DESIGN DOCUMENT

98903 GROUP PURCHASE INVOICE APPROVAL TASKS

CLIENT ABC

REFERENCE ABC123

FIS REF. 98903

DATE 02-FEB-2020

VERSION 2.0

Contents
1. High Level Requirements.........................................................................................................2
2. High Level Approach................................................................................................................2
2.1 In Scope (INS)........................................................................................................................................................
2.2 Out of Scope (OOS)...............................................................................................................................................
2.3 High-Level Assumptions, Constraints and Dependencies (ACD)...........................................................................

3. User Stories...............................................................................................................................3
3.1 Tags on Purchase Invoices (TPI)...........................................................................................................................
3.2 View PI Approval Tasks by Tag and Payment Instruction (VTP)............................................................................

4. Configuration..........................................................................................................................10
4.1 Configuration........................................................................................................................................................

5. Terms.......................................................................................................................................10
6. Document Information............................................................................................................10
7. Glossary...................................................................................................................................11

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1. High Level Requirements

ABC need to streamline the approval tasks for purchase invoices by allowing the approving users to view their tasks by
disbursement type.
At ABC, different users are responsible for approval of purchase invoices by type of disbursement, for example Insurance.
Such approvals are often time sensitive.

2. High Level Approach

The approach will be to add a flexible mechanism of grouping purchase invoices by tags so that the approving user can
view the purchase invoices they are approving by the assigned tags.

2.1 In Scope (INS)

These elements are part of the scope of this Design Specification:

Ref. Requirements

INS010 The ability to configure a tag for a purchase invoice.

INS020 The ability to set up the purchase invoice approval focus with purchase invoice tags and payment
instructions.

INS030 The ability to view purchase invoice approval tasks by purchase invoice tags.

INS040 The ability to view purchase invoice approval tasks by purchase invoice payment instructions.

2.2 Out of Scope (OOS)

These elements are explicitly out of scope of this Design Specification:

Ref. Requirements

OOS010 System tags on purchase invoices are included in Purchase Invoice Automation Design Document.

OOS020 The ability to automatically assign tags to the purchase invoice created for the contract on a workflow
transition is included in Purchase Invoice Automation Design Document.

OOS030 Any changes to the Ambit Asset Finance Enterprise or administration console other than described in the INS
section of this document.

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2.3 High-Level Assumptions, Constraints and Dependencies (ACD)

Ref. Description of Assumption, Constraint or Dependencies

ACD010 It is assumed that the tags on purchase invoices will be configured to represent the disbursement type.

3. User Stories

3.1 Tags on Purchase Invoices (TPI)

Ref. As a/an… I want to… So that…

U-TPI010 Administrator configuring Ambit Set up tags for purchase invoices The purchase invoices could be
Asset Finance categorised by the assigned tags.

3.1.1 Proposed Approach

The approach is to provide the ability to define tags for a purchase invoice, so the purchase invoices can be categorised
and viewed by the assigned tags.

Ref. Description

P-TPI010 Add configurable and ad hoc tags for the context of Purchase Invoice.
Configurable and ad hoc tags are existing functionality to Ambit Asset Finance that allow users to set up
pre-defined tags that will be used automatically by the system or manually by the user to tag and later
identify specific objects.

Refer to Tags Overview section in Ambit Asset Finance Help.

P-TPI020

Figure 1 Proposed set up of the purchase invoices tags.

P-TPI030 When the user is configuring a purchase invoice tag, the user will only be able to either:

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 Ref. Description

 select the Context of Purchase Invoice and the Tag Type will be populated with the Configurable or Ad
Hoc options
 select the Tag Type of Configurable or Ad Hoc, and the Context will be populated with the allowed
options, including Purchase Invoice.

P-TPI040 Two new nodes – Purchase Invoice Ad Hoc Tags and Purchase Invoice Configurable Tags with Tag Add
and Tag Delete roles will be added under the existing Purchase Invoice Maintenance node.
Note that the new roles will follow the existing user role model for ad hoc and configurable tags in Ambit
Asset Finance administration console.

P-TPI050

Figure 2 Proposed user roles for configurable and ad hoc tags on purchase invoices.

P-TPI060 Existing user role Tag Inbox will be extended to allow the user to view, activate and de-activate
configurable and ad hoc purchase invoice tags.

P-TPI070 When deleting a tag that has been in use, the system will present the following pop up message:
“The following items are linked to tag {Tag Name}. Are you sure you want to delete this tag?”

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 Ref. Description

Figure 3 Proposed tag deletion message.

P-TPI080 The user will be able to add a tag to the purchase invoice from the purchase invoice screen using Manage
Tags function available from the menu, similar to the existing Manage Tags function on the Contract and
Party screens.

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 Ref. Description

Figure 4 Existing Manage Tags function available from the Contract Edit screen.

