Design Document

Functional Specification Document

FPP Invoicing

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Functional Specification Document

Revision & Sign-0ff Sheet

1.1. Change Record

Date Author Version Change Reference
27th Nov 2019 Harsh Sharma ,Deepanshu Bhatnagar & Hareesh 1.0

1.2. Approvers
Name Version Approved Position Date

1.3. Document Properties

Item Details
Document Title Functional Specification Document
Authors Harsh Sharma , Deepanshu Bhatnagar , Hareesh
Creation Date 26th Nov 2019
Last Updated 27th Nov 2019

Sensitivity: Internal & Restricted

Functional Specification Document

Preface
The purpose of this design document is to describe the customizations identified during the analysis phase which are mentioned in the L5t. The FS document is prepared based
on the discussions with the process owners and core team members.

This document explains the approach towards customizations to meet up the gaps identified. It also elaborates on the objects that will be modified in course of customization. The
document contains description of the table structure and interfaces that have been identified during the analysis phase. It will be further updated with more specific technical
details during the development phase.

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 FPP Invoicing

1.6.1 Contents
REVISION & SIGN-0FF SHEET....................................................................................................................................................................................................................................... 2
1.1. CHANGE RECORD.........................................................................................................................................................................................................................................................................2
1.2. APPROVERS............................................................................................................................................................................................................................................................................. 2
1.3. DOCUMENT PROPERTIES........................................................................................................................................................................................................................................................ 2
PREFACE.......................................................................................................................................................................................................................................................................... 3
1. PROJECT CLOSURE................................................................................................................................................................................................................................................... 5
1.1. DOCUMENT SCOPE........................................................................................................................................................................................................................................................................ 5
1.2. PERSONAS.................................................................................................................................................................................................................................................................................... 6
INVOICING.......................................................................................................................................................................................................................................................................................... 8
1.3. AFTER APPROVAL BY PM SCREEN FOR FPP...................................................................................................................................................................................................................................... 25
1.4. MANAGE INVOICE....................................................................................................................................................................................................................................................................... 32
1.5. MANAGE REQUEST...................................................................................................................................................................................................................................................................... 37
1.6. DISPATCH.................................................................................................................................................................................................................................................................................. 56
1.7. TASKS....................................................................................................................................................................................................................................................................................... 61

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FPP Invoicing

1. FPP Invoicing
1.4. Document Scope
In Scope:
This document details the process for FPP billing type such as Generate Invoice, Manage Invoice, Manage requests..etc
The project manager will be the first level of approver for invoicing inputs followed by the delivery manager approval post which invoice will be auto
created in system.

Pre-requisite for invoicing a project in FPP Model.

 Delivery WBS must be mapped as FPP as per the Project structure and shouldn’t be in CLOSED status for performing invoicing steps.

 Availability of delivery milestones and approval from DigiQ system provided project is initiated in DIgiQ.

 For Non DIgiQ projects, The approval from DigiQ is not mandatory.

Roles Involved in FPP Billing approval process:

 First level approval by Project Manager / PMO.

 Second level approval by Delivery Manager.

General Notes:

 The project manager / PMO will be going to Billing screen by selecting the order line item for which billing has to be to be performed.

 System will bring in all the milestones along with their status and other details as available against the delivery WBS selected.

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FPP Invoicing

 Financial milestone APPROVAL status would be derived from DIGIQ (For DigiQ initiated projects) and only those milestones which have been
marked as completed from delivery perspective can be billed through the billing system. However for Non DigiQ projects this check wont be
applicable.

 For customers where pre-approval is mandatory for invoicing, Option would be provided during billing approval to upload the customer approval
supporting’s before performing final input approval in the billing system.

 Email notifications will be triggered to next level of approvers at each step of approval. Like to DM during PM approval and to Invoicing team during
final DM approval.

 Following are the actions which can be performed by PM from BILLING perspective.

o SAVE (after changing the milestone level status from Hold to Released)

o SUBMIT (SUBMIT is the approval trigger for the released milestones).

 PM will have the option to select the relevant Group for the milestones which are to be approved.

 Once the DM performs the second level approval, invoice will get auto generated.

