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Functional Specification for Interface Programs
FUNCTIONAL SPECIFICATION FOR INTERFACE PROGRAMS
Version Control
Date Author Version Change Description
08/01/2001 Jeff Fesler 1.0 Create Document
04/30/02 Sathish Jayakumar 1.1 Updating DFS
01/03/03 Sathish Jayakumar 1.2 DFS Changes01/07/03 Sathish Jayakumar 1.3 Changes in Text field
population
2/4/03 Jeff Fesler 1.4 Change to assign Pmt Terms
and to put legacy invoice # in
Reference field
1/29/2004 Jeff Fesler 1.5 Change to Fund crosswalk,
CC/IO retrieval, FL
assignment for Refund of
Exps, and new dunning are
logic
Interface Requirement Description
Interface files inbound to SAP from Department of Transportation legacy systems such as MORIS andAPRAS. Purpose of such files is to post invoices DOT has issued to SAP Accounts Receivable records.
Interface will be permanent as the agency systems are not in scope for Imagine PA. Current filenames
involved in this interface process include:
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Approval Details
Functional Area (Required)
FI – AR Date(Required)
08/01/2001
Author (Required)
Jeff Fesler FunctionalPeer Review(Required)
Joe Lawruk
Functional Approval(Required)
Technical Acceptance(Required)
Name Interface into SAP-DOT legacy system invoices
Type Inbound
Priority High
Phase/Wave Wave 3
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Functional Specification for Interface Programs
FMIS-I04FMIS-I10
FMIS-I12
FMIS-I21FMIS-I27
FMIS-I28
These invoices will be created in AR using the “Enter Outgoing Invoices” transaction FB70. Printing of these invoices by SAP is not needed. The SAP invoices created must contain the externally assigned
document (invoice) numbers. Each invoice must be crosswalked to the applicable SAP GL account and
cost object. The specific doc-type to employ for these externally assigned invoice interfaces remains to be determined.
Source of the Interface
Department of Transportation agency systems.
Recipient of the Interface
SAP Accounts Receivable module. (SAP FI transaction FB70)
Data Element Mapping Rules
Data mapping considerations for FB70 transaction:
SAP Field Legacy File Field Comments
Customer SDDH-RECEIVE-CODE Please see Data Conversion
rules
Name1 SDDV-DEBTOR-NAME If Customer is ‘ONETIME’
Name3 SDDV-DEBTOR-STREET2 If Customer is ‘ONETIME’
Name4 SDDV-DOT-CTY-CODE If Customer is ‘ONETIME’
Street SDDV-DEBTOR-STREET1 If Customer is ‘ONETIME’
City SDDV-DEBTOR-CITY If Customer is ‘ONETIME’
Postal Code SDDV-DEBTOR-ZIP If Customer is ‘ONETIME’Note: DOT passes as 9 digits,
program needs to map this to
the SAP 10 digit format.
Country Hardcode ‘US’ If Customer is ‘ONETIME’
Region SDDV-DEBTOR-ST If Customer is ‘ONETIME’
Invoice Date SDDH-TRANS-DATE Invoice Date
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Functional Specification for Interface Programs
Posting Date Current Date(sy-datum) Current Date
Document Type Hard code ‘DX’ Externally Created.Reference SDDH-RECEIVE-NO Invoice Number
Amount SDDH-DOC-TOTAL-AMT Transaction Amount
Currency Always ‘USD’. Currency
Calculate Tax Leave blank. Leave blank.
Tax Amount Leave blank. Leave blank.
MWXKZ Always ‘C0’. Tax on sales/purchases code
Text (header) Use SDDH-RECEIVE-CODEto get T053-LANGT
Please see Data Conversionrules
Company Code ‘COPA’. Company Code
GL Account Line Item - Please see Data
Conversion rules:Amount in
doc.curr.
SDLI-LN-ITEM-AMT Transaction Amount
Text (line item) Hardcode ‘Accident Date:’ +
SDDV-ACCIDENT-DATE
Accident Date
Fund Line Item - Please see Data
Conversion rules:
Cost Center Line Item - Please see DataConversion rules:
Internal Order Line Item - Please see DataConversion rules:
Notes (tab) SDDV-ACCIDENT1-TEXT +SDDV-ACCIDENT2-TEXT
Optional texts
Payment Terms See Data Conversion rules
Dunning Area See Data Conversion rules
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Functional Specification for Interface Programs
NOTE: A new Crosswalk table ZFI_T_REVCODECW has to be created through this DFS that would
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Functional Specification for Interface Programs
map the Short revenue code to the Long revenue code. This table would have 3 fields as listed here.
