SAP ECC 6.0
PROCESS DOCUMENT OF DEEMED
EXPORT SALES - API
Domestic Sale From Factory Process Flow
Create Sales Order
VA01
Create Delivery
Document VL01N
Create Commercial
Invoice VF01
Create Excise
Invoice J1IIN
Update RG1 Excise
Register J1I5
Extract RG1 Excise
Register J2I5
Print RG1 Excise
Register J2I6
Create ARE3 form
Update ARE3 form
Close ARE3 form
CREATE SALES ORDER – T-CODE – VA01
T-CODE VA01
To create a Sales Order enter the T-
CODE “VA01” in the command line
Create Sales Order – Initial Screen – VA01
Sales Order Type for Deemed Export Sales transaction is ZDEX
The sales area for Domestic Sales will beORGP/TR/ 00.
The Sales Organisation “ORGP” represents the API Sales Org.
The distribution channel “TR” represents the 100% EOU distribution channel.
The division “00” represents Cross Division.
Sales area represents the distribution channel that a sales organisation uses to sell the products of a division.
Sales Order: Overview
Mandatory fields are
Sold-To-Party,
Ship-To-Party,
Material Code, Qty,
And Plant
Batch Number can be entered in
the sales order itself if the batch
number is known.Double click on the material to
enter the item level view to check
the item level details
CONDITION TAB AT ITEM LEVEL IN SALES
ORDER
The different pricing elements are represented
by the different condition types. Here the
different condition types are:
ZDEX – Basic Price
JMOD – Basic Excise duty
JECS – Education Cess
JA1X – Higher Education Cess
The “Condition Tab” view at the item level
displays the pricing details of the item
Here ZDEX is a manual condition which
needs to be filled manually with the agreed
selling price
CHECKING THE INCOMPLETION LOG FOR
COMPLETENESS OF THE SALES DOCUMENT
Click on the Edit button on the Menu Bar
and select the Incompletion Log button to
check whether all the mandatory fields have
been filled. In case mandatory information
is not filled then in that instance the system
will display message intimating that the field
needs to be filled for the order to be
considered “Complete”. An incomplete
sales order cannot be processed further.
SALES ORDER SAVED
If the document is complete then the
below message is displayed by the
system post which the Sales Order
can be saved
SALES ORDER SAVED
The Exports sales order is saved and
Order Number generated
automatically by the system
CREATION OF DELIVERY DOCUMENT – VL01N
In the initial Outbound Delivery
screen, the following details need
to be maintained:
1. Shipping Point
2. Selection Date
3. Order Reference Number
T-CODE VL01N
PICKING DETAILS TO BE ENTERED
Picking Tab needs to be clicked to
enter the picked quantity
PICKING DETAILS ENTERED AND POST
GOODS ISSUE EXECUTED
The Storage Location field and
the Picked Quantity field needs to
be filled. Batch Number needs to
also be entered in the event that it
has not entered in the Sales Order.
Post Goods Issue Tab needs to be
clicked once the details are filled
DELIVERY DOCUMENT SAVED
The Delivery Document is saved and
a reference number is generated by
the system automatically
DOCUMENT FLOW
T-Code VL02N
Enter the T-Code VL02N and click on
the Document Flow button
DOCUMENT FLOW – GOODS ISSUE DELIVERY
DOCUMENT SELECTION
Select the Goods Issue delivery
document and press the display
document button
GOODS ISSUE MATERIAL DOCUMENT
DETAILS
Click on the Accounting Document
button to check the accounting
entries
ACCOUNTING DOCUMENT ANALYSIS
In the subsequent window select the
Accounting document line and click
on the magnifying glass
ACCOUNTING DOCUMENT WITH THE GOODS
ISSUE ACCOUNTING ENTRIES
In the subsequent window the
accounting entries are displayed
which represents the accounting
impact of the goods issue
CREATION OF THE BILLING DOCUMENT –
VF01
Enter the T-Code VF01 to create the
billing document in the command field
BILLING DOCUMENT CREATION INITIAL
SCREEN
Enter the Delivery Document number
as Reference to create the billing
document
BILLING DOCUMENT - OVERVIEW
In the Initial Screen all the details are
prefilled, please check whether the
details like Payer, Billing Date,
Material, Qty to be billed, etc are
correctly populated in the initial
screen
Double Click on the item or the
magnifying glass at the left hand
bottom screen to check the item level
details
BILLING DOCUMENT – ITEM LEVEL
CONDITION TAB DETAILING PRICES
At the item level click on the
conditions tab and check whether the
prices copied herewith are correct
BILLING DOCUMENT - HEADER VIEW
If the billing date needs to be
changed, please click on the
magnifying glass near the Billing date
field. This will take you into the
“Header View”
BILLING DOCUMENT – HEADER VIEW –
CHANGE BILLING DATE
In the Header Tab , you can change
the date in the “Billing Date” Field.
