User Story: Producing Month-End Financial Statements in Small Business


User stories are concise narratives capturing a user’s perspective in the development or implementation of a system. In this scenario, we explore the user story of Amy, the financial manager at “Harmony Crafts,” a small handmade crafts business, as she navigates the process of producing month-end financial statements.


Amy Thompson, Financial Manager at Harmony Crafts.


Amy needs to produce accurate and comprehensive month-end financial statements to facilitate informed decision-making and meet reporting requirement.


Harmony Crafts, a small business specializing in handmade crafts, operates on a monthly financial cycle. Amy is responsible for overseeing the financial management and reporting processes.

User Story: Producing Month-End Financial Statements

As a financial manager at Harmony Crafts, I want to efficiently produce month-end financial statements to ensure accurate reporting and support strategic decision-making.

Acceptance Criteria:

1. Accessing Financial Software:

  • Scenario: At the beginning of the month-end process.
  • Given: Amy logs into the financial software used by Harmony Crafts.
  • When: She navigates to the month-end financial reporting module.

2. Data Validation:

  • Scenario: Amy reviews the accuracy of financial transactions.
  • Given: All financial transactions for the month are recorded in the system.
  • When: Amy conducts a thorough review to identify and rectify any discrepancies.

3. Generating Trial Balance:

  • Scenario: Amy prepares the trial balance.
  • Given: Data validation is completed successfully.
  • When: Amy generates a trial balance to ensure that total debits equal total credits.

4. Adjustments and Accruals:

  • Scenario: Amy addresses any necessary adjustments or accruals.
  • Given: Trial balance discrepancies are identified.
  • When: Amy makes adjustments to ensure accurate financial reporting, considering items like prepaid expenses or accrued liabilities.

5. Generating Financial Statements:

  • Scenario: Amy generates the month-end financial statements.
  • Given: Trial balance is reconciled and adjusted.
  • When: Amy generates financial statements, including the income statement, balance sheet, and cash flow statement.

6. Review and Approval:

  • Scenario: Amy reviews the generated financial statements.
  • Given: Financial statements are generated successfully.
  • When: Amy thoroughly reviews the statements to ensure accuracy and completeness before seeking approval.

7. Management Approval:

  • Scenario: Amy seeks approval from management.
  • Given: Amy is satisfied with the accuracy of the financial statements.
  • When: Amy presents the statements to management for review and approval.

8. Distribution and Archiving:

  • Scenario: Completed financial statements are distributed.
  • Given: Management approves the financial statements.
  • When: Amy distributes the statements to relevant stakeholders and archives a copy for record-keeping.


By following this user story, Amy efficiently navigates the process of producing month-end financial statements at Harmony Crafts, ensuring accurate reporting, and supporting the business’s financial transparency and decision-making processes.