e-port fs fi calm invoices
TRANSCRIPT
e-Port
Cochin Port TrustCochin, India
e-Port SAP ERP Implementation
Functional Specificatione-Port_FS_FI_CALM Invoices
SAP ECC 6.0
Version 1.0
e-Port
Cochin Port TrustCochin, India
e-Port SAP ERP Implementation
Functional Specification
e-Port_FS_FI_CALM Invoices
SAP ECC 6.0
October, 2008
Tata Consultancy Services Ltd
Tejomaya, Info Park,Kusumagiri PO, Kakkanad,
Kochi - 682 030
e-Port Functional Specification FI
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for a purpose other than for which it is intended, are prohibited.
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purposes only and belong to their respective companies.
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Document Release Note
Notice No.: 1.0
Customer: Cochin Port Trust
Project: e-Port – SAP ERP Implémentation Project
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e-Port_FS_FI_CALM Invoices Version 1.0Interface for replicating CALM Invoices in
SAP
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About this Document
This document is intended to serve as the Functional Specification which would be followed while
implementing SAP for Cochin Port Trust, Kochi.
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Contents
1 OBJECTIVE........................................................................................................................................... 1
2 SCOPE.................................................................................................................................................... 2
2.1 ASSUMPTIONS................................................................................................................................... 2
2.2 EXCLUSIONS..................................................................................................................................... 2
3 DEVELOPMENT DETAILS...................................................................................................................3
3.1 PROGRAM HEADER........................................................................................................................... 3
4 REPORTS............................................................................................................................................... 4
4.1 INPUT............................................................................................................................................... 4
4.1.1 Selection Parameters..............................................................................................................4
4.2 PROCESSING LOGIC OVERVIEW.........................................................................................................4
4.3 OUTPUT............................................................................................................................................ 4
4.3.1 Report Output Fields...............................................................................................................4
4.3.2 Report Layout.......................................................................................................................... 4
4.4 CONSTRAINTS................................................................................................................................... 4
5 FORMS................................................................................................................................................... 5
5.1 INPUT............................................................................................................................................... 5
5.1.1 Selection Parameters..............................................................................................................5
5.2 PROCESSING LOGIC OVERVIEW.........................................................................................................5
5.3 FORM LAYOUT.................................................................................................................................. 5
6 CONVERSIONS...................................................................................................................................... 6
6.1 DATA SYSTEM/DATA FLOW DIAGRAM.................................................................................................6
6.2 TYPE OF DATA TO BE CONVERTED.....................................................................................................6
6.3 LOGICAL DATA ELEMENT MAPPING....................................................................................................6
6.4 HISTORICAL DATA............................................................................................................................. 6
7 INTERFACES......................................................................................................................................... 7
7.1 INPUT............................................................................................................................................... 7
7.1.1 Interface Parameters...............................................................................................................7
7.2 PROCESS/DATA FLOW DIAGRAM......................................................................................................10
7.3 LOGICAL DATA ELEMENT MAPPING/PROCESS LOGIC.........................................................................10
7.4 BUSINESS PROCESS SPECIFICATIONS..............................................................................................15
8 WORKFLOW....................................................................................................................................... 17
8.1 PROCESS/DATA FLOW DIAGRAM......................................................................................................17
8.2 ROLES AND RESPONSIBILITIES.........................................................................................................17
9 ENHANCEMENTS............................................................................................................................... 18
9.1 PROCESS FLOW DIAGRAM...............................................................................................................18
9.2 ENHANCEMENT SPECIFICATIONS......................................................................................................18
10 ADDITIONAL INFORMATION...........................................................................................................19
10.1 VOLUME AND FREQUENCY...............................................................................................................19
10.2 AUTHORIZATIONS............................................................................................................................ 19
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10.3 ERROR HANDLING SPECIFICATIONS..................................................................................................19
10.4 ADDITIONAL SECURITY CONSIDERATIONS.........................................................................................19
11 Unit Test Case Scenarios.......................................................................................................................... 20
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List of TablesTABLE 1 : ABBREVIATIONS AND ACRONYMS.........................................................................................IXTABLE 2: PROGRAM HEADER................................................................................................................3TABLE 3: SELECTION PARAMETERS FOR REPORTS..................................................................................4TABLE 4: REPORT OUTPUT FIELDS........................................................................................................4TABLE 5: REPORT LAYOUT...................................................................................................................4TABLE 6: SELECTION PARAMETERS FOR FORMS.....................................................................................5TABLE 7: FORM DETAILS.....................................................................................................................5TABLE 8: INTERFACE PARAMETERS.......................................................................................................7Table 9: Roles & Responsibilities.......................................................................................................17
List of Figures
Right click and update table of figures.
