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HONDA

SALES ORDER APPROVAL FOR


MISC. BILLING

WDD0126_FIN_AR_SALES ORDER APPROVAL FOR MISC. BILLING8/14/2015

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WDD0126

SALES ORDER APPROVAL FOR


MISC. BILLING

Table of Contents
1 GENERAL INFORMATION...................................................................................................4
2 BUSINESS NEED AND REQUIREMENT................................................................................5
3 ISSUE............................................................................................................................. 6
4 CURRENT FUNCTIONALITY............................................................................................... 6
5 DESIRED FUNCTIONALITY.................................................................................................6
6 WORKFLOW PROCESS.....................................................................................................7
6.1 FLOW DIAGRAM...................................................................................................... 7
6.2 STEPS DESCRIPTION IN BRIEF.................................................................................7
6.3 TECHNICAL DETAIL:.................................................................................................9
8 CUSTOM TABLES/STRUCTURE IN SAP............................................................................12
9 USER EXIT / ENHANCEMENT DETAILED DESCRIPTION......................................................12
10 ASSUMPTIONS............................................................................................................. 12
11 DEPENDENCIES........................................................................................................... 13
12 SECURITY REQUIREMENTS/ AUTHORIZATION DETAILS....................................................13
13 TESTING SCENARIOS...................................................................................................13

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SALES ORDER APPROVAL FOR


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1 General Information

Area (SAP System components):


Short description:
Requested by:
Author:

Finance : Accounts
Date:
21/01/2015
Receivable
SALES ORDER APPROVAL FOR MISC. BILLING
HCIL
Tel no:

Hiroyuki Ishida / Doug Rowell Tel no:

E-Mail ID:

Complexity:

WDD0126
Honda GSP
High/mandatory
Low/optional
High

APPROX. DURATION

Task ID/Demand Number:


Project Name:
Priority:

OF
DEVELOPMENT WORK (IN MAN-DAYS):

Is there an alternative in the


standard system?
Description of alternative:
Reasons why alternative is not
acceptable:

Yes

Medium/recommended
Medium

Low

No

N/A
Performance problems
Others (Specify) : N/A

Complexity

Reference Document

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2 Business Need and Requirement


This WDD defines the approval workflow required by HCIL for the approval of miscellaneous
invoices entered directly into GSP.
Within GSP there are two separate types of miscellaneous invoices: 1) free form, and 2) nonfree from. Free form invoices will be entered directly into FI-AR such that the user can choose
the off-setting GL account. Non-free form invoices are entered through the SD module, where
selection from the item master controls the off-setting GL posting. This FDD will focus only on
the workflow approval for non-free form invoices, which originate in the SD (Sales &
Distribution) module. Free form invoices will be addressed in WDD0002.
Miscellaneous invoices created within SD (sales orders) must receive approval through
workflow. The approval will have two-levels: 1) manager approval within the AR Department,
and 2) approval from the Tax Department. These approvals should happen consecutively. That
is, the transaction should be submitted to the Tax Department after receiving approval from
within the AR Department. This will ensure that the Tax Department is not asked to review a
sales order which may receive updates to financial information or be canceled by the AR
Department.
Sales orders created in SD should not generate billing documents until the final approval is
applied. Upon saving the sales order, it should be submitted into workflow. Once the final
approval is applied by the Tax Department, the sales order should status should be complete,
and it should be processed into a billing document.
For the first level of approval, the workflow should follow the organizational structure within the
HR mini-master. This defines who the appropriate manager is within the AR Department to
review documents based on who has created the transaction within GSP.
For the second level of approval, the transaction should be routed to all approvers in the Tax
Department. When one person within the Tax Department reviews and statuses a transaction, it
should be removed from the inbox of all other approvers.
Approvers should receive an email notification upon receipt of a transaction requiring their
attention.
Approvers should have the ability to enter notes when approving or denying a transaction. If the
approver wants adjustments made to the transaction, they should enter this information in the
notes and deny the transaction. This denial should initiate an email back to the person who
created the transaction so that they can make the necessary updates and resubmit the
transaction for approval.

