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Form Functional Specification

Short Description- Regular Bill Print

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DOCUMENT CONTROL:

REVISION HISTORY:

Version # Date Modified

Modified By Brief Description of Change

1.0 Initial Version

APPROVALS:Author Date Created:

Functional Team Lead

Signature and Date Approved:

\

Loudoun Functional Lead

Signature and Date Approved:

Technical Team Lead

Signature and Date Approved:

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TABLE OF CONTENTS:

I. INTRODUCTION__________________________________________________________4A. Purpose of the document___________________________________________4B. Request Overview_________________________________________________4

II. OVERVIEW_____________________________________________________________5A. Business Driver/Key business requirements *_________________________5B. High level Process overview *_______________________________________5

III. DETAILS________________________________________________________________5A. Selection Screen *_________________________________________________5B. Screen Validations & Exception Handling – Messages *_________________5C. Form Layout *_____________________________________________________6

1. Form Attributes__________________________________________________62. Constant Windows (Examples: Title/Company Logo)_____________________63. Variable Windows (Examples: Address, Document Info)__________________64. Main Window (Examples: Item Information)____________________________7

D. Detail Processing Logic *___________________________________________7E. Special Requirements/Dependencies_________________________________7F. Key Assumptions__________________________________________________7G. Scheduling/Background Mode Requirements__________________________7H. Audit Requirements/Integrity Controls________________________________7I. Security/Authorization Requirements_________________________________8

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1. INTRODUCTION

Purpose of the documentThe purpose of this document is to document any SAP code modification or additional processing logic requirements to further enhance the standard SAP delivered functionality. This document once approved by the appropriate authorities as mentioned in section “Document Control” forms the basis of Technical specification and the development work by the Development team.

Request Overview

1. Type: SAP Script Smart-form Adobe-form Others_________

2. Frequency: Daily Weekly Monthly Quarterly Semi-Annually

Annually Other

3. Systems Impacted: ECC/CRB CRM SRM BI PI Portal Other____

4. Modules Impacted: FI SD MM SRM PM EAM PS QM HR

BIL CA DM CS CRM Other________

5. Complexity High Medium Low

6. Transaction Code:______________________

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2. Business Requirements

Description of Business RequirementBusiness invoice is a document that shows the business transactions to customers for the payment of product or service. A well designed invoice is important for Transparent and Structured dealing of business with your customers.  A professional invoice helps you stand out and project your professionalism. We also need to consider the specific language of the area of operation, to ensure it is well received and understood by the Customers. The Invoice should also meet all Statutory/ Regulatory requirements of the area of operation.

Invoice will be printed via third party. Third party printing: Currently third party printing is applicable for LW customers. File will be send to

third party with all relevant details in TEXT format. Invoices can be printed both individually and in mass.

Business Scenario

After invoice document created successfully and financially posted, it will then pass to the print workbench to capture all the dynamic information required for the physical printout. This document describes domestic bill form layout and its logic, which also includes messages to be displayed on the bill.

 Core Business process: - Overview of all the different Scenarios involved in Loudoun water.

1) Residential Water/Sewer ( Quarterly Billing)2) Community Systems Water/Sewer( Monthly billing )3) Commercial Water/Sewer( Quarterly, Monthly, Annually) 4) Hydrant Bill5) Reclaimed water - commercial6) Final Reminder letter notice

General Business Scenario: - These scenarios are not specific for Loudoun but we will use these Scenarios for Loudoun. Some of the these scenarios is only for commercial and Hydrant

1) First bill ( Include connection fee)2) Final bill3) Owner Allocation (Default Customer)4) Automatic Owner Move In5) More than one device 6) Per bill charge (for multi-family and hydrants)7) Consumption8) Basic Charge 9) Bill Reverse / Rebill with actual reading10) Reconnection scenario11) Bill history ( previous 12 periods) 12) Single Service Charge13) Basic Charge Proration14) Multiple Prices15) Billing with multi-meter16) Device Change17) Rate change 18) miscellaneous charges19) Zero Dollar Bill (all bills are sent)

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20) Credit Balance Bills21) Backflow (only for commercial)22) Fixed Rate23) Rate category change on device exchange24) Portion Change

Miscellaneous Posting Scenarios: We need to check these scenarios to check the G/L account setting as these scenarios would be hit after make the payment or if we did not make the payment then we need to check the effect on next invoice . So after check the general scenario we will use these sample for the below scenarios.

