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Branch Finance User Manual

1. RE ABRECHNUNG_0100 12 05 99 s VE RE OBJEKTE_0100 12 05 99 sii vendor 20020808 Sp GiL pree PE VETR EET 12 05 99 S invoice date 24 03 2008 Reference 2985068 M s LEADING TECHNOLOGIES STANDARD 1_0100 10 05 99 S posting Date 26 03 2008 2nd MAIN eee pee z Document type KR Vendor invoice NO 28 STANDARD 30100 240599 S Amount 5 000 00 INR M Calculate tax BANGALORE 560018 STANDARD 4_0100 05 08 99 s s i aana uun 14 14 VAT 4 NON DED T 080 41223438 E Bus place sectn BNG BNG Text SECURITY SERVICE CHGS FEB 2008 VVPURAM OFFICE Bank account Paymt terms 15 Days net Not available Baseline date 24 03 2008 ols Company Code 1500 VIJAYANAND PRINTERS LTD HUBLI PI selects this va ria nt 0 Items Screen Variant BCCL Invoice ae Short text D C Amount in doc curr Loc curr amount T Assignment no Text S to have minimum boe a m 3 field in the detail S De 2 0 00 14 IS De 0 0014 S De 8 00 14 S De 0 00 14 S De 6 00 14 S De 0 00 14 S De 8 00 14 a S De 0 00 14 X S Sm l C0 0 RAMSWAMIO806 DQR3IMCOMS702_ INS Yi Inbox Je SAP Log Gj 2008_0 Gy 200604 fm SAP PR I Micosof je Park Ve Wie Bove 1 14PM Segm SAP Field Input Master Data Capturing ent Display Baseline Date Default as Invoice U
2. Dt Vendor Selection from Select the Vendor Master Ensure that the Company Code in the Selection is 1500 Always Invoice Date Input Enter the Vendor Invoice Date Reference Input Enter the Vendor Invoice No Posting Date Input Should always current day Today s Date Amount Input Enter the Vendor Invoice Bill Amount Currency Selection INR for Indian Currency Calculate Tax Tick Option Tick option to be used where in the Input Tax Basic calculation are involved Data Tax Code Selection from Select Input Tax Code from the Drop Down Master Tax Amount Input If the Calculated amount is different from the Vendor Invoice then Tax Amount can be directly entered Business Place Selection from Select the respective Branch Code Master Section Selection from Select the respective Branch Code Master Text Input Header Text Can be copied into Detail by using the Key Company Code Selection from Enter the Company Code alwaysas 1500 Master Prepared by BCCLHA Process Management Group Vijayanand Printers Limited SAP Implementation Program a lt e Caa 5255 3048 fe os Park Vendor Invoice Company Code 1500 a Tree Off Company Code 23 Simulate B Save as Completed B Post P Editing Options Tree Created on Transactn R Invoice a Ba 5 000 00 aoo Y Gy Screen variants for tems Basicdata Payment Details Tax Withholdingtax Notes
3. 8 Shimoga Office Collection Office Code 1510 Type of Source of GL GLAccount Head Profit C entre Collection Income Account Code Response 01 Response 30300013 RESPONSE DEBTORS VPL A C 2120101223 RMD 05 RMD 30400042 RMD SAP DEBTORS CONTROLA C 2123101223 Wastepaper 18 Finance RESPEC TIVE C USTO MER A C 2140101223 Employee 18 Finance EMPLOYEE CONTROL A C 2140101223 Advt BCR 01 Response 50000401 ADVTINCOME PRINT MEDIA LOCAL 2121301223 9 Gulbarga Office Collection Office Code 1511 Type of Source of GL GLAccount Head Profit Centre Collection Income Account Code Response 01 Response 30300013 RESPONSE DEBTORS VPL A C 2120101224 RMD 05 RMD 30400042 RMD SAP DEBTORS CONTROLA C 2123101224 Wastepaper 18 Finance RESPEC TIVE CUSTO MER A C 2140101224 Employee 18 Finance EMPLOYEE CONTROL A C 2140101224 Advt BCR 01 Response 50000401 ADVTINCOME PRINTMEDIA LOCAL 2121301224 10 Belgaum Office Collection Office Code 1512 Type of Source of GL GLAccount Head Profit C entre Collection Income Account Code Response 01 Response 30300013 RESPONSE DEBTORS VPL A C 2120101225 RMD 05 RMD 30400042 RMD SAP DEBTORSCONTROLA C 2123101225 Wastepaper 18 Finance RESPEC TIVE CUSTOMER A C 2140101225 Employee 18 Finance EMPLOYEE CONTROL A C 2140101225 Advt BCR 01 Response 50000401 ADVTINCOME PRINTMEDIA LOCAL 7121301225 Prepared by BCCLA Process Management Group 33
4. is start We SAPLogon Gy 2008032 E Booki Inbox Micr j SAP Easy A jg Pay InSip SO e EAM 4 5 Generation of Pay in Slip Number Cash Collection Once the Collection No is generated from the System the user will bank all cash collection in single pay in slip for all departmental collections on daily basis Transaction Code in SAP Collection Module Cash Collection Transaction Code ZFPISGEN Navigation Path Accounting Financial Accounting gt Fl Times Media ERP gt C ollection gt Doc ument gt ZFC ASHTO BANK Cash Collection Posting to Bank Prepared by BCCLHA Process Management Group 40 Vijayanand Printers Limited SAP Implementation Program User Inputs on the Screen Company Code Enter Company Code always as 1500 for VPL Collection Office Enterthe Branch Code 1505 for Hubli Collection Statement Generation Date Enterthe Collection Statement Generation Date Source of Income Select from the Master help menu provided 01 for Response 05 for RMD 18 for Finance Always give Range from 01 t0 18 This would facilitate the userto collate All collections across the department based on the payment method And pay in slip category Receipt No Receipt Posting Date User has the option to post individual receipt collections directly to Bank account However we don t use this option since the cash Coll
5. Vijayanand Printers Limited SAP Implementation Program Branch Finance User Manual Version 1 0 26 Mar 2008 THE TIMES GROUP Prepared by BCCLHA Process Management Group Vijayanand Printers Limited SAP Implementation Program Index General Information 1 1 Company Codes 1 2 Controlling Area 1 3 Business Area 1 4 Business Place Section Code 1 5 Collection Office Codes Accounts Payable 2 1 Accounting of Fl Vendor Invoicing 2 2 Accounting of MM Vendor Invoicing Employee Related 3 1 Accounting of Employee Related Expenses Reimbursements 3 2 Accounting of Employee Advances 3 3 Accounting of Travel Claims Collections 4 1 Accounting of Collections Receipts 4 2 Reversal of Collections 4 3 Generation of Collection Number 4 4 Generation of Pay In Slip 4 5 Accounting of Cheque Retums General Ledger Accounting 5 1 Accounting of Joumal Voucher Reports 6 1 Vendor Related 6 2 Employee Related 6 3 Banking Related 6 4 General Ledger Related Prepared by BCCLHA Process Management Group 2 1 Vijayanand Printers Limited SAP Implementation Program General Information 1 1 Company Code 1500 Vijayanand Printers Limited This input is very important while accounting any FI Related Transactions Spooling of Reports in SAP FI Module 1 2 Contolling Area I PEE q H Name T Contolling Are Vijayanand Printer
6. Park Vendor Invoice Company Code 1500 at Tree On GE Company Code P Simulate EJ Save as Completed H Post 2 Editing Options Bus Area Ref key 1 Ref key 2 Refkey 3 1501 VENDOR DOMESTIC TRN TRU NO SEC SER CHGS FEB VV PUR M s LEADING TECHNOLOGIES 2nd MAIN NO 28 BANGALORE 560018 T 080 41223438 ERN Al Prepared by BCCLA Process Management Group 8 Vijayanand Printers Limited SAP Implementation Program Segm SAP Field Input Master Data Capturing ent Display GLAccount Selection from Select the GL Code on which the Transaction to be the Master debited Ensure that Company Code in the Selection Parameter always 1500 Short Text Display Displaying the Short Text of GLCode Debit Credit Input Select Debit or Credit Amountin Doc Input Enter the Document Currency Amount else use the key if Curmency it is only one row The key will copy the headeramount in detail Acco TaxCode Display Selection done at header level which is copied into detail unting transaction Detail Text Input Using Key forcopying the Headernanation to detail Comp Code Display Displayed based on the Header Information Cost Centre Selection from Select the Cost Centre Code from Master the Master While selecting the Cost Centre Code from the Master please ensure the
7. Assignment Input Please enter the Cheque No which will reflect in the General Ledger Accounts This is very important for reconciliation of Response RMD Control Account for collections on monthly basis with the Legacy System Amount Input Enter the Collection Amount TDS Amount Input Not applicable to VPL Hence please keep this field blank In case of TDS Deducted by Customer for Advt Collections user will required to pass an accounting entry through J oumal Voucher Trans Code FB 50 Cheque No Input Enter the Cheque No Details This is required for generation of collection statement pay in slip Cheque Date Input Enter the Cheque Date Bank Key Select Select the Customer Bank Account from Master Bank Branch Input Enter the Customer Bank Branch Details Free Text Pay in Slip Type Selection Select the Pay in slip Type High Value Local Outstation Same Bank This is very important for generating the Pay in sip according to CMS Category of Collections Personnel No Selection Select the Personnel Number who collected the amount else the capture in case of Employee related control accounts Advances Loans Prepared by BCCLHA Process Management Group Vijayanand Printers Limited SAP Implementation Program Feld Te xt Input Master Selection Input Content Captured E
