BP Accelerator DART
LAST SAVED:
01/05/2007
12:08:00 PM
Document
Version
Date
Authors
Status
0.1
26/04/06
Daniel Sillero
Draft
Initial draft
0.2
26/04/06
Daniel Sillero
Draft
0.3
10/05/06
Daniel Sillero
Draft
0.4
10/05/06
Tory Strethill-Wright
Draft
0.5
15/05/06
Umesh S Lohit
Draft
0.6
31/05/06
Umesh Lohit
Draft
0.7
31/05/06
Umesh Lohit
Draft
0.8
27/04/07
Umesh Lohit
Final
PRINTED:
File /var/www/apps/conversion/tmp/scratch_3/266407905.doc
PAGE 1 OF 16
Glossary of Terms....................................................................................................................
Management Summary............................................................................................................
2.1
Business background........................................................................................................
2.2
Scope of this document....................................................................................................
3. Process Description.................................................................................................................
3.1
Requirements...................................................................................................................
3.2
Assumptions.....................................................................................................................
3.3
Requirements in Context..................................................................................................
3.4
The Cash and Banking Process.......................................................................................
3.4.1
Data Flow..................................................................................................................
3.4.2
Pay-in/Pay-out Codes................................................................................................
3.5
Cash at Site and Banking.................................................................................................
3.6
Bank Statement Upload....................................................................................................
3.7
Cash deposits - Reconciliation........................................................................................
4. Reporting Requirements........................................................................................................
4.1.1
IDocs in error...........................................................................................................
4.1.2
Site Status Report for Cash and Banking................................................................
4.1.3
Cash "overs" and "shorts"........................................................................................
4.1.4
Mismatched Site-reported Banking..........................................................................
4.1.5
Reconciliation Ageing Report...................................................................................
4.1.6
Reconciliation Balance Report.................................................................................
5. Business Controls..................................................................................................................
6. Business Scenarios...............................................................................................................
7. Timing and Frequency...........................................................................................................
7.1
Timing.............................................................................................................................
7.2
Frequency.......................................................................................................................
7.3
Scheduling Requirements...............................................................................................
8. Inputs and Outputs.................................................................................................................
8.1
Input details....................................................................................................................
8.2
Output details..................................................................................................................
9. IT Processes..........................................................................................................................
9.1
SAP customising.............................................................................................................
9.2
Gaps, ABAP development requirements.........................................................................
9.3
Change Impact...............................................................................................................
10. Country specific requirements (not covered by harmonised template solution).....................
11. Opportunities for improvement, benefits................................................................................
12. Appendix: Related documents...............................................................................................
12.1 CRD 283.........................................................................................................................
12.2 CRD 408.........................................................................................................................
12.3 Pay-in/Pay-out Codes (Retalix Reason Codes)..............................................................
LAST SAVED:
01/05/2007
12:08:00 PM
PRINTED:
File /var/www/apps/conversion/tmp/scratch_3/266407905.doc
PAGE 2 OF 16
1.
Glossary of Terms
AR - Accounts Receivable (in financial accounting)
BOS - Back Office System, typically used to refer to the server that integrates data
from all the tills at the retail outlet. The tills are all connected to the BOS and
all data transfers and communication between the retail systems and SAP
happen through the BOS. The term may be used, where the context so
admits, interchangeably with Retalix and POS.
BW - Same as SAP BW
CRD - Change Request Document for changes to be made in Retalix. Each change
request is assigned a unique number and these numbers are used for
tracking by BP. Retalix issues a different but unique sequential number
corresponding to each CRD number.
DART - Delivering Accelerated Retail Technology: The SAP R/3 Retail system
configuration project
DGI - DART GSS Integration
Document Type - A two-character key that distinguishes the business transactions to
be posted in SAP: The document type determines where the document is
stored (in which database tables of SAP) as well as the account types
(General Ledger, Accounts Receivable, Accounts Payable etc.) to be posted.
EBS - Electronic Bank Statement
GL - General Ledger (in financial accounting)
Gold Build - The master template created for sites of a region
GSS - BP's Global Site System implemented with the Retalix software solution
IDoc - The standard SAP format for electronic data interchange between systems
(shorthand for "Intermediate Document")
Line Item - Part of a financial accounting document containing information on a single
item (including amount, account number, whether the item is a debit or credit
and additional information depending on the transaction to be posted.
