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Smart Form Functional Specification

Hi Gurus,

I have to design a smart form functional specification, but i don't have any idea about how to prepare the functional specification?

can anybody send me the smart form functional specification template ?

which helps me to prepare the specification

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  • Posted on Jan 10, 2007 at 06:46 AM

    Hi Devi,

    Here is the FS for Form,

    Functional Specification Document for Forms


    Approved By





    1.3 OPEN ISSUES: 3









    2.5 ASSUMPTIONS: 5


    2.7 RISKS: 5

    2.8 SECURITY: 6





    3.3 FORM LAYOUT: 7

    3.4 DATA SOURCE: 7







    6 APPENDIX 11

    6.1 APPENDIX: 11

    1 Overview Section:

    1.1 Document Overview:

    (Provide the high level identification information about the object to be developed. Id, title, Release etc)

    Project Project Atlas

    Development Object ID: SC-F-125

    Development Object Title: Purchase Order Form


    Process Team: Supply Chain

    Process Area: Procure-to-Pay

    1.2 Revision History:

    {This section should be filled with other details about the owner of functional specs, current status of document as explained in the status key etc}

    Date Modified Version Modified By Description of Change(s)

    1.3 Open Issues:

    (Any open issues should be reported in this section)

    Issue # Issue Date Issue Title / Description Priority Resolved Date Any Other Comments

    1.4 External References:

    (Identify any documents referenced in any part of this document. (Attach documents where possible.)

    Document Title Filename Author Identifier (Version/Date)

    Process Flow diagram N/A

    Screen Shots if any N/A

    Sample data file PO Form Layout (Single Page) Erik Kraus 1/ (10/11/2006)

    Sample data file PO Form Layout (Multiple Pages) Erik Kraus 1/ (10/11/2006)

    1.5 Request Overview:

    Complexity 0 High

    1 Medium

    0 Low

    System(s) Impacted 1 R/3

    0 CRM

    0 BW


    0 Other

    Existing SAP transaction(s) involved? ME22N, ME23N

    New SAP transaction(s) involved? ME22N; then click “Messages” to print or “Print Preview” to view.

    Menu path for transaction(s) Logistics  Materials Management  Purchasing  Change

    1.6 General Processing Requirements:

    (Check the appropriate boxes for e.g. if the development object is an batch report that runs monthly, then check the Online and Monthly boxes in the Processing mode and frequency section and also provide the expected data volume if known)

    Processing Mode: 1 Online

    0 Batch

    Frequency 0 Annually

    0 Quarterly

    0 Monthly

    1 Daily

    1 Real Time

    1 Ad-Hoc

    1 Others

    Expected Data Volume

    2 Business/Functional Requirements

    Section 2 describes what is needed. This information is used to build the design (how to do it) in Sections 3 and on

    2.1 Requirement Descriptions:

    Describe the purpose of the object. Brief overview

    The purchase order form is used to display the purchase order in SAP. This form can also be sent to the supplier via e-mail or fax in SAP. The PO can also be displayed in the “Print Preview” screen and printed out as well.

    2.2 Business Driver

    The PO Form is standard in SAP. Modifications to the form will be necessary to meet the needs of the purchasing organizations at Sage. The PO form is necessary so that all the details of the purchase order can be faxed/ emailed to the supplier and also can be printed out into a hard copy form for internal purposes. The PO form also needs to be able to be viewed via the print preview icon in SAP.

    2.3 To-Be business process:

    Describe the To-Be business process

    Customized Sage Purchase Order Form.

    2.4 To-Be business process flow diagram:

    Describe the To-Be business process flow diagram


    2.5 Assumptions:

    List all the assumptions that were made when developing this object

    1) Standard SAP PO Form will need to be modified from its standard layout.

    2) Font for Purchase Order form will be Times New Roman

    3) PO Form will be created in English

    2.6 Dependencies:

    List all the dependencies that were made when developing this object


    2.7 Risks:

    (What are the risks that make this development unique? What risks need to be proactively dealt with in order to be successful? What data sources are needed but not readily available? Are there any risks or concerns that make this development out of the ordinary?)


    2.8 Security:

    (Any security requirement for this object)

    2.9 Other Requirements:

    (If there are any other requirement which is not covered under section 2)


    3 Form Section

    Type: 0 SAP Script 1 Smart forms

    3.1 Report Selection Screen:

    Describe the selection screen of the program. Specify fields for selection and what checks are needed after the user has entered their criteria.

    Field Name Select Options / Parameters / Radio Buttons / Check Boxes Default Values

    From – To Validation

    Required /Optional F4 Values

    N/A N/A N/A N/A N/A N/A

    3.2 Standard form name:

    Give the name of the SAP Script or Smart form name if copied from SAP

    “MEDRUCK” Form in SAP

    3.3 Form Layout:

    Describe the form layout for each page.

