Functional Specifications Design Document

Process: Sales Order Create

Variant: Upload Sales Order from excel spreadsheet
Title: Sales Order Create through Upload Program

Table of Contents

1.0 DOCUMENT RELATIONSHIP ENTITIES...............................................................4

2.0 FUNCTIONAL DETAILS................................................................................................... 4

3.0 ADDITIONAL DETAILS.................................................................................................... 7

4.0 REFERENCES....................................................................................................................... 7

5.0 CUSTOMIZED SOFTWARE DESIGN......................................................................8

5.1 ENHANCEMENTS – N/A...............................................................................................10

5.2 FORMS – N/A....................................................................................................................... 10

5.3 SAP WORKFLOW – N/A............................................................................................... 11

Functional Specification Document
1.0 DOCUMENT RELATIONSHIP ENTITIES
Related PDDs Related BPRs (Line Items)

2.0 Functional Details

FUNCTIONAL REQUIREMENTS DEFINITION

Introduction/Background:
A custom program needs to be created in order to create sales orders from an excel
spreadsheet.
The program should have a test function and a report at the end of the upload, which orders
where created, and which upload lines where in error.

Scope/Detailed Description:

A custom program needs to be created in order to create sales orders from an excel
spreadsheet.
The upload program should have a check box with ‘Test Run’ defaulted which will only verify the
upload and create capability, simulating the order create but not saving the order. A error report
should be the result of the test run indicating which excel lines would not have resulted in orders
due to errors.

The excel spreadsheet will contain the following data:

Order type, Sales Org, Sold-to, Material, Quantity

Doc. Currency
IC Reconciliation Account, Payer G/L Account, Payer Profit Center, Payer Cost Center
Payer Internal Order, Vendor
Billing Plan Type, Billing Plan start date
Short text for sales order item

See 5.2 Forms

The Upload initial screen (See 5.0 custom screens) should contain the input file selection and two
execution selections.

- In case of Test Run checkbox only checked , validation will be done and report will be
displayed.
- In case of Foreground checkbox only checked , E mode of BDC will be executed and report
will be displayed
- In case of none checkboxes checked , N mode of BDC will be executed and report will be
displayed.
- In case of both checkboxes checked , Should not allow to user to check both, warning
message will be displayed.
The first selection (which should be default on) is Test Run.
If this flag is on, the program should carry out Test without posting sales doc and will include
validations like

In test mode the following validations to occur:

1. Validation of the following fields against the check tables
- Sales Org
- Sold-to
- Material number
- IC Reconciliation Account
- payer G/L account
- payer profit center
- payer cost center
- payer internal order
- Billing plan type     
if successful go to next step
2. If profit center is blank get the same from cost center in the file (Read Cost Center, then
select profit center from PRCTR)
3. Get comp code from sales org
4. Get Account assignment group from material
5. Then go to the Ztable ( developed as part of the additional tab B) with table entry type 'D' for
validating the Reconciliation Account, G/L account, Cost Centre & Profit Centre against valid
ranges for this company code.
6. If step 5 is successful go for the check using BAPI 'BAPI_ACC_DOCUMENT_CHECK'.

The other execution selection is foreground VA01, errors only. This will create the sales orders
from the upload in foreground, giving the user the opportunity to fix errors when sales order
creation for a certain upload line fails. (E Mode)

At the end of the upload a report should be produced with a list of all orders created and an error
report showing all upload lines that failed to create an order. In the case of an error, the order will
NOT be saved.

See 5.2 Forms for the report layout.

In case of error, the sales order create will be aborted and only the first occurred error will be
displayed on the report.

Dependencies: No additional dependencies

Business Process Detail:

Technical Detail:
3.0 Additional Details

Unit Test
Suggestions:
Security/
Authorizations
Error handling

Archiving Back Up
Plan:
Other

4.0 References

Primary BP Maryann McKean Additional Rudy Zijdel

Contact: Contact:
Type: Complexity Moderate
5.0 Customized Software Design

Screen Layout See document attached

 5.1 Enhancements – N/A

5.2 Forms – N/A

Excel Field SAP Field SAP Screen Field Batch input Scrn Sap Screen name Comments
Order Type Order type VBAK-AUART 101 Initial Screen  
Payer Company Code Sales Org VBAK-VKORG 101 Initial Screen  
none Distribution Channel VBAK-VTWEG 101 Initial Screen Default '01'
none Division VBAK-SPART 101 Initial Screen Default '01'
Payer Legal Entity Sold-to KUAGV-KUNNR 4001 Overview  
Transaction Type Material VBAP-MATNR 4900 Overview Only 1 line per order
Billing Amount Quantity RV45A-KWMENG 4001 Overview  
Billers Currency Doc. Currency VBAK-WAERK 4002 Header Sales  
IC Reconciliation
Account Reconciliation Account Z Field Add Data B Item Additional data B  
Payer G/L Account Payer G/L Account Z Field Add Data B Item Additional data B  
Payer Profit Center Payer Profit Center Z Field Add Data B Item Additional data B  
Payer Cost Center Payer Cost Center Z Field Add Data B Item Additional data B  
Payer Internal Order Payer Internal Order Z Field Add Data B Item Additional data B  
Biller Legal Entity Vendor Z Field Add Data B Item Additional data B  
Billing Plan Billing Plan Type FPLA-PERIO 4001 Item Billing plan  
Billing Plan start date Billing Plan start date FPLA-BEDAT 4001 Item Billing plan  
Transaction description Short text for sales order item VBAP-ARKTX 4001 Overview Override standard text
Error report Layout

Date: July 18, 2007 Sales order Upload Program Page 1 of xx

Input File: xxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Sales Orders created:

Sales Order Payer Transaction Type Amount Biller

Xxxxxxx xxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxx xxxxxxxx

Sales Order not created due to error in excel

Excel line Error

Xxxxx xxxxxx – Error Message from Sales Order - xxxxxxxxxxxxxxxxxxxxxxxxxxx

5.3 SAP Workflow – Screen Flow for BDC