Payment and Cashiering System

I.

The Problem Domain

Project Study

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Payment and Cashiering System I. The Problem Domain A. Statement of the Problem We want all of our system releases to go to production seamlessly, without defects, where everyone is aware and informed of the outcomes and status. Today we have too many release failures that result in too many rollback failures. If we ignore this problem; resources will need to increase to handle the cascading problems, and we may miss critical customer deadlines which could result in lost revenue. Payment and Cashiering System, will address the collection of bills and final assessments from the related systems which are: the Real Property System and the Business Permit System, where we can gather the needed data for the functionality of the given system to be developed. All charges (tuition, on-campus housing, business permit, and fees) are payable by the due date. The following is accepted at the Cashier's window: cash, checks, and money orders. Payments regarding: bldg. permit, cemetery, electrical, traffics, tricycle, zoning, marriage, police clearance, cedula, and other kind of payments that are necessary by the Local Government Unit will be catered in the system. Payment system is bound to have risks associated with the process and it is necessary that such risks are anticipated, identified and suitably addressed to ensure that the system is secure. Electronic payment systems are no exception though the risk perception, the sources of risks and the impact of exposure could be relatively high. The system will be developed to answer the problem in increasing transactions in cashiering. Due to many transactions, the cashier meets problems that caused the delays in the preparation of the different daily/monthly reports.

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Payment and Cashiering System The system automates all the data banking of daily transaction and the preparation of reports. It also provides easy monitoring of cash ending balance for the day.

B. Background and Objectives of the Project Payment and Cashiering System, will deal with the collection of bills and final assessments from the linked systems which are: the Real Property System and the Business Permit System, gather the needed data for the functionality of the given system to be developed. The development group have these objectives to meet their aims: a web based solution where users can access their bills and payment details, Intend to improve operational flow of the organization. Since it is web based, inquiry of payment bills is easier and will lessen crowd at cashier desk; support financial infrastructure, process all LGU collections, and provide improved input. 1. What initiated the project. Could be: a. Current relevant institutional gaps The current municipality has relevant institutional gaps that can be avoided by the use of the system. Costumers can have different kinds of payment and those payments have different requirements such as: real property assessment and building permit assessment. Bills have different types also which make the process long and the inputs may differ by the customers information. The customer needs to have stated assessments or bills before going to cashier. With the development of the system the institutional gaps will be filled by improved input and other features that can generate faster reports and queries.

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Payment and Cashiering System b. Improvements/enhancements to the current running systems For the improvements or enhancements of the current running systems, the development team thought of other modes of payment that can cut the hassle of customers lining up in cashiers. For the payment process, the group intend to use a trial over a particular type of payment mode (PayPal, BankAccounts) or if any mode is available. This enhancement will be catered after the municipalitys approval because we will vary on their standards. Since the project will be web-based, the payment details of customers can be seen 24 hrs/day via internet. All types of payment catered by the municipality will be included in the system. Generating of daily, weekly and annually reports will be catered for the improved inputs and outputs of the system.

c. Requests by users/clientele for systems development initiative For initiative development, the discounts regarding in the payment of real tax property, not requested but suggested to make the system more function able. The sanctions of late payments are also suggested by the client.

C. Significance and Scope of the Project In this section of the document the scope of the project will be specified. For the payment processes the system will cater the following: entering any type of payment including (payments for multiple bills, payments without a bill, and partial payments), voiding of payments and final assessment gathered from the related systems will be catered to verify the needed amount to be paid in the cashier. All charges (tuition, on-campus housing, business permit, and fees) are payable by the due date. The following is accepted at the Cashier's window: cash, checks, and money orders. Payments regarding: bldg. permit, cemetery, electrical, traffics, tricycle, zoning, marriage, police clearance, cedula, and other Project Study PUP-QC 4

Payment and Cashiering System kind of payments that are necessary by the Local Government Unit will be catered in the system. The system will generate report such as: Daily Collection Report, Daily Disbursement Report, Monthly Collection Report, Monthly Deposit/Disbursement Report, and Different Graphical Reports. Official receipts and issuance of checks are also computer generated. D. Documentation of Existence and Seriousness of the Problem 1. Documentation of current system/s (if any) Integrated Cashiering and Payment Management solutions can add in the Point of Sale which includes, sensitive touch-screen interface, offline capability, inventory control. This also manages multiple payments from one workstation in a single transaction. It also creates invoices for miscellaneous items or processes any type of receivable across the organization. Departmental System Integration, real-time bi-directional connections between their cashiering/POS solution and any existing applications across the organization. Integration connectors are covered by our Evergreen Software Policy, which guarantees support and maintenance through no charge upgrades.

Payment processing ensures secure, encrypted real-time payment processing. Offers flexible merchant account management and batch and post-dated payment support Integrated Reporting offers the features of 120+ easy to use standard reports on sales, audit, inventory, maintenance and accounting and information-rich performance dashboards.

