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BUSINESS REQUIREMENTS DOCUMENT

Sun Rise- BMI Oracle E-Business Suite

Accounts Payable

COPYRIGHT NOTICE
Copyright© 2008, Satyam Computer Services Ltd
All rights reserved.

These materials are confidential and proprietary to Satyam Computer Services Ltd and no part of these
materials should be reproduced, published, transmitted or distributed in any form or by any means,
electronic, mechanical, photocopying, recording or otherwise, or stored in any information storage or
retrieval system of any nature nor should the materials be disclosed to third parties without the prior express
written authorization of Satyam Computer Services Ltd.

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REVISION HISTORY

Versio Change Author Reviewer Published Sections Description of

n No. Ref No. Date Changed changes
1.0 Narasimha. Jan 10,2009 Created Base Document
Pola

Approvals
This document will be approved by following people. The signed approval forms are filed
in the Project Control Book.

Name Function Version Date of Signature

No approval

Narasimha. Pola Author

Venkata Putigampu First review

Second Review

Satya Mohan Authorized By

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TABLE OF CONTENTS

1. Overview.....................................................................................................................5
2. Actors/User Roles.....................................................................................................5
3. Business Process and Requirements....................................................................5
Processing of PO/Receipt Based Invoices..................................................................5
3.1 Suppliers Defining Process (P01-AP01)........................................................................6
3.1.1 Process Flow:.....................................................................................................6
3.1.2 Process Requirements:......................................................................................6
3.2 Supplier Bank Account Creation (P01-AP02)...........................................................8
3.2.1 Process Flow:.....................................................................................................8
3.2.2 Process Requirements:......................................................................................8
3.3 Supplier Bank Account Amendment (P01-AP03)....................................................9
3.3.1 Process Flow:.....................................................................................................9
3.3.2 Process Requirements:....................................................................................10
3.4 Internal Bank Account Creation (P01-AP04).........................................................11
3.4.1 Process Flow:...................................................................................................11
3.4.2 Process Requirements:....................................................................................11
3.5 Internal Bank Account Amendment (P01-AP05)...................................................12
3.5.1 Process Flow:...................................................................................................12
3.5.2 Process Requirements:....................................................................................12
3.6 Disabling Internal Bank Account Amendment (P01-AP06)....................................13
3.6.1 Process Flow:...................................................................................................13
3.6.2 Process Requirements:....................................................................................13
3.7 PO/Receipt Matched Invoice Creation Process (P01-AP07)..................................14
3.7.1 Process Flow:...................................................................................................14
3.7.2 Process Requirements:....................................................................................14
3.8 Invoice Creation Process –for Non-PO based invoices (P01-AP08).......................16
3.8.1 Process Flow:...................................................................................................16
3.8.2 Process Requirements:....................................................................................16
3.9 Recurring Invoice Creation (P01-AP09).................................................................18
3.9.1 Process Flow:...................................................................................................18
3.9.2 Process Requirements:.........................................................................................18
3.10 Prepayment Invoices (P01-AP10).......................................................................19
3.10.1 Process Flow:................................................................................................19
3.10.2 Process Requirements:.................................................................................19
3.11 Employee Claims Processing (P01-AP11)...........................................................21
3.11.1 Process Flow:................................................................................................21
3.11.2 Process Requirements:.................................................................................21
3.12 Quick Payment Process (P01-AP12)...................................................................22
3.12.1 Process Flow:................................................................................................22
3.12.2 Process Requirements:.................................................................................22
3.13 Manual Payment Process (P01-AP13).................................................................24
3.13.2 Process Requirements:.................................................................................24
3.14 Batch Payment Process (P01-AP14)....................................................................25
3.15 Mass Addition Create Process (P01-AP15).........................................................27
3.16 Period End Process (P01-AP16)...........................................................................28

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3.16.2 Process Requirements:.................................................................................29

