extensive sap fico enduser manual

END USER DOCUMENTATION

MCGM FINANCE & CONTROLLING 1

30.9.2006 Prepared by: Sanjeev & Nathan Version: 1.0 Created on SISL Consulting Team of 314

SAP Implementation At

Municipal Corporation Greater Mumbai

Finance & Controlling

Participant Name:___________________________________

MCGM_FICO1.pdf




.




TABLE OF CONTENTS.............................................................................................................................. 7

PUBLIC SECTOR MANAGEMENT .......................................................................................................... 7

1.0 Fund Center............................................................................................................................................. 7

2.0 Commitment Item ................................................................................................................................. 13

3.0 Functional Area..................................................................................................................................... 18

4.0 Fund ...................................................................................................................................................... 22

5.0 Create Account Assignment Derivation. .............................................................................................. 27

6.0 Budget Document Entries ..................................................................................................................... 31

7.0 Closing Procedures ............................................................................................................................... 44

8.0 Budget Reports...................................................................................................................................... 58

GENERAL LEDGER ................................................................................................................................. 70

1.0 General Ledger...................................................................................................................................... 70

1.1 Create General Ledger .......................................................................................................................... 70

1.2 Change G/L Account ............................................................................................................................ 75

2.0 Cash Journal accounting ....................................................................................................................... 78

3.0 Document Reversal ............................................................................................................................... 82

4.0 Journal voucher posting ........................................................................................................................ 85

5.0 Account clearing process ...................................................................................................................... 88

6.0 Financial Statements ............................................................................................................................. 90

6.1 Balance Sheet........................................................................................................................................ 91

6.2 Trial Balance......................................................................................................................................... 93

ACCOUNTS PAYABLE............................................................................................................................ 97

1.0 Vendor Master ...................................................................................................................................... 97




1.1 Vendor Master Creation........................................................................................................................ 97

1.2 Vendor Master Change ....................................................................................................................... 104

1.3 Vendor Master Blocking..................................................................................................................... 107

2.0 FI Invoice Booking ............................................................................................................................. 110

2.1 Invoice Creation through FI.............................................................................................................. 110

2.2 Invoice Creation (For purchases through MM module) ..................................................................... 113

3.0 Parking of Documents......................................................................................................................... 118

4.0 Removal of Payment Block ................................................................................................................ 122

5.0 Payment to vendor .............................................................................................................................. 123

6.0 Creation and Submission of ECS File................................................................................................. 132

7.0 Withholding Tax Accounting.............................................................................................................. 140

7.1 TDS Certificate Processing................................................................................................................. 143

8.0 Advance to Vendors............................................................................................................................ 152

9.0 Security deposit in form of Bank guarantee........................................................................................ 156

10.0 Security deposit in form of Check/ DD ............................................................................................ 159

11.0 Credit Memo posting ........................................................................................................................ 164

12.0 Refund Procedure.............................................................................................................................. 167

13.0 Check Management .......................................................................................................................... 172

13.1 Check Register .................................................................................................................................. 172

13.2 Cancellation of Check....................................................................................................................... 175

13.3 Maintaining Check Lots.................................................................................................................... 178

13.4 Renumbering Checks ........................................................................................................................ 183

ACCOUNTS RECEIVABLE ................................................................................................................... 187

1.0 Customer Master ................................................................................................................................. 187

1.1 Create Customer Master ..................................................................................................................... 187

1.2 Change Customer Master.................................................................................................................... 190




2.0 Blocking/Unblocking.......................................................................................................................... 195

2.1 Customer Master Blocking ................................................................................................................. 195

3.0 Sales accounting.................................................................................................................................. 199

3.1 Scrap sales accounting ........................................................................................................................ 199

3.2 Collection Accounting ........................................................................................................................ 201

ASSET ACCOUNTING........................................................................................................................... 205

1.0 Asset Master........................................................................................................................................ 205

2.0 Asset Acquisition ................................................................................................................................ 219

3.0 Asset Transfer ..................................................................................................................................... 223

4.0 Asset Retirement ................................................................................................................................. 228

5.0 Closing Procedures ............................................................................................................................. 231

COST CENTER ACCOUNTING ............................................................................................................ 243

1.0 Cost Center.......................................................................................................................................... 243

1.1 Create Cost Center .............................................................................................................................. 243

1.2 Change Cost Center ............................................................................................................................ 248

2.0 Cost Center Group .............................................................................................................................. 252

2.1 Create Cost Center Group................................................................................................................... 252

2.2 Change Cost Center Group ................................................................................................................. 256

3.0 Cost Element....................................................................................................................................... 260

3.1 Create Cost Element -Primary ............................................................................................................ 260

3.2 Create Cost Element -Secondary ........................................................................................................ 265

3.3 Change Cost Element –Primary & Secondary .................................................................................... 270

4.0 Cost Element Group............................................................................................................................ 275

4.1 Create Cost Element Group ................................................................................................................ 275

4.2 Change Cost Element Group............................................................................................................... 279

5.0 Activity Type ...................................................................................................................................... 283




5.1 Create Activity Type........................................................................................................................... 283

5.2 Change Activity Type ......................................................................................................................... 287

6.0 Statistical Key Figure.......................................................................................................................... 291

6.1 Create Statistical Key Figure .............................................................................................................. 291

7.0 Activity Price ...................................................................................................................................... 295

7.1 Planning Activity Price ....................................................................................................................... 295

8.0 Statistical Key Figure Value ............................................................................................................... 300

8.1 Planning Statistical Key Figure Value ................................................................................................ 300

9.0 Manual Reposting of Cost .................................................................................................................. 304

10.0 Distribution of Overhead Costs......................................................................................................... 307

10.1 Creation of Assessment Cycle (Rule) ............................................................................................... 308

10.2 Executing Assessment Cycle (Rule) ................................................................................................. 312




TABLE OF CONTENTS

PUBLIC SECTOR MANAGEMENT

1.0 Fund Center

1.1 Create Funds Center Trigger: There is a business need to individually create a new funds center Business Process Procedure Overview Within the organizational unit, the funds centers represent the structural grouping into departments, areas of responsibility, projects, and so on. A funds center represents the organization unit for which budget needs to be assigned and monitored.

Procedural Steps 1.1 Access Create Funds Center Master transaction by: Via Menus SAP Menu Accounting Public Sector Management

Funds Management Master Data Account Assignment Elements Funds Center Individual Processing Create

Via Transaction Code FMSA 1.2. On screen “Create Funds Center in FM Area”, enter information in the fields as specified in the table below: Field Name Description R/O/

C User Action and Values Comments

Funds Center New Organizational Unit to be created as Funds Center

R Give a suitable code as per coding scheme.

The code is to be given following the coding convention.




1.1.3. On screen “Funds Center Create”, enter information in the fields as specified in the below

table: Field Name Description R/O/


Name Funds center name R Give suitable name (Name can be up to 20 characters long)

Description Funds Center description R Give a detailed description in the same way as name (Long Text can be up to 40 characters long)

Company code Company code for the funds center

R Give “MCGM”

Business Area Enter business area to which the cost center belongs

O Select the drop down arrow to select the proper Business area depending on Business unit.




1.1.4 On screen “Funds Center Create”, select tab for Hierarchy: Field Name R/O/C User Action and Values Comments Hierarchy Variant

R Enter “001” Standard Funds Center Hierarchy Variant




Save data by clicking button Message will appear – Funds center XXXXXXXX successfully saved.




1.2 Change Funds Center Trigger: There is a need to individually change a Funds center. Business Process Procedure Overview You can change the Funds center Master Record data, but the name of the funds center and FM Area assignment cannot be changed (Alphanumeric).

Procedural Steps 1.2.1. Access Change Funds Center Master transaction by: Via Menus SAP Menu Accounting Public Sector Management

Funds Management Master Data Account Assignment Elements Funds Center Individual Processing Change

Via Transaction Code FMSB Input – Required Fields Field Value/Comments Funds Center 1.2.2. On screen “Funds Center Change”, enter the changes needed to be carried out. Save data by clicking button. Message will appear – Funds center XXXXXXXX successfully saved.




1.3 Display Funds Center Trigger: There is a need to individually display a Funds center. Business Process Procedure Overview You can display the master data of Funds center. Input – Required Fields Field Value/Comments Funds Center

Procedural Steps 1.3.1. Access Change Funds Center Master transaction by: Via Menus SAP Menu Accounting Public Sector Management

Funds Management Master Data Account Assignment Elements Funds Center Individual Processing Display

Via Transaction Code FMSC 1.3.2. On screen “Funds Center Display”, details of the master is displayed. Press F3 to back or Shift+F3 to exit the screen.




2.0 Commitment Item

2.1 Create Commitment Item Trigger: There is a business need to individually create a new commitment item. Business Process Procedure Overview A commitment item represents budget head under which Budget estimate is to be prepared and allotment is given. Commitment items represent the functional grouping of expenditures and revenues within a financial management area.

Procedural Steps 2.1.1. Access Create Commitment Item Master transaction by: Via Menus SAP Menu Accounting Public Sector Management

Funds Management Master Data Account Assignment Elements Commitment item Individual Processing Create

Via Transaction Code FMCIA 2.1.2. On screen “Edit Commitment Item”, enter information in the fields as specified in the table

below: Field Name Description R/O/


Commitment Item

New budget head which needs to be maintained in system

R Give a suitable code as required.

Click the create button to go to the next screen.




2.1.3. On screen “Create Commitment Item”, enter information in the fields as specified in the below table: Field Name Description R/O/


Name Name for the commitment Item

R Give suitable name (Name can be up to 20 characters long)

Description Description for commitment items

R Give a detailed description in the same way as name (Long Text can be up to 40 characters long)

Financial Transaction

Financial transaction for the commitment item

R Enter “30” in this field.

Commitment Item Category

This field specifies type of item i.e. expense or revenue.

R Enter “3” for expenses/outflows and “2” for revenues.




Save data by clicking button Message will appear – Commitment item XXXXXX successfully saved.




2.2 Change Commitment Item Trigger: There is a need to change an individual Commitment Item. Business Process Procedure Overview The function allows you to make the changes to the Master Data provided no values posted to that Item. Master can also be deleted at this process.

Procedural Steps 2.2.1. Access Change Commitment Item Master transaction by: Via Menus SAP Menu Accounting Public Sector Management

Funds Management Master Data Account Assignment Elements Commitment item Individual Processing

Via Transaction Code FMCIA Input – Required Fields Field Value/Comments Commitment Item Mention the Commitment item to be changed

2.2.2. On screen “Edit Commitment Item”, click the pencil to make the changes. Save data by clicking button Message – Commitment Item XXXXXX is saved successfully.




2.3 Display Commitment Item Trigger: There is a need to Display an individual Commitment Item. Business Process Procedure Overview The function allows you to Display the Master Data

Procedural Steps 2.3.1. Access Change Commitment Item Master transaction by: Via Menus SAP Menu Accounting Public Sector Management

Funds Management Master Data Account Assignment Elements Commitment item Individual Processing Display

Via Transaction Code FMCIC Input – Required Fields Field Value/Comments Commitment Item

2.3.2. On screen “Edit Commitment Item”, click the Glass to Display and Press F3 to go back or Shift F3 to exit the screen.




3.0 Functional Area

3.1 Create Functional Area Trigger: There is a business need to individually create a new Functional Area. Business Process Procedure Overview The functional area maps the functional structure such as public safety, town planning and so on, especially the expenditures of an organization, FM area. It describes how the funds are used.

Procedural Steps 3.1.1 Access Create Functional Area Master Transaction by: Via Menus SAP Menu Accounting Public Sector Management

Funds Management Master Data Account Assignment Elements Functional Area Process Functional Area

Via Transaction Code FM_FUNCTION 3.1.2 On screen “Create Functional Area”, enter information in the fields as specified in the table below: Field Name Description R/O/


Functional Area New Functional Area which needs to be maintained in system


Click Create Button.




3.1.3 On screen “Create Functional Area”, enter information in the fields as specified in the below table: Field Name Description R/O/


Functional Area Text

Name for the Functional Area

O Give suitable name (Name can be up to 25 characters long)

Valid from Date from when the Functional area to be used

O Mention the date as required

Valid to Date till when the Functional area to be used

O Mention the date as required.




Save data by clicking button Message will appear – Functional Area XXXXXX has been saved.




3.2 Change Functional Area Trigger: There is a business need to individually change/delete a Functional Area. Business Process Procedure Overview The functional area maps the functional structure such as public safety, town planning and so on, especially the expenditures of an organization, FM area. It describes how the funds are used. This Process allows you to change the master data, the validity period can be changed only if no posting made to it.

Procedural Steps

3.2.1 Access Change Functional Area Master Transaction by: Via Menus SAP Menu Accounting Public Sector Management


Via Transaction Code FM_FUNCTION

3.2.2 On screen “Process Functional Area”, press the pencil to do the changes. Save data by clicking button Message will appear – Functional Area XXXXXX has been saved.

3.3 Display Functional Area Trigger: There is a business need to individually display a Functional Area. Business Process Procedure Overview The functional area maps the functional structure (such as public safety, town planning and so on), especially the expenditures of an organization (FM area). It describes how the funds are used.

Procedural Steps 3.3.1 Access Display Functional Area Master Transaction by: Via Menus SAP Menu Accounting Public Sector Management


Via Transaction Code FM_FUNCTION

3.3.2 On screen “Process Functional Area”, press the glass to display and press F3 to go back or Shift+F3 to exit from the screen.




4.0 Fund

4.1 Create Fund Trigger: There is a business need to individually create a Fund. Business Process Procedure Overview Funds represent financial resources that are provided for a specific purpose by a sponsor and managed separately. This enables the exact source of the funds to be determined.

Procedural Steps 4.1.1 Access Create Fund Master Transaction by: Via Menus SAP Menu Accounting Public Sector Management

Funds Management Master Data Account Assignment Elements Fund Create

Via Transaction Code FM5I 4.1.2. On screen “Create Fund – Basic Screen”, enter information in the fields as specified in the table below: Field Name Description R/O/


Fund New Fund which needs to be maintained in system


Click Button.




4.1.3. On screen “Create Fund – Basic Screen”, enter information in the fields as specified in the below table: Field Name Description R/O/


Name Name for the Fund R Give suitable name (Name can be up to 20 characters long)

Description Description for Fund R Give a detailed description in the same way as name (Long Text can be up to 40 characters long)

Valid From Date from when the Functional area to be used

R Mention the date as required

Valid To Date till when the Functional area to be used

R Mention the date as required.

Fund Type The funds can be grouped according to fund type to use for classification or reporting

O Press F4 for drop down Help.




Save data by clicking button Message will appear – Fund XXXXXX saved.

4.2 Change Fund Trigger: There is a business need to individually change a Fund. Business Process Procedure Overview Moneys provided by a financial source, such as a public organization, which is managed separately for a specific purpose. A name for the original budgets defined in an overall budget

Procedural Steps

4.2.1 Access Change Fund Master Transaction by: Via Menus SAP Menu Accounting Public Sector Management

Funds Management Master Data Account Assignment Elements Fund Change

Via Transaction Code FM5U Input – Required Fields Field Value/Comments Fund 4.2.2. On screen “Change Fund – Basic Screen”, make the changes and choose to save. Message will appear – Fund saved.




