fr fi-ap-052 automatic freight preperation for outbound freight-version 2

Functional Specification Format No/ Rev:

Version: 02

Specification No FR- FI -AP-052

Development No TS-FI-AP-052 (TS-XXX-YYY-999)

(To be filled by Technical Department)

Business Process No. :

Issue Date (dd/mm/yyyy):

02/08/2006

In Preparation Review

Approved Released

Revision History

Version Date Description of changes

00

01

02

03

04

05

02/08/2006

09/12/2006

27/12/2006

09/03/2007

14/03/2007

30/03/2007

Automatic freight preparation for outbound delivery

Changes Related to Service Tax

Changes related to FBD, ABD and MBD and controls for Invoice Verification

Sheet Item and PO Unit selection logic

Updation of PO Unit logic

Updation of logic due to budgetary changes

Responsible

For concept – Niladri Deb For Implementation – Sudipta Banerjee

Section I: Justification

Area (R/3 Module):

R3

Accounts Payable Date (dd/mm/yyyy):

02/08/2006

Requested by: Niladri Deb

Brief description: Automatic freight preperation for outbound delivery

Generic question:

1. Impact of not creating the program:

Legal requirements will not be fulfilled

Lack of information required for the business

Lose functionality compared to the old system

Others: As per specific requirement

Is there any alternative in the standard system:

Yes No

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Describe the alternative found:

Reason why this alternative was not acceptable:

(Explain in brief)

Performance problems Complexity

Others:

Program type: Report Module Pool Interface

Enhancement Conversion Form

Application Development (Approval from PMT) Others

Priority: High/mandatory Medium/recommended Low/optional

Charateristics Drill Down ALV Others

Frequency: Daily Weekly Monthly

Biweekly Other: As and when required

Only for Interfaces: Not applicable

Type of interface:

Direction of interface:

Real-Time Batch

Inbound Outbound Both

Sign off – Functional Specification

Prepared By

Date

Sudipta Banerjee

02/08/2006

Comments

Team Lead

Date

Sudip Bose

02/08/2006

Lead Consultant

Date

P V Sudhakar

02/08/2006

Approved by Project Management Team

(in case of Application development)

/ /

Received Team Lead/ Lead Consultant

Date

/ /

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Section II: (a) Business Needs & Requirement (Please use this section for describing

the business requirement in detail preferably with flow diagram)

Description and Purpose :

Description and Purpose:

The purpose of this report is to provide the list of freight provisions of clean items for which the invoice has not yet been received from the freight vendor as on a given date and an automatic invoice verification will be made for those clean items. The following fields are desired in the report :

a) Freight Vendor

b) Business Area

c) Transport Mode (Shipping type)

d) Route

e) Delivery No.

f) .STO No / Sales Order No.

g) Posting Date

h) LR No. (Bill of Lading)

i) Vehicle number

j) Source (Sending Plant)

k) Destination (Receiving plant / Sold to Party)

l) Quantity

m) UoM

n) Amount in transaction currency

o) Amount in local currency

p) Clean/Unclean – Only clean ones should be possible to be processed

Business Process Detail:

This report will be executed on demand by the various locations (Business Areas/plants) to display the freight provisions of cleaned items for Freight vendor whose payment still pending and automatic invoice verification will be made for those invoices.

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Section III: Only For Reports/Forms

Selection Criteria (Input Screen)

Selection Logic

Process Logic

Report/Form Layout (Attach format if required)

Sample Report

Heading

Body of the Report

Section III: Only For Interface/ Conversion

Tables involved:

SAP Input Screen (Data Mapping)

Transaction:

Screen number

R/3 Screen field name

Legacy field Remarks

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Process Logic

Section III: Only for module Pool

Screen Layout: (attach details of screen layout)

Section III: Only For Enhancements

Name Description

Name Table Field/ Check box/

Radio button

Select-option (S)

or Paramete

r (P)

Comments (Range,

Single/Multiple Selection, Patterns,

Mandatory etc.)

