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A Project Report
On
Subcontracts & Reselling In Materials Management
Submitted By
Piyush R. Patel:-10084251028
Hitesh A. Patel:-10084251017
Master in Computer Management (M.C.M)
Semester-IV
Guided By
Hemant Darji
Submitted toDepartment of Computer Science
Ganpat University, Ganpat Vidyanagar-384012
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May / June - 2012
DD / MM / YYYY
CERTIFICATET O W H O M S O E V E R I T M A Y C O N C E R N
This is to certify that the following students of Master in
Computer Management (M.C.M.) Semester-IV have completed
their full time project work titled Subcontracts & Reselling In
Materials Management satisfactorily to fulfill the requirement
of Master in Computer Management (M.C.M.) Semester-IV.
Enroll. No Name Exam No
Internal Guide Project Co-ordinator Principal/HOD
Department of Computer Science
Ganpat University,
Ganpat Vidyanagar-384012
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3.Industry Certificate
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4. AcknowledgementFirst of all, we thankful to Ganpat University for giving us
opportunity to develop the system. Secondly, we are thankful to
Department Of Computer Science, Ahmedabad to provide
the excellent environment to us for develop the project.
We are very grateful and thankful to professors of my
college. And very kindly say that the professor of my college.
Prof.Anjali Gokhle who give me a tremendous guidance and
gives suggestion about each and every topic which we are study
and research. He gives me guidance about how research can be
taken and also consumer survey.
We also express our heartily thankfulness to all out
friendly classmate and those entire people who have directly
helped us in the preparation of this project.
Thank you, to allpeoples involved in this project.
Piyush R.Patel
Hitesh A. Patel
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5.Preface
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6: Contents
I. Project Profile ..7
II. Company Profile9III. SAP Overview11
IV. SAP Web Architecture..12
V. SAP R/3 Structure.13
VI. H/W&S/W Requirements for Server Side..14
VII. H/W&S/W Requirements for Client Side...15
VIII. Overview of MM16
IX. MM Functional Structure.17
X. Business Process & Work flow.19
XI. MM Use Master Data20
XII. MM use For Tables21
XIII. Cross Functionality Of MM..35XIV. The Final Business Process On Subcontracts
&Reselling...61
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1. Project Profile
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2.Company Profile
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Master Data:-
Vendor Master and Material Master data
Consumption Based Planning
Inventory Management
Evaluation of Materials
Invoice Verification
Purchasing
Logistics Invoice Verification
Physical Inventory
Material Valuation
Material Requirements Planning (MRP)
External Services Management
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Material Master record
Menu
Path
LogisticsMaterials ManagementMaterial
MasterMaterial Create (General)
T Code
MM01 Create
MM02 Change
MM03 Display
o Material : KEY101
o Industry Type : M Mechanical Engineering
o Material Type : ROH Raw Material
o Select Views : Basic Data 1, Basic Data 2, Purchasing, General Plant Data/
Storage1, General Plant Data/Storage2, Accounting1,
Accounting2, Costing1, Costing2
o Plant : 1000
o Storage Location: RAW1
Sl No Field Description Field Values
1 Description of the Material SS KEY 10 /10
2 Base Unit of Measure EA
3 Material Group Fasteners
4 Purchasing Group 103
5 GR Processing Time 1
6 Post to Ins. Stock X
7 Valuation Class 3000
8 Price Control V
10 Moving Average Price 50
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11 Profit Center 1000
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Display purchasing initial Screen.
Enter foreign Trade Export information Screen
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Now Enter information the MRP Screen.
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Open the Plant Data/Storage 1
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Open the Plant Data/Storage 2
Open the Screen Accounting information.
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Open the Screen accounting information.
Open the Screen Costing 1 information.
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Open the Screen Costing 2 information.
Now SAVE the Material Yes/No
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SAVE the Material initial screen.
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Vendor Master Record
Vendor Master record
o Vendor : Piyush2012
o Company Code : 0001
o Purchasing Organisation : 1000
o Account Group : GAEL
Sl No Field Description Field Values
1 Title Company2 Name Piyush2012
3 Search Term TEST VENDOR
4 Street Address Market Road 38/1
5 Postal Code 254123
6 City Ahmedabad
7 Country IN
8 Region 06
9 Telephone 079 22222222
10 CST No 132131
11 LST No 12311
12 ECC No 1211 2
13 Excise Reg No 3132131
14 Excise Range Ahmedabad
15 Excise Division DIV II
16 Commissionarate Ahmedabad
17 Type of Vendor M
18 Excise Ind. Vendor 1
19 PAN No RSP1134-A
20 Reconcillation Account 13110000
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21 Order Currency INR
22 Terms of Payment 0001
23 Schema group, Vendor ZD
24 GR Based Inv. Verf. X
25 Purchasing Group 104
Create Vendor Initial Screen.
