Lanson Blueprint New

SAP Business One Implementation

Version 9.0

Solution Blueprint for < LANSON MOTORS PVT LTD., >

Version 2.0

Category: Blue Print

Created on: 03.04.13

Authored by: Sandilyan SReviewed by: Sriram Padmanabhan

SAP B1 IMPLEMENTATION Solution Blueprint V 2.0 Page 2 of 35

Document Summary

Document details

Name of the Document Solution Blueprint

Classification Blue Print

PurposeThe Business Blueprint serves as a technical and functional guide during the subsequent phases of the SAP Business One implementation project.

Intended Users SAP Business One Users

Version Control:Version Authored by Reviewed by Released by Revision

DateRelease

Date

2.0 Sandilyan S Sriram/Padmanabhan

Revision HistoryVersion Changes Made Page Reference

1.0 Initial Draft version created 1-26

2.0 Final version created 1-35





TABLE OF CONTENTS

1 INTRODUCTION TO SAP B1 .................................................................................................................................................4

2 BUSINESS MAP DEFINITION................................................................................................................................................ 5

3 HIGH LEVEL FUNCTIONAL VIEW OF PRIVATE LIMITED ........................................................................................ 6

4 EXECUTIVE SUMMARY ...................................................................................................................................................... 10

4.1 LANSON MOTORS PROCESS FLOW MAP................................................................................................................................ 14

5 APPLICABLE MODULES ..................................................................................................................................................... 15

6 CORE CONFIGURATION..................................................................................................................................................... 16

6.1 BASIC COMPANY SET UP INFORMATION.................................................................................................................................166.2 CURRENCIES ........................................................................................................................................................................... 176.3 GENERAL LEDGER ACCOUNT - CHART OF ACCOUNTS, DIMENSIONS...................................................................................... 176.4 DEFAULT G/L ACCOUNT DETERMINATION FOR TRANSACTION POSTINGS.............................................................................. 186.5 WAREHOUSES.........................................................................................................................................................................206.6 ITEM GROUPS .........................................................................................................................................................................206.7 CUSTOMER GROUPS................................................................................................................................................................ 206.8 VENDOR GROUPS.................................................................................................................................................................... 206.9 SYSTEM WIDE INITIAL DOCUMENT SETTINGS.........................................................................................................................21

7 PROCESS MAPPING.............................................................................................................................................................. 25

8 PRINT FORMS AND REPORTS ........................................................................................................................................... 35





1 INTRODUCTION TO SAP B1

SAP Business One: An Integrated Solution for Todays Business Challenges

SAP Business One is affordable, easy-to-use business management software designed specifically for small and midsize businesses. It enables usto manage our critical business functions across sales, distribution, and financials, all in a single integrated system. With SAP Business One, we can instantaneously access a complete and up-to-the-minute view of our business, so we can respond to customers faster and grow our business more profitably.

SAP Business One provides us with instant access to all our companys information, as well as extensive reports and detailed documents covering every aspect of our business, all in real-time.

SAP Business One offers an all-in-one solution for sales, production, accounting, purchasing and administration, right through to banking





2 BUSINESS MAP DEFINITION

LEGENDS:

The Content of the field is chosen from the list

Drilldown to its Respective Masters.Graphical Representation of the Data





3 HIGH LEVEL FUNCTIONAL VIEW OF LANSON MOTORS PRIVATE LIMITED

Company Profile :

Lanson Toyota With Customer Loyalty Driven by Customer Delight as its vision, Lanson Toyota has added over 50000 happy members to the Global Toyota Family within eleven years of its incorporation in the year 2000. Lanson Toyota is one among the top Indian Toyota Dealerships with Four State- of- the- art Sales & Service facilities in Chennai, the capital of the South Indian state of Tamil Nadu and one in Vellore and two in Ponycherry metro.

Spearheaded by M. Lankalingam, [Chairman and Innovation Head of Lanson Group] as Dealer Principal & Managing Director and Reeta Lankalingam, Joint Managing Director, Lanson Toyota is today a $100 million business focused on consistently delighting the customer with world class service.

Lanson Toyota is a 50000 Customer, 1000 Colleague and 500 Vendor strong enterprises Selling a car every 30 minutes and Servicing a car every 3 minutes. Lanson Toyota has an installed capacity to service 500 vehicles a day.

Lanson Toyota has been among Performance Awards instituted by Toyota and has also been a pilot Dealership for many of Toyotas new initiatives such as TSM, Express Maintenance Bays, Toyota U-Trust- Indias First Toyota Certified Pre-owned Vehicle Dealership

Functional View :

Purchase of New Car:

Lanson Motors is basically dedicated for sales and service of cars. It comprises of 12 branches. It includes 12 branches of LMPL and 2 U-Trust. They will place Purchase Order for cars on monthly basis. Purchase request received from various branches will be consolidated at HO, and then PO will be placed with TKM.

Purchase Orders are received from branches, based on Annual Sales Budget. Purchase orders are entered in CTDMS by HO. Normal Lead time to get new car is 3 months.

TKM will get intimation about the credit transfer from the bank and will make bill every day. New cars will be sent to respective branches directly by TKM. Branches will send Day wise GRN once in a Month of all Cars received by them, during the month. Branch will account the Purchases in Branch Tally system, and they will also account the payment made by HO TKM in branch Tally. HO will pass the payment to TKM , and Debit Respective Branches Account.

