mm-user manual
DESCRIPTION
MM User Manual for Automotive IndustriesTRANSCRIPT
Duro Shox Pvt Limited
SAP ImplementationProject – ‘‘Pragati”
USER MANUAL Materials Management
DOCUMENT CONTROL SHEET
GENERAL INFORMATION
Project name Document name Document location Implementation Materials Management
DOCUMENT INFORMATION Version Filename Date Author Reviewed
byChanges from previous version
V 1.0 EUT -MM
US
ER
MA
NU
AL
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
REFERENCE DOCUMENTS
Document Version R Reference
DOCUMENT APPROVALS
Kedar KulkarniMM ConsultantPrepared by Approved by(KPIT Cummins Infosystems Limited.) (Duro Shox Pvt Limited)
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USER PROCEDURE MANUAL
TABLE OF CONTENTS
Duro Shox Pvt Limited__________________________________________________1
1 Procurement of Stock Materials______________________________________________________10
1.1 Procurement of Stock Materials – Raw Material Local / Return___________101.1.1 Purpose_________________________________________________________________________101.1.2 Prerequisites______________________________________________________________________101.1.3 Material Master Record_____________________________________________________________101.1.4 Vendor Master Record______________________________________________________________241.1.5 Purchasing Info Record_____________________________________________________________351.1.6 Source List_______________________________________________________________________411.1.7 CIN Master Data___________________________________________________________________431.1.8 Excise Condition Record____________________________________________________________53
1.2 Request for Quotation (RFQ)_______________________________________561.2.1 Use_____________________________________________________________________________561.2.2 Procedure________________________________________________________________________561.2.3 Result___________________________________________________________________________611.2.4 Example_________________________________________________________________________61
1.3 Message output: RFQ_____________________________________________611.3.1 Use_____________________________________________________________________________611.3.2 Procedure________________________________________________________________________61
1.4 Maintaining Quotation____________________________________________641.4.1 Use_____________________________________________________________________________641.4.2 Procedure________________________________________________________________________641.4.3 Result___________________________________________________________________________661.4.4 Example_________________________________________________________________________66
1.5 Price Comparison________________________________________________671.5.1 Use_____________________________________________________________________________671.5.2 Procedure________________________________________________________________________671.5.3 Result___________________________________________________________________________69
1.6 Creating Purchase Requisition_____________________________________691.6.1 Use_____________________________________________________________________________691.6.2 Procedure________________________________________________________________________691.6.3 Result___________________________________________________________________________701.6.4 Example_________________________________________________________________________70
1.7 Release Purchase Requisition______________________________________701.7.1 Procedure________________________________________________________________________71
1.8. Assign and Process Purchase Requisition___________________________741.8.1 Use________________________________________________________________________________741.8.2 Procedure________________________________________________________________________741.8.3 Result___________________________________________________________________________76
1.9 Purchase Order__________________________________________________771.9.1 Use_____________________________________________________________________________771.9.2 Procedure________________________________________________________________________771.9.3 Result___________________________________________________________________________821.9.4 Example_________________________________________________________________________82
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1.10. Release Purchase Order___________________________________________831.10.1. Procedure________________________________________________________________________83
1.11Message Output___________________________________________________871.11.1 Use_______________________________________________________________________________871.11.2 Procedure________________________________________________________________________87
1.12 Goods Receipt for Purchase Order__________________________________891.12.1 Use_____________________________________________________________________________891.12.2 Prerequisites______________________________________________________________________891.12.3 Procedure________________________________________________________________________891.12.4 Result___________________________________________________________________________99Material document 5000000009 posted________________________________________________________991.12.5 Example_________________________________________________________________________99
1.13 Logistics Invoice Verification_____________________________________1001.13.1 Use____________________________________________________________________________1001.13.2 Procedure_______________________________________________________________________1001.13.3 Result__________________________________________________________________________1051.13.4 Example________________________________________________________________________105
1.14 Returning Delivery______________________________________________1061.14.1 Use____________________________________________________________________________1061.14.2 Procedure_______________________________________________________________________1061.14.3 Result__________________________________________________________________________113Return Delivery document created___________________________________________________________1131.14.4 Example________________________________________________________________________113
1.15 Excise Invoice Other Movements__________________________________1141.15.1 Procedure_______________________________________________________________________1141.15.2 Result__________________________________________________________________________1161.15.3 Example________________________________________________________________________116
1.16 Posting and Printing the Excise Invoice_____________________________1171.16.1 Use____________________________________________________________________________1171.16.2 Prerequisites_____________________________________________________________________1171.16.3 Procedure_______________________________________________________________________1171.16.4 Result__________________________________________________________________________120
1.17 Credit Memo___________________________________________________1211.17.1 Use____________________________________________________________________________1211.17.2 Prerequisites_____________________________________________________________________1211.17.3 Procedure_______________________________________________________________________1211.17.4 Result__________________________________________________________________________1271.17.5 Example________________________________________________________________________127
1.18 Reversals / Cancellation of Invoice or Credit Memo___________________1281.18.1 Use____________________________________________________________________________1281.18.2 Prerequisites_____________________________________________________________________1281.18.3 Procedure_______________________________________________________________________1281.18.4 Result__________________________________________________________________________1331.18.5 Example________________________________________________________________________133
1.19 Reversals / Cancellation of Goods Receipt (GR)______________________1341.19.1 Use____________________________________________________________________________1341.19.2 Prerequisites_____________________________________________________________________1341.19.3 Procedure_______________________________________________________________________1341.19.4 Result__________________________________________________________________________139
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1.19.5 Example________________________________________________________________________139
1.20 Reversing CENVAT Postings______________________________________1401.20.1 Purpose________________________________________________________________________1401.20.2 Prerequisites_____________________________________________________________________1401.20.3 Procedure_______________________________________________________________________1401.20.4 Result__________________________________________________________________________1441.20.5 Example________________________________________________________________________144
1.21 Canceling Excise Invoices________________________________________1451.21.1 Purpose________________________________________________________________________1451.21.2 Prerequisites_____________________________________________________________________1451.21.3 Procedure_______________________________________________________________________1451.21.4 Result__________________________________________________________________________1501.21.5 Example________________________________________________________________________150
2 Procurement of Imported Materials – Business Process Procedure_________________________151
2.1 Procurement of Imported Materials__________________________________1512.1.1 Purpose___________________________________________________________________________1512.1.2 Prerequisites_____________________________________________________________________151
2.2 Creating Purchase Order___________________________________________1522.2.1 Use_______________________________________________________________________________1522.2.2 Prerequisites_____________________________________________________________________1522.2.3 Procedure_______________________________________________________________________1522.2.4 Result__________________________________________________________________________1582.2.5 Example________________________________________________________________________158
2.3 Release Purchase Order__________________________________________1592.3.1 Procedure_______________________________________________________________________159
2.4 Message Output________________________________________________1622.4.1 Use____________________________________________________________________________1622.4.2 Procedure_______________________________________________________________________162
2.5 CAPTURING BILL OF ENTRY______________________________________1642.5.1 Use____________________________________________________________________________1642.5.2 Procedure_______________________________________________________________________1642.5.3 Result__________________________________________________________________________1712.5.4 Example________________________________________________________________________171
2.6 Goods Receipt for Imported Purchase Order_________________________1722.6.1 Use____________________________________________________________________________1722.6.2 Procedure_______________________________________________________________________1722.6.3 Result__________________________________________________________________________1832.6.4 Example________________________________________________________________________183
2.7 Logistics Invoice Verification for the Materials_______________________1842.7.1 Use____________________________________________________________________________1842.7.2 Procedure_______________________________________________________________________1842.7.3 Result__________________________________________________________________________1902.7.4 Example________________________________________________________________________190
3 Procurement of Subcontracting Materials – Business Process Procedure____________________191
3.1 Procurement of Subcontracting Materials___________________________1913.1.1 Purpose________________________________________________________________________1913.1.2 Prerequisites_____________________________________________________________________191
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3.2 Creation of Subcontracting Purchase Order_________________________1923.2.1 Use____________________________________________________________________________1923.2.2 Prerequisites_____________________________________________________________________1923.2.3 Procedure_______________________________________________________________________1923.2.4 Result__________________________________________________________________________1963.2.5 Example________________________________________________________________________196
3.3 Message Output________________________________________________1973.3.1 Use____________________________________________________________________________1973.3.2 Procedure_______________________________________________________________________197
3.4 Transfer of Components to Subcontractor__________________________1993.4.1 Use____________________________________________________________________________1993.4.2 Prerequisites_____________________________________________________________________1993.4.3 Procedure_______________________________________________________________________1993.4.4 Result__________________________________________________________________________2013.4.5 Example________________________________________________________________________202
3.5 Creation of Subcontracting Challan________________________________2023.5.1 Use____________________________________________________________________________2023.5.2 Prerequisites_____________________________________________________________________2023.5.3 Procedure_______________________________________________________________________2023.5.4 Result__________________________________________________________________________2043.5.5 Example________________________________________________________________________204
3.6 Printing of Subcontracting Challan__________________________________2053.6.1 Use_______________________________________________________________________________2053.6.2 Procedure_______________________________________________________________________205
3.7 Goods Receipt for Purchase Order_________________________________2093.7.1 Use____________________________________________________________________________2093.7.2 Prerequisites_____________________________________________________________________2093.7.3 Procedure_______________________________________________________________________2093.7.4 Result__________________________________________________________________________2173.7.5 Example________________________________________________________________________217
3.8 Reconciling Subcontracting Challan_______________________________2183.8.1 Use____________________________________________________________________________2183.8.2 Procedure_______________________________________________________________________2183.8.3 Result__________________________________________________________________________2203.8.4 Example________________________________________________________________________220
3.9 Completing/Reversal/Re-credit Subcontracting Challan_______________2213.9.1 Use____________________________________________________________________________2213.9.2 Procedure_______________________________________________________________________2213.9.3 Result__________________________________________________________________________2223.9.4 Example________________________________________________________________________222
3.10 Logistics Invoice Verification for Subcontracting Material______________2223.10.1 Use____________________________________________________________________________2223.10.2 Procedure_______________________________________________________________________2223.10.3 Result__________________________________________________________________________2263.10.4 Example________________________________________________________________________226
5. Procurement of External Services: Business Process Procedure__________________________227
5.1 Procurement of External Services – Procurement Process_____________2275.1.1 Purpose________________________________________________________________________2275.1.2 Prerequisites_____________________________________________________________________227
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5.2 Creating Service Master__________________________________________2285.2.1 Use____________________________________________________________________________2285.2.2 Procedure_______________________________________________________________________2285.2.3 Result__________________________________________________________________________230
5.3 Creating Purchase Requisition____________________________________2315.3.1 Use____________________________________________________________________________2315.3.2 Procedure_______________________________________________________________________2315.3.3 Result__________________________________________________________________________2355.3.4 Example________________________________________________________________________235
5.4 Assign and Process Purchase Requisition__________________________2365.4.1 Use____________________________________________________________________________2365.4.2 Procedure_______________________________________________________________________2365.4.3 Result__________________________________________________________________________239
5.6 Purchase Order___________________________________________________2405.6.1 Use_______________________________________________________________________________2405.6.2 Prerequisites_____________________________________________________________________2405.6.3 Procedure_______________________________________________________________________2405.6.4 Result__________________________________________________________________________2435.6.5 Example________________________________________________________________________243
5.7 For Releasing Purchase Order Refer User Manual of Stock Procurement_243
5.8 Message Output________________________________________________2445.8.1 Use____________________________________________________________________________2445.8.2 Procedure_______________________________________________________________________244
5.9 Creation and Acceptance of Service Entry Sheet_____________________2465.9.1 Use____________________________________________________________________________2465.9.2 Procedure_______________________________________________________________________2465.9.3 Result__________________________________________________________________________2565.9.4 Example________________________________________________________________________256
5.10 Logistics Invoice Verification_____________________________________2575.10.1 Use____________________________________________________________________________2575.10.2 Procedure_______________________________________________________________________2575.10.3 Result__________________________________________________________________________2615.10.4 Example________________________________________________________________________261
6 Asset Procurement – Business Process Procedure.______________________________________262
6.1 Purchase Order_________________________________________________2626.1.1 Use____________________________________________________________________________2626.1.2 Procedure_______________________________________________________________________2626.1.3 Result__________________________________________________________________________266
6.2 Release of Purchase Order_______________________________________2666.2.1 Procedure_______________________________________________________________________266
6.3 Goods Receipt for Purchase Order_________________________________2676.3.2 Use____________________________________________________________________________2676.3.3 Prerequisites_____________________________________________________________________2676.3.4 Procedure_______________________________________________________________________2676.2.3 Result__________________________________________________________________________269
6.4 Post Excise Invoice______________________________________________2696.4.1 Procedure_________________________________________________________________________269
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6.4.2 Result_____________________________________________________________________________271
6.5 Logistics Invoice Verification_____________________________________2726.5.1 Use____________________________________________________________________________2726.5.2 Procedure_______________________________________________________________________2726.5.3 Result__________________________________________________________________________275
7 Excise Periodic Processing – Business Process Procedure________________________________276
7.1 Excise Periodic Processing_______________________________________2767.1.1 Purpose________________________________________________________________________2767.1.2 Prerequisites_____________________________________________________________________276
7.2 Excise Report - CENVAT Register__________________________________2777.2.1 Use____________________________________________________________________________2777.2.2 Prerequisites_____________________________________________________________________2777.2.3 Procedure_______________________________________________________________________2777.2.4 Result__________________________________________________________________________279
7.3 Excise Register Updation_________________________________________________________280
7.3Updation of RG1 Register___________________________________________2807.3.1 Use____________________________________________________________________________2807.3.2 Prerequisites_____________________________________________________________________2807.3.3 Procedure_______________________________________________________________________2807.3.4 Result__________________________________________________________________________287
7.4 RG1 Register Extraction__________________________________________2887.4.1 Use____________________________________________________________________________2887.4.2 Prerequisites_____________________________________________________________________2887.4.3 Procedure_______________________________________________________________________2887.4.4 Result__________________________________________________________________________291
7.5 RG1 Register Print Utility_________________________________________2927.5.1 Use____________________________________________________________________________2927.5.2 Prerequisites_____________________________________________________________________2927.5.3 Procedure_______________________________________________________________________2927.5.4 Result__________________________________________________________________________295
8. PLA Register Extraction__________________________________________________________295
8.1 PLA Register Extraction__________________________________________2958.1.1 Use____________________________________________________________________________2958.1.2 Prerequisites_____________________________________________________________________2958.1.3 Procedure_______________________________________________________________________2958.1.4 Result__________________________________________________________________________298
8.2 PLA Register Print Utility_________________________________________2988.2.1 Use____________________________________________________________________________2988.2.2 Prerequisites_____________________________________________________________________2988.2.3 Procedure_______________________________________________________________________2988.2.4 Result__________________________________________________________________________300
9. Reports___________________________________________________________________________301
7.1 Purchasing_____________________________________________________3017.1.1 Purchasing Documents per Vendor (ME2L)_____________________________________________3017.1.2 Purchasing Documents per Material (ME2M)___________________________________________3027.1.3 Source List for Material (ME0M)______________________________________________________3037.1.4 Purchase Info Record per Material (ME1M)_____________________________________________303
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7.1.5 Purchasing Values(MC$G)__________________________________________________________305
9.2 Inventory______________________________________________________3079.2.1 Material Document List (MB51)______________________________________________________3079.2.2 Diplay Warehouse Stock (MB52)_____________________________________________________3099.3.3 Stock on Posting Date (MB5B)_________________________________________________________3109.3.4 Stock Overview (MMBE)______________________________________________________________3139.3.5 Stock in Transit (MB5T)_______________________________________________________________3149.3.6 Slow Moving Items (MC46)____________________________________________________________315
Icons
Icon Meaning
Caution
Example
Note
Recommendation
Syntax
Abbreviations
R Required entry field (used in the end-user procedures)
O Optional entry field(used in the end-user procedures)
C Conditional field
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(used in the end-user procedures)
1 Procurement of Stock Materials
1.1 Procurement of Stock Materials – Raw Material Local / Return
1.1.1 Purpose
This process describes the procurement process of raw materials from indigenous source of supply with Country Version India (CIN) relevant process like processing of Excise Duty (ED) and Sales Tax (ST) process.
