Business Requirements Document

IDD200005 -- Concur T&E Interface to SAP

EDD2203 – Concur Expense Postings to SAP
IDD200099 – Remittance data to AMEX

Version 3

TABLE OF CONTENTS

1. INTRODUCTION........................................................................................................................................................3
 1.1 PURPOSE.........................................................................................................3
BACKGROUND.........................................................................................................3
REFERENCES............................................................................................................3
1.2 BUSINESS OWNERS AND CONTACTS...............................................................3
1.3 SIGNOFFS........................................................................................................3
1.4 REVISION HISTORY.........................................................................................3
1.5 REFERENCED DOCUMENTS.............................................................................3
2. ASSUMPTIONS, CONSTRAINTS AND SCOPE:...................................................................................................4
3. PROCESS FLOWS......................................................................................................................................................4
3.1 CURRENT/EXISTING PROCESS WORKFLOW....................................................4
4. BUSINESS REQUIREMENTS:.................................................................................................................................4
4.1 USER REQUIREMENTS.....................................................................................4
4.1.1 Current Situation.................................................................................................................................................................4
4.1.2 Proposed Scenario..............................................................................................................................................................5
4.1.3 File Structure:.....................................................................................................................................................................5
4.2 DATA FLOW DIAGRAMS.................................................................................6
5. Output / Reports..........................................................................................................................................................6
6. Testing / Training.........................................................................................................................................................6
7. Security Requirements.................................................................................................................................................7
8. Implementation............................................................................................................................................................ 7
9. ACCEPTANCE CRITERIA.......................................................................................................................................7
9.1 BUSINESS ACCEPTANCE CRITERIA.................................................................7
9.2 INVOLVED PROGRAMS(WRICEF’S)...............................................................7
9.3 APPLICATIONS INTERFACES............................................................................7
9.4 DATA CONVERSION REQUIREMENTS..............................................................7
9.5 ERROR HANDLING DESCRIPTION....................................................................7
9.6 JOB SCHEDULE SETUP AND PERIODICITY.......................................................7
9.7 ACCEPTANCE CRITERIA MATRIX...................................................................7
10. ISSUES LOG............................................................................................................................................................ 8
11. Expected Benefits.....................................................................................................................................................8

1. INTRODUCTION

1.1 Purpose

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To provide resolution to all open issues resulted from implementation of CRF 821 Sept 2017 off cycle & CRF
1699 Dec 2017 off cycle Releases

Background
As part of Global CONCUR AMEX Implemention Project Mdlz LATAM contracted with AMEX to provide its employee
T&E (Travel & Entertainment) Corporate Card and Pcard so that employees can upload their expenses in CONCUR and
these expenses will then interface to SAP for settlement also settlement data is then send back to AMEX via outbound
interface. Change Requests 821 & 1699 were implemented to achive this implmenetnation in SAP however Business
found few processes not working as per their expection therefore it is agreed between Business and ITS to provide
resolution to all open issue via this CRF 1905.

References

BRD & Functional specs CRF 821

BRD & Functional specs CRF 1699

1.2 Business Owners and Contacts

Name Email Phone Role
Mark Harris mark.harries@mdlz.com
Felipe Luis felipe.luiz@mdlz.com
Luis Rojas luis.g.rojas@mdlz.com
Fernanda Dias Fernanda.Paulino@mdlz.com
Duarte Raul Raul.Duarte@mdlz.com
Fernando Muller fernando.muller@mdlz.com

1.3 Signoffs
Name Date Signature
Mark Harris mark.harries@mdlz.com
Felipe Luis felipe.luiz@mdlz.com
Luis Rojas luis.g.rojas@mdlz.com
Fernando Muller fernando.muller@mdlz.com

1.4 Revision History

Date Reason for change(s) Author(s)

2/5/2018 Mirza A. Baig

Business
Requirement Document - CRF# 1905 - LATAM AMEX_CONCUR Posting V1.docx
Updates in list of user requirements
2/14/2018 Mirza A. Baig

