stakeholder and Interests: Company Precondition: Administrator, Supervisor logged in Post Condition: Updated Chart of report file Main Success Scenario: A chart of accounts (COA) is a created list of the accounts used by a business entity to define each class of items for which money or the equivalent is spent or received. It is used to organize the finances of the entity and to segregate expenditures, revenue, assets and liabilities in order to give interested parties a better understanding of the financial health of the entity. 1. Add/Edit COA with following information

Group headings
Revenue Cost of Goods Sold Establishment Expenses Interest Expenses

Balance Sheet Accounts

Asset Accounts

Cash - (Cash on Hand) Bank Accounts Accounts Receivable (Debtors) Prepaid Expenses Inventory (Stock on Hand)

Land Buildings Vehicles & Equipment Investments & Stocks Accumulated Depreciation and Other Assets

Liability Accounts

Accounts Payable (Creditors) Credit Cards Tax Payable Employment Expenses Payable Bank Loans Accrued Expenses

Stockholders' Equity Accounts

Common Stock (Share Capital), Retained Earnings (Revenue Reserves), Dividends Drawings

Profit & Loss accounts

Revenue Accounts

Sales Revenue Sales Returns & Allowances Sales Discounts Interest Income

Cost of Goods Sold Accounts

Purchases and sales Expense All sales Expense Purchase Returns & Allowances

Expense Accounts

Advertising Expense Bank Fees Audit Fees Client Expense Depreciation Expense Education Expense Payroll Expense Expense

Rental Expense Income Tax Expense Information Technology Expense Insurance Expense Office Expense Utilities Expense Maintenance - Vehicle Travelling and Conveyance Expense Legal Expense Salaries and Wages Expenses Telephone Expense

Trial Balance
The trial balance is a list of the active general ledger accounts with debit and credit balances. A balanced trial balance does not guarantee that there are no errors in the nominal ledger entries. Extensions: None Special Requirements: Must be Ledger entry.

Use Case 7: Enter Cash Book Transaction

Primary Actor: Data Entry Operator Stakeholder and Interests: Company Precondition: Operator logged in Post Condition: View Entry & Check. Main Success Scenario: 2. Add Cash with following information a. Cash Book Information b. Cash Amount c. Date Time. Extensions: None Special Requirements: None

Use Case 8: Enter Bank Book

Primary Actor: Data Entry Operator

8 Stakeholder and Interests: Company Precondition: Operator logged in Post Condition: View Entry & Check. Main Success Scenario: 1. Add Cash with Bank following information a. Bank Book Information b. Cash Amount c. Date Time. Extensions: None Special Requirements: None

Use Case 9: Enter Journal Transaction

Primary Actor: Data Entry Operator Stakeholder and Interests: Company Precondition: Operator logged in Post Condition: None Main Success Scenario: 1. Add Cash with following information a. Debit/Credit information b. Date Time

Extensions: Special Requirements: None

Use Case 10: View Cash Transaction

Primary Actor: Data Entry Operator, Manager/ Accountant Stakeholder and Interests: Company Precondition: Operator/Manager/ logged in Post Condition: None Main Success Scenario: 1. Add Cash with following information a. Debit/Credit information b. Date Time

Extensions: None Special Requirements: None

Use Case 11: View Bank Book Transaction

Primary Actor: Data Entry Operator, Manager/ Accountant Stakeholder and Interests: Company Precondition: Operator/Manager/Accountant logged in Post Condition: None Main Success Scenario: 1. View Bank Transaction information a. View Bank transactions b. Date Time

Extensions: None Special Requirements: None

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Use Case 12: View Journal Transaction Reports

Primary Actor: Data Entry Operator, Manager/ Accountant Stakeholder and Interests: Company Precondition: Operator/Manager/ logged in Post Condition: None Main Success Scenario: 1. View Journal information a. Debit/Credit information b. Date Time

Extensions: None Special Requirements: None

Use Case 13: Change Password

Primary Actor: Administrator, Supervisor Stakeholder and Interests: Administrator, Supervisor and Company. Precondition: User is logged in. Post Condition: Password of the user account is changed. Main Success Scenario: 1. User type and retype the new password. 2. The system checks whether the typed and retyped new passwords are the same. If the passwords are same the system accepts the new password. Otherwise, asks the user to type and retype matching new passwords. Extensions: None Special Requirements: Password must be strong password not easy to break. System must not accept weak password.