1. MANDT – Client
2. Short Revenue Code – 3 characters in length
3. Revenue Code – 15 characters in length.
File Format of the Input file:
Appl_Layout_.xls
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Functional Specification for Interface Programs
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Functional Specification for Interface Programs
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Functional Specification for Interface Programs
If the Customer is a one time customer,
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Functional Specification for Interface Programs
Data Element Conversion Rules
Conversion Logic to retrieve Customer Number:
If SDDH-RECEIVE-CODE <> ‘39’ or ’30’ or ‘40‘, hardcode Customer Number to ‘ONETIME’.Else if SDDH-RECEIVE-CODE = ‘30’, Append ‘78’ and the first 6 digits of SDDH-RECEIVE-NO to
get the SAP Customer Number.
Else if SDDH-RECEIVE-CODE = ‘40’, Append ‘7800’ and the first 4 digits of SDDH-RECEIVE-NO toget the SAP Customer Number.
Else if SDDH-RECEIVE-CODE = ‘39’, Append ‘79’ and the first 6 digits of SDDH-RECEIVE-NO to
get the SAP Customer Number.
Conversion Logic to retrieve GL Account:
Use the SDDH-SHORT-REV-CODE and map it to the Short revenue code in table
ZFI_T_REVCODECW (to be created as part of this DFS) and get the Long Revenue code. If positions
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Functional Specification for Interface Programs
4, 5, 6 of long revenue code are not = 790, 910, or 920 then split this Long Revenue code into 5
fields of 3 characters each and map them to fields ZFUND, ZREVCL, ZDEPT, ZAPPN and
ZREVTY in table ZFI_T_REVACCTCW and get the GL Account (HKONT). When positions 4, 5,
6 of the long revenue code = 790, 910, or 920 then get the 5 digit SDLI-OBJ-CODE and map this to
the FMIS object field in table ZFI_T_COAACCTCW to get the GL account.
Conversion Logic to retrieve Fund:
Use the SDDH-SHORT-REV-CODE and map it to the Short revenue code in table
ZFI_T_REVCODECW and get the Long Revenue code. When position 4 of the long revenue code
= 6, 7, 8, or 9 (except if positions 4,5, 6 = 781) then map SDDH-DEPT-CODE, Current fiscal year
and SDLI-PROG-CODE to Department, Fiscal Year and Program Code respectively on table
ZFI_T_FUNDCW to get the Fund. Get the Current fiscal year based on the Current date. When
position 4 of the long revenue code is not = 6, 7, 8, or 9 (and when positions 4, 5, and 6 = 781) then
assign 9999999 plus the first 3 digits of the long revenue as the SAP Fund number. For example if
long revenue code = 010781008785101 then assign 9999999010 as the SAP Fund number.
Conversion Logic to retrieve Cost Center/Internal Order:
Use SDDH-DEPT-CODE, SDLI-ORG-CODE, and SDLI-RPT-UNIT-CODE and map these fields
to Department, Organization, and Cost Function in Crosswalk table ZCO_T_COSTCTRCW to get
the Cost Center/Internal Order.
Conversion Logic to populate the text(header) in the screen: Concatenate ‘7’ and the 2 digit SDDH-RECEIVE-CODE to get a 3 character field. Select single T053-LANGT from table T053 where SPRAS
= ‘E’ and KURZT = this 3 character field. Populate the text(header) with this value – T053-LANGT.
Conversion Logic to populate the invoice Payment Terms field: Based on the Job number (7XX) placed in the text field above assign the applicable payment terms defined below:
Assign terms AR01 if Job number = 701, 702, 711, 712, 713, 714, 715, 716, 717, 718, 729, 730, 731,732, 733, 734, 735, 736, 737, 751, 768, 771, 775, 791, 792, or 793.
Assign terms AR22 if Job Number = 739
Assign terms AR40 if Job Number = 740
Assign terms AR62 if Job Number = 745
Conversion logic for dunning area assignment: Use the Job number calculated in populating the
text header field (7XX) above and map to Billing Job on table ZFI_T_DOT_DUNN to get the
applicable Dunning Area and assign to BSEG-MABER on the customer account line.
Data Volume/Frequency
Data Volume:
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Functional Specification for Interface Programs
Frequency: Daily
Triggering Mechanism/Dependencies
Receipt of the file
User Authorization Requirement
Are there any special requirements on the SAPuserid which will execute/trigger the interface?
None.
