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Form Functional Specification

Short Description- Regular Bill Print

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DOCUMENT CONTROL:

REVISION HISTORY:
Version # 1.0 Date Modified Modified By Brief Description of Change Initial Version

APPROVALS:
Author Functional Team Lead Loudoun Functional Lead Technical Team Lead Date Created: Signature and Date Approved: Signature and Date Approved: Signature and Date Approved: \

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TABLE OF CONTENTS:
I. INTRODUCTION _________________________________________________________ 4 A. Purpose of the document ____________________________________________ 4 B. Request Overview __________________________________________________ 4 OVERVIEW ______________________________________ Error! Bookmark not defined.
A. Business Driver/Key business requirements * ____________________________ 5 B. High level Process overview *________________________________________ 12

II.

III. DETAILS ______________________________________________________________ 16

A. Selection Screen * ________________________________________________ B. Screen Validations & Exception Handling Messages * ____________________ C. Form Layout * ___________________________________________________ 1. Form Attributes _______________________________________________ 2. Constant Windows (Examples: Title/Company Logo) __________________ 3. Variable Windows (Examples: Address, Document Info) ________________ 4. Main Window (Examples: Item Information) _________________________ D. Detail Processing Logic * ___________________________________________ E. Special Requirements/Dependencies __________________________________ F. Key Assumptions _________________________________________________ G. Scheduling/Background Mode Requirements ____________________________ H. Audit Requirements/Integrity Controls _________________________________ I. Security/Authorization Requirements __________________________________ 16 16 16 17 17 17 18 18 18 18 18 18 19

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1. INTRODUCTION Purpose of the document

The 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: 2. Frequency: 3. Systems Impacted: 4. Modules Impacted: 5. Complexity 6. Transaction Code: SAP Script Daily Annually ECC/CRB FI BIL High SD CA Smart-form Monthly SRM SRM CS Low BI PM CRM Other CRM MM DM PI EAM Portal PS Other____ QM HR Adobe-form Quarterly Others_________ Semi-Annually

Weekly

Other________

Medium

______________________

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2. Business Requirements Description of Business Requirement

Business 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) 2) 3) 4) 5) 6) Residential Water/Sewer ( Quarterly Billing) Community Systems Water/Sewer( Monthly billing ) Commercial Water/Sewer( Quarterly, Monthly, Annually) Hydrant Bill Reclaimed water - commercial 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 bill

3) Owner Allocation (Default Customer) 4) Automatic Owner Move In 5) More than one device
6) Per bill charge (for multi-family and hydrants) 7) Consumption 8) Basic Charge

9) Bill Reverse / Rebill with actual reading 10) Reconnection scenario 11) Bill history ( previous 12 periods)
12) 13) 14) 15) 16) 17) Single Service Charge Basic Charge Proration Multiple Prices Billing with multi-meter Device Change

Rate change 18) miscellaneous charges

19) Zero Dollar Bill (all bills are sent)

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20) 21) 22) 23) 24)

Credit Balance Bills Backflow (only for commercial) Fixed Rate Rate category change on device exchange 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) 2) 3) 4) 5) 6) 7) 8) 9) Late Payment Charge Final Bill (including security deposit release for tenants) Reconnection (or misc charges) Charging for maintenance (service orders) Promise to Pay First bill ($25 new connection charge) Late Hydrant Reading/Calibration Hydrant Replacement Installment Plan

Bill message
A bill message is a text message that is printed on the customers 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 Important Contract Information

Data to be populated Customer service Office Monday Friday 8:00 A.M. to 5:00 P.M Telephone : Fax : Website : http://

