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Accounts Payable Purchase (Domestic) Document Control Document Reference: Business Blueprint Strategy Author: MR XYZ Date: 12/04/2003 Checked By: Date: Approved By: Date: Change Record Issue Date Author Comments 1.0 12.04.2003 MR XYZ Business Blueprint Format Business Scenario Code / Name AP- Purchase Domestic Process Owners Process Team Members Application Consultants
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Accounts Payable Purchase (Domestic)

Document Control

Document Reference: Business Blueprint Strategy

Author: MR XYZ

Date: 12/04/2003

Checked By:

Date:

Approved By:

Date:

Change Record

Issue Date Author Comments

1.0 12.04.2003 MR XYZ

Business Blueprint Format

Business Scenario Code / Name AP- Purchase DomesticProcess OwnersProcess Team MembersApplication ConsultantsModules Influenced FI, MM

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Business Process Code / Name 1.Raw Material Procurement2.Consumables Procurement3.Services Procurement4.Other Payables

1. Requirements/Expectations1.1. To capture data that helps in Raw Material (Cotton) Rates Forecasting.1.2. Compliance with the Accounting Standard –2.

2. General Explanations

The Accounts Payable application component records and manages accounting data for all vendors. It is also an integral part of the purchasing system: Deliveries and invoices are managed according to vendors. The system automatically triggers postings in response to the operative transactions.Postings made in Accounts Payable are simultaneously recorded in the General Ledger where different G/L accounts are updated based on the transaction involved (payables and down payments, for example). The system contains due date forecasts and other standard reports that you can use to help you monitor open items.When you post business transactions to accounts, the system automatically updates the account balance, and notes which items from the document were posted to the account. It is therefore possible to view the account balance and line items for every vendor account. Vendor Account will be maintained with Open item management.

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3. Business Model

3.1 Business Process Description:

Bill Passing can be done in two ways:

A. Directly through FI Accounts Payable transaction, where vendor can be directly credited for expense/material/service purchased, and

B. Through Logistic Invoice verification (Integration with MM Purchase Module)

3.1.1. Process flow for Bill passing directly through FI

Prerequisite: Purchases where Material Stock transactions are not required. Purchases can be directly made through FI transactions, (without creation of PO, GR/IR and Invoice verification) by entering directly Incoming Vendor Invoice (FB60), park Invoice (FV60) and processing Outgoing Payment (F-53).

Postings made in Accounts Payable are simultaneously recorded in the General Ledger where different G/L accounts are updated based on the transaction involved (payables and down payments, for example).3.1.2. Process flow for Local Material Purchase with Logistical Release Procedures.

Logistic Invoice verification (Bill Passing) in SAP R/3 System is integrated with MM processes and it follows specific sequence of transactions, which starts from Purchase requisition, Purchase Order creation, Goods receipt, Invoice Verification and ends at Vendor Payment. All these transactions have above sequence, and any document creation has to follow the same sequence. No document can be Reversed (blocked) where subsequent document has already been created.

STEPS

3.1.2.1. Purchase requisition processing

Request will be received from other dept to procure the material or service in the form of Purchase requisition. The purchase requisition can be released according to the release strategy and can be monitored for later release.

Stock availability will be checked at this time by standard SAP report “Stock overview “.

If the stocks are not available then the requests for the quotation will be send to the suppliers for submitting the quotations for the same. Before giving the request for quotation the supplier data has to be maintained in the system. Once vendor gives the Price for the particular item it has to be maintained in the Quotation. Once all quotations

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are received from supplier’s quotation comparison can be done and system will suggest the best Quote for the given item.

3.1.2.2. Purchase order/Service Order processing

Purchase orders (PO) can be created with the help of purchase requisition or from quotations received (direct creation of PO without Purchase requisition). These purchase orders can be for Stock, non-stock, Service items required by various departments. Only item check or validation is available between PR and PO.

Single Purchase Order can be created Against Multiple requisitions for a single Vendor. Similarly, Multiple Purchase Order can be created for a single requisition (for multiple vendors).