4.1 SLA..........................................................................................................................30
As per contract...............................................................................................................30
4.2 Performance Requirements...................................................................................30
As per contract...............................................................................................................30
4.3 Growth Consideration............................................................................................30
As per contract...............................................................................................................30
4.4 Time Zones.............................................................................................................30
As per contract...............................................................................................................30
4.5 Batch Windows.......................................................................................................30
As per contract...............................................................................................................30
4.6 Transaction volumes..............................................................................................30
As per contract...............................................................................................................30
4. Report requirements...............................................................................................30
5. Interface Requirements..........................................................................................30
6. System Retention Requirements..........................................................................30
As per contract...............................................................................................................30
7. Assumptions and Constraints...............................................................................30
8. Open Issues/Action Points....................................................................................30
9. APPENDICES..........................................................................................................31
10.1 References...........................................................................................................31
10.2 Annexure.............................................................................................................31
Annexure Title..................................................................................................................31
Requirement Ids...............................................................................................................31
10. Key Stakeholders for Requirements Sign-off.....................................................31

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1. Overview

The business processes outlined in this document covers the financial flows and
scenarios of Accounts Payable maintained by the financial department of BMI. The
requirements related to Organization Structure, Relevant business processes as reflected
in the various sub-systems, Accounting and reporting requirements.

2. Actors/User Roles
1. Key User
2. Superviser
3. Super User

3. Business Process and Requirements

The following processes have been identified in the General ledger business portfolio:

P01-GL General Ledger

P01-AP01 Suppliers Creation

P01-AP02 Suppliers Bank Account Creation Process

P01-AP03 Suppliers Bank Account Amendment Process
P01-AP04 Internal Bank Account creation Process
P01-AP05 Internal Bank Account Amendments
P01-AP06 Disabling Internal Bank Account s
P01-AP07
Processing of PO/Receipt Based Invoices

P01-AP08 Invoice Creation Process-For Non-PO Based

invoices
P01-AP09 Debit Memo\Credit Memo Creation
P01-AP10 Recurring invoices Creation Process
P01-AP11 Prepayment Invoices(Advance/On account
Payments) Creation Process
P01-AP12 Employee claims Processing
P01-AP13 Quick Payment Process
P01-AP14 Manual Payment Process
P01-AP15 Batch payment Process
P01-AP16 Mass Addition Create Process
P01-AP17 Period End Process

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3.1 Suppliers Defining Process (P01-AP01)

3.1.1 Process Flow:

3.1.2 Process Requirements:

The following high level business requirements have been identified to make the above
process operational. These processes will be fulfilled by Oracle EBS application. The
requirements will be supported by detailed functional specifications that will define data
segments and validations with respect to the basic application.

Process Step Req Business

ID Requirement
R01 Receipt of Vendor opening Form by Administrative Department R01.1

Verify whether Vendor Exists R02.1

R02

R03 Create the Vendor Master (Classification, Type, Payment

Terms, Matching Level etc.,)

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Process Step Req Business

ID Requirement
R04 Supplier Sites Creation Process

R05 Verify whether the Supplier Master info is correct (like

Classification, Matching Level etc)

Suppliers Site Creation Process

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Process Process Step Req Business

Step ID ID Requirement
R01 Details of Vendors info. specific to the Organization R01.1

R02 Request to create Vendors R02.1

R03 Run Suppliers Report/Suppliers Audit Report to check

whether the Supplier Site is already existing or not

R04 Supplier Site exists? No/Yes

R05 Supplier Site exists? No

Enter the Vendor Site Details applicable

R06 Yes, New Site for specific transactions

3.2 Supplier Bank Account Creation (P01-AP02)

3.2.1 Process Flow:

3.2.2 Process Requirements:

The following high level business requirements have been identified to make the above
process operational. These processes will be fulfilled by Oracle EBS application. The
requirements will be supported by detailed functional specifications that will define data
segments and validations with respect to the basic application.

Process Process Step Req ID Business Requirement

Step ID
R01 R01.1

R02 R02.1

R03 R03.1

R04 R04.1

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Process Process Step Req ID Business Requirement

Step ID
R05 R05.1

R05.2

R05.3

R06 save R06.1

3.3 Supplier Bank Account Amendment (P01-AP03)

3.3.1 Process Flow:

3.3.2 Process Requirements:

The following high level business requirements have been identified to make the above
process operational. These processes will be fulfilled by Oracle EBS application. The

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requirements will be supported by detailed functional specifications that will define data
segments and validations with respect to the basic application.