8. Important Tips for the Branch Finance User a After entering the individual collections the user can verify the accounting data through a report developed in SAP FI Module ZACOLLSIAT Collection Statement b While entering the data please take care of the following critical field e GLAccount pl referthe Accounting Data Branch wise e Payment Method Cash Cheque etc e Payee Name Please capture the Payee Name of the Customer Response RMD e Assignment Field Please capture the Check Number which will reflect in Response RMD Control Account To facilitate the collection reconciliation Prepared by BCCLHA Process Management Group 34 Vijayanand Printers Limited SAP Implementation Program e Pay in slip Type Please capture the transaction category High value Local Same Bank Outstation etc e Text Please enter the narration in combination of Collection Office Source of Income Date of Collection e Incase of any refunds received from Employee Please capture the personnel number carefully which will reflect in Employee Sub Ledger Reporting e Please capture the accounting document number Receipt No on the back side of Cheque This would facilitate while reconciling with the collection statement Also it will help the branch finance user for reversal of collection if found wrong in the accounting 4 2 Reversal of Collections In case of any error occured while accounting the transaction in C
9. 5 0 00 Language Key ig S De E 0 00 Controlling Area l S De 0 00 Company Code Lalle E cost center Category Fi Se EAMH Ha ael A 1i Restrict number to Enter Controlling E Employee data H Sta Code 1500 Sent Ite T SAP Log Prepared by BCCLA Process Management Group th 2008_0 th 200604 fm SAPPR E Microsof Area TMC3 Enter Company yo Vijayanand Printers Limited SAP Implementation Program Tax Currency Display Input Tax Amount calculated based on the header Option to information which can be modified if the Tax Tax Modify Amount isnot matched with the Vendor Invoice Due to some reimbursement of expenses made to vendor Tax Code Display Default from the Master Name of with Display Default from the Master holding tax type With holding Select Tax Codesare defaulted from the Master excluding Withholding TaxCode WCT In case of multiple TDS Code the User need to Tax delete the Code which is not required With holding Input Input the Base Amount if it differs from the Invoice Tax Base Amount Option to change Currency FC With holding Input System converts Document Curenc y Amount into Tax Currency Local Currency Amount based on the Exchange LC Rate Master Exemption NO Display Default from the Vendor Master Notes Free Text Input Long Text provided by SAP to ca
10. Baseline Date Default as All employees related payments will be processed Current Date and paid immediately Hence the user need not to change the Curent Date Payment Terms Default from User can change the Payment Tems details based on the Master the transaction nature Payment Selection Payment Method will be T where bank account can Payment Method be seen in Vendor Master else C Data House Bank Selection Always Enter as ING else user can leave it blank The system will take the input from Employee Master where ING bank defined as House Bank Payment Block Selection from User if he wants to block any invoice for accounting the Master payment then captured here else mention always Free for payment Details Header Text Input Enter the Short Narration of the Transaction Business Area Selection Select the respective Branch Code GLAccount Selection from Select the GL Code on which the Transaction to be the Master debited User can create multiple rows in case of multiple nature of transactions Short Text Display Displaying the Short Text of GLCode Debit Credit Input Select Debit or Credit Accounting Amountin Doc Input Enter the Document Currency whether if it isan INR or Data Curency Foreign Currency Tax Code Display Header input considered which is VO as always Text Input Using Key for copying the Header naration to detail Assignment Input Input the Nature of Travel Expend
11. Collection Income Account Code Response 01 Response 30300013 RESPONSE DEBTORS VPL A C 2120101220 RMD 05 RMD 30400042 RMD SAP DEBTORSCONTROLA C 2123101220 Wastepaper 18 Finance RESPEC TIVE CUSTO MER A C 2140101220 Employee 18 Finance EMPLOYEE CONTROL A C 2140101220 Advt BCR 01 Response 50000401 ADVTINCOME PRINTMEDIA LOCAL 2121301220 6 Bagalkot Office Collection Office Code 1508 Type of Source of GL GLAccount Head Profit C entre Collection Income Account Code Response 01 Response 30300013 RESPONSE DEBTORS VPL A C 2120101221 RMD 05 RMD 30400042 RMD SAP DEBTORSCONTROLA C 2123101221 Wastepaper 18 Finance RESPEC TIVE CUSTOMER A C 2140101221 Employee 18 Finance EMPLOYEE CONTROL A C 2140101221 Advt BCR 01 Response 50000401 ADVTINCOME PRINTMEDIA LOCAL 7121301221 7 Gangavathi Office Collection Office Code 1509 Type of Source of GL GLAccount Head Profit C entre Collection Income Account Code Response 01 Response 30300013 RESPONSE DEBTORS VPL A C 2120101222 RMD 05 RMD 30400042 RMD SAP DEBTORS CONTROLA C 2123101222 Wastepaper 18 Finance RESPEC TIVE C USTO MER A C 2140101222 Employee 18 Finance EMPLOYEE CONTROL A C 2140101222 Advt BCR 01 Response 50000401 ADVTINCOME PRINTMEDIA LOCAL 2121301222 Prepared by BCCLA Process Management Group 32 Vijayanand Printers Limited SAP Implementation Program
12. Document Type should always be EP else the payment will not processed r Employee Code Should be in the senes of 153 Starting Number s If Bank Account of an employee visible on the Screen then the pay mode should be T else C t Ensure that Personnel Number propery captured in the Accounting Line u Assignment should be utilized for Travel Expenditure Type v Business Area should be respective Branch Code w Cos Centre Code should be Employee respective Department Code Please use TMC3 and Company Code 1500 underthe selection parameter x After completing the inputs the user require to park the transaction and forward the same to Bangalore Office for final authorization Prepared by BCCLA Process Management Group 26 lf Vijayanand Printers Limited SAP Implementation Program Accounting of Collections BCCL and its Group Companies have already implemented Cash Management Service with the lead banker to facilitate the treasury management process in effective manner The main and the core functionality of CMS for payments and collections are given as under Payment file is generated from Account Payable Module based on the Due Date for payment to Vendor and forwarded to CMS Bank who Payments facilitate the printing of Instruments DD Cheque Pay Order Bank Transfer and forwarding the same directly to Vendor through Courier appointed by the Company The instrument wh
13. 1509 VPL GANGAVATHI 1510 VPL SHIMOGA 1511 VPL G ULBA RG A 1512 VPL BELG AUM Master defined in Collection Module to facilitate the process e Accounting of Collection Office wise e Generation of Collection Statement e Generation of Pay in slips Prepared by BCCLHA Process Management Group Vijayanand Printers Limited SAP Implementation Program Account Payable 2 1 A Vendor Direct Invoicing The materials and services which are procured directly without routing the transaction through Materials Management System are broadly covered under this scenano The transactions are posted directly in Fl Payable Module based on the input document received from the department such as Vendor Invoice User Department Certification and Sanction Note etc Nomally this process is not recommended where in the nature of transactions is purely material or services nature and also not considered asbest practice This route should be used for exceptional transactions where in we are not in a position to exchange any purchase or service order Transaction Code in SAP AP Module Transaction Code FV 60 Navigation Path Accounting Financial Accounting gt Fl Times Media ERP gt Fl Vendor Invoicing gt Document gt FV 60 Enter Incoming Invoice Park Nature of Transactions Pennissible Travel Agency Bills RRE NIE Canvassers Payments Contribution Honora rium Payments Agency Commissions Housekeep
14. Transaction Debit Credit Selection Select the Debit Credit Flag Amount in Input Enter the Document Amount Document Currency Text Input Enter the Detailed Narration Cost Centre Selection Select the Cost Centre Code from the Master for only Expense related GLCodes Profit Centre Selection Select the Profit Centre Code from the Master for only Balance Sheet and Income related GLCodes Vijayanand Printers Limited SAP Implementation Program 6 General Reports 1 Vendor FBLIN Vendor Sub Ledger Report FK10ON Vendor Balance Display S ALR _ 87012083 List of Vendor Open Items for printing S ALR 87012104 List Of Cleared Vendor Items Paid Items 2 Customer FBL5N Customer Sub Ledger Report FD10N Cusomer Balance Display I DRAGE DETAIL Customer Age Analysis Details 3 General Ledger FB03 Posted Documents Display Individual FBV3 List of Pending Parked Documents FBL3N General Ledger Account FS10N General Ledger Balance Display 4 Employee FBLIN Employee Outstanding Payables ZFL_EMPBAL Employee Sub Ledger Trial Balance Balance Sheet Related Control Accounts 5 Collections ZFC OLLSTAT Collection Statement Zl COLLREG Collection Register ZFPISSTAT Pay In Slip Statement Prepared by BCCLA Process Management Group 44