Enter the Vendor Address and Other Detail.
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Now Control the Vendor Screen.
Enter the information Payment Transactions for
Vendor.
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Enter the Accounting information for Vendor.
Enter the Payment transactions Accounting Info.
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Enter the Corresponding Accounting info.
Display screen SAVE Vendor.
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Display initial Screen Save the vendor.
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Creating Purchase Requisition
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.
Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu LogisticsMaterials ManagementPurchasingPurchaseRequisitionCreate
Transaction code ME51N
2. On the Create Purchase Requisitionscreen, make the following entries:
Press or Ctrl+S to Save the Purchase Requisition.
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Result
Purchase Requisition is created,
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Example
Purchase requisition number 1103230535 created.
Assign and Process Purchase Requisition
Use
This section explains the functions provided by the SAP System for converting requisitionsinto external purchasing documents (purchase orders, contract release orders, schedulingagreement 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.
Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu LogisticsMaterials Management PurchasingPurchase
Requisition Follow-On FunctionsAssign and Process
Transaction code ME57
2. The assignment of sources to and further processing of purchase requisitions are two distinctfunctions. You can choose whether you wish to perform the functions in two separate steps or in justone.
3. Below are the Selection Parameters to restrict the process of PO from PR
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Press or F8 to enter into the next screen
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1. After Pressing the Assignments button the system will lead to the next screen as given below:
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4. Press Process Assignment which will lead to the small pop-up screen enter the appropriate details:
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1 PROCUREMENT OF SUBCONTRACTING &RESELLING MATERIALSBUSINESS
PROCESS
1.1 CREATION OF SUBCONTRACTING PURCHASE ORDER63
1.1.1 USE
1.1.2 PREREQUISITES1.1.3 PROCEDURE
1.1.4 RESULT
1.1.5 EXAMPLE
1.2 MESSAGE OUTPUT.66
1.2.1 USE
1.2.2 PROCEDURE
1.3 TRANSFER OF COMPONENTS TO SUBCONTRACTOR.,.68
1.3.1 USE
1.3.2 PREREQUISITES1.3.3 PROCEDURE
1.3.4 RESULT
1.3.5 EXAMPLE1.4 CREATION OF SUBCONTRACTING CHALLAN..72
1.4.1 USE1.4.2 PREREQUISITES
1.4.3 PROCEDURE
1.4.4 RESULT
1.4.5 EXAMPLE
1.5 GOODS RECEIPT FOR PURCHASE ORDER FOR SUB-CONTRACTING MATERIAL.75
1.5.1 USE
1.5.2 PROCEDURE
1.5.3 RESULT
1.5.4 EXAMPLE
1.6 RECONCILING SUBCONTRACTING CHALLAN.803.6.1 USE1.6.2 PROCEDURE
1.6.3 RESULT
1.6.4 EXAMPLE
1.7 COMPLETING/REVERSAL/RE-CREDIT SUBCONTRACTING CHALLAN..83
1.7.1 USE1.7.2 PROCEDURE
1.7.3 RESULT
1.7.4 EXAMPLE
1.8 LOGISTICS INVOICE VERIFICATION FOR SUBCONTRACTING MATERIAL85
1.8.1 USE
1.8.2 PROCEDURE 1.8.3 RESULT
1.8.4 EXAMPLE
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Procurement of Subcontracting Materials Business Process Procedure
1.1 sProcurement of Subcontracting Material Procurement process
1.1.1 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.
1.1.2 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))
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o Chapter IDs
o Material ID and chapter ID combination (Ensure Sub-Contract check box is selected for
the Materials that provided to vendor)
o CENVAT Determination
o Vendor Excise Details
o Excise Indicator for Plants
o
Excise Indicator for Plant and Vendoro Excise Tax Rates
1.1 Creation of Subcontracting Purchase Order
1.1.1 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 goods receipt and invoiceverification processes. The purchase order is a commitment to a vendor for a givensubcontracting activity, in a specified quantity at a predetermined price and delivery date.
1.1.2 Prerequisites
Components stock should be available for providing to subcontracting vendor.
1.1.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Purchasing Purchase
OrderCreateVendor/Supplying Plant Known
Transaction code ME21N
2. On the Create Purchase Orderscreen, make the following entries:
Display initial Screen for purchase order.
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Now initial screen to display purchase order and SAVE it.