 Email notifications will be triggered to finance team once the Delivery manager performs the final approval.

o Once the project manager approval is performed Notification emails would be triggered to Next level of approver which is Delivery Manager. After
the delivery manager approval the input would be flagged for automatic invoice generation in SAP.

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FPP Invoicing

Out of Scope:
Technical design of the process is not included in this document.

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FPP Invoicing

1.5. Personas
As per the L5 process, the below personas will perform the activities defined in this specification. All the user actions will be performed by all the below
user roles. Therefore, the user actions and not provided based on specific role.
PM , PMO & DM.

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FPP Invoicing

1.6. Invoicing
1.6.1. DMU Screen – Invoicing – Generate Invoice
Form name: Generate Invoice
Caption: Generate Invoice
Navigation: Login → Dashboard → Project →
More Actions → Invoicing → Generate Invoice
The user (PM/DM) will be able to do project
invoicing from the DMU structure by navigating
to Generate Invoice option available from
More Actions.
Click on 1 to Generate Invoice for the project.
1

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1.6.2. Invoicing – Invoicing Details

Form name: Invoicing Details
Caption: Invoicing Details
Navigation: DMU Structure → Project → More
Actions → Invoicing → Generate Invoice
After clicking on Generate Invoice from previous
screen, invoicing details screen will open where the
following details will be shown:
WBS ID (Auto Derived)
WBS Name (Auto Derived)
Financial WBS ID (Auto Derived)
Financial WBS Name (Auto Derived)
Order Details (Dropdown)
Provider Contract Number (Dropdown)
LSA Document Number (Dropdown)

Click on 1 “Generate” to generate invoice after filling

out all the details

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FPP Invoicing

1.6.3. Invoicing – Invoicing Details – Order details

Form name: Invoicing Details

Caption: Invoicing Details
Navigation: DMU Structure → Project → More
Actions → Invoicing → Generate Invoice
The order details dropdown will have order details for
different order with following details

Contract No.
Line Item No.
Line item description
Ship to Country
PO
Currency

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FPP Invoicing

1.6.4. Invoicing – Invoicing Details – Provider Contract number

Form name: Invoicing Details

Caption: Invoicing Details
Navigation: DMU Structure → Project → More
Actions → Invoicing → Generate Invoice
The Provider contract drop-down helps us in enabling the
selection of relevant Bill to / Ship to details for the invoice.
By default system will list all the provider contracts that are
available against the delivery WBS.

The dropdown will have following details

Order No.
Item No.
Bill to Code
Bill to Country
Ship to code
Ship to country

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FPP Invoicing

1.6.5. Invoicing – Invoicing Details – LSA Document Number

Form name: Invoicing Details

Caption: Invoicing Details
Navigation: DMU Structure → Project → More
Actions → Invoicing → Generate Invoice
LSA document number selection will be mandated
provided there is a multi-entity billing involved as per
the DMU structure
The LSA Document Number dropdown will
showcase the following details,
LSA Document
Company Code

Once the selections are made user can click on the

Generate button which is available in the bottom of
the popup.

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1.6.6. Invoicing – Billing Approval main Screen for FPP

6 4

3 5

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Form name: Billing Approval Screen for FPP

Caption: Billing Approval Screen for FPP

Navigation: DMU Structure → Project → More Actions → Invoicing → Generate Invoice → Billing Approval

After click on the generate option, the Billing approval screen will open. The user will be able to view all milestones defined for the SOW along with the
following details.
Here the following details are shown:
1. WBS Details the header level details comprising of WBS , Order no , Line item , Currency , Advance billing details , Customer code , Customer
name , Total contract value , Customer approval flags , CAP on invoicing..etc
2. Milestone Billing details such as
a. Milestone ID
b. Milestone Description
c. Milestone Date
d. Digi Q Status (Applicable only for DigiQ initiated projects).
e. Milestone Period
f. Billing Date
g. Bill to
h. Ship to
i. Payer
j. Amount
k. Group
l. Actions (Hold, Release, Completed)
m. Remarks
3. Upload and Download options for supporting’s.
4. Save
5. Approve
6. More Actions (View of supporting documents, Download data options would be available)

Note : User can change the Actions from hold to release once the date has passed.

