functional specifications

7/31/2019 Functional Specifications

1/11

PROJECT SHIELD

Functional Specifications Document

Financial Management

Invoice Splitting for Retention Money

Specification Number: FIN_AP_FUE_001

Version: 01

Date: 27-Sep-07

102480452.doc Page 1 of 11


2/11

Document Information

Document Number FIN_AP_FUE_001

Title Invoice splitting for Retention Money

Document Purpose To split Retention Money component at the time of Invoice Verification

Key Words LIV / Retention Money

Document Status In Progress

Contact for Enquiries Ramanathan

Document Change Control :

Release Description Created by Date Reviewedby

Date Approvedby

Date

00 InvoiceSplitting

JohnFernandes

27 Sep2007

01 InvoiceSplitting

Ramanathan 29 Sep2007

102480452.doc Page 2 of 11


3/11

Functional specification

Version: 01

Specification No : FIN_AP_FUE_001

(To be filled by Technical Department)

Issue Date(dd/mm/yyyy):

27/09/2007

In Preparation Review

Approved Released

Revision History

Version Date Description of changes

01 29/09/2007 Updating of SAP solutions

Responsible

For concept

Project Companies

For Implementation:

John Fernandes

Section I: Justification

Area ( Module): FI Accounts Payable Date

(dd/mm/yyyy):

27/09/2007

Requested by: Project Companies / John Fernandes

Brief description: Upon invoice posting, amount is to be split based on payment terms. Split

amount need to be posted to different reconciliation account

Program type: (select

the check box)

Conversion Batch Interface Online Interface Report

Form Enhancement Extension Dialog

Modification Unknown Others BAPI

ALE/ IDOC Application Development

Charateristics Dri ll Down ALV Others Enhancement of existing LIV feature

Priority: High/mandatory Medium/recommended Low/optional

Only for Interfaces:

Type of interface:

Direction of interface:

Frequency:

Real-Time Batch

Inbound Outbound Both

Daily Weekly Monthly

Biweekly Other:

102480452.doc Page 3 of 11


4/11

Only for Reports:

1. The report will be created via:

2. Requested characteristics:

3. Praposed execution is

online/background

4. Any Authority checks are required

5. If any LDB is available? if yes,

which screen to use

Report Painter Report Writer ABAP Query

ABAP Program Info System

Drill-down Pushbuttons Sort

Entry files Others:

Sign off Functional Specification

Prepared By

Date

John Fernandes

___/10/2007

Comments

Team Lead

Date

Mr.Thandaveswaran

___/10/2007

Lead Consultant

Date

Ramanathan /

Chandramouli

__/10/2007

Approved Integration Manager

Approved by Project Management Team

(in case of Application development)

/ // /

Received Team Lead/ Lead Consultant

Date

/ /

Section II: (a) Business Requirement (Please use this section for describing the businessrequirement in detial preferably with flow diagram)

I. General Definition: During Invoice verification (LIV process), based on PO / WO / SO terms, GrossInvoice amount should be split into Net Amount available for release of payment & Retention amount,which should be blocked for payment until request for release of retention money, this amount shouldbe posted to a Special GL A/c and the balance amount should be posted to the Normal Vendoraccount and be made available for payment processing. Applicable TDS rates and other taxes to beconsidered on Gross Invoice Amount.

II. Integrative

III. Prerequisites/ master data

IV. Processes, process-steps and flows

V. Other Business related requirements

VI. Reporting

VII. User Interface

VIII. Others

IX. Other requirements

102480452.doc Page 4 of 11


5/11

X. Data security requirements

XI. Performance requirements

XII. Environmental requirements

XIII. Architectural requirements

XIV. Authorization requirements [Authorization by the Transaction code, Company Code, Plant, Movementtype, should be provided]

Upon invoice verification, splitting should be done by system, automatically. Access to over-ride the splitting should be restricted only to super users.

Graphical representation (detailed flow chart)

(b) Detailed Functional Description Concept Operational Requirements (describe indetail)

GMRs business process requires to have a check control over the holding & release of retention money to

Vendors / Contarctors based on PO/WO/SO terms agreed upon:

Vendor Invoice Verification (LIV process) will be done as per Purchase Order (PO) / Work Order

(WO) / Service Order (SO) terms.

Based on the PO/WO/SO terms, the specified percenatge of each Gross Invoice Amount / RA Bill

should be splitted into retention amount & balance amount which should be made available for

payment, the retention amount should be held as retention money in a Special GL a/c of each

vendor account.

The process of splitting up of invoice value to normal invoice transaction, and that of retention,

should be automated in SAP, and respective General ledger Reconciliaiton accounts should be

accounted for.