15. Vijayanand Printers Limited SAP Implementation Program D AR HARMS A l a Receipt Post Post With Clearing Simulate Collection Office 1505 VPLHUBLI Source of Income 01 RESPONSE MAIN Dr Company Code 1500 VUAYANAND PRINTERS LTD Business Area 1503 VPL HUBLI Eee aE Enter Sp GL Indicator for Vendor Customer Security Deposit Cr Company Code 1500 VUAYANAND PRINTERS LTD If Direct Posting Customer Special G L ind Vendor Business Area 1503 VPL HUBLI Gil 30300013 RESPONSE DEBTORS VPL A C Profit Center 2120101216 Enter the Cheque No Pmt Method I Incoming Cheque Order here which will reflect Amount 73 030 00 INR 1 000 73 030 00 INR Cost Center inGL TDS Amount 0 00 Assignment 2869606 Payee name SURESH ADVERTISING AGENCY Cheque Details lt Check Number 2869606 Cheque Date 25 03 2008 Bank Key HDFC HDFC BANK Bank Branch MG ROAD Pay in Slip Type L Local Cheques Response amp RMD Fa opie Collection Please Payment Card Details Enter Payee N Profit center S Profit center name Hoe Card type Name Profit center text x ees en Controlling Controlling Area ia T c3 Area IMC3 Personnel No Profit Center Text HUBLI RESPONSE COLLECTION 25 MAR 08 Restrict number to 500 _ No restriction Y amp K ts start WSAPLogon ljg Receipt Tih 2008_03_2 Inbox Micr FW Jaipur Whe v9 e 1 00AM
16. following parameter TMC3 Controlling Area 1500 Company Code Business Area Derived Derived based on the Cost Centre Code No Input Profit Centre Derived Derived based on the Cost Centre Code No Input 18 Cae Shim aos Park Vendor Invoice Company Code 1500 ai Os ot Tree On Company Code Pa Simulate Save as Completed B Post 2 Editing Options Transactn R Invoice t Bal 0 00 oon Basicdata Payment Details Tax Withholdingtax Notes Vendor Vendor 20020808 Sp G L Address Invoice date 24 03 2008 Reference 2985068 M s LEADING TECHNOLOGIES Posting Date 26 03 2008 2nd MAIN Document type KR Vendor invoice 5 NO 28 Amount 5 000 00 INR M Calculate tax BANGALORE 560018 14 4 VAT 4 NON DED T 080 41223438 El Bus place sectn BNG BNG rE Text SECURITY SERVICE CHGS FEB 2008 VVWPURAM OFFICE Bank account Paymt terms 15 Days net Not available Baseline date 24 03 2008 FA ols Company Code 1500 VUAYANAND PRINTERS LTD HUBLI 1 Items Screen Variant BCCL Invoice Est Gu acct Short text DIC Amount in doc curr Loc curr amount Text Co Bus Cost center Ord H 40400087 OUTSID SEC S De E 5 000 00 5 000 OO SECURITY sE 15001501 A140101216 S De 0 00 gt S De 0 00 S De amp 0 00 N Cost center S Cost center name m S De 5 0 00 S De 0 00 Cost ctr short text S De
17. of Employees will be processed and accounted through SAP FI Vendor Invoice Module However the employee will continue to prepare the Travel Statement which needs to be approved by respective Departmental Head On receipt of documents from employee the branch finance user will validate the claim with regard to Management approvals supporting documents etc outside the SAP System After completing the validation the document will be accounted in SAP FI Module Transaction Code in SAP AP Module Transaction Code FV 60 Navigation Path Accounting Financial Accounting gt Fl Times Media ERP gt Fl Vendor Invoicing gt Doc ument gt FV 60 Enter Incoming Invoice Park Nature of Transactions Pennissible 1 Travel Claims 2 Accounting Enty With the help of User Inputs the system proposes the following accounting entry However the user will Capture the breakup of Travel Cost under Assignment Field Account Account Assignment CostCente Dr Amount Code Head Code Cr 40300451 Inland Travelling FARE Employee Dept Dr 1 000 40300451 Inland Travelling STAY Employee Dept Dr 3 000 40300451 Inland Travelling JOUR Employee Dept Dr 1 000 40300451 Inland Travelling CONV Employee Dept Dr 1 000 40300451 Inland Travelling INCI Employee Dept Dr 1 000 40300451 Inland Travelling MISC Employee Dept Dr 1 000 40300401 Conveyance Hir
18. LAPPA LAYOUT Due on 29 06 2007 Days NO 3 49 OLD NO 3 BANGALORE 560030 Fixed E 080 22242913 Pmt Method C Pmnt Meth Sup Pmnt block Free forpaymsqt E Ly Inv ref Part bank PO reference G L account PI check the correctness of Vendor Address based on Bill 080 22238353 Payment Tems defaulted from Vendor Master User need not to change Should be alwavs C 1 Purchase Order Scheduling Agreement a 2100043335 gt 1 Goods service items Layout 7_6310 All information item Amount Or CI Eil 755 00 ip Purchase or LJ HUMRA tem EE Search Term Hil 3 3 Items D RAVIK1405 3 DQR3IMCOMS702 INS 7 2 start Inbox Je SAP Lo Th 2008_0 Tih 200604 fm SAP PR 3 2008_0 Eroe ao ee 3 52PM Prepared by BCCLHA Process Management Group 14 Vijayanand Printers Limited SAP Implementation Program Segment SAP Field Input Master Data Capturing Display e input Tax Amount calculated based on Tax Tax Currency Display the Purchase Order Input Tax Code e However if there are any discrepancies on the Input Code Selection in PO the FI User can select the appropnate Input Tax Code which will update the Tax Calculation e Incase of any change in the Tax Code the user will modify the code in the Basic Data Segment Tax Code Tax Code D
19. Limited SAP Implementation Program Accounting Entry With the help of User Inputs the system proposes the following accounting entry 30500362 AXISBANK C OLLECTION 009010 200025294 73 030 30500004 REMITTANCE IN TRANSIT Cr 73 030 All collection office otherthan Chitradurga and Gangavathi will use only this GLCode forgenerating the Pay in slip Process In case of Chitradurga and Gangavathi the following GLCode will be used Chitradurga GL Code 30500372 MSSK BANK CHITRADURGA 2022 Gangavathi GL Code 30500379 SBM GANGAVATHI 54018510182 User Inputs on the Screen Company Code Enter Company Code always as 1500 for VPL Collection Office Enter the Branch Code 1505 for Hubli Source of Income Select from the Masterhelp menu provided 01 for Response 05 for RMD 18 for Finance Always give Range from 01 t0 18 This would facilitate the userto collate All collections across the department based on the payment method And pay in slip category Payment Method Input the Payment method Cheque DD etc Please don t use this Option for generating pay in slip for Cash Collection Pay in Slip Type Input the pay in slip type High value Local Same Bank Outstation Userneedsto perfom this activity one by one Posting Date Input the Collection Accounting Date Receipt No Userhasthe option to generate pay in slip at the Co
20. QR3IMCOMS702 INS 7 l Change Th 2008_0 fm SAP PR mbox SAP Log Ty 200604 E 2008_0 Prepared by BCCLA Process Management Group Vijayanand Printers Limited SAP Implementation Program Segment SAP Field Input Master Display Data Capturing Baseline Date Default asCument Date Usercan change the date The payment due date will be calculated based on this date and the payment terms Eg Baseline Date 10 daysor7 daysetc Payment Terms Default from the Master Usercan change the Payment Terms details based on the transaction nature Payment Payment Selection from the Based on the Payment Nature the user Data Method Master need to select from the Master Supplementary Selection from the Not Applicable to VPL Please keep this Payment Master input column blank Method Payment Block Selection from the User if he wantsto block any invoice for Master accounting payment then captured here else mention always Free for payment 18 CGO CHR 8848 HA eB a Change Parked Invoice Document 7100000291 2007 Show PO structure PSS Simulate B Save as completed B Post Messages H Help Transaction 1 Invoice a 7100000291 2007 OO Balance 0 00 INR H Basicdata Payment Details Tax Withholdingtax Contacts 1 2 Vendor 0020020268 M s VERTEX PNENUMATICS PVT LTD BaselneDt 14 06 2007 Pmntterms 1MG2 15 Days 6TH CROSS GOPA
21. TMC3 and Company Code 1500 under the selection parameter After completing the inputs the user require to park the transaction and forward the same to Bangalore Office for final authorization Prepared by BCCLHA Process Management Group 20 Vijayanand Printers Limited SAP Implementation Program 3 2 Employee Advances All advances required by Employees in connection with any activities will be processed and accounted through SAP FI Vendor Invoicing Module However the employee will continue to adopt the existing process for submission of claims to Finance Department All Advance requests should have Department Head s approval for payment processing Transaction Code in SAP AP Module Transaction Code FV 60 Navigation Path Accounting Financial Accounting gt Fl Times Media ERP gt Fl Vendor Invoicing gt Doc ument gt FV 60 Enter Incoming Invoice Park Nature of Transactions Pennissible m Salary Advance Office Advance Event Advance Travel Advance Employee Loans Travel Air Fare Air Fare Paid Directly by the Company to Agency NIAJ B WU N In case of Travel Air Fare you will be required to select Vendor Code instead of Employee Code However the employee code will be captured in the Accounting Line to facilitate the sub ledger reporting process Accounting Entry With the help of User Inputs the system propose the following accounting entry Emp
