PDF Bill Print Functional Specification Utility Billing Support

PROJECT IDENTIFICATION
Project Name Customer Name System Integrator (SI)

PDF Bill Print

Delivery Manager

Howard County
SI Program Manager

Ali Saberi
Customer Project Manager

Brenna Scribner
SI Project Manager Customer Project Manager Quality Lead

DOCUMENT CONTRIBUTORS
Person Role Degree of Involvement

Ali Saberi Jill Lloyd Kim Pickett Brenna Scribner

Contractor System Analyst System Analyst

Author 1 Author 2 Author3 Approvers/Reviewer/Contributor

DOCUMENT REVISION LOG

Source Author Date Revision

Initial Draft

Ali Saberi

02/28/2013

v.01 v.02

DOCUMENT PURPOSE

HC needs to change their print vendor (CMS) and send the new vendor PDF copies of the bills to print and mail. This document provides the requirements for producing these out of SAP using ADOBE Forms. Currently this functional specification is restricted to the bill form. Will need to consider and establish a function specification for Penalty Notices and Post Card PDF files as well.

Page 1 of 12 Version .02

Document1

Atrinova

FUNCTIONAL SPECIFICATION

REPORT OVERVIEW
Form ID Form Title Form Description Business Process

Invoice Print

ZWS_INVOICE_PDF

Sub Business Process

HC CR&B Invoice PDF Form

Required Development Completion Date

RICEF Log Reference

TBD None High Weekly

Form Frequency Form Language Form Output Medium

Weekly Default: English PDF

Form Dependency Priority Form Run

Currently a z-program is used to stream the RDI data for the Post Card and Penalty Form.

Page 2 of 12

Atrinova

FUNCTIONAL SPECIFICATION

Form Roles (Recipient)

External Users

Company specific / Division / Cross BU

Page 3 of 12

Atrinova

FUNCTIONAL SPECIFICATION

FUNCTIONAL SPEC CONTROL

Functional AnalystAuthor and Phone Number Planned Date of FS Completion FS Approved By Other Contact and Phone Number

Ali Saberi 3/5/2013 Scribner, Brenna

Process Owner and Phone Number Actual Date of FS Completion FS Approval date Other Contact and Phone Number

Brenna Scribner

FUNCTIONAL DESCRIPTION

PDF Bill Form Solution: Existing bill form will not change. EA40 will continue to point to the existing bill form i.e. ZWS_CCS_INVOICE. A z-program will be written to access the ZWS_INVOICE_T table. This tables houses all the details that are needed to print an invoice. This table is currently used by the ZWS_CCS_EXTRACT_INVOICE_CMS program to send an RDI to the print vendor. The approach is to use this table as the source table for the PDF invoice input interface. The following is needed: 1) Read the data from ZWS_INVOICE_T table 2) Build the Interface for the PDF program 3) Create the Binding for the PDF form 4) Create/establish the Layout for the PDF form 5) Create a Driver/Printer Program that will: a. Print File for Internal Storage i. Create individual PDF files per invoice per portion for storage in the directory, sorted by invoice number b. Print file for vendors: i. 4 files for vendor sorted by the following categories: 1. Zip by Regular Invoice 2. Zip by Regular Direct Debit (for print vendor to not provide a return envelope) 3. Zip by Non DD Multi-invoices to same Business Partner 4. Zip by Multi-invoices to same Business Partner on Direct Debit (for print vendor to not provide a return envelope) c. Print file for Business: i. Print Sample File for Business: 20 sample invoices (4 from each category from above) for Business to review and approve prior to sending the file to the vendor to print ii. Print File for Special Pull (out sorted) file 6) Create an FPT Script to move the files to the Print Vendor ftp server

Note: The Print Vendor only has the Pre-printed back. Not in the front, which is the layout/design/data directly from SAP. The back page is going to be maintained outside of

Page 4 of 12

Atrinova

FUNCTIONAL SPECIFICATION

SAP. Any changes that need to happen will happen outside of SAP. The PDF invoice will never have an Invoice more than 1 page (Back and Front).
ASSUMPTION / ISSUE/ DEPENDENCIES

Assumption
- The file format for transferring the data to new vendor will be a PDF format. - All unprinted print documents (invoices) will be selected for print by transaction EA29.

- EA60 will only be used to mark a print document printed so it will not be included in the weekly production bill print run (EA29). Penalty and Post Card Layout needed from Business. Cancel re-bills, will not need to update the PDF already generated and stored on the directory / storage system. New PDF will be made available for the corrected period.

BUSINESS REQUIREMENTS
M = Mandatory ID Requirement D = Desired O = Optional Notes

1. 2.

Print and mail the Bill form in PDF format to the New vendor

Page 5 of 12

Atrinova

FUNCTIONAL SPECIFICATION

FORM LAYOUT

Page 6 of 12

Atrinova

FUNCTIONAL SPECIFICATION

BILL FORM SECTIONS

1 Header Section. Information that is common to the entire invoice, such as account number, customer name, number and mailing address. 2 Usage Section. Read dates and usage information. 3 Charges Section. Charge amounts summarized by charge type. 4 Messages Section. Formatted customer messages. See the section below on how to update customer message texts. 5 Amounts Due Section. Net and gross amounts due. 6 Payment Method Section. Information on how to pay the bill. 7 Remittance Stub Section. Information repeated from the main bill used by remittance processing to identify the account holder. 8 Scan Line. OCR scan line automates payment processing. Action Item PDF will need the algorithm for the Scan Line. (Specification sent by Brenna). Shahid please incorporate this into this document