1.1.2 Prerequisites
The following scenario specific master data must be created for operation of this building block.
1. Material Master Record2. Vendor Master Record3. Purchase Info Record (Optional)4. Source List (Optional)5. CIN Master Data6. Excise Condition Record (if Tax applicable for the Vendor-Material Combination)
1.1.3 Material Master Record
Menu PathLogistics Materials Management Material Master Material Create
(General)
T CodeMM01 – CreateMM02 – ChangeMM03 – Display
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Press Enter to see the pop-up window.
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Enter the Industry Sector
Enter the Material Type
Internal Number assignment .
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Select the required views and press Enter to input the organizational levels.
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Press Enter to input the details of the Material.
1.1.3.1 Basic Data Views
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Enter the Material Description Enter the Unit of Measure and material Group
Enter the division if Stock Transfer will happen for this materialBlocking for Procurement or BOM enter here
Enter the Gross and Net Weight for the Finished Goods
Enter here if the material is returnable packing as VERP and non returnable packing as LEIH
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Press Additional Data to maintain the Alternate Unit of Measures (for e.g. 1000G= 20Nos for the Semi finished goods)
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Enter any Basic Material is there
Press Additional Data to maintain Alternate Unit of Measures
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Press Main data to go to the next view
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1.1.3.2 Purchasing Views
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If the Ordering Unit is other than the Base UoM, enter the Unit and make VAR. OUn as 1
Enter the Purchasing Value Key as G1 (5% Delivery Tolerance) or G2 (10% Delivery Tolerance)
Enter the Purchasing Group – Person/Group responsible to procure this material
Select if QM is not active and want to post to Inspection Stock (Mainly used for Spares)Source list should be maintained for this material select the box.
Enter the No. of Days required for GR Processing once the material is arrived at factory.
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Enter the PO Text normally specification is maintained
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1.1.3.3 MRP Views
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Enter the appropriate MRP Type)
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Work Scheduling View:
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1.1.3.4 Quality Management View
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1.1.3.5 Accounting Views
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Enter the appropriate Valuation Class (Various Valuation Classes given below)
If Price Control is V enter the Moving Average price, S enter the Standard Price
Enter the Price Control as V-Moving Average and S-Standard
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1.1.3.6 Costing Views
After entering all the details, press to save the Material.
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Enter Respective Profit Centre of Plant/Depot
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1.1.4 Vendor Master Record
Menu PathLogistics Materials Management Purchasing Master Data Vendor Central
T CodeXK01 – CreateXK02 – ChangeXK03 – Display
Press Enter to input the details of the vendor.Vendor Account Groups:VDOM Domestic VendorsVIMP Import VendorsVSRV Service Vendors
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Vendor Number to be put manually
Enter Company Code
Enter Account Group (Various Group given below)
Enter Purchasing Organisation
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1.1.4.1 General Data
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Click on the CIN Details to enter the Vendor Excise and Sales Tax details
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Enter all the details in the respective fields
Excise Indicator for Vendor as 1 – 100% Taxable
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Enter all the details in the respective fields
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Enter whether this vendor is approved or on Probation
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Enter the detail in the respective field
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No need to enter in the below screen.
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1.1.4.2 Accounting Data
Reconciliation Accounts:
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Enter the appropriate Reconciliation Accounts (Various Accounts given below)
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The below screen is explained in detail in FI User Manual:
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Enter the appropriate Payment Terms and Select the Chk double inv
Enter the appropriate Payment Methods C – Cheque, E – Cash Payment, T – Bank Transfer
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1.1.4.3 Purchasing Data
Schema group, Vendor:
DM Domestic Schema IM Import Schema
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Enter the Order Currency, Terms of Payment and Incoterms
Enter the appropriate Schema group, Vendor (Various groups given below)
1. Select GR-based Inv. Verf if Invoice verification is done after GR2.. Select the Srv-based Inv. Verf if Invoice Verification is done after Service Entry sheet.
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Press to save the Vendor master and the no is generated automatically.
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Enter the Partner for the appropriate Partner Functions
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1.1.5 Purchasing Info Record
Menu PathSAP Easy Access Logistics Materials Management Purchasing Master Data Info Record Create
T CodeME11 – CreateME12 – ChangeME13 - Display
You use this component if you wish to store information on a vendor and a material as master data at purchasing organization or plant level. You can create purchasing info records for different procurement types (standard, subcontracting, pipeline, consignment).
Press enter the details in the Purchasing Info Record.
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Enter the Info Category as1. Standard – For normal Procurement (Domestic, Import, etc)2. Sub-Contracting – For Sub-Contracting
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If the message is displayed like this, intimate the Quality Person to maintain the QM Info Record (TCode: QI01)
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No need to enter anything in the below screen as it copies all the data from the Vendor Master.
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It is defaulted from the Material Master but change for this Vendor-Material combination if different.
Enter the Standard Quantity
Enter the appropriate Tax Code
It is defaulted from the Material Master but change for this Vendor-Material combination if different.
Enter the Net Price
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It is defaulted from the Material Master but change for this Vendor-Material combination if different.
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1.1.5.1 Result
Purchasing Info Record is created
1.1.5.2 Example
Purchasing Info Record 5300000384 is created.
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1.1.6 Source List
Menu PathSAP Easy Access Logistics Materials Management Purchasing Master Data Source List Maintain
T CodeME01 – MaintainME03 – DisplayME04 - Changes
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Enter the Material No. and Plant
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Result: Source List changed.
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Maintain the Validity Period till until which you will procure this material from this vendor
Enter the Vendor and Purchasing Organisation
Select if the Vendor is fixed
Select if the Vendor is blocked for Procurement for this particular material alone
Enter 1 to be included in MRP Run
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1.1.7 CIN Master Data
Menu Path J1ILN SAP Menu Indirect Taxes Master Data Excise Rate Maintenance
T Code J1ID
1.1.7.1 Chapter IDs
Select Chapter ID and Press
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Press New Entries to go to the next screen.
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Press New Entries to Create New Chapter ID
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Press to save the data.
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Enter the Chapter ID
Enter the Description as per law
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1.1.7.2 Material ID and chapter ID combination
Select Material and Chapter ID Combination and Press
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Select the Material and Chapter-Id Combination
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Press New Entries to Create New Material Number and Chapter ID Combination
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Press to save the data.
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Enter the Material No. and Chapter ID Combination
Enter the material type based on the Material Nature
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1.1.7.3 Vendor Excise Details
Either you can maintain here or else in Vendor Master.
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Select the Vendor Excise Details
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Press to save the data.
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Press New Entries to Create Vendor Master Excise Details
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1.1.7.4 Excise Indicator for Plants
Select Excise Indicator for Plant and Press
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Select the Excise Indicator for Plant
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Press to save the data.
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Press New Entries to Create Plant Excise Details
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1.1.8 Excise Condition Record
1.1.8.1 Use
When you enter a purchasing document, for example, a purchase order, the R/3 System automatically calculates the applicable excise duties using the condition technique.
1.1.8.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu No Menu path available for this transaction
Transaction code FV11
2. Enter the appropriate Condition type (various condition types given in next page) and maintain the respective values.
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Enter the appropriate condition type
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For Raw Material / Packing Material maintain the Plant/Vendor/Material Combination.For Service Tax /Assets maintain the Plant/Material Group Combination..
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Various combinations to maintain the condition record
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3. Press Ctrl+S or
4.
1.1.8.3 Result
Condition records saved.
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Enter the Plant and Vendor
Enter the Material No. Enter the Value / amount
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
1.2 Request for Quotation (RFQ)
1.2.1 Use
Request for Quotation is used to float enquiries in market to obtain quotations from prospective vendors.This transaction is optional for the process.
1.2.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Material Management Purchasing RFQ/quotation Request for Quotation Create
Transaction code ME41
2. RFQ can be created with reference to Purchase Requisition, Outline Agreement (Contract) and another RFQ.
3. On the Create RFQ: Initial Screen, make the following entries:
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1. Enter the RFQ type as “AN”2. Enter the Quotation Deadline3. Enter Purch. Organisation as 11014. Enter the respective Purchasing group
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
4. Choose (header details icon) on the toolbar, then on screen Create RFQ: Header Data, enter information in the fields as specified in the table below:
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Enter the Submission date
Enter the appropriate Item category for Sub-Contracting & Service
Press this button to enter the Collective No and Vendor Reference
1. Enter the Material No2. Enter the RFQ Quantity3. Enter the Deliv. Date4. Enter the Plant if it is Plant specific
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Enter the Collective No to have a track of all RFQs related to particular instance
Enter the Your Reference if any reference given by the vendor
Press this button to enter the vendor code for which it has to be sent?
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
5. Choose (vendor address button) on the toolbar, then on screen Create RFQ: Vendor Address, enter information in the fields as specified below:
After entering the vendor code and pressing enter the details of vendor will be displayed automatically.
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6. Press to Save the RFQ. This will refresh the Create RFQ: Vendor Address screen to allow creation of the same RFQ data to a new vendor by following the steps outlined above.
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1.2.3 Result
RFQ created
Similarly create for other vendor in the same screen and various RFQ Nos will be generated
1.2.4 Example
RFQ created under the number 6000000000.
1.3 Message output: RFQ
1.3.1 Use
A RFQ needs to be printed for transmitting to vendor. This transaction is optional for the process.
1.3.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Purchasing RFQ/Quotation Request for Quotation Messages Print/Transmit
Transaction code ME9A
2. On the Message Output screen, make the following entries:
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Enter the RFQ Nos to be printed and Execute (F8)
Press this button to Execute
Select the check box For Printout click this button which will create Spool Request.
For Direct Printout click this button
For Print Preview click this button
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
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1.4 Maintaining Quotation
1.4.1 Use
This transaction is used to maintain the quotation, which is submitted by vendors. Vendor communicates price for material and as a result the RFQ (Request for Quotation) needs to be updated.
This transaction is optional for the process.
1.4.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Purchasing RFQ/quotation Quotation Maintain
Transaction code ME47
2. On the Maintain Quotation: Initial Screen, make the following entries:
3. Choose the Enter key, or choose green Enter icon to proceed.
4. View the screen “Maintain Quotation: Header Data” by Choosing on the Header data icon in the toolbar.
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5. Enter information in the fields as specified in the table below. Some fields will not be available for input, as they are reference fields only.
6. Once all necessary header data has been maintained, the user can then enter the price information in one of two fashions:
a. Enter the price in the Net Price field on the Maintain Quotation: Item Overview screen by Choosing overview icon on toolbar.
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1. Press to select the line
2. Press to enter the conditions
Enter the Conditions given by vendor.
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b. To enter more detailed information in addition to the net price, select the line item and choose the Item Details icon. Choose the green Back arrow to return to the ‘Overview’ screen once data has been maintained.
i. A vendor’s quoted price can be entered in one of two ways.
ii. Enter the net price per unit in the Net price field. This price includes the vendor's normal discounts and surcharges only. Cash discounts (for prompt payment) and taxes are calculated separately.
iii. Enter the gross price in the Net price field, and maintain the conditions for the item. Then the system automatically replaces the entered gross price with the calculated net price. If the net price for an item is entered for which pricing conditions have been maintained, the system always replaces the price entered with the calculated net price.
iv. Enter the Tax Code for any relevant taxes (for example, Excise Duty, Sales Taxes etc.) in the Tax code field. If a purchase order is created by referencing an RFQ, this code facilitates the determination of the tax amount when the invoice is entered in the system.
v. After entering tax code, after choosing this system may give an information message showing the effective price, Choose Enter to continue.
7. Once all quotation information has been successfully entered, save the data by Choosing on the Save button, or Choose the <Ctrl + S> keys. A message will be displayed that the data has been saved.
1.4.3 Result
Quotation is maintained.
Maintain the same for other RFQs.
1.4.4 Example
Quotation for RFQ 6000000000 maintained.
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1.5 Price Comparison
1.5.1 Use
Required to compare prices from all quotations received as a result of a competitive bidding process.
This transaction is optional for the process.
