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OVERVIEW OF SALES PROCESS IN SAP

OBJECTIVE :

This Document is prepared as a ready reckoner for End Users, to enable them to quickly adapt to Sales Process in SAP.

IMPORTANCE OF SALE ORDER IN SAP:

Sale Order is a primary document in SAP. Sale Order in SAP is an intelligent document that drives several Business processes viz., Production Order, Purchase Request , Purchase Order, Quality Management, Financial Accounting and Cost Management.

IMPORTANCE OF MASTER DATA IN SAP :

All Master Data viz., Material Master, Customer Master , Excise Master, Tax Master, Condition Master, Customer Material Info Record play key role in Sales Documents (Enquiry, Quotation, Contract, Sales Order). If Master data is not maintained correctly, the information flow in Sales Documents could get blocked at any stage of Document processing. The tax structure, excise structure required in Sales document are available in Master Data. The Taxes for Material / Customer and also Excise Duty for a Material / Customer is derived in Sales order. Once the Sales order is checked thoroughly by Sales & Finance Department to ensure Net value / Gross value with correct taxes and Excise duty, it ensures the smooth flow of Data in subsequent Documents .

SALE ORDER PROCESSING :

MRPII vis-à-vis SAP:

In SAP, Different Sale Orders can be created with reference to Contract order to address different activities/requirements like Purchase for Resale(ZBOR), High Sea Sale(ZHSS),Third Party Sale(ZTPS),Services(ZSER), Manufactured Equipment(ZSOR), manufacturing spares(ZSPC). These different types of Sale orders (with or without tax and excise duty) are determined as per the combination maintained. In MRP-II , all different activities/requirements are clubbed as different line items in one Indent and Sale order is created, for an Indent , with different line items only. The Segregation of Tax, Excise duty is determined at the time of preparing DO. Changes were made accordingly. In SAP, Indent details are captured in Contract Order and different activities are mentioned as different line items. Different Sale orders are created with reference to Contract Order to address various types of Sales activities with or without taxes. Once Taxes and Excise Duty are determined in Sales Order, no changes can be made in subsequent documents.

Prepared by:

Vishnu Swarup.O.V

Sanjeev.V.Dyamannavar

Aparna.M.E

Date

24-07-2007

Issue Level

1.0

Page No

1/21

The detailed changes , MRP II vis-à-vis SAP are listed below :

Sl.

Activities

Process in MRP II

 

Process in SAP

 

No

   
 

1

Organizational

Sales Transactions flow between unit, SBU, division, department, marketing and sales depts., regional offices etc.,

 

Sales Transactions will flow between company code, sales area( sales organisation, division, distribution channel) sales office

 

structure.

2.

Work order system for customer order.

Work order is issued based on sale order/ customer indent.

 

Sale order is the main document, in lieu of Work Order, which drives the MRP run and other subsequent documents like PR/PO generation, billing etc.

3.

Customer master data

Customer Master is available in MRP-II and IFAS.

General data, sales area data, company code data are maintained at central place. Customer code is a numeric code. Existing customer code can be maintained as search code, the same alpha- numeric customer code could be maintained in master.

details, customer information

Customer code is alphanumeric code.

Customer code varies across divisions and units of BEL.

 

Customer code is common across all divisions and units of BEL.

Customer can’t be extended from an existing sales area to required sales area.

Customer can be extended from an existing sales area to required sales area, it should be same type (defence /non defence)

Master data is maintained by respective computer centre. Customer code is different for sold to party, bill to party, ship to party, and payer. One address had several Customer Codes across BEL.

Master data is available centrally.

Customer code is the same for sold to party, bill to party, ship to party, and payer, deriving on the basis of address One address has one customer code only ,across BEL.

4.

Pricing details

IED determines the mfg. cost/ estimate. Finance determines the suggested selling price.

Product cost estimation can be extracted from the system. System supports pricing with condition types, access sequence & condition tables. Using a simple transaction code ZFI001, the respective Industrial Engineer can extract the product cost from the system.

