Functional Specification

FS Reference FS_FIN_FORM-001_Dunning Letter Level 01

Gap Reference FIN 04.05-GAP 05-FOR01

Page 1 of: 9MSat Allied Bakeries Confidential

DOCUMENT ORIGIN

AUTHOR DATE

Swapnamayee Parida 07.01.2012

VERSION CONTROL AND CHANGE HISTORY

VERSION REVISION DATE AUTHOR SUMMARY OF CHANGES

REVIEW AND APPROVAL – ACCEPTANCE AND APPROVAL LOG

This deliverable requires review and approval from the following individuals

NAME ROLE DATE ACCEPTED (Y/N)

*******************************************************************************************************************************************
Note to MSat team:

Four separate Functional Specification (FS) document templates are available:

1) Enhancement
2) Forms
3) Interface
4) Report

Ensure the correct FS template has been selected to satisfy the requirement.

FS documents are subject to Allied Bakeries BPO/Key user review and approval.

NB: It may in some circumstances be necessary to complete more than one of the FS document
templates. Ensure cross references are made by developers in Technical Specification document
**********************************************************************************************

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TABLE OF CONTENTS

1....................................................................................................... Introduction and Purpose

4
2............................................................................................................................. User overview
4
3..................................................................................................................................... Objectives
4
4................................................................................................................................ Requirement
4
5................................................................................................................................ Assumptions
4
6............................................................................................ Dependencies and Constraints
4
7........................................................................................................................................ Contacts
4
8............................................................................................................ Details of requirement
5
FORM SELECTION SCREEN CRITERIA.................................................................................................... 5
DESIRED SELECTION SCREEN DESIGN LAYOUT (SELECTION POSSIBILITIES):.............................................5
9..................................................................... Custom Table involved in Form generation
6
10. Form Layout Criteria..........................................................................6
FORM LAYOUT..................................................................................................................................... 6
DESIRED FORM LAYOUT....................................................................................................................... 6
MODEL FOR STANDARD FORM.............................................................................................................. 7
PRINTING ATTRIBUTES......................................................................................................................... 7
11. Capacity........................................................................................... 7
12. Performance.....................................................................................8
13. Test Plan...........................................................................................8
14. Security and Authorizations...............................................................8
15. Acronyms............................................................................................................. 8

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 1. Introduction and Purpose
This document will define the business requirements and how they will be supported within SAP. This
specification will be used to direct the technical team to build both custom requirements and any formally
approved functional specifications used to verify the test phase and user acceptance testing.

2. User overview
This Functional specification will give a brief overview on details of first level dunning letter to be sent to
customer with outstanding debt at periodic levels.

3. Objectives
The purpose is to remind the customers to pay the due amount at the earliest.

4. Requirement
The business requirement to send the customer first level Dunning letter – is to send reminder to the
Allied bakeries customers stating the Receivables due on a certain date.

The business requires this form to allow periodic Dunning letters to be sent to Customers with
outstanding debt.

5. Assumptions
Assumption Description
A1 Dunning Program (F150) needs to be configured.
A2 The Allied Bakeries logo will be used on all letters.

6. Dependencies and Constraints

Dependency Description
Customer Master Customer Masters need to be maintained with all the required details for which
Dunning run executed successfully.
Transactional Data Transaction data e.g. open invoice/ on account Receipt not cleared are
required.

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 7. Contacts
List the functional owners of this Functional Specification who are available to contact to clarify
requirements and agree to the modification of requirements should inconsistencies or technical design
constraints arise.

Contact Name Email

8. Details of requirement
The business requires this form to allow periodic Dunning letters to be sent to
Short
Customers with outstanding debt.
description:

Priority: High/mandatory Medium/recommended Low/optional

If you answered
“High,” briefly
explain why you
set this priority:

Complexity: High/mandatory Medium/recommended Low/optional

If you answered
“High,” briefly
explain why you
set this priority:

Is there an alternative in the standard system? Yes No

Description of alternative:

Reasons why alternative is not acceptable:

Form Selection Screen Criteria

Not Applicable

9. Custom Table involved in Form generation

Sr. Field Field Table

No Description Names Name Remarks

10. Form Layout Criteria

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Form Layout
Please see below for the output layout for Level -1 dunning letter.