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3 Issues
Issue
#

Issue
owner

Date
Raised

Issue Description

Issue Resolution

Resolved
By & Date

4 Current Functionality
N/A

5 Desired Functionality
A work item (SD sales order) is sent to the AR Manager to review and approve a miscellaneous
invoice submitted through the SD module. If corrections are required, the sales order can be
denied and an email sent to the originator, which includes notes from the person who denied the
sales order, describing the requested change.
Once the sales order is approved in the AR Department, it should be routed to the Tax
Department for review and approval. If approved, the status of the sales order should be
complete, allowing the transaction to be picked up by automated processing to generate the
associated billing document. If denied, an email should be sent to the originator informing them
of the denial. This email should include any notes entered by the Tax Department indicating
requested updates.
After the final approval is applied and the billing document is generated, no further updates will
be allowed to the SD invoice.

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6 Workflow Process
6.1 Flow Diagram

6.2 Steps Description in Brief


1. Entry personnel(Requester)
Workflow starts when Sales Order Created also
Workflow starts when Sales Order Changed.
Approval request
Mandatory settings
Sales Order Header Billing block "Check Debit memo"or "Check Credit memo"
Sales Order Item Billing block "Check Debit memo" or "Check Credit memo"
Approval request to AR approver is done by entry personnel to set sales order update the
"billing block" in the sales order header and line item.
Premise, make the settings of input personnel always "billing block".
Workflow Send To SAP Mail AR Approver
2. AR Approver(Team Lead)
The Sales Order of the approval request. I do sales order approval.
Sales Order Changed.
Approve
Mandatory settings
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Sales Order Item Billing Block BLANK"


Workflow Send To SAP Mail TX Approver
Denied
Mandatory settings
Sales Order Item Billing Block Check Debit memo" or "Check Credit memo"
Workflow Send To SAP Mail Entry personnel
3. TX Approver(Bussiness Owner)
The Sales Order of the approval request. I do sales order approval.
Sales Order Changed.
Approve
Mandatory settings
Sales Order Header Billing Block BLANK
Workflow End
Denied
Mandatory settings
Sales Order Item Billing Block Check Debit memo" or "Check Credit memo"
Workflow Send To SAP Mail Entry personnel

Billng Block Example

Sales Order Billing


Block.xls

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6.3 Technical Detail:

Trigger mechanism

Two-stage control of approval of the sales order, it will


be implemented in the "Role" "Order type" "billing
block". Below, refer to the file
Trigger
mechanism.xls

Start Condition

This Workflow is on request so no start condition is


possible.

SAP business Object

VBAK
VBAP

SAP Standard Workflow


Task/
Template
Level of approval required

Agent determination
technique

Workflow Template: 20000009


Level1: AR Approver
Level2: TX Approver

Role
Org Unit
Custom Table

Security Role
HR org structure.
Agents maintained in custom table

Distribution
lists
X Other

To be decided in technical design; Will provide


detailed requirements in this doc.
Expression &_WF_INITIATOR&

X Role
X Org Unit
Custom Table

Security Role
HR org structure.
Agents maintained in custom table

Unspecified

Distribution
lists
Unspecified
X Other

To be decided in technical design; Will provide


detailed requirements in this doc.
Specify: The Approval/ Denied Tasks should be linked to each
Areas Security Roles for the Possible Agents, and the
Responsible Agents should be pulled from the HR
Mini-Master using the Company Code on the
Document via an Evaluation Path.

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Mention logic for agent


determination (if any)

Notification destination

The Approval/ Denied Tasks should be linked to each


Areas Security Roles for the Possible Agents, and the
Responsible Agents should be pulled from the HR MiniMaster using the Company Code on the Document via
an Evaluation Path.
X

