Functional Specification Document

Business Requirement

To develop an Upload program for uploading the Open Purchase orders from the legacy system through excel file.

Functional Description

Functional Module to be used - BAPI_PO_CREATE1

Conversion program should create single PO for same value in our Reference field, with multiple line items, where ever
necessary.

Transaction Volume

Approximately 1,00,000 records will be uploaded

Frequency & Timing

One time activity during Go-live.

Dependencies
Organizational Elements:

 Company code
 Purchase Org
 Plant
 Purchase group

Master Data:
 Vendor Master
 Material Master
 Purchase Info record
 Condition Records
 Tax codes
Authorization Objects

 Purchase Organization
 Purchase Group
 Plant

Field Mappings from FM

Data Contro
FM Node FM Field Description Data Type
Length l
COMP_CODE Company Code CHAR 4 M
PURCH_ORG Purchase Org. CHAR 4 M
PUR_GROUP Purchase Group CHAR 3 M
VENDOR Vendor CHAR 10 M
DOC_TYPE Document Type CHAR 4 M
CREAT_DATE Document Creation Date     M
PO PMNTTRMS Terms of Payment CHAR 4 M
HEADER CURRENCY Document Currency CHAR 5 M
INCOTERMS1 Incoterms code CHAR 3 M
INCOTERMS2 Incoterms (Part 1) CHAR 28 M
EXT_REF Sage Po Number CHAR 70 M
OUR_REF Supplier Ref NO CHAR 12 M
REF_1 Reference contract No CHAR 12 M
PO_NUMBER Purchase Order No. CHAR 10 M
            
PO_ITEM Line item NUMC 5 M
MATERIAL Material Code CHAR 18 M
SHORT_TEXT Short Text CHAR 40 M
PLANT Plant CHAR 4 M
Purchase Order
QUANTITY PACKED 7 M
Open Quantity
PO_UNIT UOM CHAR 3 M
NET_PRICE Net Price per Piece PACKED 15 M
PREQ_NAME Requisitioner name CHAR 12 M
Tax Code
V0
TAX_CODE CHAR 2 M
V1
V2

Account Assignment
Category
ACCTASSCAT -K: Cost center CHAR 1 O
PO ITEM -Q: WBS Element
-Blank: Stockable Material

Item
Category
ITEM_CAT CHAR 1 O
-D: service
-Blank: Material
COSTCENTER Account Assign - Cost Centre CHAR 10 O
WBS_ELEMEN
Account Assign - WBS CHAR 24 O
T
Order Acknowledgment
ACKNOWL_NO CHAR 20 M
Date
ORDER Internal Order CHAR 8 O
REF_DOC Reference No CHAR 10 O
GL_ACCOUNT GL Account CHAR 10 O
GR_BASEDIV GR Baed Invoice Indicator CHAR 1 O
SRV_BASED_IV Service Based Invoice Indicator CHAR 1 O
IR_IND Invoice Receipt Indicator CHAR 1 O
           
DELIVERY_DAT Delivery
CHAR 10 M
PO E Date
SCHEDULE PO_ITEM Line Item NUMC 5 M
QUANTITY Quantity PACKED 7 M
           
PO_NUMBER Order No CHAR 10 O
Item Number of Purchasing Docume
PO_ITEM CHAR 5 O
nt
Service PCKG_NO Package number CHAR 5 O
details SERVICE Service number CHAR 18 O
QUANTITY Quantity of service CHAR 15 O
BASE_UOM UOM of service CHAR 3 O
NET_VALUE Net Price CHAR 13 O
           
PO_ITEM Line Item NUMC 5 O
POACCOUN
ASSET_NO Asset CHAR 12 O
T
GL_ACCOUNT GL Account CHAR 10 O
 SUB_NUMBER Asset Sub Number CHAR 4 O
NETWORK Network CHAR 12 O
PROFIT_CTR Profit Centre CHAR 10 O

Note

1. PO number to be generated by the system

2. PO will be created with open quantity of Legacy PO
3. POs to be created as per existing release strategy logic in SAP
4. Mandatory fields are marked as ‘M’ which are mandatory in all the businesses. Remaining fields are optional
entries. (Depends on business these optional fields values will be maintained in Template)

Reporting

1. Provide Log of uploaded purchase orders, at the end of uploading with message success / failure.
2. Provision to preserve (store) the upload file and log is required.

Approach

1. To check the uploaded POs: ME2N, ME2M, ME2L transaction codes can be used

Metrics
Based on PO number, Material no, Vendor no, Document type, Plant, Purchase Organization, item category, account assignment
category, reconciliation of records can be done.
Error Handling

If there is an error in any one-line item associated with one value of Our Ref column, system should stop creating the PO for that
Our Reference value and proceed to the next Our Reference value in the Input file.

At the end of the upload, system should provide the log as per below format

Success or Error If Success, SAP PO SAP Line Item

OUR REF Line-Item No.
Message number Number

Provision to reprocess the error records without duplication should be enabled

Test Cases

Scenari
Input Selection Criteria Expected Result
o
1. Check whether all the records are uploaded or
not with corresponding values.
1 Upload list of open Pos
2. Make sure that all line items of corresponding
PO are updating correctly or not
1. List of Wrong records message should be
Maintain some records
shown.
2 wrongly in excel file and
upload
2. Log should be shown with successfully
uploaded records
Correct the wrong records
3
and reupload The corrected records to be uploaded successfully
Should generate error log & should have provision to
4
Error log upload error records again without duplication
Provision to store the upload file and error log is
5
Store upload file & logs required