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FS - MM-EN-026 - PO Form Conversion Into PDF - V0.2

This document provides a functional specification for converting purchase orders (POs) and request for quotations (RFQs) into PDF files and sending them via email. Key details include: converting the forms using specific programs, sending the PDF as an email attachment along with message text, and testing the functionality. The enhancement aims to allow purchasing documents to be easily shared externally in non-editable format.

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SUBHOJIT BANERJEE
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86 views7 pages

FS - MM-EN-026 - PO Form Conversion Into PDF - V0.2

This document provides a functional specification for converting purchase orders (POs) and request for quotations (RFQs) into PDF files and sending them via email. Key details include: converting the forms using specific programs, sending the PDF as an email attachment along with message text, and testing the functionality. The enhancement aims to allow purchasing documents to be easily shared externally in non-editable format.

Uploaded by

SUBHOJIT BANERJEE
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
You are on page 1/ 7

Functional Specification

Functional Specification
MM-EN-026_PO converted into PDF and sent
through mail

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Functional Specification

Document History

Techincal Specification
Section I: Object General Information
Title (RICEF No): MM-EN-026 Date: 22.02.2012
Short description: PO/RFQ form converted into PDF and sent through mail

SAP Module/Team: MM
Functional Contact: Tapas Sengupta
Technical Contact Sourav Roychowdhary
Priority: 1
Complexity Level High
Program type Enhancement
Status InProgress

Reviewer

Role Name Signature Date


Reviewer Umesha Guntaga

Approver

Role Name Comments Received Date

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Functional Specification

Table of Contents

1. Overview and Scope 4


1.1. Functional Description 4
1.2. Assumptions 4
1.3. Transaction Volume 4
1.4. Frequency & Timing 4
1.5. Processing Type 4
1.6. Output Time 4
1.7. Retention Requirements 4
1.8. Audience and Distribution 4

2. Detailed Functional Requirements 5


2.1. Functional Specification for Enhancements 5
2.2. Error Handling 6
2.3. Security and Authorization 6
2.4. Processing and Operational Considerations 6
2.4.1. Performance 6
2.4.2. Batch Requirements 6
2.4.3. Others 7

3. Test Script 7
3.1. Testing Pre-requisite 7
3.2. Test Case 7

4. Appendix 7
4.1. Glossary of Terms 7
4.2. Additional Reference Documentation 7

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Functional Specification

1. Overview and Scope

1.1. Functional Description


Purchase order and Request for Quotation very often is required to send to external party via mail in
non-modifiable form. So this Functional specification mainly deals with the requirement that PO form
will be sent via mail into PDF file as attachment.

1.2. Assumptions
 RFQ/Purchase order Form is well developed and that forms are required in pdf file
and send via mail
 SAP server is configured for sending the external mail.

1.3. Transaction Volume


Purchase Order 10000/month and RFQ 6000/month

1.4. Frequency & Timing


As and when required

1.5. Processing Type


Batch

1.6. Output Time


According to Batch job scheduling

1.7. Retention Requirements


Not Applicable

1.8. Audience and Distribution


Purchasing Department and Vendors

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Functional Specification

2. Detailed Functional Requirements

2.1. Functional Specification for Enhancement


When RFQ/PO is created it should be sent to Vendor via mail in PDF file attachment with some text
in the Mail message body. User whenever wants, can push the Purchasing document form to the
vendor with document attached as PDF file. Only released Purchasing Document can be sent via
mail. Mail address will be taken either from vendor master or will be taken in the System document.

PO/RFQ Form specification is already discussed in separate FS document like FS_MM-FR-


010_Purchase Order Form and FS_MM-FR-002_RFQ Form

Now this smart for PO/RFQ form generated through Program will be used
 Convert the smart form in OTF format using FM V_FM_NAME
 Convert the OTF in PDF format using FM CONVERT_OTF_2_PDF

Now this PDF file sending through mail to vendor will be required through further system
configuration and that will be discussed in separate document and stage.

2.2. Error Handling


If any data required for sending the pdf file through mail /any configuration is missing then one red
light signal will be shown against the message type.

2.3. Security and Authorization


Purchasing Department

2.4. Processing and Operational Considerations

2.4.1. Performance
Normal

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Functional Specification

2.4.2. Batch Requirements


NA

3. Test Script

3.1. Testing Pre-requisite

Pre-requisite Type Data Element Details


(Master data, Config,
Other Development)
Server should be
configured for external
sending

3.2. Test Case

Test Test Step Description T Code Input Data Expected Results Results Obtained
Step
No
01 RFQ Document is created ME41/M Medium: “External System should create OK/Not OK
E42 Send” in the an output and show
message set up green traffic light if sent
successfully
02 PO Document is created and ME21n/ Medium: “External System should create OK/Not OK
Released ME22n Send” in the an output and show
message set up green traffic light if sent
successfully

4. Appendix

4.1. Glossary of Terms

Term Definition

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Functional Specification

4.2. Additional Reference Documentation

Open Points: Automatic triggering of mail

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