POS - Point of Sale system typically used to refer to the retail tills at the BP retail
outlet. The term may be used, where the context so admits, interchangeably
with Retalix and BOS.
Open Item - A financial accounting document or line item that has not yet been
transferred to a follow-on document like, for example, an invoice without a
corresponding payment
Reconciliation Account - A GL account, to which transactions in the subsidiary
ledgers (such as in the customer, vendor or assets areas) are updated
automatically
Retalix - The software solution used for integration of BP Retail operations at the
retail outlet level. This solution is implemented for BP as the Global Site
System. The term may be used, where the context so admits,
interchangeably with POS and BOS.
SAP - Same as SAP R/3
SAP BW - The SAP Business Information Warehouse
SAP R/3 - The SAP R/3 Retail system
Site - BP's Retail Units (the retail outlets) as defined in SAP
Site Customer Account - An AR account defined to represent receivables from a
Site. This account is used for first posting the sales receivables from the till
transactions at the Site and then to post the tenders realised.
LAST SAVED:
01/05/2007
12:08:00 PM
PRINTED:
File /var/www/apps/conversion/tmp/scratch_3/266407905.doc
PAGE 3 OF 16
2.
2.1
Management Summary
Business background
Among their daily routines, sites receive goods, sell goods and realise billings by
payments from customers be they in the form of cash, cheques, fuel cards, credit
cards or other payment cards. As a part of the day-end procedures, the transactions
of the day are transferred from the site system (Retalix) to SAP R/3 where
appropriate financial accounting documents are created.
When a site runs its day-end procedures to end billings for the day and start billings
for the next day, detailed transaction files are generated by Retalix. These transaction
files (referred in Retalix as "un-reconciled files") are loaded to SAP BW.
After having run the day-end procedures, the site manager checks the transactions of
the day, matches collections with billing, checks cash balances etc. and confirms the
day as "closed" in Retalix whereupon, Retalix generates a new set of transaction files
that are referred in Retalix as the "reconciled files". These files contain data
aggregated by the day and these are the files that get loaded to SAP R/3.
The site manager then banks the "reconciled" collections assigning a reference
number in Retalix for the banking (this deposit will form a part of the next day's
"reconciled" files). Further tracking of the deposit is by this reference number.
The data transfer process is
- Retalix exports daily files to Informatica
- Informatica re-maps file data and exports the data to POS DM
- POS DM validates data from Informatica, generates and exports IDocs to SAP
- SAP receives IDocs, creates and posts sales, goods movements and accounting
transactions
2.2
LAST SAVED:
01/05/2007
12:08:00 PM
PRINTED:
File /var/www/apps/conversion/tmp/scratch_3/266407905.doc
PAGE 4 OF 16
100.00
85.85
14.15
1.00
1.00
1.50
102.50
1.50
102.50
The lines other than the debit to the Site Customer Account are not relevant to the
processes described in this document.
For tenders against the sales, a Tenders IDoc is then posted. This Tenders IDoc
comprises two segments - one segment contains the Tenders information and the
other segment contains the banking information. Of these segments, the tenders
segment is first posted and the Site Customer account is cleared (indicating that the
billings have been realised at the site). Continuing the illustration above, these would
be the resulting entries in SAP:
Cash Control account Dr
Cash Control account Dr
Credit Card Receivables Dr
Purchases Food Services Dr
Till Shorts Dr
Lottery prizes Dr
Fuel variance Dr
To Sales Fuels
To Indebtedness
To Site Customer Account
41.00
0.50
55.50
2.84
0.08
0.18
0.07
100.17
<< Cash
<< Cheques
0.07
0.10
100.00
100.17
Here, again, the lines that are relevant to the Cash and Banking Process are the
credit to the Site Customer account and the debits to the Cash Control account (one
line for cash and another for cheques collected and banked allow for better tracking of
collections). If the Site Customer Account continues to display a debit balance, the
posting of tenders is incomplete and provides the first point of control (at the point of
collection of tenders) for tracking cash, cheques and banking.