    The PO form will contain information at the Header Level, Item Level, and Authorizations levels.

    Header Level:

    The header level will contain all the supplier, bill-to party/address, and ship-to party/address information. The header level will also contain the payment and shipping terms, logo, page number, purchase order title, purchase order number, supplier number in SAP, and the PO date.

    Item Level:

    The item level will contain the item number, material and description, order unit, quantities, date required, unit cost, and the total amount of the line-item. The item-level will also contain the line-item text of purchase order.


    The authorization section of the form will contain the name, telephone number, and email address of the purchasing agent.


    -The Total Amount and Currency will be displayed to the right of the Authorization information.

    -The layout will include sections and fields with borders. For example the Ship-To, Bill-To, and Supplier will be enclosed in rounded edge boxes. The Layout can be viewed in the Attachments section:

    portion of section 3.4. which will show an example of a PO with only one page and a PO with multiple pages.

    3.4 Data Source:

    Identify the data that has to be appeared in the forms. Table Name-Field Name

    All the fields will be available on the SAP standard form “MEDRUCK”. Any additional fields that are not on the standard form will need to be added. The mapping for additional fields not in the standard form will be shown below in each section (Header Level, Item-Level, and Authoriztions) if required.

    Please see below for the required fields in the form:

    This Section will contain details on the Header, Line-Item, and Authorization sections of the form. A section for attachements will also be inlcuded at the end.

    I. Header Information:

    The following fields will be displayed for the header information.

    - Title: Purchase Order

    - Logo: The Sage Software logo will appear in the top left corner of the form.

    - PO Creation Date (MM/DD/YYYY)

    - Supplier Number

    - PO Number

    - Page Number

    - Bill to Name and Address

    - Supplier Name and Address

    - Ship to Name and Adress

    - Payment Terms: (not on standard form, see field mapping section below)

    - Shipping Terms: (not on standard form, see field mapping section below). The shipping terms are the same as the “incoterms” in SAP. There are two fields for the incoterms and both will be used for the shipping terms.

    - Header Text

    Additional Notes for Header Fields:

    PO creation date should be in format “MM/DD/YYYY”

    Page Number should be in format “Page 1 of 1, Page 2 of 3, etc” format

    The “Bill To” name and address will come from the company code that is assigned to the plant in the purchase order.

    The “Ship To” name and address will come from the storage location in the first line-item on the purchase order if the “SC Vendor” box is not checked on the delivery address tab of the purchase order. If the “SC Vendor” box is checked on the delivery address tab, then the “Ship To” address will come from the delivery address tab on the purhcase order from the central address management system.

    The “Supplier” name and address will come from the vendor master in the purchase order.

    The central address management system will need to be queried when looking up the “Bill To”, “Deliver”, and “Supplier” addresses.

    Header Text: The text to be inserted here will be pulled from the Header Text in the purchase order.

    Example: Text is pulled from the Header text with the green checkmark.

    If the PO Form requires additional pages, then the header information should be duplicated on the subsequent pages.

    Additional Fields :

    Field Mapping for additional header fields that are not on the Standard SAP PO (MEDRUCK) Form . These fields can also be viewed on the PO Forms in the Attachments section.

    PO Form Additional Fields

    Field Name SAP Table/ Field Name

    Payment Terms MEPO1226-ZTERM

    Shipping Terms (incoterms1) MEPO1226-INCO1

    Shipping Terms (incoterms 2) MEPO1226-INCO2

    II. Item Level Information

    The following fields will be on the PO form for the item-level:

    - Item Number

    - Material

    - Material Description

    - Unit (Unit of Measure)

    - Quantity

    - Date Req’d (MM/DD/YYYY)

    - Unit Cost

    - Amount

    Each field will have an allotted amount of characters, so that all the text can fit on the line-item. Using .5 inch margins with times new roman 10pt font; there are 105 possible characters in microsoft word for the line-item details to fit on the line. The fields are broken down as follows with their allotted characters to accommodate the 105 allowed spaces:


    Item Number: 1-3

    Material: 6-18

    Descriptoin: 6-36

    Unit: 39-49

    Quantity: 44-56

    Date Required: 60-69

    Unit Cost: 77-86 (Commas and Delimals will be included in the Price. Two total decimal Spaces)

    Amount: 92-103 (Commas and Delimals will be included in the Price. Two total decimal Spaces)

    The Numbering Ranges above can be viewed below line-item 040 in the “PO Form Outline (Sinlge Page)” document in the Attachments section.