Account Information 1 2 3 4 5 1 2 3 1 2 3 4 5 6 7 Customer no Service Address : Account Bill No : Bill Date :Payment Option Phone Online Mail Meter information Bill type Service Period Number of days Previous Meter Reading : Present Meter Reading : Usage ( in thousand gallon) Winter Quarter Usage Account Summery 1 2 3 4 5 Balance Forward Water Charge Sewer Charge Misc. Charge Total Charge Previous balance ( Credit or Debit Amount ) without Security deposit and Installation Advance amount Amount for water only Amount of sewer only Amount of Misc. charges( if any ) Total Charge = Balance forward+ water Charge+ Sewer Charge+ Misc. charge Quarterly or monthly /Final/Hydrant From Date and To Date of the related Billing Document Total service period for the related Billing document Previous Meter Reading Current Meter Reading Usage = Current meter reading - Previous meter reading Usage in the period from 1 feb. to 31 April Business Partner Connection Object Address Business Organization Contract Account Number to be populated SAP standard invoice number. Bill print date Partner or

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

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a)Usage b)Rate/1000 gal c)Total 2 Water residential consumption a)Usage b)Rate/1000 gal 3 c)Total Total Charge for the Period Current Water Charge 1 Sewer Residential basic residential a)Usage b)Rate/1000 gal c)Total 2 Sewer residential consumption a)Usage b)Rate/1000 gal c)Total 3 Total Charge for the Period Special messages Total Sewer Consumption Sewer consumption price Amount = Consumption * Price Total sewer Amount ( Basic Charge + Consumption Charge ) Messages will be sent to Data Matx offline and will be printed based on flags set in the file Available on BST set line item on the Invoice Sewer basic Charge ( Flat rate Charge ) Monthly or Quarter Total water Consumption (Current meter reading - Previous meter reading) Water consumption price Amount = Consumption * Price Total water Amount ( Basic Charge + Consumption Charge ) Available on BST set line item on the Invoice

Return Coupon Portion 1 2 3 4 5 Customer no Service Address : Account Bill No Bill Date Amount Due 1 2 Amount Due By -Amount Due date applicable for this Invoice Total amount due ( Current Invoice ) Business Partner Connection Object Address of the Business Partner or Organization Contract Account Number to be populated SAP standard invoice number. Bill print date

Amount Paid

NA

Customer name and Address

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1 2

Customer Name : Address : Payment Address

Name of Business Partner or Organization Mailing Address of the Business Partner or Organization

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 vendors responsibility 2. 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 Individual Invoice printing. Inputs Print document number Expected Output Invoice is printed in a single page as per the bill form layout. It is as per correct font and size. Comments

Bill Printing as per printing priority and any one charge amount is zero Security Deposit must be received before move-in and not shown on first invoice Connection fee on first bill Print document number Print document number

0 amount line item is printed in charges line item. Security deposit should not appear on first bill Connection Fee should be appear on First Bill

Print document number

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

Description
The 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 = Todays 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 files 1) Mapping sheet attached to the specs for invoices 2) 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 / Form

Copy 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 Criterion

NA

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4.1.5 Tables / Fields:

Field and Table details are updated in section 4.2.7 in detail. Field Name NA Field Description NA SAP Table Name Field NA Comments NA

4.1.6 General data

Transaction Code Transaction Text Source System Target System Medium of Interface EA60, EA29, EA40 N/A SAP ECC SAP ECC 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 Customer no : Account Number Bill Number Description Business Partner Invoice Number (ERDK_ OPBEL) Posting Date : ERDK_ BUDAT (Document Date) Logic of the field Pass invoice number in ERDK and get gpart Pass invoice number in ERDK and get vkont

Bill Date

Pass the Invoice document to ERDK table and get the posting date as Invoice date. Connection Object Address Use ISU_ADDRESS_PROVIDE Function Module

Service Address

Service Information

Field Name Bill type

Description

Logic of the field Display Meter reading unit (ABLEINH) code in this field

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from EANLH table. First get the relevant installation no, 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 where TE420- TERMSCHL= TE422- PORTION and Fetch PERIODEW. If PERIODEW= 1 then type monthly If PERIODEW= 3 then type Quarterly If PERIODEW= 12 then type Annually