Default Value

Table & Field Name

Selection Company Code (for YCF93S)

Table Field

S Mandatory BSIS-BUKRS

Posting Company Code

Table Field

S Mandatory BSIS-BUKRS

Business Area

Table Field

S Optional with multiple selection

BSIS-GSBER

Destination Plant

Table Field


LIKP-VSTEL

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Name Description

Supplying Plant

Table Field


LIKP-KUNNR

Shipment Document Number

Table Field


VTTK-TKNUM

Freight Vendor

Table Field


BSEG-LIFNR

From Date Table Field

S Mandatory BSIS-BUDAT

To Date Table Field

S Mandatory BSIS-BUDAT

Version 1 Details:

The following logic needs to be incorporated in the FS.

Case 1: Total Amount of the shipment document < INR 1500

Such cases are exempt from Service Tax and hence the Service Tax Codes GA, YA, GB, YB should not be picked up in the withholding Tax tab. However the Withholding tax code 6G – CI needs to be picked up

Case 2: Total Amount of the shipment document > INR 1500 & Company Code is ITD- K2 ( GL: 1202900102 )

The Stock Transfer Orders can be between Factory to Godown and Godown to Godown. Service Tax Credit is availed only in the case of Factory to Godown transfers. Hence wherever the sending plant is one of the factories as given below; the Service Tax Codes GA and YA should be defaulted. The sending plant will be available from MSEG-WERKS (Line Id. 1) for the particular STO. If the sending plant is other than the plants given below then the logic in Case 5 should be followed for ITD.

List of Factories:

ECC 5.0

Name 2 City

MBLR Meenakunte Village, Jala Hobli

Bangalore (North) Taluk,

MKDP ITC Limited Calcutta

MMGR

ITC Limited Munger

MSRE Sardar Patel Marg Saharanpur

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OALP Hyderabad

OATC Guna Complex, 3rd Floor Chennai

OHDC Pvt. Ltd. Hyderabad

ORCT 10-11, New Sector Industrial A

Case 3: Total Amount of the shipment document > INR 1500 & Company Code is FBD, ABD & MBD - K2 ( GL: 1202900102 )

The following procedure needs to be included in the BAPI on finally posting the Invoice document.

On execution of YCF93, The amount obtained from the unposted line item in YCF93 should be stored in an internal table under the column amounts, and the following calculations should be performed and the resulting amounts stored.

Item AmountService Tax ( 12 % of 0.25*Amount)

Ecess ( 2% on Service Tax )

Total (Amount + Service Tax + Ecess)

10 23,809.52 2857.142 57.143 26,723.81

20 26,190.48 3142.86 62.857 29,396.19

Total 50000 6000 120

In the GL Account tab, the GL accounts 1202200029 ( Service Tax Payable ) and 1202200030 ( Education Cess Payable ) should be defaulted. The Debit/Credit Indicator should be defaulted to Credit for both. The respective amounts should be populated from the total column values of the internal table above ( 6000 and 120 ) for the respective accounts.

In the PO reference tab, the amounts should be populated from the Item-wise row totals of the table above ( 26,723.81 and 29,396.19).

The amount field in the Basic Data tab should be populated from the column total of amount from the internal table above (50000).

The document should now be posted.

Case 4: Total Amount of the shipment document > INR 1500 & All Company Codes and K3 (GL: 1202900103 )

In this case the Service Tax Codes GB and YB should be defaulted.

Case 5: Total Amount of the shipment document > INR 1500 & Godown to Godown Transfers

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All such cases should automatically be marked as UNCLEAN in the Specification Process Field in the Shipment Document and pushed to UNCLEAN section in the output of Automatic Freight Invoice Verification (YCF93)

Version 2 Details:

Further changes to be made to the output of the program:

1) A separate transaction YCF93S is created for postings related to FBD, MBD and ABD wherein the documents will be initially parked so as to enable the user to post variances if any. While parking a invoice the following business areas will be defaulted for the respective Company Codes

FBD – FDHO

ABD – ABHO

MBD – MBHO

2) Separate link to be added in the initial screen which will lead to a selection screen to view the output of posted documents.

