Invoice Splitting for Retention Money

Document Purpose:

To split Retention Money component at the time of Invoice Verification

SAP ABAP_Functional Document

PROJECT SHIELD

Functional Specifications Document

Financial Management

Invoice Splitting for Retention Money

Specification Number: FIN_AP_FUE_001

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 <Name of Business Owner> 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	Conversion Batch Interface Online Interface Report
the check box)	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:	Real-Time Batch
Direction of interface:	Inbound Outbound Both
Frequency:	Daily Weekly Monthly
	Biweekly Other:
Only for Reports: The report will be created via:   Requested characteristics:   Praposed execution is online/background Any Authority checks are required   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)

• 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.
• Integrative
• Prerequisites/ master data
• Processes, process-steps and flows
• Other Business related requirements
• Reporting
• User Interface
• Others
• Other requirements
• Data security requirements
• Performance requirements
• Environmental requirements
• Architectural requirements
• 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
<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
Validation:
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

 

Online

Table Involved

Consistency checks that must be done:

Item ScreenField Description
1.
2.

 

Forms

Table 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: File(s) used for test (optional): 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. 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