FOREIGN TRADE DETAILS MAINTAINED AT THE
HEADER LEVEL OF THE BILLING DOCUMENT
In the case of Export Sales the
ForTrade/Customs field also needs to
be updated. The “Handling” tab
and the “Geography” tab needs to
be updated
BILLING DOCUMENT – HEADER LEVEL –
FOREIGN TRADE/ CUSTOMS DETAILS
The “Geography” tab updated
BILLING DOCUMENT SAVED
If everything is proper in the Billing
Document , save the billing document
by pressing the “Save” Button
The Billing document number is auto
generated by the system on clicking
the save button.
CHANGE BILLING DOCUMENT
T-Code – VF02
Using the T-Code VF02 – we can
check the accounting impact of the
billing document generated
Select the Document Flow to check
the completeness of the preceding
sales documents
ACCOUNTING DOCUMENT
Select the Accounting document and
click on “Display Document” button
ACCOUNTING DOCUMENT DETAILS
The accounting entries are displayed
which reflect the impact of the billing
document creation
CREATION OF EXCISE INVOICE – J1IIN
Billing document number should be
entered in the the “Billing
Document” field. The actual
“Posting Date” needs to be entered.
T-CODE – J1IIN
CREATION OF EXCISE INVOICE
The excise values auto
populate in the respective
excise fields. Check the
values.
Simulate Button helps
simulate the excise
invoice creation
The Utilization Button
allows to check the
balances available for
utilization prior to the
saving of the excise
invoice.
The excise
reference field
displays the Billing
number which was
referenced to create
this excise invoice
SELECTION OF THE EXCISE INVOICE TYPE
Click on the pencil icon to
specify if the exports is being
done Under Bond/ No Bond/
Deemed/ Letter Of Undertaking
EXCISE INVOICE SAVED
Excise Invoice saved
and invoice number
auto generated
PRINTING EXCISE INVOICE
Use the T-CODE
VF02 to print the
Excise Invoice. Enter
the Billing document
number and click on
the “Billing Document”
button
PRINTING OF EXCISE INVOICE
Click on the “Issue
Output To”
PRINTING OF EXCISE INVOICE
Select the Output
Type “ZI10” and then
click the “Print
Preview” button to
preview the excise
invoice or the “Print”
button to print the
excise invoice.
PRINTING OF EXCISE INVOICE
UPDATION OF EXCISE REGISTER RG1
T-CODE for updating RG1
register is “J1I5”
RG1 is the register prescribed
by the excise dept. for daily
entry of production and
dispatches. It is a daily stock
report and should be run
everyday after all the
transactions are completed for
the day. This process is called
updation of the register
UPDATION OF EXCISE REGISTER RG1
For Updating the register the following
fields need to be maintained:
1. Company
2. Plant
3. Excise Group
4. Posting Date the transaction is
being run for
5. Classification
RG1 entries need to be classified as to
whether they are receipts from
manufacture or are other receipts.
Similarly during Issues which clearance
is selected i.e. with payment of excise
duty or without payment of excise duty.
This classification will help report the
transactions under various headings as
required by the Excise
Commissionarate.
RG1 register
should be first
updated for
receipt of material
from manufacture
or from other
sources. Hence
the classification
selected will be
“ROP or RMA”
Document
Post date
should be
selected
“RG1” should
be clicked
Once the fields are
filled then the
execute button
needs to be clicked
UPDATION OF EXCISE REGISTER RG1 –
INWARD ENTRY
In this current screen, the material
along with the batch and qty details are
mentioned as received from
Manufacture. This needs to be first
updated in the RG1 register as receipts.
The entry needs to be selected by
“ticking” the box and then “Simulate”
button should be clicked to simulate the
transaction.
UPDATION OF EXCISE REGISTER RG1 –
INWARD ENTRY
The colour “Green” on clicking the
simulation button indicates that the
entry can now be posted to the RG1
register
Click on the Posting Button once the
system has displayed the “Green
indicator”
UPDATION OF EXCISE REGISTER RG1 –
INWARD ENTRY
Once the posting is done the below
message is displayed the “Processing
is over for 1 record”
UPDATION OF EXCISE REGISTER RG1 –
OUTWARD ENTRY
Once the “Inward entry” is updated in
the RG1 register, the “Outbound
delivery” entry will also need to be
updated in the RG1 Register which will
suggest that the delivery has been
executed against the above receipt
Again , the following fields need to be
maintained:
1. Company
2. Plant
3. Excise Group
4. Posting Date
5. Material
6. Batch (if known)
7. Classification – This will be either
IDH/ IDE/IWE/IWT/IWO, etc
depending on the type of
transactions. Here select IWE.