1.5.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Purchasing RFQ/Quotation Quotation Price Comparison
Transaction code ME49
2. On the Price Comparison List screen, make the following entries:
a. Choose the comparison values to be used:
i. Reference quotation: You can compare the quotations within the list with a sample quotation. The system displays the percentage deviation between each quotation in the list and the sample quotation.
ii. Mean/minimum value quotation: The price comparison list can also display a "fictitious" quotation reflecting the average or minimum value of all quotations. Select either the "Mean value" or "Minimum value" quotation field to choose the type of fictitious quotation.
iii. Percentage basis: The price comparison list displays the percentage of each item in relation to the maximum, minimum, or average price. To determine the display type, enter one of the following:
+: The highest value for each item is the 100% value
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Parameters included for Comparison
Enter the Purchasing Organisation
Enter the Quotations to be compared or the Collective RFQ
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
-: The lowest value for each item is the 100% value_: The mean value for each item is the 100% value
b. Select the desired price computations:
i. Select the appropriate field to determine which of the following should be included in the determination of the comparison price:
i. Include cash discounts
ii. Include delivery costs
iii. Determine effective price
3. Once all entries have been made, Choose the Execute.
4. On screen “Price Comparison List in Currency INR”, view the Price Comparison list.
5. To view any of the following information for a particular quote included in the comparison, Choose the RFQ number with the mouse to select it, then Choose the appropriate icon/button on the menu toolbar:
6. Display Material: Allows the user to view the purchasing data in the material master record.
7. Display Vendor: Allows the user to view the vendor master record.
8. Additional Info: Allows the user to view payment terms, bid dates, currency information for all the vendor quotations in the list.
9. If any information has been modified through the comparison list, save the RFQ before exiting. If changes have been made and the user attempts to exit without saving, the system will return a message to verify action.
10. To exit the transaction, choose the green Back arrow, the yellow Exit arrow, or Choose the F3 button.
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Rank is generated automatically
Mean and Effective Price is highlighted
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1.5.3 Result
Price Comparison List in Currency INR is displayed on the screen.
1.6 Creating Purchase Requisition
1.6.1 Use
A Purchase Requisition is created to indicate purchase department to procure materials or services with details like how much quantity is required, when required. Generally it is created automatically for Raw materials and Packing Materials through MRP Run and Spares and Service related to Plant Maintenance Purchase Requisition is generated automatically from Plant maintenance Order.
This transaction is optional for the process.
1.6.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Purchasing Purchase Requisition Create
Transaction code ME51N
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2. On the Create Purchase Requisition screen, make the following entries:
Press or Ctrl+S to Save the Purchase Requisition.
1.6.3 Result
1.6.4 Example
Purchase requisition number 0010000000 created.
1.7 Release Purchase Requisition
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Enter Material No. Enter required Quantity
Enter the Desired Vendor if Vendor is known to the person who is creating PR
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
1.7.1 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Purchasing Purchase Requisition Release Individual Release
Transaction code ME51N
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Click Other Purchase Requisition
Enter PR No.
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Click This Icon to Release PR
Click This Icon to Release
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Click This Icon to Save
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
1.8. Assign and Process Purchase Requisition
1.8.1 Use
a) This section explains the functions provided by the SAP System for converting requisitions into external purchasing documents (purchase orders, contract release orders, scheduling agreement delivery schedules, RFQs), and the processing options thereby available to you:
Assigning means defining the desired source for each purchase requisition item o Further processing involves generating lists of requisitions that have been assigned or flagged as
outlined above, and the subsequent creation of RFQs, purchase orders, or lines of delivery schedules under scheduling agreements.
1.8.2 Procedure
2. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Purchasing Purchase Requisition Follow-On Functions Assign and Process
Transaction code ME57
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3. The assignment of sources to and further processing of purchase requisitions are two distinct functions. You can choose whether you wish to perform the functions in two separate steps or in just one.
4. Below are the Selection Parameters to restrict the process of PO from PR
5. Press or F8 to enter into the next screen.
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1. Enter the appropriate Purchasing Group2. Enter the Scope of List as B1 for PR generated through MRP Run and A for remaining PR3. Enter the appropriate Plant
1. Select the Assigned Purchase Requisition (For Spares PR normally the End User may have entered the Vendor in the PR)2. Select the appropriate Check boxes for Processing the PR
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6. O is explained in next chapter.
1.8.3 Result
The source is assigned to PR and can be processed for PO.
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1. Select the check boxes required PR which are to be converted in to Pos.
1. If Source List is available click this button
1. Since only one source is assigned in Source list system assigns the source automatically or else if more than one source available a Pop-up window will be coming where one vendor has to be selected.
After assigning the source click on to this button to process the PO or else save for the assignment of source
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
1.9 Purchase Order
1.9.1 Use
A purchase order is a legal document used to record an individual purchase with the vendor. It also provides the vendor with a reference document to link to shipping (goods receipt) and invoicing (invoice verification) processes. The purchase order is a commitment to a vendor for a given material, in a specified quantity at a predetermined price and delivery date.
This transaction is mandatory for the process.
Please ensure that Purchase Order Value does not exceed specified value and if the purchase order value crosses this limit a release procedure is applied on this purchase order. To release the Purchase Order go to ME28 for collective release and ME29N for individual release.
1.9.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Purchasing Purchase Order CreateVendor/Supplying Plant Known
Transaction code ME21N
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2. If you want create purchase order with reference to the purchase requisition, on item details screen enter the purchase requisition number and item number at Purch. Req. field. System will automatically adopt all the data from requisition.
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Click the Purchasing Requisitions and Press Adopt
Press this button to view the Tax Calculation
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Press this button to view the message
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Check the PO before Saving
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1.9.3 Result
Purchase Order is created.
1.9.4 Example
Standard PO created under the number 210000000.
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1.10. Release Purchase Order
1.10.1. Procedure
Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Purchasing Purchase Order Release Individual Release
Transaction code ME29N
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Click Other Purchase Order
Enter PO No.
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Click This Icon to Release PR
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Click This Icon to Release
Click This Icon to Save
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1.11Message Output
1.11.1 Use
A Purchase Order needs to be printed for transmitting to vendor.
1.11.2 Procedure
2. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Purchasing Purchase Order Messages Print/Transmit
Transaction code ME9F
3. On the Message Output screen, make the following entries
4. Choose to Execute.
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5. On screen Message Output select the appropriate Document number and perform the following:
Choose Output Message and/orChoose Display Message and/orChoose Message Detail and/orChoose Trial Printout.
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1.12 Goods Receipt for Purchase Order
1.12.1 Use
Goods are received from the Vendor as a result of a Purchase Order at the receiving plant. A goods movement is entered into the system referencing this PO and a goods receipt material document is posted. Appropriate general ledger accounts are also posted and stocks are updated.
1.12.2 Prerequisites
Purchase Order
1.12.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Inventory Management Goods Movement Goods Receipt For Purchase Order PO Number Known
Transaction code MIGO
2. On the Goods Receipt Purchase Order screen, make the following entries:
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Enter the Purchase Order No and Press Enter
Check for correct movement type whenever doing goods movement
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
3. After pressing Enter system will fetch all the data from the Purchase Order as shown below:
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Whichever material is in Blue those detail will be seen in the Item detail
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4. System defaults the balance quantity in PO, change the quantity to the received quantity:
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Enter the Storage Location in which the material to be placed.
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Select Item Ok and Press Enter and the Excise tab will appear both in Header and Item Level
Enter the Delivery Note details of the vendor
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
Field name Description R/O/C User action and values Comment
Goods Receipt
Goods Receipt R Select from drop down list for action
Purchase Order
Purchase Order R input the PO number which generated above
4500000277
Movement Type
101
Enter
Document Date
Document Date R Enter document date
Delivery Note in Header O Delivery Number from Vendor
Vendor Vendor R Defaulted from purchase order
Grayed out
Posting Date Posting date R Enter posting date
Bill of lading Bill of lading O Enter bill of lading
Header text Header text O Enter header text
Close Header Detail data to enlarge the Detail data.
Select Material tab at Detailed Data.
Material Material tab R Defaulted from Purchase Order
Grayed out
Select Quantity tab in Detail data.
Qty in unit of entry
Quantity in unit of entry
R Enter the quantity you have received from vendor. As a default system will give purchase order quantity
Quantity defaulted from Purchase Order
Qty in delivery note
Quantity in delivery note
O Enter the quantity as per vendor delivery challan
Select Where tab in Detail data.
Movement type
Movement type R Defaulted from header screen
Stock type Stock type R Defaulted from material master or purchase order
Plant Plant R Defaulted from purchase order1000
Storage location
Storage location R Defaulted from purchase order if entered1010
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Goods Recipient
Goods Recipient O Enter the name of person who received goods
Unloading point
Unloading point O
Text Text O Enter the text if required
Select Purchase Order tab in Detail data.
Purchase Order
Purchase Order R Defaulted from header data Grayed out
Del. completed ind.
Delivery completion indicator
O Defaulted by system if PO Qty = GR Qty
Select Partner tab in Detail data.
Vendor Vendor name O Grayed out
For this material batch management is not active. Just for reference purpose the following data is given.
Select Batch tab in Detail data.
This tab will come only if material is managed in batches.
Proceed with the following steps if material is batch managed only.
Batch Batch number R Enter batch number as date for batch managed materials
Vendor batch Vendor batch O Enter vendor batch number for reference
5. Select the Check box Item OK, after entering all the data.
You will get Excise Invoice tab at Header Data for capturing vendor excise invoice details and for posting Part I and Part II.
6. On the Excise Invoice tab at Header Data make the following entries.
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Field name Description R/O/C User action and values Comment
Capture & Post Excise invoice
Capture & Post Excise Invoice on Excise Action
R Choose Capture & Post Excise Invoice from drop down list
Defaulted
Excise Group Excise Group R Defaulted by the system
Excise Invoice
Excise invoice R Enter the vendor Excise Invoice number
For example:
D013
Excise Inv. Date
Excise Invoice Date R Enter the excise invoice date of vendor
BED Basic Excise Duty R Defaulted from purchase order
Grayed out
AED Additional Excise Duty R Defaulted form purchase order
Grayed out
SED Special Excise Duty R Defaulted from purchase order
Grayed out
NCCD NCCD R Defaulted from purchase order
Grayed out
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System defaults the Excise Duty (BED & ECS) and in case
Select Appropriate Excise settingsWhile posting in Case of dealer only
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
ECS Education Cess R Defaulted from purchase order
Grayed out
MRP Indicator
MRP Indicator O Tick the check box
Note: If the Base Price in PO is the inclusive of both the Material Cost and Excise Value choose the check box
Close Header Detail data to enlarge the Detail data.
Select Excise Item tab at Detailed Data (at the last).
Chapter ID Chapter ID of material R Defaulted by the system
No action required
EI Quantity Excise Invoice Quantity
R Defaulted by the system from Goods Receipt quantity
Base Value Base value of material R Defaulted by the system
BED Basic Excise Duty R Defaulted by the system
AED Additional Excise Duty O Defaulted by the system
NCCD NCCD O Defaulted by the system
SED Special Excise Duty O Defaulted by the system
ECS Education Cess O Defaulted by the system
Please cross check the BED, AED, SED, NCCD and ECS amount of item as per the Vendor Excise Invoice, legally you cannot avail more than what mentioned in Vendor Excise Invoice. All other information is defaulted by the system. Hence, no action required by the user.
6. Choose Check at the top of screen.
7. Choose Post to post the document.
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Also See the account postings
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Enter Excise Invoice No. and Date vendor
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1.12.4 Result
Material document 5000000009 posted
1.12.5 Example
Material document 5000000009 posted
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1.13 Logistics Invoice Verification
1.13.1 Use
In this process of Logistics Invoice Verification all the Incoming Invoices are verified in terms of their content, prices and arithmetic. When the invoice is posted, the invoice data is saved in the system. The system updates the data saved in the invoice documents in Materials Management and Financial Accounting.
1.13.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Logistics invoice Verification Document Entry Enter Invoice
Transaction code MIRO
2. If you are opening for the first time this transaction, system will ask for Company Code, please give 1000 to go in side the transaction.
3. On the Enter Incoming Invoice: Company Code 1000 screen, make the following entries:
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Enter Invoice Date
Change Defaulted V0 Tax code and tick Calculate tax tab
Enter the PO No.
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
If Part II entry is not done then system will not allow you to POST Invoice
Unless and until you post part2 system will not allow invoice verification
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Enter the amount
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
Field name Description R/O/C User action and values Comment
Transaction Invoice R Select Invoice from drop down list
Header Data Header data of Invoice R Defaulted by system
Basic tab Basic information tab R Select basic information tab to give initial information
Invoice Date Invoice Date R Enter the Vendor invoice date
Reference Invoice reference O Enter the vendor invoice reference
For Example
USERMANUAL
Posting date Posting Date R Enter the posting date of document
System will give current date as default
Amount Invoice Amount R Enter invoice gross amount including taxes and duties
299,960.20
Amount mentioned is only an example
Currency R Enter the currency in which the bill is presented by vendor, if not entered by user system will default the document currency from purchase order
INR
Calculate tax Check box calculate tax
O Check this tick box, system will calculate tax amount
Tax code R Select the tax code from drop down list
V1
Bus.place/sectn
Business place or section code
R Enter section code if Tax deduction for source is active for this vendor
Leave blank for this process
Text Text O Enter text if required for reference
Payment tab Payment tab R Select payment details tab
BaselineDt Base line date for payment
R Enter the base line date for payment
Will be defaulted if payment terms entered in PO
Pmnt terms Payment terms O Payment terms of document, if entered will be defaulted from purchase order
Due on Payment due on O Will be calculated by Grayed out
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system
Discount Cash discount O Enter if cash discount is offered by vendor
Hide Header data for getting full screen of items if required.
Purchase order / Schedule Agreement
R Select Purchase order / Schedule Agreement in the reference document category from drop down list
Defaulted for user
Purchase order number
R Enter the first purchase order number generated above
Goods / service items R Select Goods / Service items in indicator from drop down list
Defaulted
Layout Layout of invoice verification
R Select All information from drop down list
Choose Enter
4. Choose Enter to complete the document feeding part.
5. To check the document credit and debit is balanced on the top right corner of your screen a traffic light is displayed. Beside that Balance of the document is displayed.
Ensure that the Balance is ZERO before posting the document and the traffic light is green or yellow color.
6. If you want to see the accounting postings in simulation mode, Choose Simulation on middle of fourth row of your screen.
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7. Choose Save / Post, for posting the document.
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Check Simulate Tab
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1.13.3 Result
Logistics Invoice verification document is posted.
1.13.4 Example
Document no. 5105600102 created
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1.14 Returning Delivery
1.14.1 Use
A material has been received and it needs to be returned for various reasons (i.e. poor quality, incomplete, damaged). The user can use this transaction to return the material to the vendor via the original GR document.
This transaction itself is an independent transaction and it is not mandatory in J81 process. This Return Delivery transaction is used only when material is rejected and needs to be returned to vendor.
If material is rejected by using QM process there is no need to this transaction. This transaction can be used only without QM process materials.
