Design Document

Functional Design Document

Order to Cash – Periodic billing

Sensitivity: Internal & Restricted

Design Document

Revision & Sign-0ff Sheet

1.1. Change Record
Date Author Version Change Reference
15 May 2019 Hareesh Balagangadharan 1.0 Draft

1.2. Approvers
Name Version Approved Position Date
1.0

1.3. Document Properties

Item Details
Document Title Design Document
Authors Hareesh Balagangadharan
Creation Date 17 July 2019
Last Updated 17 July 2019
Wireframe
L5 Document

EY 2

Sensitivity: Internal & Restricted

Design Document

Preface
The purpose of this design document is to describe the customizations identified during the analysis phase which are mentioned in the Functional Requirement Document. The
design document is prepared based on the discussions with the process owners and core team members.

The design document explains the approach towards customizations to meet up the gaps identified. It also elaborates on the objects that will be modified in course of
customization. The document contains description of the table structure and interfaces that have been identified during the analysis phase. It will be further updated with more
specific technical details during the development phase.

EY 3

Sensitivity: Internal & Restricted

Order to Cash

Contents
REVISION & SIGN-0FF SHEET....................................................................................................................................................................................................................................... 2
1.1. CHANGE RECORD.........................................................................................................................................................................................................................................................................2
1.2. APPROVERS............................................................................................................................................................................................................................................................................. 2
1.3. DOCUMENT PROPERTIES........................................................................................................................................................................................................................................................ 2
PREFACE.......................................................................................................................................................................................................................................................................... 4
1. LEAD IDENTIFICATION............................................................................................................................................................................................................................................... 6
1.1. DOCUMENT SCOPE.................................................................................................................................................................................................................................................................. 6
1.2. REQUIREMENT DESCRIPTION.................................................................................................................................................................................................................................................. 6
FOR DETAILED REQUIREMENTS PLEASE REFER BELOW DOCUMENT:............................................................................................................................................................................................. 8

Draft
O2C_Backlog_Consloidated Invoicing_SAP Solution_V2.2.xlsx
........................................................................................................................................................................................................................................................................... 8
1.3. USE CASE DIAGRAM(S)........................................................................................................................................................................................................................................................... 8
1.4. INFORMATION FLOW DIAGRAM................................................................................................................................................................................................................................................. 9
1.5. END USER JOURNEY............................................................................................................................................................................................................................................................. 10
1.6. PERSONAS............................................................................................................................................................................................................................................................................. 10
1.7. DEVELOPMENT JUSTIFICATION.............................................................................................................................................................................................................................................. 10
1.8. FUNCTIONAL DESIGN – MOBILE APP.................................................................................................................................................................................................................................... 11
1.9. INTEGRATION REQUIREMENTS.............................................................................................................................................................................................................................................. 96
1.10. FUNCTIONAL DESIGN – WEB APPLICATION........................................................................................................................................................................................................................ 96
1.11. INTEGRATION REQUIREMENTS.......................................................................................................................................................................................................................................... 196
1.12. SECURITY DESIGN............................................................................................................................................................................................................................................................. 196
1.13. TEST CASES...................................................................................................................................................................................................................................................................... 198
1.14. OPEN POINTS.................................................................................................................................................................................................................................................................... 201
1. Lead Identification
1.4. Document Scope
In Scope:

The O2C invoice generation process primarily details the process of capturing the Billing inputs for performing customer invoicing , The activity is performed by delivery
team comprising of Project Manager / PMO & Delivery Manager and further the final review and approval is performed by Delivery Manager.

Pre-requisite for invoicing a project in Periodic Model.

 Delivery WBS must be mapped as Periodic billing as per the Project structure and should be Active for performing invoicing steps.

 Availability of Reimbursement expense data costed in CO module for proposing Non people cost for invoicing activities for the project.

 Availability of delivery milestones against WBS .

 Availability of Valid Contract & items for performing Periodic billing for the respective PO.

1.1. Roles Involved in Periodic Billing approval process :

 First level approval by Project Manager / PMO.

 Second level approval by Delivery Manager.

However delivery manager will have the option to override the PM level approval and directly perform the final approval.

