e-Port Cochin Port Trust

Cochin, India

e-Port SAP ERP Implementation Functional Specification

e-Port_FS_FI_CALM Invoices

SAP ECC 6.0

Version 1.0

e-Port Cochin Port Trust

Cochin, India

e-Port SAP ERP Implementation Functional Specification

e-Port_FS_FI_CALM Invoices

SAP ECC 6.0

October, 2008

Tata Consultancy Services Ltd

Tejomaya, Info Park, Kusumagiri PO, Kakkanad, Kochi - 682 030

e-Port Functional Specification FI

Notice

This is a controlled document. Unauthorised access, copying, replication or usage for a purpose other than for which it is intended, are prohibited. All trademarks that appear in the document have been used for identification purposes only and belong to their respective companies.

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Document Release Note

Notice No.: 1.0 Customer: Cochin Port Trust Project: e-Port SAP ERP Implmentation Project

Document details
Name Version no. Description

e-Port_FS_FI_CALM Invoices

Version 1.0

Interface for replicating CALM Invoices in SAP

Revision details
Action taken (add/del/change) Previous page no. New page no. Revision description

Change Register serial numbers covered: The documents or revised pages are subject to document control. Please keep them up-to-date using the release notices from the distributor of the document. These are confidential documents. Unauthorised access or copying is prohibited. Approved by: Authorised by:

Date:

Date:

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Document Revision List

Customer: Cochin Port Trust Project: e-Port Document Name: e-Port Functional Specification FI

Release Notice Reference (for release)

Rev. No. Revision date Revision description Page no. Previous page no. Action taken Addenda / New page Release notice reference

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About this Document

This document is intended to serve as the Functional Specification which would be followed while implementing SAP for Cochin Port Trust, Kochi.

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Contents
1OBJECTIVE...........................................................................................................................................................................1 2SCOPE.....................................................................................................................................................................................2 2.1ASSUMPTIONS................................................................................................................................................2 2.2EXCLUSIONS..................................................................................................................................................2 3DEVELOPMENT DETAILS...............................................................................................................................................3 3.1PROGRAM HEADER.........................................................................................................................................3 4REPORTS...............................................................................................................................................................................4 4.1INPUT ..........................................................................................................................................................4 4.1.1Selection Parameters.......................................................................................................................4 4.2PROCESSING LOGIC OVERVIEW.........................................................................................................................4 4.3OUTPUT.......................................................................................................................................................4 4.3.1Report Output Fields........................................................................................................................4 4.3.2Report Layout..................................................................................................................................4 4.4CONSTRAINTS................................................................................................................................................4 5FORMS...................................................................................................................................................................................5 5.1INPUT ..........................................................................................................................................................5 5.1.1Selection Parameters.......................................................................................................................5 5.2PROCESSING LOGIC OVERVIEW.........................................................................................................................5 5.3FORM LAYOUT...............................................................................................................................................5 6CONVERSIONS....................................................................................................................................................................7 6.1DATA SYSTEM/DATA FLOW DIAGRAM.................................................................................................................7 6.2TYPE OF DATA TO BE CONVERTED.....................................................................................................................7 6.3LOGICAL DATA ELEMENT MAPPING.....................................................................................................................7 6.4HISTORICAL DATA...........................................................................................................................................7 7INTERFACES........................................................................................................................................................................8 7.1INPUT ..........................................................................................................................................................8 7.1.1Interface Parameters.......................................................................................................................9 7.2PROCESS/DATA FLOW DIAGRAM......................................................................................................................12 7.3LOGICAL DATA ELEMENT MAPPING/PROCESS LOGIC ...........................................................................................12 7.4BUSINESS PROCESS SPECIFICATIONS................................................................................................................16 8WORKFLOW......................................................................................................................................................................18 8.1PROCESS/DATA FLOW DIAGRAM......................................................................................................................18 8.2ROLES AND RESPONSIBILITIES.........................................................................................................................18 9ENHANCEMENTS.............................................................................................................................................................19 9.1PROCESS FLOW DIAGRAM..............................................................................................................................19 9.2ENHANCEMENT SPECIFICATIONS.......................................................................................................................19 10ADDITIONAL INFORMATION....................................................................................................................................20 10.1VOLUME AND FREQUENCY............................................................................................................................20 10.2AUTHORIZATIONS........................................................................................................................................20
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10.3ERROR HANDLING SPECIFICATIONS.................................................................................................................20 10.4ADDITIONAL SECURITY CONSIDERATIONS..........................................................................................................20 11UNIT TEST CASE SCENARIOS ...................................................................................................................................21