For simplicity of this illustration, it is assumed that all transactions, including banking,
relate to the same day (in reality, banking of one day's collections only happens on
the next day). Banking of cash and cheques is then posted from the banking segment
of the tenders IDoc:
Bank Clearing Account Dr
Bank Clearing Account Dr
To Cash Control account
To Cash Control account
41.00
0.50
41.50
41.00
0.50
41.50
Here is the next point of control: when the second part of the tenders IDoc is posted,
the "Cash Control" account is cleared and the amounts are moved to the Bank
Clearing account - amounts remaining in the "Cash Control" account have not been
banked by the site. The Cash and Banking Process loop completes with the upload of
the Electronic Bank Statement and resultant postings in SAP:
Bank Account Dr
Bank Account Dr
To Bank Clearing Account
To Bank Clearing Account
41.00
0.50
41.50
41.00
0.50
41.50
With this, the realisations by the site of cash and cheques are confirmed as banked.
LAST SAVED:
01/05/2007
12:08:00 PM
PRINTED:
File /var/www/apps/conversion/tmp/scratch_3/266407905.doc
PAGE 5 OF 16
3.
3.1
Process Description
Requirements
Req.
No.
GSS
Impact
DART
Impact
Cash on hand
Business process
142
Reporting and
output
206
Loan-in Transfers
Business step
209
Business step
BP CRD # 408
213
Ability to monitor
transaction data from
bank to maintain SOX
compliance
Banking process
226
Payment card
reconciliation process
Business process
BP CRD # 283
355
Reporting and
output
Description
Category
94
Business process
103
Reason codes:
Pay-in and Pay-out
107
Remarks*
Configuration
X
BP CRD # 408
3.2
LAST SAVED:
01/05/2007
12:08:00 PM
Assumptions
No.
Assumption
Source
Derek O'Hagan
Tim Empson
Tim Empson
PRINTED:
File /var/www/apps/conversion/tmp/scratch_3/266407905.doc
PAGE 6 OF 16
3.3
Requirements in Context
This business process context sequences business transactions and activities (from sales
at site to banking and reconciliation) so that the requirements (listed at 3.1) are portrayed
in the context of the business process. The Cash and Banking Process 3.4 is also to be
read in this context.
The first part of the business process is the day-to-day transactions at the Site POS/BOS
in the Retalix system.
Opening of cashier shift to start the tills
Performing till transactions:
Sales billings, cash collections, return of change to customers
Loan-in Transfers
[206]
These are monies moved from the site safe to the till for various payments
(e.g. local purchases, employee advances, exchange of notes for coins etc.).
Performing "safe drops"
This is the periodic clearing of cash and cheques from the tills and
depositing the monies into the safe at site.
Pay-in/Pay-out codes
[103]
For any pay-ins to the Retalix system or pay-outs from the Retalix system, a
reason code, referred as the "Pay-in/Pay-out" code is entered.
Prepay
[94]
As indicated under "3.2 Assumptions", the data from the POS/BOS will be
net of POS prepay activities and prepay reconciliation will not be handled in
SAP.
Closing the cashier shifts to end till transactions for the day
At the end of the business day, the next part of the process occurs: Day Close procedures are
executed in the Retalix system so that operations of the next business day may commence at
the tills.
After the Day Close procedures are executed in Retalix, the site manager, typically on the
next morning, reconciles the till collections physically with the cash and cheques in the site
safe and also "confirms" the Day Close. This confirmation results in generation by Retalix of a
second set of transaction files aggregating the transactions of the site for that day. These files,
referred to as the "reconciled" files are then transmitted to Informatica for transformation and
are transmitted onward to POS DM from Informatica. POS DM converts this data into IDocs
for transactions to be then posted in SAP as transactions of the day for the site.
Performing cash deposits into bank
Cash is then deposited into bank either directly or via an Armoured Carrier. As with
any other cash pay-in/pay-out transaction in Retalix, a reason code and reference
number are recorded and transmitted in the "reconciled" files for appropriate postings
in SAP.
Reconciling cash deposits with Bank Statement
[209, 213]
Once the deposits are posted in SAP, standard SAP functionality for Electronic Bank
Statement upload is used to reconcile the banking reported by site with the credits
issued by the bank.
Through this document, requirement numbers are highlighted in [red] where the process
refers to the fulfilment of the requirement.
