SAP Form Functional

Specification
FSD_PTP_F029
Purchase Order Form

ARTHREX

FSD_PTP_F029_Purchase Order Form

Page 1

Table of Contents
1

OBJECT REQUIREMENTS SUMMARY...................................................................4

1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
1.10

FORM DESIGN DETAILED SPECIFICATIONS........................................................8

2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8

OBJECT INFORMATION AND ATTRIBUTES.................................................................4

REQUIREMENTS SUMMARY AND BUSINESS DRIVER................................................4
ASSUMPTIONS.......................................................................................................4
CURRENT FUNCTIONALITY.....................................................................................4
REQUIRED FUNCTIONALITY....................................................................................5
PROJECT / DEVELOPMENT CONSTRAINTS...............................................................5
PERFORMANCE CRITERIA......................................................................................5
OTHER OBJECTS AFFECTED..................................................................................5
EXTERNAL REFERENCES.......................................................................................6
DEFINITIONS/ACRONYMS/ABBREVIATIONS...............................................................6
DETAIL REQUIREMENTS:.....................................................................................8
DATA SELECTION-SCREEN / CRITERIA:...................................................................8
FORM OUTPUT LAYOUT:........................................................................................8
FORM OTHER INFORMATION...............................................................................9
PRINTING / MEDIA REQUIREMENTS:.....................................................................10
ERROR HANDLING METHOD:................................................................................11
POST EXECUTION NOTIFICATION DETAILS:...........................................................14
PROCESS LOG DETAILS.......................................................................................14

ADDITIONAL INFORMATION.................................................................................14
3.1
3.2
3.3
3.4

UNIT TEST PLAN.................................................................................................14

INFORMATION SECURITY......................................................................................16
AUDIT.................................................................................................................19
QUESTIONS / ISSUES / RISKS...............................................................................19

FSD_PTP_F029_Purchase Order Form

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Business Process Organizational

Structure

Lance Provance; Julie Garcia; Cynthia MarinoClark;

Surya Ranganathan
Surya Ranganathan, Dimitri Koutsouras

Process Owner
Original Author(s)
Current Revision Author(s)

Version
1.0
1.1

Date
3/4/2014
3/12/2014

FDD_PTP_ 2.3.1 PO Processing and Approvals

Author(s)
Surya Ranganathan
Dimitri Koutsouras

Revision Notes
Original
Review, Updated sections: 1.1, 1.2, 1.5,
1.6, 2.1

1.2

FSD_PTP_F029_Purchase Order Form

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1 OBJECT REQUIREMENTS SUMMARY

1.1

Object Information and Attributes

The following is the specific requirement that this object is being designed to address.

Req No.

Requirement Description

GXP
Risk
Probabil
(Yes/N (H/M/L)
ity
o)
(H/M/L)

URS.2.3.1.0
Ability to procure the materials
060

URS.2.3.1.0 Ability to create a purchase

110
order without reference to a

from vendors, as per the

conditions mentioned in their
contracts

URS.2.3.1.0
120
URS.2.3.1.0
160
URS.2.3.1.0
240

URS.2.3.1.0
310
URS.2.3.1.0
330
URS.2.3.1.0
131
URS.2.3.1.0
132
URS.2.3.1.0
133

purchase requisition
Ability to create a purchase
order for non-stock material and
stock materials
Ability to output Purchase Order
via Print, email, fax
Ability to generate text message
on PO with delivery instructions
and documentation
requirements
Ability to create a standard PO
for third party services /
materials
Ability to create Purchasing
document for procuring an asset
Ability to maintain the revision
(version) at item level for
purchase order
Ability to maintain different
currencies for a vendor
Ability to support different
release strategies for direct and
indirect materials

FSD_PTP_F029_Purchase Order Form

N
N

N
N

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The following is current information about this object and document:

Object ID
Title
Author(s)
Team Which Owns
the Object
System Version
Development Type
Priority
Estimated
Complexity
Link to Process
Flow
FTM Team
Validation
Required

144 FSD_PTP_F029_Purchase Order Form

Purchase Order Form
Name of the technical specification author(s)
PTP
ECC 6.0
Form
High
Medium
FDD_PTP_ 2.3.1PO Processing and Approvals
Mark this as Yes or No if FTM Process Team has to validate the
follow-on financial process (triggers a financial posting) in SAP during
Unit Test of this Object