PO will be raised for one Purchase organization / Company code combination. Goods Receipt and Invoice verification will be done against this PO. If it is an expense, Cross Company Cost centers can be allocated which will be posted in respective companies when GRN is made.

Service Purchase Orders

For Annual maintenance contracts or any other service procurement, service order can be created in the system with the help of different services. Service Master Data has to be maintained with the price condition for the given service.

At the time of PO creation, the source of supply is entered manually. The price for the material will come from the information records maintained in the system, which is a master data in SAP system. If the Information records are not maintained, then price will be entered manually at the time of PO creation.

The purchase order can be released according to the release strategy and can be monitored for later release.

Service POs (created against Service Orders) can be created for Sub-let services. The cost of received service can be debited to original Service Order and Billing for such Sub-let services will be done at Billing Price conditions.

3.1.2.3. PO Transmission and Monitoring

After approval process PO can be printed through SAP printing program. Standard SAP layout is available which can be printed.

The SAP System supports the following functions in connection with confirmations.

3.1.2.4. PO amendments (if required)

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Purchase order can be amended thro’ Purchase order change functionality and qty, price and delivery date can be changed with the authorization, provided no subsequent Documents are created.

Once PO released can only be “BLOCKED”.

3.1.2.5. Goods Receipt / Service entry

Goods receipts or service entry will take place once the goods are received or particular service is performed.

In Standard SAP R/3, Purchase Requisition, Purchase Order, Goods Receipt and Invoice verification are linked with the preceding document number. The Header information will be same for all these documents.

DO number and invoice number (of vendor invoice) and PO number will be available for Invoice verification.

For the Service entry sheet the acceptance is also possible to check whether the service is performed in the specified manner.

If it is a Stock item, entry to Cost Center will go at the time of Stock issue. Where, only expense is booked, cost at one cost center can be allocated to other cost centers through controlling document.

3.1.2.6. Vendor Invoice Verification

Logistics Invoice Verification is situated at the end of the logistics supply chain that includes Purchasing, Inventory Management, and Invoice Verification. It is in Logistics Invoice Verification that 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.

3.2.1. PROCESS PRE-REQUISITES

Creation of Vendor Master, Material Master, CIN Masters (for excise), Purchase Organization and Company code.

3.3.1. PROCESS WORKFLOW:File Name: document.doc Page 5 of 26

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Sub –Activity No Sub-Process SAP(T.CODE)

REMARKS

3.3.1.1 Creation of Purchase Requisition ME51N3.3.1.2 Creation of Purchase Order ME21N3.3.1.3 Creation of Excise Invoice3.3.1.4 Goods Receipt into Stock MIGO3.3.1.5 Posting and Verification of Excise Invoice 3.3.1.6 Vendor’s Invoice Verification MIRO3.3.1.7 Issue of Vendor Debit/Credit note MIRO

FB65 (FI)

3.4. Accounting

The accounting treatment of the sub-processes is mapped for the Yarn division, Terry Towel Division, Paper and Chemicals Division. Wherever the sub-process is identical the yarn division document forms the base.

TOPICS COVERED

Procurement – Raw MaterialYarn DivisionTerry Towel Division

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Paper UnitCogen UnitSoda Recovery UnitSulphuric Acid Plant

1. Procurement- Consumables 2. Procurement- Services 3. Other Payables .

PROCUREMENT - RAW MATERIAL –(YARN DIVISION)

Procurement Raw Materials – Yarn Division

Raw material consists of natural fibre and man-made fibre. The major consumption is of natural fibre Cotton. Depending on the market scenario man made fibre like polyester filament / PVA fibre is also used.

