Etafafa Sdn. Bhd. is developing a computerised financial system for Biztania Berhad. In the analysis phase, Etafafa Sdn. Bhd. hires you as the designer for the development. Your first responsibility is to describe the current process by preparing the data flow diagram and the system flowchart. The narrative of each process is as follows:

Purchasing department

Upon receiving a purchase requisition from the storeroom, purchase officer verifies the request. The purchase officer next selects the appropriate supplier. The officer then calls the supplier, requests a quotation, and places a verbal order. A prenumbered purchase order is processed, with the original copy is sent to the supplier and copies to the receiving department and accounts payable department. One copy is filed in an open requisition file. The open requisition file will be closed after receiving the receiving report from the receiving department.

Receiving department

When items ordered are received, the purchase order copy together with bill of lading and packing slip are stamped with the date. Any differences between the quantity ordered and the quantity received are noted in red ink. The receiving clerk prepares three copies of receiving reports. One copy of the receiving reports is sent together with the stamped purchase order and items to the storeroom. A second copy is used to update the inventory ledger and to prepare inventory summary report. The last copy is sent to the accounts payable department.

Accounts Payable department

Upon receipt of a purchase order and receiving report, the accounts payable clerk files them in an open accounts payable file and purchase journal. When a supplier invoice is received, it is matched with the copy of purchase order, and payable is created. Upon payment, the invoice and purchase order are then filed in accounts subsidiary ledger. The summary of journal, together with inventory summary from receiving department, is then sent to management.

REQUIRED:

(a) Create a context diagram for Biztania Berhads purchasing order system.

(b) Create a logical data flow diagram level 0 for Biztania Berhads purchasing order system.

(c) Prepare a system flowchart for purchasing and receiving department of Biztania Berhads purchasing order system.