 

Prepared by:

Vishnu Swarup.O.V

Sanjeev.V.Dyamannavar

Aparna.M.E

Date

24-07-2007

Issue Level

1.0

Page No

2/21

5.a

Other

master

data

BEL part number/ customer part number/category part number, customer part description in MRP-II

Customer material info. record with all relevant information is available as maintained by user.

management

5.b

Material Master , Tax master,Excise Master

i)

Sales view not maintained

 

i) Sales view for each saleable

separately

 

material to be maintained. ii) Tax combination for State / Region wise, order type wise, country wise to be maintained.

 

ii)

No Tax master combination

 

iii) No excise master for Customer

iii)

Excise master to be maintained for

material and Customer.

iv)Material Master is a simpler Concept

iv)

several Business views viz., Basic , Sales ,Quality, MRP, Purchase, Accounting, Costing, Storage, Warehouse. v) Since the Sale Order is an Intelligent Document, Accuracy of Master Data plays a vital role in the execution of Sale Order

The Material Master consists of

v)

Master Data does not impact

the operation of Sale Order

 

6.

Anticipated /

 

Advance ESO

 

No advance ESO/ ESO. It has to be managed in sale order type only, with reason code as Advance ESO , in the sale order & Status Release.

expected order

 

7.

Sale Orders Link To ESO

All Manufacturing details are available in ESO

Sale order is the main document and consist all details. No ESO concept.

8.

ETO(Engineer to Order) related / concurrent engg.

 

Activities are being carried out using MS projects.

SD(Sales & Distribution), PS(Project Systems) & PLM(Product Lifecycle Management) modules support ETO .

9.

Finished goods

 

Dispatch order can be made only after store crediting.

OBD(Out Bound Delivery) can be made only after item is store credited to FG Store. Valuation type(which is same as Source Code)wise stock is maintained. MM(Material Management), SD(Sales & Distribution) transactions support these activities.

activities

 
 

Source code wise stock is maintained. Transfer of items on IUST, IDST & DO are being done using MRP II & manual procedures.

10

Despatch

 

Despatch Order

 

Despatches are made against Outbound Delivery(OBD). The OBD controls only the Quantity to be dispatched (without the value) . The OBD value is available in Proforma Invoice(a reference document)

 

Prepared by:

Vishnu Swarup.O.V

Sanjeev.V.Dyamannavar

Aparna.M.E

Date

 

24-07-2007

 

Issue Level

1.0

Page No

3/21

11.

Rebate

Processing

Manual Process

 

System Supports.

 

(Components)

   

12

Sample and

 

Manual process

 

System supports these activities. Separate sale orders are identified for processing.

exhibition items.

 

13

Transit Sales / High Sea Sales (T&BS)

Statistical MM Procedures , DO, SIV Etc.,

System does not Support DO And SIV. Sales Value is realized after Commercial Invoice only.

14

Credit

/

Debit

Manual

 

System Supports, it can be addressed by SD and FI-CO module

Management

 

15

Billing To Customer

MRP-II & IFAS

 

Supported by SD(Sales & Distribution ) / FI-CO (Finance & Controlling) modules.

 

16

Foreign

Trade

Partially Manual / MRP II

 

System

Supports

Along

With

IVL

Activities

 

Package

 

17

Customer Complaints

Manual

 

System Supports Through SD (Sales & Distribution ) & CS(Customer Service ) Modules.

18

Reports & Forms

MRP II System, Manual .

 

System Supports Forms & Reports. Development will be required for additional reports, forms and preprinted stationary.

 

19

Sale value indication and stock updation

Stock is updated and sale value

Stock is updated after PGI is made. Sale Value is increased only after the commercial Invoice is completed. At Pro forma Invoice (reference to Excise Invoice) level, Sales value could be known. Sale value can be taken after invoice, only on passing of accounts to finance.

is

taken with the controlling of

 

SIV.