Purchase of Parts:

Parts Purchase are of two groups:

1. OE Parts ( Original Equipement parts)2. Non OE Parts

Ordering and Purchase of Parts are decentralised, at various branches. Branches will enter the parts order in CTDMS. TKM is giving 30 days credit for parts purchases. Branches will make GRN as and when they receive parts from TKM in CTDMS.





Purchase of Accessories:

1. OE Accessories2. Non OE Accessories

The same process of purchase of parts will be followed in the purchase of accessories.

Sales Process:

Sales will have following Sub divisions : Vehicles Accessories parts

o OE Partso Non OE Parts

Sale of Cars are Decentralised .The entire enquiries made by the customers were recorded in I-CROP system. Details of all the employees will be captured in the CTDMS and these employees can be selected as a sales employee in I-CROP for booking enquiry. Enquiry made for the same customer with different sales employee is considered as different enquiries.

Alert will be given by the system when duplicate records are created based on the details like PAN no., DOB, Phone etc. Based on the two enquiries from the same customer, an order can be generated in the system with single customer code.

Advance received from customers are entered in CTDMS in respective branches. Customer Code is created in CTDMS. All the enquiries can be updated/ modififed until it is booked or cancelled.

After receiving the advance from the customer, order will be booked in the CTDMS based on the enquiry No and the order id will be created in CTDMS. (All the required datas in CTDMS will be pulled from the I-CROP). Minimum advance amount for all the items (cars) will be fixed by Sales Manager. All the orders will be confirmed by TKM and the orders will be closed on a monthly basis. Month wise pending order list will be sent to TKM.

Accessories sales will be done along with sale of new car and during services. This types of sales will be tracked under the sales employee wise in order to calculate the incentives given to sales employee.

Customer will be informed for the confirmation of delivery, once the cheque is cleared then the item (CAR) will be delivered to the customer. Receipt will be issued to the customer from CTDMS; also the entries will be posted in tally.

Accounting of Trade in Cars:

Customer will take their Used cars to U Trust. U Tust will evaluate the value of Used Cars. The branches will receive the evalaution of the used cars. Branches will Debit U Trust and Credit Customer Account in their Tally. Data related to service and parts consumption in service will be pulled in to tally through Tally Bridge (excel format).

In the excel output cars registration no. is taken as a code, based on the code - entries will be posted in the tally. If the code is not matched with the previous ledgers then system will create the new ledger based on the registration no.

NON OE items purchases are De centralised at respective branches. NON OE Item , Purhcase orders are not captured in CTDMS, it is being made manually.GRN will be done in CTDMS and Payments are made to Vendors from the Branches.These Purchase are consolidated in the year end at HO.





Tax amount output from CTDMS for importing is not bifurcated based on the tax rates and manual adjustment is done in excel for tax rates. Data output for importing contains the gross total of the document; do not give split up of discounts. Discount is given for the advance payment and accounted in customer ledger for each services. Credit limit is not maintained for the customers.

Part Sales:

Selective parts will be sold across counter to customers. Credit is not given across the counter.

Services :

Service will have following Sub divisions : General Labour Parts OE Parts Non OE Accessories OE Accessories Non OE

Based on the request from customers, time estimation will be prepared in CTDMS, estimation is not mandatory for service. Based on the registration no. job order will be created for the vehicle with all required data. Parts that required for job work will be added in the job order.

For periodic services there will be fixed parts that has to be included in the job order. Job order creation is followed by Modification Job tracking Job Invoices. For receiving parts no receipt document will be posted, only the issue document will be posted from the stores.

If there is any need of replacement, the parts will be returned with reference to the issue no. and replaced. Manual approval procedure is in place for Services sold on credit . At the end for every year, stock transfer between the own branches is tallied. Finally after receiving payment receipt will be generated from tally

Retail Finance:

1. Initial stage of retail finance is enquiry. Customer will approach for finance - after booking or before booking.

2. Finance officer will first ascertain the requirement of the customer, and then he will try to link the customer to the Financiers.

3. Sometimes customer will have his own reference for finance, in this case, the customer documents and details of loan will be sent to his preferred financiers.

4. All personal information about the customer will be obtained by the finance officer like, Identity proof, PAN Card, Residence proof, Income proof etc. This information will be passed on the financiers for credit evaluation.

5. After credit evaluation, if the financier is satisfied he will send Disbursement Order (DO) to Lanson

Others will have following Sub divisions :

Retail Finance Insurance

o Insurance for New carso Insurance for Renewals





6. Once DO is received from financiers Down payment receipt for booking the car will be sent to the Financier.

7. Then the financier will release the payment, thru RTGS ,.to Lanson

8. Once Accounts Department given confirmation of the receipt of amount from Financier, the car will be delivered.

9. In CTDMS, finance officer will update the details like Financier name, loan amount,etc. before delivery.

10. If finance is done thru in-house financiers, then points will be issued for the concerned finance officer of Lanson, No points will be issued if finance is done thru outside financiers

11. There is a target for Retail finance deals for each finance executives.

12. There is commission for the finance deals that are routed thru a financiers , the commissions are calculated based on the agreement with the financier and Lanson Value Added services

13. The commissions are based on certain parameters like Base interest etc. If the interest charged to a customer is less than the base rate, then the financier will adjust the commission accordingly.