1.Role Name: Project manager / PMO :

 Project manager will perform the first level of approval for the Periodic Billing inputs.

 Project manager will be derived from Delivery WBS.

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General Notes :

 The project manager / PMO will be going to Billing screen by selecting the Contract line item for which billing has to be to be performed.

 System will bring in all the milestones along with the status as available against the delivery WBS selected.

 System will also trigger the Reminder mails to PM and DM for the cases where the milestone date is approaching.

 Project manager will have the option to release the milestones right from the approval screen.

 System will allow the option to perform advance billing of a milestone based on the delivery completion.

 For customers where pre-approval is mandatory for invoicing, Option would be provided during billing approval to upload the customer approval before
performing final input approval in the billing system.

 Email notifications will be triggered to next level of approvers at each step of approval steps. Like to DM during PM approval and to Invoicing team during DM
approval.

 Project manager will have the option to download the data which is available in approval screen.

 PM can perform one of the following actions from the billing approval perspective:

o Bill the line items as available in approval screen.

o Split the milestones if relevant for invoicing.

 Following are the actions which can be performed by PM from BILLING perspective.

o SAVE

o Approval
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 PM will have the option to Group the milestones based on customer invoicing expectations.

 PM / PMO will have the option to SAVE / Approve the input and further after approval the input will go to DM for final approval.

 Periodic Billing can be performed for contract line items segregated for following category of costs.

o Service cost through planned Milestones : Service cost will be available against the Periodic contract line item as planned milestones.

o Non People cost. – Non People cost details the Non-Employee cost booked against the project and billable to the customer. Non People cost related
invoicing will be performed against a separate Contract line item.

o Once the project manager approval is performed Notification emails would be triggered to Next level of approver which is Delivery Manager. After the delivery
manager approval the input would be flagged for automatic invoice generation in SAP.

o PM will also have the option to declare any SLA / Penality & Bonus if any involved in the milestone level.

Milestone approval :

Field name Editable Remarks

Milestone ID N Milestone ID
Milestone description Y  
Based on milestone definition
Milestone data N from PS.
Billing date Y Manual entered
Billing value Y Manual entered
Penality Y Manual entered
Bonus Y Manual entered
Discount Y Manual entered
Total amount Y Manual entered
Processing status Y Manual entered
Status Y Manual entered
Group id y Manual entered
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PO Y Derived from PO
Kind attention Y Manual entered
Customer cost center Y Manual entered
Remarks Y Manual entered

Non People cost

 Non people cost involves the derivation following billable cost booked against the project.

o Reimbursement cost line items like Travel , Equipment reimbursements , Bot Cost , .

o Unbilled Reimbursement cost line items from previous billing period.

o Line items which have been postponed from the previous invoicing cycles.

Following are the fields which will be proposed to the project manager for approval:

Fields Editable (Y/N) Source

Cost type N Cost module
Payment date N Cost module
Start date N Cost module
End date N Cost module
Actual cost N Cost module
Currency N Cost module
Total Cost N Cost module
Billing value Y Manual
Start date N Cost module
end date N Cost module
Status Y Manual
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Rejection reason Y Manual

Group id Y Manual
Kind attention Y Manual
PO Y Manual
Customer project name Y Manual
Cost center Y Manual
Remarks Y Manual

 PM is proposed with the detailed view of planned milestones along with the individual status against each of the milestones for invoicing. User can bill the

 User should have the option to perform the following:

o Perform invoice split across the line items as per the customer invoicing requirement.

o Customer approval supporting document upload.

o Download the data for pre-invoicing approval with the customer as per the customer requirement.

2. Role : Delivery Manager :

 Delivery manager would be the second level of approver from the Periodic billing stand point after which the Invoices will get automatically generated in SAP for
the approved milestones.

 The Delivery manager approval would be performed by person mapped as Delivery manager at Project level.

 Delivery manager will also have the option to directly perform approvals if the Project manager / Delivery manager is the same for the project.

 Email notifications will be triggered to finance team once the Delivery manager performs the final approval.
Order to Cash

 Following are the actions which can be performed by PM from BILLING perspective.

o SAVE

o Approve

 On Mail the final approval will be triggered to Finance team after the delivery manager approval.