Requirements / General Expectations

1. Price Forecasting of the Cotton

Purchase Requisition

Deal is finalized for the quantity of lint (i.e. cotton with cotton seed as picked from the farms) with Ginners based on market price of lint on a given day. Every Transaction is allotted a Bargain number. Trident’s cotton selector selects the Narma (cotton with seed) and the Ginner buys through auction at Mandi. The Ginner / dealer sells the cotton to ABIL after ginning, with bargain number mentioned on the sales invoice raised. The commission is paid to the dealer @ 0.5% for the cotton purchased from Panjab and Gujarat. There is no commission on the cotton purchased from Haryana, Maharashtra, Madhya Pradesh.

In SAP R/3 Purchase Requisition will not be generated, for the cotton purchase, as the same is not possible to be regulated by MRP. The cotton purchase is as per the rate and favourable terms available in the Market at any given point of time. However the polyester filament or PVC, if planned and required will be routed through MRP for auto generation of the Purchase Requisitions.

Purchase Order

In SAP R /3 for the Cotton, Purchase Order will be raised manually by ABIL, the purchase order no generated by the system shall be the Bargain Number.

Components of cost

1. Base Price.2. Cotton Expenses.3. Transportation Charges.

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4. Sales Tax.5. Octroi.6. Commission to agent.

Basic Excise duty condition shall be required for the pricing in the case of the Polyester filament to account for the excise duty.

Creation ofExcise Entry

Creating the excise invoice, (polyester filament) no accounting entry is generated RG23A/C Part-I is updated with Quantitative details. In case of cotton there will not be any excise entry as the commodity is non-excisable.

Goods Receipt

In the present system,GIN is prepared for the indented goods at the Gate. In the stores on receipt of material MIN is prepared with quality inspection remarks. For non-indented items direct consumption is booked and no GIN/ MIN is prepared. No accounting entry is made at the time of GIN/MIN.

In SAP R/3 on doing the goods receipt, pop up screen appears in which the link to the Country India Version (CIN) for excise is provided by entering the excise no generated by the system in the above mentioned sub-process, the following entry shall be made at the time of recording of the goods receipt (with the single step, or in case of two step recording with the second step) The commission payable to the agent can be accounted as a price condition with the credit to the accrual account. Inventory - Raw Material Dr (including commission) To GR/IR A/C To Commission Agent A/c.

Post and verify Excise Invoice

On the Post and verification of the Excise Invoice RG 23 A/C Part-II entry is created which has an accounting entry. Cenvat A/c Dr To Cenvat Clearing A/c.

Invoice verification

On Verification of the invoice as per the Purchase Order, the liability to vendor is created and the following accounting entry is posted in the system along with TDS deduction entry. Commission Agent’s Vendor Master data shall be having withholding tax code.

GR/IR A/C Dr Cenvat Clearing A/c Dr

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To Vendor A/c To TDS Payable A/c

Vendor Accounting

On the payment being made as per the payment terms the Vendors open line item is cleared and the following entry is made in the system.

Vendor A/c Dr Commission Agent A/c Dr To Bank A/c

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Accounts Payable Purchase (Domestic)

PROCUREMENT - RAW MATERIAL TTD DIVISION

Procurement Raw Materials (Local) in TTD.Raw material consists of Yarn, Dyes and Chemicals

Requirements / General Expectations

1. Proper material control with Purchase history.2. To decrease the paperwork.

Purchase Requisition

In the present system the Bill of material forms the base for all the items. The Bill of materials based quantity is indented.

In SAP R/3 the Purchase Requisition shall be generated either through the MRP run or manually as per the requirements.

Purchase Order

In the present system the Bill of materials based quantity is indented against which a PO is issued. Vendor raises the bill according to the terms and conditions of the PO.

Components of cost1. Base Price (as per purchase order) 2. Basic Excise duty3. Transportation Charges4. Sales Tax5. Octroi 6. Entry Tax7. Brokerage

Business Model In SAP R/3

Purchase Order will be raised in the SAP R/3 system through the conversion of the Purchase requisition or manually creating the Purchase order for the Raw material to be procured from the domestic market.

Creation ofExcise Entry

Creating the excise invoice, no accounting entry is generated RG23A/C Part-I is updated with Quantitative details.