14. Every month Commission due statement are sent to the financiers along with a service invoice from Lanson Value Added ServicesCo

15. Amortisation schedule given by the financiers will be handed over to the customer.

16. Lanson value added service will receive the commissions from the bank for the finance that have been done with them.

17. Invoice, RC book and Insurance copy should be sent to the financiers once it is received by Lanson.

18. Loan processing fee will be charged to the customer.

Insurance:

1. Lanson is Providing insurance for

New Cars . Renewals of the insurance.

through their Insurance Partners.

2. Two type of policies are arranged for customers. One is ADD ON ( Bumper to Bumper Cover) policy and another one is Standard policy. In add on policy there is no discount is given to customer where as in standard policy some discount is given. All premium rates are as per IRDO guidelines

3. Insurance amount is added to the basic value of the vehicle.

4. End of the day insurance statement will be sent to the Accounts department, for all vehicles registered in that day

5. TTIBI will send the commission statement to the insurance department.

6. Debit note is raised for the commission to be received to the respective insurance companies. These debit notes will be raised by Lanson Value Added Services Co

7. Lanson value added service will receive the commissions from the insurance companies.





4 FIXED ASSET MANAGEMENT

Fixed Assets Terminology

Fixed asset - a subsidiary ledger to the general ledger in financial accounting for SAP Business One. Assets are capitalized and included in the company Balance Sheet as assets, rather than written off to Profit and Loss account as expenses.

Net Book Value - the value of an asset in the accounting book which is calculated using the historical cost of the asset less any accumulated depreciation.

If the asset has been revalued upwards or downwards, the accumulated write-up or write-off is also taken into account in the calculation of the net book value.

Acquisition and Production Costs - the costs involved in obtaining an asset, whether it is purchased externally, or produced internally.

Low Value Asset - an asset for which the acquisition and production costs (less included sales tax) does not exceed a legally predefined amount. Typically, a low value asset can be completely written off within the period in which it is acquired.

Fixed Assets Terminology

Useful Life - a period during which an asset is expected to be usable for the purpose for which it was acquired.

Useful life may, or may not, correspond with the asset's actual physical life, or economic life. Before the end of an assets useful life, the asset should be written off completely.

Capitalization - the process of recording an acquisition and production cost as a fixed asset (written off as depreciation over several accounting periods), instead of an expense (charged against earnings in one accounting period).

Asset Value Date - the date of an asset transaction from the accounting point of view.

For example, the date of asset capitalization or retirement. The asset value date can be different from the posting date and document date, but it must be within the same period as the posting date.

Depreciation - the reduction in the book value of an asset over its useful life for both tax and accounting purposes. Depreciation would be included with the company expenses.

Depreciation Area a dimension showing the valuation of an asset according to a particular accounting standard.

For example, individual financial statements, or balance sheets for tax purposes. You can set up different depreciation areas to calculate different values in parallel for each asset.

Depreciation Type - a label for classifying depreciation based on the reason for the depreciation.

SAP Business One allows you to set up depreciation types using several depreciation methods. For example, Straight Line, Straight Line Period Control, Declining Balance and so on.





Salvage Value - the estimated value of an asset at the end of its useful life. The depreciation of an asset cannot cause the asset value to fall below the salvage value.

Retirement - the removal of an asset or part of an asset from the asset portfolio.

Fixed Asset Definition

The main definition in the Asset Master Data is the Asset Class which includes the association to the other definitions: Depreciation Area, Account Determination and Depreciation Type.Each fixed asset will be assigned to one asset class.

The Depreciation Area is a financial dimension showing the valuation of the asset for a given purpose, for example: book depreciation, tax depreciation, or depreciation for cost accounting.

You need to define one depreciation area as the main area.

The Account Determination definition enables the system to automatically select the relevant G/L accounts for assets accounting.

The Depreciation Type classifies the depreciation based on the reason for the value adjustment. Including the option to define the method for the value calculation

Asset Master Data

The process of managing an asset by using the different sub-tabs in the Asset Master Data:

Overview Values Depreciation Cost Accounting And Additional Information

Fixed Assets Activation

The user can purchase a fixed asset using an A/P Invoice.

The A/P Invoice automatically generates the Capitalization document.

The user can choose whether to generate the Capitalization document directly, or to automatically generate it from the A/P Invoice.

In both options the Asset Master Data is activated.

The graphic shows the automatic journal entries created during the process including the involved accounts.

If a vendor is not involved, then the user can generate a Capitalization document directly. In this case, only the Capitalization journal entry will be created and therefore the clearing account will appear as an obligation in the Balance Sheet.

Remember that the accounts are derived from the definition in the Asset Master Data.

Note :

The Asset Value Date is set by default to be the same as the A/P Invoice Posting Date. This date can be changed before adding the A/P Invoice to update the Capitalization Asset Value Date.

Fixed Assets Depreciation

Depreciation is used to write off the cost of an asset over its useful lifetime.

It represents the reduction in the book value of an asset for both tax and accounting purposes.





Depreciation would be included within the company expenses.

The system predicts the yearly expected depreciation rate according to the Asset Master Data definitions (that is Asset Class, Depreciation Area, Account Determination and Depreciation Type).

execute the Depreciation Run option to update the value with the actual depreciation.