22. ailable the FI Nature Payable Usercan select the transaction relating a Goodsand Materials b Planned Cost Item Captured aspart of Condition Items c Orboth together IB eee SAR ANAA a Change Parked Invoice Document 7100000291 2007 Show PO structure Pa Simulate Save as completed Ga Post Messages Hi Help Ell amp Transaction 1 Invoice a 7100000291 2007 O O Balance 0 00 INR Basicdata Payment Details Tax Withholdingtax Contacts GI I3 Vendor 0020020268 T M s VERTEX PNENUMATICS PVT LTD E Invoice date 14 06 2007 Reference 000231 6TH CROSS GOPALAPPA LAYOUT Posting Date 05 03 2008 NO 3 49 OLD NO 3 Amount 755 00 INR Calculate tax BANGALORE 560030 Tax amount 8 00 VO VO INPUT TAX EXEMPT E 080 22242913 E 080 22238353 Bus place sectn BNG BNG krs Text OIL COOLING FAN zz Paymt terms 15 Days net Banka Baseline date 14 06 2007 Input the Purchase OrderNo PO reference G Laccount 1 Purchase Order Scheduling Agreement 2100043335 gt 1 Goods service items Layout 7_6310 All information lem Amount uantity Lo urchase or item text ax code Mite Q or LA P PO if Ci E 755 00 4 FAN GUARDS OR ACCESSORIES vo Ib i gs After PO No input the system will display Vendor Details GRN Details Qty Value etc E Search Term D RAVIK1405 Pz D
23. and CO Controlling The process also facilitate the treasury group for planning of cash forecast fund allocation etc Transaction Code in SAP AP Module Transaction Code MIR7 Navigation Path Accounting Financial Accounting Fl Times Media ERP gt MM Vendor Invoicing gt Doc ument gt MIR7 Park MM Invoice Nature of Transactions Compulsorily m Inks amp Consumables Newsprint Capital Goods Services Annual Maintenance Contracts Brand Promotion Publicity Expenses U BR W N N Civil Repairs Renovations Rent Payments Machinery Spares Repairs 00 Rent Retainers Fixed Payments 10 Diesel Oil purchasesfor running machinery 11 Outside Printing Charges 12 Office Stationeries Consumables 13 Packing Charges Matenals Accounting Enty With the help of User Inputs the system propose the following accounting entry GRIRA c Dr 10 000 To TDS Deduction Cr 200 To VendorAccount Cr 9 800 In SAP the Vendor Account will get credited only to the extent of net payable to Vendor after deduction of TDS etc While on preparation of GRN Prepared by BCCLHA Process Management Group Vijayanand Printers Limited SAP Implementation Program Process How involved in Materials Management Standard Buying Process Stage Process 1 Purchase Requisition Stock Non Stock Items 2 Request fo
24. ao E SCS e SHRI DADMHADa Ah ewe Receipt Reversal User require to enter the Collection Document No which is captured on the back side of the Cheque Instument Receipt No 1500000395 Reversal reason bt E Always Enteras O01 thatis Reversal during the current Ramswamiosos ps DOR3IMCOMS702_ INS period f Receipt Reversal After giving the Input in the screen the branch finance user need to press the enter button which will show you the document meant for reversal If the user convinced about the reversal process the document can be saved 3 18 C6 SH8 5005 fh em Save Button for reversal document posting to GL 1505 WPL HUBLI r Company Code 1500 VUAYANAND PI Posting Date 27 03 2008 Cr Company Code 1500 VUAYANAND PRINTERS LTD If Direct Posting Customer Special G L ind Vendor Business Area 1503 VPL HUBLI GL 30300013 RESPONSE DEBTORS VPL A C Profit Center 2120101218 Pmt Method I incoming Cheque Cost Center Amount 73 030 00 INR 73 030 00 Assignment 2869606 Cheque Details Check Number 2869606 Cheque Date 25 03 2008 Bank Key HDFC HDFC BANK Bank Branch MG ROAD Pay in Slip Type L Local Cheques Pay in Slip Number Payment Card Details Card type Card number Valid To Personnel No 6 Text HUBLI RESPONSE COLLECTION 25 MAR 08 fe saptogon Gh 2008032 Booki PIE mbox ma i Doamentlist je Receip
25. astepaper 18 Finance RESPEC TIVE CUSTOMER A C 2140101217 Employee 18 Finance EMPLOYEE CONTROL A C 2140101217 Advt BCR 01 Response 50000401 ADVTINCOME PRINTMEDIA LOCAL 2121301217 3 Hubli Office Collection Office Code 1505 Type of Source of GL GLAccount Head Profit C entre Collection Income Account Code Response 01 Response 30300013 RESPONSE DEBTORS VPL A C 2120101218 RMD 05 RMD 30400042 RMD SAP DEBTORSCONTROLA C ___ 2123101218 Wastepaper 18 Finance RESPEC TIVE CUSTOMER A C 2140101218 Employee 18 Finance EMPLOYEE CONTROL A C 2140101218 Advt BCR 01 Response 50000401 ADVTINCOME PRINTMEDIA LOCAL 2121301218 Prepared by BCCLA Process Management Group 31 Vijayanand Printers Limited SAP Implementation Program 4 Chitradurga Office Collection Office Code 1506 Type of Source of GL GLAccount Head Profit C entre Collection Income Account Code Response 01 Response 30300013 RESPONSE DEBTORS VPL A C 2120101219 RMD 05 RMD 30400042 RMD SAP DEBTORSCONTROLA C ___ 2123101219 Wastepaper 18 Finance RESPEC TIVE C USTO MER A C 2140101219 Employee 18 Finance EMPLOYEE CONTROL A C 2140101219 Advt BCR 01 Response 50000401 ADVTINCOME PRINT MEDIA LOCAL 2121301219 5 Mysore Office Collection Office Code 1507 Type of Source of GL GLAccount Head Profit C entre
26. ceipt Re Prepared by BCCLHA Process Management Group 37 Vijayanand Printers Limited SAP Implementation Program Generate Collection Number Siar Fl Sah H Sao Bes W gt oI G 2 000 00 1500001244 2 000 00 CHAMRAJPET I 123456 21 03 2008 150 000 00 1500001248 150 000 00 BASAVANGUDI I 123455 21 03 2008 12 000 00 1500001250 12 000 00 164 000 00 Use this option to amive the total collection forgiven dav Use this option to amive the sub total pay in slip category wise forgiven day LIL g List has been sorted D RAMSWAMIO806 DQR3IMCOMS702 INS 4 2 start Te SAP Logon th 2008_03_2 Inbox Micr j Generate C Receipt Re why ke 12 43PM 4 4 Generation of Pay in Slip Number Once the Collection No is generated from the System the user will bank the instrument as part of CMS activity in their respective locations The pay in slips will be prepared manually printed book provided by Axis Bank which can be supported by Collection Statement and the instruments Transaction Code in SAP Collection Module Other than Cash Collection Transaction Code ZFPISGEN Navigation Path Accounting Financial Accounting gt Fl Times Media ERP gt C ollection gt Document gt ZFPISGEN Pay in slip Generation Prepared by BCCLHA Process Management Group 38 Vijayanand Printers
27. desare not visible and the transaction is taxable please escalate to Bangalore Office a 6310 All information Eil item Amount l 4 48 640 00 Purchase or Lae Ko BE Search Term Ea w w D RAVIK1405 DAR3IMCOMS702 INS tg Start Inbox fe SAP Lo E 2008_0 ww Gh 200604 fm SAPPR 2008_0 Prepared by BCCLA Process Management Group j Change Bee Oye 03Pm 16 Vii d Printers Limited yayanan SAP Implementation Program rio F Scenario Booking of Invoice Voucher with Rectification of Input Tax User Action In the Header Basic Data Screen tick Calculate Tax Box and in the details select the appropriate Input Tax Code modify the tax code defaulted from PO Process Considered The system will recalculate the Input Tax and update the statutory deduction table accordingly to facilitate Statutory Compliance Booking of Invoice Voucher with impact of Open Item Difference Inventory In Vendor Invoice Detail Row Modify the Amount of GRIR which is defaulted based on PO GRN as per Vendor Invoice Amount The system will verify the difference based on the tolerance level which is set upto 2 per transaction value and taken into Inventory Account if it is available else
28. e TOUR Employee Dept Dr 1 000 30700108 Travel Advance Fare Cr 2 000 To Vendor Employee Cr 7 000 Branch Finance Userto account the Travel Expenditure Types in Individual Rows in the Accounting Detail to facilitate the MIS Reporting In that user should follow strict discipline while capturing the data in Assignment Field Prepared by BCCLHA Process Management Group 24 Vijayanand Printers Limited SAP Implementation Program Vendor Selection Select the Employee Code While selection parameter ensure that the Company Code is 1500 Invoice Date Input Enter the Employee Note Date Reference Input Enter the nature of Reimbursement Posting Date Input Enter the Curent Data Today Date Amount Input Enter the Amount Cumency Selection INR for Indian Currency Doc Type Selection Alwaysit should be as EP Employee HR Payment Very Important Else the payment will not be picked for APP Run Calculate Tax Tick Option Don t tick on the box provided Tax Code Selection Enter Tax Code as V0 to avoid any waming message Basic Data Business Place Selection Select respective Branch Code from the Master Section Selection Select respective Branch Code from the Master Text Input Header Text Should be combination of City Tour Period and Purpose Eg Hubli 22 Mar 08 25 Mar 08 Production Meeting Company Selection from Enter always Company Code as 1500 for VPL Code Master