1) Late Payment Charge 2) Final Bill (including security deposit release for tenants)3) Reconnection (or misc charges)4) Charging for maintenance (service orders)5) Promise to Pay6) First bill ($25 new connection charge) 7) Late Hydrant Reading/Calibration8) Hydrant Replacement9) Installment Plan

Bill message

A bill message is a text message that is printed on the customer’s bill. The text may be information about change of tariff, any office communication to customer e.g. new customer care centre, payment/ collection centre updates, any changes in the meter reading/ bill information due to some abnormal condition, greetings etc.

As of today is sendng offline messages to and will continue to do the same going forward. The file will provide space for 3 messages that can be used if needed in future.

Fields in Legacy bill Print

Bill form field details are as follows:

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Sr No

Tax To be printed Data to be populated

Important Contract Information Customer service OfficeMonday – Friday 8:00 A.M. to 5:00 P.MTelephone :Fax :Website : http://

Account Information

1 Customer no Business Partner

2 Service Address : Connection Object Address Business Partner or Organization

3 Account Contract Account Number to be populated

4 Bill No : SAP standard invoice number.

5 Bill Date :- Bill print date

Payment Option

1 Phone

2 Online

3 Mail

Meter information

1 Bill type Quarterly or monthly /Final/Hydrant

2 Service Period From Date and To Date of the related Billing Document3 Number of days Total service period for the related Billing document

4 Previous Meter Reading : Previous Meter Reading

5 Present Meter Reading : Current Meter Reading

6 Usage ( in thousand gallon) Usage = Current meter reading - Previous meter reading

7 Winter Quarter Usage Usage in the period from 1 feb. to 31 April

Account Summery

1 Balance Forward Previous balance ( Credit or Debit Amount ) without Security deposit and Installation Advance amount

2 Water Charge Amount for water only

3 Sewer Charge Amount of sewer only

4 Misc. Charge Amount of Misc. charges( if any )

5 Total Charge Total Charge = Balance forward+ water Charge+ Sewer Charge+ Misc. charge

Current Water Service fees

1 Water basic residential Water basic Charge ( Flat rate Charge ) Monthly or Quarter

a)Usage

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b)Rate/1000 gal

c)Total Available on BST set line item on the Invoice

2 Water residential consumption

a)Usage Total water Consumption (Current meter reading - Previous meter reading)

b)Rate/1000 gal Water consumption price

c)Total Amount = Consumption * Price3 Total Charge for the Period Total water Amount ( Basic Charge + Consumption

Charge )Current Water Charge

1 Sewer Residential basic residential Sewer basic Charge ( Flat rate Charge ) Monthly or Quarter

a)Usage

b)Rate/1000 gal

c)Total Available on BST set line item on the Invoice

2 Sewer residential consumption

a)Usage Total Sewer Consumption

b)Rate/1000 gal Sewer consumption price

c)Total Amount = Consumption * Price

3 Total Charge for the Period Total sewer Amount ( Basic Charge + Consumption Charge )

Special messages Messages will be sent to Data Matx offline and will be printed based on flags set in the file

Return Coupon Portion

1 Customer no Business Partner

2 Service Address : Connection Object Address of the Business Partner or Organization

3 Account Contract Account Number to be populated

4 Bill No SAP standard invoice number.

5 Bill Date Bill print date

Amount Due

1 Amount Due By -- Due date applicable for this Invoice

2 Amount Total amount due ( Current Invoice )

3 Amount Paid NA

Customer name and Address

1 Customer Name : Name of Business Partner or Organization

2 Address : Mailing Address of the Business Partner or Organization

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Payment Address

All credit amount will be shown as “– “.

Mapping with SAP Fields:-

Above are the fields used in Loudoun Regular Bill and we need to map these fields in SAP . So we used the attach SAP fields for these fields

Process Flow:-N/A

3. Assumptions:-1. Actual layout of the bill printout remains consistent across all scenarios(The actual

printing from flat file would be the print vendor’s responsibility2. The bill layout and the space constraints of the bill will be maintained by 3. will provide space in their application server for the flat file (placed here at the end

of the bill run) and FTP will push it to Print Vendor will not use multiple billing periods for one invoice.

Test Scenarios & Acceptance Criteria:-Scenarios Inputs Expected Output Comments

Individual Invoice printing. Print document number

Invoice is printed in a single page as per the bill form layout.

It is as per correct font and size.

Bill Printing as per printing priority and any one charge amount is zero

Print document number

“0” amount line item is printed in charges line item.

Security Deposit must be received before move-in and not shown on first invoice

Print document number

Security deposit should not appear on first bill

Connection fee on first bill Print document number

Connection Fee should be appear on First Bill

Following test scenarios will be carried out on Periodic bill, Interim bill, Final Bill, First Invoice, Manual Bill Invoice, Simulated Invoice, and Reversal Invoice.

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4 .Functional Design Specifications

DescriptionThe purpose of this document is to functionally define the bill form layout and its logic along with customer consumption and its history.