Business
Requirement Document - CRF# 1905 - LATAM AMEX_CONCUR Posting V2.docx
Updates in list of user requirements

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1.5 Referenced Documents
Document Version/Date Author(s)

Wagner
Jimenez
Business
Requirement Document CONCUR WACAM and Southern Cone V3.docx

Mirza A. Baig

Business
Requirement Document - CRF 1699 - One Wire Payment to AMEX V2.docx

Email
communicatio
RE CRF 1905 - BRD n confirmation
Draft Version 1 (SCOPE).msg some
requirement
details

2. ASSUMPTIONS, CONSTRAINTS AND SCOPE:

2.1 Assumptions

 Master data related errors such as GL account, Cost center, Vendor Master extensions to company code, and
Default profit center not configured will not be address via this CRF 1905 because these are obvious errors which
can be resolved directly in Production once Master data is maintained

 SAP SAP document types of Invoice expense and Acconting document remain same, Posting keys will
remain same.

 To accommodate requirement mentioned in 4.1 (A) current value in Document Header text that is
Report ID will be replaced with Employee Credit Card number and Report ID value will be moved to
BSEG-XREF3 field. However for PAT CODE “CASH” transaction Document Header text will continue to
populate Report ID as exists today

2.2 Constraints

NONE

2.3 Scope
 For all participating LATAM company codes listed below
Company
Code Type
NON
AR02 GDC
BO03 GDC
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 CL02 GDC
CO03 GDC
CO05 GDC
CR02 GDC
CR06 GDC
DO03 GDC
EC02 GDC
GT02 GDC
HN02 GDC
NI02 GDC
PA02 GDC
PE02 GDC
PR04 GDC
UY02 GDC
SV02 GDC
NON
MX03 GDC
NON
MX04 GDC
NON
BR02 GDC
NON
BR04 GDC

 May 2018 Minor release

3. PROCESS FLOWS.

3.1 Current/Existing Process Workflow

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4. BUSINESS REQUIREMENTS:
To provide resolution to all open issues resulted from implementation of CRF 821 Sept 2017 off cycle & CRF
1699 Dec 2017 off cycle Releases

4.1 User Requirements:

A. For PAT Code IBCP & CBCP populate credit card number on Document Header text (BKPF-BKTXT) of
the Invoice expense for all Participating Company codes listed in SCOPE
B. Auto unblock Brazil CASH expense invoices after posting into SAP via t.code YSTP_CONCUR
C. Remittance file (Allocation file) should not be created if there is no remittance data such as Record 10
D. Credit expenses are excluded while posting invoice expenses this require to fix to include Credit
expenses on Invoice expense postings for IBCP and if any in CBCP
E. Employee Vendor number incorrectly populating in YSTPD_E2203_CON1 table require to fix.
F. Remittance program picks up Reversed payments instead it should only pull what is Paid to AMEX
G. While generating remittance data for AMEX in Remittance file if Record 10 does not find CC number in
BKPF_BKTXT field then program should look for alternate field BSAK_SGTXT to pull first 15 digits of
CC numbers.
H. Create t.code to maintain Values in YSTPD_E2203_CON1 table
I. Allow all fields to be modifiable in YSTP_CONCUR t.code in VIEW option so Business user can change
records (if required) before posting to SAP

4.1.1 Current Situation

A. For PAT Code IBCP & CBCP populate credit card number on Document Header text (BKPF-BKTXT) of
the Invoice expense for all Participating Company codes listed in SCOPE

Currently all IBCP expenses are populating Report ID fetched from Table-Field “YSTPD_E2203_CON1-
C019Report_ID” as see below

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IBCP Expenses

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Currently all CBCP expenses are not populating any values in Document Header Text

B. Auto unblock Brazil CASH expense invoices after posting into SAP via t.code YSTP_CONCUR

Currently in BR02 & BR04 all CASH transactions which are posted againt Employee as Vendor account is blocked
with Payment block B right after posting into SAP via t.code YSTP_CONCUR

Example

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 C. Remittance file (Allocation file) should not be created if there are no remittances data such as Record
10 exists
Example below background job related to MX03 company code shows job log file created

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D. Credit expenses are excluded while posting invoice expenses this require to fix to include Credit
expenses on Invoice expense postings for IBCP and CBCP (if any)

E. Employee Vendor number incorrectly populating in YSTPD_E2203_CON1 table hence posting to

incorrect CASH invoice expenses this require to fix.