Process Step Process Req Business Requirement

ID Step ID
R01 Request to R01.1
change
Supplier Bank
Account
details
Payables R01.2
Department

R02 Amend the R02.1

details/ put an
end date to
the bank
account
R03 Run Bank R03. 1
Account
Listing to
verify the
details

3.4 Internal Bank Account Creation (P01-AP04)

3.4.1 Process Flow:

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3.4.2 Process Requirements:

The following high level business requirements have been identified to make the above
process operational. These processes will be fulfilled by Oracle EBS application. The
requirements will be supported by detailed functional specifications that will define data
segments and validations with respect to the basic application.

Process Process Step Req ID Business Requirement

Step ID
R01 Need R01.1 Identify the need to define a Internal Bank

R02 Request to create R02.1

Internal Bank
Account
R03 Payables R02.2
Department
R04 Verify for Duplicate R02.3
Bank Account
R05 Create New Bank R03.1
Account
R06 Run Bank Account R03.2
Listing to verify the
details

3.5 Internal Bank Account Amendment (P01-AP05)

3.5.1 Process Flow:

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3.5.2 Process Requirements:

The following high level business requirements have been identified to make the above
process operational. These processes will be fulfilled by Oracle EBS application. The
requirements will be supported by detailed functional specifications that will define data
segments and validations with respect to the basic application.

Process Process Step Req ID Business Requirement

Step ID
R01 Need R01.1

R02 Request to change R02.1

Bank Account
details
Payables R02.2
R03 Department
R04 Make necessary R02.3 journal Review the journal (make changes if any)
changes to the
bank account
details
R05 Run Bank Account R02.4
Listing to verify the
details

3.6 Disabling Internal Bank Account Amendment (P01-AP06)

3.6.1 Process Flow:

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3.6.2 Process Requirements:

The following high level business requirements have been identified to make the above
process operational. These processes will be fulfilled by Oracle EBS application. The
requirements will be supported by detailed functional specifications that will define data
segments and validations with respect to the basic application.
Process Process Step Req ID Business Requirement
Step ID
R01 Need R01.1

R02 Request to change R02.1

Bank Account
details
R03 Payables R02.2
Department
R04 Put end date to the R02.3
bank account
R05 Run Bank Account R02.4
Listing to verify the
details

3.7 PO/Receipt Matched Invoice Creation Process (P01-AP07)

3.7.1 Process Flow:

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3.7.2 Process Requirements:

The following high level business requirements have been identified to make the above
process operational. These processes will be fulfilled by Oracle EBS application. The
requirements will be supported by detailed functional specifications that will define data
segments and validations with respect to the basic application.
Process Process Step Req ID Business Requirement
Step ID
R01 Recording of R01.1
Receipt of goods
R02 Schedule Pay on R02.1
Receipt Auto
Invoice program
ERS invoices are R02.2
R03 created
automatically
R04 Physical Invoices R02.3
are received by
Payables
Department
R05 Find the invoice R02.4
from Invoice work
bench
R06 Invoice builds the
Distribution based
on Receipt
R07 Are there any
Holds on Invoice?
R08 Intimate the
Supplier about the
Variations through
raising a debit
memo
R09 Validate the Invoice
and Create
Accounting for the
Invoice
R10 Invoice Validated
and accounted
automatically

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3.8 Invoice Creation Process –for Non-PO based invoices (P01-

AP08)
3.8.1 Process Flow:

3.8.2 Process Requirements:

The following high level business requirements have been identified to make the above
process operational. These processes will be fulfilled by Oracle EBS application. The
requirements will be supported by detailed functional specifications that will define data
segments and validations with respect to the basic application.
Process Process Step Req ID Business Requirement
Step ID
R01 Recording of R01.1
Invoices
R02 Approval is taken R02.1
from the concerned
department
Authorized
Signatory
Enter invoices R02.2
R03 automatically
R04 Supplier & Site R02.3
existing?