LAST SAVED:
01/05/2007
12:08:00 PM
PRINTED:
File /var/www/apps/conversion/tmp/scratch_3/266407905.doc
PAGE 7 OF 16
3.4
3.4.1
LAST SAVED:
01/05/2007
12:08:00 PM
PRINTED:
File /var/www/apps/conversion/tmp/scratch_3/266407905.doc
PAGE 8 OF 16
3.5
Pay-in/Pay-out Codes
Each receipt or payment transaction in Retalix is mapped to a code (pay-in or pay-out
code) and this code, in turn, is mapped to a transaction type in SAP to determine the
SAP financial posting.
The mapping of Retalix pay-in/pay-out codes and SAP FI Transaction Types is
maintained in the SAP Custom Table ZFIC_WPUFI and this table is downloaded to
the POS DM on a daily basis. When data from Retalix is received into POS DM, the
downloaded table is read and the Tenders/Banking IDocs created are populated with
the Transaction Types corresponding to the pay-in/pay-out codes in the Retalix data.
The financial postings in SAP are determined by the Transaction Type in the IDoc.
To ensure that correct postings occur in SAP, it needs to be ensured that the correct
pay-in/pay-out codes be received from Retalix. To this end, both the pay-in/pay-out
codes and the reference number are mandatory entries on the screen in Retalix. A
backward trace from SAP to Retalix can be achieved with minimal effort even in the
event of an incorrect pay-in/pay-out code entered in Retalix.
A Global List of pay-in/pay-out codes has been defined by GSS and these codes are
not expected to require any changes or additions. Each region chooses the codes
that need to be available to the region and those chosen codes are included in the
Gold Build for the region (and therefore are included in each of the sites built for the
region). If any region should require additional codes, it would be necessary for a
business approval first and then addition to the Global List before availability to the
region. A process is in place for the GSS Operations Architecture to supply SAP
Support with any changes to the global list so that the SAP Mapping tables can be
updated with changes. The Global List is included in the Appendix of this document.
Loan-in Transfers (Requirement 206), when monies are moved from the store safe to
the till for payments (e.g. local purchases, employee advances, exchange of notes for
coins etc.), are recorded with the pay-out code, cashier number, a reference number
and a free text line describing the reason for the transaction. To ensure that this
information is always entered in the Retalix system, the reference number field in the
relevant Retalix screen is mandatory (CRD 408 has been created for this purpose).
[107]
Cash at Site includes cash at the tills and in the site safe. This cash is primarily the
responsibility of the site manager who matches the physical cash with the Retalix till
collections.
In SAP, this cash is represented by the postings to the Cash Control account as in the
introductory illustration of accounting entries. It may be noted that these postings in
SAP are aggregated by day in the SAP line items. Once banked, as the same
illustration shows, the banked amounts are moved to a bank clearing account. Thus,
visibility in SAP as of the last Retalix data upload would be at site level for Cash at
Site (as in the Cash Control account), banking by site (as in the Bank Clearing
account) and amounts cleared by bank (as in the Bank account).
3.6
[213]
Electronic Bank Statement upload (EBS) is a standard functionality in SAP. This upload
results in financial accounting documents being created. A broad outline of how EBS
works is:
"Account Symbols" are mapped to accounts to which postings are to be made
"Posting Rules" are created to define how accounting entries are to be created
(document type, posting key, credit account, debit account etc.)
"Transaction Types" are created to represent different banking transactions (cheque
deposit, cash deposit, bank charges etc.)
"Transaction Types" are assigned to "Posting Rules"
Bank Accounts are assigned to Transaction Types
When the bank statement is uploaded, the system reads the transaction type from the
uploaded file, finds the corresponding bank account, applies the corresponding
posting rule and posts the documents to accounts whose account symbols are read
LAST SAVED:
01/05/2007
12:08:00 PM
PRINTED:
File /var/www/apps/conversion/tmp/scratch_3/266407905.doc
PAGE 9 OF 16
3.7
[209]
LAST SAVED:
01/05/2007
12:08:00 PM
PRINTED:
File /var/www/apps/conversion/tmp/scratch_3/266407905.doc
PAGE 10 OF 16
4.