SAP Proxy in PI is reading Employee ID from Column 58 and populating the same in to the staging table
YSTPD_E2203_CON1 field Employee ID

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 F. Remittance program picks up Reversed payments instead it should only pull what is Paid to AMEX

If the payment is reversed using FBRA tcode a record still exists in BSAK table so Remittance program
is still pulling reversed data into Remittance file, this require to fix

G. While generating remittance data for AMEX in Remittance file if Record 10 does not find CC number in
BKPF_BKTXT field then program should look for alternate field BSAK_SGTXT to pull first 15 digits of
CC numbers.

Currenty there are exception expenses are entered via IPaySmart whereby user manually enter CC number either in
Document Header text field or sometime in Vendor line item TEXT field.

H. Create t.code to maintain Values in YSTPD_E2203_CON1 table

Currently there is no transaction code to maintain table YSTPD_E2203_CON1 table

I. Allow all fields to be modifiable in YSTP_CONCUR t.code in VIEW option

Currently there are few fields are allowed to modify before posting into SAP

4.1.2 Proposed Scenario

A. For PAT Code IBCP & CBCP populate credit card number on Document Header text (BKPF-BKTXT) of
the Invoice expense for all Participating Company codes listed in SCOPE

While creating SAP invoice using FB01 BAPI replace value YSTPD_E2203_CON1-C19Report_ID with
YSTPD_E2203_CON1-C130CREDITCARD_NUMBER. This should be applicable to IBCP & CBCP PAT
CODES but not CASH. Move existing YSTPD_E2203_CON1-C19Report_ID value to BSEG_XREF3 field of
the invoice postings. This change should be in EDD2203

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 B. Auto unblock Brazil expense invoices after posting into SAP via t.code YSTP_CONCUR

Currently all Brazil company codes CASH transactions are posted with Payment Block “B”, this logic should be removed
to allow Invoice postings with no Block status. This change should be in EDD2203

C. Remittance file (Allocation file) should not be created if there is no remittance data such as Record 10

Currently there are 19 company codes which generate Remittance data to be sent to AMEX, for all company codes the
remittance file is divided into three section Header which starts with 01, 00, or 1265. Remittance data section (Mid
section) starts with 10 and third part is the summary part which starts with 99. So the logic should be changed such that
file should be created in either application folder or presentation server only when there is Record 10 exists in Mid section
else no file should be created and Job log should say No Record Exists. This change should be in IDD200099

D. Credit expenses are excluded while posting invoice expenses this require to fix to include Credit
expenses on Invoice expense postings for IBCP, CBCP & CASH

Current FB01 BAPI which post Accounting document should be modified to accommodate this change. This change
should be in EDD2203. This is applicable to all countries which has postings in NEGATIVE sign. For example in Mexico
Credits are received against Balance sheet GL account so existing logic Debits the amount instead of Credit because GL
account is VAT related.

Example 1: where Mexico has CASH Expense with some CR expenses

SAP Document shows that Cr GL account is rather Dr.

Example 2: Mexico / IBCP expenses

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SAP Document showing Dr GL 63110200 account

Example 3: UY02 company code which is GDC expense coupld of Credits exists but they are not posted in SAP
document

SAP Invoice Document does not show them

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SAP accounting document does not show that Credit either

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 E. Employee Vendor number incorrectly populating in YSTPD_E2203_CON1 table require to fix.

Waiting on Business to confirm which column (column 58 or Column 274 of SAE file) should be considered to
populating Employee Vendor account to resolve this issue. Once we receive any input related to changing then
requirement is to only change mapping in IDD20005 to map to correct column of SAE file.