Yes

1.2

No

Requirements Summary and Business Driver

A purchase order is a formal request or instruction from a purchasing organization to a
vendor or a plant to supply or provide a certain quantity of goods or services at or by a
certain point in time.
Purchase orders in Arthrex are subjected to a release (clearance, or approval) procedure.
During release (approval) digital signature of the person needs to be attached to the
purchase order form.
Purchase order created in the SAP needs to be transmitted to the vendor (e.g. via the
regular postal service as a normal printed document, as a fax, or email as PDF attachment
etc.
1.2.1

Alternatives to Object
No alternatives. A purchase order must be transmitted to an external party. As
such it requires a form.

1.2.2

Impact of Implementation
Purchase orders would be sent to vendors / plant in order to formally procure
materials and services.

1.2.3

Impact of No Implementation
A Purchase order is a legally binding document requirement. Its form should
comply with Arthex policies and include the proper disclosures.

1.3

Assumptions

FSD_PTP_F029_Purchase Order Form

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1.4

All the data for purchase order form exist in SAP.

All relevant configuration is in place
Output condition is maintained in purchase order
Printers are configured in SAP
All Master data elements for the purchase order is available.

Current Functionality
A sample of a current purchase order is attached below.

ExamplePO.pdf

1.5

Required Functionality
The purchase order form is needed to be created in SAP. This form will be transmitted to
external suppliers via email, printout, fax, and also be accessible via the portal.

1.6

Project / Development Constraints

In order for this form to be transmitted via any of the methods specified earlier, the
proper configuration must be in place and in addition, FSD_PTP_E017_Custom Output
Determination needs to be in place.

1.7

Performance Criteria
Performance Requirements for Forms

Average Frequency:

50

Per day - USA

Frequency per Peak:

1000

Per day After all countries are live in SAP

Availability:

24/7

Expected Average Response

Time:

3 sec

Expected Peak Response

Time:

3 sec

1.8

PO should be available within the spool and

depending upon the printer spool should be
printed within this time
PO should be available within the spool and
depending upon the printer spool should be
printed within this time

Other Objects Affected

FSD_PTP_F029_Purchase Order Form

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Object

Impact/Change Description

FSD_PTP_E017_Custom Output
Determination (User Exit) to
Print/Email/Fax/EDI attachments
(PDF, etc.) along with RFQ Output

Needed in order for attachments to also be transmitted

with the purchase order

FSD_PTP_W005_Purchase
Orders Approval Workflow

This FSD will support the purchase order approval

process.

SAP System

SAP Module

Impact/Change Description

ECC

MM

NON-SAP /
Legacy
System

Impact/Change Description

Dependencies:

1.9

BaseLine configuration created

Vendors converted or suitable master data created
Item master data converted or suitable master data created
Purchase order configuration
Output type configuration
Printer / email / fax setup
WF set-up

External References

N /A
Document Title

1.10

Author

Attachment / Links

Definitions/Acronyms/Abbreviations

PO Purchase Order
Release Approval of PO
RFQ Request for Quotation
EDI Electronic data Interchange

FSD_PTP_F029_Purchase Order Form

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2 FORM DESIGN DETAILED SPECIFICATIONS

2.1 Detail Requirements:
As soon as a PO is approved it will be possible to be transmitted to external suppliers. This can
be done either immediately after the last release or via a daily (or hourly, whatever the need is)
batch job.
Smart form: /SMB40/MMPO_L
Program:
SAPFM06P
In addition Arthrex requires that the form includes a digital signature. This digital signature will
be purchasing group specific. Digital signatures (one per purchasing group) will be kept in a
directory and they will be included in the PO form.