 

20

Label For

Manual Preparation

 

Automatic Printing Of Labels using Transaction code ZSD003.

Deliverables

 

21

Comparative Statement Of Prices For Quotation

A

separate program to be run by

User-friendly transaction, (ZSD002) giving price comparison of earlier supply orders, including purchase prices & manufacturing cost.

computer centre

 

22

Offering letter

Prepared by sales for MP and PP

Offering letter will be prepared in QM (Quality Management)Module.

23

Enquiry processing

Enquiry processing available in MRP.

Processing of enquiries is available.

24

Quotation processing

Quotation

processing

available

Copying & processing of quotation is available.

in

MRP.

 

Prepared by:

 

Vishnu Swarup.O.V

 

Sanjeev.V.Dyamannavar

Aparna.M.E

 

Date

 

24-07-2007

 

Issue Level

1.0

Page No

4/21

 

25

Customer

indent

Available in indent processing module. Indent is a replica of the customer Indent, covering all the line items of Customer Indent.

Handled thro Contract Order.

processing

Contract is a replica of the customer Indent, covering all the line items of Customer Indent.

26

Sale order processing

Sale order processing available in MRP.

Taking reference/copy from Contract/Quotation & processing of sale order is possible. Sale Order is a Primary Document (intelligent one), which controls the flow of information into several subsequent documents like Purchase Order / Production Order / OBD / PGI / Billing etc. Serial numbers of Deliverables can be captured. Sale Order is tightly linked with Contract.

Sale Order is a stand alone Document.

 

27

Warranty tracking

Serial numbers of equipment / spares not captured for warranty tracking

Serial numbers for equipments are captured in OBD(Outbound Delivery)/PGI(Post Goods Issue) and are automatically available for tracking in customer service module as equipment

28

Warehouse

Is not addressed in MRPII

 

Warehouse Management is an Important Concept for effective check of valuation type(Source Code) with storage bin.Transfer Order is to be created and confirmed for preparing the OBD (Outbound Delivery) and PGI(Post Goods Issue).

Management

 

29

Document Flow

There is no provision to view Document Flow .

Document Flow is an important and very useful tool to track the status of any Contract / Sale Order.

30

Tax & Excise Duty Determination

The Segregation of Tax, Excise duty is determined at the time of making DO.

The Segregation of Tax, Excise duty is determined at the time of making Contract/Sales Order level only.

31

Cost Capture

Cost is captured in a Work Order

Cost is captured in Sale Order.

32

Reference Document for Excise Invoice

DO and SIV are references to make an Excise Invoice

Proforma Invoice is the reference document to create Excise Invoice. Proforma Invoice gives value of the quantities dispatched to Customer .It is a replica of Commercial Invoice without accounting document.

33

MRP run

Sale Order does not drive the MRP run for Manufacture.

Sale Order drives the MRP run for Manufacturing process.

 

Prepared by:

Vishnu Swarup.O.V

Sanjeev.V.Dyamannavar

Aparna.M.E

Date

24-07-2007

Issue Level

1.0

Page No

5/21

Sales Process Terminology in MRP II and SAP :

Sl.No

MRP II Terminology

SAP terminology

 

01

Delivery

OBD(Out bound Delivery)

 

02

Customer Indent

Contract Order

 

03

Customer Indent Number

Customer Purchase Order number

04

Indenter

Sold to party

 

05

Consignee

Ship to party

 

06

Paying Authority

Payer

07

Source Code

Valuation type

 

08

SIV

PGI(Post

Goods

Issue)

and

Proforma

invoice

LOGICAL SALES PROCESS :

The Logical Sales process is shown in flow chart below :

Check Material Master Data/Customer Master Data Ensure excise master and tax master with concerned authority

Ensure excise master and tax master with concerned authority NO Extend master data to concerned Sales
NO Extend master data to concerned Sales area and plant If available YES
NO
Extend master data to
concerned Sales area and
plant
If available
YES

Select proper Sales Area, Document type and ENTER

YES Select proper Sales Area, Document type and ENTER Create Sales Order with reference to Quotation/Contract