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List of Tables
TABLE 1 : ABBREVIATIONS AND ACRONYMS.....................................................................................................VIII TABLE 2: PROGRAM HEADER.........................................................................................................................................3 TABLE 3: SELECTION PARAMETERS FOR REPORTS..............................................................................................4 TABLE 4: REPORT OUTPUT FIELDS..............................................................................................................................4 TABLE 5: REPORT LAYOUT.............................................................................................................................................4 TABLE 6: SELECTION PARAMETERS FOR FORMS..................................................................................................5 TABLE 7: FORM DETAILS..................................................................................................................................................5 TABLE 8: INTERFACE PARAMETERS ..........................................................................................................................9 TABLE 9: ROLES & RESPONSIBILITIES.....................................................................................................................18

List of Figures

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List of Abbreviations
Table 1 : Abbreviations and Acronyms Abbreviation/ Acronym LEO ADO PI Let Export Order Agents Delivery Order Process Integration Description

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1 Objective
Interface: This Interface is for Parking, Posting, Deletion & Credit Check of CALM invoices and posting of CALM Credit Notes in SAP.

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2 Scope
Based on payment received or on availability of sufficient balance in Customer account, estimate bill raised in CALM is parked in SAP. Parked invoice is deleted once the final invoice for the same assessment id is raised in CALM and is posted in SAP. Final invoice and interim invoice raised in CALM are posted in SAP. Also, Credit Note raised in CALM for the excess charges collected is also posted in SAP Separate document types are maintained to distinguish between a Parked Invoice, Interim Invoice, Final Invoice, Deleted Invoice and Credit Note. Following are the Document Types used: 1. DD For CALM Customer Invoice Parking. 2. DE For CALM Customer Final Invoice Posting. 3. DD For Deletion of CALM Customer Parked Invoice. 4. DX For CALM Customer Interim Invoice Posting for period end and overstay. 5. DY For CALM Customer Interim Invoice Posting for balance amount after Sail Out request. 6. DI For CALM Customer Credit Note. 7. DM For CALM Proforma Bill Parking. 8. DB For CALM Invoice for Ground Rent.

2.1 Assumptions
N/A

2.2 Exclusions
N/A

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3 Development Details
3.1 Program Header
Table 2: Program Header FS Description Object Owner Complexity SAP Module SAP Std modified New Program Sap Existing Name Type of Program NA Foreground Interface for parking, posting, deletion & Credit Check of parked invoices. Anand/Martin High FI Date raised Expected date Dev. object scope Oss note Copy from existing program T. code Existing Background Transaction code 13/10/2008 // Interface RFC NA NA

(The section below will be completed by the T.C.) New Name ZIFI_CALMINVOICES

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4 Reports
4.1 Input
N/A

4.1.1 Selection Parameters

N/A Table 3: Selection Parameters for Reports Field Text SAP Table Field Reference Selection Screen Type (SO/PA/RB/CB) Default Values Mandatory

4.2 Processing Logic Overview

N/A

4.3 Output
N/A

4.3.1 Report Output Fields

N/A Table 4: Report Output Fields Field description N/A SAP Table-field name

4.3.2 Report Layout

N/A Table 5: Report Layout Report Layout (this should be an inserted file as an ICON that contains the output display of the program e.g. excel sheet format) N/A

4.4 Constraints
N/A

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5 Forms
5.1 Input
N/A

5.1.1 Selection Parameters

N/A Table 6: Selection Parameters for Forms Field Text SAP Table Field Reference Sel. Type (SO/PA/RB /CB) Def Value Mandatory Comments <If any>

N/A

5.2 Processing Logic Overview

N/A

5.3 Form Layout

N/A Table 7: Form Details Type of Printer (Forms) Dot Matrix

Laser /Desk Jet/Zebra

Type of Paper Printout (Forms) Printing Requirements (mandatory for programs that produces a hard copy)

Pre-printed form Regular Paper (as designed in the layout)

Paper Design (only for Forms)

Size of Paper Orientation Logo

N/A Form Layout (this should be an inserted file as an ICON that contains the output display of the program e.g. excel sheet format)

A4 Portrait Landscape To be added

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6 Conversions
6.1 Data System/Data Flow Diagram
N/A

6.2 Type of Data to be Converted

N/A

6.3 Logical Data Element Mapping

N/A

6.4 Historical Data

N/A

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7 Interfaces
7.1 Input
N/A

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7.1.1 Interface Parameters

Table 8: Interface Parameters

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Field Text

SAP Table Field Reference

SAP Table Field Reference

Import

Default Values

Manda tory

Comments
Invoice type will give whether it is marine, cargo, stuffing, Destuffing, ground rent or miscellaneous invoice. INVOICETYPE is of CHAR 4 Invoice indicator will indicate whether invoice is Estimate, Interim Bill for Period End and Overstay, Interim Bill for Balance, Proforma Invoice, Final Invoice or Credit Note. INVINDICATOR is of Char 1.

