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 : |
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Release |
Description |
Created by |
Date |
Reviewed by |
Date |
Approved by |
Date |
00 |
Invoice Splitting |
John Fernandes |
27 Sep |
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01 |
Invoice Splitting |
Ramanathan |
29 Sep |
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Functional specification |
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Version: 01 (To be filled by Technical Department) |
Issue Date (dd/mm/yyyy): |
27/09/2007 |
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In Preparation Review |
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Revision History |
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Version |
Date |
Description of changes |
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01 |
29/09/2007 |
Updating of SAP solutions |
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Responsible |
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For concept <Name of Business Owner> |
For Implementation: |
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Section I: Justification |
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Area ( Module): |
FI |
Accounts Payable |
Date (dd/mm/yyyy): |
27/09/2007 |
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Requested by: |
Project Companies / John Fernandes |
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Brief description: |
Upon invoice posting, amount is to be split based on payment terms. Split amount need to be posted to different reconciliation account |
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Program type: (select |
Conversion Batch Interface Online Interface Report |
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the check box) |
Form Enhancement Extension Dialog |
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Modification Unknown Others BAPI |
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ALE/ IDOC Application Development |
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Charateristics |
Drill Down ALV Others Enhancement of existing LIV feature |
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Priority: |
High/mandatory Medium/recommended Low/optional |
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Only for Interfaces: |
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Type of interface: |
Real-Time Batch |
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Direction of interface: |
Inbound Outbound Both |
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Frequency: |
Daily Weekly Monthly |
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Biweekly Other: |
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Only for Reports:
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Report Painter |
Report Writer |
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ABAP Query |
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ABAP Program |
Info System |
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Drill-down |
Pushbuttons |
Sort |
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Entry files |
Others: |
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Sign off – Functional Specification |
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Prepared By Date |
John Fernandes /10/2007 |
Comments |
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Team Lead Date |
Mr.Thandaveswaran
/10/2007 |
Lead Consultant Date |
Ramanathan / Chandramouli /10/2007 |
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Approved Integration Manager |
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Approved by Project Management Team |
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(in case of Application development) |
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Received Team Lead/ Lead Consultant Date |
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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 |
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<Name of Core Team Member> |
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For Conversion |
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Tables involved: |
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For Reports |
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Input Fields |
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Desired output |
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Tables Involved |
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For Workflow |
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Flow Chart |
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Level and Person involved |
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For Interface : Not Applicable |
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Fields Required From Source System: |
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Field Description |
Field Name in Source System |
Data Type |
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Fields Required From Traget System: |
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Field Description |
Field Name in Target System |
Data Type |
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Data Mapping: |
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Field Name in Source System |
Field Name in Target System |
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Validation: |
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Procession Logic: |
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Error Handling Requirements: <Describe who should be intimated or what should be the system response in case of an error> |
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SAP Input Screen (Data Mapping) |
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Transaction: |
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Screen number |
R/3 Screen field name |
Legacy field |
Remarks |
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Online |
Table Involved |
Consistency checks that must be done:
Item ScreenField Description |
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1. |
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2. |
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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 |
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Number: |
Prepared on |
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Test Cases (with expected results) |
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Invoice Amount: Rs 10,000 |
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Retention money: 5% |
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Expected Results: Normal Recon Account: Rs 9,500, Recon Account for Retention: 500 |
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Applicable TDS and other taxes to be considered |
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Section I: Unit Testing |
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Program name: |
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Test date: |
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Developer name: |
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Team Members (Functional) |
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Responsible functional team member for testing:
Note: If the program is OK just sign the form. If necessary include some comments in the appropriate section.
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Sign off after testing |
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Team Lead Date |
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Lead Consultant Date |
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Sign-Off and Acceptance of developed object
Names and Signatures
Team Lead
Lead Consultant