Only when you execute a depreciation run does the system carry out all depreciations planned up to the specified date.

In order to trigger the posting of a planned depreciation it is usually sufficient to start one depreciation run for several posting periods. However, it is possible to execute several depreciation runs for the same depreciation period.

In depreciation runs, un-posted planned depreciation is posted using the catch-up method.

In the catch-up method, the system gathers any planned depreciation that has not been posted yet for the entire depreciation period and then creates a collective posting. Therefore, the resulting posting can also include planned depreciation from several periods.

A depreciation run can be repeated as often as necessary, provided no depreciation run has been executed for the following periods. A repeat depreciation run may be necessary, if the asset values have changed once again after posting planned depreciation. When repeating a depreciation run, only the value differences to the postings of the last depreciation run are considered.

The accounts and the amounts are derived from the Asset Master Data definition.

Use the direct posting method for depreciation. The system posts the depreciation directly to the asset balance sheet account specified for the asset.

In indirect depreciation, the system uses the accumulated depreciation account to post the depreciation.

The asset balance sheet account is affected only when the asset is purchased or retired.

Fixed Assets Retirement

There are two ways to retire a fixed asset: by A/R invoice if you are selling the asset or by a Retirement document if there is no customer involved.

In case the company sells the asset at the end of its useful life (or before), the user can retire the item using an A/R invoice.

The A/R Invoice automatically generates a Retirement document.

A Retirement document can be issued directly in case a customer is not involved and you need to write off the fixed asset.

In this case, different accounts will be involved in the journal entry attached to the Retirement document.

If you use the A/R Invoice option, make sure you define the Assets Master Data as a Sales Item.

Now, the Net Book Value of the Asset Master Data is set to zero.

Asset History Sheet

The Asset History Sheet is the most important supplement to the balance sheet from the fixed assets point of view.

The report can be issued for all fixed assets.

It displays all posted asset transactions in a fiscal year and presents the assets for each Balance Sheet account.





Flow of Data from CTDMS to SAP

CTDMS fields required to upload in SAP All fields from the reports(Purchase ,sales & services)

Frequency of upload data from CTDMS to SAP - using windows task scheduler we can set the time interval accordingly.

The destination folder - We created a folder Lanson in D-drive and put all the subfolder in it.

1.CTDMS_Report

2.ConnectionInfo

3.Error_Log.

Pick the data from that particular folder - We hard-coded the path of the folder Lanson in D drive and sub-folders in our program, When .exe file executes the program automatically takes the related information from the CTDMS_Report.

Service:

Cancel the invoices after upload into SAP DB - With the help of SAP B1 existing functionality as mentioned in Sales point no. 1.

Details of Invoice No. mapping(..CTDMS Vs. SAP) for sales, service and purchasing.

It is already mapped with SAP B1 Document no and user defined field U_InvNo (which is CTDMS invoice no).

Sales:

Sales invoice cancellation after the process of SAP Upload:

SAP B1 provides the option for invoice cancellation.We can cancel AR Invoice by creating AR Credit Memo against that. Open AR Invoice.Display the AR Invoice which needs to be cancelled. Press on Copy To Button and Select AR Credit Memo Option. AR Invoice will be copied to Credit memo and simply add the Credit Memo. The moment you add AR Invoice will be cancelled and its accounting effect will be reversed.

Duplicate invoice creation:

SAP B1 also provides the option for duplicate invoice creation. Just right click on the screen, some optionswill appear, click on Duplicate and make the duplicate invoice.

Parts and accessories:

Same solution as mentioned in sales and service.





5 EXECUTIVE SUMMARY

Further to the Systems Study - the Functional Requirement Analysis (FRA) and based on the exact requirements of Lanson Motors Private Ltd the Solution Blueprint document has been developed. In this document various processes that were identified in the FRA have been analyzed in a functional Perspective and then on aligned with the systems requirement.

5.1 LANSON MOTORS PROCESS FLOW MAP





6 APPLICABLE MODULES

1. Administration2. Financials3. Sales Opportunities4. Sales5. Purchase6. BP Master7. Banking8. Inventory9. Service10. Reports11. HR





7 CORE CONFIGURATION

7.1 BASIC COMPANY SET UP INFORMATION

Company Name:Used in reports and with the company address information LANSON MOTORS PVT LTD.,

Company Registered Office AddressNo 34, Poonamalle High Road, Opposite To Rohini Cinema Hall, Koyambedu, Chennai, - 600107

Internet Address http://www.lansontoyota.com

Telephone 044 - 66500150, 66500200

Fax 044-6650-0250

Company general information E-Mail address [email protected]

Local Currency INR

System Currency INR

SBO (SAP Business One) tax features opted forTax types may include

Sales Tax, Use Tax, Value Added Tax

Yes / NoVATCSTSERVICE TAXTDS

PAN Number

TIN Number

CST Number

Service Tax Number

Excise Registration Number

IE Code

Does the Chart of Accounts going to be segmented

Enable Multi-Language SupportNO

The inventory valuation method to be followed in the SAP Business OneNote this can be changed to another method at the time a new item master record is created.Does your business allow a stock release with a cost?