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List of Abbreviations
Table 1 : Abbreviations and Acronyms
Abbreviation/
AcronymDescription
LEO Let Export Order
ADO Agents Delivery Order
PI Process Integration
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1 Objective
Interface:
This Interface is for Parking, Posting, Deletion & Credit Check of CALM invoices and posting of CALM
Credit Notes in SAP.
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2 Scope
Based on payment received or on availability of sufficient balance in Customer account, estimate bill raised
in CALM is parked in SAP. Parked invoice is deleted once the final invoice for the same assessment id is
raised in CALM and is posted in SAP. Final invoice and interim invoice raised in CALM are posted in SAP.
Also, Credit Note raised in CALM for the excess charges collected is also posted in SAP
Separate document types are maintained to distinguish between a Parked Invoice, Interim Invoice, Final
Invoice, Deleted Invoice and Credit Note. Following are the Document Types used:
1. DD – For CALM Customer Invoice Parking.
2. DE – For CALM Customer Final Invoice Posting.
3. DD – For Deletion of CALM Customer Parked Invoice.
4. DX – For CALM Customer Interim Invoice Posting for period end and overstay.
5. DY – For CALM Customer Interim Invoice Posting for balance amount after Sail Out request.
6. DI – For CALM Customer Credit Note.
7. DM – For CALM Proforma Bill Parking.
8. DB – For CALM Invoice for Ground Rent.
2.1 Assumptions
N/A
2.2 Exclusions
N/A
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3 Development Details
3.1 Program HeaderTable 2: Program Header
FS Description Interface for parking, posting, deletion & Credit Check of parked invoices.
Object Owner Anand/Martin Date raised 13/10/2008
Complexity High Expected date / /
SAP Module FI Dev. object scope Interface RFC
SAP Std modified Oss note NA
New Program Copy from existing
program Sap Existing Name NA Existing T. code NA
Type of Program Foreground Background
(The section below will be completed by the T.C.)
New Name ZIFI_CALMINVOICES Transaction code
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4 Reports
4.1 Input
N/A
4.1.1Selection ParametersN/A
Table 3: Selection Parameters for Reports
Field Text
SAP Table
Field
Reference
Selection Screen
Type
(SO/PA/RB/CB)
Default ValuesMandatory
4.2 Processing Logic Overview
N/A
4.3 Output
N/A
4.3.1Report Output FieldsN/A
Table 4: Report Output Fields
Field description SAP Table-field name
N/A
4.3.2Report LayoutN/A
Table 5: Report Layout
Report Layout
(this should be an inserted
file as an ICON that
contains the output display
of the program – e.g. excel
sheet format)
N/A
4.4 Constraints
N/A
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5 Forms
5.1 Input
N/A
5.1.1Selection ParametersN/A
Table 6: Selection Parameters for Forms
Field Text
SAP Table
Field
Reference
Sel. Type
(SO/PA/RB
/CB)
Def
Value Mandatory Comments <If any>
N/A
5.2 Processing Logic Overview
N/A
5.3 Form Layout
N/A
Table 7: Form Details
Printing Requirements
(mandatory for programs
that produces a hard copy)
Type of Printer (Forms)
Dot Matrix
Laser /Desk Jet/Zebra
Type of Paper Printout (Forms)
Pre-printed form
Regular Paper (as designed in the layout)
Paper Design (only for Forms)
Size of Paper A4
Orientation Portrait
Landscape
Logo To be added
Form Layout
(this should be an inserted
file as an ICON that
contains the output display
of the program – e.g. excel
sheet format)
N/A
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6 Conversions
6.1 Data System/Data Flow Diagram
N/A
6.2 Type of Data to be Converted
N/A
6.3 Logical Data Element Mapping
N/A
6.4 Historical Data
N/A
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7 Interfaces
7.1 Input
N/A
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7.1.1 Interface Parameters
Table 8: Interface Parameters
Field TextSAP Table Field
Reference
SAP Table
Field
Reference
Default
ValuesManda
toryComments
INVOICETYPE CHAR 4 Import Y
Invoice type will give whether it is marine, cargo, stuffing, Destuffing, ground rent or miscellaneous invoice. INVOICETYPE is of CHAR 4
INVINDICATOR CHAR 1 Import Y
Invoice indicator will indicate whether invoice is Estimate, Interim Bill for Period End and Overstay, Interim Bill for Balance, Proforma Invoice, Final Invoice or Credit Note.