4.3 Display Fund Trigger: There is a business need to individually Display a Fund. Business Process Procedure Overview This Process allows the user to display the Master Data.

Procedural Steps

4.3.1 Access Change Fund Master Transaction by: Via Menus SAP Menu Accounting Public Sector Management

Funds Management Master Data Account Assignment Elements Fund Display

Via Transaction Code FM5S Input – Required Fields Field Value/Comments Fund 4.3.2. Enter the alphanumerical code of the fund and choose to Enter. Press F3 to go back orShift+F3 to exit the screen.




5.0 Create Account Assignment Derivation. Trigger: For the system to derive fund center automatically, required Master data needs to be assigned to fund center. Business Process Procedure Overview In this activity, you define your account assignment derivation. You can use account assignment derivation to automatically determine the values of FM account assignments from other account assignments, as long as there is a logical dependency between them. The account assignment derivation consists of a sequence of derivation steps - known as the derivation strategy. It is used to sequentially derive the values for FM account assignments from other account assignments. Each derivation step describes how a number of target fields can be filled from a number of source fields. Here we are taking an example of Cost center/Cost Element Assignment.

Procedural Steps 5.1.1 Access Create Fund Master Transaction by: Via Menus SAP Menu Accounting Public Sector Management

Funds Management Master Data Use of Account Assignment Elements Process Account Assignment Derivation

Via Transaction Code FMDERIVER 5.1.2. On screen “Derivation Strategy for FM Object Assignment: Maintain Values”, Double click on the field “Cost Center/CE to Commitment Item/Funds Ctr/Fund/Function” field:




On screen “Derivation Strategy for FM Object Assignment: change Rule Values”, enter the field values as defined in table: Field Name Description R/O/


Controlling Area MCGM R Enter “MCGM”. Cost Center The cost center for which

the assignment is to be made.

R Enter the value of cost center.

Cost Element The Cost Element for which the assignment is to be made.

R Enter the value of cost element.

Date Enter the date from when the derivation is valid

R for eg Enter “01.04.2006”.

Commitment Item

Fund center to which Cost center/CE is to be assigned

R Enter the value of the Commitment Item

Funds Center Fund center to which Cost center/CE is to be assigned

R Enter the value of Fund center.

Fund Fund to which assignment to be made

R Enter the value of Fund

Functional Area Functional Area to which assignment to be made

R Enter the Functional Area




Save data by clicking button Assignment is saved.




6.0 Budget Document Entries

6.1 Create Budget Entry Document: Business Process Procedure Overview Document which logs the entry of budget values in the Budget Control System (BCS). A document number is assigned to a budget entry document by the system and provides proof of the processing of budget values. After posting an entry document, only text information in the form of short and long texts can be changed. You can no longer make any changes to budget values or assign other attributes. You must make such changes in a new entry document.

Procedural Steps 6.1.1 Access Create Budget Entry Transaction by: Via Menus SAP Menu Accounting Public Sector Management

Funds Management Budgeting Budget Control System Entry Documents Create

Via Transaction Code FMBBC 6.1.2. On screen “Budgeting Workbench – Create Document”, enter information in the fields as

specified in the table below: Field Name Description R/O/


Value type R Budget or Released Process Characterizes the basic

budgeting process used to post budget entry document

R Select from drop down

Budget Category

This distinguishes the different ledgers that store the Budget Data.

R Always Payment

Document Type

This Classifies the Budget Entry Document and its Number Assignment

R 1000 F4 help available for further types.

Budget Type Defines the purpose of the document


Version R 0 For the first Version, normally 0

Date Document Date R 01.04.2006 Period Desired Periods of allocation R ALL Can be allocating it

to certain Periods too.

For line item, Field Name Description R/O/ User Action and Values Comments




C Fund R 10 Funds Center R 100010000 Commitment Item

R 110000000

Functional Area R 001010000 Amount R 175000000 Distribution Key Key for distributing plan values

on periods according to various criteria

R 1

Text O Desired

Verify the data entered by pressing F7 or and save the document .




6.2 Create Budget Entry Document This is the procedure will be followed in MCGM for the Budget Upload Process. The budget shall be set at Fund center, functional area and Fund for each commitment item.

6.2.1) Creation of Budget:

Access the Program for uploading the Budget Data - MCGM Via Transaction Code ZF002

6.2. On the Program for uploading the Budget Data – MCGM screen enter the information in the fields as specified in the table below:




Field Name Description Comments

Financial Management Area

MCGM Default

Value Type B1 Default Budgeting Process

Enter Default

Budget Category

9F Default

Entry Document Type

1000 Default

Fiscal year 2006 Default Budget Type 2000 Default Version 0 Normally Final Version is 0 Document Date

Enter suitable date

Default

Fund Enter required Fund

Fund Center Enter required Fund center Line Item text Enter suitable text File Details Select the

excel upload file template

Click the Execute icon to post the document. After execution of program successfully, the document no. for the budget uploaded is displayed.




Expected Result: Budget document is created without any errors.

6.3 Budget Document Display: The budget document can be displayed as under

6.3.1. Access the “Display Entry Document” transaction by:

Via Menu Accounting Public sector Management Funds Management Budgeting Budget Control System

Entry Document Display.

Via Transaction Code FMEDD

6.3.2. On the Display Entry Document: Selection screen enter the information in the fields as specified in the table below:

Field Name Description Comments Financial Mgt Area

MCGM




Field Name Description Comments Document Year 2006 Entry Document Number

Enter the document number uploaded

Click ‘watch’ sign on top left or F8. All transactions that have taken place will be displayed.

Expected Result:

The document displays correct line items as required.




6.4 Create Funds Transfer Trigger: Some additional budget is available one a fund center under one head and needs to be transferred to another head. Business Process Procedure Overview Using funds transfers you can transfer assigned funds which are in a particular Funds Management account assignment, to other Funds Management account assignments.

Procedural Steps 6.4.1 Access Create Fund Transfer Transaction by: Via Menus SAP Menu Accounting Public Sector Management

Funds Management Posting Funds Transfer Create Via Transaction Code FMWA 6.4.2. On screen “Fund Transfer - Create Initial Screen”, enter information in the fields as specified in the table below: Field Name Description R/O/


Document Type This Classifies the Budget Entry Document and its Number Assignment

R Select ‘11’ from drop down

Document date R Defaulted Posting date R Defaulted Company Code R MCGM Currency R INR




For Line Item, Field Name Description R/O/


S Sender line item

R Select the radio button for sender item

.

Fund Center Enter the sender fund center R Enter the required fund center.

Commitment item

Enter the relevant budget head.

R Enter/select the relevant commitment item.

Amount Enter the amount to be transferred.

R Enter the total amount to be transferred.

RS Receiver line item R Select this radio button for receiver line items.

Fund Center Enter the receiver fund center

R Select/Enter relevant fund center.

Commitment Enter the relevant budget R Enter/select the relevant




item head. commitment item. Amount Enter the amount allotted to

the combination of fund center and commitment item.

R Enter the required budget amount

Verify the data entered by pressing Shift + F1 or and save the document .




6.5 Display Funds Transfer Trigger: Some additional budget is available one a fund center under one head and needs to be transferred to another head. Business Process Procedure Overview Using funds transfers you can transfer assigned funds which are in a particular Funds Management account assignment, to other Funds Management account assignments.

Procedural Steps 6.5.1 Access Display Fund Transfer Transaction by: Via Menus SAP Menu Accounting Public Sector Management

Funds Management Posting Funds Transfer Display Via Transaction Code FMWC 6.5.2. On screen “Fund Transfer - Display Initial Screen”, enter information in the fields as specified in the table below: Field Name Description R/O/


Document Number

R

Line item O

Click for the document overview.




6.6 Create Funds Supplement Trigger: For any of the budget, additional budget was request and the same has been approved and allotted. Business Process Procedure Overview The additional budget which was request from head quarters has been allotted and the same is updated in the system. If the available funds are not sufficient, you can top up the budget in a funds center or commitment item by means of a Supplement.

Procedural Steps 6.6.1. Access Enter Supplement transaction by: Via Menus SAP Menu Accounting Public Sector Management

Funds Management Budgeting Budget Control Systems Entry Documents Create

Via Transaction Code FMBBC 6.6.2 On screen “Budgeting Workbench – Create Document”, enter information in the fields as



Value type R Budget or Released Process Characterizes the basic

budgeting process used to post budget entry document

R Select Supplement from drop down

Budget Category

This distinguishes the different ledgers that store the Budget Data.

R Always Payment

Document Type

This Classifies the Budget Entry Document and its Number Assignment


Budget Type Defines the purpose of the document


Version R 0 For the first Version, normally 0

Date Document Date R 01.04.2006 Period Desired Periods of allocation R ALL Can be allocating it

to certain Periods too.




For line item, Field Name Description R/O/


Fund R 10 Funds Center R 100010000 Commitment Item

R 110000000

Functional Area R 001010000 Amount R 175000000 Distribution Key Key for distributing plan

values on periods according to various criteria

R 1

Text O Desired Click Enter Button.




Verify the data entered by pressing F7 or and save the document Message will appear – Document XXXXXXXXX posted.




7.0 Closing Procedures Trigger: As part of year end exercise, the commitment of Purchase orders are to be carry forwarded. Note: The Budgets will not be Carried Forward, unused budget will lapse if not utilized in the same year. Business Process Procedure Overview This component enables you to prepare and execute all activities for year-end closing: the transfer of open commitments (commitment carry forward) from old fiscal years to the new. You use the closing operations to display budgets and assigned values for each period. You perform the closing operations in a series of steps, which you must carry out in sequence. The commitment carry forward always reflects the current state of the data in the Funds Management systems. However, there is no automatic link to the closing operations in other components. This means that changes made to documents in other components are not reflected in Funds Management after you have carried out the closing operations in Funds Management. For this reason, we recommend you do not carry out Funds Management closing operations until you have completed the closing operations in the other components. Open commitments are correctly reduced in the old fiscal year if you process them further in the new. (For example, a purchase order from 2006 can be reduced by an invoice arriving in 2007.) The following transactions are available for carrying over open commitment and carrying forward balances:

In order to call up individual programs choose Accounting → Public Sector Management � Funds Management � Additional Functions � Closing Operations � Menu Path.

Transaction Function Menu Path Preliminary steps Preliminary steps → FMMC Closing operations: close open

commitment Close commitment

Commitments/Actuals Commitments/Actuals → FMJ2 Closing operations: Carrying forward

open items Commitment carry forward � Carry forward documents

FMJ2_D Carry forward documents by entry date Commitment carry forward � Carry forward documents by entry date

FMJ3 Closing operations: Reverse carry forward of open items

Cmmt carry forward �Undo

FMJ_DISPLAY Display fiscal year change document

Commitment carry forward → Display fiscal year change documents

7.1 Close Open Commitments Trigger: FM Closing Operations: Closing Open Commitments




Business Process Procedure Overview It may be necessary for an organization to close open commitments (such as purchase requisitions, purchase orders, or earmarked funds) within Funds Management closing operations. This program closes open commitment by flagging the documents as complete.


Funds Management Additional Functions Closing Operations Preliminary Steps Close Commitments

Via Transaction Code FMMC 7.1.2. On screen “Closing Operations – Close Open Items”, enter information in the fields as specified in the table below: Field Name Description R/O/


FM Area R MCGM Fiscal Year R 2006 Fund O Fund Center O Commitment item

O

Functional Area O Doc- Dependent Parameters

R Select the Purchase Order: We are carry forwarding only the purchase order open items.

Process Control R Select Test Run and Detail List

Remove the Test run when you need to update the Run

Execute by clicking or F8




7.2 Carrying forward the Documents Trigger: Fiscal Year Change: Carry forward of Open Items Business Process Procedure Overview You can carry forward all open Funds Management commitments documents for an FM area and fiscal year to the next fiscal year using this program.

Procedural Steps 7.2.1 Access Carry Forward Documents Transaction by: Via Menus SAP Menu Accounting Public Sector Management

Funds Management Additional Functions Closing Operations Commitments/Actuals Commitment Carry Forward Carry Forward Documents

Via Transaction Code FMJ2 7.2.2 On screen “Year End Closing: Carry forward of Open Items”, enter information in the fields

as specified in the table below: Field Name Description R/O/


FM Area R MCGM Fiscal Year R 2006 Value Type R 51

Company Code R MCGM

We are carry forwarding only the purchase order open items.

Test Run R Select Test Run and Detail List


Block Documents

O The document block ensures that no document changes and postings can be executed during the program run

Availability Control

R Check The assigned values are checked and updated. If an error message occurs from the availability control, the corresponding line items cannot be processed.





7.3 Carrying forward the Documents Using Entry Date Trigger: Fiscal Year Change: Carry forward of Open Items Business Process Procedure Overview You can carry forward all open Funds Management commitments documents for an FM area and fiscal year to the next fiscal year using this program.


Funds Management Additional Functions Closing Operations Commitments/Actuals Commitment Carry Forward Carry Forward Documents according to the Entry Date

Via Transaction Code FMJ2_D 7.3.2 On screen “Year End Closing: Carry forward of Open Items”, enter information in the fields

as specified in the table below: Field Name Description R/O/



Company Code R MCGM




Block Documents







7.4 Reverse the Carrying forward Documents Trigger: Fiscal Year Change: Resetting Carry forward of Open Items Business Process Procedure Overview You can use this program to reset the carry forward of Funds Management commitment documents to the next fiscal year for an FM area and fiscal year.

Procedural Steps 7.4.1 Access Undo Carry Forward Transaction by: Via Menus SAP Menu Accounting Public Sector Management

Funds Management Additional Functions Closing Operations Commitments/Actuals Commitment Carry Forward Undo

Via Transaction Code FMJ3 7.4.2 On screen “Year End Closing: Undo Carry forward of Open Items”, enter information in

the fields as specified in the table below: Field Name Description R/O/



Company Code R MCGM




Block Documents








7.5 Display the Carrying forward Documents Trigger: Fiscal Year Change: Display the Fiscal Year Change Documents Business Process Procedure Overview All fiscal year change documents that correspond to the selection criteria are displayed

Procedural Steps 7.5.1 Access Display Carry Forward Documents by:




Via Menus SAP Menu Accounting Public Sector Management

Funds Management Additional Functions Closing Operations Commitments/Actuals Commitment Carry Forward Display

Via Transaction Code FMJ_DISPLAY 7.5.2 On screen “Display Fiscal Year Change Documents”, enter information in the fields as



FM Area R MCGM Sender Fiscal Year

R 2006

Value Type R 51 Purchase Orders

Sender Ledger O 9A Payment Budget Receiver Ledger O 9A Payment Budget

Company Code R MCGM

FI doc.no.Fisc Year

O

Document Number

O If know the number, Mention it.

FYC Document Number

O If know the number, Mention it.





8.0 Budget Reports The information system is to analyze the business transactions relevant to Funds Management Government. This means it is possible, for example, to generate overviews of the budgets (such as approved and released budget), budget usage (actual and commitment values), and the residual budget (that is, budget still available) in your organization. You can analyze all data interactively directly after entering it into the SAP System and trace its origin up to document level. You can also run all reports available online in the background. This is particularly useful with very comprehensive datasets.