3) The Automatic Clearing Program (F.13) should be called in the selection screen with a check that unless F.13 is executed the user would be unable to proceed with the execution of YCF93.

4) For K2 scenario a check needs to be incorporated that unless the GR is done for the particular PO, the MIRO should not be allowed.

5) To enable intercompany postings the selection screen has to be modified to include a Posting Company Code and a Selection Company Code. For selection of liabilities the Selection Company Code will be used whereas for posting of invoice the Posting Company Code will be used.

6) User exit for FS-FI-AP-004 (Freight Invoice Verification Control-Version1) to be called in this program to enable control of Invoice Verification in K3 scenario. Unless the shipment end indicator is checked in the shipment document, Invoice Verification should not be allowed.

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7) Table YYF_MIRO has to be maintained for YCF93 with the following fields:

Client ; Shipment Number ; Purchasing Doc. ; Item ; Sales document ; Document Number ; Amount in LC and Invoice doc. No

This table contains all history of all items posted through YCF93.

8) The document types will be picked up on a unique combination of business area and plant

Business Area is mblr.

doc type = qb.

Business Area is msre.

doc type = qd.

Business Area is mmgr.

doc type = qc.

Business Area is mkdp.

doc type = qe.

Business Area is hotd.

doc type = qa.

Business Area is mbho.

doc type = q5.

Business Area is abho.

doc type = q6.

Business Area is nbho.

doc type = qa.

Business Area is putr.

doc type = qf.

Business Area is sdis.

doc type = qx.

Business Area is edis.

doc type = qg.

Business Area is ndis.

doc type = ql.

Business Area is wdis.

doc type = qr.

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9) Logic for identifying service entry sheet in MIRO for K3 scenario

The sheet item no. to be picked up will be 1. The PO Unit ( AU ) will be picked from MSEG - BPRME , EKPO-BPRME for the respective PO number.

10) Additional Service Tax GL Account ( EDUCATION CESS PAYABLE FOR SEC HR ) 1202200031 is to be added in the GL tab for YCF93S.

11) The selection screen should also contain the Supplying Plant. Using the relevant delivery document number pick plant from LIKP-VSTEL.

12) In the output the source column data should be picked up in the following way: Using the plant from LIKP-VSTEL for the particular delivery number, pick the source plant name from T001W-NAME1. For the destination column data pick the plant from LIKP – KUNNR and the corresponding name from T001W-Name1.

13) The Shipment Document Number should be added in the selection screen.

Pre requisite: Execute the T-code F.13 (program SAPF124) for the variant

Company Code = Company code given in selection criteria

Select the indicator “Select G/L accounts” and give the G/L Account as 1202900102 & 1202900003 SEARCH TABLE: BSIS on basis of selection criteria given by the user

Where: G/L Account (HKONT) = 1202900102 & 1202900003 (outward freight provision account)

Store BSIS-BELNR

BSIS-GJAHR

BSIS-BUKRS

For all the documents (BELNR) selected; select the following data from BKPF table for the selected documents.

Where BSIS-BELNR=BKPF-BELNR

BSIS-GJAHR= BKPF-GJAHR

BSIS-BUKRS=BKPF-BUKRS

Case I: - K2

IF Doc Type BLART= “WL”

Store BKPF-XBLNR and BKPF-AWKEY (First 10 digits)

Search table LIPS where

BKPF-XBLNR=LIPS-VBELN

Store LIPS-VBELN

Search VTTP where

LIPS-VBELN =VTTP-VBELN

Store VTTP-TKNUM

For each VTTP-TKNUM

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Store VTTK-TKNUM

Where VTTP-TKNUM=VTTK-TKNUM

Search MSEG

For BKPF-AWKEY (first 10 digits) = MSEG-MBLNR

Store all the PO No.s MSEG-EBELN

MSEG-EBELP

ENDIF

Case II: K1+K3

IF Doc Type BLART= “WE”

Store BKPF-XBLNR and BKPF-AWKEY (First 10 digits)

Search MSEG

For BKPF-AWKEY (first 10 digits) = MSEG-MBLNR

Store all the PO No.s MSEG-EBELN

MSEG-EBELP

Search table VTTK

Where BKPF-XBLNR= VTTK-TKNUM

Store VTTK-TKNUM (shipment No.s)

VTTK-SDABW

STORE ONLY THOSE DOCUMENTS WHERE VTTK-SDABW= Blank/CL. IF VTTK-SDABW =UNCL THEN DELETE THOSE DOCUMENTS.