P-TPI090 The Manage Tags dialog on the purchase invoice will have a single tab and the tag list will be filtered to
only allow selecting purchase invoice tags.

P-TPI100 The tags will also be available for selection on the purchase invoice workflow action that will automatically
create a purchase invoice for the contract on workflow transition and assign selected tags to the purchase
invoice. Refer to 93694 Purchase Invoice Automation Design Document.

3.1.2 Acceptance Criteria

Ref. Given… When… Then…

A-TPI010 The system is being configured I navigate to Setup->Tags I can set up a new configurable
The user has been granted Tag and / or ad hoc tag with the
Inbox role and Configurable Tag context of Purchase Invoice.
and Ad Hoc Tag Add and Delete
roles under Purchase Invoice
Maintenance

A-TPI020 A configurable/ ad hoc purchase I delete the selected tag The system presents a popup
invoice tag is in use, i.e. there message advising me of a
are purchase invoices in the number of objects associated
system that have been tagged with the tag.
with the selected tag

A-TPI030 A user creating / updating a I open the action menu on the Manage Tags action is available
purchase invoice purchase invoice And allows me to select from
available system, ad hoc and
configurable purchase invoice
tags.

A-TPI040 A configurable / ad hoc purchase I select the tag using Manage The tag is added to the purchase
invoice tag exists Tags action invoice.

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3.2 View PI Approval Tasks by Tag and Payment Instruction (VTP)

Ref. As a/an… I want to… So that…

U-VTP010 Administrator configuring Set up a view that is using the The purchase invoice
Ambit Asset Finance Purchase Invoice Approval approvers can view the
focus with tags purchase invoices they are
approving by the assigned
tags.

U-VTP020 Purchase Invoice Approver view approval tasks grouped by I can process and complete my
type and payment method tasks more efficiently.

3.2.1 Proposed Approach

The approach will be to add purchase invoice tags and payment instructions as fields and parameters to the purchase
invoice approval task inbox so that the approving users can view the purchase invoices by the assigned tags and payment
instructions.

Ref. Description

P-VTP010 Add the ability to search and filter Purchase Invoice Approval Task inbox by purchase invoice payment
instructions.

P-VTP020 Add the ability to search and filter Purchase Invoice Approval Task inbox by purchase invoice tags.
Purchase Invoice Approval Task inbox uses the Purchase Invoice Approval focus as seen below:

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 Ref. Description

P-VTP030 The existing task tags will continue to be available on the purchase invoice approval task inbox.
The field and parameter name for task tags will remain as Tags.
The purchase invoice tags will be added as Purchase Invoice Tags field and parameter to the inbox.

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 Ref. Description

3.2.2 Acceptance Criteria

Ref. Given… When… Then…

A-VTP010 The purchase invoice approval I navigate to the purchase I can search and filter the
task inbox has been invoice approval task inbox inbox view by purchase
configured to search/filter by invoice payment instructions
payment instructions

A-VTP020 A configurable tag has been set I navigate to the purchase I can search and filter the inbox
up for purchase invoices invoice approval task inbox view by purchase invoice tags.
And the purchase invoice
approval task inbox has been
configured to search/filter by
purchase invoice tags

A-VTP030 A purchase invoice has been I search for the purchase invoice The search results display the
tagged by tag in the purchase invoice selected purchase invoice.
approval task inbox

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4. Configuration

4.1 Configuration
The configuration will be as per the proposed figures referenced in this design document. This section will be updated
during the development.

5. Terms

Trademark Information
Trademark Information: FIS and the FIS logo are trademarks or registered trademarks of Fidelity Information Services Inc.
or its subsidiaries in the U.S. and other countries. All other trade names are trademarks or registered trademarks of their
respective holders.

This Document
This Design Document (DD) should be read as a subset of the ISD in relation to any specific change or changes to the
Ambit Asset Finance product that are required in order to satisfy the business requirements of a client. There may be
many DDs to one ISD. On occasions, FIS may write a DD without any overarching ISD. In such cases, the DD will stand
alone.
The purpose of this document is to elaborate the requirement and the related solution to ensure clear and shared
understanding of the changes planned for the Ambit Asset Finance product in order to satisfy a client’s specific
requirements that FIS cannot reasonably deliver by the standard Ambit Asset Finance product.

6. Document Information

Document History

Version Status Date Author Description

1.0 Draft 11 Dec 2019 K Internal review

2.0 Published 6 Jan 2020 K For client review.

Key Stakeholders, Contributors and Reviewers

Name Role Company Version Date

Reviewed Reviewed

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 Client

Client

Related Documents and References

Document Version Date Author

Document Sign-off

Name Title Company Signature Date

Client

FIS

7. Glossary

Term Definition

AAF AAF
May also be referred to on subsequent occasions within a section as “the system”.

ISD Implementation Services Definition

DD Design Document

ABC ABC Motor Corp

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