Inputs for  reveiwing Functional specification to prepare TS document

Hello Gurus
Good day to you. Now i have  a requirement for reviewing the functional specification. I have few FS documents and i want to review them and let my manager know whether those FS documents are having the required information to start up to write a TS document or not. if it is not having sufficient information or if i require more information or lack of information in FS to start up TS preparation, i need to inform my lead. This is my requirement.
Here i require your suggestions or inputs which i should take care while reviewing the existing Functional specification. Please provide your inputs as per your experience.
This is going to help me a lot.
Thanks in advance.
Regards
Raj

Hi Raj,
While reviewing the FS below are the key points which you note:
1. FS contains explanation of the functionality.
Functionality which you are trying to convey to the technical team to build
2. Details of the mapping tables if any
Mapping tables from legacy - SAP or SAP - upstream if any with the table info and applicability
3. Validity of specific values or length -
Validation if specific dates/char/numbers for fields required in SAP.
4. Analysis of any additional dependency for the FS
Any open clarification, requirements which would be a dependency for the FS (Example Input file)
Do let me know if you need any further info.
Regards,
MKS

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    Authors     
    Approved By     
    TABLE OF CONTENTS
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    1.1     DOCUMENT OVERVIEW:     3
    1.2     REVISION HISTORY:     3
    1.3     OPEN ISSUES:     3
    1.4     EXTERNAL REFERENCES:     3
    1.5     REQUEST OVERVIEW:     3
    1.6     GENERAL PROCESSING REQUIREMENTS:     4
    2     BUSINESS/FUNCTIONAL REQUIREMENTS     5
    2.1     REQUIREMENT DESCRIPTIONS:     5
    2.2     BUSINESS DRIVER     5
    2.3     TO-BE BUSINESS PROCESS:     5
    2.4     TO-BE BUSINESS PROCESS FLOW DIAGRAM:     5
    2.5     ASSUMPTIONS:     5
    2.6     DEPENDENCIES:     5
    2.7     RISKS:     5
    2.8     SECURITY:     6
    2.9     OTHER REQUIREMENTS:     6
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    3.1     REPORT SELECTION SCREEN:     7
    3.2     STANDARD FORM NAME:     7
    3.3     FORM LAYOUT:     7
    3.4     DATA SOURCE:     7
    3.5     SPECIAL REQUIREMENTS PROCESSING:     7
    3.6     HOW TO EXECUTE THE FORM:     8
    4     UNIT TEST PLAN SECTION     9
    4.1     FUNCTIONAL UNIT TEST PLAN:     9
    5     USER GUIDE REQUIREMENTS     10
    5.1     USER GUIDE REQUIREMENTS:     10
    6     APPENDIX     11
    6.1     APPENDIX:     11
    1     Overview Section:
    1.1     Document Overview:
    (Provide the high level identification information about the object to be developed. Id, title, Release etc)
    Project      Project Atlas
    Development Object ID:     SC-F-125
    Development Object Title:     Purchase Order Form
    Release:     
    Process Team:     Supply Chain
    Process Area:     Procure-to-Pay
    1.2     Revision History:
    {This section should be filled with other details about the owner of functional specs, current status of document as explained in the status key etc}
    Date Modified     Version     Modified By     Description of Change(s)
    1.3     Open Issues:
    (Any open issues should be reported in this section)
    Issue #     Issue Date     Issue Title / Description     Priority     Resolved Date     Any Other Comments
    1.4     External References: 
    (Identify any documents referenced in any part of this document.  (Attach documents where possible.)
    Document Title     Filename     Author     Identifier (Version/Date)
    Process Flow diagram      N/A          
    Screen Shots if any     N/A          
    Sample data file     PO Form Layout (Single Page)     Erik Kraus     1/ (10/11/2006)
    Sample data file     PO Form Layout (Multiple Pages)     Erik Kraus     1/ (10/11/2006)
    1.5     Request Overview:
    Complexity     0   High
    1   Medium
    0   Low
    System(s) Impacted     1   R/3
    0   CRM
    0   BW
    0 
         0   Other
    Existing SAP transaction(s) involved?     ME22N, ME23N
    New SAP transaction(s) involved?     ME22N; then click “Messages” to print or “Print Preview” to view.
    Menu path for transaction(s)     Logistics &#61664; Materials Management &#61664; Purchasing &#61664; Change
    1.6     General Processing Requirements:
    (Check the appropriate boxes for e.g. if the development object is an batch report that runs monthly, then check the Online and Monthly boxes in the Processing mode and frequency section and also provide the expected data volume if known)
    Processing Mode:     1   Online
    0   Batch
    Frequency     0   Annually
    0   Quarterly
    0   Monthly
    1   Daily
         1   Real Time 
    1   Ad-Hoc
    1   Others
    Expected Data Volume     
    2     Business/Functional Requirements
    Section 2 describes what is needed.  This information is used to build the design (how to do it) in Sections 3 and on
    2.1     Requirement Descriptions:
    Describe the purpose of the object.  Brief overview
    The purchase order form is used to display the purchase order in SAP. This form can also be sent to the supplier via e-mail or fax in SAP. The PO can also be displayed in the “Print Preview” screen and printed out as well.
    2.2     Business Driver
    The PO Form is standard in SAP. Modifications to the form will be necessary to meet the needs of the purchasing organizations at Sage. The PO form is necessary so that all the details of the purchase order can be faxed/ emailed to the supplier and also can be printed out into a hard copy form for internal purposes. The PO form also needs to be able to be viewed via the print preview icon in SAP.
    2.3     To-Be business process:
    Describe the To-Be business process
    Customized Sage Purchase Order Form.
    2.4     To-Be business process flow diagram:
    Describe the To-Be business process flow diagram
    N/A
    2.5     Assumptions:
    List all the assumptions that were made when developing this object