8. Select “Document Post Date” and
“RG1” register fieldClick “Execute” once all the fields are
filled
UPDATION OF EXCISE REGISTER RG1 –
OUTWARD ENTRY
Once the “Execute” button is clicked the
appropriate entry is displayed which
now needs to be “Simulated” prior to
posting in the RG1 register
Select the entry and click on the
“Simulate Button”
UPDATION OF EXCISE REGISTER RG1 –
OUTWARD ENTRY
If the indicator is “green” then it means
that the entry can now be posted to the
RG1 register
Click on the “Posting” button once the
indicator is “green”
UPDATION OF EXCISE REGISTER RG1 –
OUTWARD ENTRY
The outbound delivery entry has also
been posted to the RG1 register
EXTRACTION OF RG1 REGISTER
Once the RG1 Register is Update it
needs to be extracted for a particular
period.
T-CODE for Extraction of RG1 register
is “J2I5”
EXTRACTION OF RG1 REGISTER
For extracting the RG1 Register the
following fields need to be filled:
1. Excise Group
2. Start Date of extraction
3. End Date of extraction
4. Select RG1 Register as we need the
details of RG1 register for a
particular period
Once the details are filled click on
“Execute”
EXTRACTION OF RG1 REGISTER
The register name with a “Green tick”
will appear if successfully extracted
PRINTING OF RG1 REGISTER
Once the RG1 Register is extracted for
the selected period, the details can be
printed using the T-Code “J2I6”
PRINTING OF RG1 REGISTER
Select the Register “RG1” and
“Execute”
PRINTING OF RG1 REGISTER
Enter the following details:
Excise Group
Start Date and End Date
Select the “Excel Form” for saving
the details in an Excel sheet
PRINTING OF RG1 REGISTER
Select the path to save the RG1 excel
sheet
Screenprint of RG1 register
Screen print of the RG1 register
printed
CAPTURE THE CT1/CT2/CT3 LICENSE DETAILS
IN THE SYSTEM
Complete the fields in the License
capturing screen
Save the License and note the
Reference Number generated by the
system
To create ARE-3 form enter the T-
CODE J1IA301
CREATE ARE-3 DOCUMENT
Enter the Outgoing Excise Invoice
number in the field and press “Enter”Select the “Create ARE-3” in the field
CREATE ARE-3 DOCUMENT
All the details auto populate in the
initial screen, check if the details have
pulled correctly
Enter the Dispatch date and the
Dispatch Time in the “Certification
Dates” tab – Header level and the
License Year and License Number at
the item level
Save the ARE-3 document by clicking
on the “Save” button
Flow in FI to continue
FI Flow
View Customer
Ledger
FBL5N
Post Incoming
Payment
F-28
View Customer
Ledger
FBL5N
View Customer Ledger
To view Customer Ledger
One can use the SAP Easy Access Menu or the direct Tcode – FBL5N
View Customer Ledger
Step 1- Enter Customer account and Company Code
Step 2- Select All items and specify period.
Step 3- Click execute
View Customer Ledger
The invoice amount is shown as open item.
Post Incoming Payment
To post incoming payment
One can use the SAP Easy Access Menu or the direct Tcode – F-28
Post Incoming Payment
Enter the following details-Header-Document Date, Posting Date, ReferenceBank data – Account, amount, value dateOpen item selection- Account (Customer a/c),
Then select Process open items.
Post Incoming Payment
There are 28 open items in the Customer’s account, however, in the instant case only 1 item is being cleared.
The amount entered and assigned do not match.
Post Incoming Payment
Click Select all
Post Incoming Payment
Click Deactivate items
Post Incoming Payment
After Deselecting all items, the amount assigned becomes “0” (Zero).Now double click on the amount to be paid.
Post Incoming Payment
Upon item selection, Amount entered and assigned match.
Post Incoming Payment
Simulate the document
Post Incoming Payment
View the Accounting Entry and Post the payment (or Press Ctrl+S)
Post Incoming Payment
The payment document has been posted.
View Customer Ledger
Step 1- Enter Customer account and Company Code
Step 2- Select All items and specify period.
Step 3- Click execute
View Customer Ledger
The invoice has been cleared.
THANK YOU