7.2 CURRENCIES

List the currencies that your business may use in your sales or purchases

Currency Type Currency Name

Local Currency Indian Rupee (INR)

System Currency Indian Rupee (INR)

Default Account Currencies All Currencies

7.3 GENERAL LEDGER ACCOUNT - CHART OF ACCOUNTS, DIMENSIONS

The chart of accounts template is user defined and has been created as below:

Chart of Accounts Draw Size Type

Asset 6 Numeric

Liability 6 Numeric

Equity 6 Numeric

Income 6 Numeric

Expenditure 6 Numeric

There are typically five dimensions available which can be used for running a profitability statement based on the dimensions. The description of the different dimensions to be created has been mentioned below.

Dimension Code DescriptionSales 101 Car

102 Accessories OE & NON OE103 Parts OE & NON OE

Service 201 General202 Parts OE & NON OE203 Accessories OE & NON OE204 Polishing

7.4 DEFAULT G/L ACCOUNT DETERMINATION FOR TRANSACTION POSTINGS

For Sales Transactions

Sales G/L Account DeterminationG/L Account Code

Domestic Accounts Receivable(Default Debtors Account)

130290- Sundry Debtors





Cash on Hand(Default Petty Cash Account)

130260- Petty Cash

Realized Exchange Difference Gain(Only used when using Foreign Currency in A/R Invoices & Payments)

Not Applicable

Realized Exchange Difference Loss(Only used when using Foreign Currency in A/R Invoices & Payments)

Not Applicable

Cash Discount(Customer Cash Discounts Earned for paying within certain Terms)

Revenue Account(Default Sales Revenue Account)

400005-Sales

For Purchase Transactions

Purchasing G/L Account DeterminationG/L Account Code

Domestic Accounts Payable(Default Creditors Account)

201403-Sundry Creditors Local

Realized Exchange Difference Gain(Only used when using Foreign Currency in A/P Invoices & Payments)

Not Applicable

Realized Exchange Difference Loss(Only used when using Foreign Currency in A/P Invoices & Payments)

Not Applicable

Cash Discount(Cash Discounts Earned for paying A/P within certain Terms)

For General Configuration

GeneralG/L Account Code

Credit Card Bank FeeNot Applicable

Rounding Account(An account for the system to use in journal entries automatically created for rounding differences.

This may occur when you define rounding for certain currencies or for sales documents.)

560960- Rounding Off

Period-End Closing Account(This account is used once a year to clear the P & L accounts into Current Retained Earnings. It

should be an Equity G/L Account but not the same account as your standard Retained Earnings Account)

300051-Period End Closing

For Inventory Transactions

InventoryG/L Account Code

Stock Account130000- Stock in Hand

Cost of Goods Sold500010- Cost Of Goods Sold





InventoryG/L Account Code

Revenue Account400005-Sales

Allocation Account(Inventory Receipts A/P Accrual)

201570-Goods Received Not Invoice / Billed

Variance Account(Used only with Standard Cost Inventory Item Types)

Not Applicable

Price Difference Account(Records a price difference to this COGS account if the A/P invoice cost differs from the PO Goods

Receipt cost and there is 0 or less than the quantity received to apply the cost difference to in the Inventory Account)

500040-Material Purchase Price Variance Gain /Loss

Negative Inventory Account(Used to track the Landed Costs additions to the original amount posted COGS when there is 0 or

less than the quantity in inventory for which the landed costs are being applied to)Inventory Offset Decrease(An offsetting account to the Stock account used in Goods Receipts and negative differences in

Stock Postings (updates after inventory). You can change this account manually while creating its corresponding document.)

500050- Stock Difference Gain/Loss

Inventory Offset Increase(An offsetting account to the Stock account used in Goods Receipts and positive differences in

Stock Postings (updates after inventory). You can change this account manually while creating its corresponding document.)

500050- Stock Difference Gain/Loss

Sales Returns(The inventory account to use when returning stock to inventory via a A/R Credit Memo or Goods

Receipt)Realized Exchange Difference(Only used when using Foreign Currency in Inventory Purchasing documents)

Not Applicable

Goods Clearing Account(Used only when a PO Goods Receipts has been posted to the Inventory and A/P Accrual account

and now the user closes the PO Goods Receipt instead of drawing it into a A/P Voucher. This account is used as the offset account to the debit to A/P Accrual. For most businesses this type of transaction would not occur.)

Decrease GL Account(Used as a balancing account when the stock value is decreased due to the creation of a material

revaluation document.)Increase GL Account(Used as a balancing account when the stock value is decreased due to the creation of a material

revaluation document.)Expenses Clearing Account(Used as the A/P Accrual account for Additional Expenses in the PO Goods Receipt, i.e. freight)

560890-Miscellaneous Expenses





7.5 WAREHOUSES

The below mentioned are the warehouses proposed to be created in SAP

#Warehouse

CodeWarehouse

Name

1 KOY01 Koyampedu

2 AMB01 Ambattur

3 POY01 Pondi

4 POY02 Pondi

5 ECR01 ECR

6 PAL01 Pallikaranai

7 VLR01 Vellore

8 CC01 Cenotaph Road

9 KC01 Kandhanchavadi

10 TUM01 Thiruvannamalai

11 KPM01 Kanchipuram

7.6 ITEM GROUPS

The below mentioned are list of groups to be created. Additional Groups would be created as and when new categories are added in the system.

