tec interfaces-f 000442

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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:

Copyright 2001 by KPMG Consulting. All rights reserved. Page: 1 of 26

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




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





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





NOTE: A new Crosswalk table ZFI_T_REVCODECW has to be created through this DFS that would





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





If the Customer is a one time customer,





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





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



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:





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.





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





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





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


http://var/www/apps/conversion/Allshare/PMO%20Templates/Project%20Prep_BluePrint%20Templates/ConversionMapping.xls







Field 4

Field 5

Match Code(Search Help) Requiremets

Selection Screen Layout

Conversion and Interface Rules





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





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







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







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.





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





Copy of the excel Spread sheet for mapping





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





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





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





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


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






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)


tec interfaces-f 000442

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