After invoice document created successfully and financially posted, it will then pass to the print workbench to capture all the dynamic information required for the physical printout. This document describes bill form layout and its logic.

EA29 will be executed in order to generate the file for bill print as a parallel processing job. We will have 10/15 threads running as a part of these jobs creating 10/15 files based on File name = BillPrint and Date = Today’s system Date and serial number.

A report needs to be developed with Transaction code ZBILLPRINT which will collect the 10/15 files from the application server and merge them into one. This report will also be responsible to generate a summary report of the invoices.

Report Name:

I/P: Date

O/P: Two flat files1) Mapping sheet attached to the specs for invoices2) Summary report: Consists of Details Like Total Invoices, total amount billed, OOB amount, Number

of out of balances etc.

4.1 Detailed Specification

4.1.1 Standard Program / FormCopy standard form “IS_U_BILL” and create new bill form “\” for domestic segment. It will be assigned in all respective domestic contract account bill form field of invoicing in general data.

4.1.2 Input (Selection Screen / File / Trigger)The trigger would be the through standard Invoicing printing Execution process in SAP ISU.Tocde: EA60 - Print Out Print Document / EA29 - Print Out Print Document / EA40 – Display Print document.

4.1.3 Layout/Output

Layout of the physical bill print is under:

4.1.4 Sorting CriterionNA

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4.1.5 Tables / Fields: Field and Table details are updated in section 4.2.7 in detail.

Field Name Field Description SAP Table Name Field Comments

NA NA NA NA

4.1.6 General dataTransaction Code EA60, EA29, EA40

Transaction Text N/A

Source System SAP – ECCTarget System SAP – ECC

Medium of Interface Flat file sent by FTP

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Bill form is divided into various sections as shown below: It is only for reference actual layout as per the Dom Bill form attachment.

Common Logic for all below sections:

Get the all billing document (DBERDLB_ BILLDOC) for that invoice document from DBERDLB table with selecting any single line item.

If billing document is more than one then sort it based on the time slice – valid from and valid to. Pass those billing document in DBERCHZ1 and DBERCH3 table to get the unit of measurement, quantity, prince and amount. For one print document if Billing documents are more than one in such case get the price from the latest Billing document.

For each billing document line item type – by using the DBERCHZ1, DBERCH2 and DBERCHZ3 – get the amount and quantity.

All the values from ETTIFN table are for that billing document period of that invoice. All the all values for that time slice.

All the finance charges have to be fetched from the last posted invoice to current invoice and ignored the reversed invoice. Please consider the Invoice creation date and time for fetching the finance charges.

Get the installation (ANLAGE) number from contract account by using EVER table. Loudoun Water Logo on the Top and the Address need not be populated in the Bill Form; they will

be Present on the Pre-Printed Stationery.

Account Information:-

We will Use Invoice number to fetch the information and most of the information would be available in Application Form nodes ,If we are unable to fetch the information from form level then we will follow the below logic.

Field Name Description Logic of the fieldCustomer no : Business Partner Pass invoice number in ERDK and get gpart

Account Number Pass invoice number in ERDK and get vkont

Bill NumberInvoice Number

(ERDK_ OPBEL)

Bill Date

Posting Date : ERDK_ BUDAT (Document Date)

Pass the Invoice document to ERDK table and get the posting date as Invoice date.

Service AddressConnection Object Address – Use ISU_ADDRESS_PROVIDE Function Module

Service Information

Field Name Description Logic of the fieldBill type Display Meter reading unit (ABLEINH) code in this field

from EANLH table. First get the relevant installation no,

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then for installation no and posting date (check posting date falls in which time slice AB and BIS) fetch MR unit (ABLEINH) from EANLH table. Pass the ABLEINH in TE422 where TE422- TERMSCHL= EANLH- ABLEINH and fetch PORTION. Pass the PORTION in TE420 whereTE420- TERMSCHL= TE422- PORTION and Fetch PERIODEW.If PERIODEW= 1 then type monthlyIf PERIODEW= 3 then type QuarterlyIf PERIODEW= 12 then type Annually

Service PeriodStart billing period ( BEGABRPE) “-“ End billing period ( ENDABRPE)

Number of Days

Previous Meter Reading

This will be previous meter reading from DBERCHZ2 table (V_ZWSTVOR + N_ZWSTVOR )

Present Meter ReadingThis will be current meter reading from DBERCHZ2 table (V_ZWSTAND + N_ZWSTAND)

Usage( In thousand Gallon )

It is difference of the current meter reading to previous meter reading.