8.1 Total Records – Budget Overview Business Process Procedure Overview Totals records reports evaluate totals records. The totals records provides you with a quick overview of the accumulated status of your data

Procedural Steps 8.1.1 Access Budget Overview Transaction by: Via Menus SAP Menu Accounting Public Sector Management

Funds Management Information Systems Totals Records Budget Control Systems Budget Budget Overview

Via Transaction Code FMRP_RW_BUDGET 8.1.2 On screen “Budget Report: Selection”, enter information in the fields as specified below: Field Name Description R/O/


FM Area R MCGM

Budget Category R 9F Payment Budget Version R 0 Original Version Fiscal Year R 2006





Exit the report by pressing back pop up appears to confirm your exit.

Exit by pressing Yes.




8.2 Total Records – Budget Consumption Business Process Procedure Overview Totals records reports evaluate totals records. The totals records provides you with a quick overview of the accumulated status of your data

Procedural Steps 8.2.1 Access Budget Consumption Overview Transaction by: Via Menus SAP Menu Accounting Public Sector Management

Funds Management Information Systems Totals Records Budget Control Systems Budget Overview of Budget

Consumption Via Transaction Code FMRP_RW_BUDCON 8.2.2 On screen “Budget Consumption Overview”, enter information in the fields as specified below: Field Name Description R/O/


FM Area R MCGM

Budget Category R 9F Payment Budget Version R 0 Original Version Fiscal Year R 2006






Exit by pressing yes.




8.3 Line Items – Commitments and Funds Transfer Business Process Procedure Overview This reporting evaluates Commitment and Actual documents. Funds Management differentiates the data according to how advanced processing is in the system. All data which is entered up until the point of invoice receipt or invoice issue is commitment data, such as purchase orders and purchase requisitions. All other data is actual data

Procedural Steps 8.3.1 Access Commitments and Funds Transfer Transaction by: Via Menus SAP Menu Accounting Public Sector Management

Funds Management Information Systems Line Items Commitments and Actuals Commitments and Funds Transfer

Via Transaction Code FMRP_RFFMEP1OX 8.3.2 On screen “Commitments: Line items by Document”, enter information in the fields as specified below: Field Name Description R/O/


FM Area R MCGM

2006 01 From Fiscal Year R 2006 12 To






Exit by pressing yes.




8.4 Line Items – Commitments and Funds Transfer Business Process Procedure Overview This reporting evaluates Commitment and Actual documents. Funds Management differentiates the data according to how advanced processing is in the system. All data which is entered up until the point of invoice receipt or invoice issue is commitment data, such as purchase orders and purchase requisitions. All other data is actual data

Procedural Steps 8.4.1 Access Commitments and Funds Transfer Transaction by: Via Menus SAP Menu Accounting Public Sector Management

Funds Management Information Systems Line Items Commitments and Actuals All Postings

Via Transaction Code FMRP_RFFMEP1AX 8.4.2 On screen “Document Journal”, enter information in the fields as specified below: Field Name Description R/O/


FM Area R MCGM

Fund O

Funds Center O

Commitment Item

O

Functional Area O

2006 01 From Fiscal Year R 2006 12 To

Value Type O





The drill down report is displayed above.




GENERAL LEDGER

1.0 General Ledger

1.1 Create General Ledger Overview Trigger:

The Enterprise has to post all transactions related to income, expenditure, assets and liabilities under the head of accounts contained in chart of account of the enterprise on the basis of which profit and loss account as well as balance sheet can be prepared to submit the same to various authorities .This is possible if required GL account is created in system after proper approvals/ circulars.

Business Process Procedure Overview

Steps for creating new GL account – Preliminary requirement (triggering point) - GL Account Requisition will be sent to Head office and once approved circular will be issued to that effect. Step I (Request for creation) - Once circular for permission to create new account is issued, request to create new account in SAP can be sent to Master Record Maintenance (MRM) team in prescribed format. Step II (Account creation analysis) – After receiving request, MRM will create a new account and communicate it to all concerned and the same are to be created centrally.

Procedural Steps

1.1.1. Access transaction by: Via Menus Accounting > Financial Accounting > General Ledger > Master

Records > G/L Accounts > Individual Processing > Centrally Via Transaction Code FS00




1.1.2. On screen “Create General Ledger Account”, enter information in the fields as specified in the table below:

Tab 1 – Type/ description




Tab 2 - Control Data

Field Name Description R/O/C User Action and Values Comments G/L Account No Suitable Account no. R Company code Company code R MCGM Click on R Account group Suitable Account

Group eg.120 R

Click on P&L Statement

Press radio button R

Description –Short text

Suitable Text for the G/L Account

R

Long text Suitable Text for the G/L Account

R

Press enter or F8 to get accounting information tab page




Tab 3 - Create Bank/Interest tab

Field Name Description R/O/C User Action and Values

Comments

Account currency INR R inr Tax Category Enter * to allow all

types of Taxes R

Posting without tax allowed

Tick the checkbox R

Line item display Tick line item display

R

Sort key 001




Field Name Description R/O/C User Action and Values

Comments

Field status group Field status group

R G001

Go to GL Account and select Save option (Ctrl + S)




1.2 Change G/L Account Procedural Steps

1.2.1. Access transaction by: Via Menus Accounting > Financial Accounting > General Ledger > Master

Records > G/L Accounts > Individual Processing > Centrally Via Transaction Code FS00 1.2.2 On screen “Edit General Ledger Account”, enter information in the fields as specified in the table below: Tab page 1 – Type/ description




Tab page 2 - Control Data

Field Name Description R/O/C User Action and Values Comments G/L Account No Suitable Account no. R Company code Company code R MCGM Press Enter and then Click on Account group R Description –Short text

R

Long text O Press enter or F8 to get accounting information tab page




Tab page 3 - Create Bank/Interest

Change the necessary fields and press . Message will appear – Data saved

Note: - 1. Any New G.L. Account created (Exp/Revenue) corresponding Cost element and commitment item has to be created before any posting is allowed in G/L Account.

2. Also the necessary change must be made in financial statement version.




2.0 Cash Journal accounting Overview Trigger: Cash journal functionality will be implemented for recording all Cash book transactions.

a) Cash given to Ward Offices. b) Cash given to Garages.

Business Process Procedure Overview Cash journal functionality –

Cash journal is used for posting all cash transaction and posted to respective GL account. Radio button on cash journal indicates status of accounting entry – Red button signifies that

entry entered but not saved, orange button indicates saved entries, and green button indicates that accounting transaction is posted to GL account.

Cash journal

All cash transactions will be entered in cash journal. For this different business transactions will be created and respective GL accounts will be assigned.

All transactions of the day or period will be recorded in cash journal including cash withdrawal from bank account and expenses.

Procedural Steps

2.1.1. Access transaction by: Via Menus Accounting > Financial Accounting > General Ledger > Posting

> Cash Journal Posting Via Transaction Code FBCJ

Select cash journal , following window will pop up, select appropriate cash book




2.1.2. On screen “Cash Journal”, enter information in the fields as specified in the table below:

Enter following details in Cash payments tab / Cash receipts tab as the case may be Input – Required Fields Field Value/Comments Business transaction Enter transaction number or Description, Amount Enter Amount G/L Account Enter G/L Account -

Bank, Customer or Vendor as the case may be




Account Assignment object Enter required account assignment like cost center Text Enter text (upto 50 characters) Business area Enter required business area (required entry) Functional Area Enter required Functional Area (required entry) Cost Center Enter required Cost Center (required entry) FM Area Enter required FM Area (required entry) Fund Center Enter required Fund Center (required entry) Commitment Item Enter required Commitment Item (required entry)

Press Enter - Document status is Red

For posting entry to GL account press or F6, Document status button will turn to green from yellow Cash journal updates balance screen once entry is saved




3.0 Document Reversal

Trigger: Accounting document wrongly entered in system is required to be reversed. Document once entered in SAP system is not modifiable completely. Thus wrong document created in system is to be reversed completely. Business Process Procedure Overview Documents once posted will be reversible only after giving reversal reason, posting date and document number. Reversal process will be executed as follows -

Step 1 – Identifying wrong document (Eg. Wrong document identified by auditors) Step 2 – Document to be reversed will be reversed by authority than the person who has

entered original document in system. E.g. Original document entered by AO (Cash) will be reversed by CAO (Cash)

Step 3 – For reversing original document senior authority will specify reversal reason in system. He will also specify reversal reason on original document.




Procedural Steps

3.1.1. Access transaction by:

Via Menus Accounting > Financial Accounting > General ledger/ Accounts Receivable/ Accounts Payable > Document > Reverse > Individual Reversal

Via Transaction Code FB08

3.1.2. On screen “Document Reversal”, enter information in the fields as specified in the table below:




Field Name Description R/O/C User Action and Values Comments Document Number

Enter the document number to be reversed.

R Enter the suitable document number code

.

Company code

Enter MCGM R

Fiscal Year Enter the fiscal year R Enter 2006.

Reversal Reason

Enter the Reversal reason R Enter 01

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click on the ENTER button.




4.0 Journal voucher posting Overview Trigger: Journal voucher is required for the transaction, which are not directly accounted and no process is specified in transaction code.


Transaction code F-02 is to be used for accounting journal voucher. With F-02 transaction you can also post to sub ledger (vendor, customer,). For example of JV transaction is Period end closing accounting e.g. provisions

Procedural Steps

4.1.1. Access transaction by: Via Menus Accounting > Financial Accounting > General Ledger >

Posting > General Posting Via Transaction Code F-02

4.1.2 On screen “Posting with clearing”, enter information in the fields as specified in the table below:




Field Name Description R/O/C User Action and Values Comment Document Date

Enter the document date R

Posting Key Enter the posting Key R Enter 40 for Debit , 50 for




Credit Account Enter the GL account to be

debited R Vendor, Customer or GL

Account

Press enter or F8 to go to next page Amount Enter the amount R Cost Center Enter the suitable Cost

Center R

Posting Key Enter the posting Key R Enter 40 for Debit , 50 for Credit

Account Enter the GL account to be debited

R Vendor, Customer or GL Account

Press enter or F8 to go to next page Amount Enter the amount R Cost Center Enter the suitable Cost

Center R

Simulate the document

If OK then save the document




5.0 Account clearing process Overview Trigger: Open items which are not cleared automatically, needs to be cleared through manual clearing program.

Business Process Procedure Overview In GL account, Vendor and Customer account, open items which are not cleared by automatically, needs to be cleared through manual clearing program.

Procedural Steps

5.1.1. Access transaction by: Via Menus Accounting > Financial Accounting > General Ledger/

Accounts Payable/ Accounts Receivable > Account > clear Via Transaction Code F-03 (GL), F-44 (AP), F-32 (AR)

5.1.2. On screen “Posting with clearing”, enter information in the fields as specified in the table below:




Field Name Description R/O/C User Action and Values Comment Account Enter the GL account to be

debited R Vendor, Customer or GL

Account

Press or (Shift+F4) to go to next page




On screen “Clear GL Account Process Open Item”, select the items to be cleared

Process the items to clear the account.

6.0 Financial Statements Overview Trigger:




The Financial statements e.g. trial balance, Balance sheet are to be drawn in a prescribed manner to be furnished to different authorities.

Procedural Steps

6.1 Balance Sheet 6.1.1. Access transaction by: Via Menus Information Systems > Accounting > Financial Accounting

> General Ledger > Balance Sheet Via Transaction Code F.01

6.1.2. On screen “Financial Statements”, enter information in the fields as specified in the table below:




Field Name Description R/O/C User Action and Values Comment Chart of Accounts

R Enter MCGM

Company Code

R Enter MCGM

Financial statement version

R Enter MCGM

Press enter or F8 to go to next page




6.2 Trial Balance 6.2.1. Access transaction by: Via Menus Information Systems > Accounting > Financial Accounting

> General Ledger > Account Balance




Via Transaction Code F.08

6.2.2 On screen “G/L Account Balance”, enter information in the fields as specified in the table below:




Field Name Description R/O/C User Action and Values Comment Chart of Accounts

R Enter MCGM

Company Code

R Enter MCGM

Press enter or F8 to go to next page




ACCOUNTS PAYABLE

1.0 Vendor Master

1.1 Vendor Master Creation Trigger: Vendor master is required to be maintained for –

Booking purchase invoice Maintaining vendor related information centrally

Grouping together similar characteristics vendors Business Process Overview

For creating vendor ledger account Vendor Master is to be created whenever transactions are to be done with a new vendor (except for one time vendor). For non- FI related vendors, such request will flow from MM module in proper template.

Procedural Steps

1.1.1 Access transaction by: Via Menus SAP Menu > Accounting > Financial Accounting > Accounts Payable >

Master Records > Create Via Transaction Code FK01




1.1.2 On screen “Create Vendor”, enter information in the fields as specified in the table below:

Field Name Description R/O/C User Action and Values Comments Vendor. <Blank> No. will be

created internally by the system –hence field has to be kept blank.

Company code

Company code R MCGM

Account Group

Account group determines the type of vendor.

R Select MCGM or MEMP as account group from drop down menu list.

Press enter or F8 to get accounting information tab page




Field Name Description R/O/C

User Action and Values Comments

Title Company R Company Name R Suitable Name Search term Based on

which vendor can be searched from master.

R Give suitable search term.

Street address including Postal Code/ City and country

R Suitable Country -IN

Press enter or F8 twice to get to payment transaction tab page






Country R Suitable Country -IN

Bank Key R Enter MCGM. Bank Account R Give bank Account

number of the Vendor.

Account Holder R Give Vendor’s Bank Name and Branch details.

Control Key R Enter 11 for Current A/c. Enter 21 for Savings A/c.

Reference Details R Enter 9 digit Bank MICR number.

Press enter or F8 to get to accounting information tab page.






Reconciliation account R Choose G/L A/c. 350100100 for Supplier and choose G/L A/c. 350100200 for Contractor.

Sort key R 001 Press enter or F8 to get payment transactions tab page






Payment terms Terms of payment for a vendor

R 0001 Payable immediately.

Check Double Invoice Checkbox

R Tick mark the checkbox

Payment Methods Payment methods for a vendor

R Enter C for Cheque, T for ECS.

Press enter or F8 twice to go to withholding tax tab page




Message will appear – Vendor XXXX has been created



WT country R IN WT type R W2 <may vary> Choose ZT for

WCT Tax, if applicable in addition to the W2

WT code R W2 <may vary> Tax code may vary based on TDS % deducted from the vendors. Choose Z2 or Z4 for WCT Tax.

Liable R Enable Recipient type R CO Go to Vendor and Save else press CTRL + S




1.2 Vendor Master Change Overview Trigger: In case company decides to do any changes to the particular vendor, his master record should be changed.




Business Process Overview Changing Master Data for vendor master In case it is decided to change vendor for any business needs, for example change in Bank details, Furnishing Exemption details for the Income Tax etc .

Procedural Steps

1.2.1. Access transaction by: Via Menus SAP Menu > Accounting > Financial Accounting > Accounts Payable >

Master Records > Change Via Transaction Code FK02 On screen “Change Vendor”, and put information in the fields as specified in the table below and select the required tab in which changes to be made and press enter .




Message will appear – changes have been made

Field Name Description R/O/C User Action and Values Comments Vendor. As created Company code Company code R MCGM Press enter or F8 to go to the desired tab page. Carry out the required changes and press Save else press CTRL + S




1.3 Vendor Master Blocking Overview Trigger: In case company deciding not to do any transaction with particular vendor, his master record should be blocked against further postings Business Process Overview Posting block and unblocking vendor master

o In case it is decided to block vendor for further postings, following process should be followed – Before placing request to block vendor account to the Central maintenance department

should verify whether all open items are cleared, balance if any is posted as bad debt or miscellaneous income and request shall be sent in prescribed format with reasons.