29. ections are centrally pooled before depositing into bank Hence users are requested to keep this column blank Depositing Bank A c User willalways enter the depositing bank account as follows other Than collection office Chitradurga amp Gangavathi 30500362 AXIS BANK C OLLECTION 009010 200025294 In case of Chitradurga and Gangavathi the following GL Code will be used Chitradurga GLCode 30500372 MSSK BANK CHITRADURGA 2022 Gangavathi GL Code 30500379 SBM GANGAVATHI 54018510182 Posting Date Input the Date of Banking the Pay in slip Pay in slip No Enterthe Bank Pay in slip Number Execution e ForSimulation Please Use the List Option e ForGeneration of Pay In Slip Please use the Generate pay in slip option if the user fully satisfied with the data during the simulation process Prepared by BCCLHA Process Management Group 41 Vijayanand Printers Limited SAP Implementation Program e 2189 60 888 S555 BH OB Cash Deposit to Bank Receipt No Receipt Posting Date Pay in Slip Number 2020290201 bosoe362 a 27 03 2008 Prepared by BCCLHA Process Management Group 42 On Vijayanand Printers Limited SAP Implementation Program General Ledger Accounting Journal Voucher In the Financial Accounting Module there isa standard program developed by SAP by avoiding the option of giving posting keys for accounting of any nomal docum
30. ents called as Joumal Vouchers in General Ledger However the user cannot post any transaction if it isrelated to Inventory Fixed Assets Vendorand Customer Account Transaction Code in SAP J oumal Voucher Transaction Code ZPISGEN Navigation Path Accounting Financial Accounting gt Fl Times Media ERP gt G eneral Ledger gt Doc ument gt FB50 J V Post Common amp Stat Scenarios 1 Accounting of Monthly Provisions 2 Accounting of Local Bank Payments 3 Accounting of any Rectification Entries Cost Centre Profit Centre Code Conection GLCode Conection etc 4 Response RMD Debtors Reconciliation Entries 5 Accounting of Non Axis CMS Bank Collections Prepared by BCCLHA Process Management Group 6 User Data Input Segment SAP Field Input Data Capturing Master l Basic Data Company Code Selection Company Code Can be selected from the TAB button provided on the Header Document Date Input Enter the Document Date Currency Input Enter the Currency Reference Input Any information reference can be captured Doc Header Text Input Enter the Header Short Narration GLAccount Selection Select the appropriate GL Code from the Master Standard help menu provided by SAP Short Text GL Head Display No input required on selection of GLCode the Detail system will display the short description of GL Head
31. g to Loans amp Advances In Search Help please use Search help for Employee Vendor Prepared by BCCLA Process Management Group 22 Vijayanand Printers Limited SAP Implementation Program Ensure this help menu is available before selection Busi Personnel no Material 7 sos 15310230 mi hsi l Selection of Personnel A ye Numberto facilitate Sub Ledger Reporting oe ale Inbox Mic Te SAP Logon th 2008_03_2 T Edit Parked f SAP Mumba U 20060408_ Very Important Tips i j k I m n 0 p Document Type should always be EP else the payment will not processed Employee Code Should be in the senes of 153 Starting Number If Bank Account of an employee visible on the Screen then the pay mode should be T else C Ensure that Personnel Number propery captured in the Accounting Line Header Text cannot be blank Business Area should be respective Branch Code Cost Centre Code should be Employee respective Department Code Please use TMC3 and Company Code 1500 under the selection parameter After completing the inputs the user require to park the transaction and forward the same to Bangalore Office for final authorization Prepared by BCCLHA Process Management Group 23 Vijayanand Printers Limited SAP Implementation Program 3 3 Employee Travel Claims All Travel Claims
32. ice and Source of Collection the Debit transaction of the Company Code is determined User need to input the posting date on which the transaction to be posted to GL Account Validation will be built in based on the period end closing in GL In case of Wastepaper Sales Scrap Sale Please select the Customer Code from Master In case of Vendor Refunds Security Deposits Please select the Vendor Code from Master In case of RMD Response Collection Please select the respective Control Account In case of Response BCR Please select the Revenue GLAccount Advt Income Local Payment Method Selection User will select the Payment Method based on the collection nature Cash Cheque Pay Order Special GL Indicator Selection User need to select the Special GLIndicator in case of Income Received in Advance or Security Depost received from Customer Vendor Other than Response and RMD Prepared by BCCLHA Process Management Group 29 Vii d Printers Limited yayanan SAP Implementation Program Profit Centre Code Selection User need to select the Profit Centre Code as follows e Response Branch Response Profit Centre Code e RMD Branch RMD Profit Centre Code e Others Branch Overhead Profit Centre Cost Centre Code Selection User need to select the profit centre code from the master where the collection amount is directly credited to Cost Element Expense Account
33. ich comes for clearing in the bank are validated against the documents issued by the Bank and debited to Company Payment Account on daily basis The balances of payment Debit are transfered to the main Collection Account at the end of every day automatically Collections which are received from Customer are grouped under four Receipts categories and deposited with the CMS Bank in the form of Pay in slip Credits against the Pay in slip are provided to Company Main Bank Account Collection Account asperthe agreed terms a High Value Deposited before 10 30 a m and credits given on the same day before 01 00 noon b Local Deposited before 12 00 a m and credits given on the next day c Outstation Deposits are sent fornational clearance and credits are given asperthe procedure depending upon the city Continuing the same process in SAP FI Incoming Payment Module we require to develop certain features considering the integrated environment of maintaining Account Receivable with Sales and Distribution Module All the Collections against the Customer outstanding will be initially debited to Remittance in Transit Account all type of payment method including Cash During the second step the individual collections received from Customers will be summarized into four categories of pay in slip where by debiting the Collection Bank Account and Crediting the Remittance Transit Account The Remittance in Transit Account is merel
34. ing Charges Security Services Utility Payments Statutory Payments RMD Transporters Bills 10 Books amp Periodicals 11 Employee related Training Program Seminars 12 NewsAgency Subscription ON B WIN e o gt OCO N Accounting Entry With the help of User Inputs the system propose the following accounting entry Expenses A c BusinessArea Cot Centre Dr 10 000 To TDS Deduction Cr 200 To Vendor Account Cr 9 800 In SAP the Vendor Account will get credited only to the extent of net payable to Vendorafter deduction of TDS etc Prepared by BCCLHA Process Management Group 5 Vijayanand Printers Limited SAP Implementation Program Process How 1 Using FV 60 the Branch User will park the The system captures the User Login Branches Vendor Invoice transaction by capturing Time and the Date on which the all account information including the transaction is proposed withholding taxes After completing the accounting entry user can take print out of the voucher which will be forwarded along with Vendor Invoice to Bangalore 3 Using FBV2 FV 60 the CPU Supervisor The system captures the User Login CPU can post the transaction to GLAccount Time and the Date on which the Bangalore afterany modification if required transaction is posted to GLAccount User Inputs in the Screen FV 60
35. isplay Based on the selection 16 6 CHE S825 fH en aa Change Parked Invoice Document 7100000290 2007 a Show PO structure 9 Simulate Save as completed E Post messages H Help Transaction 1 Invoice a 7100000290 2007 OOB Balance 0 60 INR Vendor 0020019827 Basicdata Payment Detais Tax Withholdingtax Contacts fi r Mis B amp K AGENCIES By click this Tax Data NEAR RMC _ Jove Tax doc currency Tax code iam NETHAJI CIRCLE button the f 1 945 60 T4 14 VAT 4 Calculatetax MYSORE 570021 one F 0821 2428489 Bx user can view aNetproposal T the existing mi DeleteRow outsta nding mo payables Indicates the Purchase Tax charged by the Vendor PO reference G Laccount 1 Purchase Order Scheduling Agreement 2100043346 Quantit item Amount m E 48 640 00 Purchase or 2100043346 ii Hani Kg BWSO AlF tem RE Search Term ENE 3 3 tems D RAVIK1405 Pz DQR3IMCOMS702 INS f O Inbox SAP Lo Th e Gy 200604 fe SAPPR E 2008 0 Fe Chanoe Bee Beye 3 59 PM Wy start Prepared by BCCLHA Process Management Group 15 Vija