    1)     Standard SAP PO Form will need to be modified from its standard layout.
    2)     Font for Purchase Order form will be Times New Roman
    3)     PO Form will be created in English
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    N/A
    2.7     Risks: 
    (What are the risks that make this development unique?  What risks need to be proactively dealt with in order to be successful? What data sources are needed but not readily available?  Are there any risks or concerns that make this development out of the ordinary?)
    N/A
    2.8     Security: 
    (Any security requirement for this object)
    2.9     Other Requirements: 
    (If there are any other requirement which is not covered under section 2)
    N/A
    3     Form Section
    Type:      0  SAP Script     1  Smart forms   
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    Describe the selection screen of the program.  Specify fields for selection and what checks are needed after the user has entered their criteria.
    Field Name     Select Options / Parameters / Radio Buttons / Check Boxes     Default Values
    From – To     Validation
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    N/A     N/A     N/A     N/A     N/A     N/A
    3.2     Standard form name: 
    Give the name of the SAP Script or Smart form name if copied from SAP
    “MEDRUCK” Form in SAP
    3.3     Form Layout: 
    Describe the form layout for each page.
    The PO form will contain information at the Header Level, Item Level, and Authorizations levels.
    Header Level:
    The header level will contain all the supplier, bill-to party/address, and ship-to party/address information.  The header level will also contain the payment and shipping terms, logo, page number, purchase order title, purchase order number, supplier number in SAP, and the PO date.
    Item Level:
    The item level will contain the item number, material and description, order unit, quantities, date required, unit cost, and the total amount of the line-item.  The item-level will also contain the line-item text of purchase order.
    Authorization:
    The authorization section of the form will contain the name, telephone number, and email address of the purchasing agent.
    Other:
    -The Total Amount and Currency will be displayed to the right of the Authorization information.
    -The layout will include sections and fields with borders. For example the Ship-To, Bill-To, and Supplier will be enclosed in rounded edge boxes. The Layout can be viewed in the Attachments section:
    portion of section 3.4. which will show an example of  a PO with only one page and a PO with multiple pages.
    3.4     Data Source: 
    Identify the data that has to be appeared in the forms. Table Name-Field Name
    All the fields will be available on the SAP standard form “MEDRUCK”. Any additional fields that are not on the standard form will need to be added.  The mapping for additional fields not in the standard form will be shown below in each section (Header Level, Item-Level, and Authoriztions) if required.
    Please see below for the required fields in the form:
    This Section will contain details on the Header, Line-Item, and Authorization sections of the form. A section for attachements will also be inlcuded at the end.
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    The following fields will be displayed for the header information.
    -     Title: Purchase Order
    -     Logo: The Sage Software logo will appear in the top left corner of the form.
    -     PO Creation Date (MM/DD/YYYY)
    -     Supplier Number
    -     PO Number
    -     Page Number
    -     Bill to Name and Address
    -     Supplier Name and Address
    -     Ship to Name and Adress
    -     Payment Terms: (not on standard form, see field mapping section below)
    -     Shipping Terms: (not on standard form, see field mapping section below). The shipping terms are the same as the “incoterms” in SAP. There are two fields for the incoterms and both will be used for the shipping terms.
    -     Header Text
    Additional Notes for Header Fields:
    PO creation date should be in format “MM/DD/YYYY”
    Page Number should be in format “Page 1 of 1, Page 2 of 3, etc” format
    The “Bill To” name and address will come from the company code  that is assigned to the plant in the purchase order.
    The “Ship To” name and address will come from the storage location in the first line-item on the purchase order if the “SC Vendor” box is not checked on the delivery address tab of the purchase order. If the “SC Vendor” box is checked on the delivery address tab, then the “Ship To” address will come from the delivery address tab on the purhcase order from the central address management system.
    The “Supplier” name and address will come from the vendor master in the purchase order.
    The central address management system will need to be queried when looking up the “Bill To”, “Deliver”, and “Supplier” addresses.
    Header Text: The text to be inserted here will be pulled from the Header Text in the purchase order.
    Example: Text is pulled from the Header text with the green checkmark.
    If the PO Form requires additional pages, then the header information should be duplicated on the subsequent pages.
    Additional Fields :
    Field Mapping for additional header fields that are not on the Standard SAP PO (MEDRUCK) Form . These fields can also be viewed on the PO Forms in the Attachments section.
    PO Form Additional  Fields
    Field Name     SAP Table/ Field Name
    Payment Terms     MEPO1226-ZTERM
    Shipping Terms (incoterms1)     MEPO1226-INCO1
    Shipping Terms (incoterms 2)     MEPO1226-INCO2
    II. Item Level Information
    The following fields will be on the PO form for the item-level:
    -     Item Number
    -     Material
    -     Material Description
    -     Unit (Unit of Measure)
    -     Quantity
    -     Date Req’d (MM/DD/YYYY)
    -     Unit Cost
    -     Amount