INVINDICATOR is of Char 1.
COMP_CODE BKPF-BUKRS Import Y
DOCDATE BKPF-BLDAT Import Y
POSTDATE BKPF-BUDAT Import Y
REFERENCE BKPF-XBLNR Import Y
DOCNO BKPF-BELNR Import O
DOCTYPE BKPF- BLART Import Y
CURR BKPF-WAERS Import Y
EXCHRATE BKPF- KURSF Import O
DOCTXT BKPF- BKTXT Import Y
FIS_PERIOD BKPF- MONAT Import O
TRANSDATE BKPF- WWERT Import O
Create a structure ZARLNITM
CUSTOMERSTRUCTURE1-KUNNR
Table Y
AMOUNT STRUCTURE1-WRBTRTable
Y
AMTLC STRUCTURE1-DMBTRTable
O
TAXAMT STRUCTURE1-FWSTETable
O
TAXAMTLC STRUCTURE1-MWSTSTable
O
TAX_CODE STRUCTURE1-MWSKZTable
O
DISAMOUNT STRUCTURE1-WSKTOTable
O
DISBASE STRUCTURE1-SKFBTTable
O
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Field TextSAP Table Field
Reference
SAP Table
Field
Reference
Default
ValuesManda
toryComments
ASSGNMENT STRUCTURE1-ZUONRTable
Y
ITMTXT STRUCTURE1-SGTXTTable
Y
Create a structure ZGLLNITM
GL_ACCOUNT STRUCTURE2-HKONTTable
Y
AMOUNT STRUCTURE2-WRBTRTable
Y
PROFIT_CTR STRUCTURE2-PRCTRTable
O
AMTLC STRUCTURE2-DMBTRTable
O
VALUEDATE STRUCTURE2-VALUTTable
O
ASSGNMENT STRUCTURE2-ZUONRTable
Y
ITMTXT STRUCTURE2-SGTXTTable
Y
status Char Export Y
Create a structure ZSPDBAL
StmtDateFromSTRUCTURE3-DATFRM
Table Y For the DATFRM use BLDAT
StmtDateTo STRUCTURE3-DATTO Y For the DATTO use BLDAT
PDAccountNumber
STRUCTURE3-KUNNR Table Y
Closing Balance BSEG-WRBTR Table Y
Opening Balance
BSEG-WRBTR Table Y
VCNSTRUCTURE3-VCN
Table Y
Create a Custom Data Element and Respective Domain for VCN with length 14 and Data Type char.
VCN stands for Voyage Call No
BillNumber STRUCTURE3-BELNRTable Y
BillDate STRUCTURE3-BLDATTable Y
TotalBillAmtSTRUCTURE3-BILLAMT Table Y Use standard Data Element WRBTR
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Field TextSAP Table Field
Reference
SAP Table
Field
Reference
Default
ValuesManda
toryComments
AmountShortFallSTRUCTURE3-SHRTAMT Table Y Use standard Data Element WRBTR
RemarksSTRUCTURE3-REMARKS Table N Use standard Data Element BKTXT
7.2 Process/Data Flow Diagram
7.3 Logical Data Element Mapping/Process Logic
INVINDICATOR:
E-Estimate: If the invoice indicator is ‘E’, Park the document using the document type ‘DD’.
For parking the Estimate Invoice, use T Code F-64, and give the following required data: 1. Document Date2. Document Type. 3. Company Code. 4. Posting Date5. Period6. Reference. 7. Document Header Text8. Posting Key. Posting key is 019. Account. 10. Amount11. Assignment12. Text13. Posting Key. Posting key is 5014. Account. 15. Amount.16. Assignment17. Text
For the above fields, take the values from the importing parameters.After successful parking status should be set with ‘P’. If parking document is not successful, set the status to ‘F’.
P-Proforma: If the Invoice Indicator is ‘P’, a credit check is performed in Customer Account to identify whether sufficient balance is available or not i.e., whether customer balance (Credit Balance) is more than the invoice amount. If credit check succeeds, Proforma Invoice is parked in SAP using the document type
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‘DM’. Otherwise, pdabal structure should be filled and sent with Reject status and it should hold value ‘R’ with data in pdabal structure for sending insufficient balance message.
For parking the Proforma Invoice, use T Code F-64, and give the following required data:
1. Document Date2. Document Type. 3. Company Code. 4. Posting Date5. Period6. Reference. 7. Document Header Text8. Posting Key. Posting key is 019. Account. 10. Amount11. Assignment12. Text13. Posting Key. Posting key is 5014. Account. 15. Amount.16. Assignment17. Text
For the above fields, take the values from the importing parameters.