36. iture PI use FARE STAY J OUR CONV INCI MISC TOUR Cost Centre Selection Select the Employee Cost Centre from the Master Code Selection Parameter use TMC3 amp Co Code 1500 Personnel No Selection Please enter the personnel number in the row of recovery from employee towards Air Fare paid by Co Prepared by BCCLA Process Management Group 25 Vijayanand Printers Limited SAP Implementation Program Edit Parked Vendor Invoice 6020000211 1500 2007 aw Tree On GE Company Code P23 Simulate EJ Save as Completed E Post Editing Options 15310700 Invoice date 10 03 2008 Reference TOUR Hees 21203 22008 Naration Example Document type EP Employee HR pa DocumentNo 6020000211 Amount F 150 00 INR X Calculate tax f VO VO INPUT TAX EXEMPT 2 Hubli 22 Mar 08 25 Mar MYS MYS 08 Production Meet MANDYA DIST TOUR DEC 07 Bank account 106010 5 Items Screen Variant BCCL Invoice Stems Screen Variant BCCLinvoice 0d HE Sto sect ferotiet forc famountin dacu fassion fert _ __ o _ Bus Cost center fol ii ar NLA z MANDYA DIST TOUR DE Er JS De MANDYA DIST TOUR DE ar ANI 000 MANDY A DIST TOUR DE fa 40300451 INLA 3 MANDY A DIST TOUR DE 1500 ef 40300451 i a MANDY A DIST TOUR DE Capture Travel Exp Type in Assignment Field RER eb Eek Eek Os Very Important Tips q
37. llection Receipt Collection Statement Number Level Collection Statement Generation Date Level Normally Generation Date This parameter need not be used by the branch finance usersince the Posting Date Collections are accounted and posted on daily basis Incoming Bank Enterthe Bank Account GL Code Please refer the table above Account Posting Date Input the Date of Banking the Pay in slip Pay in slip No Enter the Bank Pay in slip Number Execution e ForSimulation Please Use the List Option e ForGeneration of Pay In Slip Please use the Generate pay in slip option if the user fully satisfied with the data during the simulation process Prepared by BCCLA Process Management Group 39 Vijayanand Printers Limited SAP Implementation Program Pay In Slip Generation amp Company Code fs00 B Collection Office 1501 Source of Income 01 to 18 Payment Method I to Pay in Slip Type H No of Cheques in PIS 5 000 Tolarance ele Receipt No to Coll Stmt Gen DT to Posting Date to Check Number to Collection Number to slelelele Incomming Bank Account 30500362 Posting Date 27 03 2008 Pay in Slip Number 78950500 Grid List 6 List option available for user Generate Pay In SLIP tawa rds simulation Layout lt Use this option only after confirming The entries are correct through simulation gt RAMSWAMIO806 P2 DOR3IMCOMS702 INS
38. loyee Advances A c Business Area No Cos Centre reqd Dr 5 000 To Employee Vendor A c Cr 5 000 Employee Advance Payment do not attract following taxes a Purchase Tax Input Tax b With holding Taxes Prepared by BCCLHA Process Management Group 21 Vijayanand Printers Limited SAP Implementation Program Vendor Selection Select the Employee Code While selection parameter ensure that the Company Code is 1500 Invoice Date Input Enter the Employee Note Date Reference Input Enter the nature of Reimbursement Posting Date Input Enter the Curent Data Today Date Amount Input Enter the Amount Cumency Selection INR for Indian Currency Doc Type Selection Alwaysit should be as EP Employee HR Payment Very Important Else the payment will not be picked for APP Run Calculate Tax Tick Option Don t tick on the box provided Tax Code Selection Keep Blank Don t select any Input Tax Code Basic Data Business Place Selection Select respective Branch Code from the Master Section Selection Select respective Branch Code from the Master Text Input Header Text Can be copied into Detail by using the Key Company Selection from Enter always Company Code as 1500 for VPL Code Master Baseline Date Default as All employees related payments will be processed Current Date and paid immediately Hence the user need not to change the Curent Date Payment Te
39. lp of User Inputs the system proposes the following accounting entry Type Account Head Profit Centre Dr Amount Cr Remittance in Transit A c Dr 10 000 Response Response Debtors VPL Control Account Cr 5 000 RMD RMD Debtors SAP Control Account Cr 2 000 Wastepaper Customer Domestic Cr 1 000 Employee Employee Control Accounts Cr 1 000 Important Point for User Attention All Branch Finance will account individual collection In the collection module to facilitate the process of generating the pay in slip It would also Help the branch finance userto referto queres raising of bank reconciliation Cheque Retum at later date Prepared by BCCLHA Process Management Group 28 Data Capturi d Printers Limited Vijayanan SAP Implementation Program in Accounting of Collections Transaction Code ZRC Collection Office Selection User need to select the Collection Office where the Receipt is accounted for Respective Branch Code Source of Collection Selection User need to select the Source of collection from the Master for which the collection isaccounted for 01 for Response 05 for RMD 18 Finance Company Code Debit Business Area Debit Derived Company Code Credit Posting Date Customer Accou Vendor Account GLAccount Business Area Credit Input nt Selection Based on the Collection Off
40. nter the narration of the transaction This will reflect in the General LedgerAccount After completing the input in the screen the users require to simulate the Accounting Entry in the Screen In case if there are any input enor the system will report the message on the screen Simulation Process is must Accounting Input Branch Wise We are providing the list of applicable GL Account Codesand the comesponding Profit Centre Codes to facilitate the users for enor free accounting in Collection Module The Collection Office Branch wise details are given asunder 1 Bangalore VV Puram Du prc Trinity Office Chamrajpet Office Collection Office Code 1501 1502 amp 1503 Type of Source of GL GLAccount Head Profit C entre Collection Income Account Code Response 01 Response 30300013 RESPONSE DEBTORS VPL A C 2120101216 RMD 05 RMD 30400042 RMD SAP DEBTORS CONTROLA C 2123101216 Wastepaper 18 Finance RESPEC TIVE C USTO MER A C 2140101216 Employee 18 Finance EMPLOYEE CONTROL A C 2140101216 Advt BCR 01 Response 50000401 ADVTINCOME PRINT MEDIA LOCAL 2121301216 2 Mangalore Office Collection Office Code 1504 Type of Source of GL GLAccount Head Profit C entre Collection Income Account Code Response 01 Response 30300013 RESPONSE DEBTORS VPL A C 2120101217 RMD 05 RMD 30400042 RMD SAP DEBTORS CONTROLA C 2123101217 W
41. ollection Module the user hasthe facility to reverse collection voucher based on the Document Number in the following scenarios Transaction Code in SAP Collection Module Transaction Code ZFRREV Navigation Path Accounting Financial Accounting gt Fl Times Media ERP gt C ollection gt Doc ument gt ZFRREV Receipt Reversal Scenarios Wrong GLAccount Code Wrong Amount Wrong Cheque No Wrong Payment method Wrong Pay in slip Type Wrong Customer Vendor Code WastepaperSales Suppliers l Ae WIN Accounting Enty With the help of User Inputs the system proposes the following accounting entry Type Account Head ProfitCentre Dy Amount Cr Remittance in Transit A c Cr 10 000 Response Response Debtors VPL Control Account Plrefertable Dr 5 000 RMD RMD Debtors SAP Control Account Plrefertable Dr 2 000 Wastepaper Customer Domestic Plrefertable Dr 1 000 Employee Employee Control Accounts Plrefertable Dr 1 000 Important Point for User Attention The Branch Finance User has the option to reverse Collection document till Collection No generated in the System Once the Collection No is Generated the user cannot reverse the collection document Prepared by BCCLHA Process Management Group 35 Vijayanand Printers Limited SAP Implementation Program al
42. owing accounting entry Expenses A c BusinessArea Cot Centre Dr 5 000 To Employee Vendor A c Cr 5 000 All Employee related payment do not attract TDS Deduction since it is in the Nature of reimbursements Prepared by BCCLHA Process Management Group 18 Vijayanand Printers Limited SAP Implementation Program Vendor Selection Select the Employee Code While selection parameter ensure that the Company Code is 1500 Invoice Date Input Enter the Employee Note Date Reference Input Enter the nature of Reimbursement Posting Date Input Enter the Curent Data Today Date Amount Input Enter the Amount Curmency Selection INR for Indian Currency Doc Type Selection Alwaysit should be as EP Employee HR Payment Very Important Else the payment will not be picked for APP Run Calculate Tax Tick Option Tick option to be used where in the Input Tax calculation are involved Basic Data TaxCode Selection Enter alwaysas V0 to avoid any waming message Business Selection Select respective Branch Code from the Master Place Section Selection Select respective Branch Code from the Master Text Input Header Text Can be copied into Detail by using the Key Company Selection from Enter the Company Code alwaysas 1500 Code Master Baseline Date Default as Curent All employees related payments will be processed Date and paid immediately Hence the
