E-Port FS FI CALM Invoices

e-Port

Cochin Port TrustCochin, India

e-Port SAP ERP Implementation

Functional Specificatione-Port_FS_FI_CALM Invoices

SAP ECC 6.0

Version 1.0

e-Port

Cochin Port TrustCochin, 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

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This is a controlled document. Unauthorised access, copying, replication or usage

for a purpose other than for which it is intended, are prohibited.

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purposes only and belong to their respective companies.

CALM Invoices TCS CoPT Confidential i


Document Release Note

Notice No.: 1.0

Customer: Cochin Port Trust

Project: e-Port – SAP ERP Implémentation Project

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e-Port_FS_FI_CALM Invoices Version 1.0Interface for replicating CALM Invoices in

SAP

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CALM Invoices TCS CoPT Confidential ii


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

CALM Invoices TCS CoPT Confidential iii


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.

CALM Invoices TCS CoPT Confidential iv


Contents

1 OBJECTIVE........................................................................................................................................... 1

2 SCOPE.................................................................................................................................................... 2

2.1 ASSUMPTIONS................................................................................................................................... 2

2.2 EXCLUSIONS..................................................................................................................................... 2

3 DEVELOPMENT DETAILS...................................................................................................................3

3.1 PROGRAM HEADER........................................................................................................................... 3

4 REPORTS............................................................................................................................................... 4

4.1 INPUT............................................................................................................................................... 4

4.1.1 Selection Parameters..............................................................................................................4

4.2 PROCESSING LOGIC OVERVIEW.........................................................................................................4

4.3 OUTPUT............................................................................................................................................ 4

4.3.1 Report Output Fields...............................................................................................................4

4.3.2 Report Layout.......................................................................................................................... 4

4.4 CONSTRAINTS................................................................................................................................... 4

5 FORMS................................................................................................................................................... 5

5.1 INPUT............................................................................................................................................... 5

5.1.1 Selection Parameters..............................................................................................................5

5.2 PROCESSING LOGIC OVERVIEW.........................................................................................................5

5.3 FORM LAYOUT.................................................................................................................................. 5

6 CONVERSIONS...................................................................................................................................... 6

6.1 DATA SYSTEM/DATA FLOW DIAGRAM.................................................................................................6

6.2 TYPE OF DATA TO BE CONVERTED.....................................................................................................6

6.3 LOGICAL DATA ELEMENT MAPPING....................................................................................................6

6.4 HISTORICAL DATA............................................................................................................................. 6

7 INTERFACES......................................................................................................................................... 7

7.1 INPUT............................................................................................................................................... 7

7.1.1 Interface Parameters...............................................................................................................7

7.2 PROCESS/DATA FLOW DIAGRAM......................................................................................................10

7.3 LOGICAL DATA ELEMENT MAPPING/PROCESS LOGIC.........................................................................10

7.4 BUSINESS PROCESS SPECIFICATIONS..............................................................................................15

8 WORKFLOW....................................................................................................................................... 17

8.1 PROCESS/DATA FLOW DIAGRAM......................................................................................................17

8.2 ROLES AND RESPONSIBILITIES.........................................................................................................17

9 ENHANCEMENTS............................................................................................................................... 18

9.1 PROCESS FLOW DIAGRAM...............................................................................................................18

9.2 ENHANCEMENT SPECIFICATIONS......................................................................................................18

10 ADDITIONAL INFORMATION...........................................................................................................19

10.1 VOLUME AND FREQUENCY...............................................................................................................19

10.2 AUTHORIZATIONS............................................................................................................................ 19

CALM Invoices TCS CoPT Confidential v


10.3 ERROR HANDLING SPECIFICATIONS..................................................................................................19

10.4 ADDITIONAL SECURITY CONSIDERATIONS.........................................................................................19

11 Unit Test Case Scenarios.......................................................................................................................... 20

CALM Invoices TCS CoPT Confidential vi


List of TablesTABLE 1 : ABBREVIATIONS AND ACRONYMS.........................................................................................IXTABLE 2: PROGRAM HEADER................................................................................................................3TABLE 3: SELECTION PARAMETERS FOR REPORTS..................................................................................4TABLE 4: REPORT OUTPUT FIELDS........................................................................................................4TABLE 5: REPORT LAYOUT...................................................................................................................4TABLE 6: SELECTION PARAMETERS FOR FORMS.....................................................................................5TABLE 7: FORM DETAILS.....................................................................................................................5TABLE 8: INTERFACE PARAMETERS.......................................................................................................7Table 9: Roles & Responsibilities.......................................................................................................17

List of Figures

Right click and update table of figures.