INTERFACE INPUT

INTERFACE LOGIC

INTERFACEOUTPUT

OPEN ISSUES IN THE FORM DESIGN

Page 7 of 12

Atrinova

FUNCTIONAL SPECIFICATION

This is a living document unless signed off for completion. All the issues with this reports will be logged here:

1) Business (Brenna) has faced the following challenges with the existing print vendor. The PDF will eliminate some of these a. Few major issues but non related to us other than the last one for Atrinova to fix: 1. Incorrect Inserts 2. Return envelopes incorrect 3. Didnt Mail on time 4. Dropped the Multiples didnt make sure that the customers got some ones else bills 5. Each week print 20 samples bills and sent to Brenna before printing,<- requirement for Atrinova b. TWO FILES Sent currently one regular and another special pull. Special pull is redirected to Brenna/Carol by the existing print vendor. This process is not changing. 2) Business has provided the exact formatting information for the layout. It will not change from the existing one, so summarizing: a. Existing Bill is the format going forward b. Addition is to provide a space on the Invoice for Print Action Records for additional notes on bills (Shahid to incorporate Print Action Records specification). Business will manage the Print Action Records and Training is to be provided. 3) Business will provide a few samples of existing bill forms (both pages - front and back) a. Brenna will provide existing samples. 4) Business has provided the following logic/conditions for inserts/messages/notes to customer that go in the bill currently (since the PDF Invoice will need to automate the process that the current vendor was currently doing) a. There will not be any inserts; the print vendor is responsible for inserts b. Special messages /notes from business will be handled using print action records 5) Technical Team (Kim and Jill) have provided the functional / technical documents that were documented for developing the existing bill form a. Technical team provided this already and is attached. 6) Business has confirmed the requirements for Page 2 of the PDF bill and provide the content/layout of the page 2 of the bill form (even if static): a. Page # 2 (back page) is not needed. One time PDF for the back page is to be sent to the print vendor. If it changes, the revised PDF outside of SAP will be sent to them. 7) Method of storage of the PDF bills and indexing/retrieving of the bills has not changed. a. Existing Directory structure will be used to save the individual invoices in PDF format. A program will be written to create the output of individual invoices

Page 8 of 12

Atrinova

FUNCTIONAL SPECIFICATION

8) The following requirements have been captured for Print Sorting requirements for mailing out the - discounted print 1. The print program will sort based on Zip code (Jill is the expert on this and knows) i. Sorting by Category 1. Zip by Regular 2. Zip by Regular DD 3. Zip by Non DD Multi 4. Zip by Mutli DD Note: Sort order in ZWS_INVOICE_T table. Sort is by Date of the Run and TCODE EA29. The Sequence Number is used to provide the Sort. The correct sequencing logic is the current CMS Z-programZWS_CCS_EXTRACT_INVOICE_CMS.

9) Print Action Records: Promotional offers/alerts/comments/ customer specific messaging are to be enabled. 10) The following is the break up of the number of files required to be printed each period (weekly) for each portion. a. Print File for Internal Storage i. Create individual PDF files per invoice per portion for storage in the directory, sorted by invoice number b. Print file for vendors: i. 4 files for vendor sorted by the following categories: 1. Zip by Regular Invoice Page 9 of 12 2. Zip by Regular Direct Debit (for print vendor to not provide a return envelope) 3. Zip by Non DD Multi-invoices to same Business Partner 4. Zip by Multi-invoices to same Business Partner on Direct Debit (for print

Atrinova

FUNCTIONAL SPECIFICATION

Incorporate the Round-Up in the Invoice. Use the ZXREFDATA to configure an Active vs. In-Active Round up Program / routine for this PDF project.

Page 10 of 12

Atrinova

FUNCTIONAL SPECIFICATION

BUSINESS TEST CONDITIONS (TO BE FURNISHED BY THE PROCESS FUNCTIONAL CONSULTANT)

[Please indicate the business level test conditions that should be used to verify successful operations of the Report] [Document all technical scenarios associated with this development. Examples would include 1) testing an error-free run; 2) testing the exception processes; 3) testing the error handling.] [Document all control scenarios associated with this development. Examples would include 1) Rounding of dollars
and cents; 2) Audit trail processing; 3) Reconciliation reporting]

Scenario # 1

Input Selection Criteria First SAP invoice for a converted account having a converted balance. First SAP invoice for a new account. Second SAP invoice for converted account having converted balance. a a

Expected Result Converted balance is included in the balance forward. No converted entries in balance forward. The balance forward may contain FICA charges/adjustments and payments. Balance forward from first invoice is carried forward to the second as an ACCINF line item if it remains unpaid when the second invoice is generated. The previous balance on the second invoice is the total amount of the previous invoice. Payment is included in the balance forward amount. Finance charges are included in the balance forward amount. HC rates are shown as they exist from billing. A blended rate is shown on the charge line(s). Meter change message is shown on the bill. Price change message is shown on the bill. Fire protection charge is shown.

Second SAP invoice for a new account. SAP invoice with payment. SAP invoice with finance (FICA) charges. SAP invoice same season only. SAP invoice two seasons. SAP invoice with meter change. SAP invoice with price change.

5 6 7 8 9 10 11 12

Invoice with fire protection charge. Cancel/Re-bill Invoice Cancel/Re-bill processing is supported for one month and several months back where the current period charges are shown as current activity on the bill and all prior activity (charges) are included on the balance forward line.

Page 11 of 12

Atrinova

FUNCTIONAL SPECIFICATION

REPORT DOCUMENTATION (TO BE FILLED BY THE REPORT BUILDER)

Document the Report Build in this section: Provide the RKF / C

Appendix

Page 12 of 12