Create Sales Order with reference to Quotation/Contract (Directly in case of MTS)

reference to Quotation/Contract ( Directly in case of MTS) While creating Sales Order without any reference(Directly),

While creating Sales Order without any reference(Directly), select Sold to Party. Creating sales Order with reference to Contract/Quotation

Creating sales Order with reference to Contract/Quotation Select Sales Area (Sales Organisation, Sales Division,

Select Sales Area (Sales Organisation, Sales Division, Distribution Channel),Document Type

Prepared by:

Vishnu Swarup.O.V

Sanjeev.V.Dyamannavar

Aparna.M.E

Date

24-07-2007

Issue Level

1.0

Page No

6/21

Ensure Customer Order/Indent number, Payment terms, Inco terms, part number, quantity, maintain price, plant, profit

Ensure Customer Order/Indent number, Payment terms, Inco terms, part number, quantity, maintain price, plant, profit centre, material VAT %, Customer tax applicability(header level), Customer indent part serial number. The System ensures the quantity and Value of each Sale Order item does not exceed the corresponding Contract quantity and Value.

not exceed the corresponding Contract quantity and Value. Ensure excise duty and tax calculated properly in

Ensure excise duty and tax calculated properly in pricing conditions. Check Incompletion LOG. Save the document if every thing is confirmed

LOG. Save the document if every thing is confirmed Check the Sales Order in display mode

Check the Sales Order in display mode and amend if required in change mode

Order in display mode and amend if required in change mode Get the Sale Order for

Get the Sale Order for Vetted by Finance & Release of Sale Order to proceed with Procurement / manufacturing

of Sale Order to proceed with Procurement / manufacturing Manufacture / Procure items as per Schedule

Manufacture / Procure items as per Schedule Lines of Sale Order

/ Procure items as per Schedule Lines of Sale Order Store Credit Items to Finished Goods

Store Credit Items to Finished Goods Store

of Sale Order Store Credit Items to Finished Goods Store Creating OBD with reference to Sales
Creating OBD with reference to Sales Order Create PGI (Post Goods Issue) with reference to
Creating OBD with reference to Sales Order
Create PGI (Post Goods Issue) with reference to OBD. The Inventory is
reduced on saving the PGI.
Create Proforma Invoice with reference to PGI
Create Excise Invoice with reference to Proforma Invoice.
Create Commercial Invoice with reference to OBD. Sale Value is
realized only after completion of Commercial Invoice.
Prepared by:
Vishnu Swarup.O.V
Sanjeev.V.Dyamannavar
Aparna.M.E
Date
24-07-2007
Issue Level
1.0
Page No
7/21

SALES PROCESSING :

MAINTAINING MASTER DATA :

MATERIAL MASTER :

In the Material Master , the following Tabs are to be monitored by Sales

Department :

PERTINANT TAB

CRITICAL FIELDS TO BE MONITORED

Sales: Sales Org. 1

Tax Classification

Sales:Sales Org.2

Matl statistics grp, Material pricing grp, Acct assignment grp, Item category group

Sales :general/plant

Trans. Grp, Loading Grp, Profit Center

Sales Text (if any)

As applicable

Accounting 1

Valuation class, Moving price/Standard Price

CUSTOMER MASTER:

In the Customer Master , the following Tabs are to be monitored by Sales Department :

PERTINENT TAB

CRITICAL FIELDS TO BE MONITORED

General Data

Address(including Communication Details),Contact Persons, Control Data(Vendor details , if Vendor happens to be a customer.

Company Code,

Reconciliation Account in Account Management

Sales Area(Sales Organisation, Distribution Channel & Division)

Sales (Pricing Group ,Customer Pricing Procedure, Customer Stats. Group),Shipping (Shipping conditions),Billing Document(Account Assignment Group, Tax Classification),and Partner Functions.