Conformation as to vendor master is blocked is sent to requisitioner after blocking. o Same process shall be followed for unblocking vendor master.

Flag for deletion

o In case of it is decided to set delete flag on vendor master either all areas or selected segment, request should be sent to master maintenance department to set deletion indicator.

Procedural Steps

1.3.1. Access transaction by: Via Menus SAP Menu > Accounting > Financial Accounting > Accounts Payable >

Master Records > Block/unblock Via Transaction Code FK05




1.3.2. On screen “Vendor Block/Unblock”, enter information in the fields as specified in the table below:

Field Name Description R/O/C User Action and Values Comments Vendor. As created Company code Company code R MCGM Press enter or F8 to get accounting information tab page Enable posting block to selected company code or all company code




Press Save else press CTRL + S Message will appear – changes have been made

1.3.3. To unblock the Vendor repeat the same procedure and enter information in the fields as specified in the table below:

Press Save else press CTRL + S Message will appear – changes have been made

Field Name Description R/O/C User Action and Values Comments Vendor. As created Company code Company code R MCGM Press enter or F8 to get accounting information tab page Disable posting block to selected company code or all company code




2.0 FI Invoice Booking

2.1 Invoice Creation through FI Overview Trigger:

Administrative expense invoices, utility bills, Refunds will be booked for payment on due date. For this invoice document will be entered in FI module and payment will be made against invoice amount.


Invoice will be entered in FI for payment on due date Following process will be followed for payment of FI invoice

o Invoice will be processed after all formalities for approval are done from appropriate authorities.

o Once invoice is approved for payment, file will be moved to payment dept. for arranging payment instrument (cheque / ECS).

o Payment will be made against invoice document entered in system.

Procedural Steps

2.1.1. Access transaction by: Via Menus SAP Menu > Accounting > Financial Accounting > Accounts

Payable > Document entry > Invoice Via Transaction Code FB60




2.1.3. On screen “Enter Vendor Invoice”, enter information in the fields as specified in the table below:




Field Name Description R/O/C User Action and Values Comments Header Vendor. R Select suitable Vendor from

drop down menu list.

Invoice date R Current date Amount R Suitable amount Business Place / Section Code

R Enter MCGM in both fields.

Enter GL account R Select suitable G/L from drop down menu list.

Amount R Enter amount else enter * Business Area R Enter Business Area Cost Center R Enter required account

assignment object (Cost center)

Funds Center R Enter appropriate Fund Center. Commitment Item R Enter the same G/L account

Number entered earlier.

Fund R Enter appropriate Fund. Functional Area R Enter appropriate Functional

Area.

Press payment tab to go to the payment information tab page Payment Method R Enter “C” for Cheque or “T”

for ECS

Payment Block R Select “B” , Blocked for payment




2.2 Invoice Creation (For purchases through MM module)

Field Name Description R/O/C User Action and Values Comments Press enter or F8 to get accounting information tab page






Overview Trigger:

It starts with the contract being entered into with supplier .Then a Purchase order is created with reference to the contract. After the purchase order is created it will be checked by authorized person and then it will be released for goods receipt/Service entry sheet. Goods receipt/Service entry sheet is done when we receive the goods. All these steps are performed in MM module, but at the same time FI entries will be done at the background. After goods receipts, Invoice verification is done in FI module. Reference: PO No. Reference: G/R Document No. Business Process Procedure Overview

Invoice will be entered in FI for payment on due date Following process will be followed for payment of FI invoice

o Invoice will be processed after all formalities for approval are done from appropriate authorities.

o Once invoice is approved for payment, file will be moved to payment dept. for arranging payment instrument (cheque / ECS).

o Payment will be made against invoice document entered in system.

Procedural Steps

2.2.1. Access transaction by: Via Menus Logistics > Materials Management > Logistic Invoice

Verification > Document entry > Enter invoice Via Transaction Code MIRO

2.2.2. On screen “Enter incoming Invoice”, enter information in the fields as specified in the table below:




Field Name Description R/O/C User Action and Values Comments Header Invoice Date R Enter the date Amount R Suitable amount Business Place/Section Code

R Enter MCGM

Go to PO Reference Tab and Enter the PO number as given above and press Go to GL Account Tab and enter the following details

GL account R Select suitable G/L for recovery for example Development Charges, Other Charges etc from drop down menu list.

D/C R Select Credit Amount R Enter amount of recovery Business Area R Enter Business Area Funds Center R Enter appropriate Fund Center. Fund R Enter appropriate Fund. Functional Area R Enter appropriate Functional

Area.

Go to the header and enter the amount Amount R Enter the amount Press payment tab to go to the payment information tab page Payment Method R Enter “C” for Cheque or “T”

for ECS







3.0 Parking of Documents Overview Trigger:

An invoice, Journal Vouchers sometimes have to be saved temporarily for approvals or errors or for some information is pending etc. For this the documents will be parked (saved temporarily) and then after the approvals post the same.


Invoice entered in FI, but the budget is exhausted. A error message will be triggered Invoice is pending for some information then park the document, and once the information is

complete, post the document.

Procedural Steps 3.1.1. Access transaction by:




Via Menus SAP Menu > Accounting > Financial Accounting > Accounts Payable > Document entry > Invoice


It is possible to get error message while posting a invoice in case there is no budget is available for the particular expenditure.

Click “Park” (F8) to save the document temporarily.




The message will appear document XXXXXXX is parked.

Inform the Budget department to create the budget for the combination of the Fund, Fund Center, Functional Area and Commitment Item which have been entered in the Invoice. Once the confirmation is received for the budget creation, post the invoice by following procedure.

Procedural Steps

3.1.2. Access transaction by: Via Menus SAP Menu > Accounting > Financial Accounting > General

Ledger/ Accounts Receivable/ Accounts Payable > Document > Parked Documents > Post /Delete

Via Transaction Code FBV0 3.1.3. On screen “Post Parked Documents”, enter information in the fields as specified in the table below:




Message will appear – Document XXXXX has been posted.

Field Name Description R/O/C User Action and Values Comments Company Code R Enter MCGM Document Number R Enter the document number

parked earlier.

Fiscal Year R Enter the fiscal year. (2006)

Press to go to the next screen. Then press to post the displayed document.




4.0 Removal of Payment Block Via Menus SAP Menu > Accounting > Financial Accounting > Accounts

Payable > Document > Change. Via Transaction Code FB02 4.1.1. On screen “Change Document”, enter information in the fields as specified in the table below:




Message will appear “Changes have been made.”

5.0 Payment to vendor

Field Name Description R/O/C User Action and Values Comments Company Code R Enter MCGM Document Number R Enter the document number

entered earlier.

Fiscal Year R Enter the fiscal year. (2006)

Press to go to the next screen. Then press to change the displayed document.

Select the vendor Line Item and remove the payment block and press .




Via Menus SAP Menu > Accounting > Financial Accounting > Accounts Payable > Periodic Processing > Payments.

Via Transaction Code F110 5.0.1. On screen “Automatic Payment Transactions”, enter information in the fields as specified in the table below:

Field Name Description R/O/C User Action and Values Comments Run Date R Enter the Payment Run Date Identification R Enter suitable Press Parameter tab to enter payment information




On screen “Automatic Payment Transactions”, enter information in the fields in the Parameters Tab as specified in the table below:

Field Name Description R/O/C User Action and Values Comments Company Code R Enter MCGM Payment Method R Suitable Payment Method Either “C”

for Cheque or “T” for ECS

Next Payment Date R Enter the next date Vendor R Enter the Vendor to whom

payment to be made

Select Additional Log Tab.




On screen “Automatic Payment Transactions”, enter information in the fields in the Additional Log Tab as specified in the table below:

Field Name Description R/O/C User Action and Values Comments Due Date Check R Select Payment Method selection in all cases

R Select

Line items of the payment documents

R Select

Vendor R Enter the Vendor to whom payment to be made

Select Print out/data medium Tab.




On screen “Automatic Payment Transactions”, enter information in the fields in the Additional Log Tab as specified in the table below:

Field Name

Description R/O/C User Action and Values Comments

Variant R Select variant SCHECK” for Cheque payment and “ MCGM_ECS” for ECS from the drop down list

Select Print out/data medium Tab.

If OK then save the parameters go to Status Tab.




Select “Schedule Proposal Button “ to schedule payment proposal.




Select “Start immediately checkbox” and press to schedule the payment proposal.

Press Status or (Shift+F2) button until you get the message “Payment Proposal has been created”.

Press button to edit the payment proposal (To check the proposal for any errors, if all the items are under Green indicator, there are no errors. Check for any entries under Red

indicator.)

After checking press or F3 to go back to main screen.

.




Press to schedule the payment run.

Select the checkbox “Start immediately” and press to go to next screen.




Press button until the message “Posting orders: 1 generated, 1 completed” appears.

Press button to schedule job for printing the Cheque. Give the job number in the following screen.




Press to schedule the print job.

6.0 Creation and Submission of ECS File Overview Once the payment run has been carried out, system will generate the ECS file , which has to be submitted to bank for ECS. Trigger:




Automatic payment run will generate a ECS file for the payment method “t” (ECS) The softcopy has to be submitted to bank for making the payments. The softcopy generated will be stored on the user’s desktop and will be sending to bank.

6.0.1Access transaction by:

Via Menus Via Transaction Code ZF001 On screen “ECS Payment – MCGM “enter information in the fields as shown below:




Field Name Description R/O/C User Action and Values Comments Program run date R Enter the Payment run date Identification feature R Enter the payment run ID Proposal run only R Select the check box Paying company code

R Enter MCGM

Payment methods R Enter “ T “ Generate PDF File R Select the check box Business Place / Section Code

R Enter MCGM in both fields.

Enter GL account R Select suitable G/L from drop down menu list.

Amount R Enter amount else enter * Print Payment Medium

R Select

Printer R Enter the printer name (dc03) Print Payment advice note

R select

Printer R Enter the printer name (dc03) No. of file extensions

R Enter 13

Structure of file extension

Enter 1

Output medium Enter 0 Filler for digits in words

Enter *

Press to go to next screen.




Double click the line to go to the next screen.




Click the “type” field to check the print out.

Press twice.




A window will pop up. Give the address to save the soft file of ECS. The file have to be sent to bank for the ECS.




Message will appear “XXXX bytes transferred.”




7.0 Withholding Tax Accounting Overview TDS (Withholding tax) has to be deducted at the time of invoice verification or payment whichever is earlier. In case of down payment to vendor, withholding tax has to be deducted at the time of releasing payment. And in case of invoice verification, tax has to be deducted and accounted at the time of invoice entry. This is possible if required withholding tax code is assigned to vendor master. At the time of accounting (say FB60) system pick respective tax code from vendor master. In case entry does not pertain to withholding tax code, remove tax code which is automatically assigned by system. Trigger: Invoice verification or down payment made to vendor for which withholding tax code is maintained in vendor master Business Process Overview The following transactions attracts deduction / recovery of Tax at source in the MCGM set up :

Various instances : Payment to Contractors / Sub-contractors Vehicle Hire Charges Security Services Payment of Rent for hired buildings Advertisement Charges Interconnect Usage Charges Payable / recoverable Commission paid to Private Exchanges, VCC Cards etc.

Vendor master setting for enabling vendor account calculate withholding tax.

7.1.1 Access transaction by:

Via Menus Accounting > Financial Accounting > Accounts payable > Master records > Change

Via Transaction Code FK02 On screen “Change vendor” enter information in the fields as shown below:




Field Name Description R/O/C User Action and Values Comments Vendor Vendor code R Enter suitable vendor code Company code Company code R Enter MCGM Withholding tax tab

Enable withholding tax code

R Enable

Press enter On screen “Change vendor: Withholding Tax Information” enter information in the fields as shown below:




Field Name Description R/O/C User Action and Values Comments Wtax country Withholding tax country R IN Wth.t.type Withholding tax type R W1, etc Wth.t.code Withholding tax code R W1, etc Liable Enable liable R Enable Recipient type Recovery type R CO

Press save to save the changes.




7.1 TDS Certificate Processing TDS processing is handled through a separate menu. Enter J1ILN to go to the SAP Easy Access: India Localization menu.

1) Creation of Remittance Challans.


Via Menus(J1ILN) India Localization menu> Tax deducted at source > Extended withholding Tax > Vendor Challan >Post

Via Transaction Code J1INCHLN On screen “Create Remittance Challan” enter information in the fields as shown below:





Field Name Description R/O/C User Action and Values Comments Company Code R Enter MCGM Fiscal Year R Enter 2006 Business Place/Section Code

R Enter MCGM

Posting Dates R Enter the range for which the certificates to be processed.

Section R Select the suitable section from the drop down. For example 194C, 194D etc.

Vendors R Enter the vendor codes Recipient Types R Enter “CO” Document Date R Enter the date Posting Date R Enter the date Bank Account R Enter the G/l A/c. code

439500100

Business Area R Enter the suitable business area Press F8 to go to next screen




Press button to go to next screen.




Double click the line displayed to go to next screen

Put “*” in the amount field and press . Simulate the document.

If OK then save the document Message will appear ‘Document XXXXXXXX has been posted.” Update Bank Challan Number -


Via Menus(J1ILN) India Localization menu> Tax deducted at source > Extended withholding Tax > Vendor Challan > Update Bank Challan Number

Via Transaction Code J1INBANK On screen “Bank Challan Update” enter information in the fields as shown below:




Vendor Certificate printing (For Income Tax)

Field Name Description R/O/C User Action and Values Comments Company Code R Enter MCGM Fiscal Year R Enter 2006 Challan Clearing Number

R Select the document number posted earlier.

Internal Challan Number

R This field is updated automatically.

Internal Challan Date

R This field is updated automatically.

Bank Challan Number

R Enter the Bank Challan number.

Bank Challan Date R Enter the date Bank Key R Enter “ SBI01” Press “F8” to update Challan. Message will appear “Challans were updated.”





Via Menus(J1ILN) India Localization menu> Tax deducted at source > Extended withholding Tax > Vendor Certificate > Print

Via Transaction Code J1INCERT On screen “Print Withholding Tax Certificate for Vendors” enter information in the fields as shown below:




Give the printer name and press to print the certificate.


R Enter MCGM

Section R Select the suitable IT section For Example 194C,194D

Posting Date R Enter the date range

Bank Challan Dates R Enter the Bank Challan date. Vendors R Enter the Vendor code Certificate Date R Enter the Date Signatory R Enter the name of signatory. Designation R Enter the designation Place of Printing R Enter the place of printing ”

MUMBAI”

Press “F8” to go to next screen.




Vendor Certificate printing (For Works Contract Tax)


Via Menus(J1ILN) Via Transaction Code ZJ1INCERT On screen “Print Withholding Tax Certificate for Vendors” enter information in the fields as shown below:





R Enter MCGM

Section R Select WCT as section Posting Date R Enter the date range

Bank Challan Dates R Enter the Bank Challan date. Vendors R Enter the Vendor code Certificate Date R Enter the Date Signatory R Enter the name of signatory. Designation R Enter the designation Place of Printing R Enter the place of printing ”

MUMBAI”

Press “F8” to go to next screen.