This transaction is used basically when purchased material is needs to be sent back to vendor because of various reasons like poor quality, incomplete items, damaged etc.
b)
Bore proceeding with return delivery to vendor please ensure that sufficient stock is available in storage location and if batch managed in particular batch stocks also. Other wise system will give error message.
Before doing Return Delivery to vendor, check if you have already done Invoice Verification to that Goods Receipt. If you have already done invoice verification please raise Credit Memo to the extent of Returns quantity and then proceed with this process. Other wise system will give an error message.How to create Credit Memo transaction is explained in the chapter mentioned 1.17 below.
1.14.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Inventory Management Goods Movement Goods Receipt For Purchase Order PO Number Known
Transaction code MIGO
2. Select Return Delivery from drop down list to make Return Delivery to vendor.
3. On the Return Delivery Material Document screen, make the following entries:
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Enter the appropriate Reason for Movement
Enter the quantity to be returned to vendor
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
Field name Description R/O/C User action and values Comment
Return Delivery
Return Delivery R You have already selected in above step 2
Material Document
Material Document number
R Select from drop down list
5000000189
Enter the material document number which you have made at the time of Goods Receipt for purchase order
Enter
Document Date
Document Date R Enter document date
Delivery Note in Header O Delivery Number. Will be defaulted if you have already entered in original document
Posting Date Posting date R Enter posting date
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Enter the appropriate Reason for Movement
Select Blocked Stock toReturn the rejected Material
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
Bill of lading Bill of lading O Enter bill of lading.
Header text Header text O Enter header text
Via Delivery Via Delivery R Tick the check box
Close Header Detail data to enlarge the Detail data.
Select Material tab at Detailed Data.
Material Material tab R Defaulted from Purchase Order
Grayed out
Select Quantity tab in Detail data.
Qty in unit of entry
Quantity in unit of entry
R Enter the quantity you want to return to vendor. As a default system will give original Goods Receipt quantity5000
You can not return more than what you have in stock
Qty in delivery note
Quantity in delivery note
O Enter the quantity 100000
Select Where tab in Detail data.
Movement type
Movement type R Defaulted by the system with 122 movement
Stock type Stock type R Enter stock type from drop down list
Plant Plant R Defaulted from original Goods Receipt1000
Grayed out
Storage location
Storage location R Enter the store location from which you want to return to vendor
Goods Recipient
Goods Recipient O Enter the name of person who received goods
Unloading point
Unloading point O
Reason for Movement
Reason for Movement R Select from the drop down list the reason for this movement of material0001
Text Text O Enter the text if required
Select Purchase Order tab in Detail data.
Purchase Order
Purchase Order R Defaulted from header data Grayed out
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Del. completed ind.
Delivery completion indicator
R Defaulted from purchase order
Select Partner tab in Detail data.
Vendor Vendor name O Grayed out
Select Batch tab in Detail data.
This tab will come only if material is managed in batches.
Proceed with the following steps if material is batch managed only.
Batch Batch number R Enter batch number if externally maintained by you or system will allocate batch number
Vendor batch Vendor batch O Enter vendor batch number for reference
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Enter the Goods Issue Indicator as IPD
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Field name Description R/O/C User action and values Comment
Select Create Excise Invoice
Select Create Excise Invoice
R Choose Create Excise Invoice from drop down list
Select from drop down list
Excise Group Excise Group R Defaulted by the system
Series Group Excise Series group R Defaulted by the system
Removal time Removal time of goods
R System defaults current time, change if required
BED Basic Excise Duty R Defaulted from purchase order
Grayed out
AED Additional Excise Duty R Defaulted form purchase order
Grayed out
SED Special Excise Duty R Defaulted from purchase order
Grayed out
Close Header Detail data to enlarge the Detail data.
Select Excise Item tab at Detailed Data (at the last).
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Enter the Sub type as PR for Vendor Returns
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Chapter ID Chapter ID of material R Defaulted by the system
No action required
EI Quantity Excise Invoice Quantity
R Defaulted by the system from return delivery document
2
Base Value Base value of material R Defaulted by the system
BED Basic Excise Duty R Defaulted by the system
Goods Issue Indicator
Goods Issue Indicator R Select from drop down list
IPD for this process
Please cross check the BED, AED, SED, NCCD and ECS amount of item as per the Vendor Excise Invoice, legally you cannot avail more than what mentioned in Vendor Excise Invoice. All other information is defaulted by the system. Hence, no action required by the user.
4. Choose Check at the top of screen.
5. Choose Post to post the document.
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1.14.3 Result
Return Delivery document created
1.14.4 Example
Return Delivery Document No. 50000000011 created.
Note: Excise Invoice for Return delivery also will be generated in the back ground for this transaction
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1.15 Excise Invoice Other Movements
1.15.1 Procedure
1. Access the activity choosing one of the following navigation options:
SAP CIN R/3User menu
Indirect taxes Sales / Outbound Movements Excise Invoice For Other Movements Excise Invoice for Other Movements
Transaction Code J1IS
2. On the Excise Invoice Other Movements – Main Menu screen, make the following entries:
3. Choose Display Excise Invoice icon to start the transaction
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Enter the Sub type as PR for Vendor Returns
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Field name Description R/O/C User action and values CommentReferenceDoc Number Document Number R Enter the return delivery
document number which you have created in above step0000000126
Doc Year Document year R Enter the year of document createdExample: 2006
Enter
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1.15.2 Result
Excise invoice generated is displayed.
1.15.3 Example
Excise invoice 0000000014 generated and displayed.
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1.16 Posting and Printing the Excise Invoice
1.16.1 Use
Excise Invoice has to be printed and sent along with the material. This is legal requirement in India.
1.16.2 Prerequisites
Excise Invoice Document is generated and posted.
1.16.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP CIN R/3
User menu
Indirect taxes Sales / Outbound Movements Excise Invoice For Other Movements Post and Print
Transaction code J1IV
2. On the SAP screen, make the following entries:
3. If the document is not posted in step mentioned above, Choose Release to Accounting to post Financial Accounting document.
This transaction is used to just printing of excise invoice.
4. Follow the steps mentioned below for taking print of Excise Invoice.
Field name Description R/O/C User action and values Comment
Excise internal reference
Select internal excise invoice number from drop down list, you can find it with reference to the Excise Invoice number generated in above step 1100400070 for example with the combination of Excise Group 10 and vendor code 10006.
Document No.
Document Number R Enter the Excise Invoice Document Number generated in above step
For example: 127
Document year
Document Year R Enter the document year
2006
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5. To take printout, select Goto from the top main menu and select Print Document from the list. Or Choose Control + P to get the access of Excise Invoice Printing screen.
6. Choose Execute icon to get list of excise invoice ready to be printed.
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7. From the list select the excise invoice number by choosing the check box left side of number.
8. To take printout on printer Choose the Printer icon or Choose F8.
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9. To display excise invoice on screen Choose Display icon or Choose F9.
10. System will give popup asking for pre-printed invoice serial number, Enter pre-printed excise invoice number. In this process Choose 99 for testing purpose (since it is not expected to have pre-printed invoice for testing purpose).
11. Select printer from the drop down list. Check box for Print Immediately and New spool request.
12. Choose Print Preview or Print icons to display on screen or to print on printer mentioned above.
13. If printer is connected system will print the document on printer.
1.16.4 Result
Excise Invoice is printed.
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1.17 Credit Memo
1.17.1 Use
In this process of Logistics Invoice Verification a credit memo is generated on vendor. Please be careful that during the total process after making logistics invoice verification you have made return delivery to vendor. To recover that money you need to do this credit memo transaction.
1.17.2 Prerequisites
Logistic Invoice Verification is already made
1.17.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Logistics invoice Verification Document Entry Enter Invoice
Transaction code MIRO
2. If you are opening for the first time this transaction, system will ask for Company Code, please give 1000 to go in side the transaction.
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3. On the Enter Incoming Invoice: Company Code 1000 screen, make the following entries:
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Put the Qty and Price to be returned
Select Credit Memo in this tab
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Field name Description R/O/C User action and values Comment
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Transaction Credit memo R Select Credit memo from drop down list
Header Data Header data of Invoice R Defaulted by system
Basic tab Basic information tab R Select basic information tab to give initial information
Invoice Date Invoice Date R Enter the Vendor invoice date
Reference Invoice reference O Enter the vendor invoice reference
Posting date Posting Date R Enter the posting date of document
System will give current date as default
Amount Credit memo Amount R Enter invoice (credit memo) gross amount including taxes and duties
Currency R Enter the currency in which the bill is presented by vendor, if not entered by user system will default the document currency from purchase order
Calculate tax Check box calculate tax
O Check this tick box, system will calculate tax amount
Tax code R Select the tax code from drop down list
Bus.place/sectn
Business place or section code
R Enter section code if Tax deduction for source is active for this vendor
Leave blank for this process
Text Text O Enter text if required for reference
Payment tab Payment tab R Select payment details tab
BaselineDt Base line date for payment
R Enter the base line date for payment
Will be defaulted if payment terms entered in PO
Pmnt terms Payment terms O Payment terms of document, if entered will be defaulted from purchase order
Due on Payment due on O Will be calculated by system
Grayed out
Discount Cash discount O Enter if cash discount is offered by vendor
Hide Header data for getting full screen of items if required.
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Purchase order / Schedule Agreement
R Select Purchase order / Schedule Agreement in the reference document category from drop down list
Defaulted for user
Purchase order number
R Enter the purchase order number
Goods / service items R Select Goods / Service items in indicator from drop down list
Defaulted
Layout Layout of invoice verification
R Select All information from drop down list
Choose Enter
4. Choose Enter to complete the document feeding part.
5. To check the document credit and debit is balanced on the top right corner of your screen a traffic light is displayed. Beside that Balance of the document is displayed.
Ensure that the Balance is ZERO before posting the document and the traffic light is green or yellow color.
6. If you want to see the accounting postings in simulation mode, Choose Simulation on middle of fourth row of your screen.
7. Choose Save posting the document.
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1.17.4 Result
Logistics Invoice verification document is posted.
1.17.5 Example
Document no. 5105600791 created
1.18 Reversals / Cancellation of Invoice or Credit Memo
1.18.1 Use
Invoice documents in Invoice Verification are either invoices or credit memos. These documents can be cancelled. There are two different cases:
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If an invoice is cancelled, the system automatically creates a credit memo. If a credit memo is cancelled, the system automatically creates an invoice.
The system takes the amount and quantity for the credit memo or invoice from the invoice or credit memo to be cancelled, thus avoiding any differences between the invoice and the credit memo or the credit memo and the invoice.
1.18.2 Prerequisites
An invoice document can only be cancelled if:
it was posted in Logistics Invoice Verification It has not already been cancelled It is not a cancellation document for another document
When you cancel documents in Logistics Invoice Verification, the document line items are not automatically cleared in Financial Accounting. We recommend that you periodically clear such items (using daily background jobs, for example).
1.18.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Logistics invoice Verification Further Processing Cancel Invoice Document
Transaction code MR8M
2. The initial screen for reversal appears.
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3. In the fields Invoice doc. number and Fiscal year, enter the data for the invoice document you want to cancel.
4. In the Reversal reason field, select the reason for cancelling the invoice. This allows you to differentiate between different types of cancellations.
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5. You can display the document to check. Choose Display document to do this. You can look at the items of the document to be cancelled. Return to the initial screen by choosing Back.
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Enter the reversal reason
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6. Choose Invoice document and reverse or Press Ctrl+S or .
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1.18.4 Result
Document Reversed and Clear FI Documents Manually.
1.18.5 Example
Document Reversed with no. 5105600114.
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1.19 Reversals / Cancellation of Goods Receipt (GR)
1.19.1 Use
When any data entered incorrect during GR posting it has to be reversed. To do the cancellation of GR, all the follow on documents should be reversed.
1.19.2 Prerequisites
A GR can only be cancelled if:
Invoice Verification posted if any should be reversed. 1.19.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Inventory Management Goods Movement Goods Receipt For Purchase Order PO Number Known
Transaction code MIGO
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2. Choose Cancellation and enter the respective Material Document No. (GR No.)
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3. Press enter so that all the data will be captured automatically by the system. If any comment is there to mention it can be mentioned in the Head Text and Text which is available at the Item level.
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4. Press Enter to continue and check all the details
5. Select the Check box Item OK, after entering all the data.
You will get Excise Invoice tab at Header Data and Item Details.
6. Choose Check at the top of screen.
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7. Press Ctrl+S or to post the document
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1.19.4 Result
Material document posted, please note the document number.
1.19.5 Example
Material document 5000000020 posted
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1.20 Reversing CENVAT Postings
1.20.1 Purpose
When the Material Document is cancelled the CENVAT Posting should also be reversed or cancelled.
1.20.2 Prerequisites
Material Document (GR) should be reversed.
1.20.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Country India User Menu Indirect Taxes Procurement Excise Invoice Incoming Excise Invoice Central Processing Capture / Change / Cancel / Display / Post
Transaction code J1IEX
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2. Select Post CENVAT.
3. Select Vendor Excise Invoice.
4. Enter the excise invoice number.
5. Press Enter to continue
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6. Choose Simulate CENVAT
7. A dialog box appears, showing which postings the system will make to reverse the CENVAT.
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8. Choose Post CENVAT.
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1.20.4 Result
CENVAT Posting Reversed.
1.20.5 Example
CENVAT Posting Reversed with document no. 0000000008.
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1.21 Canceling Excise Invoices
1.21.1 Purpose
When the Material Document is cancelled the CENVAT Posting should also be reversed or cancelled.
1.21.2 Prerequisites
Material Document (GR) should be reversed. CENVAT Posting should be Reversed.
1.21.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Country India User Menu Indirect Taxes Procurement Excise Invoice Incoming Excise Invoice Central Processing Capture / Change / Cancel / Display / Post
Transaction code J1IEX
2. Select Cancel.
3. Select Vendor Excise Invoice.
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4. Enter the excise invoice number.
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5. Enter the Rejection Code.
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6. Save the excise invoice.
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Enter the Rejection Code
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7. Press Yes to Cancel the Excise Invoice.
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1.21.4 Result
Excise Invoice has been successfully cancelled.
1.21.5 Example
Excise Invoice 0000000008 / 2008 ( 1234 ) has been successfully cancelled.
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2 Procurement of Imported Materials – Business Process Procedure2.1 Procurement of Imported Materials
2.1.1 Purpose
This process Procurement of Imported Materials shows you how to handle the Countervailing duty (CVD) on imports, which is levied in place of excise duty. Unlike other forms of customs duties, such as basic customs duty or special customs duty, you can credit CVD paid on imports to your CENVAT account.