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3. Click on the Components and enter the materials that had to be sent:
4. Choose on Green Arrowor F3 to come back to main purchase order screen.
5. Ensure appropriate tax code have been entered for both the line items (G1 Service Tax for Sub-
Contracting Item)
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1.2 Message Output
1.2.1 Use
A Purchase Order needs to be printed for transmitting to vendor.
1.2.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu LogisticsMaterials ManagementPurchasingPurchaseOrderMessagesPrint/Transmit
Transaction code ME9F
2. On the Message Outputscreen, make the following entries
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3. Choose to Execute.
4. On screen Message Outputselect the appropriate Document number and perform the following:
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Choose Output Messageand/or
Choose Display Messageand/or
Choose Message Detailand/or
Choose Trial Printout.
1.3 Transfer of Components to Subcontractor
1.3.1 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.
1.3.2 Prerequisites
Sufficient stocks of components should be available for making transfer posting.
1.3.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu LogisticsMaterials ManagementInventory ManagementGoods MovementTransfer 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
DocumentDate
Document Date R Input date
Posting Date Posting Date R Input date
MovementType
Movement Type R 541
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Plant Plant R 1000
StorageLocation
Storage location R RAW1
3. Choose on To Purchase Ordericon on the top of the screen or choose F9 on key board. System willgive new popup screen asking for purchase order number. Give the purchase order number andchoose enter to continue.
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4. System will display two 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 beissued.
6. Here since the RAW Material is same for both the Line items it shows the total qty to send forVendor.
7. Choose on Adopt + Detailsicon or F6.
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8. Choose Enter if required the quantity of components can be changed.
9. Choose Saveicon or Control + S to post the document.
If no error comes now u can select SAVE. The system checks for S.Loc and Material Stock Qty.
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1.3.4 Result
A message will be displayed stating that the document posted.
1.3.5 Example
Material document4900329653posted.
1.4 Creation of Subcontracting Challan
1.4.1 Use
It is statutory requirement to send the components to subcontractor with 57F4 Challan.
1.4.2 Prerequisites
Select the Sub-Contracting Material in Material and Chapter ID Combination of theExcise 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 sendingand receiving Material.
Ensure that the Assessable value for the sending material is maintained in the ExciseMaster (J1ID)
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1.4.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP User menu
CIN Menu
Indirect Taxes Procurement Subcontracting Subcontracting ChallansCreate
Transaction code J1IF01
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 4900329653
Mat. Doc. Year Material document year R 2012 Appropriate
Excise Group Excise Group R 10 Appropriate
Series Group Series Group R 101 Appropriate
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Various Series Group available are given below
100 STO & RETURN DELV SERIES GROUP
101 SUB CONTARCTING SERIES GROUP
102 SALES SERIES GROUP
105 MANUFACTURING EXPORT SERIES
3. Choose Enter to continue, system will take new Subcontracting Challan Createscreen, make thefollowing entries:
Field name Description R/O/C User action and values Comment
Select Posting tab
Posting date & time Posting date andtime
R Input date and time ofmaterial removal
Print Immediately Print Immediately O Check this box if you wantchallan printout immediately.
Select Overview Tab
Preprinted no Preprinted number O Enter pre-printed number ifyou have
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Save challan by choosing on Saveicon or Control + S.
1.5 Goods Receipt for Purchase Order for Sub-Contracting Material
1.5.1 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 materialdocument is posted. Appropriate general ledger accounts are also posted and stocks areupdated.
1.5.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Inventory ManagementGoods Movement Goods Receipt For Purchase OrderPO Number Known
Transaction code MIGO
2. On the Goods Receipt Purchase Orderscreen, make the following entries:
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3. Expand the Receiving Material and can enter the exact consumption of the sent materials.
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4. Select the Check box Item OK, after entering all the data.
To get Excise Invoice tab at Header Data for referring subcontracting challan which we sent tovendor.
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System will issue the following error message
Please enter Excise Invoice number and Excise Invoice Date
Message no. 4F184
Close the error message and proceed further.
On the Excise Invoicetab at Header Data select Refer Subcontracting Challan.
5. After clicking the More Data it will lead to a pop-up window where Sub-Contracting Challan No to beentered.
6. Choose Checkat the top of screen.
7. Choose button to post the document.
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1.5.3 Result
Material document posted
1.5.4 Example
Material document 5000112723 posted
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1.6 Reconciling Subcontracting Challan
1.6.1 Use
After making Goods Receipt the GR has to be reconciled with the challan sent tosubcontractor.