Data Selection-Screen / Criteria:

Table Field /
Field Name

SelectComments (Range,
Option (S) or
Checkbox /
Single/Multiple Selection,
Parameter
Patterns, Mandatory, etc.)
Radio Button (P)

Validations
(For Each
Field if any)

Default
Value

N/A

Form Output Layout:

Number of
the field on
the attached
Form Layout

Table Name

Field Name

Maximum Number of
Field Description Conditions / Data Retrieval
Characters to print
Logic

Please find the attached mapping information along with the PO template.
This form is a copy of SAP standard form. All SAP default logic should apply that are not
mentioned in the mapping sheet (ex. deleted line items are not printed; line feed; page break
etc.).
Numbers from 1 to 39 marked in Purchase order template together forms the header. If there
are multiple pages of purchase order then this content repeats on every page. The page
number gets updated accordingly. Only the last page doesnt have the header detail.
Each page with page number should also have footer printed which is PO layout revision
number (83). Only the last page will not have footer.

FSD_PTP_F029_Purchase Order Form

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PurchaseOrderTempl
ateNumbered.pptx

POFormMapping.xlsx

Additionally, mention the following:

Is it a modification to standard form?

(If yes, check the box)
Is it complete new custom form
development?
(If yes, check the box)
SAPScript / SMARTFORM / Adobe Form:
(Mention the type of form)
SAPScript / SMARTFORM / Adobe Form
Name:
Output Type:
Print Program Name:
Standard Text:
Logo:
(Attach as files)
Bar Codes (field names):
Language translation constraints:
(List languages to be considered for form
development)
Output Destination:
(Check all that apply)
Number of forms to print per run:
IMG Configuration, if any:
Menu Path to Generate Form:

Smart form
/SMB40/MMPO_L
NEU (Would also use multiple output type)
SAPFM06P
Yes
Attached
N/A
All SAP supported language. EN, DE etc.
Hard Copy
EDI
FAX
Hard copy to a specific printer
1
Standard Output Conditions Configuration

Logos used by Arthrex

ACI BLK logo.jpg

AMI Final logo e.jpg

FINAL Logo Blk.jpg

ACT blue & grey

logo.jpg

Each company code will be using its own logo.

2.1 Form Other Information

FSD_PTP_F029_Purchase Order Form

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Form Processing Requirements

Calculations / Transformations
Value to be Derived

Business Rules / Algorithm For This Transformation

None

Other Updates Performed During Processing Not Specified Above

Initiating Event

Updated Information

Rules For Update

None

Other Form Requirements (Not Specified Elsewhere in This Document)

Number
1.
2.

Description of Requirement
None

1.1 Printing / Media Requirements:

PO form would be used for Print, Fax, Email
Output Device Name:
(Mention the Output Device Name)
Number of Copies:
(Mention number of copies to be printed)
Spool Request Name:
(Mention if any specific spool request name)
Print Immediately:
(Check the box if yes)
Delete after Output:
(Check the box if yes)
New Spool Request:
(Check the box if yes)
Close Spool Request:
(Check the box if yes)
Paper Format
Paper Size

FSD_PTP_F029_Purchase Order Form

LOCL
1
TBD

Letter
8.5 X 11

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1.2 Error Handling Method:

Failure Points
Possible Point Of
Failure

Purchasing GroupSignature file not

available

Logo not available for

company code
Information not
available in PO

Rules For Handling Failure

Display error message on screen and continue. Terminate the

Output of the purchase order form (all outputs ex. Printout / Fax /
email etc. using PO form should provide the error message and
processing of the output should terminate.
Error Message Purchasing Group Signature not available
Please contact IS Service Desk.
Use the default Arthrex Inc. logo for company code- Arthrex Inc.
Leave the field blank.

Error Handling Requirements

Information Needed

Error Detection
Error Notification
Error Logging (beyond
notification)
Error Remediation

Description

See above
See above
See above
See above

1.3 Post Execution Notification Details:

N/ A

1.4 Process Log Details

N/A

FSD_PTP_F029_Purchase Order Form

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FSD_PTP_F029_Purchase Order Form

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3 ADDITIONAL INFORMATION
3.1 Unit Test Plan
Identify the Test Scenario to be used to test the development with:

Test Considerations

Scope of Testing (Inside

SAP (IS) / Outside SAP
(OS) / Both (BO))

Target Test Date

BO SAP screen; print

out; fax; email

May 15th, 2014

PTP_F029_Purchase
Order Form_TestCase.xlsx

3.2

FSD_PTP_F029_Purchase Order Form

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Information Security
3.2.1 Information Classification
General Information
Procurement
Dimitrios Koutsouras
Contact Information
Company
Name
Lance Provance
Arthrex

Businesses Impacted:
Information Classified by whom:

List Potential
Information Owners:

Architecture: (system exposure):

Post Implementation
3rd party system access required?

