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TERHAD

Program Functional Specification


AAINF001 Asset Master & Acquisition
(AA507 Inbound & AA907 Outbound)
For
JABATAN AKAUNTAN NEGARA MALAYSIA
1GFMAS PROJECT



Program Functional Specification

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PROGRAM FUNCTIONAL SPECIFICATION
DEVELOPMENT PROFILE
Project 1GFMAS
Module FI-AA
Ref. No FI-AA-INF-001
Description Asset master record & acquisition from SPLN to be created in
1GFMAS
Priority For This Program High Medium Low
Complexity High Medium Low
Program/Query/User Exit/
Function Module Name

Sap script / Smart form Name
Version Number 0.1
Ticket Number -
CR Reference Number -
Process and Task ID AA507 Asset Master & Acquisition from SPLNS
AA907 Asset Master & Acquisition to SPLN
ACCEPTANCE SUMMARY
iA Development Team
Prepared By Ashok Rayala
SAP AA consultant
<Signature>
Approved By Rashdan Abd Aziz
AA Team Lead

<Signature>
JANM TEAM
Reviewed By

Accept
Reject

<Name Module Lead>
<Designation>
<Date>


<Signature>
Approved By

Accept
Reject

<Name Team Lead>
<Designation>
<Date>


<Signature>




Program Functional Specification

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Document Administration
Document Revision History
Version Date Updated By Description of Change

0.1 05.09.2014 Ashok Rayala Draft for AG discussion












Program Functional Specification

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TABLE OF CONTENTS

1.0 REQUIREMENTS PROGRAM DESCRIPTION/PURPOSE ............................................... 5
1.1. Description of Development............................................................................................... 5
1.2. Features and Functions ..................................................................................................... 5
2.0 REQUIREMENT DATA DEFINITION ................................................................................ 8
2.1. SAP Tables Used .............................................................................................................. 8
2.2. Customized Table/Structure Specification ......................................................................... 8
2.3. Data Conversion Definition ................................................................................................ 8
2.4. Interface (internal or external) ............................................................................................ 9
3.0 INPUT SCREEN LAYOUT .............................................................................................. 12
3.1. Input Screen Design ........................................................................................................ 12
3.2. Input Selection Screen Criteria ........................................................................................ 12
4.0 PROCESSING DETAILS ................................................................................................ 13
4.1 Specifications Details and Workflow (Entity Relationship Diagram) ................................. 13
4.1.1. Process Flow diagram ............................................................................................. 18
4.1.2. Decision tasks (for each task in diagram) ................................................................ 18
4.1.3. Text objects ............................................................................................................. 18
4.1.4. Deadline events ....................................................................................................... 18
4.1.5. Workflow Error Handling .......................................................................................... 18
4.2 Portal Navigation / Group ................................................................................................ 18
4.3 Error Handling ................................................................................................................. 19
4.4 Batch Processing ............................................................................................................ 20
4.5 Application Security ......................................................................................................... 20
4.6 Translation Elements ....................................................................................................... 20
5.0 OUTPUT SPECIFICATION ............................................................................................. 21
6.0 APPENDIX ...................................................................................................................... 22
6.1 Test data ......................................................................................................................... 22





Program Functional Specification

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1.0 REQUIREMENTS PROGRAM DESCRIPTION/PURPOSE

1.1. DESCRIPTION OF DEVELOPMENT
This development enables to create Asset & Acquisition of an Asset in 1GFMAS by using SPLN
external agency inbound file. This functionality interfaced to external systems such as SPLN on a
scheduled or ad hoc basis. This Inbound interface file (Process AA507) from External system is
place in Sap directory through Web methods. Thereafter, the file will be process in 1GFMAS,In case
if any error occurs during the file execution, Error notification file(AA907) send back to SPLN.