F. Remittance program picks up Reversed payments instead it should only pull what is Paid to AMEX

If the payment is reversed using FBRA tcode a record still exists in BSAK table so Remittance program
is still pulling reversed data into Remittance file, So in order to fix this issue a logic should be build
within Remittance extract program (IDD200099) which only pulls data if Document Reversal field
BSAK-XSTOV is empty else do not pull it.

G. While generating remittance data for AMEX in Remittance file if Record 10 does not find CC number in
BKPF_BKTXT field then program should look for alternate field BSAK_SGTXT to pull first 15 digits of
CC numbers.

Currenty there are exception expenses are entered via IPaySmart whereby user manually enter CC number either in
Document Header text field or sometime in Vendor line item TEXT field. Hence while creating Remittance file, IDD200099
write CC number in the Remittance file and if the CC number is not found on Invoice document header then alternatively it
should be looked at BSAK-SGTXT field if found pull the first 15 characters if not found either places then just create a
records with no CC number.

H. Create t.code to maintain Values in YSTPD_E2203_CON1 table

Need to create t.code is to manage expenses before posting into SAP. To manage expenses user require approval from
Business stake holders

I. Allow all fields to be modifiable in YSTP_CONCUR t.code in VIEW option

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Need is to manage expenses before posting into SAP. To manage expenses user require approval from Business stake
holders

Fields in White background are modifiable and fields which are gray are not hence the need.

4.1.3 File Structure:

ADV_APGL_Extract_ ADV_APGL_Extract_ SAE File Header

V.3.01_-_Latin_America_1116_20171205.txt
V.3.01_-_Latin_America_1158_20180201.txt
columns.xlsx

4.2 Data Flow Diagrams

5. Output / Reports
Output/Reports
No. Description Priority Comments

1 None

6. Testing / Training
Testing/Training
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 No. Description Priority Comments

1 Unit High

2 Integration High

3 UAT/Regression High

7. Security Requirements
Security Requirements
No. Description Priority Comments

1 None

2.

8. Implementation
Implementation
Description Priority Comments

CRF 1905 – May 2018 Minor Release High

9. ACCEPTANCE CRITERIA

9.1 Business Acceptance Criteria

9.2 Involved Programs(WRICEF’s)

IDD200005
EDD2203
IDD200099

9.3 Applications Interfaces

CONCUR to send SAE File to Mdlz System

Mdlz B2B and Mdlz PI to send SAE file to Mdlz SAP system

9.4 Data Conversion Requirements

NONE

9.5 Error Handling Description

Business to monitor errors in YSTP_CONCUR t.code with record having Processing status as 2. However there is no such
report or t.code exists to generate that error report automatically to be sent to Business Users.
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9.6 Job Schedule Setup and Periodicity

 Exists today to generated invoice data using SAP Program “YSTPI_EDD2203_WORKPLACE_CONCUR”

scheduled as Background job
 Remittance data using SAP program “YSTPO_I200099_AMEX_FILE_OB” scheduled as background job

9.7 Acceptance Criteria Matrix

<List the acceptance criteria within the Table below. Include a Criteria ID, Description, Measurement, and which Requirements
the acceptance criteria maps to. >

Criteria Id. Description Measurement Requirement(s)

Validated

10. ISSUES LOG

The issues log is a table that tracks any issues that arise after this document is approved and signed. Its purpose is to update the
document while leaving the original content intact. The issues log can be maintained in an Excel worksheet and “pasted” into this
Word document.

The issues log should include the following details:

Issue Number Date Logged Requirement Issue description Resolution Date Resolved Decision
Number description Made By

The issues log worksheet can also be used to track all requirements, design/development, and/or solution alternatives issues that occur
after the corresponding documentation is signed.

Benefits/Success Measurements
Quantitative Benefits (complete where relevant)

11. Expected Benefits

- Qualitatives:

- Quantitatives:

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