Katana Developer Brief 1.2 - Feedback

Katana ERP
1. A full fledge modular cloud Enterprise Resource Planning (ERP).

2. To be programmed in PHP and MySQL integrated with AJAX, jQuery, HTML5 and CSS.
3. Interconnected modules to interact with each other when required – database, post to accounting, documents,
etc.
4. Customers can choose which module they want and we will implement the required module into a shared
hosting Linux server.
5. Requires installer in PHP for easy implementation.
6. Customized plugin to add more functions into every module the customer needs and to cater to a certain
company or industry.
7. Future plans:
a. Regular update to the core functions of the whole ERP
b. Add more modules/functions as we see fit
c. Have a set of plugins ready to cover as many industries as possible
d. Move into subscription based CRM platform with payment gateway
e. Country based plugins for special terms, rules, and taxes
f. Compliant with requirements of tax, inland revenue and other government requirements – Malaysia
(2018)
8. First industry based customized plugin required – jewelry supplier and manufacturer (Reference to 2nd brief
under planning)
9. Katana ERP requires a core that even without any module can function as:
a. Customer database
b. Supplier Database
10. This document will be updated for future phases, feedbacks and change request. Any feedback pages will be
removed once the required changes are implemented. Refer to version history below.
a. 1.1 - Brief for Phase 1 // 22 December 2017
b. 1.2 - Feedback for Phase 1 (UI Only) // 16 January 2018
Development Phases (version 1.0)
Phase 1 (mid Dec 2017 to mid Jan 2018) 1. Katana ERP Core
2. Accounting Module (in this document)
Phase 2 (end Dec 2017 to end Jan 2018) 1. CRM Module (Finalizing)
2. Sales Module (Finalizing)
Phase 3 (Dec 2018 to Mar 2018) 1. Manufacturing Module
2. Inventory Module
3. Purchase Module
4. POS Module
5. HRM Module
6. Project Management Module
7. Ecommerce & Support
(Finalizing all modules)
Custom plugin no. 001 – Jewelry Industry 1. Customized functions to work with these
(Dec 2017 to Mar 2018) modules:
a. Accounting
b. CRM
c. Sales
d. Inventory
e. Purchase
(Finalizing all functions with customer)
Custom Android mobile app for Sales Module 1. Internal development for mobile app but requires
(end Dec 2017 to Feb 2018) to work closely while developing Sales Module
Implementations 1. Implement Accounting module for client on mid
Jan 2018
2. Implement CRM and Sales Module on end Jan
2018
3. Implement remaining modules after
development completes
Updates & bug fixes 1. Able to update Katana ERP from a repository
(non-public)
2. Push alert to users for updates if license verified
3. Custom plugin update – from a unique link
repository (per customer)
Malaysia GST Compliance Plugin 1. Integrates GST calculations, rules and
(TBA) requirements
Feedback for Phase 1 (UI Only)
1. Menu & functions – side by side comparison (Dashboard page)
Our concept UI and color scheme.
Development UI and color scheme.

From numerous communication via email or WhatsApp, we have mentioned the functions and how the menu works. Please refer to
the feedback below for a detailed functional breakdown.
a. Main menu is permanently displayed on Dashboard page.

b. When in within a module, e.g.: Accounting, only Accounting sub-menu will be displayed, applicable to all modules. When
the 3 line burger icon is clicked, Main menu will slide in to fully overlap the module menu. Refer to visual (Figure 1-1) below:
c. Animation can be quicker and does not require too high delay.
d. Menu red bubble shows number of total notification within the module – also shows within sub-menu for number of total
notifications in that particular sub-menu function. E.g.: Accounting module shows (5) notification – within Accounting,
General Ledger has (2) and Reconciliation has (3) notifications. It is not to show how many items are in the particular
module-s sub-menu.
e. Main menu comparison (left – mock design, right – development design):
 Katana ERP logo shown in mock design is temporary – enable changing this to image logo (currently can
use the temporary Katana Accounts logo)
 Mock design is done in Axure RP software and icons are produced from within that software. Please find
and use similar icons with single color or extract from Axure RP. If require assistance in obtaining all the
icons we will assist.
 Wider menu – bigger right margin and higher overall padding per menu item
 Thin 1px light gray separator
 Rounded red notification bubble and smaller font size
 If possible, add theme function into Settings
f. Top bar menu comparison (top – mock design, bottom – development design):
 Thicker and lighter colored

