Functional Specifications Document

PROJECT SHIELD

Functional Specifications Document

Financial Management

Invoice Splitting for Retention Money

Specification Number:  FIN_AP_FUE_001

                                                                                                           

                                    Version: 01

                                    Date: 27-Sep-07

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	Reviewed by	Date	Approved by	Date
00	Invoice Splitting	John Fernandes	27 Sep 2007
01	Invoice Splitting	Ramanathan	29 Sep 2007

 

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

Drill 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:

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 business requirement in detial preferably with flow diagram)

I.    General Definition: During Invoice verification (LIV process), based on PO / WO / SO terms, Gross Invoice 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 should be posted to a Special GL A/c and the balance amount should be posted to the Normal Vendor account and be made available for payment processing. Applicable TDS rates and other taxes to be considered 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           X.    Data security requirements          XI.    Performance requirements         XII.    Environmental requirements        XIII.    Architectural requirements       XIV.    Authorization requirements [Authorization by the Transaction code, Company Code, Plant, Movement type, 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 in detail)

GMR’s 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/c’s 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”

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
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:

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 the copy here. Include also the name of the standard form and path/transaction where it is in the SAP System.

Desired output: Not applicable

Give a pictorial view of the desired output

Enhancement:

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 Retention Money 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.

Test Case and Test Related Result specification                                                                                                                                                                                                                                                              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:						Test date:	/  /
Developer name:
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

Names and Signatures       _______________________________________________________________________________________ Team Lead       _______________________________________________________________________________________ Lead Consultant