43. price variance account In case if the open item difference is more than 2 of transaction value then invoice transaction will get parked in the system The Account Payable Supervisor need to clear the document by debiting the difference amount to the appropriate GLAccount Head with Cost Centre and it can be posted to GL In case of Capital Items the Gross Block and Asset Register updated automatically Booking of Invoice Voucher with impact of Open Item Difference Non Stock In Vendor Invoice Detail Row Modify the Amount of GRIR which is defaulted based on PO GRN as per Vendor Invoice Amount The system will verify the difference based on the tolerance level which is set upto 2 of transaction value and taken into respective Valuation Class GLExpense Account Account based on Matenal In case if the open item difference is more than 2 of transaction value then invoice transaction will get parked in the system The Account Payable Supervisor need to clear the document by debiting the difference amount to the appropriate GLAccount Head with Cost Centre and it can be posted to GL After completing the inputs the userneedsto perform the following activities Park the Transaction and note down the Document No Fland MM Number Take Printout of the voucherand attach along with Vendor Invoice Please make the following remarks on the Voucher if applicable e Any Advance pending for adjustment e Any adjustmen
44. pture detailed narration Please take the following precautions a O b Withholding Tax After completing the inputs in the screen please go and verify the Tax Codes which are attached to the Vendor Master in Withholding Tax Button segment Please do not enter any amount in the column In case if the transaction attracts deduction of TDS and if you have find the tax code in the master please inform the Account Payable Team in Bangalore for necessary updation Completion of Document After completing the transaction inputs the user can simulate the voucher before parking If you are satisfied with the inputs and also if there is no enor reported by the system please park the document The system will generate a Document Number which needsto be mentioned on the Document Covering Slip Take print out of the voucher and attach the same along with the Vendor Invoice and forward the same to Bangalore for final validation authorization Prepared by BCCLHA Process Management Group 10 Vijayanand Printers Limited SAP Implementation Program 2 2 Materials Management Vendor Invoicing The requirement of materials and services for the organization based on the business planning and process are routed through Materials Management Module in SAP This has been considered as one of the best practice where in procurement of materials and services are fully integrated with FI Financials FA Fixed Assets
45. r Quotation 3 Purchase Order 4 Goods Receipts Stock Non Stock Items 5 Inventory Management Stock Items Issue Transfer On receipt of Goods Services coresponding accounting entries are posted in FI Financials FA Fixed Assets CO Controlling based on the valuation class assigned to Material Group Based on the valuation class the account heads are debited and the provision for materials and servicesaccount GRIR Account iscredited Expenses Capital Stock BusinessArea CostCentre Dr 10 000 To GRIR Clearing Account Business Area Cr 10 000 The Cost Code information is taken at the time of Purchase Requisition and the GL Code information is mapped to Maternal Code through Valuation Class On receipt of invoice from the vendor towards the supply of material and services provision created earlier are adjusted and posted to Vendor Account for payment process The invoices which are received at Branch Locations will be processed through the standard SAP Transaction Code provided in Account Payable module MIR7 Vendor Invoice Park Modify The transactions will undergo through 2 stages as required by the Finance Group Stage Activity Document Trac king Location Using MIR7 the Branch User will park the Vendor Invoice transaction by capturing all account information including the with holding taxes The system captures the User Login Time and the Date on
46. re Code Very Important Please note that the Input Tax and Withholding Tax segment are not applicable to employee related payment Usercan ignore that information Prepared by BCCLA Process Management Group 19 Vijayanand Printers Limited SAP Implementation Program Bal Edit Parked Vendor Invoice 6020000146 1500 2007 Fa Tree On EE Company Code 9 Simulate GJ Save as Completed EJ Post 2 Editing Options Este acct y 0200004 Fe ALLOWANCE fl h5310775 15 03 2008 Reference FIELD ALLOW Mr MAHESH MALAGI 15 03 2008 C O S S MALAGI EP Employee HR pa Documento 6020000146 TQ HANGAL 2 160 00 INR Calculate tax HAVERI 581106 VO VO INPUT TAX EXEMPT HBL HBL FIELD ALLOW FOR THE SEPT 07 Bank account 204010097468 1 Items Screen Variant BCCL Invoice S ETE e A Ie ooo DRs ea noRsmcons7o2 nS Very Important Tips a b c d e f g h Document Type should always be EP else the payment will not processed Employee Code Should be in the senes of 153 Starting Number If Bank Account of an employee visible on the Screen then the pay mode should be T else C Input Tax Code should always be VO to avoid waming messages Header Text cannot be blank Business Area should be respective Branch Code Cost Centre Code should be Employee respective Department Code Please use
47. rms Default from User can change the Payment Tems details based on the Master the transaction nature Payment Selection Payment Method will be T where bank account can Payment Method be seen in Vendor Master else C Data House Bank Selection Always Enter as ING else user can leave it blank The system will take the input from Employee Master where ING bank defined as House Bank Payment Block Selection from User if he wants to block any invoice for accounting the Master payment then captured here else mention always Free for payment Details Header Text Input Enter the Short Narration of the Transaction Business Area Selection Select the respective Branch Code GLAccount Selection from Select the GL Code on which the Transaction to be the Master debited User can create multiple rows in case of multiple nature of transactions Short Text Display Displaying the Short Text of GLCode Debit Credit Input Select Debit or Credit Accounting Amountin Doc Input Enter the Document Currency whether if it is an INR or Data Currency Foreign Currency Tax Code Display Header input considered which is VO as always Text Input Using Key for copying the Header narration to detail Comp Code Display Displayed based on the Header Information Business Area Selection Select the Respective Branch Code from Master Highly Personnel No Selection Enter the Personnel Number in case of all GL Codes Critical relatin
48. s Limited This input is very important while selecting the Cost Centre Profit Centres Codes from the Master 1 3 Business Area Branch Code Business Area Name VPL Bangalore 1502 VPL Mangalore 1503 VPL Hubli 1504 VPL Chitradurga 1505 VPL Mysore 1506 VPL Bagalkot 1507 VPL Gangavathi 1508 VPL Shimoga 1509 VPL Gulbarga 1510 VPL Belgaum 1599 VPL Corporate This input is very important while accounting the FI Related Transactions and also spooling reports from SAP related to specific Branches Prepared by BCCLHA Process Management Group 3 Vijayanand Printers Limited SAP Implementation Program 1 4 Business place Section Code Business place Code Section Code Name i BKT BKT Bagalkot BNG BNG Bangalore CTD CTD Chitradurga GLB GLB Gulbarga GVT GVT Gangavathi HBL HBL Hubli MNG MNG Mangalore MYS MYS Mysore SMG SMG Shimoga Business Place Meant for Statutory complia nces relating to Purchase Tax Section Code Meant for Withholding Tax Compliances 1 5 Collection Office Collection Office Code Collection Office Name 1501 VPL BANGALORE DUPARC TRINITY 1502 VPL BANGALORE VV PURAM 1503 VPL BANGALORE CHAMRAJ PET 1504 VPL MANGALORE 1505 VPL HUBU 1506 VPL C HITRA DURGA 1507 VPL MYSORE 1508 VPL BAGALKOT