2.1.2 Prerequisites
The following scenario specific master data must be created for operation of this building block and subsequent dependent building blocks.
Material Master record (Refer User Manual – Procurement of Stock Materials (Domestic)
Vendor Master recordEnsure that GR based IV is not selected in Purchasing Data.(Refer User Manual – Procurement of Stock Materials (Domestic)
CIN Master Data(Refer User Manual – Procurement of Stock Materials (Domestic)
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2.2 Creating Purchase Order
2.2.1 Use
A purchase order is a legal document used to record an individual purchase with the vendor. It also provides the vendor with a reference document to link to goods receipt and invoice verification processes. The purchase order is a commitment to a vendor for a given material, in a specified quantity at a predetermined price and delivery date.
2.2.2 Prerequisites
Before starting the process, please ensure the following information:
Commissioner of Customs is created as domestic vendor, for example: vendor code 600000 - RBI Commissioner in this process.
In master record of main imported vendor GR-based invoice verification tick should not be there on Purchasing Data screen of vendor master. And Schema group, Vendor is filled with schema group ZI. For example vendor code 200000 in this process.
These are basic master data changes with respect to this process only.
For all purchase order a release procedure is applied.
2.2.3 Procedure
5. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Purchasing Purchase Order CreateVendor/Supplying Plant Known
Transaction code ME21N
6. On the Create Purchase Order screen, make the following entries:
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7. For Basic Customs Duty(JCDB),CVD(JCV1),Addition Customs Duty(JADC),E-cess on CVD(JECV)E-Cess (JEDB)
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Don’t Put Tick in GR Based Mention Tax code as V0
Put Doc Type as Import
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Enter the Customs Duties in respective Condition type fields
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.
8. To change the vendor for condition type select JCDB condition type and Choose on Condition detail icon located at left bottom side of your screen.
9. System will take to new Item – Conditions – Detail: screen. In this screen at right bottom of screen you can find the vendor code 60000 the main imported vendor is defaulted here. You have to replace this vendor code with respective vendors and Choose enter and green arrow to come back (F3) to condition tab of purchase order.
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Select Each Condition Type related to Customs and click this Details Button
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10. Repeat the same for other condition types such as JCV1, JECV, JADC, and JEDB etc.
11. Purchase Order may be posted by Choosing on the Save icon.
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Change DS200 to DS250(appropriate vendor) for each condition types
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2.2.4 Result
A message will be displayed stating that the purchase order was saved, with the purchase order number, please note the purchase order number.
2.2.5 Example
Standard PO created under the number 3100000000.
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2.3 Release Purchase Order
2.3.1 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Purchasing Purchase Order Release Individual Release
Transaction code ME29N
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Click Other Purchase Order
Enter PO No
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Click This Icon to Release PR
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Click This Icon to Release
Click This Icon to Save
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2.4Message Output
2.4.1 Use
A Purchase Order needs to be printed for transmitting to vendor.
2.4.2 Procedure
8. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Purchasing Purchase Order Messages Print/Transmit
Transaction code ME9F
9. On the Message Output screen, make the following entries
10. Choose to Execute.
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11. On screen Message Output select the appropriate Document number and perform the following:
Choose Output Message and/orChoose Display Message and/orChoose Message Detail and/orChoose Trial Printout.
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2.5 CAPTURING BILL OF ENTRY
2.5.1 Use
In this process of Logistics Invoice Verification all the Incoming Invoices are verified in terms of their content, prices and arithmetic. When the invoice is posted, the invoice data is saved in the system. The system updates the data saved in the invoice documents in Materials Management and Financial Accounting.
2.5.2 Procedure
7. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Logistics invoice Verification Document Entry Enter Invoice
Transaction code MIRO
8. If you are opening for the first time this transaction, system will ask for Company Code, please give 1000 to go in side the transaction.
9. On the Enter Incoming Invoice: Company Code 1000 screen, make the following entries:
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Choose Planned Delivery Costs
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Enter the Amounts of the Customs Duties Manually in the Amount Column with referring to PO.
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Field name Description R/O/C User action and values Comment
Transaction Invoice R Select Invoice from drop down list
Header Data Header data of Invoice R Defaulted by system
Basic tab Basic information tab R Select basic information tab to give initial information
Invoice Date Invoice Date R Enter the Vendor invoice date
Reference Invoice reference O Enter the vendor invoice reference
For Example
USERMANUAL
Posting date Posting Date R Enter the posting date of document
System will give current date as default
Amount Invoice Amount R Enter invoice gross amount including taxes and duties
39.80
Amount mentioned is only an example
Currency R Enter the currency in which the bill is presented by vendor, if not entered by user system will default the document currency from purchase order
USD
Calculate tax Check box calculate tax
O Check this tick box, system will calculate tax amount
Tax code R Select the tax code from drop down list
V0
Bus.place/sectn
Business place or section code
R Enter section code if Tax deduction for source is active for this vendor
Leave blank for this process
Text Text O Enter text if required for reference
Payment tab Payment tab R Select payment details tab
BaselineDt Base line date for payment
R Enter the base line date for payment
Will be defaulted if payment terms entered in PO
Pmnt terms Payment terms O Payment terms of document, if entered will be defaulted from purchase order
Due on Payment due on O Will be calculated by Grayed out
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system
Discount Cash discount O Enter if cash discount is offered by vendor
Purchase order / Schedule Agreement
R Select Purchase order / Schedule Agreement in the reference document category from drop down list
Defaulted for user
Purchase order number
R Enter the first purchase order number generated above
Planned Delivery Costs
R Select Planned Delivery Costs in indicator from drop down list
Layout Layout of invoice verification
R Select All information from drop down list
Choose Enter
10. Choose Enter to complete the document feeding part.
11. To check the document credit and debit is balanced on the top right corner of your screen a traffic light is displayed. Beside that Balance of the document is displayed.
Ensure that the Balance is ZERO before posting the document and the traffic light is green or yellow color.
12. If you want to see the accounting postings in simulation mode, Choose Simulation on middle of fourth row of your screen.
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13. Choose Display Currency which will lead to small pop-up window having the company code currency and Document Currency, position the cursor on the INR to convert to Document Currency and press the details button.
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8. Choose Save / Post, for posting the document.
2.5.3 Result
Logistics Invoice verification document is posted.
2.5.4 Example
Document no. 5105600121created
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2.6Goods Receipt for Imported Purchase Order
2.6.1 Use
Goods are received from the Vendor as a result of a Purchase Order at the receiving plant. A goods movement is entered into the system referencing this PO and a goods receipt material document is posted. Appropriate general ledger accounts are also posted and stocks are updated.
2.6.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Inventory Management Goods Movement Goods Receipt For Purchase Order PO Number Known
Transaction code MIGO
2. On the Goods Receipt Purchase Order screen, make the following entries:
Field name Description R/O/C User action and values Comment
Goods Receipt
Goods Receipt R Select from drop down list for action
Inbound Delivery
Purchase Order R Enter the Purchase Order No.generated above
3100000000
Movement Type
101
Enter
Since this is imported purchase order and you have already done invoice verification for planned delivery cost. System will give a new popup Excise Invoice item number screen (which is not there in normal other process) asking for Commercial invoice number and year.
Please enter the invoice verification document number which you have done in above 5105600792 and year 2006.
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3. Choose Enter where a small pop-up window will prompt to enter the Commercial Invoice No. and Year (i.e., the Invoice Verification posted for Bill of Entry)
4. After pressing Enter system will fetch all the data from the Purchase Order as shown below:
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Enter the No generated for the posting of Bill of Entry
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5. System defaults the balance quantity in Purchase Order.
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Whichever material is in Blue those detail will be seen in the Item detail
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Enter the storage location
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Field name Description R/O/C User action and values Comment
Goods Receipt
Goods Receipt R Select from drop down list for action
Inbound Delivery
Purchase Order R input the Purchase Order number which generated above
4500000059
Movement Type
101
Enter
Document Date
Document Date R Enter document date
Delivery Note in Header O Delivery Number from Vendor
Vendor Vendor R Defaulted from purchase order
Grayed out
Posting Date Posting date R Enter posting date
Bill of lading Bill of lading O Enter bill of lading
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Select Item Ok and Press Enter and the Excise tab will appear both in Header and Item Level
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Header text Header text O Enter header text
Close Header Detail data to enlarge the Detail data.
Select Material tab at Detailed Data.
Material Material tab R Defaulted from Inbound Delivery
Grayed out
Select Quantity tab in Detail data.
Qty in unit of entry
Quantity in unit of entry
R Enter the quantity you have received from vendor. As a default system will give purchase order quantity
Quantity defaulted from Purchase Order
Qty in delivery note
Quantity in delivery note
O Enter the quantity as per vendor delivery challan
Select Where tab in Detail data.
Movement type
Movement type R Defaulted from header screen
Stock type Stock type R Defaulted from material master or purchase order
Plant Plant R Defaulted from purchase order1000
Storage location
Storage location R Defaulted from Inbound delivery if entered1010
Goods Recipient
Goods Recipient O Enter the name of person who received goods
Unloading point
Unloading point O
Text Text O Enter the text if required
Select Purchase Order tab in Detail data.
Purchase Order
Purchase Order R Defaulted from header data Grayed out
Del. completed ind.
Delivery completion indicator
O Defaulted by system if PO Qty = GR Qty
Select Partner tab in Detail data.
Vendor Vendor name O Grayed out
For this material batch management is not active. Just for reference purpose the following data is given.
Select Batch tab in Detail data.
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This tab will come only if material is managed in batches.
Proceed with the following steps if material is batch managed only.
Batch Batch number R Enter batch number as date for batch managed materials
Vendor batch Vendor batch O Enter vendor batch number for reference
7. Select the Check box Item OK, after entering all the data.
You will get Excise Invoice tab at Header Data for capturing vendor excise invoice details and for posting Part I and Part II.
8. On the Excise Invoice tab at Header Data make the following entries.
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Field name Description R/O/C User action and values Comment
Capture & Post Excise invoice
Capture & Post Excise Invoice on Excise Action
R Choose Capture & Post Excise Invoice from drop down list
Defaulted
Excise Group Excise Group R Defaulted by the system
Excise Invoice
Excise invoice R Enter the vendor Excise Invoice number
For example:
4500000059
Excise Inv. Date
Excise Invoice Date R Enter the excise invoice date of vendor
BED Basic Excise Duty R Defaulted from purchase order
Grayed out
AED Additional Excise Duty R Defaulted form purchase order
Grayed out
SED Special Excise Duty R Defaulted from purchase order
Grayed out
NCCD NCCD R Defaulted from purchase order
Grayed out
ECS Education Cess R Defaulted from purchase order
Grayed out
Close Header Detail data to enlarge the Detail data.
Select Excise Item tab at Detailed Data (at the last).
Chapter ID Chapter ID of material R Defaulted by the system
No action required
EI Quantity Excise Invoice Quantity
R Defaulted by the system from Goods Receipt quantity
Base Value Base value of material R Defaulted by the system
BED Basic Excise Duty R Defaulted by the system
AED Additional Excise Duty O Defaulted by the system
NCCD NCCD O Defaulted by the system
SED Special Excise Duty O Defaulted by the system
ECS Education Cess O Defaulted by the system
Please cross check the BED, ECS (CVD in this case) amount of item as per the bill of lading, legally you can not avail more than what mentioned in Vendor Excise Invoice.
In case of imported purchase order in normal case system will default CVD and ECess (invoice verification made on commissioner of customs) amount as BED and ECS i.e. CENVAT amount.
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12. Choose Check at the top of screen.
13. Choose Post to post the document.
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2.6.3 Result
Material document posted.
2.6.4 Example
Material document 5000000021 posted
You can see account posting here
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2.7Logistics Invoice Verification for the Materials
2.7.1 Use
In this process of Logistics Invoice Verification all the Incoming Invoices are verified in terms of their content, prices and arithmetic. When the invoice is posted, the invoice data is saved in the system. The system updates the data saved in the invoice documents in Materials Management and Financial Accounting.
2.7.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Logistics invoice Verification Document Entry Enter Invoice
Transaction code MIRO
2. If you are opening for the first time this transaction, system will ask for Company Code, please give 1000 to go in side the transaction.
3. On the Enter Incoming Invoice: Company Code 1000 screen, make the following entries:
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Field name Description R/O/C User action and values Comment
Transaction Invoice R Select Invoice from drop down list
Header Data Header data of Invoice R Defaulted by system
Basic tab Basic information tab R Select basic information tab to give initial information
Invoice Date Invoice Date R Enter the Vendor invoice date
Reference Invoice reference O Enter the vendor invoice reference
For Example
1000
Posting date Posting Date R Enter the posting date of document
System will give current date as default
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Select Goods /Service Items
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Amount Invoice Amount R Enter invoice gross amount including taxes and duties
100
Amount mentioned is only an example
Currency R Enter the currency in which the bill is presented by vendor, if not entered by user system will default the document currency from purchase order
USD
Calculate tax Check box calculate tax
O Check this tick box, system will calculate tax amount
Tax code R Select the tax code from drop down list
V0
Bus.place/sectn
Business place or section code
R Enter section code if Tax deduction for source is active for this vendor
Leave blank for this process
Text Text O Enter text if required for reference
Payment tab Payment tab R Select payment details tab
BaselineDt Base line date for payment
R Enter the base line date for payment
Will be defaulted if payment terms entered in PO
Pmnt terms Payment terms O Payment terms of document, if entered will be defaulted from purchase order
Due on Payment due on O Will be calculated by system
Grayed out
Discount Cash discount O Enter if cash discount is offered by vendor
Hide Header data for getting full screen of items if required.
Purchase order / Schedule Agreement
R Select Purchase order / Schedule Agreement in the reference document category from drop down list
Defaulted for user
Purchase order number
R Enter the first purchase order number generated above
Goods / service items R Select Goods / Service items in indicator from drop down list
Defaulted
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Layout Layout of invoice verification
R Select All information from drop down list
Choose Enter
4. Choose Enter to complete the document feeding part.
5. To check the document credit and debit is balanced on the top right corner of your screen a traffic light is displayed. Beside that Balance of the document is displayed.
Ensure that the Balance is ZERO before posting the document and the traffic light is green or yellow color.
6. If you want to see the accounting postings in simulation mode, Choose Simulation on middle of fourth row of your screen.