Internal SAP
SAP Inbox
user
External E-mail
Example Lotus notes
Id

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Sales Order Document


AR Approve Request
Title (EN)
Sales Order Document AR Approve Request
Body (EN) A request to Sales Order Document
&VBAK.DOCUMENTNO& has been sent
for review and approval.
Please check with Sales Order Change (VA02)
TX Approve Request
Title (EN)
Sales Order Document TX Approve Request
Body (EN) A request to Sales Order Document
&VBAK.DOCUMENTNO& has been sent
for review and approval.
Please check with Sales Order Change (VA02)
Entry personnel Not Approve( From AR )
Title (EN)
Sales Order Denied(AR)
Body (EN) AR approver in the sales order approval was denied.
Sales Order Document & VBAK.DOCUMENTNO &
Please Change with Sales Order Change (VA02)
Reason for rejection: xxx

Workflow Notifications text

Entry personnel Not Approve( From TX )


Title (EN)
Sales Order Denied(TX)
Body (EN) TX approver in the sales order approval was denied.
Sales Order Document & VBAK.DOCUMENTNO &
Please Change with Sales Order Change (VA02)
Reason for rejection: xxx
Entry personnel Approve Infomation
Title (EN)
Sales Order Document Approve Infomation
Body (EN) A request to Sales Order Document
&VBAK.DOCUMENTNO& was approved by
"AR Approver".
Entry personnel Approve Infomation
Title (EN)
Sales Order Document Approve Information
Body (EN) A request to Sales Order Document
&VBAK.DOCUMENTNO& was approved by
"TX Approver".

Escalation Handling (if any)


Integration with portal
Configuration
Dependencies

N/A

Can be run in GUI or Portal.

HR Mini-Master to be used for Org Structure

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WDD0126
Error Handling (if any)
Substitution

SALES ORDER APPROVAL FOR


MISC. BILLING
Standard Workflow Error Handling will be used.
Standard Workflow Substitution will be used.

7 Custom screen design (if any)


N/A

8 Custom Tables/Structure in SAP


N/A
Table Name
Short text
Size category
Table maintenance
allowed
Data class
Buffering
Table maintenance
generator
Authorization Group
Field
Data Element Domain Type
Name

Length Check
TableField

Key
Field

Foreign
Key

Description

Comments

9 User Exit / Enhancement Detailed Description


N/A

10 Assumptions

"Billing Block" and "Billing block release" are performed manually by each process.
Function Maintain Billing Due List (VF04) is carried out automatically in a daily job.

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Target: Sales Order of "Billing block release"

11 Dependencies
N/A

12 Security Requirements/ Authorization Details


1. This workflow is only applicable to HCIL
2. Only AR managers are authorized to approve the sales order at the first level.
3. Only authorized persons in the Tax Department will have security access to approve
sales orders
4. All AR Associates that have authorization to create sales orders will have the ability to
initiate workflow.
5. Security Team will be responsible for assignment of the Security Roles to the Standard
Tasks for workflow initiation and approval.

13 Testing Scenarios
Normal Functionality - test cases that ensure the workflow functions as it should. (e.g.
routes work items correctly, updates fields correctly)
ID Description
1
Entry personnel / Sales Order Created

Workflow Send To SAP Mail AR Approver


<Item Setting>
Sales Order Header Billing block "Check Debit memo" or "Check Credit memo"
Sales Order Item Billing block "Check Debit memo" or "Check Credit memo"
Entry personnel / Sales Order Changeed

Workflow Send To SAP Mail AR Approver


<Item Setting>
Sales Order Header Billing block "Check Debit memo" or "Check Credit memo"
Sales Order Item Billing block "Check Debit memo" or "Check Credit memo"
AR Approver / Approve

Workflow Send To SAP Mail TX Approver


Workflow Send To SAP Mail Entry personnel
<Item Setting>
Sales Order Item Billing Block BLANK"
AR Approver / Denied

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Workflow Send To SAP Mail Entry personnel


<Item Setting>
N/A
TX Approver / Approve

Workflow Send To SAP Mail Entry personnel


Workflow End
<Item Setting>
Sales Order Header Billing Block BLANK
TX Approver / Denied

Workflow Send To SAP Mail Entry personnel


<Item Setting>
Sales Order Item Billing block "Check Debit memo" or "Check Credit memo"
Exception - special logic or exceptions (e.g. workflow to trigger only for certain specific
condition)
7
8
Error Handling - functionality in case of errors (e.g. Approver not found)
9
10

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