 Use single colored icon without button highlight effect
 Module title do not need any unknown M code next to it
 Search menu able to search on the fly
 Please explain the functions of search menu in development
 Do not require M code search
 Rearrange and simplify right menu
 Quick create is a good function to add
 Notification bell with number will display a box of all the notifications (with a scrollbar if overflow) to that
particular user
2. Responsive for mobile. We did not provide any mock design for mobile view but please be prepared with responsive support
(desktop, mobile, tablets, etc.). You may suggest the responsive layout based on the desktop version to us (e.g.: hidden main
menu, simple top bar, etc.). The purpose of this ERP is to be accessible from anywhere and not only from a desktop/laptop.
Overall it is a good start on UI which only requires minor tweaks. As for all the CRM modules within the development preview, it
should be simplified and used within our CRM Module in Phase 2 of the development.
End of Feedback for Phase 1 (UI Only)

Brief for Phase 1
Dashboard Page
No Modules Descriptions Version 1.0

1 Manufacturing Bill Of Material, Production Order, Production Planning Tools and
Operations Management
2 Inventory Products and Services with barcode/QR code Generator, Stock
Reports, Material Request and Stock Entry
3 CRM Customer database, Reports, Mailing List, Newsletter
4 Sales Team management, Reports, Quotes, Invoices, Proposals, Sales
Team Mobile App Management
5 Purchase Supplier database, Purchase Order, Scorecards and Comparison
6 POS Payment, Cashier Management, POS Hardware Support
7 HRM Employee database, Payroll, Employee Portal, Timesheet/Security
Hardware Support
8 Accounting A/R, A/P, G/L, Journal, Statements, Reconciliation, Budgeting
9 Projects Project and Task Management, Kanban, Collaboration, Milestones
and Rates, Gantt Chart
10 Support & Tickets Support List, Department Delegation, Reports
11 E-Commerce Inventory Modules links major shopping carts (TBC)
12 Settings Manage all settings and preference for all modules, company
configuration, cron and email settings
13 Help & Documentation Access FAQ, Documentation Page and PDF Download, Live Chat and
Messaging
Top Bar (Permanent)
No. Function Descriptions Version 1.0

1 3 Line Menu to display main menu when inside a module
2 Icon (Dashboard) To display the main page/Dashboard
3 Title (Dashboard) To display the main page/Dashboard
4 Search Bar Search the whole ERP and indexed contents by typing keywords
5 User Icon Link to User Profile
6 Username Display name of logged in user and Link to User Profile
7 Help Access FAQ, Documentation Page and PDF Download, Live Chat and
Messaging
8 Notification Bell Notify user with unread or urgent attention items
8. Accounting
8.0 - Accounting
No Modules No Modules Descriptions Version 1.0
1 8.1 Overview Tables, charts, graphs based on AR, AP, GL. Can be
customized (TBC)
2 8.2 Accounts Receivables View AR records made from other modules
3 8.3 Accounts Payable View AP records made from other modules
4 8.4 General Ledger View GL records made from other modules
5 8.5 Expenses View records made from other modules and manually
record expenses
6 8.6 Journal Entry View and manually record Journal Vouchers
7 8.7 Statements View Trial Balance, Balance Sheet, Cash Flow and Profit &
Loss
8 8.8 Reconciliation Reconcile cheque payments and invoices
9 8.9 Budgeting Fix a yearly budget for each account
10 8.10 Setup Create accounts, edit notification settings, currency,
import data, manages charts of accounts, manage
companies
8. Accounting
8.2 - Accounts Receivable
No. Function Description Version 1.0

1 Customer Filter by customer in the database and AR
2 Location Filter by location of customer (within customer profile)
3 Type Filter by type of customer (within customer profile)
4 Invoice Number Search by invoice number (created from Sales Module)
5 Search Button Execute search function by invoice number
6 Date/Calendar Icon Filter by posting date
7 Ageing Filter by the age of AR
8 Terms Filter by terms configured within customer profile/invoice settings
9 Age by Filter age by posting date or due date
10 Ageing Range Range of days age from posting date or due date vs today s date
11 Export Export current view – PDF, XLSX, CSV
12 Print Print current view
Table:

1 No. Reference number based on type of account
2 Customer Display list of customer based on invoices created
3 Terms Display terms configured within customer profile/invoice settings
4 Type Display the type of customer configured within customer profile
5 Invoice Number Display invoice number based on invoice created – Sales Module
6 Posting Date Display date of when the invoice was posted to AR
7 Due Date Display date of when payment is due – configured by Terms
8 Invoice Amount Display total amount of invoice
9 Paid Amount Display amount paid partially/full for the invoice
10 Outstanding Amount Display amount outstanding from total amount of invoice after
deducting paid amount
11 Age (Days) Display the age of invoice from due date only
12 Location Display the location of customer (created in Customer profile)
8. Accounting
8.3 - Accounts Payable