This retention amount should be blocked for release of payment until completion of the defect

liability period of the project or as per terms of the PO/WO/SO.

Total Retention Money A/cs of all vendors should be shown as a Sub-Group in the Balance Sheet

under the separate Reconciliation A/c called as Retention Money Payable to Contractors / Sub

Contractors

102480452.doc Page 5 of 11


6/11

Process Logic : The detailed Process Logic is given in Annexure

For Conversion

Tables

involved:

For Reports

Input

Fields

Desired

output

Tables

Involved

For Workflow

Flow

Chart

Level and

Person

involved

For Interface : Not Applicable

Fields Required From Source System:

Field Description Field Name in Source System Data Type

Fields Required From Traget System:

Field Description Field Name in Target System Data Type

Data Mapping:

Field Name in Source System Field Name in Target System

102480452.doc Page 6 of 11


7/11

Validation:

Procession Logic:

Error Handling Requirements:

SAP Input Screen (Data Mapping)

Transaction:

Screen

number

R/3 Screen field

name

Legacy field Remarks

Online

Tables

involved:

Consistency checks that must be done:

Item Screen Field Description

1. 2.

Forms

Tables

involved:

102480452.doc Page 7 of 11


8/11

Design of desired form Layout set: Not Applicable

Specify the default layout set if available

Specify page format

Standard Form Model:

Attach copy of existing form as sample. Explain here the detail requirement for Laout viz. usage/ data

volume/ Can it be standardise etc

If this form is a copy of a standard form or if there is a model in the legacy system, please include thecopy here. Include also the name of the standard form and path/transaction where it is in the SAPSystem.

Desired output: Not applicable

Give a pictorial view of the desired output

Enhancement:

102480452.doc Page 8 of 11


9/11

Specify the available enhancement name, customizing path and details about what must be done. Please

ensure all customization done w.r.t. testing

Payment term Different payment terms to be defined and configured for Retention money. The

combination can be different 90%&10% Retention portion, 80%&20% Retention portion etc.,

Payment Block Key S will be configured and attached to the Retention portion payment term

component.

The relevant Payment Term should be mentioned in the PO/SO/WO to enable the Invoice verification

process to carry on with same payment term.

Based on the payment term with multiple layers (say 90%, 10%), separate line items will be created

during LIV process (SAP T.code: MIRO)

During that process, the Payment Block S will be attached to the Retention money line item

component.

However all the vendor line items will have same Recon GL a/c as mentioned in the Vendor Master.

The requirement is to change that Recon GL a/c to Retention Money GL a/c for the RetentionMoney line item component of LIV process.

T.code: MIRO

Sample BAdi used in this process: MRM_WT_SPLIT_UPDATE for changing

Withholding tax data during vendor split. To use / emulate the same functionality, to

change the GL account based on the following logic.

If Payment block field for line item ZLSPR = S and the Recon GL a/c assigned to

that Vendor line item HKONT = XXXXXX

Look for the value of SKONT (ZZZZZZ) from Table T074 as follows, and replace the value

of HKONT with the value of SKONT.

For the combination of

T074_KTOPL = 1000 [Chart of Accounts]

T074_KOART = K [Account Type - Vendor]

T074_UMSKZ = R [Special G/L Indicator - Retention Money]

T074_HKONT = XXXXXX [Reconciliation Account in General Ledger]

Find

T074_SKONT = ZZZZZZ [Spl G/L Account Number]

Access to over-ride the splitting should be restricted only to super users.

102480452.doc Page 9 of 11


10/11

Test Case and Test Related Resultspecification

Format No/ Rev: _____________

Number: Prepared on

Test Cases (with expected results)

Invoice Amount: Rs 10,000

Retention money: 5%

Expected Results: Normal Recon Account: Rs 9,500, Recon Account for Retention: 500

Applicable TDS and other taxes to be considered

Section I: Unit Testing

Program name: Testdate:

/ /Developername:

Team Members

(Functional)

Responsible functional team member for testing:

1. File(s) used for test (optional):

2. Does the program comply with the functional specification ?

Yes No

Note: If the program is OK just sign the form. If necessary include some comments in the appropriate section.

3. If the answer to question 2 is "No" please describe the problems that were found in the program.

Sign off after testing

Team Lead

Date

/ /

Lead Consultant

Date

/ /

Sign-Off and Acceptance of developed object

102480452.doc Page 10 of 11


11/11

Names and Signatures

_______________________________________________________________________________________

Team Lead

_______________________________________________________________________________________

Lead Consultant

102480452.doc Page 11 of 11

functional specifications

Documents