CUSTOMER MATERIAL INFO RECORD :

In the Customer Material Info Record , the following fields are to be maintained by Sales Department :

Customer Code, Sales Area (Sales Organisation, Distribution Channel & Division ) ,Customer Material Number

Prepared by:

Vishnu Swarup.O.V

Sanjeev.V.Dyamannavar

Aparna.M.E

Date

24-07-2007

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EXCISE MASTER DATA :

The Purchase Coordination Cell of BG Complex maintains the relevant chapter id for the pertinent material, plant and Material type.

PRICING CONDITION MASTER DATA:

Respective Sales departments are responsible to maintain Pricing Condition Master consisting of following fields :

Customer, Material, Amount, Valid from and Valid To, Scales( if any).

MAINTAINING TRANSACTION DATA:

Sales Executive has to ensure that the Master Data is accurately maintained , before proceeding with Sales Transactions. This will ensure that information flows seamlessly through all subsequent transactions which includes Enquiry Processing, Quotation Processing, Contract Order creation, Sale Order Processing ,MRP run , PR creation, PO conversion, Goods Receipt, Goods Issue, Warehouse Management, Quality Management, Shipping and Outbound Logistics, Billing , Finance Management , Cost Control ,Customer Service etc.

ENQUIRY PROCESSING:

The enquiries received from customers/ prospective customers are entered into the system using transaction VA11 , which can be changed using transaction VA12. VA13 is meant for display only. It is a good practice to check the Incompletion Log before proceeding to save the Document. The following fields are to be entered in the transaction VA11, for seamless flow of information into subsequent documents :

PERTINENT TAB

CRITICAL FIELDS TO BE MONITORED

HEADER DETAILS

Sales Area, Sold to Party, PO Number and Date

SALES

Required Dely. Date, Valid From , Valid To, Payment Terms, Inco Terms, Material, Enquiry Quantity.

Procurement

Requirement Type( should be KE for MTO)

ITEM CONDITIONS

Pricing Condition

ITEM ACCOUNT

PROFIT CENTRE

ASSIGNMENT

ITEM SCHEDULE

Delivery Dates and corresponding Quantity.

LINES

It is pertinent to note that Enquiries can be created only for Materials that are defined in Material Master .

Prepared by:

Vishnu Swarup.O.V

Sanjeev.V.Dyamannavar

Aparna.M.E

Date

24-07-2007

Issue Level

1.0

Page No

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PRODUCT COST ESTIMATION :

The Product Cost of critical items can be estimated using the Transaction ZFI001. The following fields are to be filled in , as applicable to each sales area :

Company Code, Plant, Material,Batch Quantity,Customer Type,MOH % Freight & Insurance - Imported Mortality rate in % - RM Imported Mortality rate in % - Cmpts - Imported Esc Fct in % for POs bynd 1 Yr - Imported Freight & Insurance - Indigenous Mortality rate in % -RM Indigenous Mortality rate in % - Cmpts - Indigenous Esc Fct in % for POs bynd 1 Yr - Indigenous, and other pertinent details.

The Product cost estimation, even though can be run by concerned Sales Executive, it is suggested that the concerned Industrial Engineering Departments maintain this transaction.

QUOTATION PROCESSING :

The Quotation can be prepared with reference to the Enquiry using Transaction code VA21. It is a good practice to check the Incompletion Log before proceeding to save the Document. The following fields are to be entered in the transaction VA21, for seamless flow of information into subsequent documents :

PERTINENT TAB

CRITICAL FIELDS TO BE MONITORED

HEADER DETAILS

Sales Area,Sold to Party,PO Number and Date

HEADER ADDITIONAL DATA A

PROJECT NAME

SALES

Required Dely. Date, Valid From , Valid To, Payment Terms, Inco Terms,Materials,Order Quantity.

Procurement

Requirement Type( should be KE for MTO)

ITEM CONDITIONS

Pricing Condition

ITEM ACCOUNT ASSIGNMENT

PROFIT CENTRE

ITEM SCHEDULE LINES

Delivery Dates and corresponding Quantity.

