Functional Specification Document ________________________________________________________

10.07.03 - Payment Instruction 10.07.04 - Payment Instruction Acknowledgement Version 0.1 07/05/2013

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Functional Specification Document ________________________________________________________

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Filename Functional_Specification_Payment Instruction_Payment Instruction Acknowledgement Functional_Specification_Payment Rejection_Payment Rejection Acknowledgement Functional_Specification_Payment Instruction_Payment Instruction Acknowledgement Author Bharati Nadkarni Dana Bethune Version 0.1 Date 07/05/2013 Summary of changes Initial draft

0.1

16/05/2013

Review

Bharati Nadkarni

V0.2

16/05/2013

Review of initial draftIncorporated the changes

REFERENCES
This document makes references to the following documents. These reference documents should be read in conjunction with this document.
Filename Location Version

Functional Specification Document ________________________________________________________

DHS_Financial Management_Business_Blueprint_Draft_v1.1 v1.1

TABLE OF CONTENTS
1. 2. 3. 4. 5. 6. 7. 7.1. 7.2. 7.3. 7.4. 7.4.1. 7.4.2. 7.4.3. Requirement Details ............................................................................................................................ 4 Development Information ................................................................................................................... 4 Open Issues............................................................................................................................................ 4 Development dependencies ............................................................................................................... 4 Assumption/Limitations ....................................................................................................................... 5 Configuration Details ........................................................................................................................... 5 Design ..................................................................................................................................................... 6 Purpose .............................................................................................................................................. 6 Process Flow Diagram ...................................................................................................................... 7 Process Description.......................................................................................................................... 9 Processing Logic ............................................................................................................................... 9 Custom program ACMPS Payment Instructions Transfer ..................................................... 9 Custom program ACMPS Payment Acknowledgement ....................................................... 10 Custom program ACMPS Transfer Log report .................................................................... 10

7.4.3.1. Details Processing Logic ............................................................................................................ 10 7.4.3.1.1. Custom program ACMPS Payment Instructions Transfer .............................................. 10 7.4.3.1.2. Custom program ACMPS Payment Instruction Acknowledgement ............................... 11 7.4.3.1.3. Custom program ACMPS Transfer Log report ................................................................ 11 7.4.4. 7.5. 7.6. 7.7. 7.8. 7.9. Custom fields in standard table DFKKOP ............................................................................. 12 Mapping Sheet: ............................................................................................................................... 12 DATA DICTIONARY OBJECTS ......................................................................................................... 12 Authorisation Requirements ........................................................................................................ 13 Key Business Test Conditions ....................................................................................................... 13 Negative Test conditions............................................................................................................... 14

Functional Specification <Gap ID>

1. Requirement Details
Gap Id Title 10.07.03, 10.07.04 Payment Instruction and Payment Instruction Acknowledgement DHS_Financial Management_Business_Blueprint_Draft_v1.1 Custom ABAP programs, SAP PO Interfaces, Custom fields, Custom table

Reference

Category

2. Development Information

SAP Module SAP Sub Module Priority Development Complexity Requested Date of Completion

SAP Finance SAP Social ServicesPSCD High Medium

3. Open Issues
Impact Priority

No

Issue Description N/A

Assigned to

<H/M/L> <VH/H/M/L>

Target Resolution Date

4. Development dependencies
FS ID/Config Group ID

No 1

Description SAP PO Enhancements must be ready for testing at the same time of FVT (functional verification test) High

Type

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Functional Specification <Gap ID>

5. Assumption/Limitations
No 1 Description The reconciliation key in the original posting document in PSCD will be sent upon transfer payment instruction to CPS system. This was confirmed by the respective CPS team.

6. Configuration Details
To distribute Payment Instruction Object details below settings has to be done: PSCD Maintain Main Transactions Path: Contract Accounts Receivable and Payable Basic FunctionsPostings and DocumentsDocumentMaintain Document Assignments Maintain Main Transactions Maintain Sub Transactions Path: Contract Accounts Receivable and Payable Basic FunctionsPostings and DocumentsDocumentMaintain Document Assignments Maintain Sub Transactions Path: Contract Accounts Receivable and Payable Basic FunctionsPostings and DocumentsDocumentMaintain Document Assignments Maintain Transactions for Public
Sector Contract Accounting Maintain Sub-Transactions