Give the printer name and press to print the certificate.

8.0 Advance to Vendors Overview Trigger: In case of material procurement from government organizations/ PSU, sometimes advance is given to vendors/contractors for supply of material. Business Process Procedure Overview Advance payment to the vendor:

Request for advance entered in the Vendor. After Posting the document and after receiving sanction memo payment released by AO (Cash) to the vendor.

Procedural Steps





Via Menus Accounting > Financial Accounting > Accounts Payable > Document entry > Down payments > Request

Via Transaction Code F-47

8.1.2. On screen “Down payment request”, enter information in the fields as specified in the table below:

Field Name Description R/O/C User Action and Values Comments Document date R today’s date Vendor R Suitable required Vendor no. Target Spl. GL R e.g. A Press enter or F8 to get accounting information tab page




Down Payment: - Once the request is posted to Vendor, Go to F110, for automatic payment transaction and make the down payment. (For Automatic Payment “F110” please refer 1.4.3 Payment to FI vendor

Field Name Description R/O/C User Action and Values Comments Amount R Enter amount Business Place/Section Code

R Enter the Business Place/Section Code “ MCGM”

Business Area R Enter Business Area Due on R Enter due date for payment of

down payment

Fund R Enter The Fund Funds Center R Enter the Funds Center

> Documents > Post or press save




9.0 Security deposit in form of Bank guarantee Overview Trigger:

Security deposit is collected from bidder/ vendor at the time of floating for tender or at the time of PO acceptance. This covers some percentage of contract value in form of bank guarantee. This is given to cover contractual obligation as to quality, quantity during contract period plus 6 months after contract period.

Once the contract period is over or unsuccessful bidder or expiry of BG period, BG is returned to vendor.


Security deposit in form of bond/ bank guarantee is collected - o EMD at the time of bidding for tender o PBG/ ABG at the time of handing over PO to vendor

Rules for forfeiture and release of BG are specified in Purchase Order or Tender document. Records are maintained in form of manual register to record receipt and return of security deposit

Procedural Steps

9.1.1. Access transaction by: Via Menus Accounting > Financial Accounting > Accounts Payable >

Document Entry > Other > Noted Items Via Transaction Code F-57




9.1.2. On screen “Vendor Noted Item”, enter information in the fields as specified in the table below:

Message - Document XXXXX posted. 9.1.3. Document reversal (When the guarantee is to be written off or expired it has to be reversed.) Via Menus Accounting > Financial Accounting > Accounts Payable >

Document > Reverse > Individual Reversal

Field Name Description R/O/C User Action and Values Comments Document date Enter the current date R Enter the current date Reference Can be used to put any

reference note R For example Purchase

document No

Posting key Posting key R 39 Special GL Special GL R G Account Vendor Account no. R Enter suitable vendor

code

Business Area Business Area R Enter business area BG amount BG amount R Due On BG expiry date R Enter the expiry date

Press Enter for checking error, if OK press or Document > Post





Message - Document XXXXX reversed.

Field Name Description R/O/C User Action and Values Comments Document number

Enter document number R Enter the document number to be reversed.

Company code

Company code R Enter MCGM

Fiscal year Fiscal year R 2006 Reversal reason

Reversal reason R 01

Document > Post or press to reverse document




10.0 Security deposit in form of Check/ DD Overview Security deposit is taken from vendors at the time of pre PO or post PO stage in form of EMD.

Following processes are covered in this manual – 1. In case of cheque receipt, transaction F-02 will be used. 2. Final repayment of deposit (only in check, not in cash)

Trigger:

1. Receipt of security deposit 2. Refund of deposit 3. Forfeiture of deposit


Security deposit is collected from bidder/ vendor at the time of floating for tender or at the time of PO acceptance.

Once the contract period is over or unsuccessful bidder, security deposit is returned to vendor. In case of contractual failure by contractor, security deposit is forfeited.

Procedural Steps

For accepting security deposit in check/ DD along with the Invoice and various recoveries.


> General Posting Via Transaction Code F-02





Field Name Description R/O/C User Action and Values Comments Document Date Enter the document date R Enter Today’s date Posting Key Enter 40 R

G/L Account Enter the G/L A/c. R Enter Expenditure G/L A/c.

Amount Enter amount R Cost Center Enter the cost Center R Posting Key Enter 50 R G/L Account Enter the G/L A/c. R Enter Revenue G/L A/c. Amount Enter amount R Press “More” Button to Enter following information




Step 2 – Repayment in check For repayment OF Security Deposit, Go to F110, for automatic payment transaction and make the repayment. (For Automatic Payment “F110” please refer 1.4.3 Payment to FI vendor) Step 3 – Forfeiture of Security Deposit

Field Name Description R/O/C User Action and Values Comments Fund Enter Fund R Functional Area Enter Functional Area R

Fund Center Enter Fund Center R GO to Next line Posting Key Enter 50 R G/L Account Enter the G/L A/c. R Enter Revenue G/L A/c. Amount Enter amount R Press “More” Button to Enter following information Fund Enter Fund R Functional Area Enter Functional Area R

Fund Center Enter Fund Center R GO to Next line Posting Key Enter 39 R G/L Account Enter the Vendor A/c. R Special GL Indicator Enter “H” R For Security Deposit

Amount Enter amount R Business Area Enter Business Area R

Due On Enter the due date on which the Security deposit is refundable

R Enter the due date on which the Security deposit is refundable

Fund Center Enter the Fund Center R Fund Enter the fund R GO to Next line Posting Key Enter 31 G/L Account Enter the Vendor A/c. Remove the Tax Codes from the Pop up screen and press Enter Amount Enter Amount Business Place/Section Code

Enter MCGM

Business Area Enter Business area






For forfeiting security deposit


> General Posting Via Transaction Code F-02





Field Name Description R/O/C User Action and Values Comments Posting Key Enter 29 R G/L Account Enter the Vendor A/c. R Special GL Indicator Enter “H” R For Security Deposit

Amount Enter amount R Business Area Enter Business Area R

Due On Enter the due date on which the Security deposit is refundable

R Enter the due date on which the Security deposit is refundable

Fund Enter Fund R Fund Center Enter Fund Center R GO to Next line Posting Key Enter 50 R G/L Account Enter the G/L A/c. R Remove the Tax Codes from the Pop up screen and press Enter Amount Enter Amount Press “More” Button to Enter following information Fund Enter Fund R Functional Area Enter Functional Area R

Fund Center Enter Fund Center R






11.0 Credit Memo posting Trigger: You want to raise credit memo on vendor (debit vendor account) for invoice reduction, penalty for breach of PO term etc Business Process Procedure Overview Due to following reasons credit memo can be raised on vendor –

1. Excess invoice verification to be reduced 2. Penalty on vendor for non fulfillment of PO terms 3. Write back vendor balance (not payable) at year end

Miscellaneous debit adjustment to vendor invoice after invoice verification other than taxes. Procedural Steps


Document entry > Credit memo Via Transaction Code FB65




11.1.2. On screen “Credit Memo”, enter information in the fields as specified in the table below:

Field Name Description R/O/C User Action and Values Comments Vendor. R Enter the suitable Vendor

Code

Document Date The date of credit memo. R Amount R Enter the Amount G/L Account Enter G.L.A/C R Enter the suitable GL A/c. Amount Enter the Amount Business Area R Enter the Business Area Cost Center R Enter the Cost Center Press Withholding Tax Tab to go to next page




Note:-Delete withholding tax code if no tax to be calculated

Field Name Description R/O/C User Action and Values Comments

Simulate document

If correct, post document,>Document>post or save document




12.0 Refund Procedure Overview Trigger: In case wrong assessments or wrong meter readings, or deposits etc, MCGM have to refund the Octroi, Property Tax, Deposit. Business Process Procedure Overview A one time vendor will be created in the system. A liability for refund will be created (Invoice booking) and the refund will be given.

Procedural Steps A) Create a One Time Vendor as stated earlier (Ref Page No 3 (Vendor Master Creation) Select account group “CPDL” and follow the steps as stated therein.




B) Enter the invoice for the amount of deposit received, or refund. Procedural Steps

12.1.1. Access transaction by: Via Menus SAP Menu > Accounting > Financial Accounting > Accounts

Payable > Document entry > Invoice Via Transaction Code FB60

12.1.1. On screen “Enter Vendor Invoice”, enter information in the fields as specified in the table below:




Field Name Description R/O/C User Action and Values Comments Header Vendor. R Select One Time Vendor (eg.

Paper_ Dep) from drop down menu list.

Invoice date R Current date Amount R Suitable amount Enter GL account R Select suitable G/L from drop

down menu list.

Amount R Enter amount else enter * Business Area R Enter Business Area Funds Center R Enter appropriate Fund Center. Fund R Enter appropriate Fund. Functional Area R Enter appropriate Functional

Area.

Press to go to the address and Bank Data information tab page and enter the following details.




Field Name Description R/O/C User Action and Values Comments Title Enter the title Name R Enter the Name & Address of

the person to whom payment is to be made.

Invoice date R Current date City R Enter suitable city Postal Code R Enter the Postal code Bank Key R Enter MCGM Bank Account R Enter Bank account number

Press to go to the payment information tab page and enter the following details. Payment Method R Enter “C” for Cheque or “T”

for ECS





C) Remove the payment block as stated earlier (Ref. Page No.30 (4.0 Removal of Payment Block) D) Make the payment by automatic payment run as stated earlier (Ref. page no. 32 (2.4 Payment to vendor) and follow the steps as stated therein.

Field Name Description R/O/C User Action and Values Comments Press enter or F8 to get accounting information tab page






13.0 Check Management

13.1 Check Register Trigger: You want to maintain Cheque register, new Cheque lots creation in the system, Cheque cancellation etc. Business Process Procedure Overview Due to various reasons Cheque register is used.

1. Complete List of Cheque for Company. 2. List of Outstanding Checks. 3. Payment Summary for a Payment Run. 4. List of all Voided Checks

Procedural Steps


Environment > Check Information > Display > Check Register Via Transaction Code FCHN




13.1.2. On screen “Check Register”, enter information in the fields as specified in the table below:




Field Name Description R/O/C User Action and Values Comments Paying Company Code

R Enter MCGM

House Bank R Enter SBI01 Account ID R Enter SBI1

Press to go to the next screen.




13.2 Cancellation of Check Trigger: You cancel (void) cheques that are accidentally damaged or stolen or rendered unusable for any other reason. Business Process Procedure Overview




Due to various reasons Cheque is cancelled. 1. Cheque is damaged. 2. Cheque is torned.

Procedural Steps


Environment > Check Information > Void > Unused Checks Via Transaction Code FCH3 13.2.2. On screen “Void Checks not used”, enter information in the fields as specified in the table below:




Message will appear “Check xxxx have been voided”


R Enter MCGM

House Bank R Enter SBI01 Account ID R Enter SBI1 Check Number From R Enter the check number to be

cancelled.

Void Reason Code R Select suitable void reason code from drop down list. E.g. 04 for ripped during printing.





13.3 Maintaining Check Lots Trigger: Checks supplied by a bank or a printing shop are usually divided into lots, since they may be written (issued) or printed at various different locations. In the SAP System, a check number range represents a batch (lot) of numbered checks. In the Financial Accounting, you must define check lots (number ranges) that correspond to the actual check lots (in the printer, the safe, or your employees' desks). The print program uses this number range to link the check with the payment. Procedural Steps

13.2.1. Access transaction by: Via Menus Via Transaction Code FCHI




13.2.2. On screen “Checks Lots”, enter information in the fields as specified in the table below:





R Enter MCGM

House Bank R Enter SBI01 Account ID R Enter SBI1





Press (create) to go to the next screen.




Field Name Description R/O/C User Action and Values Comments Lot number R Enter Lot Number Check number R Enter Check number from To R Enter check number to Short Info Enter the brief description. Purchase Date Enter the date of entering the

check lot.





Press to create the new check lot.

13.4 Renumbering Checks Trigger: It may be necessary to renumber the checks maintained in the system. Business Process Procedure Overview During adjustment of the checks, more trial printouts were used than was anticipated. This is why the numbers of the used checks do not correspond with the numbers that were determined in the print run.

Procedural Steps





Environment > Check Information > Change > Renumber Via Transaction Code FCH4 13.4.2. On screen “Renumber Checks”, enter information in the fields as specified in the table below:





R Enter MCGM

House Bank R Enter SBI01 Account ID R Enter SBI1 Check Number From R Enter the check number to be

renumbered.

Void Reason Code R Select suitable void reason code from drop down list. E.g. 04 for ripped during printing.

Check number R Enter the first new check number .





Message will appear “Renumbered from xxxx to xxxx”.




ACCOUNTS RECEIVABLE

1.0 Customer Master

1.1 Create Customer Master Overview Trigger: The Enterprise needs to analyze Customer (Sub-ledger) Accounts related information centrally. Business Process Procedure Overview Customer master is required to be maintained for –

Booking sales invoice Maintaining customer related information centrally Grouping together similar characteristics vendors

Procedural Steps 1.1.1 Access Create Customer transaction by: Via Menus Accounting > Financial Accounting > Accounts Receivable >

Master Records > Create Via Transaction Code FD01 1.1.2. On screen “Create Customer”, enter information in the fields as specified in the table below:




Field Name Description R/O/C User Action and Values Comments Initial screen Account Group Customer Account Group R Selection of Group from drop

down menu

Customer < Blank > R System gives number internally Company Code MCGM

R MCGM Press Enter

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click on the ENTER button. 1.1.3 On screen “Create Customer”, enter information in the fields as specified in the table below:




Field Name Description R/O/C User Action and Values Comments Initial screen Account Group Customer Account Group R Selection of Group from drop

down menu

Customer < Blank > R System gives number internally Company Code MCGM

R MCGM Press Enter

General Data Segment Title Title R Name of Company Name Name R Name of Company Search Term Search Term R Short title for search Address including Country

Department O Optional field .

P.Box Pin code R Postal Code Company code data segment Reconciliation account

G/L Account R

Message will appear – Customer Number XXX has been created in Company Code MCGM.

1.2 Change Customer Master Overview Trigger:




The Enterprise needs to change certain information of Customer (Sub-ledger) Accounts related information. Business Process Procedure Overview Customer data is required to be updated frequently so that data available for customers is up to date and is correctly maintained centrally. Customer master information may be required to change due to following circumstances.

o Name and Address – Change in official address or communication. o Change in tax related information (Service tax) o Change in bank details of customers o Change of alternate payee o Change in terms of payment


Via Menus Accounting > Financial Accounting > Accounts Receivable > Master Records > Change

Via Transaction Code FD02

1.2.2. On screen ‘Change Customer Master: Initial screen” enter the information in the fields

specified in the table below:




(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button 1.2.3. On screen ‘Change Customer: Basic screen’, enter the information in the fields as specified in the table below:

Field Name Description R/O/C User Action and Values Comments Customer Identifier that identifies the

cost center R Enter the customer master

which is to be changed




Field Name Description R/O/C User Action and Values Comments Basic Data Tab

Title Title R Can be changed Name Name R Can be changed Search Term Search Term R Can be changed Address including Country

Department O Can be changed .

P.Box Pin code R Can be changed Reconciliation account

G/L Account R Can be changed

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click the button to save the changes. Message will appear – Customer Number XXX has been changed in Company Code MCGM.




