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SAP R/3 Implementation

Functional Specification

Doc ID <Functional Specification Id>

Version <Version Number>
Type Interface
Status Draft / Approved

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About This Document

This document is a template for writing functional specifications for ABAP interface development.
This template document contains several sections and purpose of each section is
explained below the section headings in BOLD and enclosed by brackets {}. Certain
examples in ITALICS have been provided in some sections to clarify the usage of that section.

Version History
{This section provides the version history of the document as a part of project configuration
management. It will have to be essentially updated before every release of the document}

Version Objectives Date Responsible

Changes since last version

{This section contains the changes made in the functional specification since the last version}

Issue control
Author <COMPANY Functional Consultant Name>
Reviewer <COMPANY Functional Team Lead Name>
Owner <COMPANY Project Manager Name>
Date <Document’s current version release date>
File Reference <//PC Name/Directory Path/File Name>

Related Documents
{This section identifies out those documents that are the origin of the functional specification and
may make the reference of documents such as Business blueprint, other process design
documents}

The following documents are related to this document:

Document Name Document Id Revision Page number

Terminology
{This section provides an explanation of any abbreviated terms used in the document}

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Acronym Explanation

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Table of Contents

1 Functional Specification....................................................................5
1.1 Scope......................................................................................................................... 5
1.1.1 Overview...................................................................................................... 5
1.1.2 Description................................................................................................... 5
1.2 Main Elements of Interface Design............................................................................5
1.2.1 Input Selection Criteria.................................................................................5
1.2.2 Validations.................................................................................................... 6
1.2.3 Data extraction............................................................................................. 6
1.2.4 Data processing............................................................................................ 7
1.2.5 Currency & Units of Measurement................................................................7
1.2.6 Objects/Tables update..................................................................................7
1.2.7 Outputs......................................................................................................... 7
1.2.8 Final Processing........................................................................................... 8
1.2.9 Error & Message Handling...........................................................................8
1.3 Other Specification Details......................................................................................... 8
1.3.1 Scheduling Information, Frequency and Triggers / File Location..................8
1.3.2 Processing Mode.......................................................................................... 8
1.3.3 Volumetric..................................................................................................... 8
1.3.4 Performance and Response Times..............................................................9
1.3.5 Recovery and Restart Mechanism................................................................9
1.3.6 Assumptions................................................................................................. 9
1.3.7 Outstanding issues and omissions...............................................................9
1.4 Test Data.................................................................................................................... 9
2 Appendix 1 – Selection Screen Design..............................................10
3 Appendix 2 – Interface File Layouts..................................................11
4 Appendix 3 - Flow Diagram of Logic.................................................12
5 Appendix 4 – Report Layout..............................................................................13

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1 Functional Specification
1.1 Scope
{This section is about an overview of the document}
1.1.1 Overview
Information Content
New or modification of existing
On-line or Batch
Input Files Type
Output Files Type
File Handling
SAP Module(s) involved
SAP Transaction Code(s)
Inbound/Outbound/Both
Legacy System

1.1.2 Description
{This sub-section mentions the need for ABAP development to meet this requirement. It will also
contain sub-sections to address the key requirements and dependencies of the development}

1.1.2.1 Required Functionality:

{This sub-section mentions the key requirements of the development}

1.1.2.2 Dependencies
{This sub-section very clearly brings out the dependencies for the execution of this development.
This information will also be helpful in the unit testing phase}

1.2 Main Elements of Interface Design

{This sub-section provides the details required for the development activity}

1.2.1 Input Selection Criteria

{This section specifies the input selection criteria for the interface program. A sample input
selection screen snapshot in Appendix 1 of this document can follow it}

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1.2.2 Validations
{This section specifies the validations that are to be performed in the program}

1.2.2.1 Validation of user input

{This section identifies the validations to be performed on the input selection screen}

1.2.2.2 Validation of the Interface file

{This section will specify the validations to be performed for the input file naming convention,
existence, etc}

1.2.2.3 Validation of the Interface file data

{This section will specify all the validations to be performed on the records of the input file:
 Single field validations such as valid format, valid value within range,
 Cross field validations such as combination of 2 field values does not exist in database,
 Cross record validations such as no header data for the line item found in the file.
The error records can be output to the following with the error message and / or correction
required:
 Error file with structure similar to the input file for reprocessing,
 Error table in SAP for correcting errors through a SAP transaction.
 Error log file to be displayed in MS-Office applications
 Error report within SAP.}

1.2.3 Data extraction

{This section of the functional specification will specify the logic to fetch data from the database
including the use of any function modules to do so}

1.2.3.1 Tables referenced only

{This section contains those tables that are referenced for performing certain validation checks}