Case III: - MIRO

For rest of the selected BKPF-BELNR

Store BKPF-AWKEY (First 10 digits)

Search RSEG

For BKPF-AWKEY (first 10 digits) = RSEG-BELNR

Store the corresponding RSEG-EBELN which is the PO No.

Purchase Business Branch Freight Route / Delivery Doc No. Posting

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Order No. Area Vendor Shipment Type

No. date

MSEG-EBELN / RSEG-EBELN

BSIS-GSBER

VTTK-TPLST

VTTK-TDLNR

VTTK-ROUTE /

LIPS-VBELN

BSIS-BELNR

BSIS-BUDAT

L.R.No. / Truck Lorry No.

Transportation Mode

Source Destination Qty UOM Amt (Doc Curr)

Curr Amt (Local Curr)

Curr DdOCUMENT STATUS

VTTK-TEXT1/ VTTK-SIGNI

VTTK-VSART (text to be picked up from table T173T-BEZEI for lang = E)

T001W-NAME1

VTTS-EDSORT01 +VTTS-EDPSTLZ + VTTS-EDLAND1

LIPS-LFIMG

VTTK-DTMEV

BSIS-WRBTR

BSIS-WAERS

BSIS-DMBTR

BSIS-WAERS

VTTK-SDABW

Report Logic:

Default Sorting: The report should be sorted based on the Business Area. Within a Business Area, the primary sort criteria should be the receiving plant and secondary sort criteria being the Freight Vendor. Within a Freight Vendor, the sort criteria would be first the L.R. No. and then the P.O.

All the documents in by default will be unticked. If the authorized person wants to change the same then he can select to tick the items, thereby intimating his desire to perform automatic processing

IF POST BUTTON HAS BEEN SELECTED, a pop up will come to allow the user to mention the Posting Date

CALL TRANSACTION MIRO

COMPANY CODE = BSIS-BUKRS

CURRENCY=BSIS-WAERS

INVOICE DATE=BSIS-BUDAT

POSTING DATE= as entered by user on pressing Post button

REFERENCE: LR No (first 16 digits)PURCHASE NUMBER: MSEG-EBELN / RSEG-EBELN

PURCHASE ORDER LINE ITEM: MSEG-EBELP

BUSINESS AREA=BSIS-GSBER

DOCUMENT TYPE: Search table YMM_DOCTYP with plant and take the corresponding document type mentioned there.

VENDOR: VTTK-TDLNR

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AMOUNT: BSIS-WRBTR

QUANTITY: LIPS-LFIMG

The text of the document should be updated with the vechile number and Outbound delivery number.

For TDS delet all the withholding tax code and withholding tax type and put withholding tax type 6G and withholding tax code CI.

If document type of WL ( K2 Type) put also withholding tax type GA and YA and withholding tax code GA and YA.

The document that has been shown has to be stored.

Section IV : FS Review Report

Ver. SL. No. Description Severity Status Fixed Date

Reviewed By

00 1 FR-FI-AP-052 Automatic Freight preparation for Outbound freight

H Released 02.08.2006

PV Sudhakar

01 1 Changes related to service tax requirements are incorporated.

H Released 12.12.2006

PV Sudhakar

02 1 Changes related to FBD, ABD, MBD and controls for Invoice Verification

H

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Section IV : Test Case and Test Related Result specification

Format No/ Rev: TC-ABAP-001/ 00

Number: TC-FI-AP-052 (TC-XXX-YYY-999) Prepared on 02/08/2006

Test Cases (with expected results)

Input Data : As given for individual scenarios

Expected Output: Document has been posted.