1.2. FEATURES AND FUNCTIONS

1. Program fulfills following functionalities by using Inbound file data:
Create Asset Master data using AS01 Tcode
Asset Acquisition through F-90 Tcode
2. 1GFMAS receives following data from the external system,
ANLA- ANLKL
ANLZ-GSBER
ANLZ-SEGMENT
ANLZ-KOSTL
ANLZ-FKBER
ANLZ-GEBER
ANLA- INVNR
ANLA-LIFNR etc.,






Program Functional Specification

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3. Selection Parameter


a. This interface program is to be scheduled on a daily basis (e.g. end-of-day) with
the option to be executed manually on an ad hoc basis, if required.

b. The parameters in the File Specifications section are mandatory with the below
logic:

Selection Field Processing Logic Remarks
Agency ID If field not equal to blank, check value
to Table ZAGENCY.
Otherwise, determine all agency IDs
from Table ZAGENCYCODE.
Validate to Table ZAGENCY. If
invalid, return error message
Process ID ## invalid in Table
ZAGENCYCODE.
Pejabat Perakaunan Default to 1000 Ibu Pejabat JANM.
If field not equal to 1000, check value
against Table ZAGENCYCODE.
Validate to Table TGSB. If
invalid, return error message
Pejabat Perakaunan ### is
invalid.
Inbound File Path Default to /ECP/1000/WM/IN Input file will be cleared after
execution in 1GFMAS
Process File Path Default to /ECP/1000/WM/PROCESS Output file is stored here until
housekeeping carried out.
Error File Path Default to /ECP/1000/WM/OUT

If any error occurs during the
process, file submission to com.
server

c. Perform selection parameter validation. If any of the field values in the File
Specifications are invalid, stop program execution and return error message(s).

d. The parameters in the Detailed Specifications section provides the fields
values to be submitted for the table extraction from the system into the output
file:

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Selection Field Processing Logic Remarks
Company Code
(PA_BUKRS)
Default to FOGM Validate Company Code to
Table T001. If invalid, stop
program execution and return
error message Company Code
is valid.
Entry date Default to sys date

1. The program will automatically transfer the outbound interface files using the
customized Function Module based on the pre-defined naming convention.


2. The program will automatically transfer the outbound Interface Files into the OUT FOLDER
and PROCESS FOLDER as per the File paths in the selection parameters.


<BUSINESS_AREA><PROCESS_ID><AGENCY_ID><DATE><SEQUENCE_NO>.<EXT>
Field Name Description Format Example
BUSINESS_AREA
Unique Identification for 1GFMASs
Accounting Office
4 Digits 1012
PROCESS_ID Unique Process ID 5 Chars AA507
AGENCY_ID Unique Agency ID 6 Chars 500008
DATE Current Date YYYYMMDD 20150101
SEQUENCE_NO Unique Sequence Number 3 Digits 001
EXT File Extension 3 Chars GPG
5 Chars 6 Chars 8 Digits 3 Digits 3 Chars 4 Digits
Example: 1012AA50750000820150101001.GPG
ALL CAPITAL
LETTER
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2.0 REQUIREMENT DATA DEFINITION

2.1. SAP TABLES USED

Table Name Table Description Insert Delete Query Update
ANLA Asset Master Record Segment X
ANLZ Time-Dependent Asset Allocations X
ANLB Depreciation terms X
BSEG Accounting Document Segment X
BKPF Accounting Document Header X


2.2. CUSTOMIZED TABLE/STRUCTURE SPECIFICATION
N/A

2.3. DATA CONVERSION DEFINITION
N/A



































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2.4. INTERFACE (INTERNAL OR EXTERNAL)

Interface Name Asset Master & Acquisition
Description Asset master record & acquisition from SPLN to be created in 1GFMAS
Source SPLN Destination 1GFMAS - AA
Process Id AA507 Message Format File - Variable length
Method SFTP Encryption Y
Frequency 1. Ad hoc
2. Daily (Time: ??)
Transaction Type Multiple
Remarks Use | symbol to separate the fields

FIELD NAME DATA
TYPE
DAT
A
SIZE
DATA FORMAT DESCRIPTION M
(Y/N)
HEADER (1:1)
RECORD TYPE AN 2 Default to 01 To indicate header record Y
RECORD COUNT N 3 Total record in the Asset
Master Details
Y
ASSET MASTER DETAILS (1:N)
RECORD TYPE AN 2 Default to 02 To indicate Asset Master
Details record
Y
TAHUN
KEWANGAN
N 4 YYYY Financial Year
E.g. 2015
Y
KOD AKAUN GL AN 8 E.g. B0111101 Y
KOD PEJABAT
PERAKAUNAN
AN 4 Accounting Office Code
E.g. 1111
Y
KOD PEGAWAI
PENGAWAL
DIPERTANGGUNG
AN 2 The Charged Controlling
Officer's Code
E.g. B6
Y
KOD PEGAWAI
PENGAWAL
PEMBAYAR
AN 2 The Paying Controlling
Officer's Code
E.g. B6
Y
KOD PTJ AN 8 The Charged Responsibility Y
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FIELD NAME DATA
TYPE
DAT
A
SIZE
DATA FORMAT DESCRIPTION M
(Y/N)
DIPERTANGGUNG Center's Code
Format: Kumpulan PTJ(2)
+ PTJ(6)
KOD PTJ
PEMBAYAR
AN 8 The Paying Responsibility
Center's Code
Format: Kumpulan PTJ(2)
+ PTJ(6)
Y
VOT AN 5 Vot code
For B,T,P & S
Format: Vot(3) + Kump
PTJ(2)
E.g. B1024, B1025, B1026