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Payment and Cashiering System 2. Problem/s identified with the existing systems

Neglect to comply with withdrawal, cancellation and voiding processes. When you void a payment, payables automatically reverses the accounting and payment records so your general ledger will have the correct information, and so the status of the paid invoices is reset to unpaid. Payables also reverse any realized gains or losses on foreign currency invoices recorded as paid by the payment. Many of the collection system have the problem of voiding payments because the system cannot handle it because the money has been collected by the agent or the money has been deposited to the organizations account. That is why we decided to include the voiding of payments on our system project. 3. Process models of existing systems contributing to the

problem The first process on the existing systems is the initial recognition of the problem. The second process is repeatable, to see if the problems that are found are still on the past system still exist on the proposed system. The third process is definition, the step-by-step definition of problems and requirements. The fourth process is managing, managing the said system basically on the reports. Lastly, the fifth process is optimising, increasing the chance of solving the problem identified. 4. Data models of these existing systems

The first model of the existing system is the community, which means the people who will go to their office to assess their transactions and to pay for their obligations. The second model of the existing system is the collection, also known as the collection agent, which means the people who will collect or accept the payment given by the community or the collection agent can also collect payments from himself if he has some obligations needed to be paid. And the third model is the item, which

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Payment and Cashiering System means it is the one you are paying for, for example, your real tax property or your business licenses. 5. Data (or any form of statistics) that may be relevant to prove

existence and seriousness of the identified problems

The above financial statement is wrong because of the payment cancellation. He decided to not to pay all his total fee instead of he just paid the partial of it which is 200. The system should easily handle this kind of errors but in cashiering and payment system it is hard because the money is being monitored.

E. Review of Existing Alternatives. Users cope with the said problem by not allowing the community to cancel their payments. And also the collection agent ensures that the payment will be void by checking all the payers requirements. Recipient information and banking details are validated before payments and collections are made while the access is controlled by means of user identification codes and passwords.

Project Study

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Payment and Cashiering System The best available resource that can solve the problem is Online Billing and Invoicing System. Online Billing and Invoicing System is designed for businesses that process large quantities of invoices using a seller processor. By automating large batches of invoices, statements and payments, Online Billing and Invoicing System customers can save countless hours of managerial time. Online Billing and Invoicing System have the features of flexibility- customize Online Billing and Invoicing System to match your brands look and feel. Receive payments by credit card and debit card, and even offer customers an early payment discount. The systems flexibility allows you to find an Online Billing and Invoicing System Package that fits your client base size and unique situation. Second feature is the efficiency- Online Billing and Invoicing System makes managing customers much more efficient. Sending invoices, checking payment history, setting up payment plans and sending batch payments are just some of the tasks made easier with Online Billing and Invoicing System. Third feature is convenience- many payment options. Fourth feature is integration- online Billing and Invoicing System has the ability to integrate with any existing back office accounting system or seller processors. Send customers to online billing site where they can see their invoices, payments and account history. They can even pay for their invoices online. Online Billing and Invoicing System users save countless hours of administrative time by automating large batches of invoices, statements and payments. Integration also helps eliminate accounting errors, such as duplicate entries. Fifth feature is mobile- customers can literally take Online Billing and Invoicing System with them anywhere. With the Online Billing and Invoicing System mobile phone application, they are able to make payments, create new payment accounts, view payment history and more, right from their mobile phone. Online Billing and Invoicing System Apps are available on both mobile devices. Capabilities include premium collections, once-off payments, payments of salaries and regular creditor payment. Sixth feature is Create your invoices - create Invoices online with simple easy to use interface then email it to customers or download a PDF version or even print a copy of it to send by snail mail. Project Study PUP-QC 8

Payment and Cashiering System We propose to take advantage of the existing systems by treating taxpayers consistently regardless of location or stage of delinquency, automatically assigning of accounts to collectors and to automated treatments when these can have a major effect, reduce work preparation time by automatically prioritizing accounts, reduce call backs and time-consuming research by providing collectors with complete account information, supply account inventory and throughput intelligence to optimize the deployment of collectors, reduce training time needed for new collectors through the use of scripts and easy-to-understand screen layouts and automatically monitor collection activities and collectors and collection groups. The system can maximize interest accruals by allowing the payment of salaries, wages and bills at the last possible date. A centralized cashiering system makes it easier to enforce policies and procedures that meet industry standards and today's best practices. Streamline business operations. Increase efficiency, reduce transparency, and limit clerical errors within and between campus departments and the Business Office, centralize mistake of cashiering activities. Administer security controls and audit cashiering activities through a web browser from anywhere on campus. Reduce transaction costs. Transactions automatically update ERP systems.

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