ITEM PARTNERS

Bill to Party, Payer and Ship to Party.

ITEM TEXT(if any)

As applicable

The Price can be decided based on the suggested selling price using the transaction code ZFI001 , as exlained above.

Prepared by:

Vishnu Swarup.O.V

Sanjeev.V.Dyamannavar

Aparna.M.E

Date

24-07-2007

Issue Level

1.0

Page No

10/21

COMPARATIVE PRICE ANALYSIS :

The details of comparative prices of Previous Quoted Prices (Maximum & Latest) & Previous Selling Price ( Maximum & Latest) for the concerned Customer, Previous Quoted Prices (Maximum & Latest) & Previous Selling Price ( Maximum & Latest) for other than the concerned Customer can be obtained using the transaction ZSD002. The input to run this transaction is the ROUGH-CUT QUOTATION Number.

SELLING PRICE APPROVAL :

The Selling Price approval process can be initiated using the Workflow of SAP. (The Workflow is being addressed by M/s WIPRO)

CONTRACT ORDER:

The Contract Order can be prepared with reference to the Quotation using Transaction code VA41. The following fields are to be entered in the transaction VA41, for seamless flow of information into subsequent documents :

PERTINENT TAB

CRITICAL FIELDS TO BE MONITORED

HEADER DETAILS

Sales Area, Sold to Party,PO Number and Date

HEADER BILLING PLAN

Billing Date,Billing Rule,Date Description,% of value to be invoiced/ Bill Value and Mile Stone Release.

HEADER ADDITIONAL DATA A

PROJECT NAME

SALES

Required Dely. Date,Valid From , Valid To,Payment Terms,Inco Terms,Materials,Target Quantity.

PROCUREMENT

Requirement Type( should be KE for MTO)

ITEM CONDITIONS

Pricing Condition

ITEM ACCOUNT

PROFIT CENTRE

ASSIGNMENT

ITEM PARTNERS

Bill to Party, Payer and Ship to Party.

ITEM TEXT(if any)

As applicable

It is a good practice to check the Incompletion Log before proceeding to save the Document.

SALE ORDER PROCESSING :

Several Types of Sale Orders can be derived from the Contract Order created above. The Sale Order types depend on the type of subsequent activity of Make/ Buy Decision. If the subsequent activity is to Make the item In house, the Sale Order type ZSOR is created, while ZBOR type for Bought Out for Resale, ZHSS for High Sea Sale, ZTPS for Third Party Sale, ZSER for Service Order, ZSAS for Sample Sales etc. The Sale Order will have to be released by respective Finance Department, before proceeding with the Procurement / Manufacturing activity.

Prepared by:

Vishnu Swarup.O.V

Sanjeev.V.Dyamannavar

Aparna.M.E

Date

24-07-2007

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The following fields are to be entered in the transaction VA01, for seamless flow of information into subsequent documents :

PERTINENT TAB

CRITICAL FIELDS TO BE MONITORED

HEADER DETAILS

Sales Area, Sold to Party,PO Number and Date

HEADER ADDITIONAL DATA A

PROJECT NAME

SALES

Required Dely. Date, Payment Terms, Inco Terms, Materials, Order Quantity.

PROCUREMENT

Requirement Type( should be KE for MTO)

ITEM CONDITIONS

Pricing Condition

ITEM ACCOUNT ASSIGNMENT

PROFIT CENTRE

ITEM PARTNERS

Bill to Party, Payer and Ship to Party.

ITEM TEXT(if any)

As applicable

Check the flow of Prices, Taxes ,Cess, Excise Duty etc. It is a good practice to check the Incompletion Log before proceeding to save the Document.