    Note: These number ranges are shown as an example of what the form should like. They do not have to match up identicle to the specifications listed above.

    Additional Notes for Line-Item Fields:

    - Material Description will be displayed directly below the Material on the next line.

    - Item Text: The Item text will be displayed if there are any item texts from the Purchase order. The text will be displayed two lines below the Material description. So there will be one line without any text. Also, the next line-item on the PO form will be displayed two lines below the item-level text; so there will be only one line with no text between the line-item with text and the subsequent line-item. Line items 020 and 030 depict this in the “PO Form Outline_v1” document in the attachments section. The Line Item text will come from the “Material PO text” (identified below with a green checkmark) from the line-item on the purchase order as shown below.

    - The Date Required Format will be “MM/DD/YYYY”.

    - For every item in the purchase order, the program should loop through each item and check to see if the “returns item” box is checked (MEPO1211-RETPO). If this box is flagged on the purchase order, then the purchase order form needs to be updated with a return indicator. This indicator can be viewed on ‘line-item 030’ of the attached word document ““PO Form Outline (Single Page)” in the Attachments section.

    - The line-item fields should have the following alignment:

    Material: Left

    Material Description: Left

    Unit: Left

    Qty.: Right

    Date Required: Left

    Unit Cost: Right

    Amount: Right

    - If the line-items do not fit on one page, then they should continue on to subsequent pages. The Header information should be copied to all the subsequent pages and the authorization section will be displayed on the last page as well as the total amount and currency. This example can be viewed in document “PO Form Outline (Multiple Pages)” in the Attachments section.


    A disclaimer will also be included in this section and after all the line-items. The disclaimer text is still pending. An example of a disclaimer is shown in the “PO Form Outline (Single Page)” after line-item 040. This document can be found in the Attachments section.

    If a PO requires multple pages, the the disclaimer will be displayed on the last page after the last line-item.

    III. Authorization Information

    This section will contain the purchasing agent: The purchasing agent will be the person who created the purchase order. This section will also contain their telephone number and email address.

    The first and last name of the person who created the purchase order should be displayed here. This can be looked up in the users profile. The user profile will also contain their email and telephone number.

    The field names for can be viewed below or in the “PO Form Outline (Single Page)” document in the Attachments section.

    PO Form Additional Fields

    Field Name SAP Table/ Field Name



    Telephone Number SZA5_D0700-TEL_NUMBER

    Email SZA5_D0700-SMTP_ADDR`


    3.5 Special Requirements Processing:

    Describe the processing required to support any special requirements (e.g. signatures, logos, OCR, bar coding etc.).

    3.6 How to execute the form:

    Describe how to trigger the form e.g. Standard SAP transaction code or custom transaction code etc. If standard SAP transaction code describe the menu path

    The form needs to be able to be viewed and printed.

    To View:

    Transaction ME22N or ME23N; Then Click the Print Preview icon to view the Form.

    To Print:

    1) Transaction ME22N.

    2) Click Messages

    3) Select Output “NEU” and medium “1 Print output”

    4) Click the “Further data” button as shown in the screen shot above

    5) Select “4 Send immediately (when saving the application)”

    6) Click Back then Click Save

    7) Select “LOCAL” for logical Destination

    8) Click “Save” again

    4 Unit Test Plan Section

    4.1 Functional Unit Test Plan:

    Document the criteria to be used for validating programming accuracy and positive/ negative results

    Step Scenario Expected Results

    Number Description of what is being tested in this step Description of what is expected to happen in this step

    1 Go to Transaction ME22N and Display PO Form by clicking the Print Preview Icon Form should mirror the forms in the Attachments section.

    2 Go to Transaction ME22N and Print PO Form PO Form should print as showed in the Print Preview Screen and the forms the Attachments section.

    3 Create PO that will force PO form to cross multiple pages and then click Print Preview PO Form should have Header information on all pages and line-item shoulds continue on to the subsequent pages. Authorization, Total Amount, Currency, and Disclaimer will be on the last page. The page numbers should also be correct and in the right format. This should mirror the “PO Form Outline (Multiple Pages)” document in the Attachments section.

    4 Go to Transaction ME22N and print PO as in step 3 PO Form shoul print as showed in the Print Preview Screen and the “PO Form Outline (Multiple Pages)” document in the Attachments section.

    5 User Guide Requirements

    A User Guide must be provided to assist the person responsible for running the program(s). The User Guide must be in cookbook-style (required elements with step by step instructions) and annotated screen prints. The User Guide will be required in the running of the object in the Production environment as well as the QA and Test environments.

    5.1 User guide Requirements:


    6 Appendix

    6.1 Appendix:


    Hope it will help ..



    <b>Reward the points if it hepls</b>

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