Design Document: Functional Specification Document FPP Invoicing
Design Document: Functional Specification Document FPP Invoicing
Design Document: Functional Specification Document FPP Invoicing
FPP Invoicing
1.2. Approvers
Name Version Approved Position Date
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.
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
4
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.
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.
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.
5
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)
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.
6
FPP Invoicing
Out of Scope:
Technical design of the process is not included in this document.
7
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.
8
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
9
FPP Invoicing
10
FPP Invoicing
Contract No.
Line Item No.
Line item description
Ship to Country
PO
Currency
11
FPP Invoicing
Order No.
Item No.
Bill to Code
Bill to Country
Ship to code
Ship to country
12
FPP Invoicing
13
FPP Invoicing
6 4
3 5
14
FPP Invoicing
15
FPP Invoicing
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.
16
FPP Invoicing
17
FPP Invoicing
18
FPP Invoicing
19
FPP Invoicing
20
FPP Invoicing
21
FPP Invoicing
Note:
Files supported are JPG, PNG, PDF, docx, XLS,Zip ,
RAR ..etc
22
FPP Invoicing
23
FPP Invoicing
24
FPP Invoicing
25
FPP Invoicing
After Approval by DM
26
FPP Invoicing
Form name Billing Approval Screen for FPP - DM
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.
27
FPP Invoicing
28
FPP Invoicing
29
FPP Invoicing
30
FPP Invoicing
Following are the field wise details for the project manager & Delivery manager in their detailed approval screen.
31
FPP Invoicing
32
FPP Invoicing
1.7 Tasks – The task list for DM for pending approval will showcase the following information.
33