Client : 200 (Development)

Scenarios for FBD ABD and MBD ( T-Code ): YCF93S

1) Intercompany Transactions with Variance

PO: 4800004172 Shipment Doc: 250000041 Delivery No: 80006916

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Checks performed Details about the test

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Test sequence and test results Sequence in which the test would be performed.

2) STO Multiple Deliveries with Variance

PO: 4800004220 Shipment Docs: 2500000915, 2500000916

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Expected Result

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Expected Result

Shipment Doc: 2500000916

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Expected Result

3) K2-Same Shipment No.-Same PO-Different Deliveries

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Expected Result

4) K2-Same Shipment-Different Pos-Different Deliveries

PO: 4800003973 Delivery Nos: 80006593 Shipment Doc: 2500000835

4800003972 80006592 2500000835

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Expected Result

5) Check for Invoice Verification Control

PO: 4800004003 Shipment Doc: 2500000856 Delivery No: 80006647

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Expected Result

Scenarios for ITD (Tcode YCF93) :

1) Check for Amount < INR 1500 ( No Service Tax Codes should get picked up )

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Expected Result

2) Check for Total Amount of the shipment document > INR 1500 & Company Code is ITD- K2 ( GL: 1202900102 ) ( For Factory to Godown Service Tax credit is availed )

PO : 4800003995 Shipment No: 2512

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Expected Result

3) Check for Total Amount of the shipment document > INR 1500 & Godown to Godown Transfers ( Pushed to UNCLEAN section in output of program )

PO: 4800004216 Shipment Document : 2533

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Expected Result

4) Check for Total Amount of the shipment document > INR 1500 & All Company Codes and K3 (GL: 1202900103)( Service tax gets expensed out ) :

PO: 4500004002 Shipment No: 2514

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Expected Result

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Client : 400 ( Quality)

Scenario – 1

Total Shipment Amount less than 1500 ( No service tax is charged) (K3)

Sales Order 24089Delivery no. 80007412Shipment doc. 1915Ship Cost doc. 2129Purchase Order 4500001953GR doc. 5000004754Service Entry 1000127997IR doc. 5105602564

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Scenario – 2

Total Shipment Amount greater than 1500 (K3)

Sales Order 24090Delivery no. 80007413Shipment doc. 1916Ship Cost doc. 2130Purchase Order 4500001953GR doc. 5000004755Service Entry 1000128026IR doc. 5105602565

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Scenario – 3

Total Shipment Amount greater than 1500 (K2) ( Factory to Godown transfer)

STO no. 4800005239Shipment doc. 1917Ship Cost doc. 2131GR doc. 5000004758

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Scenario – 4

Godown to Godown Stock Transfer

STO no. 4800005245Del no. 80007420Ship doc. 1924Ship cost doc 2134Material doc. 4900011252Acct doc. 630001692GR doc. 5000004767

Frt pmnt doc. 100600014

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Section I: Unit Testing

Program name: YCF93 - YCFAP093

YCF93S - YCFAP093S

Test date: 30/01/2007

Developer name: Bireshwar Das

Team Members

(Functional)

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

Power Users

Date

Sudip Bose

1)M.L.Satpathi

2)Soma Dasgupta

30/01/2007

Lead Consultant

Date

P.V.Sudhakar

30/01/2007

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Sign-Off and Acceptance of developed object

Names and Signatures

_______________________________________________________________________________________

Team Lead

_______________________________________________________________________________________

M.L.Satpathi

_______________________________________________________________________________________

Soma Dasgupta

_______________________________________________________________________________________

Lead Consultant

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fr fi-ap-052 automatic freight preperation for outbound freight-version 2

Documents

formcheckbox alv formcheckbox

business formcheckbox

pmt formcheckbox

old system formcheckbox

report section

business requirement

automatic freight preparation

automatic freight preperation