 Periodic invoice will be automatically created in SAP based on the final approval done by Delivery manager.

 Delivery manager will not have the option to perform effort reset / Revert after his approval.

Out of Scope :

 Details on the Periodic contract creation is not documented as part of this FS , this is expected to be readily available based on upstream trigger from Icertis.

 Discount / Penality calculation is manual and not scoped in FS.

1.5. Requirement Description

Process ID Requirement Description Gap Description
O2C 1.1 Invoice Generation For Periodic the view to be provided with the milestones for
invoicing.
Non Employee cost will get billed through a separate line item.
Order to Cash

For detailed requirements please refer below document:

L5_Draft_Lead
Identification Generation_05 Dec Nov 2018.xlsx

1.6. Use Case Diagram(s)

1.7. Information flow diagram

1.8. End User Journey

The below L5 process depicts the complete end to end flow of the user journey through Web app for Invoice generation for T&M.

Draft L5 Process
Flow - O2C.03.04.01_Consolidated Invoicing_V2.0 (1).pdf

1.9. Personas

As per the L5 process, the below personas will perform the activities defined in this specification.
Order to Cash

 Project Manager / PMO

 Delivery Manager.

1.10. Development Justification

1.10.1. SAP
Backend services would be provided in SAP to integrate with SOE and seamless data transfer between user interface layer and the SAP.

1.10.2. Purpose of Modification

The requirements provided cannot be achieved by the standard features of SAP. Therefore, the standard features will need modifications to
accommodate the requirements.

1.10.3. Considerations & Assumptions

The UI design and the digital features and functionalities provided in requirement will be developed by respective teams.
Order to Cash

1.11. Functional Design – Web App

1.11.1. UI Design – Home Dashboard screen for Invoicing approvals – In Progress line items.
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Order to Cash

1.11.2. UI Design – Generate invoice option :

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1.11.3. UI Design –Generate invoice screen :

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Business Requirement Business Rule/Validation Validation Handled by –

UI/SAP
Periodic billing approval Milestone data should be UI
greater than or equal to
todays date and within the
billing period.
Periodic billing approval Billing approval can be UI
performed to the extend of
contract line item total value
Periodic billing approval User should be allowed to UI
enter the description up to
120 characters.
Periodic billing approval For cases where customer SAP
approval is mandatory ,
system shouldn’t allow to
approve without the
supporting upload.
Periodic billing approval Total milestone approval UI
should be with the actual
contract value.

1.11.4. UI Design – Milestone level data

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1.11.5. UI Design – Non People Cost

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1.11.6. UI Design – Grouping selection

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Consolidated Tile screen showing the summary of Group wise people & Non People cost line items :
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1.11.7. UI Design – DM approval screen :

User Actions
Action Expected Result
Click on Notification icon All notifications for the logged in user to be displayed. UI to Call API to fetch notification
data from CRM table
Click on Sort button All the conversations in the Conversation list should be sorted. UI to Call API to fetch the
sorted list of Conversations from respective Activity table in CRM
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General Validations:

o For performing Periodic billing , WBS invoice type should be mapped as periodic invoicing.

o For billing to be allowed only to the extend of PO value.

o Only Valid PM / PMO / DM should be able to approve the milestones.

o Billing date should belong to current open billing period for the company.

o Project customer and Contract customer should match for billing approval to be allowed.

o WBS vertical and Order vertical should match.

o Invoice coordinator / O2C lead should be available for the input for mail to trigger during approval.
o PM / DM should be valid for mail trigger for the next level.

1.12. Security Design

1.12.1. Security Requirements
Security Role/Persona Entity Create Read Write
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Order to Cash

1.13. Test Cases

Sl No Test Scenario Test cases Test Steps Expecte Actual Test Remarks
d Result Result Status

       

       

       

       

1.14. Open Points

Sl. Particulars Functionality Impacted Owner
No.
1. Employee line item split during billing approval Billing approval Shekar
2 Types of reimbursement costs Non People cost approval Shekar.
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Additional Documents
User Actions and Related API Details

User Actions and

API.xlsx