CALM Invoices TCS CoPT Confidential vii


List of Abbreviations

Table 1 : Abbreviations and Acronyms

Abbreviation/

AcronymDescription

LEO Let Export Order

ADO Agents Delivery Order

PI Process Integration

CALM Invoices TCS CoPT Confidential viii


1 Objective

Interface:

This Interface is for Parking, Posting, Deletion & Credit Check of CALM invoices and posting of CALM

Credit Notes in SAP.

CALM Invoices TCS CoPT Confidential 1


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



3 Development Details

3.1 Program HeaderTable 2: Program Header

FS Description Interface for parking, posting, deletion & Credit Check of parked invoices.

Object Owner Anand/Martin Date raised 13/10/2008

Complexity High Expected date / /

SAP Module FI Dev. object scope Interface RFC

SAP Std modified Oss note NA

New Program Copy from existing

program Sap Existing Name NA Existing T. code NA

Type of Program Foreground Background

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

New Name ZIFI_CALMINVOICES Transaction code



4 Reports

4.1 Input

N/A

4.1.1Selection ParametersN/A

Table 3: Selection Parameters for Reports

Field Text

SAP Table

Field

Reference

Selection Screen

Type

(SO/PA/RB/CB)

Default ValuesMandatory

4.2 Processing Logic Overview

N/A

4.3 Output

N/A

4.3.1Report Output FieldsN/A

Table 4: Report Output Fields

Field description SAP Table-field name

N/A

4.3.2Report LayoutN/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



5 Forms

5.1 Input

N/A

5.1.1Selection ParametersN/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

Printing Requirements

(mandatory for programs

that produces a hard copy)

Type of Printer (Forms)

Dot Matrix

Laser /Desk Jet/Zebra

Type of Paper Printout (Forms)

Pre-printed form

Regular Paper (as designed in the layout)

Paper Design (only for Forms)

Size of Paper A4

Orientation Portrait

Landscape

Logo To be added

Form 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



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



7 Interfaces

7.1 Input

N/A



7.1.1 Interface Parameters

Table 8: Interface Parameters

Field TextSAP Table Field

Reference

SAP Table

Field

Reference

Default

ValuesManda

toryComments

INVOICETYPE CHAR 4 Import Y

Invoice type will give whether it is marine, cargo, stuffing, Destuffing, ground rent or miscellaneous invoice. INVOICETYPE is of CHAR 4

INVINDICATOR CHAR 1 Import Y

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.

