Bubba HVAC, Inc.
Accounting System
Glossary
Version <1.0>
Accounting System / Version: <1.0>Glossary / Issue Date: 12/6/99
Glossary.doc
Revision History
Date / Version / Description / Author12/6/99 / 1.0 / Initial version / Darren Knapp
Table of Contents
1. Introduction 4
2. Definitions 4
2.1 Account Number 5
2.2 Accounting System 5
2.3 Accounts Receivable Employee 5
2.4 Administration Server 5
2.5 Contact Name 5
2.6 Customer Database 5
2.7 Customer Profile 5
2.8 Data Storage Area 5
2.9 Existing Customer 5
2.10 General Office Employee 5
2.11 Hourly Rate 5
2.12 Invoice 5
2.13 Invoice Number 5
2.14 Invoice Screen 5
2.15 Login Window 5
2.16 New Customer 5
2.17 Password 5
2.18 Payment 6
2.19 Permission 6
2.20 Product 6
2.21 Product / Service Database 6
2.22 Product Information Section 6
2.23 Product Number (ID) 6
2.24 Sales Assistant Employee 6
2.25 Search Window 6
2.26 Service 6
2.27 Service Information Section 6
2.28 Service Number (ID) 6
2.29 Serviceman 6
2.30 Statement 6
2.31 Statement Number 6
2.32 Unit Price 6
2.33 Username 6
Glossary
1. Introduction
This glossary includes those terms that are used throughout the software documentation. It should serve the purpose of standardization. Only the terms used within this slice of the software system are included in this glossary.
2. Definitions
The terms defined here form the essential substance of the document. They can be defined in any order desired, but generally alphabetic order provides the greatest accessibility.
2.1 Account Number
/ A unique identifying number that each customer is assigned. It is an 8 digit number. It is automatically generated by the customer database to ensure uniqueness.2.2 Accounting System
/ This application which allows for Invoice / Statement generation, customer management and check writing.2.3 Accounts Receivable Employee
/ An employee who deals strictly with statement generation of late payments, payment collection and check writing.2.4 Administration Server
/ The server which holds all the user information such as username, password and authorization level.2.5 Contact Name
/ The name of the person who is designated as the primary person to contact if there are problems.2.6 Customer Database
/ The existing database of all existing customers.2.7 Customer Profile
/ The general attributes of the customer that are not affiliated with individual invoices or statements. The information includes: customer name, address, phone number, contact name and interest rate.2.8 Data Storage Area
/ The database which holds all of the invoice line item transactions.2.9 Existing Customer
/ A customer that has previously purchased a product or service.2.10 General Office Employee
/ An employee who supports management by providing them with reports.2.11 Hourly Rate
/ The rate which is charged when a Bubba HVAC serviceman performs a service. The hourly rate is the amount of money charged to perform 1 hour of work.2.12 Invoice
/ The report that is generated and sent to the customer when products or services are provided. The invoice details all the products and services that were purchased. The invoice show the total amount due, which includes tax, shipping charges and discounts. The invoice also shows information about the customer : customer name, customer address, contact name and account number. The invoice has information about the particular invoice such as invoice number, invoice date, due date and interest rate.2.13 Invoice Number
/ A unique identifying number that is assigned to each invoice. The number is assigned by the system in order to ensure it’s uniqueness.2.14 Invoice Screen
/ The screen that is displayed to the user when they want to create a new invoice or edit an existing invoice. The invoice screen is made of 3 parts: the customer information section on top, product information section in the middle, and service information section at the bottom.2.15 Login Window
/ The window presented to the user which includes input for username and password.2.16 New Customer
/ A customer who was recently added in order to create an invoice for the customer.2.17 Password
/ The characters used in conjunction with the username in order to gain access to the system.2.18 Payment
/ Payment form a customer for the product purchase or service rendered.2.19 Permission
/ The authorization level defined by the system administrator.2.20 Product
/ A tangible item that is sold to customers.2.21 Product / Service Database
/ The existing database of all existing products and services provides by Bubba HVAC.2.22 Product Information Section
/ Part of the Invoice Screen. The product information section displays products and information about products. The product information section includes the product selection area and the committed product area. The product selection area is where the individual product information is displayed (product name, product number, unit price) before it is added to the invoice. It allows the user to enter the quantity purchase and calculate the total amount of the product. The committed product area is where the products that are selected for the invoice are displayed.2.23 Product Number (ID)
/ The number that uniquely define the product.2.24 Sales Assistant Employee
/ An employee who primarily helps the sales force for Bubba HVAC. This employee works closely with Invoices and is the main employee who updates customer profiles.2.25 Search Window
/ The window which allows users to search for customer based on several criteria.2.26 Service
/ A non-tangible function that is delivered to the customer which generates a revenue.2.27 Service Information Section
/ Part of the Invoice Screen. The service information section displays services and information about services. The service information section includes the service selection area and the committed product area. The service selection area is where the individual service information is displayed (service name, service number, average job hours) before it is added to the invoice. It allows the user to enter the service person name, hourly rate and optionally, override the hours to complete the job. The committed service area is where the services that are selected for the invoice are displayed.2.28 Service Number (ID)
/ The number that uniquely defines the service.2.29 Serviceman
/ A Bubba HVAC employee.2.30 Statement
/ The report that is generated as a reminder that payment is due. The statement is sent when payment is past due by 30, 60, or 90 days. The statement does not detail the items purchase. It shows only what invoice is late, how much money is due, including any interest. The statement also includes customer information.2.31 Statement Number
/ A unique identifying number that is assigned to each statement. The number is assigned by the system in order to ensure it’s uniqueness.2.32 Unit Price
/ The price for one unit of a particular product.2.33 Username
/ The name of the employee (user) as known by the Accounting System. The user name is a shortened version of the employee’s name made up of the first six letters of the last name followed by the first letter of their first name.Confidential / Ó Leo’s Kids, 1999 / Page 2