After successful parking set the status field to ‘P’ .Set the status field to R if credit check failsAnd else if parking the document is not successful set the status to ‘F’.
I-Interim Bill for Period End and Overstay: If the Invoice Indicator is ‘I’, Post the document using the document type ‘DX’ and the amount of the Parked Invoice with the same assessment ID has to be reduced by the invoice amount. Use T Code FBV2 to reduce the amount of the Parked Invoice with the same assessment ID.
For posting the interim invoice, use T Code F-22, and give the following required data: 1. Document Date2. Document Type. 3. Company Code. 4. Posting Date5. Period6. Reference. 7. Document Header Text8. Posting Key. Posting key is 019. Account. 10. Amount11. Assignment12. Text13. Posting Key. Posting key is 5014. Account. 15. Amount.16. Assignment17. Text
For the above fields, take the values from the importing parameters.
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If the Document is posted successfully set the status field to ‘O’ else set the status with value ‘F’.
K-Interim Bill for Balance: If the Invoice Indicator is ‘K’, Post the document using the document type ‘DY’ and the amount of the Parked Invoice with the same assessment ID has to be reduced by the invoice amount. Use T Code FBV2 to reduce the amount of the Parked Invoice with the same assessment ID. Subsequently, a credit check is performed in Customer Account to identify whether sufficient balance is available or not i.e., whether customer balance (Credit Balance) is more than zero. If credit check succeeds set status field with value ‘O’, otherwise populate the pdabal structure and set the status with value ‘R’.
For posting the interim invoice, use T Code F-22, and give the following required data: 1. Document Date2. Document Type. 3. Company Code. 4. Posting Date5. Period6. Reference. 7. Document Header Text8. Posting Key. Posting key is 019. Account. 10. Amount11. Assignment12. Text13. Posting Key. Posting key is 5014. Account. 15. Amount.16. Assignment17. Text
For the above fields, take the values from the importing parameters.
F-Final: If the invoice indicator is ‘F’, Post the document using the document type ‘DE’. On posting the document, Parked invoices for the same assessment ID should be deleted.
For posting the invoice, use T Code F-22, and give the following data: 1. Document Date2. Document Type. 3. Company Code. 4. Posting Date5. Period6. Reference. 7. Document Header Text8. Posting Key. Posting key is 019. Account. 10. Amount11. Assignment12. Text13. Posting Key. Posting key is 5014. Account. 15. Amount.16. Assignment17. Text
For the above fields, take the values from the importing parameters.
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Estimate invoice which is parked in SAP has to be deleted once the final invoice with the same assessment ID is posted in SAP. Document Type ‘DD’ has to be used. Use T Code FBV0 to delete the parked invoice.
If Posting the Invoice and Deleting the Parked Document is successful return the status field with value ‘O’, else with ‘F’.
There is no deletion of parked invoices, if the invoice indicator ‘F’ is along with the combination of anyone of the following Invoice Type “CRGD, MISC” and the document has to be posted to SAP using document type DE and through T Code F-22
Invoice Indicators ‘I’ and ‘K’ can NEVER come for following Invoice types:
1) CRGW -- Cargo Wharfage2) CRGD -- Cargo Demurrage3) STUF -- Stuffing Invoice4) DSTU -- Destuffing Invoice5) STRG -- Ground Rent Invoice for Containers6) MISC -- Miscellaneous Invoices
F-Ground Rent Invoice for Containers: If the invoice indicator is ‘F’ and invoice type is ‘STRG’, Post the document using the document type ‘DB’. Subsequently, a credit check is performed in Customer Account to identify whether sufficient balance is available or not i.e., whether customer balance (Credit Balance) is more than the zero. If credit check succeeds set status field with value ‘O’, otherwise populate the pdabal structure and set the status with value ‘R’.
For posting the interim invoice, use T Code F-22, and give the following required data: 1. Document Date2. Document Type. 3. Company Code. 4. Posting Date5. Period6. Reference. 7. Document Header Text8. Posting Key. Posting key is 019. Account. 10. Amount11. Assignment12. Text13. Posting Key. Posting key is 5014. Account. 15. Amount.16. Assignment17. Text
For the above fields, take the values from the importing parameters.
Credit Note: If the invoice indicator is ‘C’, Post the document using the T Code F-22 with document type ‘DI’ and give the following data:
1. Document Date2. Document Type. 3. Company Code. 4. Posting Date5. Period6. Reference. 7. Document Header Text
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8. Posting Key. Posting key is 019. Account. 10. Amount11. Assignment12. Text13. Posting Key. Posting key is 5014. Account. 15. Amount.16. Assignment17. Text
If Posting the document is successful, return the status field with value ‘O’, else with ‘F’.
