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Provide The Orderbook contains reports in BW providing an overview of the app (e.g Domain, key processes, purpose of the app, etc)Sales Orders, Purchase Orders (transfers), Sales Order Lines, Schedule Lines, Deliveries, and Invoices. The relevant data is sourced from SAP/ERP/PF1&WP1. These reports serve to various stakeholders, including those in business, top management, and finance. Additionally, there are reports designed to provide insights for the supply chain team. |
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Describe the key User profiles that exist for the application. General role/Viewer role: Approver role: | ||||||||
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Target Users:As examples: Controllers / Accountants Business, Top management, and Finance Pricing team Supply chain team |
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0.01 | dd06.mm10.yyyy2023 | Azadeh Nasiri<Insert name> | Initial draft |
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2.0 Business Process
From a business perspective, the Orderbook provides users with estimated expected results in terms of sales for various timeframes: The current month, The month following the current month (M+1), Two months ahead (M+2), and Starting from the third month ahead (M+3 onwards).
These estimates includes both quantity and turnover, allowing users to have a view of sales in these timeframes.
The process begins with a customer service creating an order in SAP. This initial order document undergoes a series of steps, each managed by different teams at various points in time. For example, following the creation of the order document, the logistics team generates a delivery document related to the order. This step includes tasks such as planning for packing and picking, as well as any necessary preparations at the plant for transport. Subsequently, another team responsible for transport planning gets involved. They generate a shipment document that is related to the previously created delivery document. Consequently, a chain of documents is established, with each document following the other in sequence, each managed by different teams.
The Orderbook utilizes these documents to determine the best estimated invoicing date or the most accurate estimation for when the product will leave the plant. This determination is based on the most up-to-date and relevant information obtained from the interconnected documents.
It's important to note that these reports are highly dynamic due to the nature of our business processes. Orders can change, which impacts the results from one day to another. Therefore, the reports are loaded on a daily basis. As a result, we do not retain historical data, and we provide only snapshots based on new data loaded from SAP to BW.Capture the business process that the application supports . This can be describe through a process diagram or a business capability model
3.0 Application Feature Overview
Information about the existent Workbooks and the respective BW queries.
Orderbook reports included in the global sales folder in BW are categorized in three main folders as below.
1) SO folder
Related to Sales Orders: it is about sales order documents placed in SAP/PF1 system. These reports include sales orders which are Invoiced within the reporting period, Open (planned to be invoiced by the end of reporting period), Shipped but not yet billed (this includes items that have left as planned and are on the way to the customer; the invoicing timing may vary depending on the agreed incoterms).
2) PO folder
Related to Purchase Orders (transfers): it is about moving of orders from one plant to another, mainly called stock transfers. There are two types: a) internal that involves moving orders from one plant to another within the same company (UB document in SAP). 2) intercompany that involves moving orders from one plant to another, but in this case, the plants belong to different companies under the Solvay umbrella (NB document in SAP).
3) PO + SO (includes both)
For more details about sales order and purchase orders (transfers) see the links below.
| Category | Detailed | Technical name | Type | |
|---|---|---|---|---|
PO→ Purchase order (transfers) | ✓ | Order Book: PO - Invoiced (Current Month) | BE_WBK_MVSDSO47_003 | Invoiced |
| ✓ | Order Book: PO - To be Issued (Open Order) | BE_WBK_MVSDSO47_002 | To be Issued | |
| × | Order Book (PO): To be Issued (Snapshot) | BE_WBK_MVSDSO47_001 | To be Issued | |
| SO→ Sales Order | ✓ | Order Book: Invoiced (Current Month) | BE_WBK_MVSDSO41_SD008 | Invoiced |
| ✓ | Order Book: To be Invoiced | BE_WBK_MVSDSO41_SD011 | To be Invoiced | |
| ✓ | Order Book: To be Invoiced (Open Order) | BE_WBK_MVSDSO41_SD006 | To be Invoiced | |
| ✓ | Order Book: To be Invoiced (Shipped not Billed) | BE_WBK_MVSDSO41_SD007 | To be Invoiced | |
| ✓ | Order Book: To be Issued | BE_WBK_MVSDSO41_SD012 | To be Issued | |
| ✓ | Order Book: To be Issued (Open Order) | BE_WBK_MVSDSO41_SD001 | To be Issued | |
| ✓ | Order Book: To be issued (Shipped Not Billed) | BE_WBK_MVSDSO41_SD002 | To be Issued | |
| × | Order Book: To be invoiced (Snapshot) | BE_WBK_MVSDSO41_SD004 | To be Invoiced | |
| × | Order Book: To be invoiced + Contribution WP1 (Snapshot) | BE_WBK_MVSDSO41_SD014 | To be Invoiced | |
| × | Order Book: To be issued (Snapshot) | BE_WBK_MVSDSO41_SD003 | To be Issued | |
| × | Order Book: To be Recognized (Snapshot) | BE_WBK_MVSDSO41_SD013 | To be Recognized | |
| SO+PO | ✓ | Order Book (SO+PO): Invoiced | BE_WBK_MVSDSO49_SD004 | Invoiced |
| ✓ | Order Book (SO+PO): To be Issued (Open Order) | BE_WBK_MVSDSO49_SD002 | To be Issued | |
| ✓ | Order Book (SO+PO): To be Issued (Shipped not Billed) | BE_WBK_MVSDSO49_SD003 | To be Issued | |
| × | Order Book (SO+PO): To be Issued (Snapshot) | BE_WBK_MVSDSO49_SD001 | To be Issued |
4.0 Functional Specification
4.1 General Data/Calculations
This section will approach the concepts/definitions that will be used in all the reports and required to understand the data from the reports.