    Each field will have an allotted amount of characters, so that all the text can fit on the line-item. Using .5 inch margins with times new roman 10pt font; there are 105 possible characters in microsoft word for the line-item details to fit on the line. The fields are broken down as follows with their allotted characters to accommodate the 105 allowed spaces:
    Characters:
    Item Number:  1-3
    Material: 6-18
    Descriptoin: 6-36
    Unit: 39-49
    Quantity: 44-56
    Date Required: 60-69
    Unit Cost: 77-86 (Commas and Delimals will be included in the Price. Two total decimal Spaces)
    Amount: 92-103 (Commas and Delimals will be included in the Price. Two total decimal Spaces)
    The Numbering Ranges above can be viewed below line-item 040 in the “PO Form Outline (Sinlge Page)” document in the Attachments section.
    Note: These number ranges are shown as an example of what the form should like. They do not have to match up identicle to the specifications listed above.
    Additional Notes for Line-Item Fields:
    - Material Description will be displayed directly below the Material on the next line.
    - Item Text: The Item text will be displayed if there are any item texts from the Purchase order. The text will be displayed two lines below the Material description. So there will be one line without any text. Also, the next line-item on the PO form will be displayed  two lines below the item-level text; so there will be only one line with no text between the line-item with text and the subsequent line-item.  Line items 020 and 030 depict this in the “PO Form Outline_v1” document in the attachments section. The Line Item text will come from the “Material PO text” (identified below with a green checkmark) from the line-item on the purchase order as shown below.
    - The Date Required Format will be “MM/DD/YYYY”.
    - For every item in the purchase order, the program should loop through each item and check to see if the “returns item” box is checked (MEPO1211-RETPO). If this box is flagged on the purchase order, then the purchase order form needs to be updated with a return indicator. This indicator can be viewed on ‘line-item 030’ of the attached word document ““PO Form Outline (Single Page)” in the Attachments section.
    - The line-item fields should have the following alignment:
    Material: Left
    Material Description: Left
    Unit: Left
    Qty.: Right
    Date Required: Left
    Unit Cost: Right
    Amount: Right
    - If the line-items do not fit on one page, then they should continue on to subsequent pages. The Header information should be copied to all the subsequent pages and the authorization section will be displayed on the last page as well as the total amount and currency. This example can be viewed in document “PO Form Outline (Multiple Pages)” in the Attachments section.
    Dislclaimer:
    A disclaimer will also be included in this section and after all the line-items. The disclaimer text is still pending. An example of a disclaimer is shown in the “PO Form Outline (Single Page)” after line-item 040. This document can be found in the Attachments section.
    If a PO requires multple pages, the the disclaimer will be displayed on the last page after the last line-item.
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    This section will contain the purchasing agent: The purchasing agent will be the person who created the purchase order. This section will also contain their telephone number and email address.
    The first and last name of the person who created the purchase order should be displayed here. This can be looked up in the users profile. The user profile will also contain their email and telephone number.
    The field names for can be viewed below or in the “PO Form Outline (Single Page)” document in the Attachments section.
    PO Form Additional  Fields
    Field Name     SAP Table/ Field Name
    First Name     ADDR3_DATA-NAME_FIRST
    Last Name     ADDR3_DATA-NAME_LAST
    Telephone Number     SZA5_D0700-TEL_NUMBER
    Email     SZA5_D0700-SMTP_ADDR`
    Attachments:
    3.5     Special Requirements Processing: 
    Describe the processing required to support any special requirements (e.g. signatures, logos, OCR, bar coding etc.).
    3.6     How to execute the form: 
    Describe how to trigger the form e.g. Standard SAP transaction code or custom transaction code etc. If standard SAP transaction code describe the menu path
    The form needs to be able to be viewed and printed.
    To View:
    Transaction ME22N or ME23N; Then Click the Print Preview   icon to view the Form.
    To Print:
    1) Transaction  ME22N.
    2) Click Messages
    3) Select Output “NEU” and medium “1 Print output”
    4) Click the “Further data” button as shown in the screen shot above
    5) Select  “4 Send immediately (when saving the application)”
    6) Click Back   then Click Save  
    7) Select “LOCAL” for logical Destination
    8) Click “Save” again  
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    4.1     Functional Unit Test Plan:
    Document the criteria to be used for validating programming accuracy and positive/ negative results
    Step     Scenario     Expected Results
    Number     Description of what is being tested in this step     Description of what is expected to happen in this step
    1     Go to Transaction ME22N and Display PO Form by clicking the Print Preview Icon     Form should mirror the forms in the Attachments section.
    2     Go to Transaction ME22N and Print PO Form     PO Form should print as showed in the Print Preview Screen and the forms the Attachments section.
    3     Create PO that will force PO form to cross multiple pages and then click Print Preview     PO Form should have Header information on all pages and line-item shoulds continue on to the subsequent pages. Authorization, Total Amount, Currency, and Disclaimer will be on the last page. The page numbers should also be correct and in the right format. This should mirror the “PO Form Outline (Multiple Pages)” document in the Attachments section.
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    N/A
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    N/A
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  • Document on Functional Specifications in SAP-FI

