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Intro

1. Introduction

1.1 Purpose

The purpose of this document is to define the requirements for the Foreign Exchange Encashment feature for hotels, ensuring compliance with Nepal Rastra Bank (NRB) policies.

1.2 Scope

This SRS covers the functionalities needed to handle foreign exchange transactions, including setup, daily operations, and reporting.

1.3 Definitions, Acronyms, and Abbreviations
  • NRB: Nepal Rastra Bank
  • PMS: Property Management System
  • TC: Traveler's Cheque
  • SRS: Software Requirements Specification
1.4 References
  • Nepal Rastra Bank Policies and Guidelines

2. Overall Description

2.1 Product Perspective

The Foreign Exchange Encashment feature will be integrated into the existing hotel PMS. It will handle transactions in multiple foreign currencies and ensure compliance with NRB regulations.

2.2 Product Functions
  • Setup of cash and bank accounts for foreign currencies.
  • Daily exchange rate entry.
  • Receipt entry for foreign exchange transactions from cash, card, or TC.
  • Deposit and payment entry in foreign currencies.
  • Reporting on foreign currency balances, transactions, and summaries.
2.3 User Classes and Characteristics
  • Front Desk Staff: Perform foreign exchange transactions.
  • Accounting Staff: Manage deposits, payments, and reporting.
  • Management: Review summarized reports for financial oversight.

3. Specific Requirements

3.1 Cash and Bank Account Setup
  • Feature Description: Set up accounts to manage foreign currencies in both cash and bank formats.
  • Functional Requirements:
    • Ability to create multiple foreign currency accounts.
    • Assign unique identifiers to each account.
    • Set initial balance and transaction limits as per NRB policy.
3.2 Daily Exchange Rate Entry
  • Feature Description: Enter and update daily exchange rates for various currencies.
  • Functional Requirements:
    • Input fields for currency type, exchange rate, and effective date.
    • Validation to prevent duplicate entries for the same date and currency.
    • Historical data storage for rate changes.
3.3 Foreign Exchange Entry Receipt from Cash/Card/TC
  • Feature Description: Record transactions for encashment of foreign currency via cash, card, or TC.
  • Functional Requirements:
    • Select transaction type (cash, card, TC).
    • Enter transaction details: currency, amount, customer information.
    • Generate and print receipt for customer.
    • Real-time update of account balances.
3.4 Cash/Bank Entry for Deposit/Payment in Foreign Currency
  • Feature Description: Record deposits and payments made in foreign currencies.
  • Functional Requirements:
    • Select account (cash or bank).
    • Enter deposit/payment details: currency, amount, date.
    • Update account balance post-transaction.
    • Provide options for transfer between accounts.
3.5 Foreign Currency Balance Report
  • Feature Description: Display current balance for each foreign currency account.
  • Functional Requirements:
    • Filter by account type and currency.
    • Show opening balance, transactions, and closing balance.
    • Export option to PDF and Excel.
3.6 Foreign Currency Day Book Report
  • Feature Description: Detailed record of daily foreign currency transactions.
  • Functional Requirements:
    • List all transactions for selected date.
    • Include transaction details: type, amount, currency, involved parties.
    • Summarize daily totals by transaction type and currency.
3.7 Daily Detail Transaction Report
  • Feature Description: Comprehensive report of all transactions on a given day.
  • Functional Requirements:
    • Display transaction ID, date, type, amount, currency.
    • Filter by transaction type (receipt, deposit, payment).
    • Include search and sort functionalities.
3.8 Cash and Bank Entry Report
  • Feature Description: Report on all cash and bank entries for foreign currencies.
  • Functional Requirements:
    • Show transaction details: account, date, type, amount.
    • Filter by date range and account type.
    • Generate summary and detailed views.
3.9 Daily Summarized Report
  • Feature Description: Summary of daily foreign exchange activities.
  • Functional Requirements:
    • Summarize total receipts, deposits, and payments.
    • Breakdown by currency and transaction type.
    • Highlight any discrepancies or anomalies.
3.10 Monthly Summarized Report
  • Feature Description: Overview of foreign exchange activities for the month.
  • Functional Requirements:
    • Aggregate data by day and transaction type.
    • Provide monthly totals and averages.
    • Identify trends and generate comparative analyses.

4. External Interface Requirements

4.1 User Interfaces
  • Intuitive interface for entering and managing transactions.
  • Dashboard for real-time balance and transaction overview.
4.2 Hardware Interfaces
  • Compatible with existing hotel PMS hardware.
4.3 Software Interfaces
  • Integration with the hotel’s existing PMS and accounting software.
4.4 Communication Interfaces
  • Ensure secure communication protocols for financial data.

5. Other Nonfunctional Requirements

5.1 Performance Requirements
  • System must handle peak transaction volumes without performance degradation.
5.2 Security Requirements
  • Implement encryption for sensitive financial data.
  • Role-based access control to restrict access to financial features.
5.3 Compliance Requirements
  • Adhere to all NRB regulations for foreign exchange transactions.

6. Appendices

6.1 Glossary
  • Encashment: The process of converting foreign currency into local currency.
  • PMS: Property Management System, used by hotels for management operations.
6.2 References
  • NRB policy documents
  • Hotel’s existing financial procedures

This SRS document outlines the necessary features and requirements for implementing a Foreign Exchange Encashment feature compliant with NRB regulations. Each section ensures a comprehensive approach to handling foreign currency transactions, from setup to detailed reporting.

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