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1.6.7. Invoicing – Billing Approval Screen – Remarks

Form name: Remarks
Caption: Remarks
Navigation: Billing Approval Screen → Remark
The user can also add remarks against any
Milestone
Clicking on 1 to open the “Write remarks” pop-up for
the user to add remarks.
After adding remarks click “Add” to add remarks.
The remarks icon will be like this , if no comments
are added
The remarks icon will be like this if comments are
already added.
User can add his/her remarks & click on Add after
making the changes.

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1.6.8. Invoicing – Group

Form name: Group
Caption: Group
Navigation: Billing Approval Screen → Select
Records

The Group option allows user to add the line items

into different invoices.
1 The options available are:
View Groups
Manage groups

In view groups section , you will be able to see all the

groups that are already created /defined against the
WBS.

In manage groups section, You will have the option

to create a group as well as view the existing groups.

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1.6.9. Invoicing – Add to existing group

Form name: Group – Add to Existing Group
Caption: Group – Add to Existing Group
Navigation: Billing Approval Screen → Group
When one or more records are selected from the
milestone list, and the Group action is selected, the
following screen will open up
1 Here the user will have two options:
Add to Existing Group
2 Create Group
3
If “Add to Existing Group” is selected, the user will
have a dropdown option “Group Name” from where
the user can add the selected records to the group.
Selected records will be shown in the list with
following details
Milestone ID
Description
Milestone Date
SO line item
Period
Action (Remove Record)

After selecting the Group Name, click “Add” to add

those records to that group

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FPP Invoicing

1.6.10. Invoicing – Create Group

Form name: Group – Create Group
Caption: Group – Create Group
Navigation: Billing Approval Screen → Group →
Create Group
When one or more records are selected from the
milestone list, and the Group action is selected, the
following screen will open up
If “Create Group” is selected, the user will have to
1 Enter “Group Name”.
Further to entering group name, User will get a form
2
to enter the group definition details comprising of
below details.
Customer PO
Kind attention details
Customer cost center
Advance billing no

After entering the Group Name, click “Create” to

create the group name

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FPP Invoicing

1.6.11. Invoicing – More Actions

Form name: More Actions
Caption: More Actions
Navigation: Billing Approval Screen → More Actions
When more actions button is clicked, this window will
open.
Here the user will have two options to select
1 Upload Doc (Supporting documents / Customer
approval)
View Doc (Viewing already uploaded documents).

After selecting, any of the options the user can perform

the actions accordingly.

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FPP Invoicing

1.6.12. Invoicing – Upload Doc

Form name: Upload Doc
Caption: Upload Doc
Navigation: Billing Approval Screen → More Actions
→ Upload Doc
When “Upload” is clicked from the More actions
1
button, this window will open.
Here the user will have two options to select
Customer Acceptance
Supporting Files

After selecting, the user will have to browse & select

the document.

After the document has been selected, click “Upload”

to upload the document.

Note:
Files supported are JPG, PNG, PDF, docx, XLS,Zip ,
RAR ..etc

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1.6.13. Invoicing – Bill To

Form name: Bill To & Ship to selection

Caption: Bill To & Ship to selection against
milestone.
Navigation: Billing Approval Screen → Bill To / Ship
to / Payer dropdowns.
From Bill To option the user can select the various
bill-to & Ship-to & Payer codes applicable for the
milestones to perform the billing accordingly.

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FPP Invoicing

1.6.14. Invoicing – View Doc

Form name: View Doc

Caption: View Doc
Navigation: Billing Approval Screen → More Actions
→ View Doc
When “View Doc” is clicked from the More actions
button, this window will open.
Here the user will be able to view all the files which
have been uploaded.

User can also delete any document from the list by

clicking on cross beside the document name.

All the documents which have been uploaded can be

downloaded as well by clicking on “Download”
Button

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1.6.15. UI Design – Billing Approval Screen – View Doc

1.1.1. Form name: View Doc

1.1.2. Caption: View Doc

1.1.3. Navigation: Billing

Approval Screen → More
Actions → View Doc

1.1.4. When “View Doc” is

clicked from the More actions
button, this window will open.