Phone

Architecture
Development
Test
Public (Internet) Facing
3rd Party Hosted

Environments: (impacted by this T spec):

During Project
3rd party system access required?

Date

03/14/2014
E-mail Address
Lance.Provance@
Arthrex.com

Training
Production
Internal Only
Company * Hosted

Identity & Access Management

rd
Offshore?
Yes
Yes List the 3
Parties:
No
No
Offshore?
Yes
Yes
No
No
Business Impact Analysis

List the 3rd

Parties:

What may be impacted if the system or information/data is compromised? Check all that may apply.
Brand Reputation/Trust
Associate Relations
Competitive Advantage
Financial Impact
Productivity
Supply Chain
Contractual (i.e. NDAs, MSAs)

Regulatory
Compliance
Securities & Exchange Commission (SEC)
Payment Card Industry (PCI)
Sarbanes-Oxley (SOX)
Privacy Laws

Input any additional details related to business impact in the event of compromise:

FSD_PTP_F029_Purchase Order Form

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Information Classification
Action #1: Check the box below that represents the most restrictive classification.
Action #2: If Level 1 or 2 is selected, check the box below indicating data storage or data
transmission.
See Information Classification, Labelling and Handling in [Clients]s ISC Standards for details
on the formal classifications and data handling standards.
Level 1 Confidential Secure Handling Required SHR
Confidential Secure Handling Required represents the most sensitive data classification related to individual
personal identifiable information and personal financial account information. This information considered critical to
[Clients] such that, if disclosed, may disrupt or impede business operations, and due to legal, reputational, or
operational concerns, requires additional security controls. Information in this category includes, but is not limited
to:
1. Social Security Number
2. Drivers License Number or Government-issued Identification Number
3. Financial Account Number (card number or personal bank number)
4. Protected Health Information & Electronic Protected Health Information
SHR data stored?

SHR data transmitted?

SHR data stored and transmitted?

Level 2 Confidential
Confidential represents the second most sensitive data classification related to operationally significant business
information. This information considered critical to [Clients] such that, if disclosed, may disrupt or impede business
operations. Examples of Restricted Confidential include but are not limited to regulatory governed data, trade
secrets, mergers and acquisition discussions, product formulas and designs, corporate earnings data prior to public
announcements, reorganization details prior to announcements, current/closed company investigations and
litigation, detailed network diagrams that could jeopardize network security, strategic development/marketing plans
and information integral to the success and operations of the company.
Confidential data stored?
transmitted?

Confidential data transmitted?

Confidential data stored and

Level 3 Internal [Clients] Use Only

Internal [Clients] Use Only represents the third most data. It represents information that is less critical to privacy
and business operations but still must not be publicly disclosed. This information is not approved for general
circulation outside [Clients].
Level 4 - Public
Public represents information that has been declared public knowledge by the information owner and can freely be
given to anyone without any possible impact to [Clients]. As a result, no special data handling protections are
required.

FSD_PTP_F029_Purchase Order Form

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3.2.2 Security Roles (Profiles and Authorizations)

Security Requirements for Workflow
Security Type
Screen Level
Security
Field Level Security
Button Security
Data Security

Role

Access Allowed

N/A
N/A
N/A
N/A

3.2.2.1 Table Security (if applicable)

Custom Table

Authorization Group

None
3.2.2.2 ABAP Program Security (if applicable)
Value
Authorization
Group Check
Authorization
Check
Transaction Code

See test script

Process Step

Business Process Role

.
Data set /
Functionality

3.3

Describe what authorization a User must be assigned to access the

data set or functionality

Audit

FSD_PTP_F029_Purchase Order Form

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Audit Trail Requirements

Audit Event

Description

Audit Trail Updates

None

3.4 Questions / Issues / Risks

Questions/Issues/Risks
Asked By

Question/Issue/Risks

FSD_PTP_F029_Purchase Order Form

Resolution

Resolution
Date

Page 17