Could be specific fields, closing activities, additional information to work and understand the reports.
4.2 Process Detail
4.2.1. Report/Process Definition
<insert link>
4.2 Process Detail
The "Sales and Distributions" folder within BW contains 14 workbooks, all related to orderbook data. These reports can be categorized into two main categories: "To be Invoiced" and "To be Issued."
To be Invoiced:
- This category provides the best estimation of incoming results expected by the end of the current month and for future months.
- It is based on the sales orders placed in the SAP system.
- For each sales order, it determines the expected date for invoicing, also known as the billing date.
To be Issued:
- This category is primarily intended for the supply chain team.
- It offers the best estimation of deliveries to be issued by the end of the current month and for upcoming months.
- It determines the expected date for issuing these deliveries or provides the best estimation of when the product will leave the plant
- .
4.2.
2. KPI's/Calculations/IndicatorsIndicators available:
- XXXX
- XXXX
Indicatores/KPI's
Definition
Calculation/Extraction of data
Can be a field, a program, something that was created or the report
What are we looking for ? Why has this KPI been created/developed? What is the goal of monitoring this data ?
How is the calculation, or if it's a program what are the steps or how the data is extracted if it's by files
1. Report/Process Definition
The details of the two main flows of the orderbook are as follows:
Orderbook: with Contribution Margin→ The Order Book with contribution margin (integrated or standard) is provided for theTo Be Invoiced part, for the shipped not billed part and for the open order. You can find here details on the rules and calculations applied on the report.
Orderbook: To Be Recognized→ It is initially requested by technology solution to see the sales result from financial perspective (not sales perspective). For that, when a sales order is delivered to the customer considered for revenue. There are criteria to consider a sale order as a recognized sales order to generate the report.
Indexes
| PUQ | Unit prompt quantity. It is the unit quantity chosen when the report is refreshed. Can be: KG, VKG, TO... |
| CP | Prompt Currency. It is the currency chosen when the report is refreshed. Can be USD, EUR, BRL... |
| CO | Order Currency. It is the currency which the sales order was placed. |
| CR | Reference Currency. It is the currency of the legal company responsible for the sales. |
Gross Sales and Net Sales
The Gross sales value is available for the order line and for the billing line. Regarding the pricing conditions of each documents, the value corresponds to the basic price.
To determine the Gross sales we follow the rules below:
From the pricing conditions, considers the condition type which is in the condition class “B” (price).
The condition price must have an Account type.
The condition price cannot be a statistical condition.
The condition must to be active.