Maintain Document Number Ranges Path: Contract Accounts Receivable and Payable Basic Functions Postings and Documents Basic Settings Maintain Document Number Ranges Maintain Document Types and Assign Number Ranges Path: Contract Accounts Receivable and Payable Basic FunctionsPostings and DocumentsDocumentMaintain Document AssignmentsDocument TypesMaintain Document Types and Assign Number Ranges Define Sales/Purchase Tax Determination Path: Contract Accounts Receivable and Payable Basic FunctionsPostings and DocumentsDocumentMaintain Document Assignments Define Sales/Purchase Tax Determination CPS: N/AAll of the above configuration will also need to be in place in CPS to enable transfer of payment instructions between systems.
Please refer to the attached document which outlines the shared configuration settings between ACMPS and CPS.
Formatted: Normal, Indent: Left: 0", First line: 0"

Field Code Changed

Proposed Config for ACMPS Data FINAL 7May13.xlsx

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Functional Specification <Gap ID>

7. Design 7.1. Purpose

The PSCD system, named CPS, is DHSs Common Payment System. It is the source of truth in regards to the status of any given payment instruction. A payment can only be cleared in ACMPS upon instruction from CPS. PSCD Posting documents that represent Payment Instructions to be sent to the CPS system for payment processing. Later point of time the The payment instruction acknowledgment will be sent back from CPS to ACMPS PSCD for the confirmation whether success and failure transfer. To achieve the transfer payment instruction process, 6 enhancements will be required. 1. Custom program ACMPS Payment Instructions Transfer 2. SAP PO Interface 3. Custom fields in standard table DFKKOP 4. Custom program ACMPS Payment Instructions Acknowledgement 5. Custom program ACMPS Transfer Log report 6. Custom table CPS Payments

Comment [BD1]: We should be receiving real time acknowledgements back from CPS this wa agreed with their technical team. This appears to be what is described in section 7.4.3.1.2 Natthira : incorporated the changes

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Functional Specification <Gap ID>

7.2. Process Flow Diagram

The PSCD system, named CPS, is DHSs Common Payment System. It is the source of truth in regards to the status of any given payment instruction. A payment can only be cleared in ACMPS upon instruction from CPS. PSCD Posting documents that represent Payment Instructions to be sent to the CPS system for payment processing. A custom ACMPS Payment Instructions Transfer program will extract and transfer ACMPS payment instructions (posting documents) to CPS via an SAP PO interface; as well as updating the original payment instructions that were successfully extracted with a status of Reserved The successfully extracted payment instructions will display the output as the report lists. The report can be used for the reconciliation purpose whether comparing the number of payment instruction in ACMPS PSCD and SAP PO. Later point of time tThe payment instruction acknowledgment will be sent back from CPS to ACMPS PSCD, that should be a consolidated payment instruction of the success transfer and failure transfer. The notify email will be sent to respective users for the failure transfer. The updating original payment instruction that were successfully transfer with a status of Transferred The ACMPS transfer log report can be executed for error resolution.
Comment [BD2]: See previous comment.

High-level diagram outlines the functionality used in the end-to-end transfer process.

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Functional Specification <Gap ID>

PI/PO Interface:

PSCD
Proxy

SAP PO
Proxy

CPS

Data flow from PSCD CPS

PSCD

Payment Data
Payment Instruction

Payment Instructions CPS

PO interface

Payment Data for Service

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Functional Specification <Gap ID>

Data flow from CPS PSCD

CPS

Payment Data
Payment Instruction Ack

Payment Instruction Acknowledgement

PSCD

PO interface

Payment Ack Data for Service

7.3. Process Description

To achieve the transfer payment instruction process, 6 enhancements will be required. 1. Custom program ACMPS Payment Instructions Transfer 2. SAP PO Interface 3. Custom fields in standard table DFKKOP 4. Custom program ACMPS Payment Instructions Acknowledgement 5. Custom program ACMPS Transfer Log report 6. Custom table CPS Payments

7.4. Processing Logic 7.4.1. Custom program ACMPS Payment Instructions Transfer
This custom program would be provided 2 options for execution. Execute on demand by authorized users (Real time execution) Execute by a Scheduled batch job on weekly week-nightly basis (i.e. Monday to Friday, excluding Canberra public holidays).
Selection parameters on the front screen Business Partner (single values, or range / optional field) It is a lookup fields in table BUT000 Contract Account (single values, or range / optional field) It is a lookup fields in table FKKVK Document Number (single values, or range / optional field) It is a lookup fields in table DFKKKO
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Functional Specification <Gap ID>

Error Flag ( optional field) It is a radio button,/* this flag will be applicable for the case of error resolution of the transferred payment instruction to CPS*/

7.4.2. Custom program ABAP Proxy Method ACMPS Payment Acknowledgement

This custom program should be executed by a scheduled batch job on weeknight. This program can be started execution The custom ABAP Proxy method will be internally triggered as soon as SAP PO uploads the payment acknowledgement file into PSCD system. The selection parameter is not requiring for this program.