Blank if DANA is entered
N
DANA AN 4 Possible values:
AXXX : Amanah

Blank for transaction with
VOT.
N
PROGRAM/AKTIVITI AN 9 Format: Vot(3) +
Program/Aktiviti(6)

Blank if
PROJEK/SETIA/SUB-
SETIA/CP is filled.
N
PROJEK/SETIA/SUB
-SETIA/CP
AN 16 Format: Vot(3) + Projek(5)
+ Setia(3) + SubSetia(4) +
Cara Pembiayaan(1)

Blank if
PROGRAM/AKTIVITI is
filled.
N
KOD BARANG CH 18 UNSPSC Code Y
NAMA PEMBEKAL
ASET
CH 40 Vendor Name N
TARIKH
PEROLEHAN
N 8 DDMMYYYY Date of Purchase Order /
Invoice Date
Y
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FIELD NAME DATA
TYPE
DAT
A
SIZE
DATA FORMAT DESCRIPTION M
(Y/N)
NOMBOR
PESANAN
KERAJAAN
CH 10 Purchase Order No. N
NOMBOR GOODS
RECEIVED NOTE
(GRN)
CH 10 Goods Received Note No.
(if direct from AP, will use
AP Invoice No.)
N
AMAUN N 13 No decimal point and no
thousand separators.
Last 2 digits represent
decimal.
Value of asset Y
PERIHAL ASET CH 200 Description of Asset Y
RUJUKAN CH 12 Reference Number (if any)
E.g. File Reference No.
Y




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3.0 INPUT SCREEN LAYOUT
3.1. INPUT SCREEN DESIGN

3.2. INPUT SELECTION SCREEN CRITERIA
Selection Text Table-Field
Name
M /
O
S/P/
C/R
Default
Value
Checks/Rule Additional criterion
for selection
File specifications
Agency ID PA.AGENCY M Table ZAGENCYCODE If there is no input
for agency ID, then
file upload to
1GFMAS for all
agencies
maintained in the
table Zagencycode
for the process ID
AA507
Pejabat
Perakaunan
PA.GSBER M P Table TGSB
Default to 1000

Inbound File
Path
PA_FILEIN M P Default to
\ECD\1000\WM\IN

Process File
Path
PA.PROCESS M P Default to
\ECD\1000\WM\PROCE
SSED

Error File path PA.FILEOUT M P Default to
\ECD\1000\WM\IN

Detailed specifications
Company Code PA.BUKRS M P FGOM Table T001
Entry Date PA.DATUM M S Default to
System
Date

M/O/C: M = Mandatory, O = Optional, C = Conditional
S/P/C/R :S = (select-options) from-to , P = (parameter) single value select, C = checkbox , R = radio button
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4.0 PROCESSING DETAILS

4.1 SPECIFICATIONS DETAILS AND WORKFLOW (ENTITY RELATIONSHIP DIAGRAM)

1. Program definition

Program Name Program Title/ Description T-code
ZIAA507 AA507: Asset Master & Acquisition ZIAA507


