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Functional Specifications Document

Financial Management Invoice Splitting for Retention Money Specification Number: FIN_AP_FUE_001

Version: 01 Date: 27-Sep-07


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Document Information
Document Number Title Document Purpose Key Words Document Status Contact for Enquiries FIN_AP_FUE_001
Invoice splitting for Retention Money To split Retention Money component at the time of Invoice Verification LIV / Retention Money In Progress Ramanathan

Document Change Control : Release 00 01 Description Invoice Splitting Invoice Splitting Created by John Fernandes Ramanathan Date 27 Sep 2007 29 Sep 2007 Reviewed by Date Approved by Date


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Functional specification
Version: 01 Specification No : FIN_AP_FUE_001
(To be filled by Technical Department)

Issue Date (dd/mm/yyyy):
In Preparation Approved

Review Released

Revision History
Version 01 Date 29/09/2007 Description of changes Updating of SAP solutions

Responsible For concept <Name of Business Owner> For Implementation: John Fernandes
Project Companies

Section I: Justification
Area ( Module): Requested by: Brief description: Program type: (select the check box) FI Accounts Payable Date (dd/mm/yyyy): 27/09/2007

Project Companies / John Fernandes Upon invoice posting, amount is to be split based on payment terms. Split amount need to be posted to different reconciliation account Conversion Form Modification ALE/ IDOC Batch Interface Enhancement Unknown Online Interface Extension Others Report Dialog BAPI

Application Development ALV Others Enhancement of existing LIV feature Medium/recommended Low/optional

Charateristics Priority: Only for Interfaces: Type of interface: Direction of interface: Frequency:

Drill Down High/mandatory

Real-Time Inbound Daily Biweekly

Batch Outbound Weekly Other:       Both Monthly


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Only for Reports: 1. The report will be created via: Report Painter ABAP Program 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 Drill-down Entry files Report Writer Info System Pushbuttons Others:       Sort ABAP Query

Sign off – Functional Specification
Prepared By Date Team Lead Date ___/10/2007 Approved Integration Manager Approved by Project Management Team (in case of Application development ) Received Team Lead/ Lead Consultant Date                     /  /     John Fernandes ___/10/2007 Mr.Thandaveswaran Lead Consultant Date Ramanathan / Chandramouli __/10/2007   /  /       /  /     Comments

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      


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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 override 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”

• •


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Process Logic : The detailed Process Logic is given in Annexure
<Name of Core Team Member>

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


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Procession Logic:

Error Handling Requirements: <Describe who should be intimated or what should be the system response in case of an error>

SAP Input Screen (Data Mapping)
Transaction: Screen number       R/3 Screen field name Legacy field Remarks

Tables involved:      

Consistency checks that must be done:
Item 1. 2. Screen Field             Description            

Tables involved:            


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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



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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.


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Test Case and Test Related Result specification
Format No/ Rev: _____________

Number: Test Cases (with expected results)
Invoice Amount: Rs 10,000 Retention money: 5% Expected Results:

Prepared on

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: Developer name: Team Members (Functional)             Test date:   /  /    


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
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Names and Signatures
_______________________________________________________________________________________ Team Lead

_______________________________________________________________________________________ Lead Consultant


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