The Net sales is available for the order line and for the billing line. Regarding the pricing condition of each documents, the Net sales is calculated according to the following formula:
Net Sales = Gross Sales + Discounts&Surcharges + Rebates
NOTE: Commissions are not considered
More detail is available in: Gross Sales & Net Sales
Exchange Rate Method
Document type | Exchange rate |
Sales Order | Exchange rate from the day the sales document was created |
Open Order | Current Month: average monthly exchange rate M+1, M+2, M>2: forecasted exchange rate defined in BFC |
Invoiced values | Exchange rate from the day the billing document was created |
Order/Invoiced values in Reference Currency (CR) | The rate coming from the ERP: Based on the billing date for the invoiced value Based on the sales item creation date for order l |
4.2.2. KPI's/Calculations/Indicators
| ASP: Average Sales Price = Order line Net value / Order line QTY | ||
| Estimated Contribution Margin (Open Order): Turnover To be Invoiced current Month (-) Unit Costs * Quantity To be Invoiced current Month | ||
| Invoiced Gross Sales M: Gross Revenue invoiced on the month M | ||
| Open Order Cust. pick-up Net value M: Total on revenue for sales orders not yet issued and not yet invoiced, with the TO BE INVOICED DATE on the month M. Just for the shipping conditions = Customer Pick up. This works as an alert to show how much from the Open Orders Qty M have a risk to not be invoiced by the end of month M | ||
| Open Order Cust. pick-up QTY M: Total on quantity for sales orders not yet issued and not yet invoiced, with the TO BE INVOICED DATE on the month M. Just for the shipping conditions = Customer Pick up. This works as an alert to show how much from the Open Orders Qty M have a risk to not be invoiced by end of the month M | ||
| Open Order M Last 5 days Net value: Total on revenue for sales orders not yet issued and not yet invoiced, with the TO BE INVOICED DATE in the past 5 days | ||
| Open Order M Last 5 days QTY: Total on quantity for sales orders not yet issued and not yet invoiced, with the TO BE INVOICED DATE in the past 5 days | ||
| Open Order Net value M: Total on Revenue for sales orders not yet issued and not yet invoiced, with the TO BE INVOICED DATE on the month M | ||
| Open Order QTY M: Total on quantity for sales orders not yet issued and not yet invoiced, with the TO BE INVOICED DATE on the month M | ||
| Open Order with conf. qty M: Total on quantity for sales orders not yet issued and not yet invoiced, with the TO BE INVOICED DATE on the month M. It shows how much from the Open Orders Qty M have a confirmed quantity after ATP analysis | ||
| Open Order with conf. qty Net value M: Total on Revenue for sales orders not yet issued and not yet invoiced, with the TO BE INVOICED DATE on the month M. It shows how much from the Open Orders Qty M have a confirmed quantity after ATP analysis | ||
| Shipped not Billed Net Value M: Total on revenue for sales orders that have been issued (with Actual GI Date) on the month M, but not yet invoiced | ||
| Shipped not Billed QTY M: Total on quantity for sales orders that have been issued (with Actual GI Date) on the month M, but not yet invoiced | ||
| To Be Invoiced Net value < M: Total on revenue for sales orders not yet issued and not yet invoiced, with the TO BE INVOICED DATE on the past. This brings in evidence sales orders that must be changed or closed | ||
| To Be Invoiced Net value M: Total on revenue for sales orders not yet issued and not yet invoiced, with the TO BE INVOICED DATE on the month M. This brings in evidence sales orders that must be changed or closed | ||
| To Be Invoiced Net value M+1: Total on Revenue for sales orders not yet issued and not yet invoiced, with the TO BE INVOICED DATE on the month M+1 | ||
| To Be Invoiced Net value M+2: Total on revenue for sales orders not yet issued and not yet invoiced, with the TO BE INVOICED DATE on the month M+2 | ||
| To Be Invoiced Net value M>2: Total on Revenue for sales orders not yet issued and not yet invoiced, with the TO BE INVOICED DATE on the month M+3 on | ||
| To Be Invoiced QTY < M: Total on quantity for sales orders not yet issued and not yet invoiced, with the TO BE INVOICED DATE on the past. This brings in evidence sales orders that must be changed or closed | ||
| To Be Invoiced QTY M: Total on quantity for sales orders not yet issued and not yet invoiced, with the TO BE INVOICED DATE on the month M. This brings in evidence sales orders that must be changed or closed | ||
| To Be Invoiced QTY M+1: Total on quantity for sales orders not yet issued and not yet invoiced, with the TO BE INVOICED DATE on the month M+1 | ||
| To Be Invoiced QTY M+2: Total on quantity for sales orders not yet issued and not yet invoiced, with the TO BE INVOICED DATE on the month M+2 | ||
| To Be Invoiced QTY M>2: Total on quantity for sales orders not yet issued and not yet invoiced, with the TO BE INVOICED DATE from the month M+3 on | ||
| To be Invoiced Total Net value: Total on revenue that remains to be delivered. To calculate it, subtract the Order line quantity to what was already issued or invoiced multiplied by the order line price | ||
| To be Invoiced Total QTY: Total on quantity that remains to be delivered. To calculate it, subtract the Order line quantity to what was already issued or invoiced. | ||
| To Be Issued Net value M+1: Total on revenue for sales orders with the TO BE ISSUED date on the month M+1 | ||
| To Be Issued Net value M+2: Total on revenue for sales orders with the TO BE ISSUED date on the month M+2 | ||
| To Be Issued Net value M>2: Total on revenue for sales orders with the TO BE ISSUED date on the month M+3 on | ||
| To Be Issued QTY M+1: Total on quantity for sales orders with the TO BE ISSUED date on the month M+1 | ||