2.0 Blocking/Unblocking

2.1 Customer Master Blocking Overview Trigger: Request for blocking particular customer related transaction. Business Process Procedure Overview Customer master is required to be blocked for – In case of defaulted customers or discontinued customer, it will be necessary to block customer master in SAP so that no further documents can be entered in SAP for respective customer. Procedural Steps


Via Menus Accounting > Financial Accounting > Accounts Receivable > Master Records > Block/unblock

Via Transaction Code FD05 2.1.2 Initial screen “Customer block/unblock”, enter information in the fields as specified in the table below:




Field Name Description R/O/C User Action and Values Comments Customer Key that uniquely identifies

Customer required to be blocked or unblocked

R Give suitable customer name

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click on the ENTER button.




2.1.3 Details Accounting Screen “Customer Block/Unblock”, enter information in the fields as specified in the table below:




Field Name Description R/O/C User Action and Values Comments Initial Screen Customer Customer Number R Enter the Customer number Company Code

MCGM R MCGM

Press enter or Go to Customer > Block/unblock Details Accounting Screen Posting Block Selected company code

Select R enter

Save the data by clicking the button. Message will appear – “The changes have been saved “at the bottom after pressing the button.




3.0 Sales accounting

3.1 Scrap sales accounting Overview Trigger: Revenue will be booked in accounting by way of sales. For this invoice document will be entered in FI module and receipts will be entered against invoice amount.

Business Process Procedure Overview Sales order is issued by MSTC (outside agency) for scrap stock sold to outside customer. Based on sales order and DD forwarded by customer to Accounts Officer, Invoice and collection will be entered in SAP system. Based on the receipt generated in SAP, goods will be issued to the customer.

Sales tax and Tax Collected at Source (TCS) is recoverable on scrap sales.


Via Menus Accounting > Financial Accounting > Accounts Receivable >

Document entry > invoice Via Transaction Code FB70

3.1.2. On screen “Enter Customer Invoice”, enter information in the fields as specified in the table below:




3.2 Collection Accounting Procedural Steps 3.2.1. Access transaction by:

Field Name Description R/O/C User Action and Values Comments Basic data tab Customer Customer code R 66 Invoice date Invoice date R Enter the document date Amount Amount R 100000 Enable calculate tax

R Enable

Details Business area Enter business area R 1000 Line item GL account Enter income account R 150110300 Amount Amount R * Tax code Enter tax code R Enter the suitable Tax Code Business area Enter BA R 1000 Press enter and simulate > Document > Simulate, If document is correct, post the same




Via Menus Accounting > Financial Accounting > Accounts Receivable > Document entry > Incoming payment

Via Transaction Code F-28 3.2.2. On screen “Post Incoming Payments” enter information in the fields as specified in the table below:




Field Name Description R/O/


Document Date Document Date R Enter the document date. Bank Data, Account

Enter the Bank G/L Account number.

R Give G/L based on the receipt.

Amount Enter the amount R Business Area Enter the business Area R Enter the business Area. Open Item Selection ,Account

Enter the customer Account R

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)

Click Button.

Select the Invoice against which the payment is to be recorded.




Save the document by clicking the button.




ASSET ACCOUNTING

1.0 Asset Master

1.1 Create Asset Trigger: There is a business need to create a Fixed Asset master BUSINESS PROCESS PROCEDURE OVERVIEW Whenever a new asset is to be procured directly (like Furniture, Motor Car, Computer) or capitalize from a Project, a fixed asset master is required to be created. The asset master record contains all information relating to an asset that remains unchanged over a longer period of time:

• Technical master data • Organizational allocations • Depreciation terms

The system stores all the values and transaction data per each asset master record.

Procedural Steps 1.1.1 Access Create Asset Master Records transaction by:

Via Menus Accounting Financial Accounting Fixed Assets Asset

Create Asset Via Transaction Code AS01

1.1.2 On screen “Create Asset: Initial Screen”, enter information in the fields as specified in the table below:



Asset Class The grouping which is the main driver for the assets accounting

R Select a proper Asset Class based on kind of asset.

Company Code The company code to which the asset is assigned.

R MCGM .

Number of similar assets

Number of similar assets that you want the system to create.

R Put 1

Click Enter Button.




1.1.3. On screen “Create Asset: Master data”, enter information on the first tab page (General) in the fields as specified in the below table:



Description Text R Give a suitable description for the asset like the detailed estimate number and description for a project which will be capitalized.




Go to next tab page “Time dependant” by clicking the button at top. 1.1.4 Enter information on the second tab page (Time-dependant) in the fields as specified in the below table:



Cost Center The Cost Center where the asset belongs

R Select the proper Cost Center code from the drop down menu.

The Business Area field will get automatically posted based on cost Center selected.

Fund Center The fund center where budget for that particular asset is allotted

R Select the proper Fund Center code from the drop down menu.




Go to next tab page “Depreciation. Area” by clicking the button at top thrice.




1.1.5 Enter information on the final tab page (Depreciation area) in the fields as specified in the below table:



Useful life This field denotes the possible asset life for that particular asset

R Give a suitable value.

Click the button to save the data.

Message will appear – The Asset XXXXXX is created. (The asset numbers will be system generated)




1.2 Change Asset Trigger: There is a business need to change a Fixed Asset master BUSINESS PROCESS PROCEDURE OVERVIEW You can change normal asset master record information by simply changing the field contents in the asset master record.

Procedural Steps 1.2.1. Access Change Asset Master Records transaction by:


Change Asset Via Transaction Code AS02

1.2.2 On screen “Change Asset: Initial Screen”, enter information in the fields as specified in the table below:



Asset The number of the Assets R Company Code The company code to which

the asset is assigned. R MCGM .

Sub Number If required O 0 Normally its Zero.




Click Enter Button.




Do the changes and Save




1.3 Display Asset Trigger: There is a business need to Display a Fixed Asset master BUSINESS PROCESS PROCEDURE OVERVIEW This process is to display an Asset Master.

Procedural Steps 1.3.1 Access Display Asset Master Records transaction by:


Display Asset Via Transaction Code AS03

1.3.2 On screen “Create Asset: Initial Screen”, enter information in the fields as specified in the table below:





Sub Number If required O 0 Normally its Zero.

Click Enter Button.




1.4 Asset Explorer Trigger: There is a business need to use this function to display and analyze asset values. BUSINESS PROCESS PROCEDURE OVERVIEW This function shows all the values of a fixed asset, including APC values and depreciation, in various forms and summarization levels. Planned values are displayed, as well as values already posted.

Procedural Steps 1.4.1 Access Asset Explorer Records transaction by:


Asset Explorer Via Transaction Code AW01N 1.4.2 On screen “Asset Explorer”, enter information in the fields as specified in the table below:





Sub Number If required O 0 Normally it’s Zero.




On clicking the Tab Planned Value – it gives the overall values of the Asset, Ordinary Depreciation, Down Payments etc.




On clicking the Tab Posted Values will display the value of the Acquisition, Down payment, Depreciation posted for that year.




On clicking the Tab Comparison will display the comparison of an asset over the years.




On clicking the Tab Parameters will display the Useful Life, Remaining Life, Depreciation Start Date etc.




2.0 Asset Acquisition Trigger: Business needs to acquire an Asset. BUSINESS PROCESS PROCEDURE OVERVIEW The primary business process in asset accounting is the purchase of assets and/or the capitalization of an Asset.

2.1 External Acquisition An external asset acquisition is a business transaction resulting from the acquisition of an asset from a business partner. In Asset Accounting (FI-AA) in integration with Accounts Payable (Vendor), but with reference to a purchase order.

Procedural Steps

2.1.1 Access External Asset Acquisition transaction by:

Via Menus Accounting Financial Accounting Fixed Assets Posting

Acquisition external Acquisition with Vendor Via Transaction Code F-90 2.1.2. On screen “Acquisition from purchase with vendor”, enter information in the fields as specified in the table below:



Document date R Give date of asset Acquisition.

Posting date R Give date of asset Acquisition.

Account Vendor Account Number R Text Text field O Give suitable text Amount The value of the Asset

being purchased R XXXXX

Business Area O Give suitable Area Pst ky Posting Key R 70 Asset Debit Account Asset number R XXXXXXXXXXX TTYPE Transaction Type R 100 External

Acquisition




Simulate the document and post .




3.0 Asset Transfer Trigger: There is a requirement to transfer an asset. BUSINESS PROCESS PROCEDURE OVERVIEW In Asset Accounting, SAP differentiates between two types of transfer, intra-company and inter- company asset transfer: Intra-company asset transfer: a sending asset or component of an asset is transferred to a target asset within a single company code, for example, if the asset was created in the wrong asset class. Inter-company asset transfer: a sending asset or component of an asset is transferred to a target asset that is assigned to a different company code. You can post both of these types of transfer either automatically retirement and acquisition posted in one step or manually retirement and acquisition posted in two separate steps.

3.1 Asset Transfer within Company Using asset transfer within Company, you transfer a fixed asset, or an asset component, to a different asset master record. The target asset has to be in the same company code as the sending asset. Intracompany transfer may be necessary for one of the following reasons:

• An asset was created in the wrong asset class. Since you cannot change the asset class in the asset master data, you have to transfer the asset to a new master record.

• You split up an asset or move part of an asset (transfer from asset to asset).

• You settle an asset under construction and transfer it to a finished asset.

Procedural Steps

3.1.1 Access Transfer Asset transaction by:


Transfer Transfer within company code Via Transaction Code ABUMN 3.1.2. On screen “Enter Asset Transaction: Transfer within Company code (tab page “Transaction data”, enter information in the fields as specified in the table below:






Asset Asset code for the asset to be transferred

R Give asset code which is getting transferred

Document date R Give date of asset transfer. Posting date R Give date of asset transfer. Asset Val Tran The date of transfer –based

on this date the depreciation on transferred asset gets calculated.

R Give date of asset transfer.

Text Text field O Give suitable text Existing asset radio button

The asset to which the existing asset will get transferred.

R Give asset code created in the steps mentioned above in this manual.

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Go to tab page “Partial Transfer”

3.1.3 On screen “Enter Asset Transaction: Transfer within Company code” (tab page “Partial transfer”), enter information in the fields as specified in the table below:






Percentage rate The percentage of existing asset to be transferred.

R 100 In case of partial transfer, the required percentage (less than 100) can be put.

From current year acq. radio button.

This implies the original asset which is getting transferred pertains to the existing fiscal year.

R Click the radio button. This radio button is to be clicked only if the asset gets transferred on the same year in which it was procured. Other wise, the other radio button “Prior year acquis” is to be clicked.




Click the simulate button

The accounting entry (it will get posted only after the transaction is saved) will be shown.

The accounting entry will be

Original Asset Credit

Accumulated Depreciation on original asset Debit

Transferred Asset Debit

Accumulated Depreciation on transferred asset Credit

Click the Save button to save the changes

An accounting document number will be generated. The accounting entries shown above will get posted.




4.0 Asset Retirement Trigger: One or more assets are to be scrapped and subsequently sold. BUSINESS PROCESS PROCEDURE OVERVIEW A fixed asset which has become unusable due to either technological obsolescence, destruction/damage of asset or for any other reason can be either sold or scrapped. The details for that asset will be available in Asset History Sheet. This process deals with sale of Assets after the same has been approved. An Asset or Scrap is sold with Revenue to a customer.

4.1 Asset Retirement with Revenue

Procedural Steps

4.1.1 Access Asset retirement with Revenue transaction by:


Retirement Retirement with revenue with customer Via Transaction Code F-92 4.1.2. On screen “Asset retirement from Sale with Customer”, enter information in the fields as

specified in the table below:






Document date R Give date of asset Acquisition.

Posting date R Give date of asset Acquisition.

Account Customer Account Number R Text Text field O Give suitable text Amount The value of the Asset

being purchased R XXXXX

Business Area O Give suitable Area Pst ky Posting Key R 70 Asset Debit Account Asset number R XXXXXXXXXXX TTYPE Transaction Type R 100 External

Acquisition




5.0 Closing Procedures Trigger: Normal Month end and Year end activity BUSINESS PROCESS PROCEDURE OVERVIEW The following objects describe tasks that are carried out during period-end closing or year-end closing in Asset Accounting, rather than on an individual basis. The normal Month end processing are

• Depreciation Run • Report Printing

The Year end processing are • Fiscal Year change • Depreciation Run • Report Printing

5.1 Depreciation Run Trigger: Normal Month end and Year end activity BUSINESS PROCESS PROCEDURE OVERVIEW Processing of Planned and Unplanned Depreciation. Depreciation run updates the depreciation for all assets and debits depreciation (P/L A/c) and correspondingly credits the Accumulated Depreciation (B/S A/c). Depreciation posting is to be done on the last day of every month. As described below, if there are any errors, such errors are to be removed and the run again executed. If depreciation run is not done in any month the financial statements (trial balance) will not disclose a true and correct view. Following points must be remembered while undertaking a depreciation run:-

• Depreciation run has to be executed period wise in chronological order. That is depreciation run can only be executed for a period if it is complete for the previous period.

• Always pick test run first. Only if the test run is successful execute the run by removing test run. Till the run is in test status, no General Ledger posting is done.

Procedural Steps 5.1.1 Access Depreciation posting run by:

Via Menus Accounting Financial Accounting Fixed Assets Periodic

Processing Depreciation run Execute Via Transaction Code AFAB 5.1.2 On screen “Depreciation posting run”, enter information in the fields as described in the table






Company code R MCGM Fiscal year R The fiscal year (2006) . Posting period The period for which the

depreciation run is to be executed.

R Put the correct posting period The posting period must be sequential and no posting period can be jumped.

Radio button “planned posting run”

R Click the radio button.

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Tick the check box “test run” first. Verify no errors found. Go to the toolbar – Program Execute in background. Click the button in the screen that appears. Click the button in the next screen followed by button. A message will appear like “Back ground job was scheduled for program RAPOSTXXXX”. Note the Program number.

Go to SAP main menu, go to toolbar -- System Own jobs. Select the Job and click to view the details of the job.




If any errors are shown in transaction, then to know the error ,go to transaction AFBP (Log of Posting Run) . Give the following details:-






Company code R MCGM Fiscal year R The fiscal year (2006) . Posting period The period for which the

depreciation run is to be executed.

R Put the correct posting period The posting period must be same as that used in transaction AFAB





Click the Execute button at top and note the error messages that appear. Based on the error massage, rectify the problems and again execute Depreciation posting run for the same period in “test run” mode. Repeat the same exercise, till the test run is executed without any error. After test run is completed without error, execute depreciation posting by removing the “test run”. An accounting document will be generated which can be seen from transaction FB03 with combination of document type AF and posting date (last day of the month for which period posting run is made) Depreciation –Building debit Depreciation –Apparatus & plant debit ----------------------------------------------debit (signifying depreciation for all other asset classes) Accumulated Depreciation –Building credit Accumulated Depreciation –Apparatus & plant credit -----------------------------------------------------------------credit (signifying Accumulated Depreciation for all other asset classes)

5.2 Fiscal Year Change Trigger: Normal Month end and Year end activity BUSINESS PROCESS PROCEDURE OVERVIEW

• From the point of view of the system, a fiscal year change is the opening of a new fiscal year for a company code. At the fiscal year change, the asset values from the previous fiscal year are carried forward cumulatively into the new fiscal year.