Goods Receipt

GIN is prepared for the indented goods at the Gate. In the stores on receipt of material MIN is prepared with quality inspection remarks. For non-indented items direct consumption is booked and no GIN/ MIN is prepared. No accounting entry is made at the time of GIN/MIN.

In SAP R/3 on doing the goods receipt, pop up screen appears in

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which the link to the Country India Version (CIN) for excise is provided by entering the excise no generated by the system in the above mentioned sub-process, the following entry shall be made at the time of recording of the goods receipt (with the single step, or in case of two step recording with the second step)

Inventory - Raw Material Dr To GR/IR A/C

Post and verify Excise Invoice

On the Post and verification of the Excise Invoice RG 23 A/C Part-II entry is created which has an accounting entry. Cenvat A/c Dr To Cenvat Clearing A/c.

Invoice verification

On Verification of the invoice as per the Purchase Order, the liability to vendor is created and the following accounting entry is posted in the system GR/IR A/C Dr Cenvat Clearing A/c Dr

To Vendor A/c

Vendor Accounting

On the payment being made as per the payment terms the Vendors open line item is cleared and the following entry is made in the system. Vendor A/c Dr To Bank A/c

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Accounts Payable Purchase (Domestic)

PROCUREMENT - RAW MATERIAL (PAPER DIVISION)

Procurement Raw Materials – Domestic (Paper Division)Raw materials used in paper are:

1. Agro Straw2. Baggasse3. Sarkanda4. Wood Pulp5. Computer Printout (CPO)6. Waste Paper7. Kahi8. Chemicals

Rice Husk (Fuel to separate account, procurement process common to raw materials in paper)

Requirements / General Expectations

1. Proper material control with Purchase history.2. To decrease the paperwork.

Purchase Requisition

The procurement is linked to the Budget/Mission.There is no indenting procedure for the procurement in present system.

In SAP R/3 Purchase Requisition will be generated manually or through MRP.

Purchase Order

The Mission/budget is the base for all the items to raise the PO. Vendor raises the bill according to the terms and conditions of the PO. There is no GIN made, directly MIN is raised after the receipt of the material inside the factory and stored in the open yard / factory Shed.

In SAP R /3 for the Purchase Order will be raised manually or through the conversion of the Purchase Requisitions.

Components of cost

1. Base Price 2. Transportation Charges3. Sales Tax4. Octroi

Goods Receipt

In the stores on receipt of material MIN is prepared with quality inspection remarks. For non-indented items direct consumption is booked and no GIN/ MIN is prepared. No accounting entry is made at the time of GIN/MIN.

In SAP R/3 on doing the goods receipt, the following entry shall be

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Accounts Payable Purchase (Domestic)

made at the time of recording of the goods receipt (with the single step, or in case of two step recording with the second step)

Inventory - Raw Material Dr To GR/IR A/c

Invoice verification

On Verification of the invoice as per the Purchase Order, the liability to vendor is created and the following accounting entry is posted in the system GR/IR A/C Dr To Vendor A/c

Vendor Accounting

On the payment being made as per the payment terms the Vendors open line item is cleared and the following entry is made in the system. Vendor A/c Dr To Bank A/c

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Accounts Payable Purchase (Domestic)

PROCUREMENT FUEL COGEN.

Procurement Raw Materials (Fuel) – Cogen

Fuel consists of:1. Rice Husk2. Coal3. Baggasse Pith

Requirements / General Expectations

1. Proper material control with Purchase history.2. To decrease the paperwork.

Purchase Requisition

There is no indenting procedure for the procurement in present system.

In SAP R/3 Purchase Requisition will be generated manually or through MRP.

Purchase Order

The Mission/budget is the base for Rice Husk and coal Purchase Order (PO). Directly PO is raised. Vendor raises the bill according to the terms and conditions of the PO.There is no GIN made, directly MIN is raised after the receipt of the material inside the factory and stored in the open yard.Baggasse pith is the waste of the paper plant, which is transported through tractor/truck to the open yard. There is no quantity or valuation detail maintained by the concerned departments.