#Item Group

Code Item Group Name

1 01 OE Parts

2 02 NON OE Parts

3 03 OE Accessories

4 04 NON OE Accessories

5 05 Vehicles

5 06 Consumables

7.7 BUSINESS PARTNER GROUP

Lanson categorizes the BP Group as follows:

Local Inter State





7.8 SYSTEM WIDE INITIAL DOCUMENT SETTINGS

General

SAP B1 to Calculate the Gross Profit for all A/R Invoices YES

Remarks Area on Target Documents to include: Customer/Vendor Ref. No. (Customer PO or Vendor Order )

When Attempting to Release Stock Below items Minimum Level, what would you like the system to do:

Warning Only

Rounding Method By Currency

In your purchasing documents would you like the Exchange Rate Based on:

Document Date

Project DashboardThere is an issue, current or emerging which will impact the project unless immediate management action is taken. There is an

issue, current or emerging which may impact the project if not addressed.

No issues and/or issues are being addressed are under control.

Category Previous Current Forecast (next Week) Reason (if yellow or red)

Overall Status

Budget

Schedule Customer master data is not yet given

Client Satisfaction

Resources

Risks and Issues

Application





Executive Summary

Key Tasks Scheduled the period - >

Task Completion Schedule Actual RemarksTime Time

Submission of Chart of Accounts Completed

Submission of Vendor Master / OE & CompletedNon OE Items Master Data

Report formats Not yet given fully

Customer & Vehicle Master data submission Pending

Integration Development In Progress

Blue print Prepatration In Review

User Training- Accounts Partially Completed

Task Not Completed Slippage Recovery

Task/Statement of Fact Recovery Strategy

Final COA is not yet received from client Lanson mgmt expedite the process

Tasks Planned for Next Period PERIOD >

Task Resources Indicative Time Client

COA & Master Data upload ( Vendor & Items only) CBS

Customer Master Data Submission / Upload Lanson / CBS 20.03.13 / 22.03.13

Blueprint Preparation CBS 19.03.13





Integration development CBS

User Training CBS/Lanson 20.03.13

Pending report formats submission Lanson 20.03.13

Report formats development CBS 26.03.13

Change Request

Chnge Request No. Description Time Cost Approval Date Status

Risks, Issues, Decisions or Actions RequiredFor impact, please summarize as High, Moderate or Low. Indicate critical issues or risks, and decisions or actions required that are impeding completion of project objectives, acceptance of deliverables, schedule or budget.

Issue of Risk Impact Owner Resolution/Mitigation Strategy Change order

Project BudgetNot included in this PSR

Milestones Activities

WBSTask Name Start Finish Date Status Actual ActualDate Start Finish

1 As-Is Study 28.01.13 03.02.13 Completed 28.01.13 13.02.13

2 Integration Document 01.02.13 13.02.13 Completed 01.02.13 13.02.13

3 Master Data Collection 29.01.13 20.02.13 Completed except 29.01.13 28.02.13Customer & COA

4Printable & Report Formats 07.02.13 13.02.13 Partially Completed 28.02.13collection





5 Blueprint Document & 06.02.13 14.02.13 In ProgressSignoff

6Test Database Readiness 08.02.13 22.02.13 Completed

7 Printable & Report 21.02.13 07.03.13 In Progressdevelopment

8Integration Development & 13.02.13 18.03.13 In ProgressReadiness

9 User Training 25.02.13 26.02.13Partially Completed-

Accounts(Koyambedu)

10 Test Run by End Users 26.02.13 28.02.13

11UAT Database Readiness 01.03.13 09.03.13

12UAT Testing & Signoff 11.03.13 25.03.13

13 Live Database Readiness 21.01.13 23.03.13

14Closing Balance Collection 25.03.13 05.04.13

15Closing Balance Migration 02.04.13 10.04.13

16 Go Live 10.04.13 10.07.13





8 PROCESS MAPPING

S# Req # AS IS IN LANSON TOYOTA

TO BE IN LANSON TOYOTA Post SAP

B1 Implementation

Solution

1 SP001(CRM)

Sales Opportunities

All the enquiries are captured in I-CROP.

The Sales Opportunity module lets you track and analyze pending opportunities, according to the progress of activities such as meetings, negotiations, and other proceedings.

All the data captured in I-Crop will be pulled to SAP

Customization

2 SP002(CRM)

CRM

Sales opportunities only standard reports are required.

All standard reports will be provided

Standard B1

3 SP003(CRM)

Needs to define the sales stages as

Generation of lead Enquiry Feasibility Report Quotation Negotiation Order confirmation Order acceptance

In SAP Business option is available to create the Stages. All stages has to be updated manually, no interface with other functions (sales, delivery, accounts etc) is possible.

CRM module is best uses for all stages

Standard B1

4 SP004(CRM)

Customer Group Local Interstate

Standard B1

5 SP005(CRM)

Sales Order:

Once the vehicle is booked by the customer based on enquiry sales order is booked in CTDMS.

If an existing customer wishes to buy another car in CTDMS a new Customer Code is being created.

The Advance received from customer is booked in Branch Tally system

After the Car is received , the customer will make balance payment

In SAP, order posted in the CTDMS will be captured by pulling the data.Here SAP fields were mapped with CTDMS.

The order document is a commitment from a customer or lead that they are going to buy a product or service.

It is the document that is used as the foundation for purchase orders.