• The fiscal year change can only be carried out (even in test mode) for the new fiscal year. The earliest that you can carry out a fiscal year change is in the last month of the old fiscal year.

• You can choose any point in the new fiscal year for carrying out the fiscal year change. Before you can change to fiscal year YYYY, you must have already closed fiscal year YYYY - 2. You can have a maximum of two fiscal years open for posting at one time

Procedural Steps 5.1.1 Access Fiscal Year Change by:

Via Menus Accounting Financial Accounting Fixed Assets Periodic

Processing Fiscal Year Change Via Transaction Code AJRW




5.1.2 On screen “Asset Fiscal Year Change”, enter information in the fields as described in the table

Click Execute .




Click Yes to continue.






Company code R MCGM Fiscal year R The fiscal year (2006) . Test Run O Tick the Test Run Always run

Test run mode to make sure no errors. Remove the tick and run for Real update.

The New fiscal year is open for Asset Posting.




5.3 Asset Report Trigger: Normal Month end and Year end activity BUSINESS PROCESS PROCEDURE OVERVIEW The Asset Accounting Information System offers report selection in the form of a report tree. This report selection tree is a freely definable hierarchical structure. All of the reports in the standard report selection tree are pre-defined with report variants. Therefore, when you call them up, the initial selection screen appears in a simplified form. You can make different initial selections such as, by asset number, asset class, cost center, location, and so on.

Procedural Steps

5.3.1. Access Asset Information List by:

Via Menus Accounting Financial Accounting Fixed Assets

Information System Reports on Asset Accounting Asset Balance Balances Lists Asset Balances By Asset Number

Via Transaction Code S_ALR_87011963 5.3.2 On screen “Asset Balances”, enter information in the fields as described in the table .






Company code R MCGM Asset Number O The fiscal year (2006) If particular

Asset is not mentioned it will show all the assets.

Report Date The details required as of Date

R Put the desired date

List Assets O Click the Radio Button as preferred

Click Execute to display the reports. The same report can be printed or export to Excel Sheet from the Menu Bar, List Print or Export.




COST CENTER ACCOUNTING

1.0 Cost Center

1.1 Create Cost Center Overview Trigger: There is a business need to individually create a new cost center Business Process Procedure Overview A cost center is an organizational unit within a controlling area that represents a clearly delimited location where costs occur. The lowest possible unit where an expense can be captured have been defined as Cost Center –which are created with a combination of Cost category (operation/maintenance/general), Department and geographical location (HO/Zone/Ward) Procedural Steps 1.1.1 Access Create Cost Center Master Records transaction by: Via Menus Accounting > Controlling > Cost center Accounting > Master

data > Cost center > Individual processing >Create Via Transaction Code KS01 1.1.2 On screen “Create Cost Center: Initial Screen”, enter information in the fields as specified in the table below:






Set Controlling area

Controlling area R Enter the controlling area. This is in a pop up window prior to continuing with the next 2 items below.

Cost Center New Organizational Unit to be created as Cost Center

R Give a suitable code The code is to be given following the coding convention.

Valid To/From Beginning and end dates for the analysis period you are defining

R e.g. From:- 01/04/2006 To:- 31/12/9999

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button 1.1.3. On screen “Create Cost Center: Basic Screen”, enter information in the fields as specified in the below table:






Name Cost Center Name R Give suitable name Description Cost Center description R Give a detailed description in

the same way as name

Person responsible

Responsible Person’s Name R The highest Finance Official in that Business Unit,

Department Enter name of the department to which the cost center belongs

R Give the corresponding Business Unit name

Cost Center category

Cost Center category R Select proper category from the drop down list like “1” for Service, “2” for Administration etc.

Hierarchy Area As previously defined in the Cost Center Standard Hierarchy

R Select the drop down arrow to select the proper hierarchy code which will be based on Business unit and service.


R Select the drop down arrow to select the proper Business area depending on Business unit for which the Cost center is being created.

Currency Enter currency R Enter INR (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)

Save data by clicking button Message will appear – Cost Center has been created.




1.2 Change Cost Center Overview Trigger: There is a business need to change an existing cost center. Business Process Procedure Overview A cost center is an organizational unit within a controlling area that represents a clearly delimited location where costs occur. The lowest possible unit where an expense can be captured have been defined as Cost Center – which are created with a combination of Cost category (operation/maintenance/general),Department and geographical location (HO/Zone/Ward) Sometimes a need may arise to change certain fields in a Cost Center.


Via Menus Accounting > Controlling > Cost center Accounting > Master data > Cost center > Individual processing >Change

Via Transaction Code KS02

1.2.4. On screen ‘Change Cost Center: Initial screen” enter the information in the fields specified in

the table below:




(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button 1.2.3. On screen ‘Change Cost Center: Basic screen’, enter the information in the fields as specified in the table below:

Field Name Description R/O/C User Action and Values Comments Cost Center 10 Char. Identifier that

identifies the cost center R Enter the cost center code

which is to be changed






Name Cost Center Name O Change the existing name if required.

Description Cost Center description O Change the existing description if required.

Person responsible

Responsible Person’s Name O Change the designation of the person responsible.

Department Enter name of the department to which the cost center belongs

O Change the department name

Cost Center category

Cost Center category O Change Cost Center category after selecting the same from the drop down list.

It is preferable not to change the cost center category, particularly if any transaction has taken place in that Cost Center.

Hierarchy Area As previously defined in the Cost Center Standard Hierarchy

O Select the drop down button and select the proper hierarchy area.

It is preferable not to change the hierarchy area, particularly if any transaction has taken place in that Cost Center.


O Select the drop down button and select the proper business area.

It is preferable not to change the business area, particularly if any transaction has taken place in that Cost Center.

Currency . O Enter INR

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click the button to save the changes. Message will appear – Cost Center has been changed.




2.0 Cost Center Group

2.1 Create Cost Center Group Overview Trigger: The Enterprise needs to establish a Cost Center Group. Business Process Procedure Overview Alternative cost center hierarchies created in the system are commonly called "cost center groups" – which will be used mainly for reporting purposes. These Cost Center Groups contain only those Cost Centers which are relevant for a particular report. As many Cost Center Groups as required can be created. Further under one main Cost Center Group, as many as required Sub-cost Center Groups can be created under each of which the required Cost Centers are to be attached. Procedural Steps


Via Menus Accounting > Controlling > Cost center Accounting > Master data > Cost center Group > Create

Via Transaction Code KSH1 2.1.2 On screen “Create Cost center group: Initial Screen”, enter information in the fields as specified in the table below:




Field Name Description R/O/C User Action and Values Comments Cost center group

The name of a node in hierarchically structured groups.

R Enter a proper code for Cost Center Group.

The group name must be unique and created as per the coding convention

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button Enter the description of the Cost Center Group like “Cost Center Group 1 for Testing” (description can be a maximum of 40 characters)




2.1.3 On screen “Create Cost center group: Structure”, add a new node to a top node or sub node by entering information in the fields as specified in the table below:

Create a sub Cost Center Group under the main Cost Center Group MCGM. Take the cursor to the main Cost Center Group and click the button with narration “Lower Level”. The new Cost Center Group may be named as per requirement.

Save the data by clicking the button and then by pressing the button. Message will appear – “The changes have been saved “at the bottom after pressing the button.




2.2 Change Cost Center Group Overview Trigger: The Enterprise needs to establish a Cost Center Group. . Business Process Procedure Overview Alternative cost center hierarchies created in the system are commonly called "cost center groups" – which will be used mainly for reporting purposes. These Cost Center Groups contain only those Cost Centers which are relevant for a particular report. As many Cost Center Groups as required can be created. Further under one main Cost Center Group, as many as required Sub-cost Center Groups can be created under each of which the required Cost Centers are to be attached. The Cost Center Groups may have to be changed based on need/necessities.

Procedural Steps 2.2.1Access transaction by:

Via Menus Accounting > Controlling > Cost center Accounting > Master data > Cost center Group > Change

Via Transaction Code KSH2

2.2.2 On screen “Change Cost center group: Initial Screen”, enter information in the fields as specified in the table below:




Field Name Description R/O/C User Action and Values Comments Cost center group

A hierarchy node R Enter the code of the Cost Center Group that you wish to change

(Note: On above table, in column “R/O/C” ; “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button Click one of the Cost Center Groups on which changes is to be made 1.3 On screen “Change Cost center group: Structure”, add /delete Cost Centers as described below:-




• Removal of a Cost Center from the Group Select one of the existing Cost Centers by placing the cursor on it and then press the F9 key or click

button. Then remove that selected Cost Center from the Cost Center Group by pressing F5 key or click button.

• Addition of a Cost Center to the Group Click the button with narration “Cost Center”. Key in the code of a new Cost Center that is required to be added to this Cost Center Group.

Save the data by clicking the button and then by pressing the button. Message will appear – “The changes have been saved “ at the bottom after pressing the button




3.0 Cost Element

3.1 Create Cost Element -Primary Overview Trigger: A new General Ledger Account (for expense or revenue) has been opened and for that a primary Cost Element has to be created. Business Process Procedure Overview A Cost Element is “Cost Carrier”, that is, it carries cost to the CO from FI/Other modules. Primary Cost Elements are nothing but General ledger accounts for expense or revenue, that is Profit & loss Accounts. Whenever a new General Ledger Account for expense/revenue is created a corresponding Primary Cost Element is to be created immediately before any posting on that General Ledger account is allowed. Procedural Steps 3.1.1. Access Create Cost Center Master Records transaction by:

Via Menus Accounting > Controlling > Cost Element Accounting > Master

Data > Cost Element > Individual Processing > Create Primary Via Transaction Code KA01 3.1.2. On screen “Create Cost Element: Initial Screen”, enter information in the fields as specified in

the table below:








Cost Element New Organizational Unit to be created as Cost Element

R Give the same code as that of the General ledger Account (expense/revenue) created which has necessitated the creation of the primary cost element.

This can only be created after the G/L A/c is created.


R From:- 01/04/2006 To:- 31/12/9999

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button 3.1.3. On screen “Create Cost Element: Basic Screen”, enter information in the fields as specified in the below table:






Name Cost Element Name R Same name as given for the General Ledger Account will appear by default.

Description Cost Element description R Same description as given for the General Ledger Account will appear by default.

Cost Element category

Cost Element category –This defines whether a Cost element belongs to expense/revenue

R Select 1 if the Cost Element is created for a Expense related General Ledger Account. Select 11 if the Cost Element is created for Revenue related General Ledger Account.


Save data by clicking button Message will appear – Cost Element has been created.




3.2 Create Cost Element -Secondary Overview Trigger: A new Activity-type is to be created/ new formula for fixing overhead rates has come, or a new activity /overhead allocation method has come which necessitates creation of a secondary Cost element. Business Process Procedure Overview A Secondary Cost Element is a “Cost Carrier”, which carries cost from one Cost Object to another (like from one Cost Center to another) within the CO module itself. Unlike primary cost elements secondary cost elements has no link with any other module. Procedural Steps 3.2.1. Access Create Cost Center Master Records transaction by: Via Menus Accounting > Controlling > Cost Element Accounting > Master

Data > Cost Element > Individual Processing > Create Secondary Via Transaction Code KA06

3.2.2. On screen “Create Cost Element: Initial Screen”, enter information in the fields as specified in the table below:








Cost Element New Organizational Unit to be created as Cost Element

R Give code based on the purpose for which the secondary cost element is being created, that is, whether for activity type/overhead rate allocation etc.

The secondary cost element code should be given as per coding convention.


R From:- 01/04/2006 To:- 31/12/9999

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button 3.2.3. On screen “Create Cost Element: Basic Screen”, enter information in the fields as specified in the below table:






Name Cost Element Name R Give suitable name like Project Labor Activity (Maximum 20 characters)

Unlike primary cost element, the name will not come automatically

Description Cost Element description R Give suitable description like Cost Element to measure Project Labor Activity (Maximum 40 characters)

Unlike primary cost element, the name will not come automatically

Cost Element category


R Select 43 if the Cost Element is for Internal Activity Allocation.


Save data by clicking button Message will appear – Cost Element has been created.




3.3 Change Cost Element –Primary & Secondary Overview Trigger: Primary Cost Element has to be changed if the name of the GL Account .In case of secondary cost element , a new activity /overhead allocation method has come which necessitates creation of a secondary Cost element. Business Process Procedure Overview A Cost Element is “Cost Carrier”, that is it carries cost either to the CO from FI/Other modules. (Primary Cost Elements) or within CO module from one Cost object to another (Cost Center to Cost Center). Primary cost elements are nothing but General Ledger accounts for expense/revenue. If required, certain fields of a Cost element can be changed. Procedural Steps 3.3.1. Access Create Cost Center Master Records transaction by: Via Menus Accounting > Controlling > Cost Element Accounting > Master

Data > Cost Element > Individual Processing > Change Via Transaction Code KA02

3.3.2. On screen “Change Cost Element: Initial Screen”, enter information in the fields as specified in the table below:








Cost Element Organizational Unit to be changed as Cost Element

R Give the code of the Cost element which is to be changed. (Primary or secondary)

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button 3.3.3. On screen “Change Cost Element: Basic Screen”, enter information in the fields as specified in the below table:






Name Cost Element Name R Change the name Description Cost Element description R Change description Cost Element category


R This field should not be changed.


Save data by clicking button Message will appear – Cost Element has been changed.




4.0 Cost Element Group

4.1 Create Cost Element Group Overview Trigger: Request for a Cost Element Grouping. These groups will be used mainly for use in reporting Business Process Description Overview

Organizational unit storing a group of cost elements. Cost elements with similar characteristics may be grouped together in cost element group. Any number of cost element groups can be created based on the reporting need. Cost Element Groups can be created for both Primary and Secondary Cost Elements. Procedural Steps 4.1.1. Access transaction by:

Via Menus Accounting > Controlling > Cost Element Accounting > > Master Data > Cost Element Group > Create

Via Transaction Code KAH1




4.1.2 On screen “Create Cost Element Group: Initial Screen”, enter the specified information in the fields in the table below:






Cost Element Group

New Cost Element Group Name

R Give a suitable code. Coding can be either numeric or alphanumeric.

(Note: On above table, in column “R/O/C”, “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button Enter the description of the Cost Element Group like “Tax Revenue” (description can be a maximum of 40 characters) 4.1.3. On screen “Create Cost Element Group: Structure” the following are to be entered

• Create a sub Cost Element Group under the main Cost Element Group Primary Cost

Element. Take the cursor to the main Cost Element Group and click the button with narration “Lower Level”. The new Cost Element Group may be named like Tax Revenue and the description may be Cost Element Group for all Tax related revenues (description can be a maximum of 40 characters)




Save the data by clicking the button and then by pressing the button. Message will appear – “The changes have been saved at the bottom after pressing the button.




4.2 Change Cost Element Group Overview Trigger: Request for a Cost Element Grouping. These groups will be used mainly for use in reporting Business Process Description Overview

Organizational unit storing a group of cost elements. Cost elements with similar characteristics may be grouped together in cost element group. Any number of cost element groups can be created based on the reporting need. Cost Element Groups can be created for both Primary and Secondary Cost Elements. If required Cost Element Groups can be changed. Procedural Steps 4.2.1 Access transaction by: Via Menus Accounting > Controlling > Cost Element Accounting >

> Master Data > Cost Element Group > Change

Via Transaction Code KAH2

4.2.1. On screen “Change Cost Element Group: Initial Screen”, enter the specified information in the fields in the table below:






Cost Element Group

R Give the name of the Cost Element Group to be changed.