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    http://www.sceis.sc.gov/content/FI-MM_Implementation_Prep/Blueprint-Gap/1.5_support_Functional_Spec_IDT-1.pdf#search=%22Cost%20Statement%20CSKS%20-%20SAP%22
    http://www.sap-img.com/general/what-are-functional-specification-in-sap.htm
    http://whatis.techtarget.com/definition/0,,sid9_gci212169,00.html
    http://erp.ittoolbox.com/groups/strategy-planning/erp-projectmanagement/samples-for-sap-functional-specification-1194336#
    hope this helps
    pushkaraj

  • Parameters to be considered for functional specification preparation

    hello experts
    what are the parameters need to be considered at the time of prep.of any functional specification for abap deveopment?
    or how to prepare functional spec

    It depends on how you design your specification -
    for example for creation of notification & order in the back ground you can use BAPI
    For creation of confirmation of order you can use BAPI.
    Use T code BAPI for exploring the available  BAPI & their uses.
    For finding out  user exit use t- code SE84.
    enhancements - serch with IW* you will get all PM related exits
    For function module use SE37 for searching function modules
    As such its upto the ABAPer to use them in development
    Shakti

  • How will i prepare functional specification for my support project

    how will i prepare functional specification for my support project....

    Hi,
    [Functional Specifications|Re: functional spec;
    Assign Points if helpful.
    Thanks and Regards,
    Naveen Dasari.

  • EXIT_SAPMM06E_016 for User exit how to prepare functional specification.

    Hello Gentlemen,
    Ex: -  issue for the PO no: 4500006789
    Made advance payment against PO 100%, later vendor has given discount on freight charges, so once advance payment is made then system should not allow to amending the PO.
    Now client requirements are as follows likeu2026.
    Condition no1: If there is an existing down payment against the PO then system should allow to amending the PO, but system should throw the warning message as there is already down payment against the PO.
    Condition no2: If there is an existing down payment against the PO system should allow to amending the PO, but system should not allow to changing more than the total value of the PO.
    So User exit which I have mentioned in above subject line it should be in a position to fullfill the condition no1 and condition no2.
    So pleas let me know the functional specification and functional specification logic for above said in subject User exit.
    Early action inthis matter will be highly appreciated.

    as far as i know, when you make an advance payment you can link it to a po only thru a reference text field.
    uncleared vendor items will be table BSIK
    you may have to filter it out by transaction type A and spl gl indicator A, both refering to down payment.
    this way you can find out what is the advance payment still with the vendor.