1 Supplier Filter by supplier in the database and AP
2 Location Filter by supplier location created in supplier profile
3 Type Filter by type of supplier created in supplier profile
4 Reference Number Search box for reference number created during Purchase Order/BOM
5 Search Button Execute search for reference number
7 Ageing Filter by the age of AP
8 Terms Filter by terms configured within supplier profile/PO settings
9 Age by Filter age by posting date or due date
10 Ageing Range Range of days age from posting date or due date vs today s date
Table:

2 Supplier Display list of supplier based on Purchase Order created
3 Terms Display terms configured within supplier profile/PO settings
4 Type Display the type of supplier configured within supplier profile
5 Reference Number Display reference number based on PO created – Purchase Module
6 Posting Date Display date of when the PO was posted to AP
7 Due Date Display date of when payment is due – configured by Terms
8 Invoice Amount Display total amount of invoice sent by supplier
9 Paid Amount Display amount paid partially/full for the invoice by supplier
10 Outstanding Amount Display amount outstanding from total amount of invoice by supplier
after deducting paid amount
11 Age (Days) Display the age of invoice by supplier from due date only
12 Location Display the location of supplier (created in Supplier Profile)
8. Accounting
8.4 – General Ledger

1 Account Filter the active accounts created by the company
2 Location *to be changed or removed*
3 Type Filter the type of account – Created in accounting setup
4 Reference Number Search box for reference number posted to GL
5 Search Button Execute reference number search
7 Party Filter by Party of the GL
Table:

2 Account Display the active accounts created by the company
3 Type Display the type of account
4 Reference Number Display the reference number
5 Debit Displays the debit amount of all account with total
6 Credit Displays the credit amount of all account with total
7 Against Account Display against account detail
8 Posting Date Display date when the information was posted automatically
9 Party Display the party of GL
10 Description Display description created for the active account
8. Accounting
8.5 – Expenses

1 Expenses Type Filter by expenses type – created in accounting setup
2 From Employee Filter the expense by employee name – HRM Module
3 Customer Filter the expense for which customer
4 Status Filter the status of the expense – Rejected, approved, paid
Table:

1 No. Reference number based on type of account – auto by expense type
2 Expenses Type Display the expense type entry
3 Amount Display the amount of the expense
4 From Employee Display the expense by employee name
5 Posting Date Display the posting date when the record of expense was made
6 Receipt Date Display the date in the receipt of the expense
7 Customer Display the expense for which customer
8 Status Display the status of the expense
9 Description Display the description added when recording the expense
8. Accounting
8.5.1 – Expenses - Record New Expense

1 < Back to Expenses Return back to expenses list
2 Upload box Display uploaded receipt photo – can zoom or lightbox display
3 Upload receipt button Select file from local computer – JPG, PDF, PNG
4 Trash can icon Delete the receipt
5 Expense type Select the type of expense – configured in accounting setup
6 From employee Select the name of employee – HRM Module (otherwise only text box)
7 Amount Text box to enter amount from the receipt
8 Posting date Auto select today s date – can backdate not future date
9 Receipt date Free selection of receipt date
10 Customer Select customer from database
11 Receipt payment Select the payment method made by the employee – configured in
method accounting setup
12 Approver Select the Employee who will approve – HRM Module (otherwise only
text box) – able to send notification
13 Status Select/Change status of the receipt
14 Description Text box to add description for the expense
15 Mileage Calculator Auto calculate mileage and uses the amount for the expense with
checkbox. Gear icon to configure the price of per km/mile within the
accounting setup
16 Paying Account Auto select the paying account based on type of expenses selected –
can be changed
17 Payment Method Auto select default payment method – cheque, petty cash – configured
in accounting setup
8. Accounting
8.6 – Journal Entry

1 Record Journal Entry Button to record journal entry page
4 Journal Voucher No. Search box to filter JV number
5 Date/Calendar Icon Filters posting date
Table:

1 JV No. Display Journal Voucher number automated in journal entry
2 Posting Date Display posting date of entry
3 Description Display description added during entry
4 Net Total Calculate and display net total of the entry
5 Cancelled Cancelled entry will remind in the list but net total will not be
accounted
8. Accounting
8.6.1– Record Journal Entry

