High- Level Specification

Functional Overview

This enhancement is to ensure that manual journals posted in the system have adequate supporting documents attached before they get routed for review and approval.

The primary purpose is to increase the degree of SOX compliance and to further tighten internal controls around manual journal entries and to drive up efficiency in the journal review process in the new S/4 HANA systems.

Internal controls exist at Syensqo around the existence of supporting documents for manually posted journals in the system. This is currently monitored via detective mechanisms at period-end that requires manual With the proposed enhancement it is safeguarded that

1.) the internal control is adhered to in all cases in a preventive manner rather than via detective monitoring activities at period-end

2.) Approvers/Reviewers don’t need to spend time rejecting journals that lack supporting documents which should lead to efficiency gains compared to the current state.

Scope and Objectives

Detail the functional scope and objectives of the Enhancements. Please also describe the gap that will be addressed by this enhancement (Compared to SAP Standard)

This enhancement shall be applicable to manual journals posted via the below two Fiori applications and its respective successor apps in future S/4 HANA releases:

• F4670A - Verify Currency Adjustment- New Version
• F2457A - Verify General Journal Entries - New Version

Please note that Fiori app 'F4670A - Verify Currency Adjustment-New Version' also allows for bulk upload processing via Excel upload functionality. As part of this process, another enhancement (ERP-558) automatically attaches the Excel upload template as supporting document to all journals submitted for review in the respective upload batch. As such, the existence of a supporting document is system-assured if journal entries are entered via this mode of entry and therefore doesn't require further validation via this enhancement. Journals uploaded via Excel upload functionality shall be exempted from the validations proposed in this enhancement.

SAP standard does not provide similar validation features in its current S/4 HANA releases and also doesn't intend to implement any in the foreseeable future. An incident with SAP was logged to query about possible inclusions in the future roadmap designs for journal entries. While the request was acknowledged and generally understood as a legit requirement, SAP also pointed out that there is no roadmap item planned out currently to embed this feature into the standard product offerings in the foreseeable future. Please refer to OSS incident 858195/2025 for further reference.

Assumptions

The following assumptions are taken for this custom development:

• Fiori applications evolve over time as SAP is constantly improving its current product offerings. At the time of writing, the enhancement is applicable to journal entries posted via Fiori apps F4670A and F2457A which are the latest journal entry apps available in S/4 private cloud environments. If new apps are released by SAP in future releases that offer significantly better useability for journal entry processing, Syensqo may adopt these applications as new default entry methods for journal entries. The enhancement may need to be extended to those successor applications as well in future releases.
• The enhancement shall be withdrawn once SAP adds the built feature into its scope of standard functionalities for journal entry processing.
• The enhancement shall remain in place even if Syensqo decides to move away from a mandatory review process for high-value G/L journals to ensure compliance with internal controls and best practices for journal entry processing. Journals posted without adequate levels of support invite audit queries that may be difficult to resolve without proper justifications.

Describe any assumptions that have been made in the process of completing this design. What functionality is expected of configuration or other developments that pass information to this development and/ or retrieve the information processed by it (performance, triggers, exceptions, etc.)

Dependencies

Indicate any dependencies or constraints that may impact this development, in terms of requirements from internal or external applications, other work streams, time constraints, data or system access restrictions. Also, please specify scheduling or process dependencies, e.g. interface/batch job that must run beforehand or process steps that need to be completed prior to executing this development.

Security, Integrity and Controls

To detail the security requirements for processing this enhancement, any data integrity issues associated with the object and the teams that will be responsible for processing the object, i.e. authorization/roles required to who can execute the enhancements, etc.

- Custom Tables, enhancement, transaction codes, programs, Web Dynpro Application, Code Data Services (CDS), Open Data Protocol (OData), BI reports, and Functional Modules need to have at least one authority check either standard or custom. (custom should be an exception)

- All custom tables will be maintained in a certain Authorization Group (example: ZFIN, etc.)

- In the case of transaction codes an additional check other than the object S_TCODE is required. You can use SU24 to find the related authorization objects to check.

All other WRICEFs

- If the authorization check is already performed in the calling Programs, this section can be filled as “Follow calling programs authorization check” (example : BADI to redirect DMS to OpenText, in which the calling Manage Purchase requisition Fiori App already performed authorization check)

- If the authorization check is not checked in any of the development, this section should be filled with the proposed authorization check. You can refer to SU24 to see the standard authorization objects. (example: full custom Fiori App to enable user to download/upload the project plan)

Configuration Requirements

Specify the configuration requirements for this object. Like in case of substitution/ routine specify the configuration needed

Language Requirements

Specify the language requirements for this object. Specify the required language and type of translation, like labels, data.

Special Requirements

Specify any special requirements or considerations that may impact the enhancement based on specific locations, regulatory compliance or system limitations. Clearly outline requirements e.g. localization rules for countries like China

If the enhancement interacts with third-party systems such as Icertis, describe any additional integration, security or authentication considerations that must be taken into account.

Design Rationale

Functional Requirements

Detail the functional requirements that are desired to be achieved by the Enhancement compared to current functionality

Proposed Technology to Use

Typically, an enhancement will be based on an existing SAP BADI / user exit. If this is the case, please provide the proposed details of the BADI / user exit.

Data Source Considerations

Include an overview of the source

Data Validation Considerations

Include an overview of the data validation requirement

Custom Tables

If any custom configuration tables are required, which will be read by the enhancement logic, then specify them here.

Master Data

<Title Custom Table 1>

<Include an overview of the table and what it’s used for>

Configuration Table

Title Configuration Table 1

Include an overview of the table and what it’s used for

Selection Screen Enhancement

This section will give the details on the selection screen parameters, parameter type and whether it’s obligatory or not. This section can be used to define the Import Export parameters for Function Module or User Exit or Screens.

Processing Logic

This section defines the detailed step-by-step logic implemented within the BAdI/User Exit to process the data received from the standard SAP program and database retrieval. It explains the operations performed on the data, the expected outcomes in different scenarios and how the system should behave in response to specific conditions.

Volumetrics

Provide volumetrics details: Initial load volumes, Number of Records, Expected Frequency, Expected Long term Growth)

Performance Considerations

Specify if there are any specific performance factors that need to be taken into consideration during development i.e. enhancement must be able to be executed by 10 users at the same time, etc.

Error Handling

Detail how errors will be handled: Notification, Restart/ Recovery and Re-Processing Procedures

Testing

How to Test

Please provide some guidance and/or test data to help the developer unit test the enhancement. Please include both positive and negative testing (to validate error situations handling). The developer will need to test repeatedly, so where appropriate provide instructions to reverse the actions performed so the test may be run again or explain how to create new input data to the test. The developer will need logons for test users representing the various roles within the approval process.

Test Conditions and Expected Results

Test Considerations/Dependencies

List any considerations essential for application test planning (e.g., test this before ABC along with DEF separate from GHI). If the development encompasses a user interface, explain how to test it. List any insights as to how this component could be tested the most efficiently.

Other Information

Development Details

Package

Enhancement Implementation

Other Development Objects

Appendix

Custom Authorization Group Naming Convention

This table is based on the Syensqo development standards document. It provides the naming conventions for authorization groups to associated with custom reports and tables to comply with security requirements.

See also

Insert links and references to other documents which are relevant when trying to understand this decision and its implications. Other decisions are often impacted, so it's good to list them here with links. Attachments are also possible but dangerous as they are static documents and not updated by their authors.

Change log