1. Projectpoweredby:
 S.K.G.Duminda [DG12219]
 D.O.P.Gallage [DG12224]
 L.Y. Gamage [DG12225]
 S.L.Paththhinigedara[DG12260]
InvoicePaymentSystem

2. Holcim (Lanka) Ltd
2 © System Analysis & Design - NIBM
Content
 Acknowledgement …………………………………………………………….. 03
 Introduction of the organization ………………………………………………. 04
 Current System ……………………………………………………………….... 05
 Points to be improved ………………………………………………………...... 06
 Context Diagram ……………………………………………………………...... 07
 Level 0 Data Flow Diagram ………………………………………………...….. 08
 Level 1 Diagram for Process 3 …………………………………………………. 09
 Level 1 diagram for Process 4 ………………………………………………….. 10
 Use Case Diagram …………………………………………………………...…. 11
 Sequence Diagram …………………………………………………………....… 12
 Sequence Diagram …………………………………………………………....… 13
 Class Diagram…………………………………………………………………… 14

3. Holcim (Lanka) Ltd
3 © System Analysis & Design - NIBM
Acknowledgement
We would like to express our gratitude to all those who gave us the possibility to complete this
report.
We are deeply indebted to our lecture Ms.Uthpala Pramudini Athukorala whose help,
stimulating suggestions, knowledge, experience and encouragement helped us in all the time
of study and analysis of the project in the pre and post research period. We are also grateful to
our Galle NIBM director of the division Mr.Thepul Ginige.
Also We thank to Mr:Kasun Samarasinghe of Account department who made all things
possible.

4. Holcim (Lanka) Ltd
4 © System Analysis & Design - NIBM
Introduction of the organization
 Vision and Mission
Vision
To be the leading and preferred supplier of cement and related building materials to build
foundations for Sri Lanka's future.
Mission
To be Sri Lanka's most respected and attractive company - creating value for all our
stakeholders.
 About Holcim (Lanka) Ltd
Holcim Lanka is a part of the global Holcim group. Being the market leader in the cement
industry, the company focuses on Economic, Social and Environmental performance along
the triple bottom line of sustainable development. The company currently operates one fully
integrated cement plant in Puttalam, while also operating a grinding plant in Galle. A new
packing unit is planned for Trincomalee, for better customer focus and coverage. Also
accessible for imported cement is the Ambuja Terminal, now called Galle Cement Terminal
if additional cement is required.

5. Holcim (Lanka) Ltd
5 © System Analysis & Design - NIBM
Current System
The invoice payment system was introduced for the company recently by the Finance
Department of RCW, Holcim, galle branch. This system handles all the tasks from receiving
invoices up to doing payments for invoices. The main purpose of introducing the system is to
regularize the payments for the suppliers, that means avoid the delay of payment settlements
and accommodate the supplier to directly contact with the user (relevant department or a
employee in one of the departments) who had received the service. The system administrates
by the finance department.
Inputs to the original system are requisitions from user, approvals of requisitions by relevant
management, purchase orders from procurement department, invoice details from supplier (but
those data inflows to the system through the user), and good receive note from user, if there is
a reject of item it also be an input to the system. Firstly these data come as hard copies and
then they will entered to the system by administrator. Mean while the delay of sending invoice
data from other departments to the Finance department, finance provision mode and the time
period details and details about completed transactions data which send by head branch will
enter to the system by the administrator.
Outputs of the current system are, conformed invoice details to the head branch, notifications
to the supplier about payments, and reports for the management about all the invoice payments
in each month. There is a another report which generates within the details about sending delay
of invoices to the finance department from other departments and that report will store in a
finance department file.
Invoice payment process
When a user places a requisition for an item first it should be approve by the relevant
management according to the amount of the item.(e.g. if the amount is above one million it
should be approve by CEO) Then the item order will refer to the procurement department to
generate the purchase order. Procurement department communicate the purchase order to the
selected supplier as well as to the user. After that supplier will supply the item to the user
within the invoice. Then the user will line up all the invoice details and channel the invoice
and the good received note to the finance department within the certificate of approved by the
management. Meanwhile the supplier have to update his record book when he handed over the
item as well as the finance department should update their record book at the time. It’s a manual
task.
Then the Finance department process all the details they had received. They have to count
down the payment period for the suppliers, generate the reports about delay of receiving
invoices from other departments and the reports for the management about the payments for
the invoices in each month. After line up all the details, Finance department convey them to
the head branch for preparing payments to suppliers. When the head branch informed the
finance department about the completed transactions, department will informed the supplier by
an email.

6. Holcim (Lanka) Ltd
6 © System Analysis & Design - NIBM
Points to be improved
 There should be link in between Finance department and Head branch.
o In the current system, there is no any direct link to flows payment details to
finance department database from head branch. Hence then transaction was
completed, finance department database didn’t update automatically as soon as
the transaction completed. By performing a link between this two department,
can update the database in finance department right at the time, a transaction is
completed from the head branch.
 Returning item details also should add to the database.
o Further database should be include within the details of returning items by the
user.
Are suggestions ,
 We can provide a requisition form with the common format to all the departments.
Then can form a link to relevant management level to pass the requisition form as mail
attachment. If there is a return of item we can also provide a form to fill the relevant
data to the user. Then we can also send it as mail to the financial department.
 Also can create a link to procurement department from management for send approved
requests directly to the system.
One of the purposes of using a system is reduce the usage of hardcopies. So we can send
purchase orders, good receive notes, invoice details & reports to management directly to the
relevant person or the department through the system. For that we can perform a good link
which can combine the departments all together.

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