INVOICETYPE

CHAR 4

INVINDICATOR

CHAR 1

Import

COMP_CODE DOCDATE POSTDATE REFERENCE DOCNO DOCTYPE CURR EXCHRATE DOCTXT FIS_PERIOD TRANSDATE

BKPF-BUKRS BKPF-BLDAT BKPF-BUDAT BKPF-XBLNR BKPF-BELNR BKPF- BLART BKPF-WAERS BKPF- KURSF BKPF- BKTXT BKPF- MONAT BKPF- WWERT

Import Import Import Import Import Import Import Import Import Import Import

Y Y Y Y O Y Y O Y O O Create a structure ZARLNITM

CUSTOMER AMOUNT

STRUCTURE1-KUNNR

Table

Y Y

STRUCTURE1-WRBTR

Table

AMTLC

STRUCTURE1-DMBTR

Table

TAXAMT

STRUCTURE1-FWSTE

Table

TAXAMTLC

STRUCTURE1-MWSTS

Table

TAX_CODE

STRUCTURE1-MWSKZ

Table

DISAMOUNT

STRUCTURE1-WSKTO

Table

DISBASE

STRUCTURE1-SKFBT

Table

ASSGNMENT

STRUCTURE1-ZUONR

Table

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Field Text
ITMTXT

SAP Table Field Reference

STRUCTURE1-SGTXT

SAP Table Field Reference

Table

Default Values

Manda tory
Y

Comments

Create a structure ZGLLNITM GL_ACCOUNT STRUCTURE2-HKONT Table Y

AMOUNT

STRUCTURE2-WRBTR

Table

PROFIT_CTR

STRUCTURE2-PRCTR

Table

AMTLC

STRUCTURE2-DMBTR

Table

VALUEDATE

STRUCTURE2-VALUT

Table

ASSGNMENT

STRUCTURE2-ZUONR

Table

ITMTXT

STRUCTURE2-SGTXT

Table Export

status

Char

Y Create a structure ZSPDBAL

StmtDateFrom StmtDateTo PDAccountNumb er Closing Balance Opening Balance

STRUCTURE3-DATFRM STRUCTURE3-DATTO STRUCTURE3-KUNNR BSEG-WRBTR BSEG-WRBTR

Table

Y Y

For the DATFRM use BLDAT For the DATTO use BLDAT

Table Table Table

Y Y Y Create a Custom Data Element and Respective Domain for VCN with length 14 and Data Type char. VCN stands for Voyage Call No

VCN

STRUCTURE3-VCN

Table

BillNumber

STRUCTURE3-BELNR

Table

BillDate

STRUCTURE3-BLDAT

Table

TotalBillAmt

STRUCTURE3-BILLAMT

Table

Use standard Data Element WRBTR

AmountShortFall

STRUCTURE3SHRTAMT

Table

Use standard Data Element WRBTR

Remarks

STRUCTURE3REMARKS

Table

Use standard Data Element BKTXT

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7.2 Process/Data Flow Diagram

Invoice CALM SAP PI

R/3 Interface SAP FI

7.3 Logical Data Element Mapping/Process Logic

INVINDICATOR:
E-Estimate: If the invoice indicator is E, Park the document using the document type DD. For parking the Estimate Invoice, use T Code F-64, and give the following required data: 1. Document Date 2. Document Type. 3. Company Code. 4. Posting Date 5. Period 6. Reference. 7. Document Header Text 8. Posting Key. Posting key is 01 9. Account. 10. Amount 11. Assignment 12. Text 13. Posting Key. Posting key is 50 14. Account. 15. Amount. 16. Assignment 17. Text For the above fields, take the values from the importing parameters. After successful parking status should be set with P. If parking document is not successful, set the status to F. P-Proforma: If the Invoice Indicator is P, a credit check is performed in Customer Account to identify whether sufficient balance is available or not i.e., whether customer balance (Credit Balance) is more than the invoice amount. If credit check succeeds, Proforma Invoice is parked in SAP using the document type DM. Otherwise, pdabal structure should be filled and sent with Reject status and it should hold value R with data in pdabal structure for sending insufficient balance message. For parking the Proforma Invoice, use T Code F-64, and give the following required data: 1. 2. 3. 4. 5. 6. Document Date Document Type. Company Code. Posting Date Period Reference.
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7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17.