Reporting Requirements
Report name
Report description
Type/Origin
IDocs in error
Requirement 142
Custom ABAP
report in SAP
Requirement 355(1)
SAP
Requirement 355(3)
LAST SAVED:
01/05/2007
12:08:00 PM
Requirement 355(2)
Requirement 355(4)
Reconciliation
Ageing Report
Requirement 355(5)
Reconciliation
Balance Report
Requirement 355(6)
PRINTED:
File /var/www/apps/conversion/tmp/scratch_3/266407905.doc
PAGE 11 OF 16
SAP
SAP
SAP
SAP
IDocs in error
Requirement 142: List of IDocs in error with monetary amount to determine
whether an accrual should be made or not
The errors here are in two stages. The first stage is the POS DM that validates data
transmitted by the Sites and sends only valid data to the SAP R/3 system (Data from
Sites that fail validation are not transmitted to SAP by the POS DM and such data is
held in the POS DM itself). The second stage is SAP where the IDocs transmitted by
POS DM fail to load due to various reasons (GL Account being blocked, technical
errors during the data update, SAP validation failure etc.).
IDocs that fail to load in SAP are checked, corrected and updated on a daily basis as
a matter of process. The reporting would therefore need to be more focussed on POS
DM. Due to paucity of data relating to errors held at POS DM and errors in SAP, no
reporting strategy can be formulated.
The need for reporting will be evaluated again after ANZ deployment and data
gathered from that deployment. A detailed study will also be made of POS DM reports
and if at a later point in time this report should still be deemed necessary, a strategy
for the report will be formulated.
[This requirement has been discussed with the process and the business and has
been agreed to be held in abeyance until data is available]
4.1.2
4.1.3
LAST SAVED:
01/05/2007
12:08:00 PM
PRINTED:
File /var/www/apps/conversion/tmp/scratch_3/266407905.doc
PAGE 12 OF 16
4.1.5
4.1.6
LAST SAVED:
01/05/2007
12:08:00 PM
PRINTED:
File /var/www/apps/conversion/tmp/scratch_3/266407905.doc
PAGE 13 OF 16
5.
6.
Business Controls
Business Risk
Business Scenarios
Scenario
ID
7.
7.1
Scenario Name
7.2
Frequency
Daily
7.3
Scheduling Requirements
Account Open Item Clearing created as background jobs run daily - Programs
SAPF124 or ZFIC_SAPF124 could be used. ZFIC_SAPF124 allows greater flexibility
in selection of clearing criteria than SAPF124. Please see FNS10320 included in the
appendix.
8.
8.1
8.2
Input description
Source
Tenders IDoc
Retalix (via
Informatica/
POS DM)
Bank
Statement
Bank
Output
name
Output description
Destination
Paid-in/Paidout Codes
POS DM
Output details
Note: This output is an intermediate step in the Cash and Banking Process and not
a result of that process.
LAST SAVED:
01/05/2007
12:08:00 PM
PRINTED:
File /var/www/apps/conversion/tmp/scratch_3/266407905.doc
PAGE 14 OF 16
9.
IT Processes
9.1
SAP customising
Requirement 94 - Pre-pay
Activity in Retalix. No configuration required in SAP.
Requirement 103 - Pay-in/Pay-out
Maintenance of SAP ZFIC_WPUFI table. No configuration required.
Requirement 107 - Cash on hand
Delivered reports to be used. No configuration required.
Requirement 142 - IDocs in error
Refer section 4.4.1. No configuration required
Requirement 206 - Loan-in
Retalix pay-in/pay-out code mapping. No configuration required in SAP.
Requirement 209 - Cash Deposit reconciliation
The required configuration is of the Electronic Bank Statement upload and
will be a local deployment activity.
Requirement 213 - Monitor transaction data from bank for SOX compliance
Implicit in the banking process addressed for requirement 209.
Requirement 226 - Payment Card Reconciliation process
Out of scope of Cash and Banking. Covered by blueprint document
BBD10002.
Requirement 355 - Reports for Open Sites
Refer 4. Reporting Requirements. No configuration required.
9.2
9.3
Change Impact
None.
10.
11.
LAST SAVED:
01/05/2007
12:08:00 PM
PRINTED:
File /var/www/apps/conversion/tmp/scratch_3/266407905.doc
PAGE 15 OF 16
12.
These documents are attached in this blueprint only for ease of access and reference. They
are in the form as at the time of creation of this blueprint and for the latest versions, either
Solution Manager would need to be looked up or the GSS team contacted.
CRD 283.doc
CRD 408.doc
FNS10320_Open_Ite
m_Clearing
LAST SAVED:
01/05/2007
12:08:00 PM
PRINTED:
File /var/www/apps/conversion/tmp/scratch_3/266407905.doc
PAGE 16 OF 16