In SAP R /3 Purchase Order will be raised manually or through the conversion of the Purchase requisitions by ABIL.

Components of cost1. Base Price 2. Transportation Charges3. Sales Tax4. Octroi

Goods Receipt

In SAP R/3 on doing the goods receipt the following entry shall be made at the time of recording of the goods receipt (with the single step, or in case of two step recording with the second step) Fuel A/c Dr To GR/IR A/C Cr

Invoice verification

On Verification of the invoice as per the Purchase Order, the liability to vendor is created and the following accounting entry is posted in the system

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Accounts Payable Purchase (Domestic)

GR/IR A/C Dr To Vendor A/c Cr

Vendor Accounting

On the payment being made as per the payment terms the Vendors open line item is cleared and the following entry is made in the system. Vendor A/c Dr To Bank A/c Cr

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PROCUREMENT - RAW MATERIAL (S/R UNIT)

Procurement Raw Material –domestic Soda Recovery Unit.Raw material consist of:

1. Black Liquor 2. Soda Ash

Requirements / General Expectations

1. Proper material control with Purchase history.2. To decrease the paperwork.

Purchase Requisition

There is no indenting procedure for the procurement.In SAP R/3 Purchase Requisition will not be generated.

Purchase Order-Not applicable

In case of the Black Liquor only quantitative details are available in Cubic meter for the waste of the Paper division transferred for the recovery of the Caustic Soda. The Soda Recovery plant is mandatory from the pollution point of view; as such the waste of Paper (Black Liquor) has to be compulsorily treated for the recovery of the Caustic Soda. There is no accounting entry passed for the inter-unit transfer of the Black Liquor. It passes through two processes for the recovery of the caustic soda; they are 1. Recovery Boiler. 2. Caustic Sizing.

Soda Ash from market may also be used to make the caustic soda. It is direct input for the Caustic Sizing process. At present not being used.

In SAP R /3 considering that the Paper and Soda recovery are under the same plant. The material will be transferred from Paper unit at cost to soda recovery unit. There will be no accounting entry generated for the transaction, as it involves only transfer of the storage location within a single plant. There will be one production order for the month capturing the basic data. The caustic soda recovered shall be at the standard rate maintained in the material master record. The expenses incurred for the soda recovery unit shall be accounted through the FI-entries assigned to the cost center pertaining to the soda recovery unit.

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PROCUREMENT - RAW MATERIAL (SULPHURIC ACID PLANT)

Procurement Raw Material –Domestic Sulphuric Acid PlantRaw Material consists of: 1. Sulphur

Requirements / General Expectations

1. Proper material control with Purchase history.2. To decrease the paperwork.

Purchase Requisition

There is indenting procedure for the procurement in present system.In SAP R/3 Purchase Requisition will be generated manually or through MRP.

Purchase Order

The Budget/mission forms the base for the Purchase Orders being raised directly. The vendor supplies the material as per the terms and conditions of the Purchase order. The GIN is made at the gate of the factory. MIN is raised in the stores and the user department does inspection of material. The store is having quantitative and valuation details. No accounting entry is passed for the receipts of the material in the legacy system. The approved MIN is forwarded to the accounts department for the Bill passing. The vendors Invoice along with approved MIN is accounted in the legacy system.

In SAP R /3 Purchase Order will be raised manually or through the conversion of Purchase requisitions by ABIL.