2. Processing Logic
FIELD NAME DATA
TYPE
DAT
A
SIZE
SAP FIELD MAPPING DESCRIPTION M
(Y/N)
SNO
TAHUN
KEWANGAN
N 4 Mapped to ANLA-
ZUJHR
Financial Year
E.g. 2015
Y A1
KOD AKAUN GL AN 8 Mapped to ANLA-
ANLKL
E.g. B0111101 Y A2
KOD PEJABAT
PERAKAUNAN
AN 4 Mapped to ANLZ-
GSBER
Accounting Office Code
E.g. 1111
Y A3
KOD PEGAWAI
PENGAWAL
DIPERTANGGUNG
AN 2 Mapped to ANLZ-
SEGMENT
The Charged Controlling
Officer's Code
E.g. B6
Y A4
KOD PEGAWAI
PENGAWAL
PEMBAYAR
AN 2 Mapped to CEPC-
SEGMENT
The Paying Controlling
Officer's Code
E.g. B6
Y A5
KOD PTJ
DIPERTANGGUNG
AN 8 Mapped to CSKS-
KOSTL
The Charged Responsibility
Center's Code
Format: Kumpulan PTJ(2)
+ PTJ(6)
Y A6
KOD PTJ
PEMBAYAR
AN 8 Mapped to ANLZ -
FKBER
The Paying Responsibility
Center's Code
Format: Kumpulan PTJ(2)
+ PTJ(6)
Y A7
VOT AN 5 Mapped to ANLZ.GEBER Vot code
For B,T,P & S
Format: Vot(3) + Kump
PTJ(2)
E.g. B1024, B1025, B1026
N A8
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FIELD NAME DATA
TYPE
DAT
A
SIZE
SAP FIELD MAPPING DESCRIPTION M
(Y/N)
SNO

Blank if DANA is entered
DANA AN 4 Mapped to ANLZ.GEBER Possible values:
AXXX : Amanah

Blank for transaction with
VOT.
N A9
PROGRAM/AKTIVITI AN 9 Mapped to ANLA. POSNR Format: Vot(3) +
Program/Aktiviti(6)

Blank if
PROJEK/SETIA/SUB-
SETIA/CP is filled.
N A10
PROJEK/SETIA/SUB
-SETIA/CP
AN 16 Mapped to ANLA. POSNR Format: Vot(3) + Projek(5)
+ Setia(3) + SubSetia(4) +
Cara Pembiayaan(1)

Blank if
PROGRAM/AKTIVITI is
filled.
N A11
KOD BARANG CH 18 Mapped to ANLA- INVNR UNSPSC Code Y A12
NAMA PEMBEKAL
ASET
CH 40 Vendor Name N A13
TARIKH
PEROLEHAN
N 8 Mapped to BKPF-
BUDAT
Date of Purchase Order /
Invoice Date
DDMMYYYY
Y A14
NOMBOR
PESANAN
KERAJAAN
CH 10 Purchase Order No. N A15
NOMBOR GOODS
RECEIVED NOTE
(GRN)
CH 10 Goods Received Note No.
(if direct from AP, will use
AP Invoice No.)
N A15
AMAUN N 13 Mapped to BSEG-
WRBTR
Value of asset
No decimal point and no
thousand separators. Last
2 digits represent decimal.
Y A17
PERIHAL ASET CH 200 Mapped to ANLA
TXT50
Description of Asset Y A18
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FIELD NAME DATA
TYPE
DAT
A
SIZE
SAP FIELD MAPPING DESCRIPTION M
(Y/N)
SNO
RUJUKAN CH 12 Mapped to BKPF-
XBLNR
Reference Number (if any)
E.g. File Reference No.
Y A19

Steps:

1. Call BAPI_FIXEDASSET_CREATE to create fixed asset and pass
following values from the above table

ANLA- ANLKL (A2)
ANLA TXT50 (A18)
ANLA-INVNR (A12)
ANLZ-GSBER (A3)
ANLZ-KOSTL(A6)
ANLZ-FKBER (A7)
ANLZ-GEBER (A8/A9) (If A8 is empty pass A9)
ANLA-POSNR (A10/A11) (If A10 empty pass A11)
ANLB-AFASL-Depreciation key
ANLB-NDJAR- Useful life in yrs
ANLB-NDPER-Useful life in periods

Save. It will export Fixed asset number (ANLA _ANLN1 &ANLA-ANLN2). Store these
values in internal table.

2. Call BAPI_VENDOR_CREATE pass following values (Is it mandatory create one
time vendor or use dummy vendor of SPLN assets? Need to finalize by rashdan)

Company code RF02K-BUKRS- Default to FGOM
Purchasing Organization RF02K- EKORG- Default to FGOM)
Account Group- RF02K-KTOKK Rashdan need to finalize
Name (A13)
Search term:
Industry:
Recon account:
Currency : default to RM

Save this vendor number in the internal table.