In SAP Business One an order will affect the available stock level. The order only affects the available stock quantity ie. The amount of stock that has been committed to a customer. It does not affect the actual stock

Customization





towards the car.

The same is booked in Branch tally and AR Invoice is generated in CTDMS for the car value, Tax,etc

quantity.

6 SP006 For parts sales, sales order will be posted in CTDMS.

Sales Order booking in CTDMS will be captured as Sales order in SAP

Customization.

7 SP007 Delivery

Goods are delivered based on the Customer order booked in CTDMS.

In CTDMS invoice will be raised before delivery.

Inventory will be reduced only after delivery.

Delivery in CTDMS will be captured as delivery in SAP.

The order is followed by a delivery. It is possible to start the sales process with a delivery.

Creating a delivery in SAP Business One will reduce the actual stock levels.

Because the delivery document has an effect on stock it cannot be changed or cancelled.

Customization.





8 SP008 A/R Invoice

In CTDMS invoice is prepared before the delivery.

Delivery document is the final document prepared in sales process.

Thus Delivery in CTDMS is taken as an invoice in SAP.

All the data in CTDMS is mapped and pulled to respective fields in SAP through customization.

Invoice booking in CTDMS will be captured as an A/R Down payment invoice in SAP B1

Standard B1

9 SP009 Payment Terms Standard payment terms functionality will be provided.

Standard B1 solution

10 SP010 Sales Reports: The following Standard Reports will be provided :

Opportunities forecast report.

Opportunities forecast overtime report

Opportunities Statistics report

Opportunities report Stage Analysis Information source

distribution overtime report

Won Opportunities report






Lost Opportunities report Opportunities pipeline Open items list(Pending

SO, Delivery, A/R Invoice) Sales Analysis report based

on customers Sales Analysis report based

on Items Graphical representations

are available to read and analyze the reports



B1 Implementation

Solution

1 PUR001 Purchase Order:

For all the purchase orders (SAP) like vehicle purchase, parts purchase - data will be captured from GRN that is made in the CTDMS. So data from CTDMS is captured to SAP from GRN level.

Purchase process types:

Purchase of OE items. Purchase of Non OE

items. Purchase of OE

Accessories. Purchase of Non OE

Accessories.

Purchase Order will posted automatically based on the GRN Pulled from the CTDMS.

The PO document is a form of request for stock or service to a vendor. It is agreed price commitment for the product or service that you are requesting. In SAP B1 the PO can be changed or cancelled providing that no other document has been created from it.

The purchase order only affects the available stock quantity i.e. in stock plus on order. It does not affect the actual stock quantity.

Customization

Purchase will happen under two categories

Regular Purchase. New Purchase.

Regular Purchase is for the purchase of consumables. For this kind of purchase PO is not raised in CTDMS.

For New Purchase of assets PO will

Item will be categorized under item groups.Under this categorization regular purchase and new purchase item will be covered.

New Purchase is the purchase of Assets.Purchase order will be raised for the same. Separate asset master will be maintain in the asset management module.

Purchase Order will be raised for






be raised. bothe purchases in SAP.

2 PUR002 Approval Procedure

All purchase order needs to be approved

Standard approval procedure will be adopted.


3 PUR003 GRN

GRN Will be made by concerned branches or HO as and when they receive cars & other parts in CTDMS

All Data from (GRN) pulled from CTDMS will be saved as a draft, which can be verified by user and then can be captured in SAP by just Adding the document

Customization

4 PUR004 Partial / Over Deliveries: It is also possible to receive partial or even over deliveries in SAP Business One. This would update the stock levels by actual and also affect the actual accounting effect.

Standard B1

5 PUR005 A/P Invoices

Payments are made to Vendors from the Branches

Purchase invoice will be raised from the SAP based on the GRPO pulled from CTDMS.

Standard B1

6 PUR006 Purchase Reports The following Standard Reports are available:

Open Items list(pending PO, Pending delivery and Pending A/R Invoice)

Purchase Analysis Report Vendor wise

Purchase Analysis Report Item wise

Standard B1


TO BE IN LANSON TOYOTA Post SAP B1 Implementation

Solution

1 IM001 Item master data For all the O.E Parts items

item code will be available in CTDMS.

Part code for vehicles is not available in CTDMS

For all the Non O.E Parts items item code will be created .

In SAP a new code will be given to the vehicle based on the specification (model, suffix, color code,etc..).


2 BP001 Business Partner Master Vendor code will be created in Standard B1 solution





Vendor code and vendor description is not captured while posting order for OE parts and vehicles.

Vendor code is not captured while posting orders for NON-OE, but the description is captured, thus based on the vendor description vendor code should be fetched automatically in SAP. (Similar to making code for new vehicles).

SAP B1 in a default vendor creation series.

3 WH001 Warehouse

It is based on the branch name location

Warehouse can be created asbranchwise in SAP


4 IM002 For all the items valuation method can be Moving average

Item wise valuation method can be achieved


5 IM003 Inventory Transfer

Vehicles are transferred from one branch to another, the transferee branch ( receiving branch) is making GRN for the vehicle it is receiving in CTDMS, so when we pull GRN from CTDMS, we should Ensure that we pull only Vehicle GRN which has TKM Invoice details.