7.4.3. Custom program ACMPS Transfer Log report

The failure and successful of transfer payment instructions to CPS system would be associated in the payment acknowledgement file. These failures would be able to display as a report ACMPS Transfer Log. This custom program can be executed on demand. Selection parameters on the front screen

Comment [BD3]: Is this really necessary? I requires manual post-processing this way and i not in line with the blueprint. I am okay with the reserved status being in plac to indicate that a transfer attempt has been mad but cant we just have the program pick these reserved items up automatically in the next ru If the error has been resolved then the transfer will be able to take place, otherwise the status remains as reserved. Relying on an individual user to post-process th reserved documents manually could result in unnecessary payment delays. Natthira : This flag also prevent for duplicate resend payment instruction which error hasnt resolve. This flag can ensure that the error has been resolved prior to resend payment instructi

Document Number (single values, or range) It is a lookup fields in table DFKKKO Error Type (mandatory field), the value lists will be ( P , R, J )

7.4.3.1.

Details Processing Logic 7.4.3.1.1. Custom program ACMPS Payment Instructions Transfer
When the custom program is executed and selection parameter Error Flag is not select. The custom program will fetch all non-transferred document line item in table DFKKOP where the conditions would be met as below

Comment [BD4]: Input is required from CP here please refer to Nichola Black for details what acknowledgement process they are following. As per previous agreement with CPS they will be sending us a real-time acknowledgement which PO will process and u to update the Transfer Log. Natthira : Incorporated the changes

a) If document number (DFKKOP- OPBEL) is in the range of document number of selection parameter then go to step b else exit to fetch a new line item. b) If Payment lock (DFKKOP- SPZAH) is not blank then exit to fetch a new line item else b.

c) Clearing status (DFKKOP- AUGST) is not blank then exits to fetch a new line item
else c. d) Payment status (DFKKOP Z_FIELD_A) is not blank then exit to fetch a new line item else d. e) Fetch the document number from table DFKKKO if a document type (DFKKKOBLART) = AC then go to step f. else exit to fetch a new line item. f) If contract account (DFKKOP- VKONT) is in the range of contract account of selection parameter then fetch contract account from table FKKVKP if Outgoing payment (FKKVKP- AZASP ) is blank then go to step g. else exit to fetch a new line item.

g) If business partner is in the range of business partner of selection parameter then fetch business partner from table BUT000 where business partner is in the range of selection parameter else exit to fetch a new line item. The set of document which met the conditions, will be updated value as Reserved in payment status DFKKOP-Z_FIELDL_A After finished execution, the ABAP Proxy is called to send the populated output data structure to SAP PO for the text file generation. The output data structure is mentioned in section 6.5 Mapping Sheet. ( Note: SAP PO will need to populate a default value ACM at last column in structure DFKKOP (field name Z_CLAIM_SYS in the CPS system), see detail in section 6.5 Mapping Sheet ) Meanwhile the custom program will be populated output data in the report for the successfully transfer payment instruction. The report can display on the screen for real time execution, or created as the spool request for the batch job execution.
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Comment [BD5]: We discussed you talking CPS about this to see if they would be willing t put this logic into the process they will be implementing to create the posting documents (i.e. Create BAPI) was this done, or have PO agreed to push the default data through for them

Functional Specification <Gap ID>

When the program is executed and selection parameter Error Flag is selected. The custom program will fetch the document number from custom table CPS Payments where error message has determined. After finished execution, the ABAP Proxy is called to send the populated output data structure to SAP PI for the text file generation. The files are placed in appropriate location by SAP P). Meanwhile the custom program will be deleted the respective record in custom table CPS Payments and populated output data in the report for the successfully transfer payment instruction. The report can display on the screen for real time execution, or created as the spool request for the batch job execution.