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Process Process Step Req ID Business Requirement

Step ID
R05 Find the invoice R02.4
from Invoice work
bench
R06 No: Create Supplier
/ Site
R07 Yes: Give Invoice
Distributions
R08
Are there any
Holds on Invoice?
R09 Yes, Intimate the
Supplier about the
Variations through
raising a debit
memo
R10 No: Validate the
Invoice and Create
Accounting for the
Invoice
R11 Invoice is
Accounted and can
be paid as per the
schedule

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3.9 Recurring Invoice Creation (P01-AP09)

3.9.1 Process Flow:

3.9.2 Process Requirements:

The following high level business requirements have been identified to make the above
process operational. These processes will be fulfilled by Oracle EBS application. The
requirements will be supported by detailed functional specifications that will define data
segments and validations with respect to the basic application.

Process Process Step Req ID Business Requirement

Step ID
R01 Recurring invoices R01.1
to be created on
periodic basis
R02 Payables R02.1
Department
R03 A Special calendar R03.1
to be created with
the payment terms
as per the contract
R04 Recurring Invoice R04.1
template would be
created along with
the full distribution

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Process Process Step Req ID Business Requirement

Step ID
set details
R05 In the Recurring R05.1
Invoice window,
click on create
invoices giving the
number of invoices
to be created

3.10 Prepayment Invoices (P01-AP10)

3.10.1 Process Flow:

3.10.2 Process Requirements:

The following high level business requirements have been identified to make the above
process operational. These processes will be fulfilled by Oracle EBS application. The
requirements will be supported by detailed functional specifications that will define data
segments and validations with respect to the basic application.

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Process Process Step Req ID Business Requirement

Step ID
R01 Supplier Invoices R01.1
for Prepayments
R02 Payable R02.1
Department
R03 Inform Supplier R03.1
about the terms
and no prepayment
is processed
R04 Is PO Approved R03.2
and Prepayment is
as per PO terms?
R05 Select the invoice R03.3
type as
Prepayment and
enter the invoice
details
R06 Validate the invoice R03.4
and the status
changes to
“Unpaid”
R07 Payment of R03.5
Prepayment
Invoice
R08 Inform Supplier R04.1
about the terms
and no prepayment
is processed

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3.11 Employee Claims Processing (P01-AP11)

3.11.1 Process Flow:

3.11.2 Process Requirements:

The following high level business requirements have been identified to make the above
process operational. These processes will be fulfilled by Oracle EBS application. The
requirements will be supported by detailed functional specifications that will define data
segments and validations with respect to the basic application.

Process Process Step Req ID Business Requirement

Step ID
R01 Employee Claims R01.1
are ready for
processing with
necessary
approvals
R02 Payables R02.1
Department
R03 All the foreign R02.2
currency expenses
to be converted to
the currency in
which payment to
be made/ Advance
is taken
R04 Expense report R02.3
template will be
used to account
expenses under set
categories

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Process Process Step Req ID Business Requirement

Step ID
R05 Run Expense R02.4
Report Export
Program to create
invoices
automatically

3.12 Quick Payment Process (P01-AP12)

3.12.1 Process Flow:

3.12.2 Process Requirements:

The following high level business requirements have been identified to make the above
process operational. These processes will be fulfilled by Oracle EBS application. The
requirements will be supported by detailed functional specifications that will define data
segments and validations with respect to the basic application.

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Process Process Step Req ID Business Requirement

Step ID
R01 Validated and R01.1
Accounted Invoices
for Payment
R02 Payables R02.1
Department
R03 Initiate Quick R02.2
Payment
R04 Select Invoices for R02.3
Payment from
Invoice workbench
R05 Select the Bank
Details and
Document details
like Cheque Series
etc

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3.13 Manual Payment Process (P01-AP13)

3.13.2 Process Requirements:

The following high level business requirements have been identified to make the above
process operational. These processes will be fulfilled by Oracle EBS application. The
requirements will be supported by detailed functional specifications that will define data
segments and validations with respect to the basic application.

Process Process Step Req ID Business Requirement

Step ID
R01 Payments made R01.1
out of Oracle
system
R02 Payables R02.1
Department
R03 Initiate Manual R02.2
Payment
R04 R02.3
Select Invoices to
be adjusted for this
payment

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Process Process Step Req ID Business Requirement

Step ID
R05 Invoices are set to
paid status in
Oracle

3.14 Batch Payment Process (P01-AP14)

3.14.2 Process Requirements:

The following high level business requirements have been identified to make the above
process operational. These processes will be fulfilled by Oracle EBS application. The
requirements will be supported by detailed functional specifications that will define data
segments and validations with respect to the basic application.