(Note: On above table, in column “R/O/C”, “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button 4.2.3 On screen “Change Cost Element Group: Structure” the following are to be entered

Click one of the sub Cost Element Groups

Removal of a Cost Element from the Group




• Select one of the existing Cost Elements by placing the cursor on it and then press the F9 key or click button. Then remove that selected Cost Element from the Cost Element Group by pressing F5 key or click button. The Cost elements wrongly entered can be removed by this.

Addition of a Cost Element to the Group

Click the button with narration “Cost Element”. Insert any additional Cost element(s) which should have belonged to this group.

Save the data by clicking the button and then by pressing the button. Message will appear – “The changes have been saved at the bottom after pressing the button.




5.0 Activity Type

5.1 Create Activity Type Overview Trigger: Customer requirement to create an activity type Business Process Procedure Overview The activity type classifies the specific activities provided by a cost center along cost allocation lines. Activity inputs from a sender cost center mean that a receiver (another cost center or an order, process, and so on) is drawing on the resources of the sender cost center. Valuation of activity quantities is made with an allocation price calculated based on the managerial strategy chosen. Some of the expenses (like man hour worked in a particular project/for maintenance activity) may have to be booked using actual activities performed, that is, actual man hour worked. These expenses are booked using activity types which are cost tracers and together with secondary cost element carries cost within CO area from one Cost Center to another Cost center/WBS element where the sender Cost Center is the one which has performed the activity (like Admin. cost center performed certain quantifiable work on a project, that is, WBS element) to the one for which the activity has been performed (in this example WBS element).


Via Menus Accounting->Controlling->Cost Center Accounting->Master Data->Activity Type->Individual Processing->Create

Via Transaction Code KL01

5.1.2 On screen “Create Activity Type: Initial Screen”, enter information in the fields as specified in the table below:






Activity Type

6 Char. Identifier that identifies the Activity Type to be created

R Give a suitable code for the activity type based on the kind of activity

Code should be given based on coding convention.

Valid from Period from which the particular activity is valid

R 01.04.2006

Valid to Period up to which the particular activity is valid

R 31.12.9999

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button 5.1.3 Create Activity Type: Basic Screen (Basic Tab)




Field Name Description R/O/C User Action and Values Comments Name Identifier that defines the

name of the Activity type R Give a suitable name based on

the kind of activity

Description 40 Char. Identifier that describes the Activity Type.

O A suitable description may be given

Activity Unit Identifier that defines the activity type unit of measure –will depend on the activity selected

R This will depend on the type of activity, for example for if the activity is for Labor cost allocation based on Hrs worked, it should be Hrs.

CCtr categories

Identifier that defines which cost center categories are allowed for planning or as the sender CCtr.

R If the activity can be Performed by all Cost Center Put “*”. Otherwise, specific Cost Center category like “A”, “O” etc may be booked.

A Typ category

1 Char. Identifier that identifies the method of activity quantity planning and activity allocation

R Put “1” This field value Should be 1

Alloc. Cost Element

Cost element used to allocate the activity types costs to cost object(s). It will be secondary Cost Element

R Give the code of secondary Cost element created for Carrying the cost of this Activity from the originating Cost Center to the receiving Cost Center/WBS element.

Secondary CE should be created before activity type is created.

Price indicator Key that defines how price is to be calculated.

R Put “1”

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Save data by clicking button Message will appear – Activity Type has been created.




5.2 Change Activity Type Overview Trigger: Customer requirement to change an existing activity type Business Process Procedure Overview The activity type classifies the specific activities provided by a cost center along cost allocation lines. Activity inputs from a sender cost center mean that a receiver (another cost center or an order, process, and so on) is drawing on the resources of the sender cost center. Valuation of activity quantities is made with an allocation price calculated based on the managerial strategy chosen. Some of the expenses (like man hour worked in a particular project/for maintenance activity) may have to be booked using actual activities performed, that is, actual man hour worked. These expenses are booked using activity types which are cost tracers and together with secondary cost element carries cost within CO area from one Cost Center to another Cost center/WBS element where the sender Cost Center is the one which has performed the activity (like Admin. cost center performed certain quantifiable work on a project, that is, WBS element) to the one for which the activity has been performed (in this example WBS element). After creation of an Activity type, only certain fields for the same can be changed. Procedural Steps 5.2.1. Access transaction by:

Via Menus Accounting > Controlling > Cost Center Accounting > Master Data > Activity Type > Individual Processing > Change

Via Transaction Code KL02

5.2.2. On screen “Change Activity Type: Initial Screen”, enter information in the fields as specified in the table below:






Activity Type

Identifier that identifies the Activity Type to be created

R Give the activity type code which is to be changed.

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button 5.2.3. Change Activity Type: Basic Screen (Basic Tab)





name of the Activity type R The name may be changed, if

required.

Description 40 Char. Identifier that describes the Activity Type.

O Description may be changed, if required.

Activity Unit Identifier that defines the activity type unit of measure –will depend on the activity selected

R This field should not be Changed after activity Allocation. Only before any actual allocation has taken place, this Unit may be changed.

CCtr categories

Identifier that defines which cost center categories are allowed for planning or as the sender CCtr.

R If the particular activity on Should be restricted for Only certain category of Cost Centers, the value For this field may be Changed from * to M (maintenance category cost center) and O (op- -ration category Cost Centers)

A Typ category

1 Char. Identifier that identifies the method of activity quantity planning and activity allocation

R This field should not be Changed.

Alloc. Cost Element

Cost element used to allocate the activity types costs to cost object(s). It will be secondary Cost Element

R This field should not be Changed after activity Allocation. Only before any actual allocation has taken place, this secondary Cost element may be changed.

Price indicator Key that defines how price is to be calculated.

R This field should not be Changed.

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Save data by clicking button Message will appear – Activity Type has been changed.




6.0 Statistical Key Figure

6.1 Create Statistical Key Figure Overview Trigger: A new cost distribution parameter has been defined which necessitates creation of a statistical key figure (SKF)


Statistical Key Figure or SKF are basically cost tracers which will be used as parameter for distribution of Cost from one Cost Center to another. For example, one cost distribution parameter is number of employees, then the same may be defined as an SKF and the numbers defined in the respective SKF. At the time of cost distribution, the SKF has to be assigned to the rule and expense will get distributed automatically.


Via Menus Accounting > Controlling > Cost Center Accounting > Master Data > Statistical Key Figure > Individual Processing > Create

Via Transaction Code KK01

6.1.2. On screen “Create Statistical Key Figure: Initial Screen”, enter information in the fields as specified in the table below:






Stat. Key figure

Identifier that identifies the SKF to be created

R Give a suitable SKF code

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button 6.1.3. Create Statistical Key figure: Master data





name of the Statistical Key Figure

R Give a suitable name based on the nature of statistical key figure.

Stat key fig UoM

Identifier that defines the SKF unit of measure will depend on the SKF selected.

R Select proper UoM, for example in case of employee related SKF, it should be PRS (no. of persons)

Key Fig. cat These buttons determines whether the SKF values are to be defined once or every month –Fxd is once and Tot. Values are for every month.

R Select Radio Button “Fxd val” It will vary on SKF Selected. For Example in case If a parameter is Electricity charge, The “Tot” value is To be selected, As it will vary from Month to month.

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Save data by clicking button Message will appear – Data has been saved.




7.0 Activity Price

7.1 Planning Activity Price Overview Trigger: An activity type has been created for which activity price planning is required. Business Process Procedure Overview After creation of an activity type, the same can be used for allocation of expenses from one Cost Center to another Cost Center/WBS element only if price/unit for that activity is planned. Thus if an Activity type is created for Overhead distribution relating to Labor, then price for that activity has to be planned for per unit, that is, per hour Labor Cost. Only after this planning is done, can the respective activity type be used to post the cost to the required Cost Center/WBS element where the rate will be calculated from the planned price.


Via Menus Accounting > Controlling > Cost Center Accounting > Planning > Activity Output/Prices> Change

Via Transaction Code KP26

7.1.2 On screen “Change Activity Type/Price Planning: Initial Screen”, enter information in the fields as specified in the table below:





C User Action and Values

Comments

Version The planning version. R Put “0” From period

The period from which the Cost center/activity type combination is active

R Put 1

To period The period up to which the Cost center/activity type combination is active

R Put 12

Cost center The sender Cost Center or the Cost Center that will perform the particular activity.

R Put suitable Cost Center

If the Activity type master allows only some particular Cost Center category to perform the activity, then Cost Centers having that Cost Center category can only be given.

Activity type

The activity type that will perform the particular activity in combination with that Cost Center

R Put the required activity type

Free/Form based (radio button)

Decides the layout in the following screen

R Click radio button “Form based”

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click overview Button




7.1.3 On screen “Change Activity Type/Price Planning: Overview Screen”, enter information in the fields as specified in the table below:




Field Name Description R/O/C User Action and Values Comments Price (Fixed) Price per unit of the activity R Put a suitable price for the

particular activity.

The other populated fields in the screen shot will pick values automatically from the Activity type master. (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Save data by clicking button Message will appear – Changed Data has been posted.




8.0 Statistical Key Figure Value

8.1 Planning Statistical Key Figure Value Overview Trigger: A Statistical key figure has been created for which value planning is to be done. Business Process Procedure Overview

After creation of a Statistical key figure, the same can be used for distribution of expenses from one Cost Center to another Cost Center only if value for that SKF is planned. Thus if an SKF is created for cost distribution based on number of employees, then value for that SKF has to be planned for that is number of employees. Only after this value is defined, can the respective SKF be used to distribute the cost from the sender Cost center to the receiver Cost Center.


Via Menus Accounting > Controlling > Cost Center Accounting > Planning > Statistical Key Figure > Change

Via Transaction Code KP46

8.1.2 On screen “Change Statistical Key Figure Planning: Initial Screen”, enter information in the fields as specified in the table below:





C User Action and Values

Comments

Version The planning version. R Put “0” From period

The period from which the Cost center/SKF combination is active

R Put 1

To period The period up to which the Cost center/SKF combination is active

R Put 12

Cost center The sender Cost Center R Put suitable Cost Center

Stat. Key figure

The SKF which will act as tracing element or parameter to send the cost from sender cost center to receiver cost center.

R Put the required SKF code.

Free/Form based (radio button)

Decides the layout in the following screen

R Click radio button “Form based”

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click overview Button




1.3 On screen “Change Statistical Key Figure Planning: Overview Screen”, enter information in the fields as specified in the table below:

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Save data by clicking button Message will appear – Changed Data has been posted.

Field Name Description R/O/C User Action and Values Comments Current Plan Value

The SKF value R Put a suitable value for the SKF




9.0 Manual Reposting of Cost Overview Trigger: A cost originally booked to a wrong Cost Center needs to be corrected within CO itself without disturbing the original FI entry. Business Process Procedure Overview Manual Reposting of Cost from one Cost Center to another. Sometimes there are possibilities that an expense has been booked to a wrong Cost Center but to a correct General ledger Account. Under those circumstances rather than reversing the FI document, it is handier to change the Cost Center. The following points are to be further remembered in this regards:-

• There is no sender check while reposting cost. That is, if the original cost center has a value of Rs 10000/- and reposting is done to another Cost Center for Rs 11000/-, system will not throw any error message. Therefore it is imperative that one has to be extremely careful while manually reposting cost.

If an expense belongs to more than one Cost Center, the same can be manually reposted to the correct Cost Centers. For example, the original Cost Center has a cost of Rs 10000/-, a part of which (say Rs 3000/-) belongs to another Cost Center and another Rs 2000/- belongs to yet another Cost Center. Manual reposting can be done to both these Cost Centers for Rs 3000 and Rs 2000/- whereas the original Cost Center will get credited by Rs 5000/- and retain remaining balance amount of (Rs 10000-Rs 5000) Rs 5000/-. Thus Cost distribution of elementary nature can also be done through Manual reposting of cost Procedural Steps 8.1.1. Access transaction by:

Via Menus Accounting > Controlling > Cost Center Accounting > Actual Postings > Manual reposting of Costs> Enter

Via Transaction Code KB11N

8.1.2. On screen “Enter Manual Repostings of Primary Costs”, enter information in the fields as specified in the table below:






Doc date The document date R Give current date Pstg date The date on which the actual

posting is to take place –may vary from document date

R Give current date

Period Current period from 1 to 12 C Automatically defaulted based on posting date

Doc Text Text field O Any proper reference may be given here.

Scrn variant

Determines the sender R Select 01SAP Cost Center.

CCtr(old) The sender cost sender from which the amount is to be reposted

R Give the Cost Center code from which the amount is to be reposted.

Cost Elem. The cost element which carried cost to the original Cost Center

R Give code of the cost element which actually posted the cost to the original Cost center.

Amount The amount to be reposted Crncy Currency Defaulted by system CCtr(new) The receiver cost center on

which the cost will get reposted.

R Give code of the receiver Cost Center where the cost will go.

Receiver Cost Center may be more than one.

Text Text field O Put suitable text (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button Save data by clicking button Message will appear – Controlling document XXXXX has been generated. Note the document number (This document number will be a controlling document number).




10.0 Distribution of Overhead Costs Overview Trigger:




A overhead cost is originally booked to a Cost Center needs to be distributed to vehicle through maintenance order. Business Process Procedure Overview Indirect costs such as Utility Bills, Salary, Wages, Admin Expenses etc. incurred for a Garage are directly booked to Cost Center, as these are common expenses. At the end of a period such costs have to be booked on Vehicle as per the predefined ratio given by MCGM.

Procedural Steps

10.1 Creation of Assessment Cycle (Rule) 10.1.1 Access transaction by:

Via Menus Controlling > Cost Center Accounting > Period End Closing > Current Settings > Define Assessment

Via Transaction Code S_ALR_87005742

10.1.2. On screen “Change Actual Assessment Cycle”, enter information in the fields as specified in the table below:






Cycle The cycle name R Give cycle name Start date The date on which the cycle

(rule) is created. R Give current date







Text The short text R Enter the short name

Press to go to next screen .






Segment Name

The short text R Enter the short name

Assessment CEle

Enter the assessment cost element

R Enter the assessment cost element 920000001

Sender Rule

Select 1 Posted Amounts from the dropdown list

R

Share in % Enter 100 % Receiver Rule

Select 3 Fixed Percentages from the dropdown list

Select Senders/Receivers Tabv and enter the following information






Cost Center The Sender Cost Center R Enter the suitable cost center

Cost Element

The sender cost element R Enter the suitable cost element

Order Enter the receiver order R Enter the suitable order. Press to create the cycle.

10.2 Executing Assessment Cycle (Rule) 10.2.1. Access transaction by:




Via Menus Accounting >Controlling > Cost Center Accounting > Period End Closing > Single Functions > Allocations > Assessment

Via Transaction Code KSU5

10.2.2. On screen “Execute Actual Assessment”, enter information in the fields as specified in the table below:



Period Enter the period range R Fiscal year The current fiscal year R Enter 2006 Cycle Enter the cycle name R Enter the suitable cycle

name

Press “F8 “to execute the cycle. Check the result and if result is ok ten remove the tick from the check box- Test run and press “F8 “to execute the cycle.