Case Study

You are the system analyst of XYZ Company which involved in producing computer keyboard for more than 20 years and recently signed a contract with DELL Computer Company. As the system analyst, you have been assigned to the task of developing the context diagram, level 0 DFD and document flowchart for the company. The situation in DELL Company customer order processing is as follows:

Customer's orders which are all credit sales arrived via email and by phone. When the order is processed, a number of other documents are prepared. During this process, the following documents were created:

Order processing create a packing slip, which the warehouse uses to fill the order

A customer invoice is prepared and sent once the goods has been shipped

When the order are not accepted, an order rejection is sent to the customer explaining why the order cannot be filled

A receivable notice which is a copy of the customer invoice is sent to the accounting department to update the account receivable report.
Normally when the new order comes in, the processing clerk checks the customer credit file to confirm credit approval and to ensure that the amount falls within the credit limit. If either of these conditions is not met, the order is sent to the credit department. If the order meets both conditions, the order processing clerk enters it into the system on a standard order form. The information on the form is used to update the company customer file (in which name, address and other information's are stored). Then, this form is placed in the company open order file.
When the credit department received a rejected order, the credit clerk determines why the order has been rejected. If the credit limit has been exceeded, the customer is notified that the merchandise will be shipped when the company received the amount owed. If the customer has not been approved for credit, a credit application is sent to the customer together with a notification that the order will be shipped as soon as the credit approval is granted.

Before preparing the packing slip, the system checks the inventory report to determine whether the company has the products ordered on hand. If the items are in stock, a packing slip is prepared and sent to warehouse.

Once notification of shipped goods has been received from the warehouse, a customer invoice is prepared. A copy is filed by the processing department and another copy is sent to the customer. The last copy is sent to accounting department so that the accounts receivable account can be updated. A note is placed in the customer file indicating that the invoice has been sent.

Required:

Prepare the context diagram and level 0 diagram to depict the order processing in XYZ Company

Prepare the document flowchart to depict the order processing in XYZ Company