Service Period Number of Days Previous Meter Reading

Start billing period ( BEGABRPE) - End billing period ( ENDABRPE)

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

Present Meter Reading

This will be current meter reading from DBERCHZ2 table (V_ZWSTAND + N_ZWSTAND) It is difference of the current meter reading to previous meter reading. Or For each device :

Usage( In thousand Gallon ) Consumption from DBERCHZ2 table (V_ZWSTDIFF + N_ZWSTDIFF) Else Get the value from DBERCHZ1 table ( V_ABRMENGE + N_ABRMENGE ) for the line item type ZQAM3. Winter Quarter Usage

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Account Summary

Field Name Balance Forward Water Charge Sewer Charges Misc Charges Total Charges this billing Period

Description Remain amount of last bill

Logic of the field Pass the print document number in table DBERDL and Line item type would be ACCINF Can only provide only after first bill from SAP System Can only provide only after first bill from SAP System Can only provide only after first bill from SAP System Pass the print document number in table DBERDL and Line item type would be SUBT

Current Water Service Fees

Field Name Water Basic residential Water residential Consumption Total Charges this period

Description

Logic of the field Can only provide only after first bill from SAP System Can only provide only after first bill from SAP System Can only provide only after first bill from SAP System

Current Sewer Charge

The logic for Sewer bill will base on line Item

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Field Name Sewer residential Basic residential Sewer residential Consumption Total Charges this period

Description

Logic of the field Can only provide only after first bill from SAP System Can only provide only after first bill from SAP System Can only provide only after first bill from SAP System

Return Coupon

Field Name Customer number

Description Customer no (ERDK_ VKONT)

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

Account Number

Contract account no (ERDK_ VKONT Invoice Number (ERDK_ OPBEL) Posting Date : ERDK_ BUDAT (Document Date)

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

Bill Number Service Address Bill date

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

Amount Due

Field Name Account Due By _________ Amount paid

Description

Logic of the field

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

A.

Selection Screen * Label Company Code Order Parameter/ Select-option P S Related DDIC field BUKRS VBELN Default Value 1000 Required/ Optional R O

<Provide a screen shot of Selection Screen>

B.

Screen Validations & Exception Handling Messages *

<Document required field validations & provide expected Exception Messages>
Error Number
1 2

Error Condition
If not data found as per the selection criteria

Error Message
No Data Found

Corrective Action
Enter correct selection criteria

C.

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

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1. Form Attributes
Print Program: Page Format: Carbon Copies: ____________________________ (Custom/Standard) Pre-Printed _______ Blank

Multiple Page Format (Y/N)? ___ If Yes Number of Pages___ (Please repeat sections C.2 to C.4 for every Page Format) Output Type: Page Type: Printer Type: Printer: Barcode: Font: Font Size: OTF(SAP) PDF File Others____ Letter Legal Label Others____ Laser Dot Matrix Zebra Remote _______________________________ No (Provide Barcode details) Helvetica (Default) 8-18 (Default: 11) Yes

Others____

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

Window Name Title Logo Height (CM) Width (CM) Special Requirements (Logo/Color) Comments

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

Window Name Address Document Info Header Footer Height (CM) Width (CM) Special Requirements (Logo/Color) Comments

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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>
Default Sort Sequence Column Name DDIC Reference Table-Field Totals Sub Total (S) Grand Total (G) Special Requirement (Logic/Para Format/Char Format) Comments

1 2 3

D.

Detail Processing Logic *

E.

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

F. G.

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

Scheduling/Background Mode Requirements Batch Job ID: Program: EA29 Variant: Frequency: Daily Start Date: Start Time: Volume: 3000/5000 Dependency (Other Batch Job IDs): Meter Data Outbound/Inbound/Billing/Invoicing Audit Requirements/Integrity Controls

H.

<Specify the controls that are required to ensure that the data has been processed correctly.>

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I.

Security/Authorization Requirements

<Provide any special authorization checking or data security provisions required.>

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