1. Here the user will be able to view all the files

which have been uploaded.

2. User can also delete any document from the list

by clicking on cross beside the document name.

3. All the documents which have been uploaded can

be downloaded as well by clicking on “Download”
Button

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After Approval by DM

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Form name Billing Approval Screen for FPP - DM

Caption: Billing Approval Screen for FPP

Navigation: DMU structure->service offering->

Generate invoice ->Billing Approval Screen
Manage Invoice

1.2. Form name: Manage Invoice Navigation

1.3. Caption: Manage Invoice Navigation
1.4. Navigation: DMU Structure → Project → More
Actions → Manage Invoice

1.5.
1.6. Manage invoice is used to manage the invoices
that are generated against the service offering
which are in Submitted or pending submission
status. It also helps you with the view of all the
invoices raised against the service offering WBS
across active & History filters.

1.7. The “Manage Invoice” can be navigated to from

DMU structure.

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 FPP Invoicing

1.8.1. Manage Invoice

Form name: Manage Invoice

3 Caption: Manage Invoice
Navigation: DMU Structure → More Actions →
2 Manage Invoice
When the user clicks on Manage Invoice from DMU,
1
this screen will open.
The following details will be shown in this screen.
Billing Type
Active Invoice / History
More Actions
Invoice Cancellation
4 Reversals
Invoice Details
5
Invoice No.
Invoice Type
Billing date
Request ID
Total Value
Currency
Customer Code
Due Date
Dispatch Date
Status (Pending Submission, Submitted)
Actions
Actions
Reversal (Through credit note process)
Cancellation (Invoice Cancellation)

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1.9. Manage Request

1.9.1. Manage Request Navigation Form name: Manage Request Navigation
Caption: Manage Request Navigation
Navigation: DMU Structure → Project → More Actions
→ Manage Request
Manage Request is used to view & manage request
raised already raised for Billing approval , cancellation
Reversal..etc which are currently in Draft / Approved
stage.
It will also the status of invoice in case of multiple
approvals
The “Manage Request” can be navigated to from DMU
structure.

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FPP Invoicing

1.9.2. Manage Request

Form name: Manage Request

Caption: Manage Request
2 3 4 Navigation: DMU Structure → Project → More Actions
→ Manage Request
When the user clicks on Manage Request from DMU,
this screen will open.
1 The following details will be shown in this screen.
Active Invoice / History
More Actions
Reversal
Generate Invoice
5 Request Details
Request ID (Invoice can be navigated from here)
Request Type
Sales Line
Line Item
Start Date
6
End Date
Country
Currency
Total Amount
Status (Draft, Approved)
Request Status
The status of raised request can be viewed by hovering
over the status. Here the user will be able to view status
of request at each stage.

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Following are the field wise details for the project manager & Delivery manager in their detailed approval screen.

Milestone Approval screen:

Field name Editable Remarks

Milestone ID N Milestone details from DigiQ
 Auto derived based on
Milestone description N predefined milestones
Auto derived based on
Milestone date N predefined milestones
From DigiQ (if project is DigiQ
Delivery completion status N integrated)
From DigiQ (If project is
Service period N initiated in DigiQ else blank)
Billing date Y Manual entered
Billing value Y Manual entered
Total amount Y Manual entered
Manual selected to Release
Actions Y status for billing the milestone.
Group id y Manual entered
Remarks Y Manual entered

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Reimbursement billing WBS

Fields Editable (Y/N) Source

Cost type N Project cost
Payment date N Cost module
Start date N Cost module
End date N Cost module
Actual cost N Cost module
Currency N Cost module
Total Cost N Cost module
Billing value Y Manual
Start date N Cost module
end date N Cost module
Status Y Manual
Rejection reason Y Manual
Group id Y Manual
Kind attention Y Manual
PO Y Manual
Customer project name Y Manual
Cost center Y Manual
Remarks Y Manual

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1.7 Tasks – The task list for DM for pending approval will showcase the following information.

FPP Billing Tasks for DM (Fields) Remarks

Request no Unique no for the milestone approval
Project
WBS
Order
Line item
Milestone ID
Milestone Description
Milestone value
Currency

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