Process Process Step Req ID Business Requirement

Step ID
R01 Validate and R01.1
Account Invoices
for Payment
R02 Payables R02.1
Department
R03 Initiate Payment R02.2
Process Payment
R04 Review R02.3

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Process Process Step Req ID Business Requirement

Step ID

Preliminary
Payment register
R05 Adjustments to
invoices selected if
any
R06
Format Payment
Batch
R07 Create Payment
Instructions
R08 Final Payment
Register & Payable
Documents

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3.15 Mass Addition Create Process (P01-AP15)

3.15.2 Process Requirements:

The following high level business requirements have been identified to make the above
process operational. These processes will be fulfilled by Oracle EBS application. The
requirements will be supported by detailed functional specifications that will define data
segments and validations with respect to the basic application.
Process Process Step Req ID Business Requirement
Step ID
R01 Supplier invoices R01.1

R02 Payables R02.1

Department
R03 Enter supplier R02.2
invoice and perform
matching
R04 Tolerance within R02.3
Limits
R05 Inform Supplier
about variation &
get revised invoice
R06
Validate Invoice
and process
payment on due

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Process Process Step Req ID Business Requirement

Step ID
date Batch
R07 Run Transfer
Journal Entries to
GL program
R08 Run Mass
Additions Create
program giving
Asset Book
R09 Verify details of
mass additions
transferred by
running Mass
Additions Create
Report
R10 Mass addition
information is
transferred to
Oracle Assets

3.16 Period End Process (P01-AP16)

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3.16.2 Process Requirements:

The following high level business requirements have been identified to make the above
process operational. These processes will be fulfilled by Oracle EBS application. The
requirements will be supported by detailed functional specifications that will define data
segments and validations with respect to the basic application.

Process Process Step Req ID Business Requirement

Step ID
R01 Prior Month end R01.1
Reports
R02 Verify AP R02.1
Transactions
R03 Payables trial R02.2
balance aging
report
R04 If it is ok R02.3
R05 No
Adjust AP
transaction and re
approve
R06 Yes
R07 Transfer to general
Ledger
R08 Reconcile AP to GL
Close ap
Accounting Period

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4.1 SLA
As per contract

4.2 Performance Requirements

As per contract

4.3 Growth Consideration

As per contract

4.4 Time Zones

As per contract

4.5 Batch Windows

As per contract

4.6 Transaction volumes

As per contract

4. Report requirements
All the standard reports available in GL and any request for reports from user will be
handled after CRP1.

5. Interface Requirements
The following interfaces are been used in Oracle GL Module
 Temenos to Oracle GL Daily transaction Interface (Inbound)
 Daily exchange rate information from T24 to Oracle GL (Inbound)
 Supplier payment details from Oracle AP to T24 for making the payments(Outbound)
 GL Account code combinations information from Oracle GL to Hyperion (outbound)
 Finalized budget Information from Hyperion to Oracle GL (Inbound)

6. System Retention Requirements

As per contract

7. Assumptions and Constraints

Foreign Currency rates: It is assumed that the foreign currency rates are to be interfaced from
Temenos. The procedure is yet to be decided.

8. Open Issues/Action Points

Action Point Scheduled Completion Remarks

Srl.# Responsibility Status
Date Date

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Venkat to To be
1 Chart of Accounts
have a reviewed
Structure yet to be
discussion
finalized and attached
with BMI
Finance
Team
Discussion To be
2 Integration procedures
forum yet to discussed
(inter/intra company decide on
transactions, budgets & the
foreign currency rates) integration
procedures
Venkat yet
3 Daily balance sheets
to confirm
on the daily
balance
sheets

9. APPENDICES

10.1 References

10.2 Annexure

Annexure Title Requirement

Ids

10. Key Stakeholders for Requirements Sign-off

S. No Name Signature Date

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------------------End of the document-----------------

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