1.2.3.2 Tables data extracted from

{This section contains those tables and fields that are used for data extraction. SAP can also
provide data to an interface in an outbound interface job or an inbound interface job in addition to
the data from the input file, some data is also being derived from SAP tables either directly or
indirectly through some mapping}

Table Field Extracted Notes

1.2.3.3 Interface file

{This section specifies the structure of the input file and the way records are going to be
presented in the input file. Providing this information will result in the development of an optimum
algorithm for the development. The format of the input data is included in Appendix 2}

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1.2.4 Data processing

{This section of the functional specification contains the details of the logic to validate and
process the extracted data for report output. This section may be supplemented with a flow logic
diagram in Appendix 3}

1.2.5 Currency & Units of Measurement

{This section mentions the currency and unit of measure translations and output required in this
development. This section is mandatory for amount or quantity based jobs.}

1.2.6 Objects/Tables update

{This section contains the list of those objects, tables and fields that are to be updated in the
interface program, including the mode of update such as BAPI or direct table update or a BDC,
etc,}
Object / Table Field Input field Update Mode Notes

1.2.7 Outputs
{This section contains the methods to present the overall statistics and details of the success
records updated and the error records that were not updated}

1.2.7.1 Screens

1.2.7.2 Reports
{This section provides the way interface results are presented to the user. Options are to
generate an error log file in the form of a text file containing the contents of the error record, error
message code and description. The error log could also be output in the form a non-ALV SAP
report. The output format of the error report is shown in Appendix 4. The report should include a
summary giving the statistics of processing of input records}

1.2.7.3 Interface files

{This section describes the way that error records can be resubmitted after corrections. If there is
any error encountered, as described in Validation of the Interface File Data, an error output file
with the same structure as the input file can be created. There could be an additional column
containing the error encountered that can be removed after all corrections are done. Alternately
the additional column may not be provided and the error details can be picked up from the error
report. This will contain the erroneous records as given in the input file. The name of the Error
Output file and structure can be same as that of the inbound interface file with a different output
directory}

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1.2.8 Final Processing

{This section specifies the information to make the user understand about the success or partial /
full failure of the interface job and the way information is to be sent to user by mail, etc}

1.2.9 Error & Message Handling

{This section contains the list of all messages that can be encountered in the interface program
and their output method and correction procedure}

Message number Error message text User / Process Action

1.3 Other Specification Details

{This section contains sub-sections to specify the operational requirements of this development}

1.3.1 Scheduling Information, Frequency and Triggers / File

Location
{This section will specify some system environment related inputs. This section is extremely
important for the developer to proceed}

1.3.2 Processing Mode

{Information provided by the functional designer in this section will be used to develop controls
within the job to meet the system load scheduling requirements}

1.3.3 Volumetric
{Information provided by the functional designer in this section will be immensely useful for the
programmer to develop optimum flow logic algorithms in the program based upon the different
data volumes. Information about the growth rate of data volume will also be contained in this
section}

1.3.4 Performance and Response Times

{This section contains mandatory performance times for any mission-critical jobs}

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Function Performance Response Transactions / objects

category times
Min Max

1.3.5 Recovery and Restart Mechanism

{This section describes what will happen if the program fails part way through}

1.3.6 Assumptions
{This section brings out all the assumptions made in the development of this document, and the
likely timeframe for their validation. The issued version of this document should contain no un-
validated assumptions}

1.3.7 Outstanding issues and omissions

{This section contains any issues outstanding due to integration needs, etc.. The issued version
of this document should have no outstanding issues. This information will help the programmer
to design some opening around the outstanding issue to be plugged later}

1.4 Test Data

{MANDATORY. Add test data required for testing this development.Include the SAP client to use,
transaction codes and input data. Also include steps required to prepare test data including
master data}

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2 Appendix 1 – Selection Screen Design

{This section may contain a screen print of the required input selection screen.}

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3 Appendix 2 – Interface File Layouts

{This section specifies the input, output and error file types and their structure.}

< Record Name>

Field name Type Length Decimals Description/Rule

< Record Name>

Field name Type Length Decimals Description/Rule

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4 Appendix 3 - Flow Diagram of Logic

{This section contains the flow logic to explain the decision and integration points.}

"Flow Diagram .doc"

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5 Appendix 4 – Report Layout

{This section should contain the report layout. It should clearly bring out the headings, data, sub-
totalling, totalling, sectioning, special colouring or any requirements in the output. This section
should also contain the output format of any buttons, hot spots, secondary lists required in this
job. This section may also be developed in MS-Excel file and inserted in this document. The
report in interface jobs should be preferably a non-ALV report since the job will be executed in
background. It may comprise a summary and a detail section with record details and error
message.}

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