Error Handling Procedures
Any errors encountered that cannot be processed should be written to a report for manual
intervention/correction. The program should generate a control report with totals for accuracy check, areport of number of records posted to R/3, number of records rejected with reason codes.
File errors contact Dave Pekich in OB-BMIS.
Data validation errors notify PennDOT Comptroller AR section.
Other Description or Comments
None.
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Functional Specification for Interface Programs
TECHNICAL SPECIFICATIONS
Program Details
Area (R/3 Module) Date
Requested by Phone
Developer Phone
Functional Specs approved by Date
Time Required for thedevelopment
Date
Program name:
Title:
Short Description:
Program type: ( ) Conversion ( ) Interface
Technique: ( ) Batch-Input ( ) Call Transaction ( ) Direct Input( ) IDOC ( ) ALE( ) RFC ( ) CPI-C ( ) BAPI( ) Others: _____________
For Interfaces:
1. Type:2. Direction:3. Frequency:
( ) Real Time ( ) Pseudo-real time ( ) Batch( ) Inbound ( ) Outbound ( ) Both( ) Daily ( ) Weekly ( ) Monthly( ) Other
Priority: ( ) high-mandatory ( ) medium-recommended( ) low-optional
Message Class
Data volume: _____________ records Deadline date: mm/dd/yyyy
Security Requirements
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Functional Specification for Interface Programs
Conversion and Interfaces
Inbound Interface ( ) Outbound Interface ( ) Conversion ( )
Tables involved
StructuresInvolved
Logical File
Physical File (path)
File Layout
Position Field name
Type Length Decimals Description
1. Field 1 C 10 02
2. Field 2 N 08 -
3. Field 3 X 15 03
4. Field 4 X 99 -
5. Field 5 X 99 -
6. Field 6 X 99 -
Conversion Rules
Legacy SAP
Values Field1 Field2 Field3 Field1 Field2 Field3
2.
3.
4.
5.
6.
Testing Strategy
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Functional Specification for Interface Programs
Complex Conversion Rules (if any)
Conversion Mapping Template(Please Fill out the template located in (..\..\Allshare\PMO Templates\Project
Prep_BluePrint Templates\ConversionMapping.xls)
Design of desired screen (select options):
Selection Screen
Field name Field Reference
SelectionParameters
Required Default From Default To
Field 1
Field 2
Field 3
Field 4
Field 5
Design of desired screen (Parameters) and others:
Field name Field Reference
Parameters Required Default
Field 1
Field 2
Field 3
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Functional Specification for Interface Programs
Field 4
Field 5
Match Code(Search Help) Requiremets
Selection Screen Layout
Conversion and Interface Rules
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Functional Specification for Interface Programs
Vendor Requiements(for third party interfaces only)
Error Handling Procedures
Output Requirements
Operating Instructions(scheduling considerations)
Pseudocode/Program flow
Execution conditions / tasks / access paths
Any Special Programming Techniques
Testing Strategy
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Functional Specification for Interface Programs
Data Transfer Workbench
Project
Subproject Business Obj.
Run Definition
TaskProgram Type Task
TypeProgram
TypeTask Type
ProgramType
Task Type
Table for Conversion/Interface Spec.
VALUES RESPONSIBLEDESCRIPTION
Area (R/3 Module) F Financial AccountingF Fund ManagementF Project SystemsM Materials ManagementM Purchasing
A Asset Mgmt.C ControllingP Human Resources
S WorkflowV Sales & Distribution
Functional
Date Functional Created Date
Requested by Functional Author
Phone Functional Phone number
Developer Technical Programmer
Phone Technical Phone number
Program Name See Dev. Standards Technical
Title Functional Program Title (70 chars)
Short Description Functional To be used in ProgramDocumentation
Program Type X Functional Conversion – one time data load intothe R/3 systemInterface – multiple occurrences of anupdate to the R/3 system or theoutput of a flat file from the R/3system
Technique X Technical Method to be implemented to perform
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Functional Specification for Interface Programs
Table for Conversion/Interface Spec.
VALUES RESPONSIBLEDESCRIPTION
the conversion or interface
For Interfaces X
Priority X Functional All Conversions and Interfacesidentified during the Blue Printwill be considered High
Data Volume nn Functional Number or records expected
Deadline Date 02/01/01 Functional The end of Realization
Technical description Technical Input/Output parameters, ProcessFlow, Messages, Etc… (High Level)
Sections A&B – Conversion and Interface (Inbound/Outbound)
Tables involved Technical R/3 and/or legacy tablesLogical File See Dev. Standards Technical
Physical File See Dev. Standards Technical Path from the R/3 system
Layout file Technical Format of the Physical fileSections A & B – Selection Screen
Field Name Functional Descriptive name for Selection-option or Parameter
Field Reference Functional Table name-Field Name
S/P S or P Functional Selection-option (Range) or Parameter (Single Value)
Required Functional Required entry?