Document Header Text Posting Key. Posting key is 01 Account. Amount Assignment Text Posting Key. Posting key is 50 Account. Amount. Assignment Text

For the above fields, take the values from the importing parameters. After successful parking set the status field to P .Set the status field to R if credit check fails And else if parking the document is not successful set the status to F. I-Interim Bill for Period End and Overstay: If the Invoice Indicator is I, Post the document using the document type DX and the amount of the Parked Invoice with the same assessment ID has to be reduced by the invoice amount. Use T Code FBV2 to reduce the amount of the Parked Invoice with the same assessment ID. For posting the interim invoice, use T Code F-22, and give the following required data: 1. Document Date 2. Document Type. 3. Company Code. 4. Posting Date 5. Period 6. Reference. 7. Document Header Text 8. Posting Key. Posting key is 01 9. Account. 10. Amount 11. Assignment 12. Text 13. Posting Key. Posting key is 50 14. Account. 15. Amount. 16. Assignment 17. Text For the above fields, take the values from the importing parameters. If the Document is posted successfully set the status field to O else set the status with value F. K-Interim Bill for Balance: If the Invoice Indicator is K, Post the document using the document type DY and the amount of the Parked Invoice with the same assessment ID has to be reduced by the invoice amount. Use T Code FBV2 to reduce the amount of the Parked Invoice with the same assessment ID. Subsequently, a credit check is performed in Customer Account to identify whether sufficient balance is available or not i.e., whether customer balance (Credit Balance) is more than zero. If credit check succeeds set status field with value O, otherwise populate the pdabal structure and set the status with value R. For posting the interim invoice, use T Code F-22, and give the following required data:
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1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17.

Document Date Document Type. Company Code. Posting Date Period Reference. Document Header Text Posting Key. Posting key is 01 Account. Amount Assignment Text Posting Key. Posting key is 50 Account. Amount. Assignment Text

For the above fields, take the values from the importing parameters. F-Final: If the invoice indicator is F, Post the document using the document type DE. On posting the document, Parked invoices for the same assessment ID should be deleted. For posting the invoice, use T Code F-22, and give the following data: 1. Document Date 2. Document Type. 3. Company Code. 4. Posting Date 5. Period 6. Reference. 7. Document Header Text 8. Posting Key. Posting key is 01 9. Account. 10. Amount 11. Assignment 12. Text 13. Posting Key. Posting key is 50 14. Account. 15. Amount. 16. Assignment 17. Text For the above fields, take the values from the importing parameters. Estimate invoice which is parked in SAP has to be deleted once the final invoice with the same assessment ID is posted in SAP. Document Type DD has to be used. Use T Code FBV0 to delete the parked invoice. If Posting the Invoice and Deleting the Parked Document is successful return the status field with value O, else with F. There is no deletion of parked invoices, if the invoice indicator F is along with the combination of anyone of the following Invoice Type CRGD, MISC and the document has to be posted to SAP using document type DE and through T Code F-22
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Invoice Indicators I and K can NEVER come for following Invoice types: 1) 2) 3) 4) 5) 6) CRGW -- Cargo Wharfage CRGD -- Cargo Demurrage STUF -- Stuffing Invoice DSTU -- Destuffing Invoice STRG -- Ground Rent Invoice for Containers MISC -- Miscellaneous Invoices

F-Ground Rent Invoice for Containers: If the invoice indicator is F and invoice type is STRG, Post the document using the document type DB. Subsequently, a credit check is performed in Customer Account to identify whether sufficient balance is available or not i.e., whether customer balance (Credit Balance) is more than the zero. If credit check succeeds set status field with value O, otherwise populate the pdabal structure and set the status with value R. For posting the interim invoice, use T Code F-22, and give the following required data: 1. Document Date 2. Document Type. 3. Company Code. 4. Posting Date 5. Period 6. Reference. 7. Document Header Text 8. Posting Key. Posting key is 01 9. Account. 10. Amount 11. Assignment 12. Text 13. Posting Key. Posting key is 50 14. Account. 15. Amount. 16. Assignment 17. Text For the above fields, take the values from the importing parameters. Credit Note: If the invoice indicator is C, Post the document using the T Code F-22 with document type DI and give the following data: 1. Document Date 2. Document Type. 3. Company Code. 4. Posting Date 5. Period 6. Reference. 7. Document Header Text 8. Posting Key. Posting key is 01 9. Account. 10. Amount 11. Assignment 12. Text 13. Posting Key. Posting key is 50 14. Account. 15. Amount. 16. Assignment 17. Text
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If Posting the document is successful, return the status field with value O, else with F.