LOGO-

Desired Form layout

A. Customer name &

Address B. Only text is needed and not
the box.

Account Receivable Advisor

Dear Sir /Madam

We are writing this letter to bring to your attention your overdue account with Allied Bakeries.

As you are aware your Terms and Conditions of Sale with us are “14 days from date of invoice”
and to date we have not received your due payment.

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 If you wish to discuss any issues you have with your account then please call the below number
between the hours of 8am and 4.30pm, otherwise we look forward to receiving your payment
within 7 days of the date of this letter.
C. Fixed Text
in main Text

Invoice Date Invoice Currency Amount Due Date Arrears

Number

Total of due items GBP xxxxxx

Balance of account GBP xxxxxx
D.
Transactional
Line items

Kind Regards

Jane Caldwell
Accounts Receivable Analyst
0151 522 6246
E. I-Fixed Text in Footer
II-Accounting Clerk
Name & Telephone
number

Processing Logic:
A new form will be created by copying the standard form F150_DUNN_01, where necessary changes will
be made.
A. Customer name & Address-If KUNNR in KNB5 =KUNNR in KNA1 then Pick NAME1, NAME2,
ORT01, PSLTZ, STRAS, REGIO from KNA1.
B. Accounts Receivable Advisor- Fixed text
C. Text of Letter-Fixed Text as mentioned above.
D. Transactional Line items-
I. Invoice Date- BLDAT field from table RFPOSXEXT.
II. Invoice Number- Document number to which the line item belongs to field BELNR
from Table RFPOSXEXT.
III. Currency-The currency field WAERS from Table MHND.
IV. Amount- Field WRSHB from table MHND.
V. Due Date- Field FAEDT from table MHND.(it should show in ascending order like
oldest item at the top & latest item at the bottom of the list.)
VI. Arrears-Field VERZN from MHND.
E. Accounts Receivable Analyst –Fixed Text- Field BUSAB form KNB1 and for Telephone number
take field TLFNS from KNB1.
If this form is a copy of the standard form or is a template from the legacy system, please insert a
copy here. Enter the name of the standard form, the corresponding path in Customizing and the
transaction in the SAP System below.

Name of standard form : F150_DUNN_01

Path in Customizing : Spro-Financial Accounting (New)-Accounts Receivable Payable-
Business Transactions-Dunning - Printout -Assign Dunning Forms
SAP Transaction Code : F150

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SAP Standard Print Program : SAPF150D2

Printing Attributes

Paper Size : A4

Pre-printed Stationary : Yes No

Duplex Printing : Yes No

Type of Printer for layout : Laser (E.g. Dot matrix, Laser etc)

Any Other Attributes : none

11. Capacity
Is capacity/storage a concern? if yes how much space is required No
Estimated space required

Additional information:

12. Performance
Is performance a concern? if yes indicate requirements to minimise No

Additional information:

13. Test Plan

Test Description Steps Test Data Expected Actual Result
Case result
Number
1 Execution of Tcode Master data Dunning program
tcode. – F150 e.g. customer, needs to be run
are required. and all these
Transaction reminders need to
data e.g. open be printed.
customer
invoice are
required

14. Security and Authorizations

Authorisation Object should have the following values:

Role Authorisation Field Value

Object
Z: FIN_AR-TRANSACTION-
DUNNING

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 15. Acronyms
Acronym Description
Dunning To follow customer’s outstanding debt

Date
&MHNK-AUSDT&
Our accounting clerk
&FSABE-SALUT& &FSABE-LNAME&
Telephone
&FSABE-TELF1&&'-'FSABE-TEL_EXTEN1&
Fax
&FSABE-TELFX&&'-'FSABE-FAX_EXTENS&
Your account with us
&F150D-KTONR&
&'Our account with you'F150D-EIKTO(0)&
&F150D-EIKTO&
Postings are considered up to and including
&MHNK-GRDAT&

Page 9 of: 9MSat Allied Bakeries Confidential