Default From Optional Functional Value to be filled for selection-optionOr parameter
Default To Optional Functional Value to be filled for selection-option
Section C – Conversion Rules
Tables involved Functional R/3 and/or legacy tables
Legacy-Field1…3 Functional Fields in the legacy system whosevalue in R/3 will be different.Multiple fields in the legacy systemMay map to one (or more) R/3 fields
SAP-Field1….3 Functional The field in R/3 where the legacyData is being mapped to
Values Functional Actual data being mapped fromlegacy to R/3. For large amounts,use an Excel spreadsheet and specifydirectory and file name or create alink
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Functional Specification for Interface Programs
Table for Conversion/Interface Spec.
VALUES RESPONSIBLEDESCRIPTION
Section D –Data Transfer Workbench
Project Technical
SubProject Technical
Business Object Technical
Run definition Technical
Task Technical
Program Type Technical
Task Type Technical
Directions for Completing the Conversion/Interface Technical Specification
The functional team member completes their sections in the Conversion/Interface TechnicalSpecification form. Use the table below to identify the responsible team, permissible values,and a description of the field.
If applicable, the functional team completes their section and, to the best of their ability, thetechnical teams section of the Conversion Mapping form.
The functional team member notifies the ABAP team leader the specification is complete.
The ABAP team leader will assign the appropriate technical team member to the specification.
The technical team member will contact the responsible functional team member.
The functional and technical team members will schedule a meeting to complete theConversion Mapping form.
The technical team member will meet with their team lead to complete the technical sections of the specification.
The Conversion Mapping Form
In addition to completing a Technical Specification form for a conversion or inbound interface,a Conversion Mapping form must be completed. This is used to identify the relevant fieldsfrom the legacy system, which will be needed in the R/3 system. The mapping form will alsocontain default values (constants) for the R/3 fields, identify required R/3 fields, and identifyconversion rules that are needed.
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Functional Specification for Interface Programs
The functional team member is responsible for the SAP analysis section of the form. Thetechnical team member is responsible for the Legacy Analysis Strategy section and the LegacySystem Analysis section. However, if the functional team member has the knowledge, he/sheshould try to complete as much information as possible. For the conversion section, the maptype column will not be used. The comments column contains a reference to the conversionrule identified in the Conversion/Interface technical specification form. The functional teammember is responsible for this.
The Conversion Mapping form contained in the specification form is a link to the originaldocument. Copy the conversion mapping form document and use this as the link in thespecification document.
Steps to create a link to the conversion mapping form
Copy the conversion mapping form. Name the new document the same as the specificationform (except HR who is using the infotype for the document name).
Insert -> Object ->
Select Tab Create from file
Browse to find the document created in step 1.
Mark Link to File
Mark Display as Icon
To edit document double click on Icon
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Functional Specification for Interface Programs
Copy of the excel Spread sheet for mapping
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Functional Specification for Interface Programs
UNIT TEST TEMPLATE FOR CONVERSIONS/INTERFACES
Area (R/3Module):
OriginallyRequested by:
Phone:
Developer: Phone:
DevelopmentClient
Dev. Class
Test Client Dev. ClassProgram name:
Test History
Tested By /Date/Time Spent ReviewedBy/Date
ApprovedBy/Date
Approved By/Date
Details of Unit Test
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Functional Specification for Interface Programs
Area (R/3Module):
No. Description Yes No N/A
A Test for Data Validation
A1 Are variables for Selection Criteria declared with reference to DDIC
A2 If variables do not refer to DDIC are converted to the Data element ofMatching Variable
A3 Is Variant used?
A4 Is Ranges Table Maintained for the Selection
A5 Is Data from Database is selected only as per selection criteria
Test For Selection Screen Validation
A6 Check for the availability of Data in DatabaseA7 Key Selection field is declared as Mandatory field
A8 Default Values are populated before screen appears.