Stock transfer between the branches will be captured as an inventory transfer in SAP, stock transfer document should be issued to the accounts and based on this inventory transfer will be posted manually in SAP


IM004 Inventory Reports Inventory Reports:

Item List Last prices Report Inactive Items Item Query Inventory Posting List Inventory Status Inventory in

Warehouse Report Inventory Audit Report Inventory Valuation

Report Serial Number

Transactions Report Batch Number

Transaction Report








B1 Implementation

Solution

1 SR001 While Providing Service the company may use either or combination of

OE Parts

Non OE parts

Accessories

Job card will be created in CTDMS for OE and data will be Pulled from CTDMS to tally end of the day for accounting.

For OE parts data will pulled from CTDMS and invoice will be made for the respespective job order.

For Non OE Parts standard service module will be utilized.

Customisation

Standard B1

2 SR002 Service Call

Service call will be createdbased on the service type(e.g. Warranty, Body and Paint,Ploishing etc..)

Service calls to manage service and support activities that you provide to your customers, for example, problems or complaints regarding certain products, or inquiries regarding payment terms or training. These services may be covered by a service contract or warranty, or the customer can pay for the service call.

With service calls, you can:

Manage activities related to the service (for example, take meetings or phone calls).

Manage expenses and analyze all transactions created during the service call.

Search for solutions to the customer problem in the Solutions Knowledge Baseand log your solution.

Keep track of the service call history.

Standard B1





3 SR003 Service Reports The following Standard Reports will be provided :

Service Calls Service calls by queue Response time by assigned to Average closure time Service contracts Customer equipment card

report Service monitor My service calls My open service calls My Overdue service calls



TO BE IN LANSON TOYOTA Post SAP B1

Implementation

GAP / customization

1 FI001 Finance & Banking

All the invoices will be tracked in CTDMS and fed to tally for the accounting transactions.

Invoice will be raised based on the deliveries and receipts in SAP.

An Incoming payment and outgoing Payment will be made based on the invoices made in SAP.

Payment mode will be chosen by the






User based on the payment made by customer ( Cash/Cheque/bank Transfer)

2 FI002 LANSON has to provide the GL account which should be mapped as Control Account. Eg. Sundry Debtors/Sundry Creditors

Control Account:A General Ledger account can be set as a control

account. A control account is an account that links a sub-ledger, a group of external accounts, to the general ledger.

Business Partners:Accounts are linked through the control account set on

their master record Whenever you post a document to a business partner account, the system automatically adds a journal entry to the general ledger which posts the receivables or payables to this control account.


3 FI003 Currencies:Transaction to be recorded in multiple currencies.

Currencies:Business One handles the accounts in two parallel

currencies, the local currency and the system currency.The local currency is the currency in which the companyis legally required to keep its books. The system currencymay be different to the local currency.

The system automatically calculates all postings into thesystem currency and manages an additional accountbalance


4 FI004 Posting period to be April to March

Posting Period:The posting period structure for the first fiscal year is determined as the company database is established, andcannot be changed. Subsequent periods are created asneeded.

Best Practice:To enhance Control of the Accounting process, periods categorized as Locked periods can have no transactionsentered at all. Active periods are open for transactions tobe posted from Accounts payable and accountsreceivable. The current period is, by default, the periodwhich contains the current system date in the range ofposting dates.


5 FI005 Due Date Due Date:

The Due date as well as the cash discount lines are calculated based on a baseline date which can derivefrom the Posting Date, the system date or the tax dateentered in the Invoice and link

From that Date, or the start, middle or end of thatmonth. The system adds the number of months anddays to the baseline date, and subtracts the numberof tolerance days.


6 FI006 Cash Discount Cash Discount:

Cash discount is defined as a separate recordselectable from the Cash Discount Name field in thePayment Terms window. To define the Cash Discount,






you assign Cash Discount rates to dayRanges added to the baseline date. Alternatively, youcan define fixed Cash Discount lines: a fixed day ofthe month, with the month number added to thebaseline date.

7 FI007 Financial Reports:The company has no specific report in mind , and would like to look at standard reports generated by SAP B1

Financial Reports:The first group of reports fall under the categorymanagement reports. Business One provides:

Standard balance sheet,Profit and Loss andTrial balance report.

It can be re-valued against a fixed exchange rate orprice index and can be summarized by project code andor General Ledger account segment.

The second category is the comparison reports.These are the same reports as were mentioned earlier butwith the additional capability of analyzing data acrossfinancial yearsThe system also provides list of budget reports fordisplaying planned against actual budget information.

The cash flow report is also a standard reportincluded in Business One. It is used to predict cashbalances over a given time period.






Print Forms and Reports Sl No Description

1 C Form Report

2 Counter Sales Report

3 DFA Report

4 DFA Report for TKM

5 Expenses Report for DFA

6 New Vehicle purchase report

7 New Vehicle sales report

8 Sales of parts report

9 TDS Report

10 VAT Report

11 Cost and Sales Report

12 Invoice listing report

13 GRN

14 Part Sale Report

15 Purchase Register

16 Sale

17 Stock

18 Stocknew

19 Accessories Request Form

20 Accessories NON OE.Purchase-Reqular

21 Purchase Report

22 Uniform Issue Details

23 Item & Vendor Wise Report

24 Sales register

25 Purchase Order Print Format

26 Bill Entries

Date post:	25-Nov-2015
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