Components of cost1. Base Price 2. Transportation Charges3. Labour Charges (Loading / Unloading Charges)4. Sales Tax5. Octroi

Goods Receipt

In SAP R/3 on doing the goods receipt the following entry shall be made at the time of recording of the goods receipt (with the single step, or in case of two step recording with the second step)

Raw Material- Inventory A/c Dr To GR/IR A/C Cr

Invoice verification

On Verification of the invoice as per the Purchase Order, the liability to vendor is created and the following accounting entry is posted in the system

GR/IR A/C Dr Vendor A/c Cr

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Accounts Payable Purchase (Domestic)

Vendor Accounting

On the payment being made as per the payment terms the Vendors open line item is cleared and the following entry is made in the system. Vendor A/c Dr Bank A/c Cr

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PROCUREMENT – CONSUMABLES

Procurement Consumables

Consumables in yarn division at present consists of - Machinery spares (electrical, mechanical, material handling equipments, etc.), repair and maintenance items, Stationery, Fuel, Packing materialsThe consumables are same for all the units.

Requirements / General Expectations

1. Matching and approval to be done by Accounts.2. Reduction in Paper work.

Purchase Requisition

SBU wise Budget is the base for placing the indent.

In SAP R/3 manually or through MRP, Purchase Requisition will be generated as per the requirement.

Purchase Order

PO is issued as per the requirements, at present being raised daily, against the indented item.

Components of cost

Base PriceExcise / Cenvat duty Sales TaxOctroiFreight/Courier ChargesPacking and handling Charges

In SAP R/3 Purchase order can be raised directly or with respect to Purchase Requisition.

Creation ofExcise Entry

Creating the excise invoice, no accounting entry is generatedRG23A/C Part-I is updated with Quantitative details.

Goods Receipt

GIN is prepared for the indented goods at the Gate. In the stores on receipt of material MIN is prepared with quality inspection remarks. For non-indented items direct consumption is booked and no GIN/ MIN is prepared. No accounting entry is made at the time of GIN/MIN.

In SAP R/3 on doing the goods receipt, pop up screen appears in which the link to the Country India Version (CIN) for excise is provided by entering the excise no generated by the system in the above mentioned sub-process, the following entry shall be made at the time of

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recording of the goods receipt (with the single step, or in case of two step recording with the second step)

Stores and Spares A/c Dr To GR/IR A/C

Post and verify Excise Invoice

On the Post and verification of the Excise Invoice RG 23 A/C Part-II entry is created which has an accounting entry. Cenvat A/c Dr Cenvat withheld A/c Dr To Cenvat Clearing A/c.

Invoice verification

On Verification of the invoice as per the Purchase Order, the liability to vendor is created and the following accounting entry is posted in the system GR/IR A/C Dr Cenvat Clearing A/c Dr To Vendor A/c

Vendor Accounting

On the payment being made as per the payment terms the Vendors open line item is cleared and the following entry is made in the system. Vendor A/c Dr To Bank A/c

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Accounts Payable Purchase (Domestic)

PROCUREMENT – SERVICES

Procurement List of Services

(A) Contract Labor, Security Services, Horticulture Services, Contract Vehicles, Medical Services, Courier Services, Disposal of scrap and wastages.

(B) Consultants /Auditors/Advocates, Advisory board consultants, Advertisements, C & F Agents, Reuters Screen contract, AMC’s, ISD- and computer services, Repair and maintenance, Material handling outside the plants, Dun and Bradstreet.The services are same for all the units.

Requirements / General Expectations

1.Compliance with the terms of the contracts. 2. Reduction in the paper work3.PF Payable account to give contractor wise details for Gross Bill amount, PF Amount individual entry wise4.TDS Payable account to give contractor wise details for Gross Bill amount, TDS Rate, TDS Amount individual entry wise.

Purchase Requisition There is no budget in the legacy for the Services.

Contract forms the base for the accounting purposes.

In SAP R/3 purchase requisitions will be made with item category as service and account assignment as cost center or plant maintenance order. After approval of requisitions create contract with reference to purchase requisition. Release order with respect to contracts and accept service via service entry sheets. Invoice verification will be done against the service entered and payment be made against the invoice verified.