7.4 Business Process SpecificationsFollowing are the business requirements:
Invoices/Credit Notes generated in CALM are to be interfaced with SAP using SAP-PI.
Functional Module “ZIFI_PARKPOSTDELETE” will Park, Post and Delete the transactional invoice data created in CALM. It also Post the Credit Notes generated in CALM to SAP.
Invoice parking is done for estimate invoice. Estimate invoice is raised based on:
1. Assessment request given by the Customer through PCS. On the basis of this, an estimate invoice
is raised in CALM and is parked in SAP once the Customer makes payment.
2. Assessment request NOT given by the Customer. An estimate invoice is raised in CALM manually
and is parked in SAP based on the availability of sufficient balance in Customer’s Account, in the
following stages in CALM:
(a) Before Berth Allotment in case of Vessel related charges.
(b) Before allotment of Pilots in case of Import of Liquid Cargo.
(c) On receipt of De-Stuffing request and on Passing in case of import of containerized cargo
(d) After container entry, after receipt of LEO (Let Export Order) and on receipt of stuffing
request, in case of export of containerized cargo.
(e) On receipt of ADO (Agents Delivery Order) or on manual entry of ADO details in case of
import of normal cargo.
(f) On receipt of LEO/Coastal Invoice and after berthing in case of export of normal cargo.
Invoice posting is done based on the following trigger points from CALM:
1. Interim Bill for period closing and additional request for services in case of Vessel related charges.
2. Interim Bill for balance of Vessel related charges on submission of sail out request by the agent.
3. Interim Bill for cargo related charges on manual entry of ADO details in case of import of normal
cargo.
4. Final invoice for vessel related charges on marine closure.
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5. Final invoice for cargo related charges on Ullage certificate entry for import of Liquid cargo.
6. Final invoice for cargo related charges on Draft Survey/Tank Out turn report for export of Liquid
Cargo.
7. Final invoice for Ground rent on completion of Destuffing/Tally recording operation in case of import
of containerized cargo.
8. Final invoice for Cargo management charges on Passing in case of import of containerized cargo.
9. Final invoice for Destuffing charges on receipt of Destuffing request in case of import of
containerized cargo.
10. Final invoice for Ground rent on completion of Stuffing/Tally recording operation in case of export of
containerized cargo.
11. Final invoice for Cargo management charges after container entry and receipt of LEO in case of
export of containerized cargo.
12. Final invoice for Stuffing charges on receipt of Stuffing request in case of export of containerized
cargo.
13. Final invoice for Cargo related charges on receipt of ADO and Passing in case of import of normal
cargo.
14. Final invoice for Cargo related charges on receipt of LEO/Coastal invoice and after berthing in case
of export of normal cargo.
15. Manual raising of credit note for excess charges collected.
16. Manual invoices raised in CALM are to be posted in SAP.
17. Miscellaneous invoices raised in CALM are to be posted in SAP.
Following are the business requirements:
Invoices/Credit Notes generated in CALM are to be interfaced with SAP using SAP-PI.
Functional Module “Z_CALMINVOICES” will Park, Post and Delete the transactional invoice data created in CALM. It also Post the Credit Notes generated in CALM to SAP.
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8 Workflow
N/A
8.1 Process/Data Flow Diagram
N/A
8.2 Roles and Responsibilities
N/A
Table 9: Roles & Responsibilities
Role Responsibilities Agent Assignment
N/A
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9 Enhancements
9.1 Process Flow Diagram
N/A
9.2 Enhancement Specifications
N/A
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10 Additional Information
10.1 Volume and Frequency
N/A
10.2 Authorizations
N/A
10.3 Error Handling Specifications
N/A
10.4 Additional Security Considerations
N/A
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11 Unit Test Case Scenarios Table 8: Test Case Scenarios
Case Scenario Description
N/A
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A Appendix
N/A
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B Naming Conventions
Document Naming Convention: e-Port_DT_<Module Name>_<Description>.doc
Module Name – Functional Work stream. Example, For FICO Functional specification, <Module Name>
should be FI.
FI = Finance
MM = Procurement
PP = Manufacturing
RE = Real Estate management
HR = Human Resource
PM = Maintenance
PS = Project System
IS = IS Utilities
DM = Document Management System
DT- Document Type indicator, in this case it is FS (Functional Specification).
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