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Choose Display Currency to change in INR
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7. Choose Display Currency which will lead to small pop-up window having the company code currency and Document Currency, position the cursor on the INR to convert to Document Currency and press the details button.
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9. Choose Save / Post, for posting the document.
2.7.3 Result
Logistics Invoice verification document is posted.
2.7.4 Example
Document no. 5105600122 created
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3 Procurement of Subcontracting Materials – Business Process Procedure3.1Procurement of Subcontracting Materials
3.1.1 Purpose
In Indian subcontracting process when you issue materials to a subcontractor, you need to keep track of what materials you have issued and when they have to be returned by subcontractor. The reason for this close monitoring has to do with Indian tax law. Under excise law 57AC, when you send materials to a subcontractor for processing, you are not required to pay any excise duty, even though the materials have left your premises. However, if the materials have not been returned to you within 180 days specified by the law, you will have to reverse any excise credit that you posted when you have purchased the materials. When you send material out of your factory premises you need to send with 57F4 Challan. In this process you are going to do the same.
3.1.2 Prerequisites
The following scenario specific master data must be created for operation of this building block and subsequent dependent building blocks.
Material Master record (Refer User Manual – Procurement of Stock Materials (Domestic))
Vendor Master record (Refer User Manual – Procurement of Stock Materials (Domestic))
Purchasing Info Record (Optional)
Ensure that Sub-Contracting as Info Category.(Refer User Manual – Procurement of Stock Materials (Domestic))
CIN Master Data (Refer User Manual – Procurement of Stock Materials (Domestic))
o Chapter IDso Material ID and chapter ID combination (Ensure Sub-Contract check box is selected for
the Materials that provided to vendor)o CENVAT Determinationo Vendor Excise Detailso Excise Indicator for Plantso Excise Indicator for Plant and Vendoro Excise Tax Rates
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3.2Creation of Subcontracting Purchase Order
3.2.1 Use
A purchase order is a legal document used to record an individual purchase with the vendor. It also provides the vendor with a reference document to link to goods receipt and invoice verification processes. The purchase order is a commitment to a vendor for a given subcontracting activity, in a specified quantity at a predetermined price and delivery date.
3.2.2 Prerequisites
Components stock should be available for providing to subcontracting vendor.
3.2.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Purchasing Purchase Order CreateVendor/Supplying Plant Known
Transaction code ME21N
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2. On the Create Purchase Order screen, make the following entries:
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Click here to enter Bill of components that are supplying to Subcontractor
Enter L as Item Category for Sub-Contracting Procurement
Select ZSC Document Type forSubcontracting Order
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
After filling the above data, choose on Material Data tab at item Details screen. There you will find a new icon called Components, you have to choose on that icon to give the components list which you are likely to transfer post to vendors and give the flowing inputs.
3. Click on the Components or Explode BOM and enter the materials that had to be sent:
4. Choose on Green Arrow or F3 to come back to main purchase order screen.
5. Ensure appropriate tax code have been entered for both the line items (V0 – Nil Tax for Sub-Contracting Item)
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Ensure Taxcode V0 for Sub-Contracting Item and click on the Taxes to view the tax calculation
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6. The Purchase Order may be posted by choosing on the Save icon.
3.2.4 Result
A message will be displayed stating that the purchase order was saved, with the purchase order number.
3.2.5 Example
Standard PO created under the number 2400000000
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3.3Message Output
3.3.1 Use
A Purchase Order needs to be printed for transmitting to vendor.
3.3.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Purchasing Purchase Order Messages Print/Transmit
Transaction code ME9F
2. On the Message Output screen, make the following entries
3. Choose to Execute.
4. On screen Message Output select the appropriate Document number and perform the following:
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Choose Output Message and/orChoose Display Message and/orChoose Message Detail and/orChoose Trial Printout.
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3.4Transfer of Components to Subcontractor
3.4.1 Use
The Nature of subcontracting purchase order is that company will provide components to subcontractor. This process describes how to transfer post materials to subcontractor.
3.4.2 Prerequisites
Sufficient stocks of components should be available for making transfer posting.
3.4.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Inventory Management Goods Movement Transfer posting
Transaction code MB1B
2. On the Enter Transfer Posting: Initial Screen, make the following entries:
Field name Description R/O/C User action and values Comment
Document Date
Document Date R Input date
Posting Date Posting Date R Input dateMovement Type
Movement Type R 541
Plant Plant R 1000Storage Location
Storage location R 1010
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Press To Purchase Order
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3. Choose on To Purchase Order icon on the top of the screen or choose F9 on key board. System will give new popup screen asking for purchase order number. Give the 45000000## purchase order number and choose enter to continue.
4. System will display components from purchase order with quantities
5. Choose only the Material that you are sending and enter the Storage Location from which it has to be issued.
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6. Choose on Adopt + Details icon or F6.
7. Choose Enter if required the quantity of components can be changed.
8. Choose Save icon or Control + S to post the document.
3.4.4 Result
A message will be displayed stating that the document posted.
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3.4.5 Example
Material document 4900000039 posted.
3.5Creation of Subcontracting Challan
3.5.1 Use
It is statutory requirement to send the components to subcontractor with 57F4 Challan.
3.5.2 Prerequisites
Select the Sub-Contracting Material in Material and Chapter ID Combination of the Excise Master (J1ID) for the sending Material.
Ensure that the details of the receiving Material maintained in the Excise Master (J1ID). CENVAT Determination of the Excise Master (J1ID) Maintained for the both sending and
receiving Material. Ensure that the Assessable value for the sending material is maintained in the Excise Master
(J1ID)
3.5.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP User menuCIN Menu
Indirect Taxes Procurement Subcontracting Subcontracting Challans Create
Transaction code J1IF01
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2. On the Subcontracting Challan - Create, make the following entries:
Field name Description R/O/C User action and values Comment
Material Doc. Material document number R 4900000039Mat. Doc. Year Material document year R 2006 AppropriateExcise Group Excise Group R 10 AppropriateSeries Group Series Group R W3 Appropriate
3. Choose Enter to continue, system will take new Subcontracting Challan – Create screen, make the following entries:
Field name Description R/O/C User action and values Comment
Select Posting tabPosting date & time Posting date and
timeR Input date and time of
material removalPrint Immediately Print Immediately O Check this box if you want
challan printout immediately. Select Overview TabPreprinted no Preprinted number O Enter pre-printed number if
you have
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4. Save challan by choosing on Save icon or Control + S.
3.5.4 Result
A message will be displayed stating that the document posted.
3.5.5 Example
Subcontracting Challan 000010001 2008; Series Group B1 successfully created.
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3.6 Printing of Subcontracting Challan
3.6.1 Use
It is statutory requirement to send the components to subcontractor with 57F4 Challan.
3.6.2 Procedure
Access the transaction choosing one of the following navigation options:
SAP User menuCIN Menu
Indirect Taxes Procurement Subcontracting Subcontracting Challans Change
Transaction code J1IF11
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Press Save Icon
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Click the Print Immediately Tab
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Press Enter
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Click the Print Immediately Tab
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Click the Icon to be the Print Preview of the Challan
Execute the Print to Get Print Out.
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3.7 Goods Receipt for Purchase Order
3.7.1 Use
Normally Goods are received from the Vendor as a result of a Purchase Order at the receiving plant
3.7.2 Prerequisites
Purchase Order
3.7.3 Procedure
9. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Inventory Management Goods Movement Goods Receipt For Purchase Order PO Number Known
Transaction code MIGO
10. On the Goods Receipt Purchase Order screen, make the following entries:
11. After pressing Enter system will fetch all the data from the Purchase Order as shown below:
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Enter the Purchase Order No and Press Enter
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12. First do the posting for the Sub-Contracting Material.
13. System defaults the balance quantity in PO, change the quantity to the received quantity if it is different from defaulted quantity:
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Whichever material is in Blue those detail will be seen in the Item detail
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14. Ensure that the Movement Type is 101.
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Select Item Ok and
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
Field name Description R/O/C User action and values Comment
Goods Receipt
Goods Receipt R Select from drop down list for action
Purchase Order
Purchase Order R input the PO number which generated above
4500000054
Movement Type
101
Enter
Document Date
Document Date R Enter document date
Delivery Note in Header O Delivery Number from Vendor
Vendor Vendor R Defaulted from purchase order
Grayed out
Posting Date Posting date R Enter posting date
Bill of lading Bill of lading O Enter bill of lading
Header text Header text O Enter header text
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Close Header Detail data to enlarge the Detail data.
Select Material tab at Detailed Data.
Material Material tab R Defaulted from Purchase Order
Grayed out
Select Quantity tab in Detail data.
Qty in unit of entry
Quantity in unit of entry
R Enter the quantity you have received from vendor. As a default system will give purchase order quantity
Quantity defaulted from Purchase Order
Qty in delivery note
Quantity in delivery note
O Enter the quantity as per vendor delivery challan
Select Where tab in Detail data.
Movement type
Movement type R Defaulted from header screen
Stock type Stock type R Defaulted from material master or purchase order
Plant Plant R Defaulted from purchase order1000
Goods Recipient
Goods Recipient O Enter the name of person who received goods
Unloading point
Unloading point O
Text Text O Enter the text if required
Select Purchase Order tab in Detail data.
Purchase Order
Purchase Order R Defaulted from header data Grayed out
Del. completed ind.
Delivery completion indicator
O Defaulted by system if PO Qty = GR Qty
Select Partner tab in Detail data.
Vendor Vendor name O Grayed out
For this material batch management is not active. Just for reference purpose the following data is given.
Select Batch tab in Detail data.
This tab will come only if material is managed in batches.
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Proceed with the following steps if material is batch managed only.
Batch Batch number R Enter batch number as date for batch managed materials
Vendor batch Vendor batch O Enter vendor batch number for reference
15. Select the Check box Item OK, after entering all the data.
NCCD NCCD O Defaulted by the system
SED Special Excise Duty O Defaulted by the system
ECS Education Cess O Defaulted by the system
Please cross check the BED, AED, SED, NCCD and ECS amount of item as per the Vendor Excise Invoice, legally you cannot avail more than what mentioned in Vendor Excise Invoice. All other information is defaulted by the system. Hence, no action required by the user.
5. Choose Check at the top of screen.
6. Choose Post to post the document.
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3.7.4 Result
Material document posted.
3.7.5 Example
Material document 5000000028 posted, You can see accounting Entries
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3.8 Reconciling Subcontracting Challan
3.8.1 Use
After making Goods Receipt the GR has to be reconciled with the challan sent to subcontractor.
3.8.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP User menuCIN Menu
Indirect Taxes Procurement Subcontracting Subcontracting Challans Reconcile Quantity
Transaction code J1IFQ
As we have refered challan During Goods receipt here we are getting following message, If you have not refred challan during Gr following is the Process
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2. On the Quantity reconciliation for Subcontracting Challan screen, make the following entriees.
Field name Description R/O/C User action and values
Comment
Material Document Goods Receipt document number
R 5000000344
Mat. Doc. Year Year of document R 2006
Year Subcontacting challan year R 2006
Chalan No Subcontacting challan No R 000000031
Choose on Reconcile icon or F8 to go reconciliation screen.
3. System will take you to new Quantity reconciliation for Subcontracting Challans.
4. Here on this you can see system display items from Goods Receipt at top and items from challan at bottom of screen.
5. Here you need to allocate the components consumed in GR stage are reconciled with challan to do this, choose on Allocate based on FIFO icon in the middle of screen with calculator icon.
6. Or you can do allocation by entering manually also in respective line items at bottom, where Assigned quantity filed is located in white color.
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7. After assignment save the document by choosing Save icon or choose Control + S
3.8.3 Result
Material document was successfully reconciled.
3.8.4 Example
Material Document 5000000028, 2008 was successfully reconciled.
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3.9 Completing/Reversal/Re-credit Subcontracting Challan
3.9.1 Use
This transaction is basically used to complete the challan if you have reconciled as stated above step. There may be cases subcontractor may not able to supply within stipulated 180 days limit then in this case also same transaction is used for reversal of challan or re-crediting the amount.
3.9.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP User menuCIN Menu
Indirect Taxes Procurement Subcontracting Subcontracting Challans Complete/Reverse/Recredit
Transaction code J1IF13
2. On the Subcontracting Challan – Complete/Reverse/Recredit screen, make the following entries:
Field name Description R/O/C User action and values Comment
Chalan No Subcontacting challan No R 0000000031
Excise year Document year R 2006
3. Choose enter to go to inside the challan document.
4. Select the radio button Complete Challan and.
5. Save the document by choosing Save icon or choose Control + S.
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3.9.3 Result
Subcontracting challan successfully completed.
3.9.4 Example
Subcontracting Challan 0000001 2008; Series Group B1 successfully completed.
3.10 Logistics Invoice Verification for Subcontracting Material
3.10.1 Use
In this process of Logistics Invoice Verification all the Incoming Invoices are verified in terms of their content, prices and arithmetic. When the invoice is posted, the invoice data is saved in the system. The system updates the data saved in the invoice documents in Materials Management and Financial Accounting.
3.10.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Logistics invoice Verification Document Entry Enter Invoice
Transaction code MIRO
2. If you are opening for the first time this transaction, system will ask for Company Code, please give 1000 to go in side the transaction.
3. On the Enter Incoming Invoice: Company Code 1000 screen, make the following entries:
4. Choose only the Subcontracting material to post the document:
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Field name Description R/O/C User action and values Comment
Transaction Invoice R Select Invoice from drop down list
Header Data Header data of Invoice R Defaulted by system
Basic tab Basic information tab R Select basic information tab to give initial information
Invoice Date Invoice Date R Enter the Vendor invoice date
Reference Invoice reference O Enter the vendor invoice reference
For Example
USERMANUAL
Posting date Posting Date R Enter the posting date of document
System will give current date as default
Amount Invoice Amount R Enter invoice gross amount including taxes and duties
19.50
Amount mentioned is only an example
Currency R Enter the currency in which the bill is presented by
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vendor, if not entered by user system will default the document currency from purchase order
INR
Calculate tax Check box calculate tax
O Check this tick box, system will calculate tax amount
Tax code R Select the tax code from drop down list
V0
Bus.place/sectn
Business place or section code
R Enter section code if Tax deduction for source is active for this vendor
Leave blank for this process
Text Text O Enter text if required for reference
Payment tab Payment tab R Select payment details tab
BaselineDt Base line date for payment
R Enter the base line date for payment
Will be defaulted if payment terms entered in PO
Pmnt terms Payment terms O Payment terms of document, if entered will be defaulted from purchase order
Due on Payment due on O Will be calculated by system
Grayed out
Discount Cash discount O Enter if cash discount is offered by vendor
Hide Header data for getting full screen of items if required.