1 < Back to Journal Entry List Return to Journal Entry List
2 Save To save Journal Entry permanently – activated when total debit and credit
is the exact amount
3 Cancel To cancel this entry even after saving – change status to cancelled –
button will change to Post if in cancelled status
4 Journal Voucher No. Generated number sequence – can t be changed
5 Date/Calendar Icon Select posting date of JV
Journal Entry Form:

1 Account Select from a list of accounts from chart of accounts
2 Description Add description of entry
3 Debit Add amount in debit – amount can only be entered in debit OR credit
4 Credit Add amount in credit - amount can only be entered in debit OR credit
5 Plus Icon Add the information selected and enter into the table
6 Table
Function Description
Main Table Display entry made from pressing plus icon
X icon Delete that particular row
Duplicate icon Copy a whole row duplicate it below the current one
7 Total Debit Total debit must be exact with Total credit – activates save button
8 Total Credit Total credit must be exact with total debit – activates save button
9 Upload file box Display image/PDF uploaded – only one will be displayed. Display image/pdf in
lightbox when clicking on filename below this box
10 Upload file button and trash Select file from local computer to upload – autoupload once file is selected without
icon any button execution. Trash icon is to delete
11 Reference No. Text box to enter reference number for the entry
12 Bill No. Text box to enter bill number for the entry
13 Reference Date Date selection for reference date
14 Bill Date Date selection for bill date
15 Remarks Text box to enter remarks
16 Due Date Date selection for due date
8. Accounting
8.7 – Statements

1 Trial Balance A bookkeeping or accounting report that lists the balances in each of
a company's general ledger accounts.
2 Balance Sheet Also known as a "statement of financial position," reveals a
company's assets, liabilities and owners' equity (net worth).
3 Cash Flow A financial statement that shows how changes in balance sheet
accounts and income affect cash and cash equivalents, and breaks the
analysis down to operating, investing and financing activities.
4 Profit & Loss A profit and loss statement (P&L) is a financial statement that
summarizes the revenues, costs and expenses incurred during a
specific period of time.
8.7.1 – Statements – Trial Balance

3 Fiscal Year Select a fiscal year, 2017 or 2017-2018 – based on accounting setup
4 From Date/Calendar Icon Filter by start date
5 To Date/Calendar Icon Filter by end date
6 Account Filter by accounts from chart of accounts
7 Number Search by number linked to chart of accounts
8 Search Execute search by number
Table:

1 No. Display number linked to chart of accounts
2 Account Display accounts from chart of accounts
5 Opening
Debit Credit
Display opening debit and credit amount – created in accounting setup

or carried forward from previous fiscal year
6 Current
Debit Credit
Display up to date debit and credit amount for all accounts

7 Closing
Debit Credit
Display closing debit and credit if previous fiscal year is selected to view
8 Plus Icon + Expands the items within an account available to be in trial balance
9 Total Calculate the total of all debit and credit even after filtered
8. Accounting
8.7.2 – Statements – Balance Sheet
(Multiple views are shown in the design. In end product is only 1 view after selection from Period )

4 Start Year
5 End Year
6 Period Filter the period – yearly, half-yearly, quarterly, monthly
Table:

3 Year/Months Dynamic display based on Period filter
4 + Liabilities Sample balance sheet account
5 + Assets Sample balance sheet account
6 + Icon Expand and show contents of the particular account
7 Provision Profit & Loss
Credit
8 Total (Credit) Display total in Credit for the accounts
8. Accounting
8.7.3 – Statements – Cash Flow
(Multiple views are shown in the design. In end product is only 1 view after selection from Period )

4 Start Year
5 End Year
Table:

4 + Cash Flow from Operations Sample cash flow account
5 Net Cash from Operations Net total from sample cash flow account
6 + Cash Flow from Investing Sample cash flow account
7 Net Cash from Investing Net total from sample cash flow account
8 Net Change in Cash Display net total for the accounts
8. Accounting
8.7.3 – Statements – Profit & Loss

4 Start Year
5 End Year
Table:

2 Account Display account from chart of accounts
4 + Income Sample P&L account
5 Total Income (Credit) Total from sample P&L account
6 + Expenses Sample P&L account
7 Total Expenses (Credit) Total from sample P&L account
8 Net Profit & Loss Calculate net P&L from selected filters
8. Accounting
8.8 – Reconciliation

1 Record New Cheque Payments Button to record new cheque payment page
2 Refresh Refresh the view – incase data created by other users
Table: Cheque Payments