49. sercan change the date The payment due date Date will be calculated based on this date and the payment terms Paym Eg Baseline Date 10 daysor7 days etc ent Payment Terms Default from the Usercan change the Payment Terms details based Data Master on the transaction nature Payment Method Selection from the Enter always C and don t input any other payment Master method Supplementary Selection from the Keep blank in case of VPL This field is applicable Payment Method Master only other Companies like BCCL Payment Block Selection from the User if he wants to block any invoice foraccounting Master payment then captured here else mention always Free for payment Prepared by BCCLHA Process Management Group 7 Vijayanand Printers Limited SAP Implementation Program Segm SAP Field Input Master Data Capturing ent Display HeaderAccount Display Reconciliation mapped to Vendordisplayed on the Screen TRN TRU No Input Enter short Na mation which will reflect on the Vendor Covering Letter Business Area Selection from the Enter the respective Branch Code Master Detall Reference 1 Input Keep Blank S Reference 2 Input Keep Blank Planning Level Default from the Master Mainly used for Cash Forecast Treasury Planning activity Controlled through Master Advised not to change this infomation This field is only information No input required EA IE Cae
50. t Re RAMSWAMIO806 DQR3IMCOMS702 INS Prepared by BCCLHA Process Management Group 36 Vijayanand Printers Limited SAP Implementation Program 43 Generation of Collection No After completing the exercise of reconciling the Individual Collections with the Statement the branch finance user need to generate collection number in this module Transaction Code in SAP Collection Module Transaction Code ZFC OLLG EN Navigation Path Accounting Financial Accounting gt Fl Times Media ERP gt C ollection gt Document gt ZFC OLLGEN Collection No Generation User Inputs on the Screen SAP Field Data Capture Company Code Enter Company Code always as 1500 for VPL Collection Office Enterthe Branch Code 1505 for Hubli Source of Income Select from the Masterhelp menu provided 01 for Response 05 for RMD 18 for Finance Posting Date Input the Collection Accounting Date Execution The list as part of simulation process e ForSimulation Please Use the List Option e ForGeneration Please use Collection No Generation Option Collection Number should be generated once the user satisfied with Input Collection Office 2 Collection Accounting Date List Option provided for simulation process before generating the Collection No T SAP Logon E 2008_03_2 5 inbox Mic j Generate C Re
51. t of retention money Prepared by BCCLHA Process Management Group Forward the document to Bangalore Office for final validation Authonzation 17 1 Vijayanand Printers Limited SAP Implementation Program Employee Related Payments 3 1 Employee Reimbursements All expenses incurred by Employees in connection with business activities will be processed and accounted through SAP FI Vendor Invoicing Module However the employee will continue to adopt the existing process for submission of claims to Finance Department The statement of account needs to be duly supported with bills invoices along with department head s approval Transaction Code in SAP AP Module Transaction Code FV 60 Navigation Path Accounting Financial Accounting gt Fl Times Media ERP gt Fl Vendor Invoicing gt Document gt FV 60 Enter Incoming Invoice Park Nature of Transactions Pennissible Business Promotion Entertainment Imprest Expenditures Field Allowances Marketing Conveyances Telephone Reimbursements Mobile Reimbursements Periodicals Field Reporting Expenses Editorial Cash Purchases Stationery Postage etc 0 WOON D O A WIN m Please note that any inputs which are processed though Monthly Payroll continue the existing methodology and there isno change in the process Accounting Enty With the help of User Inputs the system propose the foll
52. userneed not to change the Curent Date Payment Default from the User can change the Payment Terms details based on Terms Master the transaction nature Payment Selection Payment Method will be T where bank account can Payment Method be seen in Vendor Master else C Data House Bank Selection Always Enteras ING else usercan leave it blank The system will take the input from Employee Master where ING bank defined as House Bank Payment Selection from User if he wants to block any invoice foraccounting Block the Master payment then captured here else mention always Free for payment Details Header Text Input Enter the Short Narration of the Transaction BusinessArea_ Selection Select the respective Branch Code GLAccount Selection from Select the GLCode on which the Transaction to be the Master debited Usercan create multiple rows in case of multiple nature of transactions Short Text Display Displaying the Short Text of GLCode Debit Credit Input Select Debit or Credit Accounting Amount in Input Enter the Document Currency whether if it isan INR or Data Doc Curency Foreign Currency Tax Code Display Headerinput considered which is VO as always Text Input Using Key for copying the Header narration to detail Comp Code Display Displayed based on the Header Information Cost Centre Selection from Select the Cost Centre Code from Master Employee the Master Department Cost Cent
53. which the transaction is proposed Branches Using MIGO transaction the CPU Supervisor can post the transaction to GL Account after any modification if required The system captures the User Login Time and the Date on which the transaction is posted to GL Account CPU Bangalore Prepared by BCCLHA Process Management Group Vijayanand Printers Limited SAP Implementation Program User Inputs in the Screen MIR7 Segment SAP Field Input Master Dis Data Capturing Invoice Date Input Enter the Vendor Invoice Date Reference Input Enter the Vendor Invoice No Posting Date Input Enter the Date on which the Invoice to be accounted Amount Input Enter the Vendor Invoice Bill Amount Basic Data Curency Selection from Master INR for Indian Currency Calculate Tax Tick Option Tick option to be used where in the Input Tax calculation are involved Tax Code Selection from Master Input Tax Code captured in PO will get displayed here which can be modified changed based on the Vendor Invoice Business Selection from Master Enterthe respective Branch Code Place Section Selection from Master Enterthe respective Branch Code Text Input Header Text Can be copied into Detail by using the Key Purchase Selection Input Input the Purchase OrderNumber Selection for Purchase Order given vendor Order Details Transaction Selection Input Using the drop down box av
54. y a parking account to facilitate this CMS requirement and at the end of every day the balance will be nullified In case if any balances are available in the Remittance in Transit Account it represents pending of collection to be deposited in the CMS bank account Prepared by BCCLA Process Management Group 27 Vijayanand Printers Limited SAP Implementation Program 4 1 Accounting of Receipts The collections which are generally received from Response RMD and other departments are initially accounted through this process developed in SAP FI Environment All Branch Finance Users will be accounting individual receipts which are received from the departments to facilitate the process of generating Pay in slip into CMS Category High Value Local Outstation The detailed steps involved in accounting processare given below Transaction Code in SAP Collection Module Transaction Code ZRC PT Navigation Path Accounting Financial Accounting gt Fl Times Media ERP gt C ollection gt Document gt ZFRC PT Receipt Nature of Transactions 1 Accounting of Advertisement Collections 2 Accounting of Circulation Collections 3 Accounting of Sale of Scrap Waste paper Sales Collections 4 Accounting of Miscellaneous Cash Receipts Employee Settlements 5 Accounting of Vendor Refunds Security Refunds 6 Accounting of RMD Dealers Security Deposit Receipts Accounting Entry With the he
55. yanand Printers Limited SAP Implementation Program Segment SAP Field Input Master Data Capturing Display Name of with Display Default from the Master holding tax type With holding Tax Select User need to select the applicable taxcode Code whether at the time of invoicing or payment Withholding Tax With holding Tax Input Input the Base Amount if it differs from the Base Currency Invoice Amount Option to change FC With holding Tax Input System converts Document Currency Amount Curency LC into Local Currency Amount based on the Exchange Rate Master Exemption NO Display Default from the Vendor Master Notes Free Text Input Long Text provided by SAP to capture detailed narration 18 Cae CARANO HH eB a Change Parked Invoice Document 7100000290 2007 Show PO structure 9 Simulate EJ Save as completed E Post Messages H Help Transaction 1 Invoice a 7100000290 2007 O Balance 0 60 INR hs Basicdata Payment Detais Tax Vendor 0020019827 Withholding tax Contacts fj Ooe Mis B amp K AGENCIES Witax base FC Name of w hid tx typ Wita 194C CONTRACTO 02 s With tax amt FC NEAR RMC 194C CONTRACTO LJ DIL PO reference GiLaccount 1 Purchase Order Scheduling Agreement Indicates the Section Code Tax Code Please don t enterany amount in any column In case if the co

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