SALES DOCUMNT TYPES :

1. ZSOR : STANDARD SALE ORDER

2. ZBOR : BOUGHT OUT FOR RESALE

3. ZSER : SERVICE SALE ORDER

Service are provided in case of Installation, Repair of Equipment, and Some time Service are sold to the Customer along with the Materials. In those cases no delivery is involved as Services can not be delivered to Customers physically. Here only Service tax is applicable. Service item will be used for line item ( Item Category : TAS ) Billing to be done directly from Service Order

4. ZTPS : THIRD PARTY SALES

In third-party order processing, items will be directly delivered by the supplier to customer. You pass the order along to a third-party vendor who then ships the goods directly to the customer and bills you. A sales order may consist partly or wholly of third- party items. After the sales order is saved, the system automatically records the numbers of the corresponding purchase requisitions in the sales document.

High Sea Sales (HS) refers to an activity of selling imported goods before they touch the territorial waters of an importing country. This is mainly for the saving of Sales Tax. The customer who is going to receive the material will oblige the customs formalities and get the material released from the port. Item Category will be ZTAS Purchase Requisition will be created in the background & check for the Purchase Number in Status Overview. Note : Billing on customer will be done after the Goods Receipt ( GR ) against Purchase Order is done ( no stock will be updated )

6. ZEXD : DIRECT EXPORT DUTY DRAW BACK SALE ORDER

7. ZDED : DEMED EXPORT DUTY DRAW BACK SALE ORDER

This scenario deals with Deemed Export that refers to sale of goods to customers

within India, who are generally holders of Export License. The material sold are required to be used in the production of goods meant for ultimate export. The customers can be an Export-Oriented Units ( EOU ) or located in one of the following areas :

1.

An Export processing zone.

2.

An Electronic Hardware technology park.

3.

A Software technology park

4.

SEEPZ Mumbai or SEZ’s

8.

ZSAS : SAMPLE SALES

9.

ZSDF : WARRANTY REPLACEMENT

10. ZREN : RETURN ORDER When customer returns the sold item for different reasons, return order is created to receive back the item to BEL stock ( for return delivery ). Return order can be created with or without referring to a preceding sales documents ( a sale order or a contract )

PRODUCTION PROGRESS MONITORING :

The Production progress can be monitored using transaction CO46, which is done by Production Control Department.

TRANSFER POSTING OF STOCK TO FG STORES :

The manufactured items and the Goods received ( for resale) are transfer posted to Finished Goods Storage (FGSL) using the Transaction Code MB1B . The Transfer Order is created using Transaction code LT06. These transactions are conducted

by Quality Assurance/Testing for Manufactured parts while the same is done by the Divisional Stores. The concerned Finished Store in charge/Sales executive ( as the case may be) does the confirmation of Transfer Order using Transaction Code LT12.

CONFIRMATION OF STOCK :

The Stock in FGSL can be checked using Transaction Code MMBE.

OUTBOUND DELIVERY :

Once the stock is confirmed for the quantity to be delivered, the Sales executive proceeds to set up the sale by creating the OUTBOUND DELIVERY(OBD). The OBD is created with reference to the Sale Order using the Transaction code VL01N, which in turn is triggered from within the transaction code VA02.

Prepared by:

Vishnu Swarup.O.V

Sanjeev.V.Dyamannavar

Aparna.M.E

Date

24-07-2007

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The following fields are to be entered in the transaction VL01N, for seamless flow of information into subsequent documents :

PERTINENT TAB

CRITICAL FIELDS TO BE MONITORED

PICKING

Storage Type, Valuation Type

HEADER PROCESSING

Respective Dates for Picking , Trans. Planning, Loading, Planned GI and Delivery Date

It is a good practice to check the Incompletion Log before proceeding to save the Document.

PICKING :

VL02N

Log before proceeding to save the Document. PICKING : VL02N The picking activity is done using

The picking activity is done using Transaction code

SUBSEQUENT FUNCTIONS

activity is done using Transaction code SUBSEQUENT FUNCTIONS CREATE TRANSFER ORDER PERTINENT TAB CRITICAL FIELDS TO

CREATE TRANSFER ORDER

PERTINENT TAB

CRITICAL FIELDS TO BE MONITORED

CREATE TRANSFER ORDER

Subsequent Functions, Create Transfer Order

CREATE TRANSFER ORDER

Warehouse Number,Plant, OBD Number

INITIAL SCREEN

Transfer Order Number,Warehouse Number

The transaction seamlessly moves to LT03 to create the Transfer Order. Once the Transfer Order is created, it can be confirmed using Transaction Code LT12. With these transactions, the picking is completed. The OBD cannot be printed unless the picking is done.