Contract Procurement Process for Services Type (A) at Present:

Contractor Bill Cell – negotiates for the (A).Party is called for the negotiations. There is no fixed norms for the minimum no of parties being called or any written guidelines to execute the contracts. The contractor is called and negotiated. The rates are negotiated according to the expenses being incurred and giving a margin ranging between 10-20% on total contract value. Generally new contracts are entered in case of receiving lesser rate/resources quotations from the new contractor, or the rates are renegotiated with the existing contractors in light of new rates received. Copy of the contract is forwarded to the accounts department and the respective department.

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Procurement Process for Services Type (B) at Present:

For the (B) category, the respective departments negotiate contracts and a copy is forwarded to the Accounts Department.

Components of cost

1. Base Price2. Reimbursement of Expenses3. Service Tax (on base price only)

Business Model In SAP R/3

Contract will be raised in the SAP R/3 system against the Purchase Requisition.

Service Entry Service entry sheet is prepared for the services rendered.

Invoice verification

On Verification of the invoice as per the contract, and the service entry sheet the liability to vendor is created and the following accounting entry is posted in the system, along with the accounting for the TDS as per the business place/ section code entered in the document.

Professional and Legal A/C Dr To Vendor A/c Cr To TDS Payable A/c Cr

Vendor Accounting

On the payment being made as per the payment terms the Vendors open line item is cleared and the following entry is made in the system. Vendor A/c Dr To Bank A/c

Payment of the withholding tax

On the due date the payment is made and the following entry is made in the system. TDS Payable account Dr To Bank Account

OTHER PAYABLES

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Procurement List of Other Payables

Other payables primarily cover the following:Petty repairs, Telephone Bills, Courier Bills, Transporter Bills, Sundry Expenses.Other payables are common to all the units.

Requirements / General Expectations

1. Expenses details for better control

In SAP R/3 for the petty items for which no logistics information is required may be booked manually in the FI-Module through the Accounts Payable, document entry of the vendor invoice (Transaction Code- FB60). Some specific expenses treatment is discussed below;

Telephone Expenses.

The expense shall be booked in the Telephone Expenses account through the General ledger document entry in the FI-Module.

The individual Telephone no shall be captured in the Assignment Number field of the individual line items being booked. The account line items can be sorted according to the contents of assignment number field. The expense booked individual telephone wise will thus be readily available in the system. The cost center accounting shall take care for the cost being booked to the relevant cost centers being the account assignment objects assigned during the line item entry.

Traveling AdvanceThe travel advance document will be entered through the General ledger document entry in the FI-Module. The travel advance can be maintained separately as a Special G/L Transaction, thereby giving separate details of the travel advances as a whole, apart from the individual employee travel advance. In absence of the HR module the employees shall be maintained as customers in the system, to account for the advances and the recovery from the employees.

In case the Travel request is to be generated in the system and integrated for the advance amount being approved to the FI-Module for the advance being paid, the option is to go in for the Travel Management Sub-Module, for which the HR-Module is also required. At present the travel management and HR-Module are not in scope.

However the same can be handled through system mail in Business workplace where the request is sent for the approval to the superior,

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the superior approves it along with the advance amount and sends through the system mail to the accounts department end user, The accounts department user shall have to do the entry as detailed above.

Traveling Expense

It shall be booked like any other expense through the general ledger document entry, along with the adjustment for the advance paid as a FI-JV. On the receipt of the expenses details from the employee, the accounting entry will be passed as:

Travelling Expense Account Dr

Cash Account Dr (Excess cash received back)

To Travel advance Account CR

(Employee made as customer) CR

For the bills being booked through the contracts the Procurement of Services or Procurement of consumables may be referred as the case is.

Special Organizational Considerations

Organization positions (user levels) has to be identified for Release procedures

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Accounts Payable Purchase (Domestic)

Changes to existing Organization

Description of Improvements

Except some petty purchases, all Purchase bill passing for material and services, will follow Logistic release procedure. Separate capturing of expenses like commission to agents for the better evaluation.

Description of Functional Deficits None

Approaches to covering Functional Deficits None

Notes on further Improvements NIL

System Configuration Considerations

As per MM Purchase configuration.

ABAP Development Requirements

Authorization and User Roles

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