| To Be Issued QTY M+2: Total on quantity for sales orders with the TO BE ISSUED date on the month M+2 | ||
| To Be Issued QTY M>2: Total on quantity for sales orders with the TO BE ISSUED date on the month M+3 on | ||
| TOTAL ASP: Total Average Sales Price = Total Net value / Total QTY | ||
| TOTAL CONF ASP: Total Average Sales Price = TOTAL CONF Net value / TOTAL CONF QTY | ||
| TOTAL CONF Net value: Open order with conf qty Net value M + Shipped not billed Net value M + Invoiced Gross sales M | ||
| TOTAL CONF QTY: Invoiced QTY M + Shipped not billed QTY M + Open order with conf qty QTY M | ||
| TOTAL Net value: Invoiced Gross Sales M + Shipped not Billed Net Value M + OPEN ORDER Net value M |
5.0 Non-functional Descriptions
5.1 Usability
5.2 Regulatory Compliance
5.3 Security
5.4 Performance
5.5 Reliability
5.6 Scalability
5.7 Compatibility
5.8 Availability
5.9 Refresh of the Data
Daily basis is refreshed (there is no history for orderbook reports)
5.0 Non-functional Descriptions
Please populate the relevant section and delete those that are not applicable.5.1 Usability
Usability is about the ease with which a User can learn to start using the solution and the ease with which they can use the system. In addition to ease of learning and ease of use, usability also includes areas such as ease of recall, error avoidance and handling, accessibility among others e.g., 99% of metadata entry Users who have use the Maintenance Dashboard should be able to change filters, extract etc., when required. Maintenance data will be centrally stored in the Google Cloud platform, which will be available to other applications e.g., and Dashboards if needed.
5.2 Regulatory Compliance
Software systems must comply with legal and regulatory e.g., GDPR requirements, this can change depending on country, organisation industry and / or region. The software systems must be secure from unauthorized access. The Maintenance Dashboard will comply with Solvay’s regulations and compliance e.g., access only granted to authorized Users.
5.3 Security
Security refers to essential aspects that assure a solution and its components will be protected against unauthorized access or malware attacks. Important considerations related to security aspects of a system are User authentication, User authorization or User access privileges, data theft, malware attacks, data encryption, and maintaining audit trails, e.g., only Users with administrator access shall be able to create new accounts and assign data access privileges to the new accounts e.g.,
- All data will be encrypted in the dashboard
- Only authorised Users / Administrative Users will be able to access data.
- Maintenance data will be split between either SCO or ECO, and Users will only have authority to one Entity data.
5.4 Performance
Performance defines how fast a software system or a particular section of it responds to certain User actions under a certain workload. In most cases, this metric explains how long a User must wait before the target operation happens e.g., the page renders, a transaction is processed, etc., given the overall number of Users now. Performance requirements may describe background processes invisible to Users, e.g., backup and speed of data transfers.
5.5 Reliability
Reliability is the ability of a solution or its component to perform its required functions without failure under predefined conditions for a specified time / period. Reliability can possibly be specified in terms of average time system runs before failure occurs, percentage of operations completed successfully within a time / period, maximum acceptable failure probability, or number of failures within a period. Reliability aspects are in reference to (but not limited to) evaluation of the system to be considered as reliable, classification of reliability defining failures vs. regular failures, and the impact of failure on business operations. The Maintenance Dashboard will display data from the previous refresh of data.
5.6 Scalability
Scalability refers to the degree to which a solution can evolve to handle increased amounts of work. The increased amount of work could be in terms of the user base, transactions, data, network traffic, or other factors e.g., the system should be able to handle an additional load of a maximum of 5,000 Users every month for the next 6 months without any noticeable performance impacts.
5.7 Compatibility
Interoperability is the degree to which the solution is compatible with other components. It is a measure of how effectively the system interoperates with other software systems and how easily it integrates with external hardware devices.
Interoperability aspects to be discussed during elicitation are in reference to (but not limited to) software systems to be interfaced with along with data / messages to be exchanged and any standard data formats, hardware components to be integrated with, and any standard communication protocols to be followed e.g., Order Management system will push the order file into a secured file transfer protocol server from where it will be loaded into the system through a daily job. To guarantee between Google Cloud platform and SAP BW Queries e.g., BW_QRY_MVPMOR01_0002, Solvay has introduced a new tool called Xtract (Xtract).
5.8 Availability
Availability is the degree to which the solution is operable and accessible when required. It is a measure of time during which the system is fully operational e.g., available for use and sometimes included as a Service Level Agreement (SLA) considering its criticality to the business, e.g., the system shall be at least 99% available on weekdays between 09:00 to 18:30 Central European Time (CET).
5.9 Refresh of the Data
Frequency, data, and time of the data refresh in the data product.