Functional Specification Document

Business Requirement

To develop an Upload program for uploading the Open Purchase Requisition from the legacy system through excel
file.

Functional Description

Functional Module to be used – BAPI_REQUISITION_CREATE

Conversion program should create single Contract for same value in our Reference field, with multiple line items, where ever
necessary.

Transaction Volume

Approximately 1,00,000 records will be uploaded

Frequency & Timing

One time activity during Go-live.

Dependencies
Organizational Elements:

 Company code
 Purchase Org
 Plant
 Purchase group

Master Data:
 Vendor Master
 Material Master
 Tax codes

Authorization Objects

 Purchase Organization
 Purchase Group
 Plant

Field Mappings from FM

Data
FM Node FM Field Description Data Type Control
Length
Item number of purchase
PREQ_ITEM NUMC 5 M
requisition
Purchase Requisition Document
DOC_TYPE CHAR 4 M
Type
REQUISITION_ITEMS

PUR_GROUP Purchasing Group CHAR 3 M

PREQ_NAME Name of requisitioner/requester CHAR 12 M
PREQ_DATE Requisition (request) date DATS 8 O
SHORT_TEXT Short Text CHAR 40 M
MATERIAL Material Number (18 Characters) CHAR 18 O
PLANT Plant CHAR 4 M
STORE_LOC Storage location CHAR 4 O
TRACKINGNO Requirement Tracking Number CHAR 10 O
MAT_GRP Material Group CHAR 9 O
QUANTITY Purchase requisition quantity QUAN 13 M
 Purchase requisition unit of
UNIT UNIT 3 M
measure
DELIV_DATE Item delivery date DATS 8 M
Item category in purchasing
ITEM_CAT CHAR 1 O
document
ACCTASSCAT Account Assignment Category CHAR 1 O
GR_IND Goods Receipt Indicator CHAR 1 O
GR_NON_VAL Goods Receipt, Non-Valuated CHAR 1 O
IR_IND Invoice receipt indicator CHAR 1 O
DES_VENDOR Desired Vendor CHAR 10 M
FIXED_VEND Fixed vendor CHAR 10 O
PURCH_ORG Purchasing organization CHAR 4 M
PCKG_NO Package number NUMC 10 O
FUNDS_CTR Funds Center CHAR 16 O
           
Item number of purchase
PREQ_ITEM NUMC 5 O
requisition
Serial number for PReq account
SERIAL_NO NUMC 2 O
assignment segment
REQUISITION_ACCOUNT_ASSIGNMENT

G_L_ACCT G/L Account Number CHAR 10 O

COST_CTR Cost Center CHAR 10 O
ASSET_NO Main Asset Number CHAR 12 O
SUB_NUMBER Asset Subnumber CHAR 4 O
CO_AREA Controlling Area CHAR 4 O
PROFIT_CTR Profit Center CHAR 10 O
Work Breakdown Structure
WBS_ELEM NUMC 8 O
Element (WBS Element)
Network Number for Account
NETWORK CHAR 12 O
Assignment
FUNDS_CTR Funds Center CHAR 16 O
FUNC_AREA Functional Area CHAR 4 O
CURRENCY Currency Key CUKY 5 O
Work breakdown structure
WBS_ELEM_E CHAR 24 O
element (WBS element)
           
PCKG_NO Package number NUMC 10 O
LINE_NO Internal line number NUMC 10 O
EXT_LINE Line Number NUMC 10 O
REQUISITION_SERVICES

SUBPCKG_NO Subpackage number NUMC 10 O

SERVICE Activity Number CHAR 18 O
SERV_TYPE Short Description of Service Type CHAR 3 O
QUANTITY Quantity with Sign QUAN 13 O
BASE_UOM Base Unit of Measure UNIT 3 O
GR_PRICE Gross price DEC 23 O
TAX_CODE Tax on sales/purchases code CHAR 2 O
MATL_GROUP Material Group CHAR 9 O
NET_VALUE Net value DEC 23 O
           
PCKG_NO Package number NUMC 10 O
N_SRV_ACC
REQUISITIO
ASS_VALUE

LINE_NO Line Number NUMC 10 O

SERNO_LINE Seq. Number of Acc. Assignment NUMC 2 O
Specification: Service Line
 Percentage for Account
PERCENTAGE DEC 4 O
Assignment Value Distribution
Sequential Number of Account
SERIAL_NO NUMC 2 O
Assignment
QUANTITY Quantity with Sign QUAN 13 O
NET_VALUE Net Value of Item CURR 11 O

Note

1. PR number to be generated by the system

2. PR will be created with open quantity of Legacy system
3. PR to be created as per existing release strategy logic in SAP
4. Mandatory fields are marked as ‘M’ which are mandatory in all the businesses. Remaining fields are optional
entries. (Depends on business these optional fields values will be maintained in Template)

Reporting

1. Provide Log of uploaded PR’s, at the end of uploading with message success / failure.
2. Provision to preserve (store) the upload file and log is required.

Approach

1. To check the uploaded PR’s: ME5N, ME5M, ME5L transaction codes can be used

Metrics
Based on Contract number, Material no, Vendor no, Document type, Plant, Purchase Organization, item category, account
assignment category reconciliation of records can be done.
Error Handling

If there is an error in any one-line item associated with one value of Our Ref column, system should stop creating the Contract
for that Our Reference value and proceed to the next Our Reference value in the Input file.

At the end of the upload, system should provide the log as per below format

Success or Error If Success, SAP SAP Line Item

OUR REF Line-Item No.
Message Contract number Number

Provision to reprocess the error records without duplication should be enabled

Test Cases

Scenari
Input Selection Criteria Expected Result
o
1. Check whether all the records are uploaded or
not with corresponding values.
1 Upload list of open PR‘s
2. Make sure that all line items of corresponding
PR’s are updating correctly or not
1. List of Wrong records message should be
Maintain some records
shown.
2 wrongly in excel file and
upload
2. Log should be shown with successfully
uploaded records
3 Correct the wrong records The corrected records to be uploaded successfully
 and reupload
Should generate error log & should have provision to
4
Error log upload error records again without duplication
Provision to store the upload file and error log is
5
Store upload file & logs required