1 Cheque Payments Table to show all recorded cheque payments
2 Cheque Number Search box to search and filter based on cheque number
3 Customer Filter customer with cheque payment records
4 Button Cheque Date Notification On/Off button for all notification
5 From Date/Calendar Icon Filter start date
6 To Date/Calendar Icon Filter end date
6 Reconcile Selection box to reconcile with 1 Unpaid invoice
7 Customer Display customer from cheque payment record
8 Cheque No. Display cheque number
9 Cheque Date Display cheque date
10 Bank Display bank of cheque issuance
11 Amount Display amount on cheque
12 Reconciled Cheques Button Display all hidden past reconciled cheques and hide current
view
Table: Unpaid Invoices

1 Unpaid Invoices Table to show all unpaid invoices – Sales Module
2 Invoice Number Search box to search and filter by invoice number
3 Customer Filter customer with unpaid invoices
4 From Date/Calendar Icon Filter start date
5 To Date/Calendar Icon Filter end date
6 Reconcile Only can select 1 invoice to reconcile with multiple cheques
7 Invoice No. Display invoice number – can be clicked to view invoice from
Sales Module
8 Posting Date Display posting date of invoice
9 Customer Display customer for the invoice – can be clicked to view
customer profile
10 Payment Status Display payment status – partially paid, unpaid
11 Amount Display total of invoice
12 Reconcile Selection Button After selecting cheque (single or multiple) and invoice (single)
– button will be activated to reconcile
13 Undo Undo latest reconcile action only
14 Reconciliation Activity Log Display log of activities done by username for reconciliation
8. Accounting
8.81– Reconciliation – Record New Cheque Payment

1 < Back to Reconciliation List Return to reconciliation list
2 Save Save content of cheque payment record
3 Delete Delete the record if editing
4 Cheque Date Select date based on physical cheque
5 Customer Select customer from database
6 Cheque Bank Select bank – can be configured in accounting setup
7 Cheque Number Text box for cheque number entry
8 Amount Text box for amount entry – dynamic and can reconcile with
amount of invoice
9 Upload file button Upload photo of cheque received for record
10 For Invoice No. Immediate reconciliation with autosearch invoice number
11 Invoice Date Auto input date from selected invoice number
12 Cheque Bank in Date Select date based on cheque bank in by company
employee/customer
13 Invoice Due Date Auto input invoice due date from selected invoice number
14 Remarks Add remarks for payment made
15 Notify On/Off button for notification with the days before cheque
date
16 Reconcile Now Immediate reconciliation button
Pending UX
1. Customer list and profile

2. Supplier list and profile
3. Installation Wizard
4. Setup Wizard
5. User login page
6. Accounting – Budgeting
7. Accounting – Setup
8. Katana ERP Settings
9. Katana ERP Help & Documentation
10. Top bar – User profile
11. Top bar – notification popup
12. Phase 2 and above

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Katana ERP

1. A full fledge modular cloud Enterprise Resource Planning (ERP).

1. Menu & functions – side by side comparison (Dashboard page)

Our concept UI and color scheme.

Development UI and color scheme.

a. Main menu is permanently displayed on Dashboard page.

 Thicker and lighter colored

End of Feedback for Phase 1 (UI Only)

No Modules Descriptions Version 1.0

No. Function Descriptions Version 1.0

8.2 - Accounts Receivable

No. Function Description Version 1.0

No. Function Description Version 1.0

8.3 - Accounts Payable

No. Function Description Version 1.0

No. Function Description Version 1.0

8.4 – General Ledger

No. Function Description Version 1.0

No. Function Description Version 1.0

No. Function Description Version 1.0

No. Function Description Version 1.0

8.5.1 – Expenses - Record New Expense

No. Function Description Version 1.0

8.6 – Journal Entry

No. Function Description Version 1.0

No. Function Description Version 1.0

8.6.1– Record Journal Entry

No. Function Description Version 1.0

No. Function Description Version 1.0

No. Function Description Version 1.0

No. Function Description Version 1.0

No. Function Description Version 1.0

Display opening debit and credit amount – created in accounting setup

Display up to date debit and credit amount for all accounts

8.7.2 – Statements – Balance Sheet

No. Function Description Version 1.0

No. Function Description Version 1.0

8.7.3 – Statements – Cash Flow

No. Function Description Version 1.0

No. Function Description Version 1.0

8.7.3 – Statements – Profit & Loss

No. Function Description Version 1.0

No. Function Description Version 1.0

No. Function Description Version 1.0

No. Function Description Version 1.0

No. Function Description Version 1.0

8.81– Reconciliation – Record New Cheque Payment

No. Function Description Version 1.0

1. Customer list and profile

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