7.4.3.1.2. Custom program ACMPS Payment Instruction Acknowledgement

As soon as SAP PO calls the ABAP Proxy for transfer interface of the payment instruction acknowledgement into ACMPS PSCD, The custom program will be triggered and fetched all payment instruction acknowledgement records. For the successful payment record, the custom program will be updated the value to respective document in table DFKKOP, field Z_FIELDL_A = Transferred For the failure payment record, the custom program will be inserted the value into custom CPS Payments table, field Z_ERROR_F = P and another fields please refer the table structure in section 7.6. The notify email will be sent to respective users for the failure payment transfer. Email information as below Email subject Failure payment transfer Email content The payment instruction is failed for posting document in CPS system. Total failure record = < total no. of error record > One recipient group CPS-PAYMENT (the shared distribution list) will be maintained in Business Workplace in ACMPS PSCD for the list of respective user email address.

Comment [BD6]: Where and how will this email address be maintained? Natthira : Incorporated the changes

7.4.3.1.3.

Custom program ACMPS Transfer Log report

The custom program ACMPS Transfer Log will fetch records in custom table CPS Payment where it has a condition as below a) If field document number is equal to or in the range of selection parameter-document then go to step b else exit to fetch a new record. b) If field Z_ERROR_F is not equal to the selection parameter Error type then exit to fetch a new record. The output data which meet the above conditions will be displayed as a report which has the relevant fields as below
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Document Number TYPE ID NUMBER MESSAGE LOG_NO LOG_MSG_NO MESSAGE_V1 MESSAGE_V2 MESSAGE_V3 MESSAGE_V4
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Functional Specification <Gap ID>

7.4.4. Custom fields in standard table DFKKOP

The standard table DFKKOP will be extended by the new three fields as in below table.
Field name Primary key Standard Data Element (for developer reference) N/A Data type / Length Field Description

Z_FIELDL_A Z_FIELDL_B Z_FIELDL_C

No No No

Character (20) Character (50) Character (12)

Payment Status RBA rejection reason ACMPS Payment Instruction Document no.

RTEXT_KK
OPBEL

7.5. Mapping Sheet:

Payment Instruction and Acknowledgement

CPS Feedback 10 07 03_10 07 04_Mapping_Sheet_ERP_CPS_Payment_1 0-4.xlsx

7.6. DATA DICTIONARY OBJECTS

To create a new custom table CPS Payments where it stores the failure of transfer interface Between ACMPS PSCD system and CPS system.

Field name

Primary key

Standard Data Element (for developer reference)

Data type / Length

Field Description

OPBEL

Yes

OPBEL

Character (12)

Z_ERROR_F

Yes

N/A

Character (1)

AUGBL OPBEL BAPIRET2

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No No

AUGBL OPBEL BAPIRET2

Character (12) Character (12)

Structure

Document Number Error Type *Error type represents which state is detected the error. P = Transfer Payment instruction acknowledgement R = Transfer Reconciliation acknowledgement J = Transfer Rejection acknowledgement Payment Clearing Document Number of the return document Return Parameter
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Functional Specification <Gap ID>

7.7. Authorisation Requirements N/A 7.8. Key Business Test Conditions

No

Test condition

Expected result / Acceptance criteria

Test data to be used

Priority VH/H/M/L

Payment Instruction Process Ensure a payment instruction can be transferred The range will be entered in parameters Business Partner Contract Account Document Number All the document numbers in the range are meet the conditions in Processing Logic in section 6.4 Ensure a payment instruction can be transferred The range will be entered in parameters Business Partner Contract Account Document Number Some document numbers in the range are not meet the conditions in Processing Logic in section 6.4 Ensure a payment instruction can be transferred The range will be entered in parameters Business Partner Contract Account Document Number Some contract accounts in the range have applied the outgoing payment lock, Refer to Processing Logic in section 6.4 Ensure a payment instruction can be retransferred The range will be entered in parameters Business Partner The set of documents should be met the conditions, and It should be extracted to SAP PO. The report lists should be displayed for the transferred payment instruction. The payment status Reserved should be updated the respective document in DFKKOP

TBD

The set of documents should be met the conditions, and It should be extracted to SAP PO. The report lists should be displayed for the transferred payment instruction. The payment status Reserved should be updated the respective document in DFKKOP

TBD

The set of documents should be met the conditions, and It should be extracted to SAP PO. The report lists should be displayed for the transferred payment instruction. The payment status Reserved should be updated the respective document in DFKKOP