Or

For each device :

Consumption from DBERCHZ2 table (V_ZWSTDIFF + N_ZWSTDIFF)ElseGet the value from DBERCHZ1 table ( V_ABRMENGE + N_ABRMENGE ) for the line item type ZQAM3.

Winter Quarter Usage

Account Summary

Field Name Description Logic of the field

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Balance ForwardRemain amount of

last billPass the print document number in table DBERDL and

Line item type would be “ACCINF”Water Charge Can only provide only after first bill from SAP System

Sewer Charges Can only provide only after first bill from SAP System

Misc ChargesCan only provide only after first bill from SAP System

Total Charges this billing Period

Pass the print document number in table DBERDL and Line item type would be “SUBT”

Current Water Service Fees

Field Name Description Logic of the fieldWater Basic residential Can only provide only after first bill from SAP SystemWater residential Consumption

Can only provide only after first bill from SAP System

Total Charges this period

Can only provide only after first bill from SAP System

Current Sewer Charge

The logic for Sewer bill will base on line Item

Field Name Description Logic of the fieldSewer residential Basic

residentialCan only provide only after first bill from SAP System

Sewer residential Consumption

Can only provide only after first bill from SAP System

Total Charges this Can only provide only after first bill from SAP System

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period

Return Coupon

Field Name Description Logic of the field

Customer numberCustomer no

(ERDK_ VKONT)

Pass the invoiced document to ERDK table and Get the Contract Acct. from the ERDK_ PARTNER

Account NumberContract account

no (ERDK_ VKONT

Pass the invoiced document to ERDK table and Get the Contract Acct. from the ERDK_ VKONT

Bill NumberInvoice Number

(ERDK_ OPBEL)

Service Address

Bill date

Posting Date : ERDK_ BUDAT (Document Date)

Pass the Invoice document to ERDK table and get the posting date as Invoice date.

Amount Due

Field Name Description Logic of the fieldAccount Due By

_________Amount paid

A.

B. High level Process overview *<Document either a high level step-by-step approach or a process flow diagram>

II. DETAILS<Document how to achieve the Business Requirement. Considering Requirements have 3 basic steps: Input, Processing Logic & Output, please provide details relating to

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possible Input sources, detailed Processing logic, and expected Output in the following sections>

A. Selection Screen *

Label Parameter/Select-option

Related DDIC field

Default Value

Required/ Optional

Company Code

P BUKRS ‘1000’ R

Order S VBELN O

<Provide a screen shot of Selection Screen>

B. Screen Validations & Exception Handling – Messages *<Document required field validations & provide expected “Exception Messages”>

Error Number

Error Condition Error Message Corrective Action

1 If not data found as per the selection criteria

No Data Found Enter correct selection criteria

2

C. Form Layout * <Provide a Sample Screen shots of to-be Layout>

1. Form AttributesPrint Program: ____________________________ (Custom/Standard)

Page Format: Pre-Printed Blank

Carbon Copies: _______

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Multiple Page Format (Y/N)? ___ If Yes Number of Pages___ (Please repeat sections C.2 to C.4 for every Page Format)

Output Type: OTF(SAP) PDF File Others____Page Type: Letter Legal Label Others____Printer Type: Laser Dot Matrix Zebra Remote Others____Printer: _______________________________

Barcode: Yes No (Provide Barcode details)

Font: Helvetica (Default)Font Size: 8-18 (Default: 11)

2. Constant Windows (Examples: Title/Company Logo)Window

NameHeight (CM)

Width(CM)

Special Requirements(Logo/Color)

Comments

TitleLogo

3. Variable Windows (Examples: Address, Document Info)WindowName

Height (CM)

Width (CM) Special Requirements(Logo/Color)

Comments

AddressDocument InfoHeaderFooter

4. Main Window (Examples: Item Information)<Document Main Window Layout details within the table provided below or in a separate Excel file or attach sample screen shot>

DefaultSort

Sequence

ColumnName

DDICReferenceTable-Field

TotalsSub Total (S)Grand Total

(G)

Special Requirement(Logic/Para Format/Char

Format)

Comments

12

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3

D. Detail Processing Logic *

E. Special Requirements/Dependencies <Document any special requirements like data dependencies, time of execution etc>

F. Key Assumptions <Provide any key assumptions like a Ship-To Customer is assigned only to one Sold-To Customer>

G. Scheduling/Background Mode RequirementsBatch Job ID:Program: EA29Variant:Frequency: DailyStart Date: Start Time:Volume: 3000/5000Dependency (Other Batch Job IDs): Meter Data Outbound/Inbound/Billing/Invoicing

H. Audit Requirements/Integrity Controls<Specify the controls that are required to ensure that the data has been processed correctly.>

I. Security/Authorization Requirements <Provide any special authorization checking or data security provisions required.>

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