Purchase order / Schedule Agreement
R Select Purchase order / Schedule Agreement in the reference document category from drop down list
Defaulted for user
Purchase order number
R Enter the first purchase order number generated above
Goods / service items R Select Goods / Service items in indicator from drop down list
Defaulted
Layout Layout of invoice verification
R Select All information from drop down list
Choose Enter
5. Choose Enter to complete the document feeding part.
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6. To check the document credit and debit is balanced on the top right corner of your screen a traffic light is displayed. Beside that Balance of the document is displayed.
Ensure that the Balance is ZERO before posting the document and the traffic light is green or yellow color.
7. If you want to see the accounting postings in simulation mode, Choose Simulation on middle of fourth row of your screen.
10. Choose Save / Post, for posting the document.
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3.10.3 Result
Logistics Invoice verification document is posted.
3.10.4 Example
Document no. 5105600132 created, Account postings are following
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5. Procurement of External Services: Business Process Procedure
5.1Procurement of External Services – Procurement Process
5.1.1 Purpose
External Services Management is an application component within Materials Management Module. It covers from creation of service master, bid invitation, order placements process, entering and accepting services and finally invoice verification process.
5.1.2 Prerequisites
The following scenario specific master data must be created for operation of this building block and subsequent dependent building blocks.
Service Master record
o AMC Charges for Testing Machine
Vendor Master record
Refer the document of “Procurement of Stock Materials”
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5.2Creating Service Master
5.2.1 Use
The service master record counts as part of the master data within External Services Management and serves as a source of data for you to draw upon when creating services. This enables you to save time and reduces the frequency of errors, since you need only enter the complete service descriptions in the service master record once.
5.2.2 Procedure
8. Access the transaction choosing one of the following navigation options:
SAP R/3 Menu Logistics Materials Management Service Master Service Service Master
Transaction code AC03
9. On the Display Service screen, make the following entries:
10. Click on Create new service icon or press F5 (white paper icon) to create new service master.
11. Then you will get Create Service Master Record screen, make the following entries:
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Enter the Service Category and Base Unit of Measure accordingly
No Need to Enter as Internal No will be generated and Enter the Short Text only
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
Field name Description R/O/C User action and values Comment
Service Number
Service master record (internally assigned)
R You can see %_1 will be displayed on this field, leave it as blank. System will assign internal service number
Leave blank
Service description R Annual Mait. Contract for Testing M/C.
Input the value
Service Category
Service Category R Service:ALL complete Select from drop down
Base unit of Measurement
Base unit of Measurement
R AU for Activity Unit
Basic Data
Mat/srv.grp Material Group or Service Group
R 91
Division Division O
Valuation class
Valuation class R 3200
Long Text
This is free input place. You can fully input the service specification.
O Annual Maintenance Contract for Testing Machine.
12. Press enter to complete the entries.
13. Press Save icon or Control + S to save the entries.
5.2.3 Result
Service Master Record is created.
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Blocking of service procurement can be done by entering appropriately here
Conversion can be maintained here
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5.3Creating Purchase Requisition
5.3.1 Use
A Purchase Requisition is created to indicate purchase department to procure materials or services with details like how much quantity is required, when required. Generally it is created automatically for Raw materials and Packing Materials through MRP Run and Spares and Service related to Plant Maintenance Purchase Requisition is generated automatically from Plant maintenance Order. In this process Purchase Requisition is created against Quantity Contract created in above step 1.1.4 with exact delivery / requirement date.
This transaction is optional for the process.
5.3.2 Procedure
1. Access the transaction choosing one of the following navigation options:
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SAP R/3 menu Logistics Materials Management Purchasing Purchase Requisition Create
Transaction code ME51N
3. On the Create Purchase Requisition screen, make the following entries:
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Enter the A/c Assignment Category as K for Cost center and Item Category D for Services
Enter the Short Text
Enter the appropriate Material Group Plant and Purchasing Group
When Item Category D is enterer one new tab in the Item Detail Services is generated to enter the Service No.
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
4. After pressing enter system shows a small pop-up window where respective G/L Account and Cost Center to be entered.
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Enter the Service No, Quantity and Gross Price and press Enter
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Enter the appropriate G/L Account and Cost Center
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5. Press or Ctrl+S to Save the Purchase Requisition.
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Enter the Desired Vendor if Vendor is known to the person who is creating PR
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5.3.3 Result
Purchase Requisition is created,
5.3.4 Example
Purchase requisition number 0010000180 created.
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5.4Assign and Process Purchase Requisition
5.4.1 Use
c) This section explains the functions provided by the SAP System for converting requisitions into external purchasing documents (purchase orders, contract release orders, scheduling agreement delivery schedules, RFQs), and the processing options thereby available to you:
Assigning means defining the desired source for each purchase requisition item o Further processing involves generating lists of requisitions that have been assigned or flagged as
outlined above, and the subsequent creation of RFQs, purchase orders, or lines of delivery schedules under scheduling agreements.
5.4.2 Procedure
6. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Purchasing Purchase Requisition Follow-On Functions Assign and Process
Transaction code ME57
7. The assignment of sources to and further processing of purchase requisitions are two distinct functions. You can choose whether you wish to perform the functions in two separate steps or in just one.
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8. Below are the Selection Parameters to restrict the process of PO from PR
9. Press or F8 to enter into the next screen.
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1. Enter the appropriate Purchasing Group2. Enter the Scope of List as B1 for PR generated through MRP Run and A for remaining PR3. Enter the appropriate Plant4. Enter the Item category as D
1. Select the Assigned Purchase Requisition (For Spares PR normally the End User may have entered the Vendor in the PR)2. Select the appropriate Check boxes for Processing the PR
1. If Source List is available click this button
For Manual Assignment of source click this Icon
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1. Select the check boxes required PR which are to be converted in to Pos.
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Click SAVE Icon.
Source has been assigned for this Requisition
5.4.3 Result
The source is assigned to PR and can be processed for PO.
5.5. For Releasing Purchase Requisition Refer User Manual for Stock Procurement
5.6 Purchase Order
5.6.1 Use
A purchase order is a legal document used to record an individual purchase with the vendor. It also provides the vendor with a reference document to link to shipping (goods receipt) and invoicing (invoice verification) processes. The purchase order is a commitment to a vendor for a given material, in a specified quantity at a predetermined price and delivery date.
This transaction is mandatory for the process.
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Please ensure that Purchase Order Value does not exceed specified value and if the purchase order value crosses this limit a release procedure is applied on this purchase order. To release the Purchase Order go to ME28 for collective release and ME29N for individual release.
5.6.2 Prerequisites
1. Before creating purchase order if this vendor is subject to Tax Deduction at Source (TDS) or with holding tax please ensures that necessary entries in vendor master is updated.
5.6.3 Procedure
6. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Purchasing Purchase Order CreateVendor/Supplying Plant Known
Transaction code ME21N
7. If you want create purchase order with reference to the purchase requisition, on item details screen enter the purchase requisition number and item number at Purch. Req. field. System will automatically adopt all the data from requisition.
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Click the Purchasing Requisitions and Press Adopt
Press this button to view the Tax CalculationSelect this check box if Invoice
Verification is done after Service Entry Sheet
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Condition Record for JSVD and JEC4 should be Maintained in FV11 with Material Group/Plant Combination.
Select Invoice tab
Tax code Enter Tax code R S1 Select S1 tax code
Since the procurement services covered with service tax of 10% (for example only, check for legal requirement), it is advised to select V1 tax code.
Jurisdiction Jurisdiction code R Will be defaulted from plant
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code parameters
Depending on for which plant you are procuring the services system will select Jurisdiction code. In system the following Jurisdiction codes were configured IN00 – Central
GR-based IV Goods Receipt based invoice verification
O Tick this check box
Srv.-based IV Service based invoice verification
O Tick this check box If Invoice Verification will be done after the Service Entry sheet
8. The Purchase Order may be posted by Choosing on the Save button or Choose Control + S for saving.
5.6.4 Result
Purchase Order is created.
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5.6.5 Example
Standard PO created under the number 4500000062.
5.7 For Releasing Purchase Order Refer User Manual of Stock Procurement
5.8Message Output
5.8.1 Use
A Purchase Order needs to be printed for transmitting to vendor.
5.8.2 Procedure
14. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Purchasing Purchase Order Messages Print/Transmit
Transaction code ME9F
15. On the Message Output screen, make the following entries
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16. Choose to Execute.
17. On screen Message Output select the appropriate Document number and perform the following:
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Choose Output Message and/orChoose Display Message and/orChoose Message Detail and/orChoose Trial Printout.
5.9Creation and Acceptance of Service Entry Sheet
5.9.1 Use
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The services actually performed (work actually done) by a service vendor are recorded in a Service Entry Sheet with reference to the purchase order.
5.9.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 Menu Logistics Materials Management Service Entry Sheet Maintain
Transaction code ML81N
2. On the Service Entry Sheet screen, make the following entries:
3. Click on Other Purch. Orders icon or Shift + F5, system will popup new screen.
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4. In this screen against Purchase Order field give the purchase order number which is created in above steps and press enter to continue.
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5. You will get new Service Entry Against Purchase Order
6. Here on this screen click Create Entry Sheet (white paper icon) or Shift + F1 to get new entry sheet.
7. System allocates service entry sheet number internally and you will get the number on screen.
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8. System will give a popup screen with purchase order number on that, press enter to continue.
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Press Service Selection and a dialog box appears
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9. Select the line item 10 and click on Services or F9 (Adopt services) icon on top of screen.
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10. For example the following screen name will come:
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11. You can observe the system copied the service line item from purchase order with open item quantity i.e. 1 AU.
12. Change the quantity as per your requirement
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13. With this the basic information of service entry sheet is fully completed. As per the requirement you can fill other fields also if required.
14. To accept the service click on Accept icon or Control + F1 (Green flag icon).
15. You can see the traffic light is become Yellow color. That means it is ready to save the service entry sheet.
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Press Green Colour Flag Button
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16. Press or Ctrl+S to save the document.
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The colour changes from red to yellow and Press Save
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5.9.3 Result
A message indicates that the service entry sheet saved, acceptance document posted.
5.9.4 Example
Service entry sheet saved, acceptance document 5000000134 posted.
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5.10 Logistics Invoice Verification
5.10.1 Use
In this process of Logistics Invoice Verification all the Incoming Invoices are verified in terms of their content, prices and arithmetic. When the invoice is posted, the invoice data is saved in the system. The system updates the data saved in the invoice documents in Materials Management and Financial Accounting.
5.10.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Logistics invoice Verification Document Entry Enter Invoice
Transaction code MIRO
2. If you are opening for the first time this transaction, system will ask for Company Code, please give 1000 to go in side the transaction.
3. On the Enter Incoming Invoice: Company Code 1000 screen, make the following entries:
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Field name Description R/O/C User action and values Comment
Transaction Invoice R Select Invoice from drop down list
Header Data Header data of Invoice R Defaulted by system
Basic tab Basic information tab R Select basic information tab to give initial information
Invoice Date Invoice Date R Enter the Vendor invoice date
Reference Invoice reference O Enter the vendor invoice reference
For Example
USERMANUAL
Posting date Posting Date R Enter the posting date of document
System will give current date as default
Amount Invoice Amount R Enter invoice gross amount Amount
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including taxes and duties
1122.40
mentioned is only an example
Currency R Enter the currency in which the bill is presented by vendor, if not entered by user system will default the document currency from purchase order
INR
Calculate tax Check box calculate tax
O Check this tick box, system will calculate tax amount
Tax code R Select the tax code from drop down list
S1
Bus.place/sectn
Business place or section code
R Enter section code if Tax deduction for source is active for this vendor
Leave blank for this process
Text Text O Enter text if required for reference
Payment tab Payment tab R Select payment details tab
BaselineDt Base line date for payment
R Enter the base line date for payment
Will be defaulted if payment terms entered in PO
Pmnt terms Payment terms O Payment terms of document, if entered will be defaulted from purchase order
Due on Payment due on O Will be calculated by system
Grayed out
Discount Cash discount O Enter if cash discount is offered by vendor
Hide Header data for getting full screen of items if required.
Purchase order / Schedule Agreement
R Select Purchase order / Schedule Agreement in the reference document category from drop down list
Defaulted for user
Purchase order number
R Enter the first purchase order number generated above
Goods / service items R Select Goods / Service items in indicator from drop down list
Defaulted
Layout Layout of invoice R Select All information from
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verification drop down list
Choose Enter
4. Choose Enter to complete the document feeding part.
5. To check the document credit and debit is balanced on the top right corner of your screen a traffic light is displayed. Beside that Balance of the document is displayed.
Ensure that the Balance is ZERO before posting the document and the traffic light is green or yellow color.
6. If you want to see the accounting postings in simulation mode, Choose Simulation on middle of fourth row of your screen.
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11. Choose Save / Post, for posting the document.
5.10.3 Result
Logistics Invoice verification document is posted.
5.10.4 Example
Document no. 5105600795 created
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6 Asset Procurement – Business Process Procedure.6.1Purchase Order
6.1.1 Use
A purchase order is a legal document used to record an individual purchase with the vendor. It also provides the vendor with a reference document to link to shipping (goods receipt) and invoicing (invoice verification) processes. The purchase order is a commitment to a vendor for a given material, in a specified quantity at a predetermined price and delivery date.
This transaction is mandatory for the process.
Prerequisites
1. Before creating purchase order if this vendor is subject to Tax Deduction at Source (TDS) or with holding tax please ensures that necessary entries in vendor master is updated.
2. Asset Management Module Active.
6.1.2 Procedure
7. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Purchasing Purchase Order CreateVendor/Supplying Plant Known
Transaction code ME21N
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Enter Account Assignment ‘A’ and Short text of the Assest
Enter PO Qty,Net Price,Currency,Material Group
Enter Code V1
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1. Enter the respective Asset No.
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Enter the Asset No.
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3. Click Taxes Tab to View the Tax Details
IIN FV11 maintain Condition record for respective Tax Conditions with Material Group/Plant combination.
3.Click Save Button to Save the PO.
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6.1.3 Result
Purchase Order Created with No. 230000000.
6.2 Release of Purchase Order
6.2.1 Procedure
For Release of Purchase order Please refer Stock Procurement Manual.
