Interviewer in hashtag#TCS asked me about Functional Specification Document Contents

A Functional Specification (FS) document in SAP is a detailed description of the RICEFW requirements penned down in document. It connects what the business needs with the technical details, making sure the development team knows what to build and how it should function.

Here are the main contents of a Functional Specification document:
📍 Title and Version Control
📍 Introduction
📍 Business Requirements
📍 Functional Requirements
📍 System Requirements
📍 Screen Layouts and Prototypes
📍 Validation and Error Handling
📍 Reporting Requirements
📍 Security and Authorization
📍 Dependencies and Constraints
📍 Testing Requirements
📍 Glossary

A well-written Functional Specification document helps ensure that everyone involved in the project understands what needs to be done and how to achieve it, leading to successful project outcomes.

**We had an issue, like not to print invoice for some select customers.

We create invoices through billing due list and spools are generated there after which are again printed at a later stage. Running billing due list VF04 and printing spools is all done by batch job and this happens for more than 2000 customers.

Now the issue how to identify those few customers who do not require invoice the regular way. We bill them through their websites.

solution was, in the customer master data, we have additional data in the menu, there you have freely definable fields. Here i have maintained an indicator NP (not to print invoice). The driver program of invoice, checks this indicator before it creates a spool, so it does create a spool. Others who dont have this are processed the regular way.

But i have a small suggestion, pl do not prepare for interviews in a hurried manner. Understand the subject by concept and try to simulate the issues discussed in this forum which gives you an idea of real time scenarios. All the best.

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**Examples of Tickets, 1) Billing Document not released to accounting / Accounts determination:

To resolve the error, you can analyze account determination in the billing doc.

Process:

Go to T.Code: VF02 & Enter Invoice number

Next (On the top most strip) go to Environment

Next (Select Environment) go to Account determination

Next (In Account Determination) select Revenue Account Determination (first option)

This will list all the condition types in the Billing document & analyze each condition & check for which G/L accounts is not determined.

Possible errors:

1. VKOA not maintained for required combination

Solution: Maintain the combination in VKOA.

2. Account Assignment of Customer / material not maintained in Customer / Material Master (If maintained in combination in VKOA).

Solution:

Option 1 (Standard solution): step 1: Cancel Billing Document –> Reverse PGI –> cancel Delivery –> Cancel Sales Order

step 2: Maintain Customer master / Material Master correctly.

step 3: Recreate sales order –> Delivery –> PGI –> Invoicing.

Option 2:

Force the Account Assignment Group of Customer / Material through Debug in change mode of Billing document, which will release Billing Document to Accounting.

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2) Account Key not maintained in Pricing Procedure:

Impact: This may create accounting document, but if condition type, which are to be posted to account, but do not have account key maintained in pricing procedure, it will not be post the relevant condition type to G/L account.

FI consultant requires to take corrective action.

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***Billing Document not being released to accounting:

In Material Master, there is some link between Profit Centre & MRP Type. If one of it is not maintained, erratically few documents get stuck while releasing Billing Document to accounting. Few of course get posted.

Solution1:

Cancel Billing Document –> Reverse PGI –> Cancel Delivery –> Block the sales Order & Create new sales Cycle all over again after rectifying Material master.

Solution 2:

(Temporary Solution) In Debug mode in Billing, force the Profit Center in Billing Document with the help of ABAP-er. But ensure Material master is rectified.

From FI Side, you require to check that all the G/L account has been maintained through T.Code: FS00.

G/L account being Master data has to be created in each client to upload through LSMW / SCATT / BDC.

In Billing Document in change mode (in the first screen where we enter Billing Document number), on the top most left hand corner, take a dropdown on Billing Document & select Release to accounting. Here you can get the under mentioned possible message:

1. G/L account not found
2. Cost Element not maintained for G/L account.

FI consultant requires to take corrective action.

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4) Issue: End user not able to create sales order:

End user is not able to create Sales order for a customer from a new plant, since shipping point determination is not happened. (Without Shipping point the document becomes INCOMPLETE and he will not be able to proceed further like DELIVERY, BILLING).

Possible errors:

SP configuration not done for the new plant.

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5) Issue: Pricing not determined

Possible cause: Customer pricing procedure left blank in customer master –> sales area data –> sales tab.

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6) Issue: Data not flowing to standard reports

Possible cause: Customer statistic group left blank in customer master –> sales area data –> sales tab.

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7) Issue: Unable to select Sales Area for Customer Master Creation

Possible cause: Most Probably either sales area is not defined or customization not done for common Sales Org & Common Distribution Channel.

To maintain this configuration: SPRO –> Sales & Distribution –> Master Data –> Define Common Distribution Channels / Define Common Divisions.

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1. Define the Material in ECC system and push the material from ECC TO HYBRIS system ( E- commerce system ).
2. Here the HYBRIS team perform some enrichment and mapping process, they define the price, surcharge, discount, tax and freight on product at HYBRIS system.
3. Mapping is done through PIPO SAP that is work as a middle ware between two system.
4. Order is created first in HYBRIS system & flow in ECC using Inbound IDOC with the help of ALE, EDI Tools.
5.   Once the order is Submitted to ECC system by HYBRIS system then IDOC is converted into order through various process like:
6.  Automatic order creation and background batch job to create order in ECC System.
7. when we have a fully automated system in ECC, once order is completed & then another background batch job create the delivery document.
8. from delivery order, system automatically create the outbound IDOC number in background that is send to 3 PL ( Third party logistics , external warehouse management system).
9. They perform picking and PGI Process through IDOC , this IDOC is send to ECC system where it is updated into delivery IDOC in SAP with picking quantity & PGI date.
10. Then we have a another background batch job in our ECC system that is fully automated, they perform the all delivery process in the background.
11. Then finally billing is created also through background batch job.