IBM Global Business Services

Functional Specification

7-11 PutAway Project

Post with Clearing AP in SAP 4.0B

7-11 Project PutAway

Functional Specification
Accounts Payable Post with clearing

Document Information
Revision History
Version
number

Revision date

Summary of changes

1.0

15 September
2014

New document

1.1

24 September
2014

Add in customised table to store vendor codes used by CDC and use
it as a filter for extraction from BSIK
Change BKPF table extraction to BSIK

1.2

8 October 2014

Added return scenario. No change to program logic.

Added comment that this program is only for company code 10. No
change to program logic
Edited Section 1.2 item 6 to remove MPO and RET and replace with
AMP.

1.3

21 October
2014

Section 2.6 added document date as the selection parameter

Add additional logic to recognise which items are returns and receipt.
Different GL clearing account is required for both scenario.
Delete cost center maintenance in the clearing document.

Functional Specification Preparer

Name

Title

Christina Wong

Consultant

Signature

Date

Signature

Date

Functional Specification Sign-Off

Name

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Title

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7-11 Project PutAway

Functional Specification
Accounts Payable Post with clearing

Function Description

1.1

Objective

1.2

To create a post with clearing program to clear the double posted AP line items

Business Process Description

7-11 has a warehousing system which tracks inventory movement in and out of its warehouse. Previously 711 does not keep stock in its warehouse i.e. all goods received will be immediately be issued to all the stores
in the country. However, this is to change beginning 1st November 2014, whereby there will be stocks in the
warehouse. GP is the accounting system in CDC (Mini accounting)
SEMRIS is the POS system in each individual 7-11 stores nationwide. It is confirmed that SEMRIS will still
continue to post and provide inventory accounting entries as per as-is. With the warehousing system coming
in effect 1st November 2014, this will cause the Accounts Payable (AP) line items to be double posted.
Refer to the table below on the accounting entries received from GP and those received from SEMRIS.
Scenario1: Inventory of 40 is received in the warehouse. 30 worth of goods is transferred to the stores. The
store records the inventory received and posts to the vendor.
Scenario2: Inventory of 5 is returned to the vendor.

Assumption:
1) This program will only be performing the vendor clearing for the items # indicated in the table above.
2) This program will not perform account clearing for the line items indicated by ^
3) There is no cost center reporting requirement for vendor line item clearing that is done i.e. the system
will clear multiple vendor line items and post to one single Clearing Acc, as indicated in the table
above.

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7-11 Project PutAway

Functional Specification
Accounts Payable Post with clearing
4) CDC and DSD vendors are already segregated and separated for company code 10. This program will
not differentiate which line items are belonging to CDC and which belongs to DSD but will clear line
items based on the vendor code maintained in the customized table.
5) Currency for clearing is in Ringgit Malaysia. All transactions are in Ringgit Malaysia and there is no
exchange rate differences to be accommodated for.
6) Program will clear all transactions that are posted from SEMRIS to SAP (indicator is Reference key =
F005*) and that they are CDC vendors. This will exclude line items where BSIK-SGTXT have a MPO
and RET AMP

Technical Description

2.1

Module

2.2

Processing Mode

2.3

On-line/Batch input/Background

Menu Navigation

2.4

Accounts Payable

TBD

Selection Parameters
Company Code: (mandatory)
Posting Date: (optional). A range is allowed.
Document Number:
Vendor:
Document Date: (mandatory). A range is allowed

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7-11 Project PutAway

Functional Specification
Accounts Payable Post with clearing

2.5

Report Layout/Output

2.6

List of document number posted

Program Processing Steps

Create a customized table to store vendor code from CDC. The only field required to be stored in this
customized table is the vendor code (LIFNR)

2.7

Audit reports / Logs /Completion Requirements

2.8

Based on the posting date specified in the selection screen, read BSIK table
Filter by Document Type = SA, and Reference = F005*, and vendor code = those in the customized
table.
Obtain the list of document number and store them for processing later.
Using this document list, utilize any standard SAP FM to perform post with clearing function e.g.
performing via F-04 manually
Values required:
o Company Code: As per selection screen
o Document date: last date of the posting date range specified on the selection screen
o Posting date: similar to Document date
o Document type: SA
o Currency: MYR
o Reference:
o Additional selection:
- Document number. Utilise one document number maintained previously
- Account Type: K
If the line items (BSIK-SGTXT) has RET, this is a return and should be posted to the GL account
for returns. If it does not have RET, this means it is a normal receipt and should be posted to a
normal GL Account for goods receipt.
Select all the items i.e. activate them
Based on the value of Not assigned, if the value is positive, then use posting key 40.If the value is
negative, use posting key 50
GL account: CDC Clearing (GL to be provided later)
Text line item: AP clearing for SEMRIS
Post the documents and print the document number in the output of the report

NA

Unit Test Requirement:

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Once the form is ready, they are necessary to be tested with test cases that defined by the
Functional Team.
Test Case

Description

00001

Test for a negative balance

00002

Test for a positive balance

00003

Print/re-print of correspondence

00004

Upload and print customer invoice

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7-11 Project PutAway

Functional Specification
Accounts Payable Post with clearing

2.9

Dependencies:

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NA

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