Scope Document: 2. Configure Electronic Banking Statement in SAP

Scope Document
Contents
Goal.........................................................................................................................................................1
Deliverables:............................................................................................................................................2
Critical Success Factors:...........................................................................................................................2
Estimations..............................................................................................................................................2
Assumptions............................................................................................................................................2
Outstanding questions.............................................................................................................................3
Risks.........................................................................................................................................................3
Exclusions................................................................................................................................................3
Goal
1. Configure the Automatic Payment Program in SAP - In SAP, we have APP (Automatic Payment
Program) for vendors and customers to process payments and receivables request. Automatic
payment program reduces manual work load of end users. Automatic payment program is a
time saving tool for end users. Through automatic payment program, we can check invoices and
process due items, which crosses the specified credit period. APP also creates check point to
avoid advance payments of vendors.
Through this automatic payment program, company can avail maximum discount, reduce
interest charges levied for late payment and utilize maximum number of credit days. Company
can process payments in local currency and parallel currency. End user can schedule future
payments with this program.
Automatic payment program, search open items for vendors and due items for customer
automatically. Then process the vendor open items for payment and customer due items for
receivable. To process automatic payment program for customer, ‘Customer bank account
details and authorization to collect the balance amount’ are the mandatory things.
2. Configure Electronic Banking Statement in SAP

Processing of electronic bank statement consists of two phases:
1. You need to import the bank data into the system (sometimes it is necessary to
transfer the file into a format readable by SAP before),
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Scope Document
2. Run the post processing transactions - clear and post the items that have not been
posted automatically.
The transfer program (for example: MultiCash) uses the bank data to generate two files for
further processing, STATE.TXT and ITEM.TXT. STATE.TXT contains bank statement header
information and ITEM.TXT contains the transaction information. Using this format, the bank
statements can be imported.
For the import, you need to enter the format, along with the two file names, and stipulate the
type of further processing. The system then automatically makes the postings to the bank
account, bank clearing account, customer account, and, if required, vendor account, along with
the payment clearing. You have two options here:
1. Immediate posting
2. Create a batch input session, and then run it.
We propose to use MT940 format file for Electronic Bank Payments.
Deliverables:
1. Test document explaining the scenario that needs to be used when executing the programs at a
periodic interval.
2. Configuration document for setting up of the Automatic Payment Program and the Electronic
Bank Statement
3. The Unit Test & an Integrated Test Document displaying the required results
4. Post Go-live support in order to help the end users to get into the speed.
Critical Success Factors:

1. Provide information for the delivery team’s questions in time.
2. Maximize the effectiveness of Testing resources
3. Document tests so that they can be reproduced and re-used.
Estimations
1. Currently, it is estimated that Automatic Payment Program can be configured in 5 man
days. This is subject to availability of the test system and also based on the additional
development activity.
2. The Electronic Banking Statement configuration would take 8 man days, again subject to
the availability of the test system. Since this is also based on the additional information
from a Third Party Service (The banking institution), the estimated time would be
adjusted accordingly.
Assumptions
1. The required access to the Client SAP system is provided immediately.
2. The users will be available for training
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Scope Document
3. Once the configurations are complete, the configuration document will be handed over to the
client.
Outstanding questions
With regard to Automatic Payment Program:
1. What is the current procedure of printing cheques? Is the client using the cheque print
functionality from SAP?
2. Do they have the printed cheque leaves from the bank?
3. We need the cheque number series which are currently used.
4. How many banks should be available for Automatic Payment Program?
5. Do they require any training on using the APP functionality in SAP?
6. Should we prepare the user documents as well along with this configuration?
7. Who will be the point of contact from the client with regard to,
a. providing the required information
b. Testing the solution in quality?
With regard to Electronic Banking Statement:
1. How many banks should be available for EBS? What kinds of files are available from
the Bank to process in SAP?
2. What is the current process of reconciliation?
3. What is the current frequency of reconciliation?
4. With regard to EBS, the biggest action is to stop using the existing process and to convert
to the Electronic process. This requires functional work from the client team. We might
need considerable amount of time from them as well.
Risks
1. Non completion of the project within the stipulated time due to non-availability of data.
2. Access to the client system over VPN for a offshore development
Exclusions
1. The scope of this development is limited to;
a. Setting up of Automatic Payment Program
b. Setting up of a Bank Statement Upload process to one Bank as identified by the client.
Anything other than this is excluded from the scope of this document.

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