1.6.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP User menu
CIN Menu
Indirect Taxes Procurement Subcontracting Subcontracting ChallansReconcile Quantity
Transaction code J1IFQ
2. On the Quantity reconciliation for Subcontracting Challanscreen, make the following entries:
Field name Description R/O/C User action andvalues
Comment
Material Document Goods Receipt documentnumber
R 5000112723
Mat. Doc. Year Year of document R 2012
Year Subcontracting challan year R 2012
Chalan No Subcontracting challan No R 1010000023
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3. Choose on Reconcileicon or F8 to go reconciliation screen.
4. System will take you to new Quantity reconciliation for Subcontracting Challans.
5. Here on this you can see system display items from Goods Receipt at top and items from challan atbottom of screen.
6. Here you need to allocate the components consumed in GR stage are reconciled with challan to do
this, choose on Allocate based on FIFOicon in the middle of screen with calculator icon.
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7. Or you can do allocation by entering manually also in respective line items at bottom, where Assignedquantityfiled is located in white color.
8. After assignment save the document by choosing Saveicon or choose Control + S
1.6.3 Result
Material document was successfully reconciled.
1.6.4 Example
Material Document 5000112723, 2012 was successfully reconciled.
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1.7 Completing/Reversal/Re-credit Subcontracting Challan
1.7.1 Use
This transaction is basically used to complete the challan if you have reconciled as statedabove step. There may be cases subcontractor may not able to supply within stipulated 180days limit then in this case also same transaction is used for reversal of challan or re-crediting the amount.
1.7.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP User menu
CIN Menu
Indirect Taxes Procurement Subcontracting Subcontracting ChallansComplete/Reverse/Recredit
Transaction code J1IF13
2. On the Subcontracting Challan Complete/Reverse/Recreditscreen, make the following entries:
Field name Description R/O/C User action and values Comment
Challan No Subcontracting challan No R 1010000023
Excise year Document year R 2012
3. Choose enter to go to inside the challan document.
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4. Select the radio button CompleteChallanand.
5. Save the document by choosing Saveicon or choose Control + S.
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1.7.3 Result
Subcontracting challan successfully completed.
1.7.4 Example
Subcontracting Challan 1010000023 2012; Series Group 101 successfully completed.
1.8 Logistics Invoice Verification for Subcontracting Material
1.8.1 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.
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1.8.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Logistics Materials Management Logistics invoiceVerification Document Entry Enter Invoice
Transaction code MIRO
1. If you are opening for the first time this transaction, system will ask for Company Code, please give
1000to go in side the transaction.
2. On the Enter Incoming Invoice: Company Code 1000 screen, make the following entries:
Select both the Line items .
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Field name Description R/O/C User action and values Comment
Transaction Invoice R Select Invoice from dropdown list
Header Data Header data of Invoice R Defaulted by system
Basic tab Basic information tab R Select basic information tabto give initial information
Invoice Date Invoice Date R Enter the Vendor invoicedate
Reference Invoice reference O Enter the vendor invoice
referenceFor Example
USERMANUAL
Posting date Posting Date R Enter the posting date ofdocument
System will givecurrent date asdefault
Amount Invoice Amount R Enter invoice gross amountincluding taxes and duties
Amountmentioned is
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only an example
Currency R Enter the currency in whichthe bill is presented byvendor, if not entered byuser system will default thedocument currency frompurchase order
INR
Calculate tax Check box calculatetax
O Check this tick box, systemwill calculate tax amount
Tax code R Select the tax code fromdrop down list
V1
Bus.place/sectn
Business place orsection code
R Enter section code if Taxdeduction for source isactive for this vendor
Leave blank forthis process
Text Text O Enter text if required for
referencePayment tab Payment tab R Select payment details tab
BaselineDt Base line date forpayment
R Enter the base line date forpayment
Will be defaultedif payment termsentered in PO
Pmnt terms Payment terms O Payment terms ofdocument, if entered will bedefaulted from purchaseorder
Due on Payment due on O Will be calculated bysystem
Grayed out
Discount Cash discount O Enter if cash discount isoffered by vendor
Hide Header data for getting full screen of items if required.
Purchase order /Schedule Agreement
R Select Purchase order /Schedule Agreement in thereference documentcategory from drop downlist
Defaulted foruser
Purchase ordernumber
R Enter the first purchaseorder number generated
above
Goods / service items R Select Goods / Serviceitems in indicator from dropdown list
Defaulted
Layout Layout of invoiceverification
R Select All information fromdrop down list
Choose Enter
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Choose Enterto complete the document feeding part.
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.
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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3. Choose Save / Post, forposting the document.
1.8.3 Result
Logistics Invoice verification document is posted
1.8.4 Example
Document no. 5105685252 created
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