PRINTING OF OBD :

The printing of OBD can be done using Transaction code VL02N.To print

the OBD Go to

as Printer type , Come back and save the settings. In the opening screen of VL02N, click on Outbound Delivery Menu, and select the Print preview, check for the correctness of data that has flown, as also the price, tax ,education cess , higher education cess and excise duty etc. If satisfied , proceed to take a print out of the OBD. The OBD is verified , inksigned and sent to Shipping for further processing.

, inksigned and sent to Shipping for further processing. Header Output and define Communication Method as

Header

and sent to Shipping for further processing. Header Output and define Communication Method as well LABEL

Output and define Communication Method as well

LABEL PRINTING :

The label can be printed using the transaction code ZSD003. The type of labels can be selected for each line item depending whether single label is required for the line item OR individual labels are required for each quantity of the line item. SHIPPING :

The Shipping process starts with the receipt of consignment as per OBD.The Shipping personnel proceed to pack and weigh the items received. The packing List, Forwarding note and Loading chart are created using the Transaction ZSD011. After filling in all the details and simulating the packing process in this transaction, save the transaction. When saving, note the packing note number. Proceed to ZSD013 to print the packing List, Forwarding note and Loading chart using the packing note number.

Prepared by:

Vishnu Swarup.O.V

Sanjeev.V.Dyamannavar

Aparna.M.E

Date

24-07-2007

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Page No

13/21

POST GOODS ISSUE:

The Weight of consignment and the number of boxes are entered into the system using the transaction code VL02N . It is a good practice to check the Incompletion Log before proceeding to save the Document. Once these details are entered, proceed to click on Post Goods Issue(PGI) button. With the creation of PGI, the Inventory of the items in the OBD are reduced from the system .This can be checked ,once again ,using MMBE.

PROFORMA INVOICE:

Proforma Invoice is a reference document created by shipping department to enable creation of Excise Invoice. It does not pass any entry into Accounting documents.

Proforma Invoice is created using Transaction Code VF01 , for billing document type ZJEX. The following details are required to be entered :

Billing Type(ZJEX), Billing Date and OBD Number. Check the flow of prices, taxes, cess and excise duties , before proceeding to save the Proforma Invoice.

EXCISE INVOICE CREATION:

The proforma Invoice created above serves as the reference document to create Excise Invoice. To create Excise Invoice Transaction code J1IIN is used together with the filling up of the following fields :

Billing Document, Posting Date, Proforma Invoice Number, Excise Group, and Series Group.

COMMERCIAL BILLING :

Commercial Invoice is generated using Transaction code VF01 with document type ZVAT / ZBOS.The billing date and OBD numbers are the input to generate the Commercial Bill. It is pertinent to note that the Sale value is not posted in the system, unless the Commercial Invoice is generated and saved. ******************* The Sales & Distribution Team can be contacted through following means :

 

NAME

DESIG.

PAX

PABX

BELNET

Email address

VISHNUSWARUP.O.V

 

DGM/

4591

080-

781-173

vishnuswarupov@

 
 

IS-CO

22195899

bel.co.in

SANJEEV.V.DYAMANNAVAR

DM/

4510

080-

781-173

sanjeevvdyamannavar@

IS-CO

22195899

bel.co.in

APARNA.M.E

 

DM/

4592

080-

781-173

aparname@belco.in

 

IS-CO

22195899

 

Prepared by:

Vishnu Swarup.O.V

 

Sanjeev.V.Dyamannavar

Aparna.M.E

 

Date

24-07-2007

 

Issue Level

1.0

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