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6.3 Goods Receipt for Purchase Order
6.3.2 Use
Goods are received from the Vendor as a result of a Purchase Order at the receiving plant. A goods movement is entered into the system referencing this PO and a goods receipt material document is posted. Appropriate general ledger accounts are also posted and stocks are updated.
6.3.3 Prerequisites
Purchase Order
6.3.4 Procedure
16. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Inventory Management Goods Movement Goods Receipt For Purchase Order PO Number Known
Transaction code MIGO
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Save the Document.
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Select Only Capture Excise Invoice
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6.2.3 Result
Material Document 500000029 Posted.
6.4 Post Excise Invoice
6.4.1 Procedure
Access the transaction choosing one of the following navigation options:
SAP R/3 menu CIN Easy Screen(J1ILN) Indirect Taxes Procurement Incoming Invoice Central Processing ->Post Excise Invoice
Transaction code J1IEX
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Click Simulate Cenvat.
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Click Post Cenvat.
Click Continue
6.4.2 Result
Excise Invoice Posted.
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6.5 Logistics Invoice Verification
6.5.1 Use
In this process of Logistics Invoice Verification all the Incoming Invoices are verified in terms of their content, prices and arithmetic. When the invoice is posted, the invoice data is saved in the system. The system updates the data saved in the invoice documents in Materials Management and Financial Accounting.
6.5.2 Procedure
4. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Logistics invoice Verification Document Entry Enter Invoice
Transaction code MIRO
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Click Simulate
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Click Save.
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6.5.3 Result
Invoice Document 5105600133 Posted.
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7 Excise Periodic Processing – Business Process Procedure
7.1Excise Periodic Processing
7.1.1 Purpose
Excise Periodic Processing’s that are to be carried out at end of a period. Excise Periodic Processing helps you prepare and carry out the activities required for day-end or month-end and year-end closing.
TR6 Challan Posting with PLA Register Updation
Utilization of CENVAT
RG1 Register updation
Proforma for Monthly Return under Rule 7 of the Cenvat Credit Rules, 2001
7.1.2 Prerequisites
Before execute business scenarios, you need to post the business processes transactions from other scenarios.
As part of the integrated scenario, this scenario needs several User Manuals as prerequisites to demonstrate these include:
Production Planning and Discrete Manufacturing
Procurement of Stock Materials
Sales and Distribution
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7.2Excise Report - CENVAT Register
7.2.1 Use
Details to submit an Annexure to the Excise Authorities as a Monthly Return Under Rule 57AE of the Central Excise Rules, 2001. CENVAT Register displays input credit details for Raw materials or Capital Goods. This report can be generated detailed as Annexure or summary as Abstract.
7.2.2 Prerequisites
User must be assigned the Indian Localization menu.
7.2.3 Procedure
9. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Country India User Menu Indirect Taxes Registers Excise Tax CENVAT Register
Transaction code J2I9
10. On the Proforma for Monthly Return Under Rule 57AE of the Central Excise Rule screen, make the following entries:
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Select the Radio Button for Capital Goods / Inputs to display Annexure / Abstract
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
Field name Description R/O/C User action and values Comment
Company Code
Company code R 1000
Excise Group Excise Group for which ID for which CENVAT Register is being generated
R 10
Posting Date Posting date range R The date from the beginning of the month to end of the month
Annexure Output to be generated Annexure or Abstract
C Select this radio button if the out put is being generated for Annexure
At time you can generate an Annexure or Abstract
Abstract Output to be generated Annexure or Abstract
C Select this radio button if the out put is being generated for Abstract
At time you can generate an Annexure or Abstract
Inputs Annexure to be generated for Input materials or Capital Goods
C Select this radio button if the out put Annexure is being generated for Input Materials
At time you can generate an Annexure for Input materials or Capital Goods
Capital Goods
Annexure to be generated for Input materials or Capital Goods
C Select this radio button if the out put Annexure is being generated for Capital Goods
At time you can generate an Annexure for Input materials or Capital Goods
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11. The out put can be saved into a local file or printed by using the print options.
7.2.4 Result
You are able to generate Proforma for Monthly Return Under Rule 57AE of the Central Excise Rule.
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7.3 Excise Register Updation
7.3Updation of RG1 Register
7.3.1 Use
RG1 register maintained at Manufacturing Plants for excisable finished goods. The register shows goods movements from the factory to a store and stores to customer, specifically for excisable finished goods. The R/3 System generates all the necessary entries in the register.
This report only creates register entries for goods movements that have not already been entered. It does not create duplicate entries.
Using this activity, you can also update the goods issue into RG23A Part I and RG23C Part I, Register by select the radio button option in the Registers.
7.3.2 Prerequisites
To extract the data to RG1 Register, Material numbers has to be maintained in the table J_2IRG1BAL - Opening/Closing balance table for RG1.
7.3.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Country India User Menu Indirect Taxes Registers Excise Tax Update RG23A/C Issues and RG1
Transaction code J1I5
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2. On the Update of Registers RG1 and RG23(Part1) screen, make the following entries:
Field name Description R/O/C User action and Comment
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Select the Radio Button for RG1 / RG23A Part 1 / RG23C Part 1 Updation
Select appropriate Classification
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
values
Company Code
Company Code R 1000
Plant Plant – for which RG1 Register is being maintained
R 1000
Excise Group Excise Group for which RG1 register is being maintained
R 10
Material Document Number
Material document number
O Based on the updation criteria enter values
Document Year
Material document year
O Material document year
Posting Date Date of Material document Posted
R Enter the Material Document Posting Date
Movement Type
Movement Type used for posting the materials
O
Storage Location
Storage location used for posting the material movements
O
Material Material number to update the RG1 Register
O
Document Date
Document date of the material document
O
Batch Batch number of the materials
O
Stock Type Stock Type declared O
Rule Excise Classification Rule
O
Classification Pre-defined Classifications
R IIM
For updating of goods receipts from Manufacturing plant use RMA
For updating of Goods issue, i.e. Removal from factory on payment of duty for home use –
ReceiptsRMA- Receipt from manufacture
ROP-Receipt from outside under any other provision
Issues
IDH-Removal from factory on payment of duty for Home use
IDE-Removal on payment of duty for
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IDH export under no bond
IWE-Removal without payment of duty for export under bond
IWT-Removal without payment of duty for transfers
IWO-Removal without payment of duty for other purpose
RG23/ RG1 RG23 / RG1 updation date
R Select the appropriate radio button to update the RG1 Register. Please select the document entry date radio button
Date to be considered by the system for updation of RG1 Register
Document Entry date
Document posting date
System date
Registers Register to update R Select the RG23A radio button to update the RG1 Register,
By using this Transaction you can update the following Registers
RG23A Part1
RG23C Pat1
RG1
Please press enter and ignore any messages.
Update the Receipts to RG1 Register and then update the issue to RG1 Registers. Follow the sequence of transactions.
You can update the RG1 Register by selecting material document header values or Material document line item level details or both together.
The following Classification codes need to be used while updating the Excise Registers:
Register Type Goods issues Goods receipts
RG 23A IIM ROP
IPD
IWD
RG23C IIM ROP
IPD
IWD
RG1 IDH RMA
IDE ROP
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IWE
IWT
IWO
3. System will display the ‘Update of Registers RG1 and RG23 (Part1’) screen:
Displays all the line items to meet the selection criteria to update the RG1 Register.
4. Select the line items which needs to be updated to RG1 Register by selecting the check box at the beginning of the each line item
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Select Check Boxes for which Updation to be
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5. Simulate the selection by using the Simulate function or use Shift+F10 to simulate the selection
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Press Simulate
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6. System will display the selection Green or Red Traffic lights. The line items which can be updated will be displayed with Green Traffic Lights and the line items which can not be updated will be displayed with Red Traffic Lights.
7. After selecting the right documents select the line item and use the Create button to update the RG1 Register or use CTRL+Shit+F11 to make register entry.
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7.3.4 Result
Processing over for <number of records selected> records
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7.4RG1 Register Extraction
7.4.1 Use
This step needs to be performed in order to create the RG1 details into the respective tables.
7.4.2 Prerequisites
You have to complete the update of RG1 Register before performing this step.
7.4.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Country India User Menu Indirect Taxes Registers Excise Tax Extract
Transaction code J2I5
2. On the Excise Registers Extraction screen, make the following entries:
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Choose Execute
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Field name Description R/O/C User action and values Comment
Excise Group Excise group for which RG1 Register being generated
R 10
State Date Starting date of Extraction
R Starting date of data to be extracted for RG1 registers
End Date Ending date of Extraction
R Ending date of data to be extracted for RG1 registers
Selection Registers
Mass extraction of data to all registers
R Select the radio button Select Any Register option
User can generate all the registers together or individual register wise
Select individual Registers
Selection of individual register
R Activate the RG1 Check box to extract the RG1 Register
Display Last Extracted dates
Displays the previously upto what date the register has been extracted for information
O
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3. Click on execute icon or Press F8 or Program Execute
4. If the RG1 Register is being generated for the Period First Time, system will execute the report and display the pop-screen with Register name and Green Tick mark, if it is successfully extracted, otherwise it will show the Red Cross.
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Press Yes which appears in the Dialog
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7.4.4 Result
RG1 data has been extracted
Using this activity, you can also extract the following Excise Registers in addition to RG1. RG23A Part I RG23A Part II RG23C Part I RG23C Part II PLA
In the Registers select option, if you select All registers, the system will create an extract for all registers. If you only want to create an extract for specific registers, select Select any register and then the registers that you want to extract.
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7.5RG1 Register Print Utility
7.5.1 Use
The objective of this process is to print the RG1 Register or to display on the screen.
7.5.2 Prerequisites
The data must be extracted to the RG1 Register for the period to which RG1 Register need to be printed.
7.5.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Country India User Menu Indirect Taxes Registers Excise Tax Print Utility program
Transaction code J2I6
2. On the Print Excise Registers screen, select the RG1 Radio button to print the RG1 Register.
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Choose
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3. Click on Execute icon or Press F8 or Program Execute
4. On the Print RG1 Register screen, make the following entries:
Field name Description R/O/C User action and values Comment
Excise Group Excise group for which RG1 Register is being generated
R 10 Enter the Excise Group
Start Date Starting date of the period for which currently RG1Register is being generated
R For example
01.09.2005
Starting Date
End Date Ending date of the period for which currently RG1Register is being generated
R For example:
29.09.2005
Ending Date
5. Click on Execute icon or Press F8 or Program Execute
6. System will display the Print parameters maintenance screen assign the out put device name and select the Print Preview option. System will display the output on the screen.
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Choose
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7. See the output on the screen and based on the requirement print the output using Ctrl + P option or through menu Text Print.
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7.5.4 Result
RG1 Register ready to print or you can see on the screen.
Using this activity, you can also view or print the following Excise Registers in addition to RG1 RG23A Part I RG23A Part II RG23C Part I RG23C Part II PLA
You have to print or see the registers one after another.
8. PLA Register Extraction
8.1PLA Register Extraction
8.1.1 Use
This step needs to be performed in order to extract the data relating to PLA Register to respective tables.
8.1.2 Prerequisites
The following process has been executed, if any transactions took place during the period of PLA register extraction for payment of CENVAT and Sale of goods
TR6 Challan Updation Utilization of CENVAT
8.1.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Country India User Menu Indirect Taxes Registers Excise Tax Extract
Transaction code J2I5
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2. On the Excise Registers Extraction screen, make the following entries:
Field name Description R/O/C User action and values Comment
Excise Group Excise group for which PLA Register being generated
R 10
State Date Starting date of Extraction
R Starting date of data to be extracted for PLA registers
End Date Ending date of Extraction
R Ending date of data to be extracted for PLA registers
Selection Registers
Mass extraction of data to all registers
R Select the radio button Select Any Register option
User can generate all the registers together or individual register wise
Select individual Registers
Selection of individual register
R Activate the PLA Check box to extract the PLA Register
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Choose
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Display Last Extracted dates
Displays the previously upto what date the register has been extracted for information
O System will display the last extraction date on the screen
3. Click on execute icon or Press F8 or Program Execute
4. If the PLA Register is being extract for the Period First Time, system will execute the report and display the pop-screen with Register name and Green Tick mark, if it is successfully extracted, otherwise it will show the Red Cross.
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8.1.4 Result
PLA data has been extracted
8.2PLA Register Print Utility
8.2.1 Use
The objective of this process is to print the PLA Register or to display on the screen.
8.2.2 Prerequisites
The data must be extracted to the PLA Register for the period to which PLA Register need to be printed.
8.2.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Country India User Menu Indirect Taxes Registers Excise Tax Print Utility program
Transaction code J2I6
2. On the Print Excise Registers screen, select the PLA Radio button to print the PLA Register.
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3. Click on Execute icon or Press F8 or Program Execute
4. On the Print PLA Register screen, make the following entries:
Field name Description R/O/C User action and values Comment
Excise Group Excise group for which PLA Register is being generated
R 10 Enter the Excise Group
Start Date Starting date of the period for which currently PLA Register is being generated
R For example
01.09.2005
Starting Date
End Date Ending date of the period for which currently PLA Register is being generated
R For example
30.09.2005
Ending Date
5. Click on Execute icon or Press F8 or Program Execute
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Choose
Choose
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
6. System will display the Print parameters maintenance screen assign the out put device name and select the Print Preview option. System will display the output on the screen.
7. See the output on the screen and based on the requirement print the output using Ctrl + P option or through menu Text Print.
8.2.4 Result
PLA register displayed on screen or printed.
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9. Reports
7.1 Purchasing
7.1.1 Purchasing Documents per Vendor (ME2L)
Chose Execute Icon
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7.1.2 Purchasing Documents per Material (ME2M)
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7.1.3 Source List for Material (ME0M)
7.1.4 Purchase Info Record per Material (ME1M)
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7.1.5 Purchasing Values(MC$G)
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Click Switch Drill Down Icon
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9.2 Inventory
9.2.1 Material Document List (MB51)
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Click this Icon to haveDetail View.
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
9.2.2 Diplay Warehouse Stock (MB52)
Choose Execute or Press F8.
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Choose Appropriate Input for your selection.
Materials Management User Manual For Duro Shox Pvt Limited Version 1.0
9.3.3 Stock on Posting Date (MB5B)
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Select Apropriate EntriesFor your selection
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9.3.4 Stock Overview (MMBE)
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9.3.5 Stock in Transit (MB5T)
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This means no stock in transit
9.3.6 Slow Moving Items (MC46)
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Choose Execute and Press F8.
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Select Appropriate Input Entries
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