7.4 Business Process Specifications

Following are the business requirements: Invoices/Credit Notes generated in CALM are to be interfaced with SAP using SAP-PI. Functional Module ZIFI_PARKPOSTDELETE will Park, Post and Delete the transactional invoice data created in CALM. It also Post the Credit Notes generated in CALM to SAP.

Invoice parking is done for estimate invoice. Estimate invoice is raised based on: 1. Assessment request given by the Customer through PCS. On the basis of this, an estimate invoice is raised in CALM and is parked in SAP once the Customer makes payment. 2. Assessment request NOT given by the Customer. An estimate invoice is raised in CALM manually and is parked in SAP based on the availability of sufficient balance in Customers Account, in the following stages in CALM: (a) Before Berth Allotment in case of Vessel related charges. (b) Before allotment of Pilots in case of Import of Liquid Cargo. (c) On receipt of De-Stuffing request and on Passing in case of import of containerized cargo (d) After container entry, after receipt of LEO (Let Export Order) and on receipt of stuffing request, in case of export of containerized cargo. (e) On receipt of ADO (Agents Delivery Order) or on manual entry of ADO details in case of import of normal cargo. (f) On receipt of LEO/Coastal Invoice and after berthing in case of export of normal cargo.

Invoice posting is done based on the following trigger points from CALM: 1. Interim Bill for period closing and additional request for services in case of Vessel related charges. 2. Interim Bill for balance of Vessel related charges on submission of sail out request by the agent. 3. Interim Bill for cargo related charges on manual entry of ADO details in case of import of normal cargo. 4. Final invoice for vessel related charges on marine closure. 5. Final invoice for cargo related charges on Ullage certificate entry for import of Liquid cargo. 6. Final invoice for cargo related charges on Draft Survey/Tank Out turn report for export of Liquid Cargo. 7. Final invoice for Ground rent on completion of Destuffing/Tally recording operation in case of import of containerized cargo. 8. Final invoice for Cargo management charges on Passing in case of import of containerized cargo. 9. Final invoice for Destuffing charges on receipt of Destuffing request in case of import of containerized cargo.
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10. Final invoice for Ground rent on completion of Stuffing/Tally recording operation in case of export of containerized cargo. 11. Final invoice for Cargo management charges after container entry and receipt of LEO in case of export of containerized cargo. 12. Final invoice for Stuffing charges on receipt of Stuffing request in case of export of containerized cargo. 13. Final invoice for Cargo related charges on receipt of ADO and Passing in case of import of normal cargo. 14. Final invoice for Cargo related charges on receipt of LEO/Coastal invoice and after berthing in case of export of normal cargo. 15. Manual raising of credit note for excess charges collected. 16. Manual invoices raised in CALM are to be posted in SAP. 17. Miscellaneous invoices raised in CALM are to be posted in SAP.

Following are the business requirements: Invoices/Credit Notes generated in CALM are to be interfaced with SAP using SAP-PI. Functional Module Z_CALMINVOICES will Park, Post and Delete the transactional invoice data created in CALM. It also Post the Credit Notes generated in CALM to SAP.

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8 Workflow
N/A

8.1 Process/Data Flow Diagram

N/A

8.2 Roles and Responsibilities

N/A Table 9: Roles & Responsibilities Role N/A Responsibilities Agent Assignment

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9 Enhancements
9.1 Process Flow Diagram
N/A

9.2 Enhancement Specifications

N/A

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10 Additional Information
10.1 Volume and Frequency
N/A

10.2 Authorizations
N/A

10.3 Error Handling Specifications

N/A

10.4 Additional Security Considerations

N/A

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11 Unit Test Case Scenarios

Table 8: Test Case Scenarios Case Scenario N/A Description

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A Appendix
N/A

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B Naming Conventions
Document Naming Convention: e-Port_DT_<Module Name>_<Description>.doc Module Name Functional Work stream. Example, For FICO Functional specification, <Module Name> should be FI. FI = Finance MM = Procurement PP = Manufacturing RE = Real Estate management HR = Human Resource PM = Maintenance PS = Project System IS = IS Utilities DM = Document Management System

DT- Document Type indicator, in this case it is FS (Functional Specification).

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