1.
Title and Overview
• Document Title: Clearly mention the document title such as “Functional Specification for
[Module/Process Name]”.
• Version Control: Include the version number, date, author, and reviewers.
• Purpose: A brief description of why the functional specification is needed, i.e., the purpose of
the development.
2. Background and Business Requirements
• Background: Explain the business context of the change or development needed.
• Current Situation: Describe the existing system behavior.
• Business Requirements: Clearly define the business needs that the system must fulfill.
3. Scope
• In-Scope: What functionalities or processes will be covered by this development.
• Out-of-Scope: Anything that won’t be affected by this development.
4. Functional Requirements
• Detailed Requirements: List out each requirement that needs to be developed.
• Use Cases: Describe specific use cases or scenarios to explain how the new functionality will
work.
• User Interface Changes: Describe any UI changes or new screens, fields, etc.
• Business Rules: Any validation rules, workflows, or conditions that need to be considered.
5. Technical Requirements
• Reports: Any new reports or changes to existing reports.
• Forms: Changes to forms or layouts (such as invoices, purchase orders, etc.).
• Enhancements/User Exits: Specify any user exits or enhancements needed.
• Integrations: Describe any required interfaces with other systems.
6. Data Requirements
• Master Data: Any changes or additions to master data.
• Transaction Data: New or modified transaction data.
7. Security and Authorization
• Mention any security or authorization considerations, such as user roles required for accessing
the functionality.
8. Assumptions and Constraints
• List any assumptions that need to be considered.
• Include any constraints like system limitations or dependencies.
9. Test Plan and Acceptance Criteria
• Test Scenarios: High-level test scenarios for verifying the functionality.
• Acceptance Criteria: The criteria that must be met for the development to be considered
complete.
10. Sign-off and Approval
• Include sections for signatures from relevant stakeholders, like business users, functional
consultants, and developers.
Example Outline:
1. Title: Functional Specification for [Module Name]
2. Overview: Purpose and summary of the functional specification
3. Background: Explanation of the current business process
4. Business Requirements: Detailed description of the new requirement
5. Scope:
- In-Scope
- Out-of-Scope
6. Functional Requirements:
- Use Cases
- User Interface Changes
- Business Rules
7. Technical Requirements:
- Reports
- Forms
- User Exits/Enhancements
- Integrations
8. Data Requirements:
- Master Data
- Transaction Data
9. Security and Authorization
10. Assumptions and Constraints
11. Test Plan and Acceptance Criteria
12. Sign-off and Approval
Functional Specification for Custom Financial Report in SAP FICO
1. Title and Overview
• Title: Functional Specification for Custom Financial Report
• Version: 1.0
• Author: [Author’s Name]
• Reviewed By: [Reviewer Names]
• Date: October 10, 2024
2. Purpose
The purpose of this document is to outline the business requirements and technical details for
developing a custom financial report in SAP FICO that consolidates data from General Ledger
(GL), Accounts Payable (AP), and Accounts Receivable (AR) for management reporting.
3. Background and Business Requirements
Background:
Currently, the financial reporting is fragmented, and the finance team has to extract data
manually from multiple SAP FICO modules for analysis and reporting. This leads to
inefficiencies and errors in financial reporting.
Business Requirements:
The finance team needs a custom SAP FICO report that provides consolidated financial data
from GL, AP, and AR modules with flexible selection criteria, such as:
• Company Code
• Fiscal Year/Posting Period
• Profit Center/Cost Center
• Vendor/Customer Specific Data
4. Scope
In-Scope:
• Design and development of a custom report that extracts financial data from GL, AP, and AR.
• Display data in a consolidated format with options to export it to Excel or PDF.
• Inclusion of specific financial fields like account balances, open/cleared items, due dates, etc.
Out-of-Scope:
• No modifications to the existing standard reports in SAP FICO.
• This report will not handle any intercompany transactions.
5. Functional Requirements
5.1 Report Layout:
• The report should display columns for the following fields:
• General Ledger (GL): GL Account, Description, Debit, Credit, Balance
• Accounts Payable (AP): Vendor Name, Invoice Number, Due Date, Outstanding Amount
• Accounts Receivable (AR): Customer Name, Invoice Number, Due Date, Outstanding Amount
5.2 Selection Criteria:
• Company Code: Dropdown for single or multiple company codes.
• Fiscal Year/Posting Period: Selection for fiscal year and posting period range.
• Profit Center/Cost Center: Dropdowns for selecting specific profit or cost centers.
• Vendor/Customer: Ability to filter data by specific vendors and customers.
5.3 Report Output:
• The report should have an option to display the following totals:
• Total Debit, Total Credit, Total Balance for GL accounts.
• Total Outstanding Amounts for AP and AR.
• The output must be available in the following formats:
• SAP ALV Report (on-screen display)
• Export to Excel and PDF
5.4 Sorting and Grouping:
• Sorting should be available by GL Account, Vendor, and Customer.
• Grouping functionality by profit center or company code is required.
6. Technical Requirements
6.1 Tables:
• GL Data: Table BKPF, BSIS, BSAS.
• AP Data: Table LFA1, BSEG, LFC1.
• AR Data: Table KNA1, BSEG, FAGLFLEXA.
6.2 Enhancements:
• User Exit: Implement a user exit for custom calculations of open items for vendors and
customers if necessary.
• Custom Report: Development of a Z-report using ABAP with SAP ALV grid for reporting.
6.3 Performance Considerations:
• The report should handle large volumes of data efficiently, using indexed fields for table joins.
• Optimized SQL queries should be used to avoid performance issues.
6.4 Authorization:
• Only users with FICO roles (e.g., F_XX_GL_VIEW, F_XX_AP_VIEW) should be able to
access the report.
• Data should be restricted based on the user’s authorization for company code and profit center.
7. Data Requirements
• Master Data: GL accounts, vendor master, and customer master data should be available in the
system.
• Transaction Data: Posting periods should be open for data extraction from GL, AP, and AR
modules.
8. Security and Authorization
• Roles/Authorization Objects: Ensure that users with appropriate roles (finance team) can run
the report.
• Field-Level Authorization: Restrict access to sensitive data like vendor/customer details based
on user authorization.
9. Assumptions and Constraints
• Assumptions:
• Required master data (GL accounts, vendors, customers) is already available in the system.
• Posting periods for the required fiscal year are open for reporting.
• Constraints:
• The report may not run efficiently if the volume of data exceeds system capacity.
• Authorization checks need to be thoroughly tested to ensure data security.
10. Test Plan and Acceptance Criteria
Test Plan:
• Unit Testing: Test the report for individual company codes and fiscal periods.
• Integration Testing: Ensure that the report pulls data from GL, AP, and AR.
• User Acceptance Testing (UAT): Business users must verify the report output matches their
expectations.
Acceptance Criteria:
• The report must generate correct totals and balances.
• It should allow filtering and sorting as per user selection.
• The output should be exportable to Excel and PDF without any formatting issues.
11. Sign-Off and Approval
• Prepared By: [Your Name]
• Approved By: [Approver Name]
• Date: [Date]
This functional specification outlines a clear path for developers to understand the requirements,
ensures business alignment, and mitigates risks during the development phase of the custom
report.
Note: This format can vary company to company.