COMP_CODE BKPF-BUKRS Import Y

DOCDATE BKPF-BLDAT Import Y

POSTDATE BKPF-BUDAT Import Y

REFERENCE BKPF-XBLNR Import Y

DOCNO BKPF-BELNR Import O

DOCTYPE BKPF- BLART Import Y

CURR BKPF-WAERS Import Y

EXCHRATE BKPF- KURSF Import O

DOCTXT BKPF- BKTXT Import Y

FIS_PERIOD BKPF- MONAT Import O

TRANSDATE BKPF- WWERT Import O

Create a structure ZARLNITM

CUSTOMERSTRUCTURE1-KUNNR

Table Y

AMOUNT STRUCTURE1-WRBTRTable

Y

AMTLC STRUCTURE1-DMBTRTable

O

TAXAMT STRUCTURE1-FWSTETable

O

TAXAMTLC STRUCTURE1-MWSTSTable

O

TAX_CODE STRUCTURE1-MWSKZTable

O

DISAMOUNT STRUCTURE1-WSKTOTable

O

DISBASE STRUCTURE1-SKFBTTable

O




Reference

SAP Table

Field

Reference

Default

ValuesManda

toryComments

ASSGNMENT STRUCTURE1-ZUONRTable

Y

ITMTXT STRUCTURE1-SGTXTTable

Y

Create a structure ZGLLNITM

GL_ACCOUNT STRUCTURE2-HKONTTable

Y

AMOUNT STRUCTURE2-WRBTRTable

Y

PROFIT_CTR STRUCTURE2-PRCTRTable

O

AMTLC STRUCTURE2-DMBTRTable

O

VALUEDATE STRUCTURE2-VALUTTable

O

ASSGNMENT STRUCTURE2-ZUONRTable

Y

ITMTXT STRUCTURE2-SGTXTTable

Y

status Char Export Y

Create a structure ZSPDBAL

StmtDateFromSTRUCTURE3-DATFRM

Table Y For the DATFRM use BLDAT

StmtDateTo STRUCTURE3-DATTO Y For the DATTO use BLDAT

PDAccountNumber

STRUCTURE3-KUNNR Table Y

Closing Balance BSEG-WRBTR Table Y

Opening Balance

BSEG-WRBTR Table Y

VCNSTRUCTURE3-VCN

Table Y

Create a Custom Data Element and Respective Domain for VCN with length 14 and Data Type char.

VCN stands for Voyage Call No

BillNumber STRUCTURE3-BELNRTable Y

BillDate STRUCTURE3-BLDATTable Y

TotalBillAmtSTRUCTURE3-BILLAMT Table Y Use standard Data Element WRBTR




Reference

SAP Table

Field

Reference

Default

ValuesManda

toryComments

AmountShortFallSTRUCTURE3-SHRTAMT Table Y Use standard Data Element WRBTR

RemarksSTRUCTURE3-REMARKS Table N Use standard Data Element BKTXT

7.2 Process/Data Flow Diagram

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 Date2. Document Type. 3. Company Code. 4. Posting Date5. Period6. Reference. 7. Document Header Text8. Posting Key. Posting key is 019. Account. 10. Amount11. Assignment12. Text13. Posting Key. Posting key is 5014. Account. 15. Amount.16. Assignment17. 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. Document Date2. Document Type. 3. Company Code. 4. Posting Date5. Period6. Reference. 7. Document Header Text8. Posting Key. Posting key is 019. Account. 10. Amount11. Assignment12. Text13. Posting Key. Posting key is 5014. Account. 15. Amount.16. Assignment17. 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 failsAnd 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 Date2. Document Type. 3. Company Code. 4. Posting Date5. Period6. Reference. 7. Document Header Text8. Posting Key. Posting key is 019. Account. 10. Amount11. Assignment12. Text13. Posting Key. Posting key is 5014. Account. 15. Amount.16. Assignment17. Text




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’.



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 Date2. Document Type. 3. Company Code. 4. Posting Date5. Period6. Reference. 7. Document Header Text8. Posting Key. Posting key is 019. Account. 10. Amount11. Assignment12. Text13. Posting Key. Posting key is 5014. Account. 15. Amount.16. Assignment17. Text




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

Invoice Indicators ‘I’ and ‘K’ can NEVER come for following Invoice types:

1) CRGW -- Cargo Wharfage2) CRGD -- Cargo Demurrage3) STUF -- Stuffing Invoice4) DSTU -- Destuffing Invoice5) STRG -- Ground Rent Invoice for Containers6) 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’.



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 Date2. Document Type. 3. Company Code. 4. Posting Date5. Period6. Reference. 7. Document Header Text



8. Posting Key. Posting key is 019. Account. 10. Amount11. Assignment12. Text13. Posting Key. Posting key is 5014. Account. 15. Amount.16. Assignment17. Text

If Posting the document is successful, return the status field with value ‘O’, else with ‘F’.

7.4 Business Process SpecificationsFollowing 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 Customer’s 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.

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.



8 Workflow

N/A

8.1 Process/Data Flow Diagram

N/A

8.2 Roles and Responsibilities

N/A

Table 9: Roles & Responsibilities

Role Responsibilities Agent Assignment

N/A



9 Enhancements

9.1 Process Flow Diagram

N/A

9.2 Enhancement Specifications

N/A



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



11 Unit Test Case Scenarios Table 8: Test Case Scenarios

Case Scenario Description

N/A



A Appendix

N/A



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).


E-Port FS FI CALM Invoices

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