How to prepare a functional specification document

 623 Total views

How to prepare a functional specification document?

In this post I am sharing tips to prepare a Good Functional Specification:

Here are the tips:

  1. Use a Template: Always a use a template to prepare a Functional Specifications. Template should have all the required fields like Purpose, name of program (if there is any modification in existing program), T code (if applicable). Name of functional consultant, technical consultant etc. Template makes the functional specification a standard document.


  1. Provide Test Data: A functional consultant should always provide Test Data for Development server (test client). Test Data helps the Technical Consultant to test all the combinations of data for particular scenario. This avoids rework.


  1. Mention Selection Screen: Whenever you prepare functional specification for a report, always provide the fields of selection screen. Also try to prepare the screen in Mspaint and paste it in Functional specification. Here don’t forget to mention which field you want as mandatory (obligatory) and where you want range and multiple selection.


  1. Mention Data Type: Whenever you mention about fields in FS always mention the Data Type like whether it is a NUM or CHAR or DAT. This helps the technical consultant while writing code. Many times it happens that field with similar Data Type are technically same and we can use them in their coding to represent each other.


  1. Name of Enhancement: Always mention the name of BADI, BAPI or User Exit if applicable in Functional Specification. This reduces efforts of a Technical Consultant in his/ her work.


I hope you liked this article. I will keep on updating these tips for better understanding and interviews.


Author: Vaibhav

Vaibhav is an engineer by schooling and an SAP Consultant by training with 12 years of experience. He is certified in SAP PM and SAP MM. His expertise includes SAP PM, SAP MM, SAP QM, and MS excel. His industry specialties are Chemical, Automobile, Electronics and Infrastructure. He has lots of experience in SAP Training and Consulting.


  • SIVA March 22, 2019 Reply


  • Varin August 13, 2018 Reply

    please share SAP template if possible

  • Varin August 13, 2018 Reply

    Hi can you please share template as well for FS

  • Dhivya May 27, 2018 Reply

    please send sample of functional spec to this

  • Rajesh Verma May 8, 2018 Reply

    Hi Vaibhav,
    That would be great if you share Sample FS for MM, SD, PA.

  • AJIT SAMBHUS February 7, 2017 Reply

    Hi Vaibhav,
    PL provide Field ,Table & Data Type for preparing FS,
    Also,at times we hv to apply formulae– how ot work on it,
    Thanks in advance,
    It would be helpful further on Few documents on BAPI & BADI unlike User Exit you h provided,
    Thanks in advance

  • satya January 22, 2017 Reply

    Hello Vaibhav,
    Would you kindly provide a sample of a FS document. kindly send it to
    thanks in advance

  • rahul August 11, 2016 Reply



  • rahul August 10, 2016 Reply

    it would be very helpful if you would share any example related fs documents..
    thanks in advance

    • Vaibhav
      Mishra, Vaibhav August 11, 2016 Author

      hello Rahul,

      Yes, sure. I will prepare a sample FS document and provide here.Wait for some time.

Leave a Reply

Your email address will not be published. Required fields are marked *

error: Content is protected !!