TBD

The documents should be met the conditions, and It should be extracted to SAP PO. The report lists should be

TBD

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Functional Specification <Gap ID>

No
-

Test condition

Expected result / Acceptance criteria

displayed for the transferred payment instruction. The payment status Reserved should be updated the respective document in DFKKOP

Test data to be used

Priority VH/H/M/L

Contract Account Document Number Error Flag when Error flag has been selected Payment Instruction Acknowledgement Process Ensure the successful payment instruction which has multiple 5 records can be reflected in table DFKKOP Ensure the failure payment instruction which has multiple records can be 6 reflected in custom CPS Payment only

The documents should be matched and updated the payment status as Transferred The failure record should be inserted entry in custom table CPS Payments and updated field Z_ERROR_F as P The respective document should not reflect the value of Payment status in table DFKKOP The failure record should be inserted entry in custom table CPS Payments and update field Z_ERROR_F as P The successful record, the document should be matched and updated the payment status as Transferred The failure transfer payment instructions acknowledgement should be displayed on the report. The failure transfer reconciliation acknowledgement should be displayed on the report. The failure transfer rejection acknowledgement should be displayed on the report.

TBD

TBD

Ensure the multiple records of failure and successful payment instruction can be reflected to respective table.

TBD

ACMPS Transfer Log Report Ensure that the report log can be displayed a multiple records of failure as per the selected Error Type ( P) Ensure that the report log can be displayed a multiple records of failure as per the selected Error Type ( R) Ensure that the report log can be displayed a multiple records of failure as per the selected Error Type ( J)

TBD

TBD

10

TBD

7.9.

Negative Test conditions

No

Negative Test condition

Expected result / Acceptance criteria

Test data to be used

Priority VH/H/M/L

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Functional Specification <Gap ID>

No

Negative Test condition

Expected result / Acceptance criteria

Test data to be used

Priority VH/H/M/L

Payment Instruction Process Ensure a payment instruction can not transfer for a document where the payment status (DFKKOP Z_FIELD) as Transferred. Ensure a payment instruction can not transfer for a document where the payment status (DFKKOP Z_FIELD) as Paid. Ensure a payment instruction can not transfer for a document where the payment status (DFKKOP Z_FIELD) as Revered

None of document can be selected

TBD

None of document can be selected TBD M

None of document can be selected TBD M

Ensure a payment instruction can not transfer for a 4 document where the payment lock is not blank Ensure a payment instruction can not transfer for a 5 document where the clearing status is not blank Ensure a payment instruction can not transfer for a 6 contract account who has applied the outgoing payment lock. Payment Instruction Acknowledgement Process Ensure the multiple records of failure and success payment instruction can be reflected to respective 7 tables.

None of document can be selected TBD M

None of document can be selected TBD M

None of document can be selected TBD M

The failure record should be inserted entry in custom table CPS Payments and update field Z_ERROR_F as P The success record, the document should be matched and updated the payment status as Transferred

TBD

Check the behavior of Appropriate message must be the program if the shown to the user(online) or email id is not stored in spool(batch)

TBD

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Functional Specification <Gap ID>

No

Negative Test condition

maintained

Expected result / Acceptance criteria

Test data to be used

Priority VH/H/M/L M

Check the behavior of the program both in batch and online Check the behavior of the program when it fails to update the custom table

As Expected result 8

TBD

Formatted: Font: Trebuchet MS, Font color Auto, English (Australia), Highlight Formatted: Font: 9 pt, Not Bold, Highlight Formatted: Font: 9 pt, Not Bold, Highlight

10

Appropriate message must be shown to the user(online) or stored in spool(batch)

TBD

Formatted: Font: 9 pt, Not Bold, Highlight

Formatted: Font: Trebuchet MS, Font color Auto, English (Australia), Highlight Formatted: Font: 9 pt, Not Bold, Highlight Formatted: Font: 9 pt, Not Bold, Highlight

ACMPS Transfer Log Report The user has solved the error transfer and executed custom program ACMPS transfer payment by ad-hoc. It is a success transfer in this time. To ensure that the report log can not display the output for the records this has been solved. Selection parameterError type = P This case should be tested for Reconciliation acknowledgement, Rejection acknowledgement. No error record exits in custom table CPS Payments hence there is no output in the report log.

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Formatted: Font: Trebuchet MS, Font color Auto, English (Australia), Highlight

811

TBD

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