BA Work Samples | Aditya Bankar

BRD-CLM-01 · v1.2

Distributor promotion claims

Owner: Business Analyst

Purpose

Let distributors get promotion reimbursements without compiling claims by hand, and cut average settlement from about 30 days to about 10.

In scope

Generating claims from invoices that applied an active promotion
Rule-based validation of every claim line
Review of exceptions by sales operations
Credit note creation in the ERP

Out of scope

Promotion budgeting and planning
Payments to distributors, which finance handles
Changes to the invoicing process

Stakeholders

Distributor finance users, sales operations reviewers, brand finance, and IT teams for the DMS and ERP.

Business rules

BR-01A claim line is created only for invoices that applied an active promotion.
BR-02A claim line cannot exceed the promotion's remaining budget.
BR-03Invoices dated outside the promotion's validity dates are excluded.
BR-04The same invoice line cannot be claimed twice.
BR-05Cancelled invoices and returns reverse the related claim value.
BR-06Claims with no exceptions go for approval without manual review.

Assumptions

Promotions are set up in the DMS before they go live.
The ERP accepts credit notes through the existing integration.
Claims are generated at the end of each claim period.

Success measures

Average settlement of 10 days or less
Fewer than 5% of claim lines raised as exceptions
No duplicate payments

Epic · CLM-E1

Automated promotion claims

3 stories · MoSCoW: Must

US-014

Auto-generate claims from invoiced promotions

As a distributor finance user, I want claims to be generated automatically from invoices that applied an active promotion, so that I don't compile claims by hand and I get paid faster.

Acceptance criteria

Given an invoice applied an active promotion, when the claim period closes, then a claim line is created with the promotion ID, outlet, quantity and value.
Given a line breaks a business rule, when validation runs, then it is flagged as an exception with the rule shown.
Given an invoice is cancelled or goods are returned, when claims are generated, then the related claim value is reversed.

US-015

Review only the exceptions

As a sales operations reviewer, I want to see only the claim lines that break a rule, with the reason, so that I can approve or reject them quickly.

Acceptance criteria

Given a claim has exceptions, when I open it, then I see only the flagged lines and the rule each one broke.
Given I reject a line, when I save, then I must add a comment and the distributor is notified.
Given a claim has no exceptions, when validation finishes, then it goes for approval without appearing in my queue.

US-016

Create the credit note automatically

As a brand finance user, I want approved claims to create a credit note in the ERP automatically, so that distributors are reimbursed without re-keying.

Acceptance criteria

Given a claim is approved, when it is sent to the ERP, then a credit note is created that references the claim ID.
Given the ERP rejects the credit note, when the error returns, then the claim is marked "Pending ERP" and the error is logged.
Given the credit note is created, when I open the claim, then I see the credit note number and date.

RTM-CLM-01

Requirements traceability matrix

Every rule traced to a story and a test

Rule	Requirement	Stories	Test cases	Status
BR-01	Claim only for active promotions	US-014	TC-01, TC-02	Passed
BR-02	Stay within remaining budget	US-014, US-015	TC-03	Passed
BR-03	Exclude invoices outside validity dates	US-014	TC-04	Passed
BR-04	No duplicate claim lines	US-014	TC-05	Passed on retest
BR-05	Reverse cancelled and returned invoices	US-014	TC-06	Passed
BR-06	Clean claims skip manual review	US-015	TC-07	Passed
—	Credit note created in the ERP	US-016	TC-08	Passed

UAT-CLM · Cycle 2

User acceptance test cases

Run by distributor finance and sales operations

ID	Scenario	Steps	Expected result	Result
TC-01	Invoice with an active promotion	Post an invoice using promotion P-101, then close the claim period	Claim line created with promotion, outlet, quantity and value	Pass
TC-03	Budget exceeded	Create claim lines worth more than the remaining budget	Extra value flagged as "Budget exceeded"	Pass
TC-04	Outside validity dates	Post an invoice dated after the promotion ends	No claim line created	Pass
TC-05	Duplicate generation	Run claim generation twice for the same period	No duplicate lines	Fail, then pass in build 1.4
TC-06	Goods returned	Return goods from an invoice that used a promotion	Related claim value reversed	Pass
TC-08	Credit note	Approve a claim with no exceptions	Credit note created in the ERP with the claim ID	Pass

CR-07 · Raised in sprint 5

Allow partial approval of a claim

Approved

Requested by: Sales operations
Reason: One disputed line holds up the whole claim, and the distributor's money with it.
Change: Reviewers can approve the clean lines of a claim and hold only the disputed ones.

Impact assessment

Scope: US-015 and US-016 change. One new claim status: "Partly approved".
Systems: DMS claim screen and the ERP credit note integration, which now sends one credit note per approved batch.
Effort: About 8 story points to build and 3 to test.
Timeline: Fits in the next sprint without moving go-live.
Risks: More credit notes per claim. Finance must match them by claim ID.
Testing: New cases TC-09 and TC-10. Regression on TC-07 and TC-08.

Options

A. Approve nowFaster payments for distributors; small build in sprint 6. Recommended.

B. Defer to phase 2No change to scope, but disputes keep delaying whole claims.

C. RejectNo cost, and the main cause of delays stays in place.

Decision

Option A approved by the change board for sprint 6.