3. Use BDC to post F-90 transaction as following:

Document date: system date
Posting date: A14
Document type: KR
Period: Current period
Company code: FGOM
Currency :RM
Reference: A19
Posting key: 31
Vendor: Call value stored in internal table
Enter
Rashdan needs to finalize
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Amount: A17
Text : SPLN Asset Acquisition through interface file
Posting key:70
Account : Asset number saved in internal table
ATT: 100
Enter
Amount: A17
SAVE.
Screen shots for BDC:

Screen1:









Screen 2:
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Screen 3:

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a. Validate Process ID in filename against selection parameter



Check PROCESS_ID in file name to PA_PROCESS in selection parameters.

If Process ID is valid, proceed to the next validation.
Otherwise, return error message Error: Invalid Process ID.
3. The program will automatically submit the interface file into the PROCESS FOLDER and
OUT FOLDER (Error file) as per the File Path in the selection parameters.

4.1.1. Process Flow diagram
N/A
4.1.2. Decision tasks (for each task in diagram)
N/A
4.1.2.1. Agent assignment
N/A
4.1.2.2. Pre-processing detail
N/A
4.1.2.3. Post processing detail
N/A
4.1.2.4. Cancellation detail

4.1.3. Text objects
4.1.3.1. Task texts
N/A
4.1.3.2. Email texts
N/A
4.1.4. Deadline events
N/A
4.1.5. Workflow Error Handling
N/A
4.2 PORTAL NAVIGATION / GROUP
N/A





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4.3 ERROR HANDLING
Interface file:Process ID AA907
Interface Name Error File for Notification
Description Error File for Notification
1. Asset Master & Acquisition from SPLN
Source 1GFMAS AA Destination SPA
mySPATA
SKALA
SPLN
Process Id AA907 Asset Master &
Acquisition from SPLN
Message Format File - Variable length
Method SFTP Encryption Y
Frequency 1. Daily (Time : TBD)
2. Ad hoc
Transaction Type Multiple
Remarks 1. Default to Daily but allow ad-hoc triggering when required
2. External Systems will validate the record, if record exist, external system
updates the data else external system creates the data
3. Use | symbol to separate the fields

FIELD NAME DAT
A
TYPE
DAT
A
SIZE
DATA FORMAT DESCRIPTION M
(Y/N)
HEADER (1:1)
RECORD TYPE AN 2 Default to 01 To indicate header record Y
AGENCY CODE CH 6 Unique agency code ID for
external system.
Y
TOTAL RECORD
COUNT
N 3 Total record in record
details

Y
RECORD DETAILS (1:N)
RECORD TYPE AN 2 Default to 02 To indicate Record Details Y
REFERENCE NO CH 12 The key field is Asset
Number / Reference
Number (for SPLN)
E.g. The Asset information
provided should be tie up
with the information in
Y
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FIELD NAME DAT
A
TYPE
DAT
A
SIZE
DATA FORMAT DESCRIPTION M
(Y/N)
Asset master record
ERROR CODE AN 6 Error code generated in
SAP
Y
ERROR
DESCRIPTION
CH 255 Description of the error
code
Y
while processing inbound file, if error occurs during the process OUTBOUND error file need to
generate as following naming convention.


4.4 BATCH PROCESSING
N/A

4.5 APPLICATION SECURITY
Authorization assignment is based on the user ID and available transaction codes assignment to
user.
Role T-code Description
SAPALEMOTE ZIAA507 AA507 Asset Master & Acquisition


4.6 TRANSLATION ELEMENTS
N/A
<BUSINESS_AREA><PROCESS_ID><AGENCY_ID><DATE><SEQUENCE_NO>.<EXT>
Field Name Description Format Example
BUSINESS_AREA
Unique Identification for 1GFMASs
Accounting Office
4 Digits 1012
PROCESS_ID Unique Process ID 5 Chars AA507
AGENCY_ID Unique Agency ID 6 Chars 500008
DATE Current Date YYYYMMDD 20150101
SEQUENCE_NO Unique Sequence Number 3 Digits 001
EXT File Extension 3 Chars GPG
5 Chars 6 Chars 8 Digits 3 Digits 3 Chars 4 Digits
Example: 1012AA50750000820150101001.GPG
ALL CAPITAL
LETTER
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5.0 OUTPUT SPECIFICATION
























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6.0 APPENDIX

6.1 TEST DATA