  • Functional Specifications for ABAP Developments

    Dear All,
    We are implementing negative time management. We require data to be transferred from the Time Recording Terminal to the SAP system. We are planning to adopt for ABAP program to transfer data from Time Recording System to SAP. Can anyone provide me with the functional specifications I should be providing to the ABAP consultants. Also please provide the Standard format we should follow to give Functional Specs to the ABAP consultants.
    Regards,
    T.Satish

    Dear Christopher,
    Our customer has existing Time Recording terminals(TRT). These TRT's do not have an interface with SAP. The data is downloaded in "text" format from the TRT. We are planning to develop a BDC for the data transfer. I am required to give the Functional Specs for this purpose. If possible please give me a  copy of the functional specs prepared for data transfer from TRT to SAP.
    Regards,
    T.Satish

  • Preparing Functional Specifications

    Hi Gurus,
    How can we write functional specifications for any functionality to be implemented in CRM.
    For example I want to prepare functional specification for making "External reference field" read only in crmd_order transaction.
    Please let me know. Also if anybody has a template for the same please fwd me the same.
    Regards
    Yogesh

    hi Deepa,
    this field is not in master data. It tells to the system, when you press save, how many assets has to be created (by default 1). If you enter 10 for example, than 10 assets will be created (you can enter different decriptions and serial numbers, but the rest will be the same)
    hope this helps
    ec

  • Functional Specifications for Reports

    Hi All,
    Can anybody pls. share with me any helpful material which will direct me create Technical Specifications from Functional Specifications
    Thanks In Advance
    Regards
    PPMM

    Hi,
      When you convert the Functional requirement into technical Requirement you have to prepare the following document.
    1) Data Staging (Transfomation and Update Rule)
    2) Data Modelling (MDM and ERM Model)
    3) Data Flow
    4) Infoobject List (Compare with datasource fields)
    5) Reporting Requirement.
    You can used the Top Down Approach or bootom down approach for Modelling.
    From Reporting Perspective come to cube and infoobject List.Top Down approach.
    Or from the datasource Fields design the Infoobject List and start from there..
    this document can be useful...
    http://help.sap.com/bp_biv335/BI_EN/documentation/SolutionScope_EN.doc
    In BW Technical means the person involved in the configuration part i.e design and functional means the person working after the design level that means Production.
    Functional specs would be normally prepared by the client or functional guys and the technical specs are the ones prepared by you that is what are the infoobjects,cubes to be used etc..
    System specifiactions are technical settings of BW GUI and other system related aspects.
    In production support normally you see functional specs on which you'll be given tickets for any issues.
    I hope it will help you.
    thanks
    @jay

  • Functional  Specification Documents for SAP Sales and Distribution

    Dear Gurus,
    I am having the problems of Invoice Output..... the default out put generated by the SAP is completely different from the hard copy of the Invoice of the Client. ppl say that I have 2 take the help of ABAPers to define the smart forms for the invoices of different company codes.... i had conversation with the ABAPers.... butthey are  asking the format, wht ever the change we are  looking for..... I am not be able to get the exact format.... how 2 provide this to ABAPers in FS format.
    can any one pls send me ( or provide me the link to download the same from the SDN website) these Functional Specification Documents for Sales and distribution.
    Wishes,
    Abhishek

    Hi there,
    1st try to understand what is a functional specification doc before asking for it.
    Functional specs is a doc in which you include what is the business requirement. If it requires a change to change to existing configs / code, then you will give the progs & the location where you will need to change. If the requirement is a totally new one, then yuo will explain the requirement in detail & possibly give the progs / code if there are any.
    In your case, your client has a specific invoice format which is different from which SAP gives, in such cases, you will need to define a new Invoice output for eg ZINV. Define it as a print output. You will need to define a new print prog for the new output in which you will call smart forms to define the layout & fields.
    Ask your business user to send the invoice copy which he has. Scan it & include it in the functional specs which you prepare. Mention all the fields which you want in the layout. Ask the ABAPer to code the invoice format in the same way. ABAPer is free to define any convinent name as per the guidelines (which he will be aware). You will need to assign that in the form routines of the output.
    As a functional consultant you will need to give the field mappings (from where you get the data) for all the fields which you wish to print in the output. All that should be included in the func specs.
    So there is no standard func specs that you can follow. Each func specs varies on the requirement. So dont ask these kind of questions in SDN forum. If you dont know how to define func specs, ask how to define. Dont ask people to send the sample func specs. Thats against the rules of conduct.
    Regards,
    Sivanand

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