Test For Error Messages
A9 Test that if an invalid value is entered in a field, program allows you to re-enter a value in the selection field. (If required an error message is to bedisplayed)
A10f Test that if no records match the selected criteria, a message is printed
Test For Page Breaks
A11 Test at end-of-page break, page header is printed on new page. Make
sure 'NEW-PAGE' is not used in the program(this should be in programstandards)
A12 Test that title header information such as Report Title, Company Name,Program Name, Date, Time, User Id, Page Number, etc. are printed oneach page header, including last page
A13 Test page number is incremented on each page
A14 Test that subtitles are printed on each page break
A15 Test report format after the point of producing a soft page break
A16 Test page breaks are handled correctly if the program runs with adequatedata to produce a report with multiple pages
A17 Test page breaks are handled correctly if the program runs with adequatedata to print maximum number of lines per page
Test For Report Layout
A18 Test the standard report layout have been adhered to
A19 Test that Report Classification specified in the Requirement Catalog isprinted on the bottom of each page, including last page
A20 Test that the report layout is correct and all fields and corresponding field
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Functional Specification for Interface Programs
Area (R/3Module):
descriptions are lined up
A21 Test negative numeric values are printed with corresponding '-' sign
A22 Test that currency is printed in correct decimal positions
A23 Test that decimal position is in the correct format if Currency code isreported
A24 Test that Dates are printed in edited format i.e. slashes are included
A25 Test if numeric fields have a zero value, at least one zero is printed on thereport
A27 Test that report starts on page two, after the Select Option page
A29 Test that if fields are used in a sort break and are not required to print on
each line, selection parameters are printed as sub-titles at top of eachpage, including last page
A30 Test that all numeric field are printed in edited format i.e. commas anddecimal position
A31 Test that sub-total/total fields are large enough to display a large number,i.e. no truncation
A32 Test that same Report Title description is applied on the Selection Screenand Report heading
A33 Test the program title is correct in the program attribute
Test For Sort Criteria
A34 Test that report is sorted in the sort sequence specified in the Specification
A35 Test that report prints totals at specified sort breakA36 Test that report prints new page at user specified sort break
A37 Test if sorting a report before downloading to an Excel file, the file headeris not included in the sort
Calculations/Algorithm/Record CountsTest all output calculations/algorithm printed on the report arecorrect. Include a Condition for each calculation in the program
A38 Test whether the sub-totals are calculated and printed match theSpecification
A39 Test whether the totals are calculated and printed correctly and match theSpecification
A40 Test record counts are added correctly
A41 Test results for division by zero, if the formula includes division
A42 Test negative values are added correctly
A43 Test results if numeric fields should be added by absolute values
Test Download Functions
A44 Test load buttons function correctly
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Functional Specification for Interface Programs
Area (R/3Module):
A45 Test file is downloaded in the Tab delimited file, and can be openedsuccessfully
A46 Test if file headers are required, the header is included in the download
A47 Test if duplicate file name is entered, either over write the old one, or anew name can be entered. Default process is to overwrite. If otherwise,must be specified in Specification
A48 Test error processing for a download failure
A49 Test that after download is completed, program returns to the screen where download was requested
A50 Test downloading an empty file. Default results is not to allow this. If
otherwise, must be specified in the Requirements Catalog.A51 Test that negative sign is downloaded for negative numbers. Although the
negative sign is downloaded, it is added after the number. Excelinterprets it as a text field, not a numeric value. This should be noted inthe runbook.
Test Upload Functions
A52 Test load buttons function correctly
A53 Test uploading records that do not have all the required fields
A54 Test that empty file is not uploaded
A55 Test aborting the upload while the file is being uploaded
A56 Test results if fields which contain two consecutive double-quotes are
uploadedA57 Test that each required field uploaded is validated
A58 Test uploading the same file name multiple times. The results of thisconditions is dependent to user's requirements specified in RequirementsCatalog
A59 Test that if file header is included in the upload, it is removed beforeprocessing the file
A60 Test that negative signs are uploaded for negative numbers
No. Description Yes No N/A
CHECKS TO BE PERFORMED BY THE TECHNICAL LEADS
Test the Print button is functioning correctly
Test the Selection Options button is functioning correctly. If all fields on theselection screen are parameters, this condition can not be tested
Test the Execute button is functioning correctly
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Functional Specification for Interface Programs
No. Description Yes No N/A
Test the Execute and Print button is functioning correctlyTest the Get Variant button is working correctly. Create a variant, open it bythe program and variables must be copied in the parameters on the screen
Test that Page Down, Page Up, First Page and Last Page keys functioncorrectly
Test the Help button is functioning correctly.
Test the Delete Selection button is functioning correctly
Test that for changing existing field characteristics, corresponding help text isalso modified
Test that Possible Entries, Back, Exit and Cancel buttons are functioningcorrectly
The program code confirms to the Imagine PA standardsAll the custom ABAP objects confirm to the Imagine PA standards
Signature : (Team Lead)
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